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Dental Health Services - Amendment 5

General Information

Document Type:MOD
Posted Date:Aug 30, 2017
Category: Medical Services
Set Aside:N/A

Contracting Office Address

Department of Health and Human Services, Indian Health Service, Portland Area Office, 1414 NW Northrup Street, Suite 800, Portland, Oregon, 97209, United States


Form Solicitation No. CSU-7-251 Dental Health Services - Colville Service Unit/Omak Dental Clinic COMBINED SYNOPSIS/SOLICITATION: THIS SOLICITATION IS A 100% SET-ASIDE FOR INDIAN SMALL BUSINESS ECONOMIC ENTERPRISES IN ACCORDANCE WITH THE BUY INDIAN ACT (25 USC 47). 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 Programs for Certain Commercial Items (10 U.S.C. 2304(g) & 2305 & 41 U.S.C. 253 (g) & 253a & 253b), and FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103- 355). This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Indian Health Service intends to award a firm-fixed price purchase order in response to this Request for Quotation (RFQ) for Dental Services at the Indian Health Service, Colville,Washington. This is a Buy-Indian Set-Aside. Please refer to the Buy Indian Act Clauses and Provisions as contained in this solicitation for details concerning Buy Indian Set-Asides. The associated North American Industry Classification System code is 621340 and the small business size standard is $7.5M. PRICE SCHEDULE: Dental Health Services: the quoted pricing must be all inclusive (to include but not be limited to travel, lodging, per diem, fringe benefits, federal, state, local and tribal taxes) plus all other costs pertinent to the performance of this purchase order. Please complete the following pricing schedule utilizing your most competitive and reasonable rate: 1. Dental Health Services 8 hours per 25 days x $ per hour = $ TOTAL: PURPOSE OF THE CONTRACT: Dental Health services for the twelve tribes and one band comprise of the Confederated Tribes of the Colville Reservation. STATEMENT OF WORK: See Attached PERIOD OF PERFORMANCE: The period of performance is October 1, 2017 to November 1, 2017 INVOICE SUBMISSION AND PAYMENT: Included in the Statement of Work, page 6. REQUIREMENTS AND/OR RESTRICTIONS: (a) Special attention is called to FAR Clause 52.236-7, Permits and Responsibilities and FAR Clause 52.229-3, Federal, State and Local Taxes. Quoters are responsible for contacting the tax authorities and tribe or tribal organization involved with regard to any requirements regarding state taxes, tribal taxes, royalties and/or other applicable tribal laws or ordinances. Any costs associated with this section shall be included in the contractors quote. (b) Contractor is responsible for contacting the Office of the Tribal Tax commission and the Office of Tribal Labor relations for tribal taxes and Indian Preference employment information and the current state tax rate. Current available information is identified below: SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION: All quoters must have a DUNS number (http://fedgov.dnb.com/webform/), be registered and active in the System for Award Management at https://www.sam.gov, and have completed their SAM Representations and Certifications online in order to be eligible for award of the contemplated contract. Please include your active DUNS number with your quote. QUOTE SUBMISSION INFORMATION: Quote submissions must include the following items: 1. Sections 17a, 23, 24, 30a, 30b, and 30c completed per the attached SF 1449 document (include DUNS number). 2. Pricing schedule completed as included on the first page of this RFQ document. 3. Completion of Provision # 1452.280-4 Indian Economic Enterprise Representation as located within the Provisions and Clauses attachment. 4. Past performance contact information for minimum of two and maximum of four references for whom work was conducted which was similar in scope, magnitude and complexity to the requirements described in this solicitation and attached Statement of Work/Specification Document: i. Company Name ii. Company Address iii. Company Point of Contact Name iv. Contact Phone Number and E-mail Address v. Description of Services vi. Period of Performance vii. If applicable, explanation of any problems or delays encountered. QUOTES FOR THE ABOVE SHALL BE E-MAILED DIRECTLY TO: Elida Monroe, Contract Specialist at elida.monroe@ihs.gov. Quotes must be received by 5:00 pm Pacific Timed on 9/5/2017. STATEMENT OF WORK I - BACKGROUND Colville Service Unit in the remote and beautiful north central part of Washington, the Colville Reservation is the largest in the state at 1.4 million acres. The Reservation contains incredible diversity of ecosystems from vast stretches of high desert plateau in the south near Grand Coulee Dam to high, forested mountains in the north. The Columbia River marks the southern and eastern borders, the Okanogan River on the west. Twelve tribes and one band comprise of the Confederated Tribes of the Colville Reservation. There are over 9,600 enrolled tribal members, over half of whom live on or near the Reservation. The tribal government and other tribal services are located at Nespelem, WA (population 240). The Reservation and surrounding area are sparsely populated with Omak (population 4,000+) being the largest adjacent community to the west side of the Reservation. Spokane (population 200,000+) is 104 miles southeast of Nespelem. Wenatchee (population 27,930) is 96 miles southwest of Omak. The tribes operate several business ventures under a Charter with the Colville Tribal Enterprise Corporation (CTEC), including forest products, tourism, and agriculture sectors. They also operate three gaming facilities, houseboats and grocery stores. The 40,000 square foot IHS facility in Nespelem was completed in June 2007 and offers family practice-oriented medical, dental, and optometry services. Lab, pharmacy, and x-ray services are also available on site. The Colville Service Unit (CSU) operates an IHS satellite office in Omak with three providers and two nurses, lab, dental, and pharmacy services. The Confederated Tribes also operate several of their own medical and dental facilities located across the reservation. In the community of Inchelium, located on the east side of the reservation, the tribe opened a new health clinic consisting of 17,000 square feet; this is an IHS PL 93-638 contracted service delivery system launched in 1984. The next community, Keller, located between Inchelium and Nespelem, opened a small tribal clinic consisting of 7,750 square feet. II - PURPOSE a. To meet the Dental needs of the CSU patients in the Omak district of the Colville Reservation. Due to limited Purchase of Referred Care (PRC) formerly known as Contract Health Services (CHS) funding, referrals to external providers are difficult for patients in need of Dental services. The services of a Dentist on-site will provide the much needed care. The purpose of the work is to improve the overall oral health status of the Native American population served. Most contacts are with patients receiving care at the facility. The primary purpose of contract is to provide direct patient care. III - GENERAL PROVISIONS a. Pursuant to Federal Acquisition Regulations (FAR) Part 37.401: i. The contract is a non-personal health care services contract, as defined in 37.101, under which the contractor is an independent contractor; ii. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment); iii. The contractor is required to indemnify the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance; iv. Contractor is required to maintain medical liability insurance, in a coverage amount acceptable to the contracting officer, which is not less than the amount normally prevailing within the local community for the medical specialty concerned; and v. The contractor is required to ensure that its subcontracts for provisions of health care services, contain the requirements of the clause at 52.237-7, including the maintenance of medical liability insurance. b. To provide general Dental services for four (4) to five (5) days each week as scheduled with the Contracting Officer Representative (COR). The clinics are open five (5) days each week with 8 hour clinics on Monday, Tuesday, Thursday, Friday; Regular clinic hours are from 8:00am to 4:30pm except Wednesday hours are 12:00am to 4:30pm. The contractor shall be entitled to a thirty (30) minute lunch period. This Contractor shall provide services for a short period of performance as a contract with options years will be implemented at a later date to meet patient health care. c. The clinics are not open on federally recognized holidays or certain day(s) of closure pursuant to an Executive Order by the President of the United States. Inclement weather conditions or facility issues (electrical, water, sewage, etc) may also hinder the normal operating hours and notice of closure will be provided as soon as is practicable by the COR or the CSU administrative component. d. Provides Dental services for a minimum of 10-12 patients per 8 hour clinic. This requirement will be considered met, even if the patient count is less than this level, if all available patients have been seen for that scheduled day. e. Services will include, but not limited to, providing direct care to patients in a responsible, respectful and caring manner. Professional duties include: • Diagnosis and general management of the teeth • Care and treatment of oral disease • Dental procedures and the ordering of medications • Consulting with Area or Indian Health Service (IHS) Dental Consultant on complex dental cases • Refer patients requiring other health services to the appropriate health professional • Provide oral health/dental education and counseling to patients f. Community duties include: maintains liaison with and provides advisory Dental services to other professional personnel on patients or program problems; provides Dental specialty clinics. g. Contractor shall maintain their own continuing education requirements necessary for licensure. h. Contractor shall be responsible for recording all patient care examinations and procedures in appropriate hardcopy or electronic health records in compliance with CSU clinic standards. i. Under regulation at 42 CFR 36.24, the IHS must authorize payment for PRC formerly as CHS, and may, as party of the authorizing process, refer patients to particular contract providers. In the event a patient is in need of additional Dentistry services which cannot be provided during the clinic (i.e., further work up), prior approval to refer is required for authorization and payment to be considered. j. The contractor will be responsible for all applicable Federal, State, and local taxes and duties. The contractor shall provide all necessary resources (administrative supplies, transportation and personnel) as required, except as provided by the Government, to provide professional Dental services to eligible beneficiaries. Eligible beneficiaries are defined by the CSUs policy and procedures. Specific supplies needed for clinic services are to be conveyed to the service unit management for procurement outside of this contract. k. The contractor shall provide proper and adequate Dental services in accordance with the Standards of Care established by recognized health care organizations including the IHS. All services shall be provided within accepted professional standards and be consistent with Accreditation Association for Ambulatory Health Care (AAAHC) accreditation requirements. The contractor is required to maintain active participation in the CSUs professional medical staff. IV - INDIAN HEALTH SERVICE RESPONSIBILITIES: a. The CSU shall provide a patient examination area and all medical and non-medical equipment and supplies used by the CSU facility for the care of Dental patients. Equipment on-site includes the following: 5 Adec Chairs 5 Adec Delievery Units Kavo Handpieces 5 Ultramat-2 Triturators 3 Gendrex GX 770 X-RAY 5 Dexis Platinum Digital Radiography Systems 1 Panorex Orthoralix 9000 Gendrex 5 dell Computers and Monitors in Operatory Units 1 System B Heat Sourse Sybro Endo 1 Apex Finder Master 400 Piezon 5 Adec Curing Units 1 Maxima Curing Unit STERILIZATION AREA Ultraclave M11 1 Statim 5000 1 Aqustat Water Distiller 1 Ultra Sonic Cleaner 1Attest Biological Monitoring System LAB A-2000 Auto Developer Buffalo Laboratory Handpiece Buffalo Vacuformer Buffalo Stone Viberator Dust Collector Wehmer Lathe Lanf Aquapress b. The CSU Clinical Director shall monitor and evaluate the quality and appropriateness of patient care. c. CSU shall provide an orientation to the CSU and the Indian Community being served. The initial orientation and continuing orientation shall be provided by the CSUs personnel. The orientation will include, but is not limited to, introduction to: • Electronic Health Record (EHR) • Electronic Dental Record (EDR) • Resource Patient Management System (RPMS) • Programs and packages necessary to fulfill provider obligations under this contract. d. The CSU reserves the right to cancel a Dental clinic due to illness, vacation, or emergency of the Contractor or to natural or unforeseen circumstances, without compensation for that action. Such cancellation notice shall be made as soon as is practicable as described in Section C,III (c). e. The CSU will be responsible for the entry of patient information into the RPMS program. f. The COR will serve as the coordinator of credentialing packages from the contractor. The credentialing packages will include the forms to be submitted by the Contractor in Section H. 1. The Contracting Officer Representative and Contractor will coordinate provider interviews and credentialing packages. 2. Upon selection of a provider, the Contracting Officer Representative will inform the Contracting Officer/Specialist by email with: Full Legal Name. ( may require coordination with the Contractor) 3. The Contracting Officer will complete the e-QIP form and submit it to Human Resources (HR) for further processing. 4. HR will initiate the background check and fingerprint processing upon receipt of the e-QIP form. (will require contact between HR and the Contractor) 5. The Contractor will coordinate the completion of necessary HR forms between the prospective provider and HR. ialist when the fingerprints/background check is complete within one (1) working day of favorable/unfavorable results by email. 7. The Contracting Officer/Specialist will notify the Contracting Officer Representative of the prospective providers status. If favorable, the Contracting Officer Representative shall inform the provider and Contractor as well as agree upon a start date. Brian Nanamkin, Contracting Officer Representative Colville Service Unit P.O. Box 71 Nespelem, WA 99155 Ph: (509) 634-2918 Email: Brian.Nanamkin@ihs.gov Invoices are to be submitted bi-weekly to the COR at the address above or electronically to the COR at the designated email listed above. Payment shall be made only for clinics actually completed at time of invoice submission. Payment will be made by Electronic Funds Transfer (EFT). b. The contractor agrees to include the following information on each invoice: • Contractors Name and Address and invoice date • Contract Number • Contractors Employee Identification Number • Date clinic(s) was held • Number of patient(s) encountered during clinic • Description(s) of cost • Total amount due. c. Final Payment shall be made after: (1) Completion and acceptance of all services (2) Presentation of a properly executed invoice (3) Presentation of release of all claims against the Government. A request for Final Payment on the contract must be accompanied by a completed Contractors Release for All Contracts form (PHS-3576), which will be provided by the Contracting Officer. (a) The "Final" Payment will be rejected and returned to the Contractor if all items required under the contract have not been completed, submitted, approved. d. Payment shall be made in accordance with the hourly rate of the contract for services provided at the clinic site. Payment for services received and approved shall be paid at an hourly rate calculated using the actual number of hours services are provided (rounded to the nearest ¼ hour). f. Payment shall be made in accordance with the Prompt Payment Act of 1982, as amended, which states that disbursement will be made within 30 days of an accepted and Approved Invoice by a Contracting Officer when presented to the Finance Office. II - ON-SITE CONTACT/SUPERVISION: a. The following individual or their designee shall serve as the Supervisor government representative under this contract: Terry Wade, Chief Dental Officer Colville Indian Health Center P.O. Box 71 Nespelem, WA 99155 Ph: (509) 634-2900 The on-site contact Supervisors responsibilities will be to coordinate with the provider the technical aspects of this service and the review of performance hereunder. The on-site contact Supervisor does not have the authority to change or alter the order amount, terms or conditions without the approval of the Contracting Officer. The CORs responsibilities will be to monitor the contract and to coordinate any contractor requests or service unit contract requests through appropriate steps for a Contracting Officers action. The COR does not have the authority to change or alter the order amount, terms or conditions of this contract without the approval of the Contracting Officer. SPECIAL CONTRACT REQUIREMENTS I - QUALIFICATIONS: A. The contractor shall maintain as a minimum:  Be a graduate of an accredited Dental school  One (1) year experience in Dentistry  A current and unrestricted license to practice Dentistry  Hold a current or valid license to practice in the United States, the District of Columbia, Puerto Rico, or a territory of the United States b. The contractor shall complete, sign and return the attached forms before award of the contract: • Certification of Immunization (Attachment A) • Declaration of Employment (Attachment B), (Attachment B-1) • Certification of Education, Licensure and Insurance (Attachment C) • Health Insurance Portability and Accountability Act (HIPAA) Agreement (Attachment D) • Contractors Release for All Contracts (Attachment E) • Electronic Questionnaires for Investigations Processing (e-QIP - Attachment F) c. Additional credentialing information may be required by the CSU. The certifications and other required credentialing information by the contractor shall be consistent with credentialing/privileging requirements of the CSU and IHS, and shall be maintained to meet credentialing/privileging requirements. a. SUBSTITUTE PROVIDERS The Contractor may request the right to provide a substitute Dentist to cover a scheduled clinic when it is impossible for the Contractor to be in attendance due to illness or vacation. The proposed substitute must meet the qualification, credentialing and privileging requirements of the CSU and must be approved by the Contracting Officer and the Contracting Officer Representative fourteen (14) days in advance. The proposed substitute must possess the same qualifications as specified in this contract prior to a scheduled clinic. Failure to possess or maintain such qualifications shall deem the offeror ineligible for award and cause the contract to become null and void at no cost to the Government. b. CREDENTIALING / CLINICAL PRIVILEGES / TERMINATION If the contractor fails to meet or maintain the contract required qualifications, licensure, credentialing requirements or clinical privileges of the CSU, the contract may be terminated without cost to the Government, and the contractor determined ineligible to contract and thus, the contract shall be void. c. CONTRACTOR GOVERNMENT FURNISHED EQUIPMENT AND FACILITIES The CSU does not anticipate a need for contractor furnished equipment. d. HIPPA REQUIREMENT Pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and its implementing regulation, the Standards of Privacy of individual Identifiable Health Information at 45 C.F.R. Part 160 and 164, Subpart A and E ("Privacy Rule"), the Indian Health Service is required to enter into an agreement with the Business Associate, pursuant to which the Business Associate shall comply with and appropriately safeguard Protected Health Information ("PHI") that it will use and disclose when performing functions, activities or services ("Services") for the Indian Health Service. The Business Associate by signing the contract shall comply with the following terms in addition to other applicable contract terms and conditions relating to the safekeeping, use and discloser of PHI. (See Attachment for related HIPAA material and Business Associate Agreement Clause). FULL TEXT CONTRACT CLAUSES: Qualification Requirements (FAR 52.209-1) (FEB 1995) QUALIFICATION REQUIREMENTS (FEB 1995) (a) Definition. "Qualification requirement," as used in this clause, means a Government requirement for testing or other quality assurance demonstration that must be completed before award. (b) One or more qualification requirements apply to the supplies or services covered by this contract. For those supplies or services requiring qualification, whether the covered product or service is an end item under this contract or simply a component of an end item, the product, manufacturer, or source must have demonstrated that it meets the standards prescribed for qualification before award of this contract. The product, manufacturer, or source must be qualified at the time of award whether or not the name of the product, manufacturer, or source is actually included on a qualified products list, qualified manufacturers list, or qualified bidders list. Offerors should contact the agency activity designated below to obtain all requirements that they or their products or services, or their subcontractors or their products or services, must satisfy to become qualified and to arrange for an opportunity to demonstrate their abilities to meet the standards specified for qualification. (Name) _Portland Area Indian Health Service_______________ (Address) __1414 NW Northrup St, Suite 800, Portland, OR, 97209 (c) If an offeror, manufacturer, source, product or service covered by a qualification requirement has already met the standards specified, the relevant information noted below should be provided. Offerors Name _____________________________________ Manufacturers Name______ __________________________ Sources Name _____________________________________ Item Name ________________________________________ Service Identification ________________________________ Test Number _______________________________________ (to the extent known) (d) Even though a product or service subject to a qualification requirement is not itself an end item under this contract, the product, manufacturer, or source must nevertheless be qualified at the time of award of this contract. This is necessary whether the Contractor or a subcontractor will ultimately provide the product or service in question. If, after award, the Contracting Officer discovers that an applicable qualification requirement was not in fact met at the time of award, the Contracting Officer may either terminate this contract for default or allow performance to continue if adequate consideration is offered and the action is determined to be otherwise in the Governments best interests. (e) If an offeror, manufacturer, source, product or service has met the qualification requirement but is not yet on a qualified products list, qualified manufacturers list, or qualified bidders list, the offeror must submit evidence of qualification prior to award of this contract. Unless determined to be in the Governments interest, award of this contract shall not be delayed to permit an offeror to submit evidence of qualification. (f) Any change in location or ownership of the plant where a previously qualified product or service was manufactured or performed requires reevaluation of the qualification. Similarly, any change in location or ownership of a previously qualified manufacturer or source requires reevaluation of the qualification. The reevaluation must be accomplished before the date of award. (End of clause)

Original Point of Contact

POC Elida Monroe, Phone: 5034145528, Brian Nanamkin, Phone: 509-634-2918

Place of Performance

Colville Service Unit Omak Dental Clinic (Primary Site), 617 Benton Street, Omak, WA 98841, Omak, Washington, 98841, United States
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