SOLICITATION NOTICE
R -- HEALTH PROGRAM ASSISTANT - FAR provision 52.212-3
- Notice Date
- 9/2/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561320
— Temporary Help Services
- Contracting Office
- Department of Health and Human Services, Indian Health Service, Billings Area Office, 2900 4th Avenue North, PO Box 36600, Billings, Montana, 59107
- ZIP Code
- 59107
- Solicitation Number
- RFQ-10-11-058-REL
- Archive Date
- 10/1/2011
- Point of Contact
- Rita E Langager, Phone: 406.247.7293
- E-Mail Address
-
rita.langager@ihs.gov
(rita.langager@ihs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications - Commercial Items (MAY 2011) that must be completed and submitted with the offer. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This procurement is being conducted under Simplified Acquisition procedures pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (10 U.S.C. 2304(g) and 2305 and 41 U.S.C. 253(g) and 253a and 253b); FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)); FAR 37.104, Personal Services Contracts (Public Law 103-332, Department of the Interior and Related Agencies Appropriation Act, Title II, September 30, 1994, 108 Stat. 2530 as implemented by FAR Subpart 37.112); and FAR 37.6, Performance-Based Acquisition. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS) intends to award a fixed-price commercial item contract in response to Request for Quotation (RFQ) 10-11-058-REL. This solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53. The associated North American Industry Classification System code is 561320 and the small business size standard is $13.5 million. PRICE SCHEDULE - HEALTH PROGRAM ASSISTANT: 2080 hours @ $____________________ = $________________________. Potential contractors are asked to propose an all-inclusive hourly rate. PERIOD OF PERFORMANCE: Date of Award (September 2011) through September 2012. PURPOSE OF THE CONTRACT: The purpose of this acquisition is to contract for a Health Program Assistant in the Office of Health Care Programs at the Billings Area Indian Health Service. The contractor will provide support to the Area Diabetes Program, Area Behavioral Health Program and Health Promotion/Disease Prevention Program. The work schedule is Monday through Friday from 8:00 a.m., to 4:30 p.m., or as scheduled by the supervisor. STATEMENT OF WORK: The Area healthcare activities include, but are not limited to, healthcare projects, planning workshops/trainings, data compilation as well as budget tracking. MAJOR DUTIES AND RESPONSIBILITIES: (1) Establish a system for tracking actionable items noted in Headquarter's (HQ) grants review process. (2) Organize and maintain documents for all individual projects in electronic files including grant proposals, grant reviews, quarterly and annual grant reports. (3) Maintain all office files of correspondence. (4) Develop and maintain project matrix to easily identify reporting and funding cycles and to track compliance on action items. (5) Provide assistance with the Area Government Performance and Results Act (GPRA) reports. (6) Organize and maintain documents for all Health Promotion/Disease Prevention (HP/DP) programs in electronic files. (7) Compile data to plan programs, monitor trends and outcomes of HP/DP programs. (8) Travel required as needed to provide on-site assistance and training. (9) May be called upon to provide technical assistance with HP/DP training needs and issues at Service Units, Tribal Programs and Area Office. (10) Assist with budget tracking for youth prevention program. (11) Manage a variety of monthly conference calls and communicate with project staff regarding dates and agenda items; acts as liaison between programs and Area staff in scheduling Area-wide calls. (12) Correspond and communicate with other federal and state offices to facilitate data sharing, development of meeting agendas and joint planning on shared objectives. (13) Organize and maintain all grant proposals, proposal evaluations, funding levels, Notice of Award, reporting cycles, reports received and reports outstanding. (14) Compile data and create reports to monitor statistical trends of major issues including suicide attempts, suicide completions, domestic violence, depression, major mental illness, child abuse, treatment outcomes and responds to requests from local staff. (15) Develop draft data sharing agreements and Memorandums of Understanding (MOUs) for the Behavioral Health Consultant. (16) Implement the AccuCare data system for chemical dependency programs, suicide prevention and domestic violence prevention and intervention. (17) Coordinate tele-psychiatry schedule and maintains calendar of events. (18) Develop and maintain electronic file system required by government regulations for encrypted data communication software. (19) Provide routine technical training to participants in the field who are not knowledgeable about accessing the data software system. (20) Ensure all technical assistance required is provided in a timely manner prior to scheduled sessions so that program managers' time is efficiently utilized for teaching, consulting and patient evaluation. MANAGEMENT AND MAINTENANCE OF PAPERLESS OFFICE FUNCTIONS: (1) Initiate routine correspondence and keep program managers informed of deadlines for required correspondence and reports. (2) Prepare official correspondence in draft form and finalize according to edits provided by the program managers. (3) Maintain confidentiality related to sensitive program information that is covered by the Health Insurance Portability and Accountability Act (HIPAA) law and regulation, 42 Code of Federal Regulations (CFR) drug and alcohol privacy act law and regulation and 25 CFR Privacy Act law and regulation. (4) When program managers are in travel status, monitors e-mail and alerts staff to urgent needs. (5) Carry out routine communication between program managers and other offices such as finance, contracting, health programs and personnel regarding pending items. (6) Assist with planning for workshops, trainings and conferences. (7) Provide on-site assistance with workshops, trainings and conferences. (8) Maintain CEU files according to requirements of the various licensing boards. (9) Other office functions as needed. MAINTENANCE OF INTRA-OFFICE COMMUNCIATION: (1) Facilitate communication between individuals, programs, offices and service units by appropriate routing of information, taking messages and frequent communication with supervisor and program officers. (2) Adhere to standards of conduct and confidentiality and present a professional attitude toward co-workers and others at all times. TRAVEL: The contractor will be required to travel in support of healthcare related workshops, trainings and conferences and related meetings. The contractor will be required to work on-site at the Billings Area IHS Office, Billings, Montana. The Indian Health Service agrees to provide the contractor with the following: (a) Office space including a computer, supplies and telephone. (b) Travel expenses will be included as a part of the contract. Travel expenses will be reimbursed in accordance with the Federal Travel Regulations (41 CFR Chapter 300 through 304); and (c) General Services Administration (GSA) vehicle for official purposes only. The contractor will be required to provide evidence of motor vehicle liability insurance covering bodily injury and property damage to protect the Contractor and the government against third-party claims arising from the operation of all GSA vehicles used in connections with the contract. The contractor shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The contractor shall comply with the requirements of FAR Subpart 51.2, 41 CFR 101-39, 41 CFR 102-34, and the operator's packet furnished with each vehicle. KNOWLEDGE AND EXPERIENCE REQUIRED: The contractor must possess the following for the specialty: (1) Education and experience in health related field, preferably a Bachelor's level degree in a Allied Health Field. (2) Knowledge of healthcare fields. (3) Knowledge of Billings Area IHS healthcare programs, objectives, activities and organizational structure. (4) Knowledge in planning, coordinating and implementing youth programs. (5) Knowledge of diverse American Indian/Alaska Native (AI/AN) cultures and geographics. (6) Skill in evaluation data collection and database input in preparing for analysis. (7) Experience and knowledge in programmatic budget tracking. (8) Experience in preparing official correspondence. SUPERVISION: The contractor works under the general guidance of the Health Promotion Specialist, Office of Healthcare Programs. The Health Promotion Specialist and contractor develop a mutually acceptable work plan which typically includes identification of the work to be done, the scope of the project and deadlines for its completion within the parameters approved. The contractor is responsible for planning and organizing the work as well as coordinating with the Area Diabetes Consultant, Area Behavioral Health Consultant and Health Promotion Specialist on specific program activities. Completed projects, evaluations, reports or recommendations are reviewed by the Health Promotion Specialist for compatibility with organizational goals, guidelines and effectiveness in achieving intended objectives. SUPERVISOR: Crystal Gust, Health Promotion Specialist. GUIDELINES: The contractor is expected to maintain confidentiality related to sensitive program information that is covered by HIPAA law and regulation, 42 CFR drug and alcohol privacy act law and regulation and 25 CFR Privacy Act law and regulation. Available policies and guidelines are intended to cover most situations with the correct ones dependant on the assignment. COMPLEXITY: Assignments cover a wide range of healthcare activities involving multiple projects with varying deadlines and levels of complexity. The contractor must coordinate and have the ability to prioritize activities and ensure projects are completed on schedule for each healthcare program. SCOPE AND EFFECT: The purpose of the work is to provide healthcare related expertise and administrative support for the Area Diabetes Program, Area Behavioral Health Program and Health Promotion/Disease Prevention Program. The contractor provides support to program managers to meet the goals and objectives of each program. The work involves planning, coordinating and implementing varying workshops, trainings and conferences as well as tracking budgets to varying degrees. In addition, the contractor may be asked to provide healthcare related expertise for program improvement purposes and/or program development in order to contribute to better performance of program functions. PERSONAL CONTACTS: Contacts are with persons inside and outside the agency which may include consultants, contractors, vendors and other IHS employees. A high degree of professionalism is required to help with joint planning of activities. PURPOSE OF CONTACTS: The purpose of the contacts is to provide assistance in meeting all Program goals and objectives as well as planning all trainings/workshops/conferences. PHYSICAL DEMANDS: The work is generally sedentary, there will be some walking, standing, bending and carrying of objects up to 50 pounds. WORK ENVIRONMENT: Work environment involves everyday risks associated with offices, hospital and clinic environments. There will be automobile travel and possible hazardous weather. Where required, necessary personal protective equipment will be supplied. Situations arise, such as interactions with angry individuals, which may invoke stress. Work may require infrequent irregular or long work and travel hours in a variety of work environments. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The Health Program Assistant's performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Customer Service; and (3) Timeliness of Assignments. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide services as specified in the Performance Work Statement; (2) 5 or more customer complaints; and (3) Assignments must be completed. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Reviews and periodic conferences between contractor and COTR; (2) Validated complaints; and (3) Random sampling by the COTR or his/her designee. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide all necessary equipment and supplies. The Office of Health Care Programs 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 a Business Partner Interconnection Security Agreement (BPISA), should be coordinated with the Security Officer, Office of Information Management, Billings Area Office. 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 TECHNICAL REPRESENTATIVE (COTR): The COTR 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 Supervisor. The Contractor agrees to include the following information on each invoice: (1) Contractor's name, address and telephone number; (2) Contract Number; (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes have been made 15 days after each quarter. 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. Delon Rock Above, Administrative Specialist, Office of Human Resources, Billings Area Office, 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 Health Program Assistant is allowed to work. The fingerprint check should be coordinated with Delon Rock Above, Administrative Specialist, as well. SPECIAL CONTRACT REQUIREMENTS: Contractors cannot serve as expert witnesses in any suit against the Federal Government. 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. The FAR provision 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 (JAN 1999): (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 following factors shall be used to evaluate offers: (1) Education in health allied field (preferably bachelor's level in Allied Health Field) = 20 POINTS. Potential contractors must submit proof of professional education; (2) Experience planning and implementing health related workshops/trainings/events = 25 POINTS. Potential contractors must describe experience, in writing, and submit with the price quote; (3) Experience and/or training in leadership and team building = 15 POINTS. Potential contractors must describe experience, in writing, and submit with the price quote; (4) Experience and/or training in health promotion related activities = 15 POINTS. Potential contractors must describe experience, in writing, and submit with the price quote; and (5) PAST PERFORMANCE = 25 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: 52.204-4, 52.204-9, 52.212-4, 52.212-5, 52.215-5, 52.217-8, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.227-14, 52.227-17, 52.228-5, 52.229-3, 52.232-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.245-1, 52.249-12, 352.201-70, 352.202-1, 352.203-70, 352.222-70, 352.223-70, 352.224-70, 352.227-70, 352.231-71, 352.237-70, 352.237-71, 352.237-72, 352.239-73, 352.242-71, 352.242-72, 352.242-73, 352.270-2 and 352.270-3. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.209-6, 52.219-6, 52.219-8, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.223-18, 52.225-13 and 52.232-33. 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/ and http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=3524d214210697effd2fd5c77848a806&rgn=div5&view=text&node=48:4.0.1.8.33&idno=48. 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 Department of Defense Central Contractor Registration (CCR) database prior to award. The CCR is the primary Government repository, which retains information on Government contractors. You may register via the Internet at https://www.bpn.gov/CCR/default.aspx or by calling (888) 227-2423 or (269) 961-5757. 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 September 16, 2011. 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 Rita.Langager@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.
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