Loren Data's SAM Daily™

FBO DAILY ISSUE OF MAY 15, 2004 FBO #0901
SOLICITATION NOTICE

D -- Aeromedical Services Information Management Systems (ASIMS) for the PHSD, Brooks City-Base, TX

Notice Date

5/13/2004
 

Notice Type

Solicitation Notice
 

NAICS

541511 — Custom Computer Programming Services
 

Contracting Office

Department of the Air Force, Air Force Materiel Command, HSW - 311 Human Systems Wing, 311th HSW/PK 8150 Aeromedical Road, Brooks AFB, TX, 78235-5123
 

ZIP Code

78235-5123
 

Solicitation Number

FA8901-04-R-0010
 

Response Due

6/3/2004
 

Archive Date

6/18/2004
 

Point of Contact

Robert Batkins, Contract Specialist, Phone 210-536-6252, Fax 210-536-1918, - Grace Elizalde, Contract , Phone 210-536-6216, Fax 210-536-2097,
 

E-Mail Address

Robert.Batkins@brooks.af.mil, grace.elizalde@brooks.af.mil
 

Small Business Set-Aside

Total Small Business
 

Description

This is a combined synopsis/solicitation for 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 written solicitation will not be issued. This solicitation number is FA8901-04-R-0010. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-13. The associated North American Industry Classification System (NAICS) for this procurement is 541511 and the business size is $21,000,000.00. The Government intends to issue a time and material (T&M), contract for Aeromedical Services Information, Management Systems (ASIMS) for the Population Health Support Division (PHSD), Brooks City-Base, TX. The requirement is to be 100%Set aside for Small Business. The contractor shall provide a full range of programming, system analysis, data analysis, training and senior consultative services related to the preventive medicine aspects of computer applications and central data warehouses of the Aeromedical Services Information Management Systems (ASIMS) and other similar clinical immunization records, individual readiness for deployment and occupational medical exam tracking database systems such as Air Force (AF) Personnel Data, PHSD Data Import/Export Program, Air Force Corporate Health Information Processing Service (AFCHIPS) central data processing, AF Complete Immunization Tracking Application (AFCITA), Preventive Health Assessment and Individual Medical Readiness (PHA/PIMR), Defense Eligibility Enrollment Reporting System (DEERS) and AF to DEERS Immunization Interface utilized by Air Force Medical System (AFMS) and Military Health System (MHS). The contractor shall provide maintenance and systematic enhancement of those systems as a secondary requirement. The ASIMS program management office is currently located at Brooks City Base Texas. The contractor shall furnish all labor and support required to perform the effort. Performance will be in accordance with the SOW. A copy of the SOW will be posted to www.fedbizopps.gov or you can email Robert.Batkins@brooks.af.mil for a copy of the SOW. The period of performance will be for one base year, 01 Jul 2004 through 30 June 2005 and 4 one-year option periods. Offers must include complete price proposals for base year and four option years. The provisions at 52.212-1 ?Instructions to Offerors-Commercial Items? apply to this acquisition. Offers must include the ?Representations and Certifications? found in FAR 52.212-3. The clause at FAR 52.212-4 ?Contract Terms and Conditions, Commercial Items? applies. You are also required to submit a Contract Proposal Cover Sheet with your proposal. This cover sheet shall include the point of contact whom is authorized to contractually bind your company, company address and phone number, the audit office with a point of contact and phone number, administration office with a point of contact and phone number and any other information that will be important in evaluating your proposal. You are also required to identify your technical and contracting points of contact and authorized negotiators for this delivery order. Include addresses, telephone numbers, facsimile numbers and electronic mail (e-mail) addresses for each individual. You are also requested to provide enough information to determine the cost realism of your offer and to evaluate your approach. Offerors shall address all requirements in this combined synopsis/solicitation, and shall provide clear evidence of understanding and the ability and willingness to comply with the Government's specifications of need. Failure to address a specification/requirement will be construed by the Government as inability to meet the need, or the Offeror?s taking exception to it. Any inconsistency in this solicitation or contract shall be resolved by giving precedence in the following order: (a) The Schedule (excluding the specifications);(b) Representations and other instructions;(c) Contract clauses; (d) Other documents, exhibits, and attachments; and (e) The specifications. The Government anticipates awarding one contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer conforming to this synopsis/solicitation will be most advantageous to the Government, price and other factors considered. Responsible interested Offerors may mail or deliver three complete hard copy of Offerors proposal no later than 10 June 2004, 4:00 PM CDT to the address the following address: 311th Human Systems Wing/PKBA, 8150 Aeromedical Road, Brooks City Base, TX 78235-5123, Attn: Mr. Robert Batkins, Contract Specialist. In addition to submitting the hard copies of your proposal, e-mail Robert Batkins a complete copy of your proposal by 21 May 2004, 4:00 PM CDT to: robert.batkins@brooks.af.mil, Mr. Batkins? phone number is (210) 536-6252 and fax number is (210) 536-1918. Government will not be responsible for any failure attributable to the transmission or receipt of the facsimile proposal including, but not limited to, the following: Receipt of garbled or incomplete proposal, availability or condition of the receiving facsimile equipment, incompatibility between the sending and receiving equipment, delay in transmission or receipt of proposal, failure of the offeror to properly identify the proposal, illegibility of proposal and/or security of proposal data. We request you provide a proposal for this effort based on the attached SOW that addresses the following areas: a. A management approach that clearly describes the following: 1. A staffing plan to initially staff, retain personnel (including maintaining required proficiencies), and fill vacancies of the staff necessary to provide the service required in the SOW. This plan must be well thought-out, logical, and in sufficient detail to adequately explain the basis for the accomplishment of the objectives of the approach. It also must be in accordance with prudent business practices. Explain which personnel will be kept in-house and which will be accessed as needed through networking. For the purpose of this solicitation, "network" is defined as the outside resources or agencies required to provide a pool of quality personnel. Describe your network capabilities. Describe how you will maintain support when vacancies occur, and how you will retain personnel. Describe any employee?s benefits being offered by your company. 2. Describe how you will provide project management and administrative support. Describe in detail how you will provide administrative support in accordance with the SOW, e.g., making travel arrangements. Describe in detail how you intend to manage the cost, schedule, and performance of the contract or order. Describe how you will manage subcontractors, if any. Also describe how you will establish and maintain effective lines of communication with the Government, and conduct problem identification and resolution. 3. Describe your methodology for a smooth transition from previous contractor to your company. Areas to consider would be understanding of the Air Force Medical policy and procedures directly related to the preventive health program, interrelation of the various AF medical data systems (Air Force (AF) Personnel Data, PHSD Data Import/Export Program, Air Force Corporate Health Information Processing Service (AFCHIPS) central data processing, AF Complete Immunization Tracking Application (AFCITA), Preventive Health Assessment and Individual Medical Readiness (PHA/PIMR), Defense Eligibility Enrollment Reporting System (DEERS) and AF to DEERS Immunization Interface) utilized by PHSD. ) utilized in the ASIMS program and the ability to work with Medical Training Facilities in configuration of ASIMS modules and training of users of the systems. Although our preference is direct experience with the ASIMS and other AF data systems, the Government will consider experience in similar medical health tracking data systems as in the areas of clinical immunization records, individual readiness for deployment and occupational medical exam. b. Identify by name the person that will be performing work under any resulting contract or order. Submit resume(s) of your personnel for this acquisition. c. Submit past performance information on at least five recent contracts that you consider most relevant in demonstrating your ability to perform the proposed effort. Also include information on recent contracts performed by each of your teaming partners and significant subcontractors that you consider most relevant in demonstrating their ability to perform the proposed effort. Include rationale supporting your assertion of relevance. Complete and include Attachment 4, Past Performance Contract Information, for each of these contracts. d. The Offeror shall send the questionnaire shown at Attachment 3 to each of those Government agencies or private sector companies identified by the offeror in Attachment 4. e. A Total Ceiling Price supported by a detailed cost estimate showing all labor categories, hourly rates and extended labor costs for the base year and each of the four one-year options. Rates will be used in accordance with the GSA Schedule. Provide additional data to support proposed cost for Travel and Other Direct Costs. Use historical data, as provided in Attachment 5 to this letter, in the development of your Ceiling Price. In developing the ceiling price, use total hours of 1880 and apply these hours to the fully burdened hourly rate for each labor category. The offeror shall prepare the proposal as set forth in Table 1 below. Proposals shall be submitted in hard copy only: Table 1 Proposal Organization Section TITLE HARD COPIES (includes original) PAGE LIMIT I Technical Qualifications 1 50* II Price 1 Unlimited III Past Performance 1 25* NOTES: *Page limitation does not apply to RESUMES, Attachment 3, PAST PERFORMANCE QUESTIONNAIRE, AND Attachment 4, PAST PERFORMANCE INFORMATION. Basis of award: a. This acquisition follows the policies and procedures in the Defense Federal Acquisition Regulation Supplement (DFARS) 208.404-70. b. The basis for award is as follows: (1) A decision on the technical acceptability of each Offeror?s technical information shall be made. A proposal is technically acceptable if it meets all of the requirements of Factor 1, Technical Qualifications. Only those Offerors determined to be technically acceptable, either initially or as a result of discussions, will be considered for award. (2) Offerors whose technical proposals are determined unacceptable by the Government will be notified promptly of the basis of the determination. (3) All technically acceptable Offerors will receive a Performance Confidence Assessment rating in accordance with the six ratings in Factor 3, Past Performance. (4) The Government will perform a price evaluation as described in this letter RFP. (5) An award will be made to the lowest priced offer if they have a ?High Confidence? past performance assessment. The Government reserves the right to award to other than the lowest priced offeror if the lowest priced offeror has a past performance assessment of ?Significant Confidence? or less. (6) Finally, the Government will make the award based on a tradeoff between price and past performance among Offerors first determined to be technically acceptable. Although price will be considered a significant factor, past performance will be considered more important than price. Evaluation factors The following factors shall be used to evaluate offers: Factor 1: Technical Qualifications Factor 2: Price Factor 3: Past Performance TECHNICAL QUALIFICATIONS (Factor 1): a. The Offerors? technical qualifications must be determined to be acceptable prior to proceeding to the integrated assessment of price and past performance. An Offeror whose proposal is rated technically unacceptable will not be considered for award and will not be evaluated further. The ratings for technical qualifications are: ?acceptable,? ?reasonably susceptible of being made acceptable,? and ?not acceptable.? b. The following are definitions for the technical qualification ratings that will be assigned to each Offeror?s proposal: RATING DEFINITION ACCEPTABLE -- Proposal meets all of the requirements of the Technical Qualification Sub-factors and Elements. REASONABLY SUSCEPTIBLE OF BEING MADE ACCEPTABLE -- Proposal does not meet all of the requirements of the Technical Qualification Sub-factors and Elements; however, there is potential for correction after clarifications or discussions. NOT ACCEPTABLE -- Proposal does not meet all of the requirements of the Technical Qualification Sub-factors and Elements. c. All of the following must be met for a proposal to be considered technically acceptable: 1. The offeror must have an effective staffing plan to ensure continuity throughout the period of performance in supporting the needs of PHSD, as described in the attached SOW. 2. The offeror must have an effective management approach that: (a) Manages administrative support as required in the SOW; (b) Identifies and mitigates management issues in a timely, accurate fashion and in sufficient detail to make informed proactive and corrective decisions; (c) Proactively manages cost, schedule, and performance of service and deliverables in accordance with sound business practices, including clear visibility into cost, schedule, and performance for both contractor and Government management; (d) Effectively communicates problems to the Government in a timely manner; (e) Provides clear and concise management communication between prime and subcontractors. 3. The offeror must have a clear understanding or a plan for providing the knowledge required of the following: (a) Air Force Medical and Surgeon General policy and procedures directly related to the preventive health program and the ASIMS program or representative military medical health policy and procedures; (b) The interrelation of the various AF medical data systems (Air Force (AF) Personnel Data, PHSD Data Import/Export Program, Air Force Corporate Health Information Processing Service (AFCHIPS) central data processing, AF Complete Immunization Tracking Application (AFCITA), Preventive Health Assessment and Individual Medical Readiness (PHA/PIMR), Defense Eligibility Enrollment Reporting System (DEERS) and AF to DEERS Immunization Interface) utilized by PHSD. ) Utilized in the ASIMS program or similar medical health tracking data systems as in the areas of clinical immunization records, individual readiness for deployment and occupational medical exam; and (c) The ability to work with Medical Training Facilities in configuration of ASIMS modules and training users of the systems. 4. The offeror must have personnel that have the minimum experience requirements as defined in SOW, paragraph 1.6.30. The Government reserves the right to add any and all key personnel provided to resulting contract for this acquisition. PRICE (Factor 2) a. Offeror?s Ceiling Price will be evaluated to determine that it is fair and reasonable. An unreasonably low proposed Ceiling Price may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirement or has made an unreasonable proposal. b. The Offeror?s proposal must represent a price that is (a) fair under current market conditions, (b) reasonable to the seller, and (c) reasonable to the buyer. PAST PERFORMANCE (Factor 3): a. Under the Past Performance factor, the Performance Confidence Assessment represents the evaluation of an Offeror?s relevant present and past work record to assess the Government?s confidence in the Offeror?s ability to successfully perform as proposed. b. The following are definitions for assigning the relevancy to the Offeror?s past and present contracts: RATING DEFINITION HIGHLY RELEVANT The magnitude of the effort and the complexities on this contract are essentially what the solicitation requires. RELEVANT Some dissimilarities in magnitude of the effort and/or complexities exist on this contract, but it contains most of what the solicitation requires. SOMEWHAT RELEVANT Much less or dissimilar magnitude of effort and/or complexities exist on this contract, but it contains some of what the solicitation requires. NOT RELEVANT Performance on this contract contains relatively no similarities to the performance required by the solicitation. c. Where relevant performance record indicates performance problems, the Government will consider the number and severity of the problems and the appropriateness and effectiveness of any corrective actions taken (not just planned or promised). The Government may review more recent contracts or performance evaluations to ensure corrective actions have been implemented and to evaluate their effectiveness. Offerors without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance and, as a result, will receive a ?Unknown Confidence? rating for the Past Performance factor. More recent and relevant performance will have a greater impact on the Performance Confidence Assessment than less recent or relevant effort. A more relevant past performance record may receive a higher confidence rating and be considered more favorably than a less relevant record of favorable performance. Past Performance information may be obtained through the Contractor Performance Assessment Reporting Systems (CPARS), similar systems of other Government departments and agencies, questionnaires tailored to the circumstances of this acquisition, Defense Contract Management Agency (DCMA) channels, interviews with program managers and contracting officers, and other sources known to the Government, including commercial sources. Offerors are to note that, in conducting this assessment, the Government reserves the right to use both data provided by the Offeror and data obtained from other sources. Each Offeror will receive one of the ratings described below: RATING DEFINITION HIGH CONFIDENCE -- Based on the Offeror?s performance record, essentially no doubt exists that the Offeror will successfully perform the required effort. SIGNIFICANT CONFIDENCE -- Based on the Offeror?s performance record, little doubt exists that the Offeror will successfully perform the required effort. CONFIDENCE -- Based on the Offeror?s performance record, some doubt exists that the Offeror will successfully perform the required effort. UNKNOWN CONFIDENCE -- No performance record identifiable. LITTLE CONFIDENCE -- Based on the Offeror?s performance record, substantial doubt exists that the Offeror will successfully perform the required effort. NO CONFIDENCE -- Based on the Offeror?s performance record, extreme doubt exists that the Offeror will successfully perform the required effort. The Government intends to evaluate proposals and award a contract or order without discussions with Offerors Therefore, the Offeror?s initial proposal should contain the Offeror?s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. 10. In addition to submitting the hard copies of your proposal, e-mail Robert Batkins a complete copy of your proposal by 21 May 2004, 4:00 PM CDT to: robert.batkins@brooks.af.mil with courtesy copy to karen.ross@brooks.af.mil. Mr. Batkins is the sole individual to contact for information regarding this solicitation. Performance on the work to be negotiated under this order shall not proceed until your firm receives a written notice from the Contracting Officer. 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. Should you require additional information, have questions or concerns, regarding the attached SOW, require copies of attachments 3 or 4, or other proposal requirements please forward to this office so they can be addressed or clarified prior to submission of your proposal. Please contact Robert Batkins at Telephone number (210) 536-6252, FAX (210) 536-1918 e-mail: robert.batkins@brooks.af.mil if you have any other questions concerning the Request for Proposal.
 

Place of Performance

Address: Brooks City-Base, TX., Contractor's Facility and various Air Force Medical Treatment Facilities., ,

Zip Code: 78235

Country: United States of America
 

Record

SN00585408-W 20040515/040513212044 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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