Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 29, 2013 FBO #4296
SOLICITATION NOTICE

J -- TRANSCRIPTION EQUIP MAINTENANCE

Notice Date

8/27/2013
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of the Army, U.S. Army Medical Command, Southeast Regional Contracting Office, ATTN: MCAA SE BLDG 39706, 39706 40th Street, Fort Gordon, Georgia, 30905-5650
 

ZIP Code

30905-5650
 

Solicitation Number

W81K0013R0067
 

Archive Date

10/5/2013
 

Point of Contact

Valerie DeVeaux, Phone: 7067878438
 

E-Mail Address

valerie.j.deveaux.civ@mail.mil
(valerie.j.deveaux.civ@mail.mil)
 

Small Business Set-Aside

N/A
 

Description

The solicitation number W81K00-13-R-0067 for purchase request GFEBS 0010359228 is issued as a Request for Proposal (RFP). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-59. The associated North American Industrial Classification System (NAICS) code for this procurement is 811219. Size standard is $19.0M. This RFP is being issued as Firm Fixed Price, UNRESTRICTED. All responsible sources may submit a quotation which shall be considered by the agency. Responses due date: SEPTEMBER 20, 2013 The requirements of this solicitation are for Maintenance, support and upgrade of Dictaphone system hardware, software and service to provide service to existing in house servers for Eisenhower Army Medical Center, Fort Gordon, GA. Initial Performance Period: 30 September 2013 through 29 September 2014. Item No. 0001 Annual Maintenance on Dictaphone Transcription equipment. Contractor to provide transcription services to care providers, transcribers, managers and administration within the facility. System shall support the following interfaces: CHCS, AHLTA, Essentris, PACS, DIN-PACS and MDIS. System shall provide accurate and reliable patient demographics as well as system generated report templates IAW PWS. Period of Performance 30 September 2013 to 29 September 2014. Payment of services to be made in arrears. QTY: 4 QUARTERS Unit Price: $__________ Total Amount: $___________ Item No. 0002 Contract Manpower Reporting (CMR). Provide annual CMR report to include the man-hours that will be required to complete this report by 31 October of the Government fiscal year. Reporting period will be for the period of performance not to exceed 12 months ending 30 September of each Governmt fiscal year. This report must be completed by 31 October of each calendar year. It is the contractor's responsibility to read the CMR Reporting Clause attached to this solicitation. QTY: 1 EA Unit Price: $______________ Total Amount: $__________ Total Base Period: _____________________ Place of Performance: Eisenhower Army Medical Center 300 Hospital Road Fort Gordon, GA 30905 UNITED STATES The following FAR and DFARS provisions and clauses apply to this solicitation: The full text of a FAR provision or clause may be accessed electronically at www.farsite.hill.af.mil. The following provision at 52.212-1, Instructions to Offerors - Commercial Items (JUNE 2008). Addendum to 52.212-1: (m) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and MEDCOM prvidions included herein are incorporated into this solicitation either by reference or in full text. If incorporated by reference, see provision 52.252-1 for locations where full ext can be obtained. INFORMATION REGARDING SUBMISSION OF PROPOSALS: Proposals shall be submitted in accordance with the 52.212-2(o) hardcopies as follows: two (2) complete hard copies, inclusive of four (4) separate sections as outlined in WRITTEN DOCUMENTATION below. The hardcopy shall be submitted to: Southern Regional Contracting Office Fort Gordon Cell, ATTN: Ms. Valerie DeVeaux, 39706 40th Street Fort Gordon, GA 30905. Due Date: September 20, 2013, 2:00 PM EST. The proposals submitted must clearly identify this notice, contractor submitting proposals (point of contacts, i.e. telephone numbers, address, and emails, etc). Offerors bear the burden of ensuring that the proposals reached the designated contracting office and contract specialist on time and should allow a reasonable time for to be completed. The contract specialist for this action is Ms. Valerie DeVeaux (706) 787-8438. WRITTEN DOCUMENTATION: Offeror shall prepare in four (4) separate sections of the proposals as follows (NOTE: offers submitted through AFSI are unacceptable). SECTION I - ADMINISTRATIVE (Factor 1) SECTION II - TECHNICAL CAPABILITY (Factor 2) SECTION III - PAST PERFORMANCE (Factor 3) SECTION IV - PRICE (Factor 4) SECTION I - Administrative. a. Request for Quote. A copy of the Solicitation with original signatures of a corporate officer authorized to negotiate for the company. Include name of the company, phone, fax numbers, and email addresses. b. Acknowledged and signed, Original copies of amendments if applicable. c. Completed copy of the Representations and Certifications at FAR 52.212-3; (p) All offerors must be registered in the System for Award Management (SAM) (https://www.sam.gov) in order to be eligible for award. If you had an active record in CCR, you have an active record in SAM. You do not need to do anything in SAM at this time, unless a change in your business circumstances required a change in SAM in order for you to be paid or to receive an award. If you are not registered in SAMs you will need to register in SAM to meet the requirements found in the applicable provisions and clauses. Registration requires a DUNS number and may take up to three weeks to process. Recommend registering immediately in order to be eligible for timely award. Instructions for registration are available at the SAM website. d. The offeror shall provide with its proposal points of contact for administration of the contract during offerors normal business hours and after normal business hours. The POC for other than normal business hours will be contacted only in the event of emergencies. Accordingly, the named individual (s) should possess sufficient corporate authority to effectively deal with emergency situations and the telephone number provided should be functioning at all times other than normal business hours. If there are different POCs for different conditions, such as weekdays, weekends, holidays, etc., please furnish and explain. SECTION II - Technical Capability. a. Offeror shall provide in accordance with the Performance Work Statement (PWS) & explain how your company will comply with the Performance Work Statement. The Government will evaluate the quote for completeness and reasonableness as it describes the offerors approach to accomplishing the services described in the PWS. The Government will evaluate the quote for demonstrating that the offeror has a clear understand of the nature and magnitude of the effort required to provide services. SECTION III - Past Performance. a. Contractor shall indicate capability of performing services by noting types of equipment, and technical qualifications in performing such services. The government may also consider any additional past performance information that is available to the government. Offerors are reminded that while the government may elect to consider data obtained from other sources, the burden of providing thorough and complete performance information rests with the offeror. b. It is the Offerors responsibility to ensure references are provided directly to the Southern Regional Contracting Office Fort Gordon Cell, ATTN: MS. VALERIE.DEVEAUX via email or fax by the closing date of the solicitation. The Government will not be responsible for tracking incorrect references and phone numbers not received by the closing date. SECTION IV- Price. a. Submit pricing for all Contract Line Item Numbers (CLINs) for the base year and all option years. Provide total pricing for the base year and each option year as well as a grand total for the price of your entire proposal. The provision at 52.212-2, Evaluation - Commercial Items (JAN 1999). ADDENDUM TO 52.212-2 (a) is hereby replaced with the following: 1. Evaluation Process. 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: (i) technical acceptability of the offeror's proposal to meet the Government requirement, and (ii) price. Awardee will be the Lowest Priced, Technically Acceptable (LPTA) Offeror. Tradeoffs are not permitted. Proposals are evaluated for acceptability but not ranked using the non-cost/price factors. Exchanges may occur for clarification purposes only, the Government intends to evaluate proposals and award a contract without discussion. Technical Acceptable Source Selection Process. 1. Technical acceptability: (a) Proposals shall be evaluated using lowest price technically acceptable source selection process where best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. Inclusive of the offeror's technical acceptability to perform the services the offeror shall demonstrate in their proposal: (1) The Offeror's ability, skills, experience, knowledge, and past performance in performing required services. Information is limited to no more than 5 pages. (2) Past Performance evaluation information shall indicate the offeror's ability to perform the contract successfully. Offeror shall indicate, provide or identify past or current contracts including Federal, State, local government and private for efforts similar to the Government requirement. The Government shall consider this information as well as information obtained from any other sources, when evaluating the offeror's past performance. In the case of any offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorable or unfavorably on past performance. Information is limited to no more than 5 pages. 2. Price. The lowest price acceptable source selection result from selection of the technically acceptable proposal with the lowest evaluated price. 3. Technical and past performance, when combined is significantly more important than 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. Offers are due by 20 September 2013, 2:00 PM, Eastern Standard Time. Submit offers via email to Valerie.J.DeVeaux.civ@mail.mil Contracting Office Address: Southern Region Contracting Office (SRCO) 39706 40th Street Fort Gordon, GA 30905 Point of Contact: Valerie DeVeaux, Contract Specialist, (706) 787-8438 Additional Info: Southern Region Contracting Office Contracting Office Address: Southern Region Contracting Office, ATTN: MCAA SE, Building 39706, Fort Gordon, GA 30905-5650. The following stand alone discretionary FAR and DFARS provisions are necesssary: 52.204-4 - Printed Or Copied Double-Sided On Postconsumer Feber Content Paper (MAY 2011). 52.225-25 - Prohibition on Engaging in Sanctioned Activities Relating to Iran-Certification (SEP 2010). 52.222-48 -Exemption From Application of the Service Contract Act to Contracts for Maintenance, Calibraton, or repair of Certain Equipment Certification (FEB 2009). 52.252-1 - Solicitation Provisions Incorporated by Reference (FEB 1998). 52.252-5 - Authorized Deviations in Provisions (APR 1984), (b) DoD Far Supplement (48 CFR Chapter 2). 52.212-4 -- Contract Terms and Conditions - Commercial Items, applies to this acquisition (JUN 2010) and Addendum to 52.212-4--(u) The non-FAR Part 12 discretionay FAR, DFARS, AFARS, and LOCAL clauses included herein are incorporated into this either by reference or in full text. If incorporated by reference, see clause 52.252-2 herein for locations where full text can be found. 52.203-3 - Gratuities (APR 1984). 52.203-6 - Restrictions On Subcontractor Sales To The Government (SEP 2006). 52.203-12 - Limitation On Payments To Influence Certain Federal Transactions (OCT 2010). 52.204-5 - Women-Owned Business Other Than Small Business (MAY 1999). 52.204-9 -- Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-10 -- Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2010) 52.209-6 -- Protecting the Government's Interest When Subcontracting with Contractors Debarred, suspended, or proposed for Debarment (DEC 2010). 52.212-3 - Offeror Representations And Certifications - Commercial Items (DEC 2012) 52.219-4 - Notice of Price Evaluation Preference for HUBZone Small Business Concerns (JAN 2011). 52.219-8 - Utilization Of Small Business Concerns (JAN 2011). 52.222-3 -- Convict Labor (JUN 2003). 52.222-21-- Prohibition of Segregated Facilities (FEB 1999) (EEO). 52-222-26 -- Equal Opportunity (MAR 2007) (EEO). 52.222-35 - Equal Opportunity For Veterans (SEP 2010). 52.222-36 -- Affirmative Action for Workers with Disabilities (OCT 2010). 52.222-37 - Empoyment Reports On Veterans (SEP 2010). 52.222-50 -- Combat Trafficking in Persons (FEB 2009). 52.222-51 - Exemption From Application of The Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment - Requirements (NOV 2007). 52.222-54 - Employment Eligibility Verification (JUL 2012). 52.223-5 - Pollution Prevention and Right-To-Know Information (MAY 2011) 52.223-18 - Contractor Policy to Ban Text Messaging While Driving (AUG 2011). 52.225-13 - Restrictions on Certain Foreign Purchases (JUN 2008). 52.228-5 - Insurance - Work On A Government Installation (JAN 1997). 52.232-18 - Availability of Funds (APR 1984) 52.232-33 -- Payment by Electronic Funds Transfer -- Central Contractor Registration (OCT 2003). 52.233-3 - Protest After Award (AUG 1996). 52.233-4 - Applicable Law for Breach of Contract Clalim (OCT 2004). 52.237-2 - Protection of Government Buildings, Equipment, And Vegetation (APR 1984). 52.237-3 - Continuity of Services (JAN 1991). 52.242-13 Bankruptcy (JUL 1995). 252.201-7000 - Contracting Officer's Representative (DEC 1991). 252.203-7000 -- Requirements Relating to Compensation of Former DoD Officials (SEP 2011). 252.203-7002 - Requirement to Inform Employees of Whistleblower Rights (JAN 2009). 252.203-7005 - Representation Relating To Compensation Of Former DoD Officials (NOV 2011). 252.204-7000 - Disclosure of Information (DEC 1991). 252.204-7003 - Control of Government Personnel Work Product (APR 1992). 252.232-7003 - Electronic Submission of Payment Requests and Receiving Reports (JUN 2012). 252.232-7010 - Levies on Contract Payments (DEC 2006). 252.243-7001 - Pricing of Contract Modifications (DED 1991). 252.243-7002 - Requests for Equitable Adjustment (DEC 2012). 52.217-8 - Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor 30 days before contract expires. (End of clause) 52.219-28 - Post-Award Small Business Program Representation (APR 2012). 52.252-2 - Clauses Incorporated by Reference (FEB 1998). 52.252-6 -- Authorized Deviations in Provisions (APR 1984). " DoD FAR Supplement (48 CFR Chapter 2)." 252.204-7008 - Export-Controlled Items (APR 2010). 252.212-7001 - Contract Terms and Conditions Required to Implement Statutes or Exxecutive Orders Applicable to Defense Acqusitions of Commercial Items (DEC 2010) (DEVIATION). 252.237-7010 - Prohibition on Interrogation of Detainees by Contractor Personnel (NOV 2010). INVOICING INFORMATION: All prospective offeror must be registered in the Wide Area Work Flow (WAWF) System. For registration go to https://wawf.eb.mil/ and follow the registration instructions. The payment on invoices will be made quarterly invoices as a 2-in-1 invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference clause 252.232-7003). Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. PERFORMANCE WORK STATEMENT (PWS) 1.1 General. This requirement is for Transcription System for Patient Administration Division usage at Dwight D. Eisenhower Army Medical Center, Fort Gordon, GA. 1.2. Scope. The Transcription System contract will include maintenance agreement that will provide immediate help desk telephonic technical support to trouble-shoot and resolve Transcription System hardware and software problems as well as remote support services at cost to the contractor. Contractor must be able to respond to workload variability. The Transcription System must be capable of providing the following: 2. Certificate of Net Worthiness. 3. Business-to-Business (B2B) for Remote Connectivity. 4. A line count consisting of 65 characters, size 12 font in Arial text for purposes of payment and verification of work output. The anticipated need for this contract may range from 10,000 to 30,000 lines per week. Transcription will be reviewed for accuracy with no more than 3 errors per page. Errors will be deducted from invoice at the per line rate. 5. Compatibility with current application systems, i.e. Composite Health Computer System (CHCS), Essentris and ExText, EH7 link - follow up with IT for creation of interfaces. 6. Capability of platform that will add and subtract physician ID's using either specific assigned numbers or license numbers. 7. Manual additions of documents and automated work flow with specificity as to transcribers versus editors. 8. Creation of templates and management of same templates. 9. Transition plan for implementation of new system and training for general users, physicians and management. Transitioning of old system to be emptied of documents and voice files followed by set up of new computers with IMD and set up of new digital system with user training. 10. Management auditing with creation of specific reporting as required by Transcription Section including work listing screens at each individual station. 11. Interface with print cueing to printers at time sets by transcriptionist. 12. Availability of session statistics by management and by transcriptionist individually. 13. Buffer files used for spelling and drug dictionary and abbreviation expander under Microsoft Word software with unlimited files such as Instant Text software to include spelling dictionary, drug dictionary and expander program. 14. Speech recognition on digital system.. 15. Call in dictation number to stay the same as current number. 16. Specialized training for template creation and maintenance. 17. New servers to handle volume of dictation and voice files to be held for set period of years, 5 or more preferable. 18. Software to include "doc view" for easy viewing of documents when dictating and/or transcribing. 19. Capability to remote external installation users into system to review and print their documents. 20. ICD10 requirements and HIPPA requirements met for documentation. 1.3. Requirements. Transcription System must provide hardware and software equipment and maintenance upkeep with current innovations and technologies. Due to the 24 hour mission of Dwight D. Eisenhower, a customer service phone number must be available 24 hours a day, 7 days a week. A trained representative of the vendor must be employed within a hundred (100) mile radius of Dwight D. Eisenhower who can provide in-service, answer questions, and assist as needed from 8:00 am to 8:00 pm EST, Monday through Friday, excluding the Transcription System Holidays with average response time of eight (8) business hours. In addition to the help desk support, maintenance agreement also includes deport hardware support for all parts and pieces of the Transcription System. If the equipment fails the contractor will initiate 24 hour priority support service hardware product replacement equipment if necessary. Deport exchange maintenance for hardware will not exceed three business days. 1.3. Access to Government information systems. Contractor and all associated subcontractor employees shall comply with applicable installation, facility, and area commander installation and/or facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. 1.4. New Products Requirements. New products can only be used if items fall under the guidelines and or parameters of items listed on the original contract. These items need to be approved by the proper personnel at the medical center. Product security must be maintained and traceable through the procurement distribution process. 1.4. Training. The vendor will also be required to provide training on proper use of equipment. At a minimum, some form of face-to-face training must be provided to the facility by a trained vendor representative quarterly. 1.5. Support. Due to the 24- hour mission of Dwight D. Eisenhower, a customer service phone number must be available 24 hours a day, 7 days a week for support and repair maintenance. A trained representative of the vendor must be employed within a 100-mile radius of Dwight D. Eisenhower who can provide in-services, answer questions, and assist with troubleshooting. Setup of equipment and any necessary training of staff are to be part of delivery unless declined in writing by Dwight D. Eisenhower staff. 1.6. Delivery & Pick-Up. All Vendor personnel will be escorted throughout the IMD facility by IMD escort. Delivery and pickup time of the equipment must be no longer than 24 hours from the time notification is received. Removal of the used equipment from the Patient Administration Division must be completed after replacement installation. Contractor and all associated subcontractor employees shall comply with applicable installation, facility, and area commander installation and/or facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. 1.7. Maintenance. Maintenance and repair of equipment is to be performed by the vendor. Documentation of an electrical safety inspection will be provided in accordance with NFPA 99. A service technician must be on call and available to come to Dwight D. Eisenhower upon notification that equipment is not functioning properly. Response time will be no longer than four (24) hours. If equipment cannot be repaired during the visit, a replacement will be provided and the malfunctioning equipment will be removed. 1.8. Invoicing. Invoicing will be done on a monthly invoice. Once the invoice has been approved, it must be submitted into WAWF as a 2-in-1 invoice. This contract will be a pay-per-use contract. There is no minimum usage requirement of equipment for this contract. Performance Measurements 2.1. Outcome. The contractor shall provide Dwight D. Eisenhower Army Medical Center with hardware and software maintenance including: delivery, pick-up, training, maintenance, 24/7 technical support, and a vendor representative. 2.2. Standards. Acceptable measures include: the delivery of equipment repairs within 24 hours after notification, on-going and continuous maintenance services, training of government personnel in the operation of the equipment, 24/7 availability of technical support and pick-up within 24 hours after notification.. Other performance factors, which may be monitored and are not quantified by numerical measurements include: the Contractor's relationship with hospital staff/government personnel and accurate and timely invoicing. 2.3. How measured. The Contracting Officer's Representative will monitor contractor performance by verifying timely delivery and pick-up; Monitor maintenance and operation of equipment; Verify the availability of technical support and the vendor representative; Monitor invoices received and the general business relationship between the Contractor's staff and Government personnel; Monitor training to staff provided by vendor. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) DICTAPHONE TRANSCRIPTIONS SYSTEM The following minimum Quality Assurance Surveillance Plan applies. The Government may modify inspection methods in accordance with site specific requirements. PERFORMANCE OBJECTIVE PERFORMANCE STANDARD REF PWS METHOD OF ASSESSMENT Delivery. Delivery and pickup of equipment within 24 hours after notification. Comply initially and as required 100% of the time. Para 1.6 COR Review Maintenance. Maintenance and repair of hardware & software equipment is to be performed by the vendor upon notification that equipment is not functioning properly. Response time will be no later than 24 hours. Para 1.7 COR Review Training. The vendor will also be required to provide training on the proper use of equipment. At a minimum, some form of face-to-face training must be provided to the facility by a trained vendor representative quarterly. Comply initially and as required 100% of the time. Para 1.4 COR Review Invoicing. Invoicing will be done on a monthly invoice. Once invoice has been approved, it must be submitted into WAWF as a 2-n-1 invoice. This contract will be a pay-per-use contract. Comply initially and as required 100% of the time. Para 1.8 COR Review Support. A customer service phone number must be available 24 hours a day and 7 days a week to receive orders. Compy initially and as required 100% of the time. Para 1.5 COR Review STANDARD MEASUREMENT PAST PERFORMANCE ASSESSMENT 99% to 100% Excellent Document Past Performance 96% to 98% Very Good Assessment Report, paying 95% Satisfactory particular attention to 91% to 94% Marginal performance that exceeds 90% or Less Unsatisfactory the standard
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/USA/MEDCOM/DADA08/W81K0013R0067/listing.html)
 

Place of Performance

Address: Eisenhower Army Medical Center, 300 Hospital Road, Fort Gordon, Georgia, 30905, United States

Zip Code: 30905
 

Record

SN03164868-W 20130829/130828000256-0fdd9904dbb70d38a0ff1970aeb83542 (fbodaily.com)
 

Source

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

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