Market Research Questionnaire_FMC Lexington.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

MARKET RESEARCH QUESTIONNAIRE

Prosthetic and Orthotic Services

Federal Medical Center (FMC) Lexington

Lexington, Kentucky

The Federal Bureau of Prisons is conducting market research in compliance with Federal Acquisition

Regulation, Part 10. The requirement is for the provision of Prosthetic and Orthotic Services at the

Federal Medical Center (FMC) Lexington, located at 3301 Leestown Road, Lexington, KY 40511.

The Government intends to make a single award of an indefinite delivery/requirements type contract with firm fixed prices that will consist of one (1) base year and four (4) twelve-month option years. The

NAICS code is 339113 (Surgical Appliance and Supplies Manufacturing). The small business size standard is 800 employees.

A draft copy of the Statement of Work is attached to this questionnaire for more specific details.

Additional details will be forthcoming in the solicitation. A Government solicitation document for this requirement is being developed, of which a contract may or may not result. Market research is being conducted to determine interest and capability of potential sources for this requirement.

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY – Solicitations are not available at this time.

Please answer the following questions:

1. The North American Industrial Classification System (NAICS) code for Prosthetic and Orthotic

Services is 339113, which sets the small business size standard at 800 employees. (fewer than 800 employees is considered small; more than 800 employees is considered large). Based on this standard, what is your business size?

_____ Small _____ Large

2. Is your company eligible for participation in one of the following small business programs? If so, please indicate the program(s) below:

_____ “8(a)” Program

_____ Women-Owned Small Business concern

_____ Economically Disadvantaged Women-Owned Small Business concern

_____ HUBZone Small Business concern

_____ Veteran Owned Small Business concern

_____ Service-Disabled Veteran-Owned Small Business concern

3. Is your company certified to provide services in Kentucky? _____Yes _____ No

4. Can your company provide these services as either the Prime Contractor or as a Subcontractor:

_____ Prime Contractor _____ Subcontractor

5. If you are a small business, what level of subcontracting, if any, would your firm utilize? Services

(except construction) require at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

6. Will your company be compliant with FAR 52.219-14? _____Yes _____ No

7. Is your company able to provide readily available, qualified employees to fulfill FMC Lexington’s requirement as specified in the first paragraph? _____Yes _____No

8. Is your company registered in System for Award Management (SAM)? ____Yes ____No

**All potential quoters are advised if a solicitation is issued it will include the clause at FAR 52.204-7

(Oct 2018) for System for Award Management (SAM). This clause requires all contractors doing business with the Federal Government after September 30, 2003, to be registered in the SAM database. If your company is not registered in SAM, registration can be completed at: www.sam.gov

9. Can your company provide firm fixed unit pricing for future contract periods (for example: a contract with a base year and four option years, equaling a total of five years)? Please indicate the maximum number of years you can provide firm-fixed unit prices.

5 years 4 years 3 years 2 years 1 year only

10. The Federal Acquisition Regulations requires the following insurances policies: Workers’

Compensation and Employer’s liability not less than $100,000; and General Liability no less than

$500,000 per occurrence; and Automobile Liability of at least $200,000 person, $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. Are these rates and requirements consistent with regulatory requirements in Kentucky?

______Yes ______ No (If no, what are the standard rates per insurance?)

11. Are services of this type customarily available in the commercial marketplace? (Available to commercial business and industry or to the general public)

______Yes ______ No

12. How many calendar days does your company need to prepare a proposal resulting from this solicitation? _______ _______ _______ _______

15 days 30 days 45 days 60 days

13. If awarded a contract, how many calendar days following an award would it take your company to begin providing services to the institution?

** Please note that all individuals providing services at the institutions must undergo a security clearance investigation. This investigation may take 30 calendar days or longer to complete.

Calendar days

14. The Federal Acquisitions Regulations requires the following clause in solicitations and contracts when design, development or operation of a system of records on individuals is required to accomplish the agency’s function: 52.224-1 Privacy Act Notification and 52.224-2 Privacy Act. Is this requirement consistent with regulatory requirements specified in the first paragraph? _____Yes _____ No

15. Does your company have an issue with the attached Statement of Work? _____ Yes _____ No

16. Has your company previously provided these types of services in a prison environment?

______Yes ______ No http://www.sam.gov/

17. Which of the following best describes your organization?

______ Non-Profit ______ Faith-Based ______ Corporation ______ LLC

18. Please furnish the following information in reference to your firm:

Name of Business: ________________________________________________

Address: ________________________________________________________

Point of Contact: _________________________________________________

Telephone Number: ________________________________________________

E-mail Address: __________________________________________________

UEI: __________________________________ CAGE: ________________________

VENDOR WEBSITE: ______________________________________________________

I am extremely appreciative of the time you have taken to complete this questionnaire. Please email your response to me at sburke@bop.gov no later than April 18, 2025, at 10:00 am, EST.

Should you have any questions or concerns, please feel free to contact me.

Sincerely, Sarah Burke, Contracting Officer

Federal Bureau of Prisons

U.S. Armed Forces Reserve Complex

Field Acquisition Office

346 Marine Forces Drive

Grand Prairie, TX 75051

NOTE: The resulting solicitation will be distributed solely through the System for Award

Management website at www.sam.gov. Hard copies of the solicitation will not be available. The website provides downloading instructions to obtain all documents relating to the solicitation. All future information concerning this acquisition, including the pre-solicitation notice, solicitation, and any subsequent amendments, will be distributed solely through the website. Interested parties are responsible for monitoring the website to ensure they have the most up-to-date information about the acquisition.

mailto:sburke@bop.gov

STATEMENT OF WORK

INTRODUCTION

The Federal Bureau of Prisons, Field Acquisition Office (FAO), Grand Prairie, Texas, intends to make a single award for the provision of Prosthetic/Orthotic Services to a responsible contractor who can provide the services in accordance with the stated requirements. Prosthetic/Orthotic Services shall be performed for the Adult in Custody

(herein after referred to as AIC) population at the Federal Medical Center (FMC) Lexington, located in Lexington, Kentucky. General information regarding the Bureau of Prisons (BOP) and its facilities is located at www.bop.gov.

BACKGROUND

The health care mission of the Federal Bureau of Prisons (BOP) is to provide essential medical, dental, and mental health services to Federal offenders committed to the care and custody of the United States Attorney General. The care to be provided by professional staff will be consistent with acceptable community standards. To achieve this goal, the BOP has staffed its institutions with comprehensive health care teams, including professional and paraprofessional health services staff. To the fullest extent possible, these health care teams provide medical care and treatment within the institution’s Health Services (HSU). Faith-Based and Community- Based Organizations have the right to submit quotations equally with other organizations for contracts for which they are eligible. The

Federal Medical Center in Lexington, Kentucky (hereinafter referred to as FMC) intends to make a single award to a responsible entity for the provision of Prosthetic/Orthotic Services as set forth in this solicitation/contract. Due to the time-sensitive and patient-centered nature of the Prosthetic and Orthotic Services, the entity awarded must be within a 75-mile radius of the FMC address as follows: 3301 Leestown Road, Lexington, Kentucky.

PLACE OF PERFORMANCE

Prosthetic and Orthotic Services will be performed:

Federal Medical Center, Lexington

3301 Leestown Road

Lexington, Kentucky 40511

SCOPE OF WORK

The contractor is to provide professional medical services in the field of prosthetics, orthotics, and orthopedic footwear installation. The applications include upper extremity, lower extremity, individual inner/outer footwear needs, and any other custom appliances as determined by the clinical director.

Following are yearly estimates*:

Custom fitted orthopedic shoes 25 pair

Foot Orthotics 20 pair

Knee Orthosis 5 each

Ankle/Foot Orthosis 12 each

AK Prosthesis 5 each

BK Prosthesis 4 each

Prosthetic liners 15 each

Custom fitted Compression garments 5 each

Repairs/Adjustments/Modifications/Replacement Parts (amount to be determined).

SCHEDULE

The schedule will normally consist of 24 sessions per year. FMC Lexington retains the right to schedule more or less sessions as needed. A session is defined as one to three (1-3) hours in length. A session does not imply a minimum or maximum number of patients seen. The work schedule will be between the hours of 7:30 am and 3:00 pm

Monday through Friday excluding Federal Holidays. The work schedule will be mutually determined by the contractor and the FMC Lexington Contracting Officer Representative (COR). The growth in services needed over the term of the contract is projected to remain constant. Should there be a substantial increase in patient referral to the FMC, it is possible there may be an increase in demand for orthotics/prosthetics. The contractor shall be willing and prepared to meet any additional workload increases during the contract term.

METHOD OF PERFORMANCE

The services, being non-personal and professional in nature, will be provided in the method as considered appropriate in the local community. These services will be reviewed by a medical provider on the staff of FMC. The performance of these services will also be verified by a designated Contracting Officer Representative (COR). The initial visit by the contractor will be primarily for the purpose of evaluation and measurement. The contractor will review the consultation requests, interview and evaluate the adult in custody (AIC), and document a recommendation. Within 72 hours of concluding the visit, the contractor will submit a list to the FMC advising of the contract price of all appliances and/or repairs/adjustments/modifications/replacement parts that have been recommended. This list will include the AIC’s name, the appliance recommended, and the itemized contract price list of the recommendation. The COR or Officer in Charge of the Prosthetics/Orthotics Clinic will review the list and will authorize/reject the itemized proposals. This list will then be returned to the contractor to obtain the authorized devices. Individual AICs will be fitted with the prosthetic/orthotic device at another visit. This visit will occur after all the appliances have been made and are ready for fitting. Any refitting and/or adjustments needed after the initial fitting will be completed at no additional cost to the FMC.

BILLING

The Contractor’s invoices will be required to include only the following items/categories:

Orthopedic shoes

Orthotics

Knee orthosis

Ankle/foot orthosis

Above the knee prosthesis

Below the knee prosthesis

Prosthetic liners

Compression garments

Repairs/Adjustments/Modifications/Replacement Parts

It will be the responsibility of the contractor to ensure their invoices comply with the required items/categories listed above. Any invoice that includes items or services that are not listed above will be rejected.

ATTIRE

The contractor is required to dress appropriate professional attire for the correctional environment.

QUALITY STANDARDS

The Government reserves the right to inspect and evaluate all services provided during the performance of this contract. The Government may conduct surveillance of any task at any time during the performance of this contract.

All surveillance observations will be documented by the Contracting Officer Representative. When an observation indicates defective performance, the Contracting Officer Representative may issue a Discrepancy Report to the contractor. The contractor shall address any Discrepancy Report in writing to the Contracting Officer Representative within ten calendar days of the notification, indicating any corrective action taken to rectify the deficiency.

POLICIES, PROCEDURES, AND REGULATIONS

The contractor shall adhere to all federal, state, and local laws and regulation in effect during the term of this contract. Contract staff shall adhere to all policies and procedures prescribed by the BOP relating to the safety, custody and conduct of AIC.

ADULT IN CUSTODY (AIC) MANAGEMENT

The contractor will not be responsible for the management of the AICs, supervise BOP staff, participate in AIC accountability, requisition, sign for or pick up supplies. The contractor will not formulate policies or procedures, attend recalls or staff functions.

INSTITUTION SECURITY

The contractor agrees to adhere to all regulations prescribed by the institution for safety, custody and conduct of

AICs. The contractor shall attend an initial and annual four-hour contractor training session prior to assuming institutional involvement. A “refresher” orientation must be completed annually. The date and time for this orientation and annual refresher training shall be mutually agreed upon by both parties, and all costs associated with this orientation shall be at the contractor’s sole expense.

MEDICAL RECORDS

The Contractor will participate in maintaining appropriate records of services performed on the AIC patients. It is understood that upon request, the Contractor will have access to the BOP medical records of AICs for whom the

Contractor has provided services.

STAFF QUALIFICATIONS/CREDENTIALS

The Contractor must have a degree from an accredited school of prosthetics and orthotics and work in an entity located 75 miles or less from 3301 Leestown Road, Lexington, KY 40511. The contractor employee must possess current, unrestricted national certification to practice orthotics and prosthetics. Documentation of diplomas, certificates and/or national certification must be provided. A resume or curriculum vitae should be included. The contract individual must have at least three (3) years of experience in this field. The contractor shall ensure submitted prospective employee(s) meet the requirements of vouching process as described in the Human Resource

Management Personnel Manual 3000.03. The individual’s name, work experience, and proof of qualification must be provided at the time the quote is submitted. Failure to submit this information may result in quoter not being considered for award.

The contract individual must possess good organizational skills, good interpersonal relationship skills and be able to work effectively with medical staff. If applicable, the contract individual will hold a current professional license that permits him/her to practice the professional specialty of orthotics and prosthetics in the state of Kentucky.

WORK MANANGEMENT

The successful contractor will be required to follow any and all applicable guidelines for the services to be provided.

He/she will also maintain accountability of all government furnished materials, supplies, and equipment. The contractor shall submit all billing documents in a form that is routinely submitted to the Medicare Fiscal intermediary for payment. For instance, if Medicare would require provider to submit a Form n. 1500 for payment of services, then this is the document that should be submitted to the FMC for payment of services.

CONTRACT PRICING/SCHEDULE OF SUPPLIES/SERVICES:

The contract rate for most appliances will be based on the most current durable medical equipment Fee Schedule for

Kentucky.