SOLICITATION NOTICE
R -- CHS OFFICE ASSISTANT/CLERK - FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (AUG 2009)
- Notice Date
- 11/25/2009
- 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-10-10-013-REL
- Archive Date
- 12/25/2009
- 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 37.104, 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). 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)-10-10-013-REL. This solicitation is restricted to 51% Indian owned (Native American/American Indian) business concerns in accordance with the Buy Indian Act (25 U.S.C. 47). 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 561320 and the small business size standard is $13.5 million. Potential contractors shall propose an all inclusive hourly rate for the base year and each option year. PRICE SCHEDULE - CONTRACT HEALTH SERVICE OFFICE ASSISTANT/CLERK: BASE YEAR: 1600 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR ONE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR TWO: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR THREE: 2080 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR FOUR: 2080 HOURS @ $____________________ per HR = $_________________________;GRAND TOTAL: $_________________________. PURPOSE OF THE CONTRACT: The purpose of this acquisition is to acquire a Contract Health Service (CHS) Office Assistant/Clerk for the Flathead Contract Health Service (CHS) Program at the Flathead Tribal Health and Human Services Department, P.O. Box 880, Mission Drive, St. Ignatius, Montana 59865. STATEMENT OF WORK: The Contractor shall work directly with the Contract Health Service (CHS) staff and will serve under the direction of the CHS Health System Specialist. The Contractor will be responsible for receiving telephone calls and visitors for the CHS Office. The Contractor will personally handle routine matters not requiring technical knowledge and will refer other calls to the Supervisor. The Contractor will receive incoming mail. The Contractor will maintain all program logs which require knowledge and experience with Excel spreadsheets. The Contractor will maintain files; i.e., correspondence, weekly/monthly reports, manuals, deferred services, and appeals. The Contractor will utilize the Resource and Patient Management System (RPMS) CHS/MIS and Fiscal Intermediary (FI) systems and reports. The Contractor will be responsible for monitoring Open Documents. WORK SCHEDULE: The tour of duty is eight (8) hours per day, Monday through Friday. The work schedule will be coordinated between the Contractor and the Supervisor. The Contractor does not earn or accrue annual leave or sick leave and is not entitled to any health or life insurance, retirement or other benefits or deductions inherent to permanent federal employees. As a contract employee, the Government does not withhold Federal or State taxes. It is the Contractor's responsibility to have taxes withheld and to pay for all taxes during the term of the contract. MAJOR DUTIES: The Contractor provides staff assistance to the Contract Health Service (CHS) Office on administrative procedures and control measures. The Contractor handles incoming calls and visitors, exercises judgment in determining nature of call, personally handles routine matters not requiring technical knowledge or which require searching office records and contacts with other personnel to furnish desired information, refers other calls to supervisor. Maintains all CHS program logs including Mail, Open Documents, Prior Year Need, CHEF cases, and denials. Maintains department office supplies, identifying need and processing request. Faxes, calls and mails records and correspondence as necessary. Maintains office files according to subject matter, chronological and numerical sequence making additions, corrections and cross reference of material as required. Files consist of CHS program correspondence, reports, various publications, circulars, bulletins, manuals and special directives. Selects and types data from source material which requires a familiarity with a variety of office forms and procedures with responsibility of proper arrangement, obtains appropriate authorization, signature and distribution. KNOWLEDGE REQUIRED: Must be knowledgeable of the overall objectives of the Contract Health Service Program. Knowledge of the organizational structure is required to ensure information provided by the department is shared with vested activities and is routed in accordance with guidelines and policies. Working knowledge of professional relationships common in a business environment that requires, tact and diplomacy to develop, encourage and promote effective relationships with internal/external contacts that include entities familiar and unfamiliar with federal requirements and the ability to display such skills in providing constructive, positive support to the Supervisor and to develop, foster and encourage positive interpersonal relationships. Knowledge of the CHS program policies, procedures and functions is essential. The Contractor must accommodate inquiries concerning the program the majority of inquiries come from individual Indians, health care providers and community organizations. Must have the ability to interpret CHS regulation material and apply them to the specific assignments. Knowledge of word processing equipment and applications including Microsoft Word and Microsoft Excel. Must have knowledge of proper telephone etiquette. Knowledge of general concepts, practices and principles and ability to apply such techniques and methods in setting priorities in the assignment. Knowledge of English style and composition and editorial ability to edit and proof read reports, correspondence, etcetera. Knowledge of grammar, spelling, capitalization and punctuation. Knowledge of Privacy Act and HIPAA requirements. Duties require the services of a qualified typist with independent work ethic. SUPERVISORY CONTROLS: The Contractor works under the general supervision of the CHS Health Systems Specialist. The supervisor provides instructions regarding new assignments and/or projects. Instructions and explanations are given for non-routine assignments when deviation from usual practice is required. Completed work is reviewed for accuracy, adequacy and compliance with existing policies, procedures and/or guidelines and/or specific instruction. The Contractor is responsible for displaying an intense amount of self-initiative in assuring the timely response and completion of work. Routine assignments are completed independently. GUIDELINES: The work of the position is guided by regulations, legal decisions, and pertinent state and federal laws. The Contractor must exercise judgment in adapting regulations to specific instances and demonstrate the ability and skill necessary to identify applicable regulations and refer appropriate information to supervisor and establish document files for future use in applying such regulations to the work of the program. COMPLEXITY: The nature of the CHS program is such that generates inquiries from a variety of sources, health care providers, and client complaints and concerns requiring a high level of tact and diplomacy. The Contractor may deal with irate citizens and must possess traits enabling him/her to maintain composure in this type of situation. The Contractor must exercise extreme confidentiality of CHS patient information. PURPOSE OF CONTACTS: Contacts are made with individual Indians seeking information regarding program requirements immediately affecting them. Deals with individuals denied financial medical assistance due to a variety of reasons and with Service Unit CHS personnel in matters pertaining to program policies and procedures. Provides and/or requests information as required. Assesses the needs of the contact, determines the appropriate source/reference and maintains a tactful interaction that will positively impact public relations between the organization and the contact. PHYSICAL DEMANDS: The work is typically sedentary. However, the nature of the CHS Program frequently entails unanticipated priorities that must be responded to on an immediate basis, involving a great deal of attention, concentration and effort which might cause emotional and/or mental stress. WORK ENVIRONMENT: The work is usually accomplished in a well ventilated/well lighted office setting. PERIOD OF PERFORMANCE: The performance of this contract shall be from January 1, 2010 through September 30, 2010, with four 12-month options. GOVERNMENT FURNISHED PROPERTY: The IHS shall provide the Contractor with the following: (1) Office space including a telephone; (2) access to standard and specialized equipment including a computer, copy machines, and facsimile machines. The CHS Office will be responsible for getting the Contractor access and clearance to all pertinent computer services necessary to carry out his/her duties; and (3) office supplies. 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 all contractors. 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. REPORTING REQUIREMENTS: The Contractor shall provide the Contracting Officer with evidence that payment of employment taxes has been made 15 days after each quarter. 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 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 Supervisor. 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 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. The character and background investigations will be conducted by the Billings Area IHS Office. 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 CONTRACTOR SHALL PROVIDE EVIDENCE OF, OR SUBMIT A WRITTEN RESPONSE TO, THE FOLLOWING TECHNICAL EVALUATION FACTORS. The following factors shall be used to evaluate offers and are included in the relative order of importance: (1) KNOWLEDGE OF IHS CONTRACT HEALTH SERVICE PROGRAM = 40 POINTS; (2) EXPERIENCE WITH MICROSOFT WORD AND MICROSOFT EXCEL PROGRAMS = 30 POINTS; (3) PAST EXPERIENCE WITH GOVERNMENT CONTRACT HEALTH SERVICE PROGRAM, POLICIES, AND PROCEDURES OR OTHER RELATED EXPERIENCE WITH ADMINISTRATIVE/OFFICE ASSISTANT DUTIES (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 two 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; and (8) Administrative Contracting Officer and telephone number, if applicable = 30 POINTS. Technical and past performance, when combined, are 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, 52.217-9, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 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, 352.202-1, 352-215-1, 352.215-70, 352.223-70, 352.224-70, 352.232-9, 352.270-2, 352.270-3, 352.270-4, 352.270-6, 352.270-7, 352.270-10, 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, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 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://hhs.gov/oamp/dap/hhsar.html. CONTRACTORS INTENDING TO CONDUCT BUSINESS WITH THE FEDERAL GOVERNMENT MUST REGISTER WITH THE DEPARTMENT OF DEFENSES CENTRAL CONTRACTOR REGISTRATION (CCR) DATABASE. 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. 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 copy of a Certificate of Degree of Indian Blood (CDIB) and a completed copy of FAR 52.212-3 with its offer. 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 December 10, 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 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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