36C10B21R0003 0003.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE C ONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this am endment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

VA-20-00029761

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

To all Offerors/Bidders

36C10B21R0003

11-18-2020

X

X X

Purpose of this Amendment 0003 is to make a minor revision to Section E.10 and answer questions. Please see attached

All other terms and conditions remain unchanged and in full force effect

Proposal due date is 2/5/2021 at 12PM EST.

Den-el Opuszynski

Contracting Officer

A. BASIS FOR AWARD

Any award will be made based on the best overall (i.e., best value) proposal that is determined to be the most beneficial to the Government, with appropriate consideration given to the three following evaluation Factors: Technical, Price, and Veterans Involvement. The Technical Factor is significantly more important than the Price Factor. The Price Factor is slightly more important than the Veterans Involvement Factor. To receive consideration for award, a rating of no less than "Acceptable" must be achieved for the Technical Factor. The non-Price Factors combined are significantly more important than the Price Factor. Offerors are cautioned that the award may not necessarily be made to the lowest Price offered or the most highly rated technical proposal.

B. FACTORS TO BE EVALUATED

1. TECHNICAL

2. PRICE

3. VETERANS INVOLVEMENT

C. EVALUATION APPROACH - All proposals shall be subject to evaluation by a team of Government personnel. The Government reserves the right to award without discussions based upon the initial evaluation of proposals. The proposal will be evaluated strictly in accordance with its written content. Proposals which merely restate the requirement or state that the requirement will be met, without providing supporting rationale, are not sufficient. Offerors who fail to meet the minimum requirements of the solicitation will be rated Unacceptable and thus, ineligible for award.

1. TECHNICAL EVALUATION APPROACH.

a. Understanding of the Problem - The proposal will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in solving the problems and meeting and/or exceeding the requirements presented in the solicitation and the extent to which uncertainties are identified and resolutions proposed.

b. Feasibility of Approach - The proposal will be evaluated to determine the extent to which the proposed approach is workable and the end results achievable. The proposal will be evaluated to determine the level of confidence provided the Government with respect to the

Offeror's methods and approach in successfully meeting and/or exceeding the requirements in a timely manner.

2. PRICE EVALUATION APPROACH

Fixed Price: The Government will evaluate the price by adding the total of all line item prices, including all option periods and optional tasks. The Total Evaluated Price will be that sum.

The Government will verify the Offeror’s calculation including the Total Evaluated Firm -Fixed Price. The Government may adjust the Offeror’s proposed Total Evaluated Firm-Fixed Price if mathematical errors are identified.

3. VETERANS INVOLVEMENT EVALUATION APPROACH.

In accordance with Veterans Affairs Acquisition Regulation (VAAR) 852.215-70 (DEVIATION), Service-Disabled Veteran-Owned and Veteran-Owned Small Business (VOSB) Evaluation Factors, the Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a VOSB.

To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database at time of proposal submission and at time of award (https://www.vip.vetbiz.va.gov) and must meet federal small business size standards for the North American Industry Classification System (NAICS) code assigned to this solicitation.

Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. Offerors must state in their proposals the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VIP database (https://www.vip.vetbiz.va.gov) and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both proposal submission and at time of award.

A. PROPOSAL SUBMISSION

1. INTRODUCTION

The Offeror’s proposal shall be submitted electronically by the date and time indicated in the solicitation on the Contracting Opportunities website (Beta.Sam.Gov) to Michael Frank, Contract Specialist, michael.frank@va.gov. The Offeror’s proposal shall consist of four volumes. The Volumes are I –Technical, II – Price, III –Veterans Involvement, and IV – Solicitation, Offer and Award Documents. The use of hyperlinks or embedded attachments in proposals is prohibited.

Any concerns regarding the submission of proposals shall be addressed Michael Frank, Contract Specialist by email at Michael.Frank@va.gov, or Den-el Opuszynski, CO at Den-el.Opuszynski@va.gov.

WARNING: Please do not wait until the last minute to submit your proposals! Late proposals will not be accepted for evaluation. To avoid submission of late proposals, we recommend the transmission of your complete proposal file 24 hours prior to the required proposal due date and time. Please be advised that timeliness is determined by the date and time an Offeror’s complete proposal is received by the Government, not when an

Offeror attempted transmission. Offerors are encouraged to review and ensure that sufficient bandwidth is available on their end of the transmission.

2. PROPOSAL FILES. Offeror’s responses shall be submitted in accordance with the following instructions:

a. Format. The submission shall be clearly indexed and logically assembled.

Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Proposal page limitations are applicable to this procurement. The Table below indicates the maximum page count (when applicable) for each volume of the Offeror’s proposal. All files shall be submitted as either a Microsoft Word (.doc or .docx) or Microsoft Excel (.XLS or .XLSX) file, both of which shall be password protected (the Government shall not be provided the password), or an Acrobat (PDF) file as indicated in the table below. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only.

The top, bottom, left and right margins shall be a minimum of one inch (1”) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font, printing, or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view. Compliance with the submission instructions shall be measured using the font size, scale, and styles indicators in Microsoft Word.

Offerors are advised that the Government shall not reformat submissions in violation of the stated formatting requirements.

b. File Packaging. All of the proposal files may be compressed (zipped) into one file entitled “proposal.zip” using WinZip version 6.2 or later version or the proposal files may be submitted individually.

c. Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the proposal and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each proposal. The titles and page limits requirements for each file are shown in the Table below:

A Cover Page, Table of Contents and/or a glossary of abbreviations or acronyms will not be included in the page count of the technical Volume. However, be advised that any and all

Volume Number Factor File Name Page Limitations Volume I Technical Tech.pdf 25 pages

Volume II Price Price.xls None

Volume III Veterans Involvement VetsI.pdf None

Volume IV

Solicitation, Offer & Award Documents, Certifications & Representations

OfrRep.pdf None information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror’s proposal will not be evaluated by the Government.

See also FAR 52.212-1, Instructions to Offerors – Commercial Items.

(i) VOLUME I – TECHNICAL FACTOR. Offerors shall propose a detailed approach that addresses the following:

1) A clear description of how the technical architecture and constituent products and frameworks of the proposed solution, for the program lifecycle comply with VA enterprise technical architecture, enterprise design patterns, and enterprise shared services guidelines by addressing the subcategories below:

a) System design with emphasis on scalability, availability, security, reliability, performance, and VistA integration related to the Enterprise and IT Framework, Performance Work Statement (PWS) Section 6.1.

Describe these elements of system design as they relate to how requirements in PWS Section 5.2 will be met with specific and detailed descriptions for:

i. Compliance Requirements

1. Ability to make enhancements to support VHA business process changes and needs (PWS Section 5.2.1.c.)

2. Providing updates to a supported code sets according to

HIPAA-mandated timeframes (PWS Section 5.2.1.e.)

ii. Encoder Requirements

1. Provision of an Evaluation & Management (E&M) tool for both 1995 and 1997 guidelines with the ability to be set by facility or clinical specialty for the appropriate E&M guidelines. (PWS Section 5.2.2.e.)

2. Ability to automatically suggest code re-sequencing and alternate principal diagnosis/Diagnosis Related Group

(DRG) scenarios to satisfy applicable edits and rules that are enforced in logic. (PWS Section 5.2.2.i.)

3. Inclusion of continuously updated references. (PWS Section 5.2.2.j.)

b) Integration of the solution with the HICBA VistA Integration, Revenue, and Reporting (VIRR) software solution to provide required operability with VistA and VIRR applications.(PWS Section 5.2.2. & 5.2.2.p.)

c) Configuration of the application, including the creation and maintenance of custom business rules to include the hierarchy of rules required at multiple levels throughout VA enterprise. (PWS Section 5.2.)

2) A detailed technical schematic to describe approach for data exchange and workflow process and system architecture of the proposed HICBA Encoder solution, as well the presentation of the information to the end users through the interface. (PWS Section 5.2.)

3) A detailed technical approach to implementation planning, and execution to implement the required capabilities at facilities across the VA enterprise. This description shall include a detailed timeline of events to include testing of software prior to implementation, access requirements for Consolidated Patient

Account Centers (CPAC), VA facilities, VA support requirements, and training. (PWS Section 5.5.)

(ii) VOLUME II– PRICE FACTOR

The Offeror shall complete the Schedule of Supplies/Services of the solicitation.

Price Rounding Issue - The Government requires Offerors to propose unit prices and total prices that are two decimal places and requires the unit prices and total prices to be displayed as two decimal places. Ensure that the two-digit unit price multiplied by the item quantity equals the two-digit total item price (there should be no rounding).

If an Excel spreadsheet is submitted by the Offerors, the Offerors shall ensure that the actual values in the spreadsheet cells are no more than two decimal places even if values in the spreadsheet cells are formatted to display two decimal places.

Offeror’s shall provide the estimated level of effort for the Offeror’s approach for each task to include labor categories and associated hours for the Prime and any proposed team members and/or vendors for the base and option periods of performance (inclusive of the optional tasks).

Ensure the hours are correctly totaled for each period (base and option periods (inclusive of the optional tasks), and a grand total is submitted for all periods combined. Details are required to be included in the Technical Volume and shall not be provided through a redacted price volume.

All Offerors should propose using an estimated award date of January 1, 2021 All Offeror should propose using an estimated award date within the 2nd quarter of Fiscal Year 2021.

(iii) VOLUME III – VETERANS INVOLVEMENT FACTOR.

(1) (For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small

Business Evaluation Factors (DEVIATION). Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (https://www.vip.vetbiz.va.gov) and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of both proposal submission and at time of award.

(2) For Non-SDVOSBs/VOSBs: To receive some consideration under this Factor, an Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB subcontractors must be registered and verified in VIP database https://www.vip.vetbiz.va.gov/

(https://www.vip.vetbiz.va.gov) in order to receive some consideration under the Veteran’s Involvement Factor and must meet federal small business size standards for the NAICS code assigned to this solicitation at time of proposal submission and time of award.

(iv) VOLUME IV - SOLICITATION, OFFER AND AWARD DOCUMENTS

AND CERTIFICATIONS/REPRESENTATIONS.

Certifications and Representations - An authorized official of the firm shall sign the SF 1449 and all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission. This Volume shall contain the following:

a. Solicitation Section A – Standard Form (SF1449) and Acknowledgement of Amendments, if any.

b. Any proposed terms and conditions and/or assumptions upon which the proposal is predicated. The Government will not be held to any terms and conditions and/or assumptions found in any other Volume and is not responsible for reviewing other Volumes for any terms and conditions and/or assumptions

Offerors are hereby advised that any Offeror-imposed terms and conditions and/or assumptions which deviate from the Government’s material terms and conditions established by the Solicitation, may render the Offeror’s proposal Unacceptable, and thus ineligible for award.

https://www.vip.vetbiz.va.gov/