Combined_synopsis-REPORT_CLOUD_SOFTWARE_SERVICE__(1).docx

31st Contracting Squadron Aviano AB, Italy Combined Synopsis Solicitation for Report Cloud Software Service

26 June 2019

The issuing agency’s address is as follows:

31st Contracting Squadron/PKB Via Pordenone 89/b, Bldg. 600, Area E Aviano Air Base 33081 Aviano (PN) Italy

SUBJECT: Combined Synopsis/Solicitation for Report Cloud Software Service.

GENERAL INFORMATION

SOLICITATION #: FA568219Q7010

SOLICITATION DATE: 26 June 2019 QUOTES DUE: Monday, 08 Aug 2019 @ 1600 Central European Time (CET)

Coordinator – Reference (FA568219Q7010) [ X ] Request for Quotation (RFQ) [ ] Request for Proposal (RFP) [ ] Invitation for Bid (IFB)

This solicitation and the incorporated provision and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-03 Effective 12 June 2019; Defense DPN 20190215 Effective 31 May 2019 and AFAC 2018-0525 Effective 25 May 2018

Due to the overseas location of this solicitation, no small business set-aside will be used.

North American Industry Classification Code (NAICS): 541511

Offerors must be registered and active in System for Award Management (SAM) (see https://www.sam.gov) to be eligible for award.

The following information will be provided by offerors/suppliers:

NAME OF ORGANIZATION: _______________________________________________________

CAGE CODE: ________________________

DUNS NUMBER: _____________________

SAM REGISTRATION EXPIRATION DATE: ________________

QUOTATION SCHEDULE:

FFP

Implementation Services PoP: 3 Sept 2019 – 02 Sept 2020 FOB: Destination NSN: SERVICES

FFP

Monthly software subscription PoP: 3 Sept 2019 – 02 Sept 2020 FOB: Destination NSN: SERVICES

FFP

Managed Services PoP: 3 Sept 2019 – 02 Sept 2020 FOB: Destination NSN: SERVICES

EA

Report Cloud Software Service - as per attached SOW

FFP

Implementation Services PoP: 3 Sept 2020 – 02 Sept 2021 FOB: Destination NSN: SERVICES

FFP

Monthly software subscription PoP: 3 Sept 2020 – 02 Sept 2021 FOB: Destination NSN: SERVICES

FFP

Managed Services PoP: 3 Sept 2020 – 02 Sept 2021 FOB: Destination NSN: SERVICES

FFP

Implementation Services PoP: 3 Sept 2021 – 02 Sept 2022 FOB: Destination NSN: SERVICES

FFP

Monthly software subscription PoP: 3 Sept 2021 – 02 Sept 2022 FOB: Destination NSN: SERVICES

FFP

Managed Services PoP: 3 Sept 2021 – 02 Sept 2022 FOB: Destination NSN: SERVICES

FFP

Implementation Services PoP: 3 Sept 2022 – 02 Sept 2023 FOB: Destination NSN: SERVICES

FFP

Monthly software subscription PoP: 3 Sept 2022 – 02 Sept 2023 FOB: Destination NSN: SERVICES

FFP

Managed Services PoP: 3 Sept 2022 – 02 Sept 2023 FOB: Destination NSN: SERVICES

FFP

Implementation Services PoP: 3 Sept 2023 – 02 Sept 2024 FOB: Destination NSN: SERVICES

FFP

Monthly software subscription PoP: 3 Sept 2023 – 02 Sept 2024 FOB: Destination NSN: SERVICES

FFP

Managed Services PoP: 3 Sept 2023 – 02 Sept 2024 FOB: Destination NSN: SERVICES

STATEMENT OF WORK

CLEAR AND LEGIBLE REPORT CLOUD SOFTWARE

GENERAL INFORMATION

Background The 31st Medical Group provides ambulatory clinical care to the base populace, while coordinating services with host nation medical facilities when care exceeds in-house capabilities.

Specifically, when coordinating with host nation medical facilities, the 31st Medical Group’s TRICARE Operations and Patient Administration Flight assists with coordination of care, language assistance, Italian healthcare billing and claims procedures and the written translations of clear and legible reports (CLR), among other tasks.

Objective The 31st Medical Group seeks to procure a commercial-off-the-shelf (COTS) cloud based CLR Software for the retrieval of medical reports from host nation medical facilities, with intent to expeditiously translate host nation doctor notes and prevent delays in medical treatment.

SCOPE

The contractor shall provide a secure medical report interface software that, at a minimum, meets the requirements described below and will assist the 31st Medical Group in the expedient retrieval of CLRs. In addition to the initial licenses, the contractor shall provide subscription service maintenance and training.

REQUIREMENTS

The contractor shall provide a data service and software that meets or exceeds the following requirements:

Software Requirements

1. Completely Cloud-Based (Online) Solution

1. Ability to share, within HIPAA compliance, necessary medical reports to and from our host nation medical facilities via a variety of formats (ie. written reports and digital imaging)

1. Provide an unlimited number of user accounts

1. Training & Support: Initial training should be conducted with identified key users. Maintenance and system updates are to be managed by the contractor.

1. HIPAA Compliant: Business Associate Agreement required.

Software Implementation In accordance with the implementation plan proposed by the Contractor and accepted by the Government, the contractor shall install and configure the software platform.

The testing performed by the contractor shall include all pre/post-testing of the system, which shall include maintaining quality control, as well as performing live test and operational capability demonstrations. The 31st Medical Group intends to use the demonstrations as part of its acceptance process.

The 31st Medical Group and Contracting Office will evaluate the software to assess compliance with the specifications of the task order. It is anticipated that within one (1) week after the system is implemented, 31st Medical Group will either accept the system or notify the contractor of required adjustments. The contractor shall incorporate all adjustments identified by 31st Medical Group within one (1) week. The Commission will then reevaluate and/or retest the system for acceptance. All notifications regarding adjustments and acceptance shall be from the Contracting Officer.

Documentation The contractor shall deliver a systems administration guide and all production documentation within one (1) week after receiving formal notification that the implemented system is accepted. The systems administration guide and production documentation shall be provided in a searchable electronic format agreeable to the Contracting Officer or the Mission Owner.

Training The contractor shall provide Help Desk/Technical Support during implementation of the software system. The support shall be available either on-site or via phone.

Support/Maintenance The effective date of the licenses shall be the date the system is accepted by the Contracting Officer through formal notification. License maintenance, program version updates, instrument database updates, data format, and technical support either on-site or via phone shall be from the date the system is accepted by the Contracting Officer throughout the base year of the contract.

The solicitation number for this solicitation is FA568219Q7010.

This is a combined synopsis/solicitation (combo) for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested.

Solicitation number FA568219Q7010 is issued as a request for quote (RFQ).

This solicitation document and the incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular (FAC), Defense Federal Acquisition Regulation Supplement (DFARS) DPN, and Air Force Acquisition Circular.

The following NAICS code applies to this solicitation: 541511 This is a requirement to purchase Report Cloud Software Service.

This solicitation will be using FAR 13.5 Simplified Procedures for Certain Commercial Items Comparative evaluations will be conducted.

The provision at 52.212-1, Instructions to Offerors – Commercial items, applies to this acquisition. The following addenda are made to the provision. Paragraph (b) Submission of offers is added to read: Quotations shall contain at a minimum the following information: Company name, POC name, phone, and e-mail, product description, quantity, unit of issue, unit price ($), shipping costs (if applicable), total price, discount terms, and delivery terms.

The provision at 52.212-2, Evaluation -- Commercial Items, applies to this acquisition. The Government will select the offer of the responsible vendor whose offer represents the best value after evaluation in accordance with the following factors:

(i) Price

(ii) Technical Acceptability

ADDENDUM TO 52.212-1

The following documents constitute the offer, failure to submit any of the below documents may be cause for rejection of the offer:

1. Price

(a) Complete the included quotation schedule. In doing so, the offeror accedes to the contract terms and conditions as written in the combined synopsis/solicitation.

(b) Insert proposed unit and extended prices in the quotation schedule for each Contract Line Item Number (CLIN).

(c) The entire solicitation shall be returned in its entirety.

2. Technical Capability Submit all required documentation showing they are software cloud based.

A. SELECTION

a. Basis for Contract Award This solicitation is subject to the Simplified Acquisition procedures (SAP) of the Federal Acquisition Regulation (FAR) 13, Simplified Acquisition Procedures, as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS), the Air Force Federal Acquisition Regulation Supplement (AFFARS). These regulations are available electronically at the Air Force (AF) FAR Site, http://farsite.hill.af.mil.

The Government will select the offer of the responsible vendor whose offer represents the best value after evaluation in accordance with the factors indicated in paragraph B below.

b. Number of Contracts to be awarded The Government intends to award one contract for the supply of Software Subscription Service for use at Aviano Air Force Base, Italy

c. Solicitation Requirements, Terms and Conditions Offerors are required to meet all solicitation requirements. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

B. EVALUATION FACTORS

The following evaluation factors and subfactors will be used to evaluate each offer.

Factor 1: Price

Price determined to be fair and reasonable. The offeror’s price will be evaluated for award purposes based upon the total price offered. Offerors whose price cannot be determined to be reasonable and affordable may not be considered for award. The offer will be evaluated on the Total Evaluated Price (TEP) including: Base Year and four (4) option periods and price for the potential 6 month extension covered by Federal Acquisition Regulations (FAR) 52.217-8- Option to Extend Services. The evaluation of this potential extension shall be accomplished by adding an additional 6 months using the same monthly prices as proposed for the final option period, to the total price for the basic requirement.

Explained: (Total Price for all priced CLINS) + (6 additional months at final option price) = TEP

Factor 2: Technical Capability This factor evaluates offeror’s capability to provide items that meet the Government requirements. This requirement is met when the offeror submits all required documentation showing they are software cloud based. This requirement is met when the offeror’s proposal includes the above in sufficient detail to allow the Government evaluation team to ascertain without any reasonable doubt total compliance with the requirements set forth in the item extended description.

Quotes must be valid for three (3) months from the date of closing of this RFQ.

The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The following addenda are made to this clause. Paragraph (a) Inspection/Acceptance is added to read: The contractor shall use the Wide Area Workflow web page at https://wawf.eb.mil/index.html to submit invoices for acceptance. Paragraph (o) Warranty is added to read: The contractor shall provide all standard commercial (including manufacturer) warranties to the United States Government.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (DEVIATION), applies to this acquisition This solicitation and resultant contract contains provisions and clauses that may be included by reference. You may view provisions or clauses incorporated by reference at this website: http://farsite.hill.af.mil

The following clauses/provisions also apply to this acquisition:

FAR

52.204-13 System for Award Management Maintenance (Oct 2016) 52.204-18 Commercial and Government Entity Code Maintenance 52.204-19 Incorporation by Reference of Representations and Certifications (Dec 2014) 52.209-6 Protecting the Government’s Interests when Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015)

52.232-18 Availability of Funds 52.233-2 Service of Protest 52.233-3 Protest after Award (Aug. 1996) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.244-6 Subcontracts for Commercial Items (Jan 2017)

52.253-1 Computer Generated Forms (Jan 1991)

DFARS

252.203-7005 Representation Relating to Compensation of Former DoD Officials (Nov 2011) 252.204-7003 Control of Government Personnel Work Product (Apr 1992) 252.204-7004 Alt A System for Award Management (Feb 2014) 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting (Oct 2016) 252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support (May 2016) 252.222-7002 Compliance with Local Labor Laws (Overseas) (Jun 1997) 252.229-7000 Invoices Exclusive of Taxes or Duties (Jun 1997) 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (Jun 2012)

252.232-7008 Assignment of Claims (Overseas) (Jun 1997) 252.232-7010 Levies on Contract Payments (Dec 2006) 252.233-7001 Choice of Law (Overseas) (Jun 1997) 252.244-7000 Subcontracts for Commercial Items (Jun 2013)

AFFARS

CLAUSES INCORPORATED BY FULL TEXT

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 20 days prior the expiration of the contract.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

(End of clause)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address:

http://farsite.hill.af.mil (End of clause)

52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision.

(b) The use in this solicitation or contract of any Department of Defense Federal Acquisition Regulation (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of Provision)

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any Department of Defense Federal Acquisition Regulation (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

252.229-7001 TAX RELIEF (SEPT 2014)

(a) Prices set forth in this contract are exclusive of all taxes and duties from which the United States Government is exempt by virtue of tax agreements between the United States Government and the Contractor's government. The following taxes or duties have been excluded from the contract price:

NAME OF TAX: ________(Offeror Insert) RATE (PERCENTAGE): __________(Offeror Insert)

(b) The Contractor's invoice shall list separately the gross price, amount of tax deducted, and net price charged.

(c) When items manufactured to United States Government specifications are being acquired, the Contractor shall identify the materials or components intended to be imported in order to ensure that relief from import duties is obtained. If the Contractor intends to use imported products from inventories on hand, the price of which includes a factor for import duties, the Contractor shall ensure the United States Government's exemption from these taxes. The Contractor may obtain a refund of the import duties from its government or request the duty-free import of an amount of supplies or components corresponding to that used from inventory for this contract.

(End of clause)

252.229-7003 TAX EXEMPTIONS (ITALY) (MAR 2012)

(a) As the Contractor represented in its offer, the contract price, including the prices in subcontracts awarded under this contract, does not include taxes from which the United States Government is exempt.

(b) The United States Government is exempt from payment of Imposta Valore Aggiunto (IVA) tax in accordance with Article 72 of the IVA implementing decree on all supplies and services sold to United States Military Commands in Italy.

(1) The Contractor shall include the following information on invoices submitted to the United States Government:

(i) The contract number.

(ii) The IVA tax exemption claimed pursuant to Article 72 of Decree Law 633, dated October 26, 1972.

(iii) The following fiscal code(s): 91000190933 .

(2)(i) Upon receipt of the invoice, the paying office will include the following certification on one copy of the invoice:

“I certify that this invoice is true and correct and reflects expenditures made in Italy for the Common Defense by the United States Government pursuant to international agreements. The amount to be paid does not include the IVA tax, because this transaction is not subject to the tax in accordance with Article 72 of Decree Law 633, dated October 26, 1972.” An authorized United States Government official will sign the copy of the invoice containing this certification.

(ii) The paying office will return the certified copy together with payment to the Contractor. The payment will not include the amount of the IVA tax.

(iii) The Contractor shall retain the certified copy to substantiate non-payment of the IVA tax.

(3) The Contractor may address questions regarding the IVA tax to the Ministry of Finance, IVA Office, Rome (06) 520741.

(c) In addition to the IVA tax, purchases by the United States Forces in Italy are exempt from the following taxes:

(1) Imposta di Fabbricazione (Production Tax for Petroleum Products).

(2) Imposta di Consumo (Consumption Tax for Electrical Power).

(3) Dazi Doganali (Customs Duties).

(4) Tassa di Sbarco e d'Imbarco sulle Merci Transportate per Via Aerea e per Via Maritima (Port Fees).

(5) Tassa de Circolazione sui Veicoli (Vehicle Circulation Tax).

(6) Imposta di Registro (Registration Tax).

(7) Imposta di Bollo (Stamp Tax).

252.232-7006 - WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause— “Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

INVOICE AND RECEIVING REPORT (COMBO)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

F1F2B1

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

marina.a.bruder@mail.mil Alessandra. Ferracin.it@us.af.mil Ornella.Bresil.it@us.af.mil

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

NOT APPLICABLE

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

5352.201-9101 OMBUDSMAN

Primary Command Ombudsman:

Mr.Symanski Erik J

AFICA/KU, UNIT 3103, APO, AE 09094-3103

AFICA/KU, Geb 404, Flugplatz Ramstein, 66877 Ramstein-Miesenbach, Germany E-mail: erik.symanski@us.af.mil DSN: (314)480-2209 Comm: 0049-6371-47-2209 Fax: (49)-6731-47-2025

Alternate Command Ombudsman:

Ms. Heidi Hoehn

AFICA/KU, UNIT 3103, APO, AE 09094-3103

AFICA/KU, Geb 404, Flugplatz Ramstein, 66877 Ramstein-Miesenbach, Germany E-mail: heidi.hoehn.de@us.af.mil Tel: DSN: (314)480-9330 Fax: (49)-6731-47-2025

5352.223-9000 ELIMINATION OF USE OF CLASS I OZONE DEPLETING SUBSTANCES (ODS) (NOV 2012)

(a) Contractors shall not:

(1) Provide any service or product with any specification, standard, drawing, or other document that requires the use of a Class I ODS in the test, operation, or maintenance of any system, subsystem, item, component, or process; or

(2) Provide any specification, standard, drawing, or other document that establishes a test, operation, or maintenance requirement that can only be met by use of a Class I ODS as part of this contract/order.

[Note: This prohibition does not apply to manufacturing.]

(b) For the purposes of Air Force policy, the following products that are pure (i.e., they meet the relevant product specification identified in AFI 32-7086) are Class I ODSs:

(1) Halons: 1011, 1202, 1211, 1301, and 2402;

(2) Chlorofluorocarbons (CFCs): CFC-11, CFC-12, CFC-13, CFC-111, CFC-112, CFC-113, CFC-114, CFC-115, CFC-211, CFC-212, CFC-213, CFC-214, CFC-215, CFC-216, and CFC-217, and the blends R-500, R-501, R-502, and R-503; and

(3) Carbon Tetrachloride, Methyl Chloroform, and Methyl Bromide. [NOTE: Material that uses one or more of these Class I ODSs as minor constituents do not meet the Air Force definition of a Class I ODS.]

The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.

Quotations are due in this office by 16:00 Central European Time (CET) on 08 Aug 2019. Quotations shall be e-mailed to the below contacts. It is important that you cite the RFQ number in your correspondence. Any offer must be exclusive of taxes. Our payment terms are net 30 days from the acceptance of the service rendered and/or submission of related invoice.

Submit offers and any questions to:

Ms. Alessandra Ferracin at Alessandra.Ferracin.it@us.af.mil, +39 043 430 7932 Ms. Ornella Bresil at ornella.bresil.it@us.af.mil +39 043 430 7961 image1.jpeg