Copy of NEPEC Data Entry Svcs

Added: Apr 17, 2018 9:25 am (i) This is a combined synopsis/solicitation for commercial items 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 written solicitation will not be issued.

(ii) The solicitation number is 36C24118Q0182 and the solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-97.

(iv) This requirement is being issued as a SDVOSB Set Aside. The associated NAICS code is 518210 Data Processing Hosting and Related Services.

(v) The Government intends to award a firm-fixed priced award with a base year + four option years. The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation to perform all aspects of the Statement of Work. Services will be provided for the Connecticut VAMC, 950 Campbell Avenue West Haven CT 06516-2770. Please see the attached Statement of Work (Attachment 1), Price Schedule and Evaluation below for full requirement details and pricing submission.

PRICE SCHEDULE: The Contractor shall furnish all parts, labor, travel and tools necessary to perform all required Services in accordance with the attached terms and specifications detailed in the Statement of Work.



























Price Schedule:



Base Year

Type

Frequency

Quantity

Unit

Unit Cost

Amount

The contractor shall provide all labor, equipment, materials and supervision to process Form A2 in accordance with the attached Performance Work Statement.

Annual

5000

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form D2 in accordance with the attached Performance Work Statement.

Annual

4500

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form F2 in accordance with the attached Performance Work Statement.

Annual

3000

EA





The contractor shall provide all labor, equipment, materials and supervision to process VOA Survey Form in accordance with the attached Performance Work Statement.

Annual

11000

EA







Option Year 1

Type

Frequency

Quantity

Unit

Unit Cost

Amount

The contractor shall provide all labor, equipment, materials and supervision to process Form A2 in accordance with the attached Performance Work Statement.

Annual

5000

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form D2 in accordance with the attached Performance Work Statement.

Annual

4500

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form F2 in accordance with the attached Performance Work Statement.

Annual

3000

EA





The contractor shall provide all labor, equipment, materials and supervision to process VOA Survey Form in accordance with the attached Performance Work Statement.

Annual

11000

EA







Option Year 2

Type

Frequency

Quantity

Unit

Unit Cost

Amount

The contractor shall provide all labor, equipment, materials and supervision to process Form A2 in accordance with the attached Performance Work Statement.

Annual

5000

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form D2 in accordance with the attached Performance Work Statement.

Annual

4500

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form F2 in accordance with the attached Performance Work Statement.

Annual

3000

EA





The contractor shall provide all labor, equipment, materials and supervision to process VOA Survey Form in accordance with the attached Performance Work Statement.

Annual

11000

EA









Option Year 3

Type

Frequency

Quantity

Unit

Unit Cost

Amount

The contractor shall provide all labor, equipment, materials and supervision to process Form A2 in accordance with the attached Performance Work Statement.

Annual

5000

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form D2 in accordance with the attached Performance Work Statement.

Annual

4500

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form F2 in accordance with the attached Performance Work Statement.

Annual

3000

EA





The contractor shall provide all labor, equipment, materials and supervision to process VOA Survey Form in accordance with the attached Performance Work Statement.

Annual

11000

EA











Option Year 4

Type

Frequency

Quantity

Unit

Unit Cost

Amount

The contractor shall provide all labor, equipment, materials and supervision to process Form A2 in accordance with the attached Performance Work Statement.

Annual

5000

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form D2 in accordance with the attached Performance Work Statement.

Annual

4500

EA





The contractor shall provide all labor, equipment, materials and supervision to process Form F2 in accordance with the attached Performance Work Statement.

Annual

3000

EA





The contractor shall provide all labor, equipment, materials and supervision to process VOA Survey Form in accordance with the attached Performance Work Statement.

Annual

11000

EA













STATEMENT OF WORK

NEPEC DATA ENTRY CONTRACT



Scope:

The Contractor shall provide data entry services for VA Connecticut Healthcare System, Northeast Program Evaluation Center (NEPEC), Yale University West Campus, 100 West Campus Drive, Orange, CT 06477. The data entry services shall be done at the contractor s facility. The data entry services are for NEPEC s data processing project (DPP). The DPP is a generalized data entry project in which data is transferred from paper survey forms to a computer, and a computer-readable representation of the data contained on the forms is produced.

DUTIES AND RESPONSIBILITIES OF CONTRACTOR:

1. Data Entry Program Product Development: The Contractor shall provide the development and maintenance of computerized data-entry program which ensures 99.5 percent or greater data processing accuracy, provide for data entry double-keying, data range checking, automated field arrangement, padding, embedding, justification, repetition of, or skipping of user-defined fields, mixed alpha/numeric field processing, creation and reorganization of the digitized data entry product. NEPEC will supply the vendor with a blank copy of the survey form along with its associated allowable value list, as the basis upon which data entry program(s) will be constructed and upon which programming and data entry accuracy will be based.

NEPEC considers the creation, development, implementation and maintenance of the data entry programs to be so significant to the DPP as to designate the data entry programs performance separate from the data entry itself. Consequently, the data entry programs performance regarding a particular survey form must be certified as accurate by the vendor and by NEPEC before data entry can proceed. The performance of the data entry programs will be judged by the processing of one or more test batches of sample survey forms submitted by NEPEC, which will then be checked and certified as accurate by the vendor. Test batches will range from 10 to 30 forms. There will be no separate fee for the processing of test batches. ( All test batches shall be included in the pricing schedule) NEPEC will then use its own means to verify the accuracy of the test batches and will concur with the vendor s certification when accuracy and performance is achieved. Acceptance of the data entry program product will occur after certification, and will include program maintenance and support throughout the contract period.

All of NEPEC s survey forms, documentation materials, allowable value lists and other materials are subject to errors and omissions. NEPEC endeavors to provide the most accurate, up-to-date materials, but from time to time will require modifications of data entry programs. Modifications, up to and including 10% of the survey form and its allowable value list which require subsequent modification of the data entry programs may be requested at any time during the contract period without incurring additional programming charges or requiring amendments to this contract.

NEPEC requires that the vendor produce the data entry program product, ready for testing, specific to any given forms within one business day from its submission. On occasion, these deadlines may be subject to adjustment as agreed between NEPEC and the vendor, based upon NEPEC s project priority and current vendor workload.

2. Data Entry and Forms Management: The Contractor shall provide Data Entry from a number of survey forms supplied by NEPEC, which are typically column-coded, but which may also be free-form, or irregularly coded depending upon NEPEC s needs. Since NEPEC is composed of many evaluation divisions , each of which has similarly appearing forms, it is essential that the vendor use methods which guarantee that the evaluation divisions forms and their resultant digitized products not be commingled during data entry, transportation and storage. NEPEC will provide the vendor with unique names to use when referencing evaluation division, forms, and the digitized products according to an established name spacing convention.

The vendor shall provide a means for error detection concurrent with data entry such that the data entry operator can provide a clearly visible indicator or the error on the form itself. This is accomplished by identification of each range error and unacceptable data on the physical form by tagging (i.e., using small yellow self-adhesive notes) the form at the point of error with a brief description of the error, (i.e., column 26 out of range , left blank , etc.).

The digitized data entry product (DPP) consists of a single ASCII flat file for each form processed. The file shall be self-encrypted using software such as 7-zip, optionally on CD media, but primarily returned via self-encrypted, password protected e-mail from the vendor to NEPEC. The cost for DPP shall be borne by the vendor, and incorporated into the cost associated for routine processing of a form.

ASCII files shall be named according to the file name spacing convention, and are associated with an accurate file creation date. The file name spacing convention used by NEPEC takes the form of:

PpFFmmDDyyyy.DAT, where:

Pp=NEPEC program namespace for the project

FF=form designation for this project

mm=month of file creation, numeric 01 to 12

DD=day of file creation, numeric 01 to 31

yyyy=four digit year of file creation 2017 to present

.=file separator

DAT=NEPEC suffix designation data type

For example, the file HVFB0901.DAT indicates this file contains raw data ( .DAT ) for the NEPEC program namespace ( HV ), that the digitized data is derived from survey form B ( FB ), and that this file was created on September 1.

Files shall be archived for the duration of this contract. NEPEC will require at times copies of certain archive files to replace original copies. Requests for archive files will be granted without surcharge. All archived data are owned by NEPEC, and at the completion of the DPP for a particular form, at the termination of the overall DPP, or at the completion of this contract the vendor will surrender the entire archive to NEPEC, and will certify in writing that no additional copies exist and that data has been removed entirely from the Vendor s equipment, operations, archives and processes.

NEPEC requires that the vendor complete data entry for a given form within a maximum of three business days from its submission for jobs as defined by one crate. Completion of data entry for more than one crate will be within 5 business days. On occasion, this deadline may be subject to adjustment as agreed between NEPEC and the vendor, based upon NEPEC s project priority and current vendor workload.

All collection services need to be within the continental United States.

3. Transportation of forms and products: forms comprising the DPP are placed in boxes or crates for transportation to, and from the vendor. These forms are filed sequentially in a manner which has great importance to the efficient forms management operations of NEPEC s evaluation divisions. It is essential that the vendor preserve form-filing sequence when performing data entry and during transportation of all DPP forms.

The vendor is responsible for initiating and maintaining a system for transportation of all forms and products. All costs associated with the transportation of the forms shall be the responsibility of the vendor. Transportation of forms and products must be done in a manner that keeps all items safe and secure. NEPEC will not be responsible for payment to vendor for any items lost during transportation and vendor shall be required to reimburse NEPEC for costs due to the loss of items during transportation. Time required for transportation will not affect completion deadlines for forms and products.

All pick ups and deliveries shall be done between the hours of 8:00am and 4:30pm Monday through Friday, excluding federal holidays.

4. Forms included in this contract: Forms listed on the pricing pages are the forms used by NEPEC s evaluation divisions. This list includes the form designation, number of columns comprising the form, the estimated quantity of forms, and the estimated keystrokes to be processed for the duration of the contract. The following is the expected number of forms to be provided follows:

Form A2 5000

Form D2 4500

Form F2 3000

VSS Survey 11,000

All forms are provided as an attachment.

In order to aid the vendor in estimating the costs for the DPP, included is an example of a column coded style form (Attachment 2), representative of the forms currently used at NEPEC. The column-coded style is used by approximately 90 percent of the forms. The column-coded style primarily uses numbers as allowable values (approx 90%), but may also require mixed case, date formatting and mixed alpha and numeric fields requiring range checks (approx. 10%).

NEPEC has made every effort to achieve accuracy in the above list, however, please note that the number of columns may vary by +/-3 percent. Additionally, expected quantities are estimates and are dependent on factors beyond NEPEC s control.





(vi) The Contractor shall furnish all parts, labor, travel and tools necessary to perform all required services for the Connecticut VAMC.

(vii) The Places of Performance are noted in the Scope of the Statement of Work.

(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1, 52.216-1, 52.233-2, 852.233-70, 852.233-71, 852.252-70, and 852.270-1.

(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Submission of Quotes:

(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Quotes received after the due date and time shall not be considered.

(2) Vendors may submit their quotes electronically via email to Harold.Nice@va.gov.

(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 3/05/2018 at 13:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers.

(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.

Evaluation Process:

Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.

Vendors quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers.

The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 

Price (Follow these instructions):

Vendor shall complete the Price Schedule in Section (v), with vendors quoted contract line item prices inserted in appropriate spaces.  Vendors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Act (SCA).

Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.

Past Performance:

Provide (3) references of work, similar in scope and size with the requirement detailed in the Statement of Work. References must include contact information, brief description of the work completed, and contract # (if relevant).  Please utilize Attachment 2 Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work.  The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.

Technical: The vendors quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Statement of Work in a timely efficient manner. 

Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work.

Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusetts if applicable.

If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.







(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2, 52.203-17, 52.204-4, 52.217-8, 52.217-9, 52.232-40, 852.203-70, 852.215-71, 852.219-10, 852.232-72, 852.237-70.

Subcontracting Commitments - Monitoring and Compliance

This solicitation includes VAAR 852.219-10, Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

52.222-49 -- Service Contract Labor Standards -- Place of Performance Unknown.

As prescribed in 22.1006(f) insert the following clause:

Service Contract Labor Standards -- Place of Performance Unknown (May 2014)

(a) This contract is subject to the Service Contract Labor Standards statute, and the place of performance was unknown when the solicitation was issued. In addition to places or areas identified in wage determinations, if any, attached to the solicitation, wage determinations have also been requested for the following: West Haven, CT. The Contracting Officer will request wage determinations for additional places or areas of performance if asked to do so in writing by 3/6/2018 1300.

(b) Offerors who intend to perform in a place or area of performance for which a wage determination has not been attached or requested may nevertheless submit bids or proposals. However, a wage determination shall be requested and incorporated in the resultant contract retroactive to the date of contract award, and there shall be no adjustment in the contract price.



(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.209-6, 52.219-6, 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, 52.223-18, 52.225-13, 52.232-34, 52.222-41, 52.222-42 (Wage Determination No.: 2015-4132 REV- 6 are attached, 52.222-43, 52.222-55

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xv) RFQ responses are due 4/30/2018 at 13:00 PM EST. RFQ responses must be submitted via email to: Harold.Nice@va.gov. Hand deliveries will not be accepted. Submissions after the deadline may not be considered.

(xvi) The POC of this solicitation is Harold Nice(Harold.Nice@va.gov).