SOL HT940623Q0015.pdf

PDF 965 KB Posted Dec 27, 2023

Attached to: Fax Services Federal contract opportunity
Solicitation number: HT9406-24-Q-0015
Issued by: Defense Health Agency

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Written by GovTribe AI · Dec 28, 2023

This is a solicitation for secure fax services. The solicitation seeks proposals to provide Health Insurance Portability and Accountability Act compliant faxing services, including both inbound and outbound faxing capabilities, for Naval Hospital Jacksonville and several branch clinics. The base period of performance is one year starting March 1, 2024, with four optional one-year extensions. Proposals are due by January 10, 2024. The requirement is set aside 100% for small businesses. Offerors must demonstrate capabilities to perform tasks outlined in the performance work statement such as secure messaging and help desk support. Pricing is fixed-price for the base year and optional extensions.

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File	Type	Posted
Amendment HT940624Q0015 0003.pdf	PDF	Mar 26, 2024
Amendment HT940624Q0015 0002.pdf	PDF	Mar 18, 2024
SOL AMENDMENT HT940623Q0015 001.pdf	PDF	Jan 4, 2024

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SEE ADDENDUM

(No Collect Calls)

HT940624Q0015 27-Dec-2023

b. TELEPHONE NUMBER

726-203-0132

8. OFFER DUE DATE/LOCAL TIME

10:00 AM 10 Jan 2024

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HT94069. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

RYAN POE

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DHA CONTRACTING OFFICE TIDEWATER HT9406

7700 ARLINGTON BLVD

FALLS CHURCH VA 22042

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE HT0311 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

NAVAL HOSPITAL JACKSONVILLE FL

DIANE TROYANO

2080 CHILD STREET

BLDG H2091

JACKSONVILLE FL 32214-5000

TEL: 904-542-7719 FAX:

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$40,000,000

NAICS:

518210

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF23

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HT940624Q0015

Section SF 1449 - CONTINUATION SHEET

ADMINISTRATIVE INFORMATION

1. This is a combined synopsis/solicitation for commercial products or commercial services 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; proposals are being requested and a separate written solicitation will not be issued.

Solicitation number HT9406-24-Q-0015 is issued as a request for quotation (RFQ).

Incorporated provisions and clauses are listed under CLAUSES INCORPORATED BY REFERENCE and

CLAUSES INCORPORATED BY FULL TEXT.

This requirement is set-aside 100% for Small Business. The associated NAICS code is 51820 and small business size standard is $40,000,000.00.

Questions regarding this solicitation should be submitted to Ryan Poe at ryan.t.poe.civ@health.mil at least 7 calendar days prior to the colosing date.

Award without Discussions: The Government intends to award without discussions, offerors should submit their best prices in their initial offer. If FAR Provision 52.212-2, Evaluation-Commercial Items, is included, Offerors must submit all information requested therein in order for the Government to determine technical acceptability.

Amendments: The Offeror shall submit to the Contracting Officer signed copies of all amendments issued to this solicitation. Failure to comply may cause your proposal to be rejected.

Period for Acceptance of Offers: The Offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.

Contact Information: A Contracting Officer's Representative (COR) will be appointed at the time of award. The successful Offeror will be furnished the COR name and contact information at the time of contract award.

PERFORMANCE WORK STATEMENT

Department of Defense Defense Health Agency

Performance Work Statement

Secure Fax Services for Naval Hospital Jacksonville, FL

1 March 2024 to 28 February 2029

Naval Hospital Jacksonville, FL

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Secure fax services for Naval Hospital Jacksonville, FL, Naval Branch Health Clinic Key West, FL, Naval Branch Health Clinic Mayport, FL, Naval Branch Health Clinic Kings Bay, GA, and Naval Branch Heath Clinic Albany, GA.

1.1.1 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform secure fax services as defined in this Performance Work Statement (PWS).

1.1.2 Background: When the TRICARE 3rd generation contract went into place in 2011, Military Medical Treatment Facilities (MTF) were responsible for obtaining clear and legible reports of patient visits from network providers. The use of a standalone fax machine was not sustainable due to the large volume of faxes received. The use of secure fax services enabled the MTF to send and receive faxes electronically to and from over 10,000 network providers. Naval

Hospital Jacksonville requires a fax service which allows our military organizations to easily send faxes from the secure email system with a fax service application. Information to be transmitted includes PHI.

1.1.3 Scope: Secure fax services. Services include both inbound and outbound faxing capabilities. The contractor shall provide Health Insurance Portability and Accountability Act (HIPAA) compliant faxing services to include inbound and outbound to Naval Hospital Jacksonville.

1.1.4 Period of Performance (PoP): The PoP shall start 1 March 2024, with one 12 month base period, and four 12 month option periods.

1.2 Administrative specifications

1.2.1 Place of performance: The work shall be performed at Naval Hospital Jacksonville, FL

1.2.2 Recognized Federal holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.2.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.3 Contractor Identification

1.3.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the Governemnt understands that the person is contractor support personnel.

2.0 SPECIFIC TASKS

2.1 Secure Fax Services.

2.1.1 HIPAA compliant messaging comprised of the following:

High Availability, secure data center; a service delivery model built on key IT disciplines, established response and escalation procedures, experienced engineers and support personnel

There shall be no storage limits on the email system. Archives shall not be deleted unless authorized by the COR. The contractor shall provide staff availability and serviceability by providing extensive redundancy and proactive monitoring of system level events. There shall be help desk services available at all times during normal operating hours to assist with questions and/or problems.

2.1.2 Outbound Fax: Contractor shall provide services to securely send domestic and international faxes from desktop via a web-based email system. Service shall enable sending fax via an e-mail message or accessing a secure web-based portal. As messages are received, the content, including attachments, shall be converted to fax format and delivered to the specified fax number or broadcast list. Supported attachments shall include: Microsoft Office, Microsoft Visio, XPS, Text, Adobe Acrobat, PCL, Postscript, HTML, RTF, TIFF, JPEG, BMP.

Delivery and Confirmation: after successful delivery, a confirmation message shall be automatically returned to the sender. If the fax cannot be delivered after automatic retries, a cancellation message shall be returned to the sender.

Cover Pages: a default cover page shall be automatically provided as part of the service. This page shall include the originator, recipient, date, time, subject, and number of pages. Custom cover pages shall be available upon request.

2.1.3 Inbound Fax

Ability to receive faxes that are viewable in our secure web-based message portal or as e-mail messages. Inbound fax that is transparent to the sender. Recipients will be assigned their own fax number, and faxes received at that number are automatically forwarded in geographical format to the appropriate e-mail address. The fax can be viewed with any PDF or TIFF file reader such as Adobe Acrobat or Windows Picture and Fax Viewer. Must be HIPPA-compliant for fax communications, consolidation of inbound faxes to a single mailbox, forwarding of fax messages to other mailboxes, and electronic archiving of fax images for storage.

3.0 Qualifications/Considerations

3.1 Special Qualifications/Considerations: The current fax numbers shall remain the same to ensure continuity of services and to maintain patient medical history. Currently, referrals processed for network providers by TRICARE EAST, Managed Care Support Contractor (Humana) include the fax numbers to send patient clinical notes after patients' appointments. If fax numbers are changed the current Memorandum of Understanding with TRICARE East will require updating. Fax numbers shall be provided to the COR at the time a new number is created. Referrals processed prior to 1 March, 2024 would contain the current fax numbers;

referrals processed are valid for one year. If these numbers are not available after March 1, 2024 the Military Treatment Facility (MTF) would not receive clinical notes which could result in delay of care or patient harm.

Naval Hospital Jacksonville 866-230-7952 , 844-972-0170, 866-319-3088, 866-638-4414, 888-328-5376, 888-410-0935, 888-724-0291, 866-314-6798, 866-984-5078, 866-596-7323, 866-637-2184, 888-353-9547, 888-682-4698

Naval Branch Heath Clinic Albany 866-249-9967

Naval Branch Health Clinic Key West 866-467-5868

Naval Branch Health Clinic Kings Bay 866-465-7137

Naval Branch Health Clinic Mayport 866-469-5525, 866-658-5657, 888-520-2389, 888-355-4195

4.0 Points of Contact

4.1 Points of Contact:

Name: Diane Troyano Title: Department Head, TRICARE Operations Email: diane.m.troyano.civ@health.mil Phone: 904-542-7719

SCLS

In accordance with the Service Contract Labor Standards (SCLS), the following Wage Determination applies to this task order: 2015-4539, Revision Number 21, dated 07/28/2023. Department of Labor Wage Determinations can be found at the following website: https://sam.gov/.

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12 Months Secure Fax Services

FFP