509th Contracting Squadron, 850 Arnold Ave, Site 2, Whiteman AFB, MO 65305-5054

R -- THIRD PARTY COLLECTIONS SOL F23606 98R0166 DUE 111798 POC Contact Angie Wilde, 660-687-5425/George Cromer, 660-687-5399 E-MAIL: Click here to contact the contract administrator., sollgcv@whiteman.af.mil. This is a combined synopsis and solicitation for commercial items (non-personal services), prepared in accordance with the format in FAR 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. This solicitation is being issued as a Request for Proposal (RFP). Submit written offers (no oral ones), on RFP F23606 98R0166. All Statement of Work and Evaluation Factor requirements must be met as they appear in this notice. This procurement is set-aside for small business. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-08. Standard Industrial Code 6411 applies to this procurement. Period of performance is a base year to run from date of award to 30 September 1999, and two option years, if exercised, to run from 01 October 1999 to 30 September 2000 and 01 October 2000 to 30 September 2001. FOB Destination for delivery to Whiteman Clinic, 331 Sijan Avenue, Whiteman AFB, MO 65305-5054. Statement of Work (SOW) for THIRD PARTY COLLECTION (TPC) SERVICES. The contractor will provide all labor services necessary to effect timely and efficient TPCs as well as provide on-the-spot training for Government employees as the needs arise. Services are to be provided Monday through Friday with normal duty hours of 7:30 AM to 4:30 PM (CST). Normal Federal Holidays will be observed. 1.0 Contractor Personnel (a) Must be proficient in Composite Health Care System (CHCS) and Third Party Outpatient Collection System New Generation (TPOCS-NG) data entry and insurance processing requirements; act as consultants to clinics on appropriateness of Automated Data Sheet (ADS) "bubble sheet" coding templates and processing. (b) Perform outpatient claims processing to include all aspects of information gathering, clinic-specific diagnosis and procedure coding, data entry, claim editing and follow-up, posting payments and adjustments, closing accounts, and reporting. (c) Must have knowledge regarding billing and collection procedures of various individual insurance companies, as well as federal, state, and local insurance regulations. (d) Maintain an effective working relationship with each clinic to facilitate the Third Party Collection Program (TPCP) and ensure continued success of the collection program. (e) Must have knowledge of medical terminology, anatomy, and physiology, current diagnosis and procedure coding (to include International Classification of Disease 9th Revision (ICD 9), Common Procedural Terminology (CPT), and Ambulatory Procedure Group). (f) Review annual projection and maintain the optimal collection rate of the third party accounts. (g) Ensure 100% claim processing rate of all billable, coded patient encounters. This should be verified using monthly audits. (h) Conduct on-the-spot third party collection education and training for Whiteman Clinic providers and support staff as needed. (i) Contractpersonnel will provide TPOCS-NG reports and statistical information, as required by the Contracting Officer's Technical Representative. (j) Contract personnel must ensure adequate follow-up on all claims considered delinquent and their proper referral to the Staff Judge Advocate (SJA) as required. (k) For internal management control to avoid possible fraud, waste, or abuse, one person is not allowed to perform both the posting and collecting of payments. Proper separation of duties protects assets, helps preclude manipulation of records, and provides a cross-check promoting accuracy and protection of funds from misappropriation or theft. 2.0 Contractor: (a) The contractor shall ensure all applicable Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and Health Services Inspection standards shall be met during the performance of this contract. (b) The contractor will ensure sufficient contractor personnel are available for workload involved. The Government will provide computers and any required software. If the company selected for the contract chooses to use their own software, they will be responsible for its purchase and all updates. However, if a private program is used, it must follow established Department of Defense (DoD) guidelines, and provide all required DoD reports. As of 01 October 1998 we will have 21 providers of care in areas including but not limited to Family Practice, Internal Medicine, Pediatrics, GYN, Optometry, Mental Health, and Physical Therapy. The average monthly insurance claims filed for FY98 June 1998 are 218. The average monthly outpatient visits for FY98 June 1998 was 6,167. Approximately 13% of claims filed have required follow-up or collection attempts in the past. The provisions at FAR 52.212-1, Instructions to Offerors Commercial Items, apply to this acquisition. The provisions at FAR 52.212-2, Evaluation Commercial Items, apply to this acquisition. Award will be made on the basis of the lowest price technically acceptable offer. Proposed costs will be evaluated to determine if any costs are unrealistically high or low in relation to the government independent cost estimate and the offeror's technical/management approach. The following four (4) technical evaluation factors will be used to evaluate proposals received; they are of equal importance. FACTOR 1: ACKNOWLDEGEMENT AND UNDERSTANDING OF THE STATEMENT OF WORK (SOW). Required: (a) Explain in detail how the requirements of the SOW will be satisfied. Description should include the offeror's understanding of the SOW and management/executive approach to the application: (i) Projected capability to provide TPOCS operations and training for TPC clerks; (ii) Phase-in procedures to include identifying and disposing of existing backlog; (iii) Rendering required reports and audits; and (iv) Understanding the overall mission of the TPC program. Required: (b) A functional quality control plan explaining practices that will assure services and training required by the SOW are performed and provided in a manner which satisfies the SOW requirements. Required: (c) The offeror shall provide a detailed contingency plan along with explanations as to how coverage can be provided during emergencies or during labor problems. FACTOR 2: CAPACITY TO MEET SOW REQUIREMENTS. Required: (a) The offeror shall provide evidence of the ability to obtain necessary personnel, supervision, and training needed. Required: (b) The offeror shall submit a well-defined manning chart with explanations of how daily coverage will be provided. FACTOR 3: CONTRACTOR'S PROFESSIONAL EXPERIENCE. Required: (a) The offeror shall provide evidence outlining experience in the services as described in this solicitation. This experience can be both commercial and/or government. The outline is to list past and present contracts (for the last ten (10) years) by contract number, address and point of contact, number of year's experience, and dollar value of each contract. FACTOR 4: ORGANIZATIONAL AND PERSONNEL QUALIFICATIONS. Required: (a) The offeror shall provide a well-defined organization structure chart reflecting lines of management, and supervisory responsibilities, functions and labor categories (position titles). Required: (b) The offeror shall employ only qualified personnel by submission of resumes and copies of credentials. The offeror shall provide evidence showing a contract manager possessing administrative knowledge and experience as a supervisor in a same or similar type requirement. Required: (c) The offeror shall state the extent of authority and role of the contract manager and any other position of authority. Required: (d) The offeror shall describe the methods and provide examples of how the firm documents the experience and competence of TPC personnel. Required: (e) The offeror shall provide evidence of ability to plan, control, and integrate personnel necessary for successful contract performance. Offeror's are cautioned that their technical proposal must not exceed 30 typed (12-pitch) pages. There is no special format for the technical proposal; however,it should be assembled in an orderly manner, which can be easily followed. Addendum to 52.212-2. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. The clause at 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this solicitation and the offeror must include a completed copy of this provision with their proposal. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: (b)(6) FAR 52.222-26, Equal Opportunity; (b)(7) FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; (b)(8) FAR 52.222-36, Affirmative Action for Workers with Disabilities; (b)(9) FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era; (c)(1) FAR 52.222-41, Service Contract Act of 1965, as amended. U.S. Department of Labor Wage Determination 94-2307 revision 11 (06-30-97) Is applicable to this requirement; (c)(2) FAR 52.222-42, Statement of Equivalent Rates for Federal Hires. Equivalent positions would be as follows: Third Party Collection Clerks ($10.09/hr). The clause at DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders applicable to Defense Acquisition of Commercial Items, applies to this solicitation. Specifically the following clauses cited are applicable to this solicitation: DFARS 252.225-7001, Buy American Act and Balance of Payment Program. FAR 52.212-4, Contract Terms and Conditions, applies to this solicitation. Addenda to FAR 52.212-4: The following additional clauses apply to this solicitation: 52.224-2, Privacy Act; 52.217-8, Option to Extend Services; 52.217-9, Option to Extend the Term of the Contract, for the purposes of this clause the blanks are completed as follows: (a) within 30 days, (c) not to exceed 3 years, 6 months; 52.225-11, Restrictions on Certain Foreign Purchases; 52.232-18, Availability of Funds, 52.228-5, Insurance Work on a Government Installation; 52.237-2, Protection of Government Buildings, Equipment, and Vegetation, 52.245-4, Government-Furnished Property (Short Form); and 252.223-7006, Prohibition on Storage and Disposal of Toxic and Hazardous Materials. The following provisions apply to this solicitation: 52.252-5, Authorized Deviations in Provisions; 252.204-7001, Commercial and Government Entity (cage) Code Reporting, 52.252-1, Solicitation Provision Incorporated by reference; 52.237-1, Site Visit; 252.225-7000, Buy American Act Balance of Payments Program Certificate; 252.204-7004, Required Central Contractor Registration; and 252.232-7009, Payment by Electronic Funds Transfer (CCR). The above Provisions and Clauses may be obtained via the Internet at http://farsite.hill.af.mil. All proposals must be mailed to POC Angie Wilde at 509 CONS/LGCV, 850 Arnold Avenue, Site 2, Whiteman AFB MO 65305-5054. Award will be made on a percentage of collections basis. Offeror's shall submit percentages for the following ranges for the base year as well as each option year: $1 -- $50____(total annual estimated amount $29,468.40), $51 -- $100 ___ (total annual estimated amount $18,706.32), $101 -- $150___ (total annual estimated amount $8208.92), and $151 + ___(total annual estimated amount $0.00). Proposals are required not later than 4:00 PM CST, 17 November 1998. Posted 10/15/98 (W-SN262557). (0288)

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