RFQ-10-21-005-KN.Audiology Services.pdf

GENERAL INFORMATION:

Document Type: Combined Solicitation/Synopsis Solicitation Number: RFQ-10-21-005-KN Posted Date: November 18, 2020 Response Date: December 07, 2020 Set-Aside: Small-Business

CONTRACTING OFFICE ADDRESS AND CONTACT

Billings Area Indian Health Service Jameson Building Room 404 2900th Avenue North Billings, Montana 59101 Contract Specialist – Kenny Nicholson Email: Kenneth.Nicholson@ihs.gov / Tel.: (406) 247-7071

Any questions or concerns regarding this solicitation should be submitted in writing via e-mail to the Contract Specialist above, by November 30, 2020. Answers will be posted to the FBO.gov notice.

DESCRIPTION – AUDIOLOGY CLINICS

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 37.4 - Non-personal Health Care 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 2020-09. The associated North American Industry Classification System code is 621340 and the small business size standard is $8.0 million. This solicitation is set-aside 100% for Small Businesses.

The Crow / Northern Cheyenne Hospital, PHS Indian Hospital, Crow Agency, Montana is seeking to acquire Audiologist Clinics. The proposed clinic rates must be inclusive of transportation, food, lodging, insurance, taxes, et cetera.

mailto:Kenneth.Nicholson@ihs.gov

PRICE SCHEDULE:

Contract Line Item Number (CLIN)

CLIN Description Quantity Unit Price Total Price

01 [Base Year] – Audiology Clinics 24 $___________ $___________

02 [Option Year 1] – Audiology Clinics 24 $___________ $___________

03 [Option Year 2] – Audiology Clinics 24 $___________ $___________

04 [Option Year 3] – Audiology Clinics 24 $___________ $___________

05 [Option Year 4] – Audiology Clinics 24 $___________ $___________

PERIOD OF PERFORMANCE

Performance of this contract is intended to start January 1, 2021, through December 31, 2021 with four

(4) 12-month option years.

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 be extended in accordance with the following schedule:

Year Option Period Option Year 1 January 1, 2022, through December 31, 2022 Option Year 2 January 1, 2023, through December 31, 2023 Option Year 3 January 1, 2024, through December 31, 2024 Option Year 4 January 1, 2025, through December 31, 2025

PURPOSE/BACKGROUND:

The purpose of this acquisition is to contract for Audiology Clinics and Services at the Crow / Northern Cheyenne Hospital, PHS Indian Hospital, Crow Agency, Montana.

WORK SCHEDULE:

The Contractor shall work with the service unit staff to coordinate the dates/times services will be provided to ensure the schedule is prepared in advance and patients are scheduled. A clinic day will be considered 4-8 hours in length with a minimum of 12 patients scheduled per clinic.

The contractor will provide two (2) clinics per month with option to add additional clinics per year, depending on case load and contractor availability. Additional clinics will be conducted by FAR 52.211- 16, Variation in Quantity.

PART I

STATEMENT OF WORK:

This Statement of Work defines the effort required for the audiology services at the CSU.

1. WORK COVERED BY CONTRACT DOCUMENTS

This position functions as an Audiologist in the Outpatient Clinic.

The purpose of the position is to provide direct diagnostic and rehabilitative audiology services to patients of all ages (newborn, infant, child, adolescent, adult, elder, etc.) and with a variety of acute and chronic health needs.

Responsible for the selection, provision and interpretation of comprehensive audiologic evaluations to include, but not limited to, the following:

• Air and bone conducting testing;

• Otoacoustic Emissions testing;

• Soundfield testing;

• Play Audiometry;

• and other Site-of-Lesion tests.

Provides comprehensive audiologic rehabilitation services to include:

• Hearing aid evaluations;

• Hearing aid orientations;

• Aural rehabilitation;

• hearing aid fittings and follow-ups;

• counseling the hearing impaired person, his/her family and other pertinent persons to help alleviate the effects of the hearing impairment.

Upon request and approval the Audiologist will participate in the Universal Newborn Hearing Screening Program by providing training for the nurses, reporting data to the State of Montana, scheduling re-screenings and appropriate referrals for further diagnostic evaluations.

Responsible for maintaining inventory and accessories needed to provide a fully functioning hearing aid practice at the Service Unit.

Provide necessary paperwork to the Service Unit such as

• hearing aid/ repairs,

• ear mold order forms,

• requesting hearing aid supplies

• and complete a "Hearing Aid File" card on each hearing aid dispensed.

Properly record audiology services in the patients Electronic Health Record (EHR) to assess audiology needs and provide the required audiology care.

Ensure and coordinate calibration of audiologic equipment with government staff. Equipment provided by Government

Establish hearing conservation programs, in-service training to nurses, physicians and other appropriate staff; such as Maintenance and Dental Department staff, when necessary.

2. KNOWLEDGE REQUIRED:

Knowledge of established professional audiologic concepts, principles, and practices; and otologic diseases necessary to assess the extent of a hearing disorder and its effect upon communication, health, vocation and socialization for appropriate treatment or referral.

Knowledge of Communication Disorders Program policies and practices as well as cultural, social and economic characteristics of the native population relative to adapting, redesigning or modifying audiology principles to the varied population. Knowledge of the relative value for audiologic evaluations and the principles and practices that govern the evaluations to serve as technical authority, expert advice and direction about the audiological aspects of the health care delivery system. Knowledge of the current VA hearing aids on contract, standards and advances in hearing aid fittings, earmold modifications, frequency response, and other electro-aucustics modifications. Knowledge of aural rehabilitation procedures to provide appropriate amplification and counseling to the hearing impaired.

Also familiar with ANSI standards of calibration.

Knowledge of Privacy Act and HIPAA regulations of patient confidentiality.

Skills in oral and written communication to maintain effective working relationships with the Service Unit, Billings Area Office, vendors, contractors and other Federal, State and local agencies.

Must possess and maintain a current state license and AAA or doctorate degree.

3. ASSUMPTIONS:

a. Access to Buildings: It shall be the Contractor's responsibility, through the Clinical Director, or their designee, to obtain access to buildings and facilities and arrange for doors to be opened and locked.

b. Licenses: The Contractor shall, without additional expense to the Government, obtain all licenses required for the completion of the work. The Contractor shall comply with all applicable federal, state, and local laws. Evidence of such licenses shall be provided to the Service Unit before work commences. The provider is required to complete all requirements for the credentialing and privileging process.

c. Coordination of care: The Contractor shall coordinate follow up care/visits with the patient. Any outside referrals will be followed up on to ensure continuity of care. Highly unusual problems will be reported to the patients Primary Care Provider or the Clinical Director or their designee.

4. QUALITY CONTROL

All visits provided by the contractor will be reviewed by the Health Information Management (HIM) staff and the billing department to ensure complete, accurate and billable documentation is completed. Chart/Peer review will be completed on a quarterly basis to ensure quality of care standards are met. Peer review will be done by a like provider. Peer reviews will be submitted to the Quality Assurance/Performance Improvement Officer.

Review of statistics such as the number of patients seen per clinic will be reviewed on a regular basis. The frequency and number of peer reviews to be completed will be determined by the Service Unit Peer Review Policy.

5. PERSONAL CONTACTS:

Personal contacts include patients, patient’s families, IHS employees, and representatives of other federal organizations and non-federal organizations, and tribal representatives.

6. CONTRACTING OFFICER AUTHORITY:

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

7. 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.

8. INVOICE SUBMISSION AND PAYMENT:

The Contractor shall submit its invoice to the Crow Service Unit, Attn: Sandra Olson, with a courtesy copy to: Lori Oldbear.

One Hospital Way 10110 South 7650 East Crow Agency, Montana 59022

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.

9. 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. All IHS regulations and policies applicable to these Acts shall be enforced.

COMPUTER SECURITY: Pursuant to the Federal Information Security Management Act of 2002 (FISMA), the contractor will be required to complete a course in Computer Security Awareness Training (CSAT). This training must be completed annually by all employees including contractors, volunteers, students, and summer externs. The Contractor will be required to comply with the Federal Information Processing Standards Publication (FIPS PUB) Number 201, "Personal Identity Verification of Federal Employees and Contractors," and the associated Office of Management and Budget (OMB) implementation guidance for personal identity verification for all affected contractor and subcontractor personnel. Access/clearance to all pertinent computer systems, including completing the Security Checklist, Rules of Behavior form, Security training; and if necessary, a Business Associate Agreement and/or Business Partner Interconnection Security Agreement (BPISA), should be coordinated with the Service Unit.

10. NON-PERSONAL HEALTHCARE SERVICE CONTRACT:

This procurement is a non-personal Healthcare service contract, as defined in FAR 37.101, under which the Contractor is an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical and professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment). The Contractor shall indemnify the Government for any liability producing acts or omissions by the Contractor, its employees and agents occurring during contract performance. The Contractor shall maintain medical liability insurance, which is not less than the amount normally prevailing within the local community for the medical specialty concerned. The Contractor is required to ensure that its subcontracts for provisions of Healthcare services contain the requirements of the clause at 52.237-7, Indemnification and Medical Liability Insurance (Jan 1997).

PART II

CONTRACT CLAUSES

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 address:

https://www.acquisition.gov/

52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011 52.204-13 System for Award Management Maintenance OCT 2018 52.204-18 Commercial and Government Entity Code Maintenance JUL 2016 52.204-19 Incorporation by Reference of Representatives and DEC 2014

Certifications 52.209-10 Prohibition on Contracting with Inverted NOV 2015

Domestic Corporations 52.211-16 Variation in Quantity APR 1984 52.212-4 Contract Terms and Conditions-Commercial Items OCT 2018 52.212-5 Contract Terms and Conditions Required to Implement OCT 2020 Statutes or Executive Orders – Commercial Items** 52.222-53 Exemption from Application of the Service Contract MAY 2014 Labor Standards to Contracts for Certain Service-Requirements 52.223-5 Pollution Prevention and Right-to-Know Information MAY 2011 52.223-6 Drug-Free Workplace MAY 2011 52.223-10 Waste Reduction Program MAY 2011 52.224-1 Privacy Act Notification APR 1984 52.224-2 Privacy Act APR 1984 52.227-14 Rights in Data – General MAY 2014 52.229-3 Federal, State, and Local Taxes FEB 2013 52.232-18 Availability of Funds APR 1984 52.232-33 Payment by Electronic Funds Transfer – System OCT 2018 for Award Management 52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.237-2 Protection of Government Buildings, Equipment APR 1984 and Vegetation 52.237-3 Continuity of Services JAN 1991 52.237-7 Indemnification and Medical Liability Insurance JAN 1997 52.242-15 Stop Work Order AUG 1989 52.242-17 Government Delay of Work APR 1984 52.243-1 Changes—Fixed Price Alternate I (Apr 1984) AUG 1987 52.245-1 Government Property APR 2012 52.246-4 Inspection of Services – Fixed Price AUG 1996 52.249-4 Termination for Convenience of the APR 1984

Government (Services)(Short Form) https://www.acquisition.gov/

**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

352.223-70 Safety and Health Dec 18, 2015 352.226-3 Native American Graves Protection and Repatriation Act Dec 18, 2015 352.237-70 Pro-Children Act Dec 18, 2015 352.237-73 Indian Child Protection and Family Violence Act Dec 18, 2015 352.239-73 Electronic Information and Technology Dec 18, 2015

Accessibility Notice

PART III

SOLICITATION PROVISIONS

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

The following provisions apply to this acquisition

52.212-1 - Instructions to Offerors-Commercial Items” -- March 2020 52.212-3 - Offerors Representation and Certificiation-Commercial Item” – March 2020

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision.

52.204-7 System for Award Management Oct 2018 52.204-16 Commercial and Government Entity Code Reporting Jul 2016 52.204-17 Ownership or Control of Offeror Jul 2016 52.204-22 Alternative Line Proposal Jan 2017 52.215-5 Facsimile Proposals Oct 1997 52.222-52 Exemption from Application of the Service Contract Labor May 2014

Standards Contracts for Certain Services – Certification

BASIS FOR AWARD:

Award shall be made to the offeror whose quotation offers the best value to the government, considering technical, past performance, and price. The quotation must contain a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. Technical and Past Performance, when combined, are considered approximately equal to Cost/Price.

The following factors shall be used to evaluate offers:

1. TECHNICAL: Offeror must submit a technical proposal, not to exceed 5 pages, that addresses the following sub-factors:

Sub-Factor 1: Technical Capability The offeror must demonstrate their knowledge and competence with regard to the Government’s requirements and program objectives, relevant capabilities, and understanding of the work required to perform in accordance to the Statement of Work.

Sub-Factor 2: Management Approach The offeror must demonstrate their plan to manage personnel and resources in order to execute the award. Offeror should specify the applicable background and experience of key staff for their work in areas relevant to this project, with evidence such as Resume and Current Licensure.

https://www.sam.gov/

2. PAST PERFORMANCE: Offerors must demonstrate their record of successful performance in past contracts and/or jobs. Each offeror will be evaluated on the following sub-factors:

Sub-Factor 1: Relevance Offeror must submit at least 2 and no more than 5 past performance records of contracts/jobs that are related to this project. Please submit the most recent contract/jobs, within the past 5 years. Include references for each of the records submitted.

Sub-Factor 2: Performance Confidence Will be evaluated and based off the past performance information. It is an assessment of the offeror’s probability of meeting the requirements of the project.

NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror’s past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

3. COST/PRICE: Price is not assigned an adjectival rating or scored. It will be evaluated to determine whether it is reasonable and if the quotation reflects an understanding of the requirement. This factor will be evaluated utilizing price analysis techniques identified in FAR Part 15.404-1. Analysis will include review of price reasonableness and balanced pricing.

Offerors are cautioned that "materially unbalanced" prices and/or unreasonably high or low prices may cause your quotation to be deemed unacceptable and rejected.

OFFER SUBMISSION INSTRUCTIONS:

Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov.

This is an open-market combined synopsis/solicitation for Part Time Audiology Services. The government intends to award a Firm Fixed-Price Contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Offeror shall list exception(s) and rationale for the exception(s).

http://www.sam.gov/

PROPOSAL/OFFER

All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 406, Billings, Montana 59101, no later than 5:00 p.m. MST, on December 7, 2020. Offers will be accepted by e-mail at Kenneth.Nicholson@ihs.gov. Please reference the solicitation number [RFQ10-21-005-KN] in the subject line.

ACCEPTANCE PERIOD

Your offer 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.

mailto:Kenneth.Nicholson@ihs.gov