8. Submission Proposals.pdf

Submission & Evaluation of Proposals

15BFA024R00000009

Updated: 08-03-2023

Submission of Proposals

Proposals shall be submitted in three separate volumes in accordance with the following requirements. If an offeror chooses to submit more than one offer, each offer must be submitted independently as a separate proposal and labeled as such.

Volume 1 - Technical Proposal

Volume 2 - Past Performance Proposal

Volume 3 - Business Proposal

Offerors are required to use the following method when submitting a proposal:

A. Electronic Proposals via e-mail. Offerors shall submit their scanned documents of

Volumes 1, 2, and 3 electronically via e-mail to lfaytaren@bop.gov and a carbon copy

(cc:) to mbodine@bop.gov. The subject line of the e-mail must state

“15BFA024R00000009 Healthcare Delivery Services for Adults in Custody in the

Community (Company Name).” All documents must be in PDF format. All documents must be submitted and received within the inboxes of the email addresses listed above by the due date and time set forth in Block 8 of the Standard Form (SF) 1449, page 1 of the solicitation.

B. Offers received after the proposal deadline will be processed pursuant to

FAR 52.212-1(f). It remains the offerors responsibility to ensure ALL DOCUMENTS are in the Government's control (recipient’s inbox to the email addresses identified in paragraph A above) by the proposal due date and time.

C. PLEASE NOTE. The following applies to all electronic submissions:

a. Please refer to FAR 52.212-1(f)(2)(i)(A)(B) and (C). E-mailed proposals will not be received instantly upon transmission. Offerors must factor delivery time when submitting their proposals. As stated in paragraph B above, e-mail proposals must be received within the recipient’s inbox by the proposal due date and time.

b. The Government e-mail system can only receive documents up to 14 megabytes

(MB). Therefore, the e-mail with attachments must be less than 14 MB.

D. The offeror is responsible to ensure all electronic documents have good resolution and are LEGIBLE. The PDF file must also be text searchable.

E. Hard copies of proposals will not be accepted.

All potential offerors are advised that this solicitation includes the provision Federal Acquisition

Regulation (FAR) 52.212-1, Instructions to Offerors - Commercial Products and Commercial

Services (SEP 2023), and the provision at FAR 52.204-7, System for Award Management (OCT

2018), which requires all Contractors doing business with the Federal government to be registered in the System for Award Management (SAM) database.

mailto:lfaytaren@bop.gov mailto:mbodine@bop.gov

Offerors should include their Unique Entity ID (UEI) number in their offers. The Contracting

Officer will verify registration in the SAM database prior to award by entering the potential awardee's UEI number into the SAM database. Failure to complete the registration procedures outlined in the provision noted above may result in elimination from consideration for award.

Instructions for registration in SAM can be found at https://www.sam.gov.

Instructions for Preparation of Technical Proposal

The offeror's technical proposal will be an important consideration in the award of the resulting contract; therefore, it should be specific and complete. The technical proposal shall set forth in detail an offeror's conceptual approach to, and interpretation of the following: stated contract goals; proposed work plan for achieving contract objective; proposed methodology and techniques of performing the contract; and the technical resources, experience and background, as well as unique or specialized skills and expertise of both the offeror and proposed subcontractors.

The offeror's proposal should be prepared simply and economically, providing straight-forward, concise delineation of capabilities to perform satisfactorily for the contract being sought. The technical proposal should therefore be practical, legible, clear, and coherent.

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired.

The technical evaluation criteria stated within this solicitation will be used by the technical panel in evaluating proposals; therefore, each technical proposal must contain enough specificity to address each evaluation factor and the terms and conditions of the Performance Work

Statement. In order that an evaluation may be accomplished strictly on the merit of the material submitted, the technical proposal shall not refer to pricing data.

Offerors are responsible for reading the Performance Work Statement (PWS) and ensuring their proposals are detailed and include all information requested. The below documents shall be submitted in accordance with the PWS. Offerors are hereby notified this list may not be all-inclusive and does not relieve the offeror from providing all information requested in the PWS.

Sub- Factor 1 – Communication Plan

• Provide Communication Plan

• Provide Implementation Plan/Transition Out and Risk Management Plans

• Provide Network Management, Referral and Scheduling Plans

Sub- Factor 2 – Network Providers

• Provide diversity of services including a list of all network providers/facilities within a

200-mile radius of the RRC locations identified in the PWS. This file should be submitted in an unlocked Excel format.

• Provide list of urgent/emergent network facilities in each RRC area.

• Provide accreditation status of the proposed contract facilities.

https://www.sam.gov/

• Provide procedures for establishing network providers when the BOP identifies new

RRC facilities.

• Provide description of contractor system including IT requirements in accordance with the PWS and Attachment 004.

Sub-Factor 3 – Managed Care Approach

• Provide proposed method of sufficient identification to facilitate the authorization and delivery of healthcare within the offeror’s network of care providers while under BOP custody. Plan shall include sufficient information to identify the AIC as the patient and the contract awardee as the vendor.

Sub-Factor 4 – Pharmacy Benefit Management

• Provide proposed pharmacy management plan to include a list of all network providers/facilities within a 200-mile radius of the RRC locations. This file should be submitted in an unlocked Excel format.

• Provide proposed procedures for urgent/emergent after hours, weekend and holiday prescriptions.

Sub-Factor 5 – Enhancements

• Provide proposed procedures and benefits for all enhancements offered.

Proposals which merely paraphrase the requirements of the Government's Performance

Work Statement or parts thereof or use such phrases as "will comply" or "standard techniques will be employed" and/or cut and paste information from a proposed subcontractor's website will not be acceptable. The offeror must submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the required output.

Instructions for Preparation of Past Performance Proposal

The proposal must describe the experience of the offeror that is relevant to this contract:

• Experience providing healthcare delivery services for Adults in Custody in the community nationwide;

• Experience establishing and maintaining relationships with a large and diverse number of health care providers and/or organizations;

• Experience receiving and disseminating medical records to and from multiple health care providers.

The following information shall be included in each Past Performance Proposal:

1. A list of a total of three (3) of the offeror's most recently awarded relevant contracts with a period of performance of at least twelve (12) months. The listing shall include all items listed below:

a. Name of contracting activity;

b. Contract number;

c. Date of Award;

d. Estimated Awarded Amount;

e. Contract Performance Period;

f. Name, Mailing Address, telephone number, fax number, and e-mail address of the Contracting Officer, Program Manager, and Administrative Contracting

Officer;

g. Relevancy: Describe the relevance of the past of present contract to this RFP.

Relevance discussion could include a comparison to providing health care to an inmate population of a similar care level as identified in Medical Classification –

Care Levels.

h. Provide any other information the offeror deems important to understand the past performance of the contract, the offeror’s ability to deliver quality medical services, meet schedule/performance requirements, and achieve customer satisfaction.

2. For offerors with no past performance history, the offeror shall state "No Past

Performance History Available." In cases where an offeror has no previous past performance or past performance information is unavailable, the offeror will receive a neutral rating and will not be evaluated either favorably or unfavorably.

A Past Performance Questionnaire is provided as Attachment 10 to this solicitation. Offerors shall complete the sections entitled "Reference Identification" and "Contract Identification" and forward a copy of the entire questionnaire to be completed by the three (3) references identified above. Offerors shall advise the reference that the completed questionnaire is to be considered source selection sensitive in accordance with FAR 3.104. Completed questionnaires shall be submitted as part of the Past Performance Proposal.

Any questionnaire received from an organization other than those identified in above will not be considered. In accordance with FAR 15.306, offerors may be given an opportunity to address especially unfavorable reports of past performance, and the offeror's response, or lack of, will be taken into consideration. An offeror's opportunity to address reports of negative past performance information could be affected by the Government's entitlement to award without discussions. Offerors would be well served to be aware of possible dissatisfied customers and address expected negative issues in initial proposal submissions. Generally, negative information obtained from references provided by the offeror are considered historical in nature, not subject to change, and not a matter for discussions.

Instructions for Preparation of Business Proposal

An offeror's business proposal shall consist of the following information:

1. Completed Schedule of Services

2. Completed Subcontracting Plan

3. Completed certification entered onto the provision 52.209-7, Information Regarding

Responsibility Matters, and 52.209-12 Certification Regarding Tax Matters of this solicitation.

4. Completed representations and certifications entered onto the provision at FAR 52.212-3, Offeror Representation and Certifications - Commercial Products and Commercial

Services." (Only if offeror has not completed annual electronic representations and certifications in SAM as specified at FAR 4.1201.

5. A brief explanation of the offeror's management structure as it relates to the performance of services under the contract.

6. A reference at a financial institution with general knowledge of the offeror's financial resources. Please include the name of the individual, name of the financial institution, address, e-mail, and phone number.

7. Audited and/or certified financial statements (balance sheet, profit and loss statement) for the previous fiscal year.

Freedom of Information Act Notice

The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract proposals submitted to

Federal agencies. If an offeror's proposal contains information that he/she believes should be withheld from such requestors, under FOIA, on grounds that it is "trade secrets and commercial or financial information obtained from a person and privileged or confidential" [(b)(4) of the

FOIA], the offeror should identify all such information so that if the proposal is ever the subject of a FOIA request, the decision to disclose or withhold can be made promptly by the responsible

Federal official. If the offeror considers parts of the proposal withholdable under FOIA, the following notice should be placed on the title page:

"Some parts of this document, as identified on individual pages, are considered by the submitter to be privileged or confidential trade secrets or commercial or financial information not subject to mandatory disclosure under the Freedom of

Information Act. Material considered privileged or confidential on such grounds is contained on pages ______.”

The offeror should mark each individual item considered privileged or confidential under the

FOIA with the following notice:

"The data or information is considered confidential or privileged, and not subject to mandatory disclosure under the FOIA."

All information in the offeror's proposal which is not designated may be subject to automatic public disclosure, if it is requested under FOIA. It must be emphasized that under FOIA no information is automatically exempt from public disclosure. However, no disclosures under

FOIA will be made without a careful and exacting evaluation, giving due regard to the need for safeguarding material considered by the submitter to be privileged or confidential. The

Department of Justice's policy is to withhold, whenever possible, material that is genuinely privileged or confidential.