Administrative Data.pdf

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ADMINISTRATIVE DATA

B.1 POINTS OF CONTACT

Contractor Contract Administration: All contract administration matters will be handled by the following individuals:

Contractor Name:

Address:

Telephone:

E-mail:

Tax ID Number:

Dun & Bradstreet Number:

Individual responsible for CPARS reporting if different from above:

Name: _________________________________

Title: _________________________________

Email: _________________________________

Government Contract Administration: TBD

NAICS:

The associated North American Industrial Classification System (NAICS) code for this procurement is:

518210 - Data Processing, Hosting, and Related Services.

$32.5 - Size standards in millions of dollars.

CONTRACT TYPE: Indefinite Delivery Indefinite Quantity

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B.2 INVOICE INSTRUCTIONS

In accordance with the Prompt Payment Act, payment will be due 30 days after receipt of services & receipt of a proper invoice, whichever occurs last. At a minimum, a properly prepared invoice shall include:

a. Name and address of the Contractor.

b. Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

c. IHS Contract No.

d. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

e. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

f. Name and address of Contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

g. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

h. Contractor Taxpayer Identification Number (TIN).

i. Contractor Dun & Bradstreet Number (DUNS).

Improperly prepared invoices or statements shall be returned to the contractor and may delay payment.

B.3 PAYMENT TERMS

a. Payment shall be made by electronic funds transfer (EFT). Payment shall be made in arrears of service received.

Contractor shall be properly registered in www.sam.gov to allow for EFT payments.

b. The Contractor’s rate identified for services described herein is considered as an all-inclusive rate. All inclusive is defined to include but is not limited to services, travel, lodging, liability insurance, fringe benefits, federal, state and local taxes, and all other costs pertinent to the performance of this contract.

c. Net 30 in arrears

B.4 SCHEDULE OF PRICES/COSTS

Contractor shall provide unit pricing for claims in order to be eligible for contract award.

The pricing shall be firm-fixed-price for the base year and each option year. The quantities identified are estimated quantities. The government does not guarantee all quantities will be used and shall be invoiced based on quantities actually ordered. Minimum: 2,166 – Maximum: 130,000

YEAR DESCRIPTION

Estimated Annual

Quantity UNIT PRICE

Estimated Annual Total

BASE Medical Coding: outpatient 26,000

OPT YR 1 Medical Coding: outpatient 26,000

OPT YR 2 Medical Coding: outpatient 26,000

OPT YR 3 Medical Coding: outpatient 26,000

OPT YR 4 Medical Coding: outpatient 26,000

Grand Total:

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B.5 PURPOSE OF CONTRACT

The purpose of this contract is for the provision of outpatient coding services for the IHS Cass Lake Hospital. All services shall be guided by CMS, Federal, and State regulations.

B.6 DELIVERY LOCATION PLACE OF PERFORMANCE

Indian Health Service To Be Determined 425 7th Street NW Cass Lake, MN 56633

B.7 PERIOD OF PERFORMANCE:

This contract shall be for a period of one (1) base year plus four (4) additional option years. At the discretion of the Federal Government this contract may be extended in accordance with FAR 52.217-9, option to extend the term of the contract.

B.8 NONPERSONAL SERVICES CONTRACT

It is expressly agreed and understood that this is a nonpersonal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor.

B.9 SECURITY COMPLIANCE

a. Health and Human Services - Office of Inspector General (HHS/OIG) To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract.

Further, the Contractor is required to certify in its proposal that all persons or entities listed in the contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the list of Excluded Individuals/Entities.

b. Health Insurance Portability & Accountability Act (HIPAA ) Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). Refer to HIPAA Business Associate’s Agreement (BAA) attachment.

c. Data Exchange Contractor must comply with the Indian Health Service Data Exchange Agreement (DEA) and sign the attached DEA upon award. The Contractor shall agree to conduct annual review of the DEA with IHS and provide signature as evidence of annual review upon completion. Contractor shall be responsible for implementing necessary changes to Contractor business practices and IT systems as required by IHS in order to maintain data security, at the expense of the contractor. Refer to DEA attachment.

d. Section 508 Compliance Rehabilitation Act of 1973 (29 U.S.C 794d) as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR Part 1194).

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B.10 CONTRACT PERFORMANCE MONITORING

a. Monitoring Monitoring of Contractor’s performance shall be demonstrated through administrative record reviews. The COR will be responsible for verifying contract compliance. Contracting Officer's Representative(s) (COR) will designate appropriate personnel to monitor services through one or a combination of the following mechanisms:

1. Departments being served will monitor Contractor performance to ensure that services called for in the contract have been received by IHS in a timely manner. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer.

2. Documentation of services performed will be reviewed prior to certifying payment. The COR will perform periodic spot checks and document with the using service to ensure records monitoring. IHS shall pay only for services actually provided, and in strict accordance with the Price Schedule. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided.

3. Departments being served, through the COR(s), will provide a written statement annually to the Contracting Officer to include a summary of Contractor actions and a statement that all requirements of the contract have been fulfilled as agreed. This summary evaluation will be submitted 45 days prior to expiration of contract (and/or prior to election of option year renewals, if applicable).

b. Contracting Officer Representative (COR).

TO BE DETERMINED

The role of program and technical personnel in monitoring the contract is to assist and advise the Contracting Officer, and act as the COR when so designated by the Contracting Officer. The COR does not have the authority to change or alter the order amount, terms and conditions.

COR activities include— Providing technical monitoring during contract performance and advising the Contracting

Officer relating to delivery, acceptance, or rejection of deliverables in accordance with the terms of the contract;

Assessing contractor performance;

Recommending necessary changes to the schedule of work and period of performance to accomplish the objectives of the contract (The COR shall provide the Contracting Officer a written request along with an appropriate justification and a funding document, if additional funds are needed.);

Reviewing invoices/vouchers and recommending approval/disapproval by the Contracting Officer, including providing comments regarding anything unusual discovered in the review;

Reviewing and recommending approval or disapproval of technical submissions, subcontractors, overtime, travel, and key personnel changes;

Assisting the Contractor in the resolution of technical problems encountered during performance;

Participating, as necessary, in various phases of the contract closeout process;

Serve as the Assessing Official in CPARS. Initiate and complete CPARS performance evaluations annually

(interim) and upon contract completion (final).

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c. Contractor Performance Assessment Reporting System (FAR Part 42)

The Contractor Representative and IHS Assessing Official shall be responsible for and are required to conduct past performance evaluations during the performance of this contract and agree to provide cooperation for timely completion of CPARS.

Individual Evaluation Roles:

IHS Assessing Official: _________________________ Contractor Representative: _________________________

1. IHS shall prepare and submit evaluations of contractor performance, including both negative and positive evaluations, electronically in the CPARS at http://www.cpars.gov.

2. The Contractor Representative will receive a CPARS-system generated notification when an evaluation is ready for comment.

3. The Contractor Representative shall be afforded up to 14 calendar days from the date of notification of availability of the past performance evaluation to submit comments, rebutting statements, or additional information.

4. At a minimum, Interim evaluations shall be issued upon expiration of the base year and each option year.

A Final evaluation shall be issued upon expiration of the contract in its entirety.

5. Timely completion is considered to be within 30 days upon expiration of the base year and each option year.

CPARS ‐ REQUIRED

Other than Construction and Architect‐Engineer contracts at $150,000.00 or above.

Architect‐Engineer contracts at $30,000 or above.

Construction contracts at $650,000 or above.