RFQ-008-22-01-LS Business Office (002).docx

GENERAL INFORMATION:

SERVICE UNIT OFFICE ADDRESS AND CONTACT

Wind River Service Unit Indian Health Service 29 Black Coal Drive Fort Washakie, WY 82514 Purchasing Agent – Logan Savage Email: Logan.Savage@ihs.gov / Tel.: (307) 332-1675

DESCRIPTION – Business Office Consultative Services This is combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” and FAR 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice, and FAR 37.101 - Nonpersonal Services Contracts. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2021-02. The associated North American Industry Classification System code is 561320.

The Wind River Service Unit, Fort Washakie, Wyoming, is seeking to acquire business office consultative services. The proposed rates must be inclusive of transportation, food, lodging, insurance, taxes, et cetera.

PRICE SCHEDULE:

Contract Line Item Number (CLIN)

Schedule A – Wind River Service Unit; Ft. Washakie, Wyoming: Pricing is based on estimated quantities for items listed below (number of transports).

PERIOD OF PERFORMANCE

Performance of this contract is intended to start November 15, 2021, through October 31, 2022 with one (1) 12-month option year.

If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000), the period of performance shall not exceed two (2) years:

PURPOSE/BACKGROUND:

The purpose of this acquisition is to contract for Business Office Consultative Services at the Wind River Service Unit, PHS Indian Health Center, Fort Washakie, Wyoming. The contractor shall train and assist business office staff with all processes required of billing of insurances and accounts receivable.

PART I

STATEMENT OF WORK:

This Statement of Work defines the effort required for the Business Office Consultative services at the WRSU.

1. WORK COVERED BY CONTRACT DOCUMENTS

The contractor must be efficient in training and assisting business office staff in all aspects of billing insurances and accounts receivable.

1.1 Operation Control

1.1.1 Business Office Consultative Services are required for WRSU. The business office is in need of hands on training and coordination to bill all insurances and to limit the aging and streamline the accounts receivable processes.

1.1.2 Contractor shall be responsible for obtaining and maintaining all certifications, licenses, permits, and associated documentation to perform all the required services listed in this statement of work.

1.1.3 Contractor will train and advise business office staff on the proper billing of all insurances to include but not limited to: Medicare, Medicaid, VA, Private Insurances and all other forms of insurance processes.

1.1.4 Work and assist Business Office Staff on aging as it relates to claims filled within the 60, 90, and 120 days past due and any errors that materialize.

1.1.5 The contractor will keep abreast of Wind River Service Unit goals and ensure business office staff meets specified time lines for all processes set forth by management.

1.1.6 The contractor will train business office staff in the explanation of benefits (EOB) to patients whenever applicable.

1.1.7 The contractor will train business office staff on IDC 10 updates and all aspects regarding DX codes and procedure coded connect.

1.1.8 The contractor will emphasize good teamwork and a hands on approach to all process required of efficient billing and accounts receivable work flows.

1.1.9 The contractor will train and assist business office staff in ensuring all providers have the required licenses and paperwork needed by all insurance companies to allow for billing of services.

1.1.10 The contractor will provide IHS with current and updated policies and procedures governing the services being provided.

1.2 General Information

1.2.1 With the invoice, the Contractor shall add the following information to the written or electronic reports of all invoices. Contractor will submit one completed copy to the Contracting Officer Representative. Failure to include the required information will delay prompt payment of the invoice. Incorrect or incomplete invoices will be sent back to the contractor:

· Hourly fees

1.2.2 Contractor employees shall present a neat appearance and follow all laws and regulations applicable to the Indian Health Service and Wind River Service Unit.

1.2.3 Indian Child Protection and Family Violence Prevention Act: No performance under this contract will be allowed without full compliance with Indian Child Protection and Family Violence Prevention Act, Public Law 101-630 and the Indian Health Service memorandum dated February 3, 1997, Investigations on Child Care Workers. Contractors shall ensure that he/she cooperates with and assists the Government in the conduction of any necessary background checks

1.2.4 All federal contractors must be complaint with Executive Order (EO) 14042 on Ensuring Adequate COVID Safety Protocols for Federal Contractors. For more information see guidance here: https://www.saferfederalworkforce.gov/new/

1.3 Furnished Items

1.3.1 Sufficient office space, computer equipment, and other assistance as needed to perform the tasks in statement of work.

1.4 Hours of Operation

1.4.1 Hours; The contractor will perform Business Office Consultative services onsite during the following hours:

a. M-F 8 hour schedule with 45 minute lunch break and all federal holidays observed.

2. CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

3. CONTRACTING OFFICER'S REPRESENTATIVE (COR):

The COR will be designated at the time of award. The COR shall be responsible for: (1) Monitoring the Contractor's technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

4. INVOICE SUBMISSION AND PAYMENT:

The Contractor shall submit its invoice to the Wind River Service Unit, Attn: Logan Savage, P.O. Box 128 Fort Washakie, Wyoming 82514, with a courtesy copy to the Billings Area Financial Management Office.

The Contractor agrees to include the following information on each invoice:

(1) Contractor’s name and address;

(2) Contact name, title, and telephone number;

(3) Contract Number;

(4) Invoice number and date;

(5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed;

(6) Remit to Address;

(7) Taxpayer Identification Number (Employer Identification Number or Social Security Number); and

(8) Data Universal Numbering System (DUNS) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM), formerly known as the Central Contractor Registration (CCR) database. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. Payments shall be made in arrears by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107.

5. SPECIAL CONTRACT REQUIREMENTS

Contractors cannot serve as expert witnesses in any suit against the Federal Government. Many of the IHS patients receiving services may only speak a native language and/or reside on a Native American Reservation, therefore, the Contractor must demonstrate sensitivity to cross-cultural and language differences.

The Privacy Act of 1974 mandates that the Contractor maintain complete confidentiality of all administrative, medical and personnel records, and all other pertinent information that comes to his/her attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse action.

The Contractor shall comply with IHS facility infection control and safety procedures, practices, and standards.

PART II

CONTRACT CLAUSES

Certifications 52.209-10 Prohibition on Contracting with Inverted NOV 2015 Domestic Corporations

and Vegetation

Government (Services)(Short Form)

**The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.204-10, 52.204-14, 52.209-6, 52.219-6, 52.219-8, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.222-54, 52.223-18, 52.225-1, 52.225-3, and 52.225-13. The provisions and clauses may also be accessed electronically at https://www.acquisition.gov/ and http://ecfr.gpoaccess.gov/.

FAR CLAUSES IN 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 1 day of contract expiring.

(End of Clause)

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 five (5) years.

(End of Clause)

DEPARTMENT OF HEALTH & HUMAN SERVICES ACQUISTION REGULATION (HHSAR)CLAUSES

352.222-70 Contractor Cooperation in Equal Employment Dec 18, 2015 Opportunity Investigations

Accessibility Notice

PART III

SOLICITATION PROVISIONS

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

The following provisions apply to this acquisition

QUOTE SUBMISSION INSTRUCTIONS:

Quotes will only be accepted via email at logan.savage@ihs.gov in response to this RFQ. No other method of submission is acceptable. The offeror shall submit a quote that contains a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in this RFQ.

Quotes are due no later than 5:00 pm on November 11, 2021.

1. ACCEPTANCE PERIOD

Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.

1. EVALUATIONS

Quotations will be evaluated on Lowest Price Technically Acceptable basis. Technical acceptability will be determined by the requesting department’s subject matter expert. Technical acceptability will be based on:

1. All requirements requested in the RFQ are agreed to in the quote.

1. Contractor personnel are required to demonstrate capabilities and educational requirements (when applicable) associated with Business Office Consultative Services and conduct required of the profession.

1. Past performance will be taken into consideration as well.

CONTRACTOR INFORMATION

Offeror Must Complete the Following

Tax ID:_______________ CAGE:________________ DUNS:_______________

Point of Contact:

Name:___________________________ Phone: __________________________ Email: __________________________