PRESOL | R | TELEHEALTH/CLINICAL APPLICATIONS COORDINATOR - FAR provision 52.212-3

FBO DAILY ISSUE OF DECEMBER 17, 2010 FBO #3310
SOLICITATION NOTICE

R -- TELEHEALTH/CLINICAL APPLICATIONS COORDINATOR - FAR provision 52.212-3

Notice Date: 12/15/2010
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-10-11-013-REL
Archive Date: 1/20/2011
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: N/A
Description: Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications - Commercial Items (OCT 2010) 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 25 U.S.C. 3109), 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)-10-11-013-REL. The solicitation is restricted to 100% Small Business concerns. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-46. The associated North American Industry Classification System code is 541611 and the small business size standard is $7.0 million. PRICE SCHEDULE - TELEMEDICINE/CLINICAL APPLICATIONS COORDINATOR: Potential contractors shall propose an all inclusive hourly rate for BASE YEAR: 1394 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR ONE: 1394 HOURS @ $____________________ per HR = $_________________________; OPTION YEAR TWO: 1394 HOURS @ $____________________ per HR = $_________________________; GRAND TOTAL:_________________________. PURPOSE OF THE CONTRACT: This contract position promotes the development, growth and sustainability of the Billings Area Indian Health Service (BAIHS) TeleHealth Network. In addition, the contractor is responsible for the implementation and support of multi-service software packages which automate the capture of clinical encounter information and its subsequent retrieval. The contractor coordinates the customization of the site parameters and addresses integration issues with other software packages. Periodically reviews site parameters and local tables with each service for accuracy and completeness. The contractor coordinates implementation of new software products obtained by the facility that cover these functions. SUPPORT OF TELEHEALTH ACTIVITY: Directs the activities of the BAIHS TeleHealth Program in accordance with the objectives of the Indian Health Service; administrative policies of the BAIHS; established criteria of the Centers for Medicare and Medicaid Services; the Joint Commission or other accreditation bodies; and, accepted national standards. PERFORMANCE WORK STATEMENT: (1) Oversees and leads telehealth program activities and projects, to include strategic planning, communications, development of best practices and marketing of telehealth educational products and services. Provides management oversight for pilot projects. (2) Works closely with a broad range of health care personnel including providers, nurses, and allied health professionals (i.e., Community Health Nurses, Social Workers, Health Educators, et cetera) in the provision of BAIHS telehealth program services. Utilizes new and leading edge products in the telehealth market. Assures the delivery of program related services to BAIHS customers and maintains alignment with Billings Area Office (BAO) programs and processes. (3) In conjunction with the Billings Area Health Information Manager, Information Technology Department, the contractor maintains written guidelines available in IHS Manual, policy and procedure manuals, Centers for Medicare and Medicaid Services (CMS) directives concerning procedures for making appointments, release of patient information; and filing and recording information in patient's chart. (4) The contractor assists medical providers with technical support in arranging Store and Forward and Real Time consultation and teleconferencing. (5) Assists Services Units/Tribes/Urban Programs with development of telehealth initiatives. Provides guidance to aide in the adoption and implementation of appropriate business models, policies and procedures, clinical workflow design, quality measures, staff training and end-user support. (6) Develops and utilizes tools that organizations can use to assess their readiness for telehealth, evaluate current programs, and perform evaluation of telehealth outcomes. Identifies providers and programs that provide telehealth clinical and technical services. (7) Makes clinical assessments and recommendations on new products and services based on national and industry reviews, services and technical services. (8) Assesses and evaluates utilization trends and telehealth needs of current and potential customers. Serves as single point of contact for referral and resolution of all telehealth customer issues. Identifies and resolves problems within scope of authority. Solicits input from customers for new ways to use BAIHS telehealth services. Represents the customer and training department in organization meetings to resolve clinical and training issues. Compiles data for reports as directed. (9) Participates in BAIHS staff meetings and provides informative presentations to BAIHS (Service Unit / medical) staff on telehealth services and the BAIHS TeleHealth Program. (10) Participates, along with IHS and Billings Area telemedicine program, in planning joint administrative and technical programs. Recommend methods and/or procedures for coordination of telehealth services with related patient care activities locally and regionally. (11) Provides training on telehealth software applications and new features to meet the training and cultural needs of adult learners in a variety of educational and skill levels. Utilizes appropriate training methodologies, adult learning concepts and facilitation skills; assures training systems are results-oriented and return value to the organization. Recommends and reviews changes in adult learning strategies and technology training methodologies and applies that knowledge to improving telehealth training programs; develops revised telehealth training content to meet new objectives; updates training content and schedule. Researches, analyzes and evaluates new telehealth training materials. Plans and schedules BAIHS based and on-site telehealth training for customers. Assists in the design of telehealth training manuals and related materials to support a fully integrated learning management system. (12) Serves as coordinator and liaison for telehealth acquisition activities. Obtains justifications, secures clearances, develops work scopes, reviews proposals, meets with contract representatives, and assists Project Officers in development of packages. Coordinates procurement actions for and advises managers of procurement regulations and procedures. Initiates and processes requisitions for supplies and services. CLINICAL APPLICATION ACTIVITY: (1) Analyzes and evaluates processes related to information flow. Serves as liaison between service lines concerning these processes. Acquires a comprehensive knowledge of the software involved to determine what are procedural issues verses system/application deficiencies. Assists staff in the efficient use of the current software. Serves on Service Unit and Area Office teams, wherever and whenever management determines the skills and talents of the contractor would be best utilized. (2) Establishes effective interpersonal relationships with all levels of Service Unit and Area Office staff. Promotes an atmosphere which encourages enthusiasm and user participation in clinical computing. Creates a positive environment for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality, interoperability, data standardization, and data mapping. (3) Promotes an awareness of the importance of data validity and data security. Coordinates efforts to correct deficiencies and errors that occur in the electronic record. (4) Provides direct support to Service Unit Clinical Application Coordinators in resolving RPMS-EHR problems, makes recommendations on how to resolve problems, researches RPMS-EHR errors, and submits feedback to OIT-Albuquerque for RPMS-EHR system changes. (5) Coordinates and monitors the implementation of the PACs imaging radiology system into all Service Units within the Billings Area. Works with medical professionals in gathering and implementing their recommendations as it relates to PACs and Imaging system. The contractor on a limited basis may be called upon to provide consultation and technical assistance on clinical care needs and issues at the Service Units, Tribal Program and Area Office levels. The contractor will be required to travel to the Billings Area IHS Service Units to provide on-site assistance, consultation and training. The contractor will also be required to travel to various locations for 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, telephone, and telehealth equipment; (b) Clerical support; (c) 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 (d) 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 connection 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. The Billings Area IHS Service Units and locations: (a) Blackfeet Service Unit, Browning, Montana; (b) Crow Service Unit, Crow Agency, Montana; (c) Fort Belknap Service Unit, Harlem, Montana; (d) Northern Cheyenne Service Unit, Lame Deer, Montana; (e) Wind River Service Unit, Fort Washakie, Wyoming; (f) Fort Peck Service Unit, Poplar, Montana; (g) Rocky Boy Tribal Health Program, Box Elder, Montana; and (h) Flathead Tribal Health Program, St. Ignatius, Montana. KNOWLEDGE REQUIRED BY THE CONTRACT: The contractor must possess the following for the specialty: A Bachelor's Degree in Nursing, Social Work, or Pharmacy related field. Must be a licensed or registered healthcare worker in any state. Must remain active with all annual licensing requirements. At least five (5) years of clinical experience or an equivalent combination of education and experience. Knowledge of BAIHS telehealth programs, missions, objectives, activities, and organizational structure. Practical knowledge of the principles and processes of telemedicine. Knowledge of a wide range of evaluative and analytical methods and techniques to establish criteria for identifying and measuring accomplishments and progress, revise methods or develop new approaches to information gathering, and analyze detailed findings. Knowledge of Telehealth concepts and how different healthcare services and technologies interact. Skill in analyzing Telehealth program issues, evaluating alternatives, and making logical recommendations based on findings. Knowledge in planning, coordinating and implementing projects and programs. Skill in developing and implementing strategic plans, goals and procedures for cost effective management of allocated resources. Skill in presenting information to executive level management, healthcare professionals and small and large audiences at local, state and national levels. Knowledge of applicable computer and telecommunications hardware and software systems involved in the distance delivery of healthcare and education. Knowledge and experience with the IHS RPMS-EHR system. Knowledge of medical terminology, anatomy, physiology and concepts of disease. Knowledge of patient care activities, the hospital environment and how the services and functions interact. Knowledge of diverse AI/AN cultures and geographics. Skill in data collection and analysis. SUPERVISORY CONTROLS: The contractor works under the general guidance of the Associate Area Director, Office of Health Care Programs, and Billings Area Chief Medical Officer. The Associate Area Director, Office of Health Care Programs and the contractor will develop a mutually acceptable work plan which typically includes identification of the work to be done, the scope of the project, and deadlines for completion. Within the parameters approved, the contractor is responsible for planning and organizing the work, estimating costs, coordinating with staff and line management personnel, and conducting all phases of the work. The contractor informs the Associate Area Director, Office of Health Care Programs and Billings Area Chief Medical Officer of potentially controversial findings, issues, or problems with widespread impact. Completed projects, evaluations, reports, or recommendations are reviewed by the Associate Area Director, Office of Health Care Programs for compatibility with organizational goals, guidelines, and effectiveness in achieving intended objectives. GUIDELINES: Telehealth guidelines and best practice recommendations are available from the American Telemedicine Association. Available policies, guidelines, etcetera, are intended to cover most situations with the individual selecting the correct ones depending on the assignment. However, judgment is required for those situations which guidelines do not exist for a variety of issues confronting the contractor, and considerable judgment is required to make decision based on sound judgment principles and applying guidelines containing ambiguous or conflicting instructions. The contractor is expected to recommend changes to existing policies and guidelines based upon experience in their application and a sound understanding of management needs. COMPLEXITY: Assignments cover a wide range of work operations and conditions involving a substantial number of and diversity of healthcare problems and concerns which have exacting technical requirements. The contractor must continually update forecasts in response to changes in funding and/or staffing levels. Work also involves the application of management policy and procedures to a variety of managerial issues to enable successful operation of a program. In applying managerial techniques, alternative approaches must be considered, appropriate guidelines utilized, and coordination of activities accomplished to insure efficient functioning of the program. Contractor interacts with managers within the organization to identify the management data most important and relevant to decision-makers. SCOPE AND EFFECT: The purpose of the work is to provide administrative and clinical support for management. The contractor provides advice and guidance to managers by formulating and executing the operating budget and by providing the full range of administrative management services. The work also involves planning, conducting, and coordinating administrative management services. In conjunction with management officials, develops program policy for administration actions. Coordinates and otherwise manages the administrative workload to effect the smooth functioning of the program. In addition to the program administrative scope the contractor provides support of clinical, administrative, and educational telehealth activities. The work involves the coordination of all aspects of clinical activity, training of staff involved in the delivery and receiving of telehealth services, and ensuring the end-to-end technical quality of the services. Work contributes to the performance of program functions, improvement in developing and executing telehealth programs, and attainment of program goals and objectives. PERSONAL CONTACTS: Contacts are with persons outside the agency which may include consultants, contractors, or business executives in a moderately unstructured setting. Contacts may also include senior agency or program officials several managerial levels removed from the employee when such contacts occur on an ad-hoc basis. A high degree of tract, diplomacy, and professionalism is required as is an ability to stimulate cooperation and joining planning with diverse tribal, public, federal agencies and organization and the ability to resolve sensitive issues. The additional purpose of contacts is to influence managers or other officials to accept and implement findings and recommendations on administrative operations. May encounter resistance due to such issues as organizational conflict, competing objectives, or resource problems. PURPOSE OF CONTACTS: The purpose of the contacts is to provide critical advice and assistance on program operations, goals, and objectives; ensure policies are accurately reflected in program activities, evaluate program activity, and/or influence and motivate individuals or groups to accept and comply with critical matters affecting the development and administration of telehealth programs. WORK ENVIRONMENT: Work environment involves every day risks associated with offices, hospital and clinic environments and setting and automobile travel, including but not limited to exposure to cathode ray tube computer monitors, potential for repetitive motion syndrome from keyboard use, hazardous weather, long periods of sitting and animals on the road. Visits to the hospital and clinic setting may include exposure to communicable disease. Where required, necessary personal protective equipment will be supplied. Situations arise, such as interactions with angry individuals, which may invoke stress. Work may require irregular or long work and travel hours in a variety of work environments. PERFORMANCE-BASED SERVICE DELIVERY SUMMARY: The contractor's performance will be measured based on the following Performance Requirements: (1) Quality of Performance; (2) Timeliness of Assignments; and (3) Customer Service. The Performance Requirements will be measured against the following Government Performance Standards: (1) Provide Consultant Services as specified in the Performance Work Statement; (2) Assignments must be completed by the deadline dates established by the Project Officer; and (3) 5 or more customer complaints. The Method of Government Surveillance to determine compliance with the Performance Requirements are as follows: (1) Reviews (i.e., written evaluations) and periodic conferences between the contractor and project officer; (2) Random Sampling by the project officer or her designee; and (3) Validated Complaints. Deduction Schedule: A 5% deduction shall be assigned to each Performance Requirement. Deductions shall be assessed against individual invoices when services are not performed or do not meet contract requirements. PERIOD OF PERFORMANCE: The performance of this contract shall be from February 1, 2011, through January 31, 2012, with two 12-month options. 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, 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. 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 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 children's services are provided. CHILD CARE NATIONAL AGENCY CHECK AND INVESTIGATION (CNACI): Fingerprint checks must occur as part of the pre-employment process and must be completed before the contract providers are allowed to work. The fingerprint checks should be coordinated with the Service Unit. Please contact the Administrative Officer at the Service Unit to complete this process. 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 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 following factors shall be used to evaluate offers: (1) Knowledge and Experience in Telehealth and Clinical Applications Support = 35 POINTS; (2) Licensure, Registration, or Certification for Clinical Discipline = 35 POINTS; and (3) Past Performance Information = 30 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 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. 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, 52.227-14, 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, 52.251-1, 52.251-2, 352.201-70, 352.202-1, 352.203-70, 352-215-1, 352.215-70, 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, 52.219-6, 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 http://www.arnet.gov and http://www.hhs.gov/oamp/policies/hssar.doc. 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 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 January 5, 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 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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Record: SN02344378-W 20101217/101215233950-dcb1f567ffc73794fa5f60cf085dca3a (fbodaily.com)
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R -- TELEHEALTH/CLINICAL APPLICATIONS COORDINATOR - FAR provision 52.212-3