RFQ_10-16-0014-RDJ_Nephrology_Services_WRSU.pdf

This is a 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, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. This procurement is being conducted under Simplified

Acquisition procedures pursuant to the authority of FAR Part 13, Simplified Acquisition

Procedures; FAR Part 12, Acquisition of Commercial Items; and FAR 37.4, Nonpersonal Health

Care Services, in which the contractor is an independent contractor. The Billings Area Indian

Health Service (IHS) intends to award a firm fixed price commercial item contract in response to

Request for Quotation (RFQ) 10-16-014-RDJ. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-86-2. The solicitation is issued on an unrestricted basis. The associated North American Industry

Classification System code is 621111 and the small business size standard is $11.0 million.

Potential contractors are asked to propose all-inclusive clinic rates.

Quotations should be prepared in accordance with Federal Acquisition Regulation 52.212-1, Instructions to Offerors – Commercial Items (OCT 2015).

PRICE SCHEDULE - NEPHROLOGIST:

Proposals must be inclusive of transportation, meals, per diem, and lodging

BASE YEAR:

12 Clinics/Nephrologist @ $___________________ per Clinic = $______________________;

OPTION YEAR ONE:

12 Clinics/Nephrologist @ $___________________ per Clinic = $______________________;

OPTION YEAR TWO:

12 Clinics/Nephrologist @ $___________________ per Clinic = $______________________;

OPTION YEAR THREE:

12 Clinics/Nephrologist @ $___________________ per Clinic = $______________________;

OPTION YEAR FOUR:

12 Clinics/Nephrologist @ $___________________ per Clinic = $______________________;

GRAND TOTAL: $____________________

PERIOD OF PERFORMANCE: Base Year: May 1, 2016 to April 30, 2017, with four 12-month options.

PURPOSE OF THE CONTRACT: The purpose of this acquisition is to contract for Nephrology Specialty Physician Services at the Wind River Service Unit, PHS Indian Health Center, Fort

Washakie Health Center, Fort Washakie, Wyoming and the Wind River Family and Community Health Care System (formally Arapahoe Clinic), Arapahoe, Wyoming.

WORK SCHEDULE: The contractor shall provide one half day clinic at each of the Service Unit Health Centers, one day per month from 8:00 am to 4:45 pm. During each clinic the contractor will see up to 15 patients scheduled by the staff of the Fort Washakie Health Center or Wind River Family and Community Health Care System.

NON-PERSONAL SERVICES CONTRACT: This procurement is a nonpersonal health care 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 health care services contain the requirements of the clause at 52.237-7, including the maintenance of medical liability insurance.

STATEMENT OF WORK (MAJOR DUTIES): The contractor will provide evaluation and treatment of Nephrology related health conditions and needs that include, but are not limited to, the identification and education of chronic kidney disease (CKD), identification and education of CKD treatment options, case management of CKD patients, and preparation for renal replacement therapy.

Will provide one half day on-site Nephrology clinic at each of the Service Unit Health Centers, one day per month. Any rescheduling of clinic days or times shall involve consultation with the Contractor by the Government, but shall be at the convenience of the Government. Notification of change must be given at least two (2) weeks prior to the date of change.

KNOWLEDGE REQUIRED BY THE POSITION: Specialized knowledge of the practice of nephrology is required.

GUIDELINES: Guidelines available include DHHS, PHS, IHS, Billings Area, Service Unit, and Medical Staff regulations, policies, procedures, and bylaws. In addition, traditional and current accepted medical practices are available in the form of specialty consultation, medical journals, professional organization and textbooks. In nearly all cases, however, the medical practitioner’s judgment is the key factor in determining whether guidelines are to be adhered to or deviate or whether new guidelines need to be develop to protect the interests of the patients.

The Contractor will be required to abide by all the rules and regulations that govern the Privacy Act, the Indian Health Service, and the Department of Health and Human Services. All new employees are required to take HIPAA and Information Systems Security Awareness (ISSA) training within a few days after receiving their award letter, notice-to-proceed, access and annually thereafter. Computer access will not be granted until the ISSA training is complete.

All contractors will be required to utilize the RPMS Electronic Health Record to document the patient’s problem (IPL), patient progress notes, patient orders (lab, x-ray, and pharmacy), appropriate PRC referrals and encounter coding. The contractor will be required to attend Electronic Heath Record (EHR) training with the Clinical Applications Coordinator. This training will be scheduled during specialty clinic hours. All documentation in the Electronic Health Record must be done in a timely manner per IHS policy.

COMPLEXITY: The contractor shall take a history and perform an appropriate examination.

The findings shall be correlated with the laboratory and x-ray findings. The contractor shall make a verbal report to a Government physician if needed and shall further make a written consultation in the patient’s Electronic Health Record. The written consultation shall include the findings, impression, and recommendations about the management. The Government will provide space, nursing assistance, laboratory services, x-ray services, and pharmacy services.

SCOPE AND EFFECT: The Contractor shall be available for consultation by telephone and shall give recommendations to the Government physicians about management of patients seen between clinics. The Contractor shall accept transfer for patients to his care at his private office or at a local contract hospital by formal written referral from a Government physician. Physician fees for inpatients or outpatient office visits at another facility will be paid at Medicare rate or lower. In the event that an emergency admission of an eligible person occurs in a local contract hospital, and that the Contractor is responsible for the care of the patient, the preferred procedure is telephone notification and request for the authorization by an IHS physician. Such a request may be made after the admission by calling the IHS physician on call or the Chief Executive Officer. In such an emergency admission, failure to notify the Wind River Service Unit within 72 hours removes the obligation of the Indian Health Service to participate in the responsibility for payment. While the primary responsibility for notification is with the patient or the patient’s family, notification by the contractor or the hospital may often avert difficulties. Referral from one hospital to another requires the prior approval by an IHS physician. Initial oral permission is followed by written authorization by the IHS Physician. Laboratory and other diagnostic tests including x-ray examinations shall be made in one of the Indian Health Service Centers whenever possible. The Contractor will order these tests elsewhere when they are not available at the Indian Health Centers or when the patient is an inpatient at another facility under the care of the contractor. Authorization shall be obtained from the referring IHS physician before tests are scheduled. It is preferred that the Contractor’s private office and the hospital the Contractor utilizes for inpatient procedures be no farther than 60 minutes driving time from Fort Washakie, Wyoming or Arapahoe, Wyoming under normal driving conditions at posted speed limits in a private vehicle.

PERSONAL CONTACTS: Chief Medical Officer / medical staff supervisor, Medical staff, Director of Nursing, Clinical Nursing, Public Health Nursing, and Utilization R.N.’s. Personal contacts are with patients, their families, and clinic personnel. Quality Assurance (QA) will be done monthly by the Chief Medical Officer and the Utilization Nurse for the first 3 quarters then quarterly to assure appropriate and medically accurate information was given and documented.

PURPOSE OF CONTACTS: To provide nephrology specialty services for patients onsite at Fort Washakie and Wind River Family and Community Health Care System for patients with health care needs. Contacts with patients are to provide intervention and health care to patients.

Contacts with families are to provide information about the care of the patients, often under stressful conditions. Contact with Service Unit staff and other health care providers is to exchange information required to provide patient treatment and care and to arrange for patient follow-up. Contacts with the community are to provide health care teaching or injury prevention strategies.

PHYSICAL DEMANDS: The work requires some physical exertion and stamina including walking, standing, bending, sitting and other activities. The contractor may be required to assist with lifting patients at times.

WORK ENVIRONMENT: Work environment in a medical facility includes exposure to communicable diseases.

GOVERNMENT FURNISHED PROPERTY: The IHS shall provide all necessary equipment and supplies. The Service Unit will be responsible for getting the Contractor access and clearance to all computer services necessary to carry out his/her duties.

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 Rules of Behavior form, Security training;

and if necessary, a Business Partner Interconnection Security Agreement (BPISA), should be coordinated with the Service Unit.

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

CONTRACTING OFFICER'S REPRESENTATIVE (COR): 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.

INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Billings Area Financial Management Office with a courtesy copy to the Service Unit. 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.

PRO-CHILDREN ACT OF 1994: The Contractor certifies that it will comply with the provisions of Public Law 103-227, Pro-Children Act of 1994, which imposes restrictions on smoking where federally funded children's services are provided.

CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI). A CNACI

must be completed for all Indian Health Service (IHS) contractor personnel within the Billings

Area. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act and P.L. 101-647, Crime Control Act of 1990, require the IHS to conduct a character and criminal history background investigation on all contractors performing services in IHS facilities.

The Service Unit will conduct the character and background investigations. Fingerprints must also be taken as part of the pre-employment process and must be completed before the physician is allowed to work. The fingerprint check should be coordinated with the Service Unit.

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

PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition.

FAR 52.212-1 Instructions to Offerors Commercial Items, and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014): (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. THE CONTRACTOR

SHALL PROVIDE EVIDENCE OF, OR SUMBIT A WRITTEN RESPONSE TO THE

FOLLOWING TECHNICAL EVALUATION FACTORS. The following factors shall be used to evaluate offers:

(1) CURRENT, UNRESTRICTED STATE LICENSE = 35 POINTS. Potential contractors must submit a copy of State license with the price quote;

(2) RESUME = 35 POINTS. Potential contractors must submit a copy of resume with the price quote. Resumes must include information relating to: (a) Professional Education; (b) Certifications; and (c) Previous jobs; and

(3) PAST PERFORMANCE = 30 POINTS. The offeror must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must list at least three contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment; (4) Total contract value/Hourly wage; (5) Description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable.

Technical and past performance, when combined, are considered approximately equal to cost or price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.212-4 Contract Term and Conditions-Commercial Items. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (b) 52.203-6, 52.204-10, 52.209-6, 52.209-9, 52.219-8, 52.219-28, 52.222-3, 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, 52.225-13, 52.232-33, 52.204-4, 52.204-7, 52.204-9, 52.204-13, 52.204-16, 52.204-17, 52.204-18, 52.204-19, 52.215-5, 52.217-8, 52.217-9, 52.222- 1, 52.223-5, 52.223-6, 52.232-18, 52.224-1, 52.224-2, 52.227-14, 52.227-17, 52.228-5, 52.237-2, 52.237-3, 52.237-7, 52.242-15, 52.242-17, 52.245-1, 52.245-9, 352.201-70, 352.202-1, 352.203- 70, 352.215-1, 352.215-70, 352.222-70, 352.223-70, 252.224-70, 352.227-70, 352.231-71, 352.237-70, 352.237-71, 352.239-72, 352.237-72, 352.239-73, 352.242-71, 352.242-72, 352.242-73, 352.270-2, and 352.270-3. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at https://www.acquisition.gov

PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM replaces the Department of Defense’s Central Contractor Registration (CCR) database. SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov. 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 304, Billings, Montana 59101, no later than 2:00 p.m., on March 18, 2016. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company's name and address. Offers will also be accepted by e-mail at Ron.Juneau@ihs.gov or by fax at (406) 247-7108.

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.