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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

W912JC-23-Q-0002

FY23 Credentialing & Medical Records Technician Services

Posted Date:

January 25, 2023

Original Response Date:

February 9, 2023

Current Response Date:

February 9,2023

Classification Code:

R699: Support Administrative: Other

NAICS Code:

541611: Administrative management and general consulting service

Set Aside:

SDVOSB

Contracting Office Address

USPFO for Kansas

2737 S Kansas Avenue

Topeka KS 66611

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional proposals are being requested, and a written solicitation document will not be issued.

This solicitation is being issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01 effective 30 December 2022 and Defense Federal Acquisition Regulation (DFARS) change notices 07/09/2021.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of 1000 employees. In accordance with the Federal Acquisition Regulation (FAR) Part 19.1405, this procurement is restricted for Service-disabled veteran-owned small business set-aside (SDVOSB).

The USPFO for Kansas intends to award a requirement is for Credentialing and Medical Record Technician Services. The contractor shall provide a lead medical records technician, two medical records technicians and one credentialing manager/medical records technician. All personnel, tools, materials, supervision and quality control necessary to perform a wide range of medical records technician services defined in the Performance work statement (PWS).

The USPFO for Kansas intends to award a Firm Fixed Price Contract with a base contract of 1 year period of service (12 Months) plus two option years.

Base 12 February 2023 – 11 February 2024

Option Year 1 12 February 2024 – 11 February 2025

Option Year 2 12 February 2025 – 11 February 2026

Place of Performance (Delivery Location)

Address:

Kansas Army National Guard

USP&FO-Kansas

2737 S Kansas Avenue

Topeka, KS

Postal Code:

66611-1170

Country:

UNITED STATES

Offeror shall provide sufficient detailed information, which demonstrates their technical capability, proposed technical approach, and plan for how they intend to meet the requirements as specified in the Performance Work Statement (PWS) and the solicitation document.

Questions/Proposal Due Date:

Offerors must submit all questions concerning this solicitation in writing to the Contract Specialist, Darci Rickson via email at: Darci.a.rickson.civ@army.mil, questions must be received no later than February 8, 2023, 1:00 pm CT. Any response to questions will be made in writing and will be included in an amendment to the solicitation.

All proposals are to be submitted by e-mail to the Contract Specialist at darci.a.rickson.civ@army.mil. Receipt will be verified by the date/time stamp on e-mail. All proposals shall be submitted no later than February 9, 2023, 12:00 pm CT.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

1. 52.212-2, Evaluation—Commercial Items (Oct 2014), applies to this acquisition.

(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) price will be evaluated to determine it is complete, fair and reasonable;

(ii) past performance will be evaluated to determine overall past performance acceptability including quality of services, business relations, management of key personnel, compliance with regulations, and customer satisfaction.

(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). For evaluation purposes only, 52.217-8 cost will be evaluated by adding one half of the final option year price to the total proposed price.

(c) A written notice of award or acceptance of an offer, mailed, emailed, 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.

1. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (October 2018) with Alternate I.
   
   
   
   • The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u)) of this provision. A completed copy of this provision is to be included with the offer.
   
   
   
   

1. FAR 52.233-2, Service of Protest (September 2006)

• Protests shall be served on the Contracting Officer and Office of Chief Counsel by obtaining written and dated acknowledgement of receipt from:

Vernon L. Verschelden, Contracting Officer

USPFO for Kansas

2737 S Kansas Avenue

Topeka Kansas 66611

And

Office of Chief Counsel

Attn: NGB Protest Decision Authority

111 S George Mason

Building 2, Ste 3TS

Arlington VA 22204-1373

The following contract clauses apply to this acquisition:

1. FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (October 2018)

1. FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Item” (Oct 2019)

The following subparagraphs of FAR 52.212-5 are applicable:

• Subparagraphs (b)(1), (b)(4), (b)(8), (b)(9), (b)(16), (b)(22), (b)(23), (b)(25), (b)(27), (b)(28), (b)(29), (b)(30), (b)(31), (b)(32), (b)(33), (b)(34), (b)(42), (b)(49), (b)(55), (c)(1), (c)(2), (c)(3), (c)(4), (c)(8), (c)(9), (c)(10)

1. 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 within 90 days.

1. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 3 Years and 6months.

1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov

1. 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

_________________N/A___________________________________________

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

2 In 1 Invoice

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance-based payments, submit a performance-based payment request.

(v) For commercial item financing, submit a commercial item financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table

Field Name in WAWF

Data to be entered in WAWF

Pay Official DoDAAC

HQ0670

Issue By DoDAAC

W912JC

Admin DoDAAC**

W912JC

Inspect By DoDAAC

W91BT1

Ship To Code

Ship From Code

Mark For Code

Service Approver (DoDAAC)

W91BT1

Service Acceptor (DoDAAC)

W91BT1

Accept at Other DoDAAC

LPO DoDAAC

DCAA Auditor DoDAAC

Other DoDAAC(s)

Additional Email notifications:

Ng.ks.ksarng.list.vendor-pay@army.mil

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

Ng.ks.ksarng.list.vendor-pay@army.mil or telephone 785-274-1205.

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

1. Other applicable provisions and clauses incorporated by reference:

52.203-3 Gratuities APR 1984

52.203-11 Certification And Disclosure Regarding Payments To Influence Certain Federal Transactions SEP 2007

52.203-12 Limitation On Payments To Influence Certain Federal Transactions JUN 2020

52.203-15 Whistleblower Protections Under the American Recovery JUN 2010

52.203-19 Prohibition on Requiring Certain Internal Confidentiality JAN 2017

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper MAY 2011

52.204-7 System for Award Management OCT 2018

52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011

52.204-13 System for Award Management Maintenance OCT 2018

52.204-16 Commercial and Government Entity Code Reporting JUL 2016

52.204-17 Ownership or Control of Offer AUG 2020

52.204-18 Commercial and Government Entity Code Maintenance JUL 2016

52.204-19 Incorporation by Reference of Representations and DEC 2014

52.204-20 Predecessor of Offeror AUG 2020

52.204-21 Basic Safeguarding of Covered Contractor Information Systems JUN 2016

52.204-22 Alternative Line-Item Proposal JAN 2017

52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities NOV 2021

52.204-26 Covered Telecommunications Equipment Or Services—Representation OCT 2020

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters OCT 2018

52.209-10 Prohibition on Contracting With Inverted Domestic Corporations NOV 2015

52.212-2 Evaluation – Commercial Items NOV 2021

52.212-4 Contract Terms and Conditions - - Commercial Products and Commercial Services DEC 2022

52.222-3 Convict Labor JUN 2003

52.222-19 Child Labor - - Cooperation Authorities and Remedies DEC 2022

52.222-21 Prohibition of Segregated Facilities APR 2015

52.222-25 Affirmative Action Compliance Apr 1984

52.222-26 Equal Opportunity SEP 2016

52.222.36 Equal Opportunity for Workers with Disabilities JUN 2020

52.222-50 Combating Trafficking in Persons NOV 2021

52.223-5 Pollution Prevention and Right-to-Know Information MAY 2011

52.223-10 Waste Reduction Program MAY 2011

52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving JUN 2020

52.223-19 Compliance with Environmental Management Systems MAY 2011

52.232-18 Availability Of Funds APR 1984

52.232-33 Payment by Electronic Funds Transfer - - System for Award Management OCT 2018

52.232-39 Unenforceability of Unauthorized Obligations JUN 2013

52.232-40 Providing Accelerated Payments to Small Business Subcontractors DEC 2013

52.233-2 Service of Protest SEP 2006

52.233-3 Protect After Award AUG 1996

52.233-4 Applicable Law for Breach of Contract Claim OCT 2004

52.237-3 Continuity of Services JAN 1991

52.242-13 Bankruptcy JUL 1995

52.245-9 Use And Charges APR 2012

52.253-1 Computer Generated Forms JAN 1991

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 SEP 2013

252.203-7003 Agency Office of the Inspector General AUG 2019

252.203-7005 Representation Relating to Compensation of Former DoD Officials NOV 2011

252.204-7003 Control Of Government Personnel Work Product APR 1992

252.204-7004 Level 1 Antiterrorism Awareness Training For Contractors FEB 2019

252.204-7006 Billing Instructions OCT 2015

252.204-7008 Compliance With Safeguarding Covered Defense Information Controls OCT 2016

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting OCT 2016

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support MAY 2016

252.204-7016 Cover Defense Telecommunications equipment or Services- Representation DEC 2019

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment of Services—Representation MAY 2021

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment Services JAN 2021

252.204-7020 NIST SP 800-171 DoD Assessment Requirements MAR 2022

252.225-7000 Buy American--Balance Of Payments Program Certificate--Basic (Nov 2014) NOV 2014

252.225-7001 Buy American And Balance Of Payments Program-- Basic DEC 2017

252.225-7002 Qualifying Country Sources as Subcontractors DEC 2017

252.225-7012 Preference for Certain Domestic Commodities DEC 2017

252.225-7048 Export-Controlled Items JUN 2013

252.225-7055 Representation Regarding Business Operations with the Maduro Regime MAY 2022

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime MAY 2022

252.226-7001 Utilization of Indian Organizations and Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns APR 2019

252.227-7016 Rights in Bid or Proposal Information JAN 2011

252.231-7000 Supplemental Cost Principles DEC 1991

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports DEC 2018

252.232-7006 Wide Area WorkFlow Payment Instructions DEC 2018

252.232-7010 Levies on Contract Payments DEC 2006

252.232-7011 Payment in Support of Emergencies and Contingency Operations MAY 2013

252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel JUN 2013

252.243-7001 Pricing Of Contract Modifications DEC 1991

252.243-7002 Requests for Equitable Adjustment DEC 2012

252.244-7000 Subcontracts for Commercial Items JUN 2013

252.245-7002 Reporting Loss of Government Property DEC 2017

Attachments/Links