SOLICITATION NOTICE
R -- CMS AUDITING AND CONSULTATION - FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (AUG 2009)
- Notice Date
- 11/16/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541611
— Administrative Management and General Management Consulting 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-10-10-010-REL
- Archive Date
- 12/9/2009
- 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
- N/A
- Description
- Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications - Commercial Items (AUG 2009) 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)), and FAR 37.101, Non-Personal Service Contract. 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)-10-10-010-REL. This solicitation is issued on an unrestricted basis. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37. The associated North American Industry Classification System code is 541611 and the small business size standard is $7.0 million. PRICE SCHEDULE - CMS AUDITING AND CONSULTATION: Potential contractors shall propose an all inclusive hourly rate for Onsite Consulting Services: 160 HOURS @ $____________________ per HR = $________________________; Offsite Consulting Services: 80 HOURS @ $____________________ per HR = $________________________; GRAND TOTAL: $________________________. STATEMENT OF WORK: The Contractor's staff will use their knowledge of survey preparation, CMS Conditions of Participation for CAH and the Indian Health Service to conduct a thorough evaluation of survey readiness at the Crow Indian Hospital and its clinics. The activities include: (1) DOCUMENT REVIEW: Consultants will conduct a review of documents to determine areas of focus. These documents include, but are not limited to: (a) Clinic Program Description/Scope of Services Statement; (b) Organizational Chart; (c) Government Body bylaws or other written description of responsibilities; (d) Medical Staff Bylaws including credentialing and peer review process; (e) Description of Administrator responsibilities; (f) All contracts with non-employed providers of patient care and diagnostic services; (g) Report of surveys, inspections by any State, federal accreditation, regulatory agencies since last survey; (h) List of all credentialed providers; (i) List of all employees; (j) Patient rights and clinic informational handouts; (k) Quality Improvement Plan; (l) Risk Management Plan; (m) Previous year's major QI projects including data, analysis and follow up; (n) Safety committee minutes; (o) Clinic emergency response plan(s) - fire/fire evacuation, disaster readiness; and (p) Utilization Review Plan. (2) CLINICAL AREA REVIEW: Each clinical area of the facility will be evaluated for compliance to CMS Conditions of Participation for CAH. Medical records will be reviewed at each site of care. Inspection will be made of storage areas, cabinets, and utility rooms. Required documents will be requested and reviewed for completeness. Staff will be questioned about key policies and plans. The following will be reviewed in all clinical areas: (a) Infection control practices - storage, cleaning procedures, and compliance to standards, bio-hazardous waste management; (b) Environment of care - biomedical equipment, maintenance of the environment, and compliance with plans; (c) Medical Records - legibility, documentation, follow up on abnormal results; and (d) Staff knowledge of policies and procedures - fire, disaster preparedness, patient assessment and patient confidentiality. NURSING: (a) Sterilization of equipment; (b) Medication administration; (c) Clinical emergency response; (d) Documentation; (e) Compliance with physician orders; (f) Policy and Procedures; (g) Scope of Service; and (h) Quality Control. PHARMACY: (a) Medication safety and security; (b) Preparation of IV's as applicable to the facility; and (c) Patient education. RADIOLOGY: (a) Radiation safety practices; (b) Lead apron checks; (c) Patient preparation; (d) Storage of contrast media; and (e) Content of orders. LABORATORY: (a) Storage of chemical and reagents; (b) Availability of eye wash stations; (c) Content of orders; (d) Quality Control; (e) Blood Utilization; and (f) Critical Labs process. DENTAL: (a) Sterilization of equipment; (b) Radiation safety practices; (c) Lead apron checks; (d) Storage of medications; and (e) Informed consent process. BEHAVIORAL HEALTH: (a) Patient privacy; (b) Treatment planning; and (c) Referral to psychiatrist. MEDICAL STAFF BYLAWS: A comprehensive evaluation of the Medical Staff Bylaws and Rules and Regulations using the CMS Conditions of Participation for CAH. Areas of non-compliance to be identified, and as applicable, sample revised language to be provided. CREDENTIAL FILE REVIEW: The Bylaws, CMS Conditions of Participation for CAH, and recognized credentialing processes to determine the appropriateness of the credentialing process. An assessment of 15 medical staff files, including application, privileging, reappointment and primary source verification to be conducted. Files reviewed will include: (a) A new staff applicant; (b) A physician with temporary privileges; (c) Physicians on staff through reappointment; (d) Dentists; (e) Allied Health practitioners; and (f) Locum Tenens. A separate report on credential file review will be provided. HUMAN RESOURCE FILE REVIEW: A review of compliance to CMS Conditions of Participation for CAH to be conducted. Key issues related to the human resource function to be assessed by conducting a review of at least 15 employee files. In addition to CMS required elements, Child Care National Agency Check and Investigation (CNACI) clearance, and the process for supervision of staff without clearance will be evaluated. (a) Analysis of policies and procedures; (b) Assessment of competency or skill evaluation; (c) Review of 15 employee files; and (d) Review of report, any reports submitted to the governing body. A separate report on human resource review will be provided. MEDICAL RECORD REVIEW: Using forms that address CMS Conditions of Participation for CAH, review of open and closed medical records to be conducted. Records to be reviewed for each clinical service area. Items to be reviewed include; (a) Uniform content and format of clinical records; (b) Reports, histories, and physicals, progress notes, and other patient information are reviewed and incorporated into the record in a timely manner; (c) Allergy status; (d) Studies ordered; (e) Care rendered and therapies administered; (f) Disposition, recommendations and instructions given to the patient; (g) Authentication by health care professional - signature of dental provider; (h) Missed and canceled appointments documentation; (i) Significant medical advice given to a patient by telephone and signature of dental provider; (j) Legibility; (k) Receipt of summaries or records of a patient who was treated elsewhere are obtained; (l) Discussions with the patient concerning the necessity, appropriateness, and risk of proposed procedure, as well as discussions of treatment alternatives, are incorporated into patient medical record. A separate report on medical record review will be provided. FACILITY TOUR: An environmental tour of the facility will be conducted to determine compliance of various environmental and infection control standards. The following activities: (a) Review of areas identified during the document review; (b) Areas covered in this tour to include clinical areas, pharmacy, diagnostic imaging, medical records and the patient care areas; (c) Visit to plant services; (d) Determination of staff compliances to environmental safety issue; (e) Medical gas storage; and (f) Biohazard waste management. REPORTING: Within two weeks of the visit, a written action plan of findings and recommendations is to be provided to the Crow Service Unit. In addition, sample documents, plans and policies are to be provided. The Contractor must have Advanced professional knowledge of the theories, principles, practices, methodologies and procedures of a professional health-related occupational field, such as, nurse practitioner, medical technologists, pharmacist, dentistry, physician assistant and health information management specialists or comprehensive knowledge of quality assurance and/or performance improvement concepts, principles, and operating principles as they relate to an Indian Health Service medical facility. Comprehensive knowledge of a wide variety of complex direct patient care services, including quality health care characteristics, difficult health care interrelationships of patient care services and subcomponents of care, measurement and test techniques, and skill knowledge and experience in CMS and Joint Commission guidelines. Must have conducted CMS/Joint Commission consultation and training in the Indian Health Service Healthcare facilities. The Director of Nursing or Quality Improvement Coordinator provides administrative supervision and may provide guidance on critical issues and policy matters. The Contractor performs all duties independently, establishes priorities and develops project milestones. The Contractor will use the CMS and Joint Commission Guidelines for a Critical Access Hospital. The work involves assessing the current system and developing a plan of action for each section surveyed. The Contractors contacts will be with all employees of the health facility. PERIOD OF PERFORMANCE: The performance of this contract shall be from Date of Award through September 30, 2010. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. PROJECT OFFICER: The project officer for this contract will be Jerry Smith, Facilities Management Engineer, Crow Service Unit, PHS Indian Hospital, Crow Agency, Montana. The project officer shall be responsible for: The project officer shall be responsible for: (1) Monitoring the Contractors 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 Project Officer. The Contractor agrees to include the following information on each invoice: (1) Contractor's name and address; (2) Contract Number; (3) Invoice number and date; (4) Dates of Service including the number of hours worked and total amount due; and (5) Remit to address. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. 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 childrens services are provided. 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) Price = 50 POINTS; and (2) Past Performance = 50 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, 52.229-3, 52.232-18, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 352.202-1, 352.215-1, 352.215-70, 352.223-70, 352.232-9, 352.270-2, 352.270-3, 352.270-4, 352.270-6, 352.270-7, 352.270-11, 352.270-12, 352.270-13, 352-270-16, 352.270-17, 352.270-18 and 352.270-19. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.219-8, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.222-50, 52.223-9, 52.225-3, 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 http://www.arnet.gov and http://www.hhs.gov/oamp/policies/hssar.doc. PROPOSAL SUBMISSION INSTRUCTIONS: 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 http://www.ccr.gov 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 November 24, 2009. 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 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 60 days from the date of receipt by the Government.
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