Psychiatrist Services - FPC Alderson, West Virginia

Request for Quotation 10101-0001-8 is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. PSYCHIATRIST SERVICES General Information- The Federal Bureau of Prisons, Field Acquisition Office, Grand Prairie, Texas, intends to award a firm-fixed price indefinite-delivery, requirements type contract for the provision of psychiatrist services to be performed at the Federal Prison Camp (FPC) located in Alderson, West Virginia. FPC Alderson currently houses approximately 1160 female inmates and is considered to be a minimum security institution. General information regarding the Bureau of Prisons (BOP) and its facilities is located at www.bop.gov. Place of Performance- Services will be performed in the Health Services Department of FPC Alderson, Glen Ray Road, Alderson, West Virginia 24910. Scope of Required Services- The purpose of this solicitation is to procure the services of a Psychiatrist who shall provide on-site psychiatry clinics to include evaluation, diagnosis, and treatment of all referrals made by the medical staff at the USP. All sessions will be conducted in person at the institution unless other arrangements have been approved. Service will entail provision of mental health evaluations and recommendations of treatment for inmates incarcerated at FPC Alderson. Reports of findings and recommendations need to be typed and submitted on appropriate letterhead or written in a legible manner. Reports shall also include a typed or stamped signature block. FPC Alderson requires phone or personal notification from the psychiatrist for any serious abnormal condition, as soon as clinically indicated, but no later than the end of the normal workday (4:00pm). Additionally, the psychiatrist must be able to efficiently operate a computer and to pass a background check to allow access to government computers in order to utilize email, inmate database information, and electronic medical records. All duties shall be performed in accordance with standards and methods generally accepted within the contractors own field of expertise and local community. Schedule- The scheduling will normally consist of 8 one-hour sessions per week. Sessions will normally consist of appointments scheduled as follows: 1 hour for new inmate evaluation and 15 minutes for follow up evaluations. These services may be provided on an as needed basis (to be determined by FPC Alderson) as patient needs dictate or patient care requires. The contractor should be available at a minimum of 1 day per week for service. Services will be ordered by session. A session is defined as one (1) hour in duration. Supplies- In recognition of institution security concerns, the supplies and equipment that the contractor may need while at the institution will be furnished by the Government. These supplies normally will include any materials needed to perform the services required under this contract. Additionally, the Government will furnish all required Government forms to be used in the performance of services. All records maintained by the contractor under this contract will remain the property of the institution. Method of Performance- The services provided, being professional in nature, will be provided in the method as considered normal by community standards. These services, although not directly supervised, will be reviewed in accordance with BOP policy and guidelines to include but are not limited to the following BOP Policy Program Statement 6010.01, 6031.01, 6360.01, and 6340.04. Copies of these policies are available for review at www.bop.gov. The contractor has sole responsibility and discretion for choosing and implementing the manner and method of performing tasks outlined in this Statement of Work as long as the requirements are met in accordance with the policies described above. The services, although not directly supervised, shall be reviewed by institution medical staff to ensure contract compliance. The contractors performance will be evaluated in accordance with FAR Part 42. Contract monitoring reports will be prepared by the COTR and maintained in the contract file. Qualification Requirements- The contractor must be registered and licensed with the appropriate West Virginia Board of Medicine to provide requested services. Additionally, the provider must be board certified in Psychiatry Evidence of qualification must be included with quote for consideration. In the case of a company, the contractor shall provide, with their quote, the name of the candidate(s) that will be providing services at the FPC and photocopies of documents evidencing their candidate(s) ability to meet qualifications to perform required services. Examples of documentary evidence include certificates, diplomas, letters of recommendation, etc. Institution Security and Inmate Management- The contractor agrees to adhere to all regulations prescribed by the institutions in regards to the safety, custody, and conduct of inmates. Prior to commencing service under any contract, the contractor will be provided with a security and BOP procedures orientation session, consisting of approximately four (4) hours. Reimbursement to the contractor for time spent in orientation or other specific security-related training will be allowed at the pro-rated session rate. The BOP requires all non-employees to sign in and out of the institution for security reasons. Additionally, the contractor will be required to wear an ID badge, provided by the Government, at all times within the confines of the FPC. The contractor will not be responsible for the management of inmates. Inmates will arrive to the contractors work area unescorted and will leave unescorted. The contractor will notify the Health Services Administrator or COTR if problems or questions arise regarding inmate behavior or demeanor. CONTRACT PRICING METHODOLOGY - Contract pricing should include all charges to the Government for performing the services required by this contract (e.g., insurance, overhead, profit, supervision, etc.). Contract pricing shall be based upon a per session rate and a session is defined as one (1) hour in duration. The quantity of service to be provided by the contractor is estimated below and is not a representation to a quoter or contractor that the estimated quantities will be required or ordered or that conditions affecting requirements will be stable or normal. Pursuant to FAR 17.203(b), the Governments evaluation of quotes shall be inclusive of options. Pursuant to FAR 17.203(d), the quoter may offer varying prices for options, depending on the quantities actually ordered and the dates when ordered. CONTRACT CLAUSES: 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 FAR clause may be accessed electronically at this address: www.acquisition.gov. Full text copies of Justice Acquisition Regulation (JAR) clauses or BOP clauses may be requested in writing from the Contracting Officer. 52.212-4 Contract Terms and Conditions--Commercial Items (FEB 2007) with addendum to incorporate the additional clauses listed below into this solicitation and any resulting contract. 52.204-4 Printed or copied doubled-sided on recycled paper (AUG 2000) 52.204-9 Personal Identity Verification of Contractor Personnel (SEP 2007) 52.223-5 Pollution Prevention and Right to Know Information (AUG 2003) 52.224-1 Privacy Act Notification (APR 1984) Medical records and patient health information. 52.224-2 Privacy Act (APR 1984) 52.228-5 Insurance - Work on a Government Installation (JAN 1997) Workers compensation or Employers liability: $100,000; and General Liability written on the comprehensive form of policy of at least $500,000 per occurrence for bodily injury. 52.232-18 Availability of Funds (APR 1984) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984) 52.237-7 Indemnification and Medical Liability Insurance (JAN 1997) $1,000,000 per specialty per occurrence 52.253-1 Computer Generated Forms (JAN 1991) The following clauses will be incorporated into a resultant contract in full text with applicable fill-in information as noted: 52.216-18 Ordering (OCT 1995) - (a) from the first day of the effective performance period through the last day of the effective performance period 52.216-19 Order Limitations (OCT 1995) - (a) less than one session; (b) (1) the estimated quantities identified in the Schedule of Items within the current performance period; (b) (2) the estimated quantities identified in the Schedule of Items within the current performance period; (b) (3) 30 days; (d) 5 days 52.216-21 Requirements (OCT 1995) - (f) after the last day of the effective performance period 52.217-8 Option to Extend Services (NOV 1999) - prior to expiration of the current performance period 52.217-9 Option to Extend the Term of the Contract (MAR 2000) - on or before the first day of the option period; 15 days; but excluding the exercise of any option under the clause at 52.217-8 which is also incorporated into this contract, shall not exceed five (5) years. 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) - beyond September 30th of the Base year or any option year exercised; beyond September 30th of the Base year or any option year exercised Contracting Officers Technical Representative (JAR 2852.201-70) (a) John Blankenship, Health Services Administrator Unsafe Conditions due to the Presence of Hazardous Material (JAR 2852.233-70) Department of Justice (DOJ) Residency Requirement - BOP clause (JUN 2004) DOJ Order 2640-2E, Information Technology Security - BOP clause (JUN 2004) Notice of Personnel Security Requirements (OCT 2005) Security of Personal Data (DEC 2006) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (NOV 2007)- (b) 1, 5, 7, 9, 15, 16, 18-22, 24, 34. OTHER CONTRACT TERMS AND CONDITIONS: Type of Contract: A resultant contract will be an indefinite delivery/requirements type contract with firm-fixed pricing. It is anticipated that contract award resulting from this solicitation will be made approximately March 2008. Performance Period: The periods of performance of the resulting contract shall be Base Year - Effective Date of Award (EDOA) thru 12 months; Option Year 1 - 13 months from EDOA thru 24 months; Option Year 2 - 25 months from EDOA thru 36 months; Option Year 3 - 37 months from EDOA thru 48 months; Option Year 4 - 49 months from EDOA thru 60 months. The contractor shall commence performance of services under this contract, by submitting required documentation to initiate security clearance, within 14 calendar days from effective date of award of the contract. In accordance with FAR 46.503 and 46.403(a)(6), the place of acceptance for services under this contract is at the destination, FPC Alderson located in Alderson, West Virginia. Ordering Official: Task orders may be issued only by the Contracting Officer, Administrative Contracting Officer, or an ordering official for the institution with an appropriate certificate of appointment or a delegation of authority for commercial purchase card purchases. Security and Investigative Requirements: The employees of the contractor entering the institution may be required to meet certain security requirements prior to entering the institution. Primary concerns are the amount of contact that may occur between the contractor and his/her employees with the inmate population during the performance of the contract. Contractor employees are allowed access to the institution at the sole discretion of the Warden of the institution. The program manager at FPC Alderson is responsible for conducting the appropriate law enforcement check on all contractor staff that may need access inside the prison facility. The following investigative procedures may be performed: 1). National Crime Information Center (NCIC) check; 2). DOJ-99 (Name Check); 3). FD-258 (fingerprint check); 4). Law Enforcement Agency checks; 5). Vouchering of Employers; 6). Resume/Personal Qualifications; 7). OPM-329-A (Authority for Release of Information); 8). National Agency Check and Inquiries (NACI) check (if applicable); and 9). Urinalysis Test (for the detection of marijuana and other drug usage) By submitting a quote for service, the contractor and its employees agree to complete the required documents and undergo the listed procedure. An individual who does not pass the security clearance will be unable to enter the BOP facility. Any individual employed by the contractor who is deemed not suitable by the BOP requirements will not be granted access to perform services under the contract. This is a condition of the contract. Finally, the contractor shall be in compliance with 8 CFR 274a regarding employment of aliens. Any contract resulting from this solicitation is subject to the policies and requirements stipulated in FAR 37.401 regarding procurement of nonpersonal healthcare services. Additionally, award of a nonpersonal service contract does not constitute an employer/employee relationship. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-21. SOLICITATION PROVISIONS: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more provisions 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 FAR clause may be accessed electronically at this address: www.acquisition.gov 52.212-1 Instructions to Offerors - Commercial Items (NOV 2007) tailored to delete paragraphs at c, d, h, and I as they have been determined to be non-applicable to this solicitation. The additional provisions listed below are incorporated into this solicitation via addendum to this provision. 52.212-3 Offeror Representations and Certifications - Commercial Items (NOV 2007) 52.217-5 Evaluation of Options (JUL 1990) 52.233-2 Service of Protest (SEP 2006) (a) Procurement Executive, BOP, 320 First Street, N.W., Room 5006, Washington, D.C. 20534 52.237-1 Site Visit (APR 1984) Protests Filed Directly with the Department of Justice (JAR 2852.233-70) Faith-Based and Community- Based Organizations (AUG 2005) - can submit offers/bids/quotations equally with other organizations for contracts for which they are eligible. Site visits for this requirement may be scheduled upon request. Quoters who wish to inspect the site where services are to be performed may submit an email request by January 4, 2008 to Lori Wehling, Contract Specialist at the email address listed below. Please include your name, company name, the names of any other individuals who will be attending with you, and a daytime phone number in your request. Common Law Employee Provision (Oct 2003) The status of contract persons providing these services has been determined to be that of a common law employee, when contract award is made to an individual. Therefore, the following applies: Individuals, other than corporations, shall submit a fully completed W-4, Employees Withholding Allowance Certificate, along with their quotation. When award is made to an individual, the provision of these services has been determined to meet certain criteria for creating a common law employment relationship. Therefore, the BOP is responsible for the payment of FICA taxes (7.65 percent) and the withholding of the individual employees taxes. These responsibilities apply only when award of this solicitation is made to an individual. It does not apply to companies or individuals who are incorporated. For evaluation purposes, an additional 7.65 percent will be added to the price submitted by individuals who are not incorporated. An award made to an individual resulting from this solicitation is not subject to 52.212-4(I), Prompt Payment Act. In addition, to any security requirements, the following forms will be provided to the contractor for completion prior to contract award: - Direct Deposit (SF-1199A) - Federal/State/City/County Tax forms (as applicable) - Employee Locator Form (DOJ-233) - Race and National Origin Identification (SF-181) - Self-Identification of Handicap (SF-256) - Employment Eligibility Verification (I-9) Quoters are advised that the Contracting Officer will verify registration in the Central Contractors Registration database (www.ccr.gov) and the Online Representations and Certifications Application (orca.bpn.gov) prior to award of any contract, by entering the potential awardee DUNS number into each database. Quoters are further advised to mark each individual item within their quote considered privileged or confidential under the Freedom of Information Act with notification that the data is considered confidential and privileged and not subject to mandatory disclosure under the FOIA. The North American Industrial Classification (NAICS) code is 621112 and the applicable small business size standard is $9.0 million. Quoters are hereby notified that the Government intends to evaluate quotes and extend an offer of contract award to the offeror whose quote contains the best terms from a price and technical standpoint in accordance with FAR 52.212-1(g). SUBMISSION OF QUOTATIONS: On letterhead or business stationary, the following information is required: (1) Contractors DUNS Number (2) Quoted price per session (session is defined as one hour in duration) for an estimated maximum requirement of 416 sessions per contract year. Example format: Base Year: Estimated 416 sessions x $________ per session = $_________ . A price quote for each contract performance period must be provided for the Base Year, Option 1, Option 2, Option 3, and Option 4. 3) A completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items if different from entry made to the Online Representations and Certifications Application (ORCA) site located at orca.bpn.gov. (4) Documentation of Qualification: Photocopies of each document evidencing compliance with the minimum qualification requirements stated in this solicitation. Quoters shall also submit a brief description of plans to fulfill the contract, along with supporting documentation as indicated. Quoters must specifically identify the individual that will be performing these services under any subsequent contract award. The contractor must provide proof that their candidate meets all qualifications at the time the quote is submitted. (5) Evidence of insurability concerning medical liability insurance requirement. (6) Point of Contact information for professional references. Quoters should provide a list of the last three contracts awarded to your firm which are of a related nature. Include the following for each: Customer Name, Address, Phone, Fax, Email address; Contract Number; Contact Person; Type of Work; Contract Amount; Contract Status (Active or Complete). (7) Point of Contact information for financial reference. Quoters should also provide contact information for a financial reference to include Bank Name, Address, Phone, and Contact Person. Financial references such as banking institutions generally require your authorization for release of information. If your reference will require a release- provide an authorizing statement with your quote submittal. (8) W-4, Employees Withholding Allowance Certification (Individuals only - other than corporations) Quotes must be received at the Federal Bureau of Prisons, Field Acquisition Office, Armed Forces Reserve Complex, 346 Marine Forces Drive, Grand Prairie, TX 75051 no later than 2:00pm local time on Friday, January 25, 2008. Written quotes will be accepted by mail, hand-carried delivery, fax, or email. Mailed or Hand-carried Quotes must be delivered to the attention of Lori Wehling, Contract Specialist at the address shown. The official point of receipt for hand-carried quotes will be at the first floor reception area of the address listed above. Please give 24 hours of advanced notice to Contracting Officer prior to hand-carrying quotes to accommodate access to secured base. Faxed Quotes must be faxed to +1 (555) 000-0000, Attn: Lori Wehling, Contract Specialist. Quotes should be clearly marked with the solicitation number and include all required information. Emailed Quotes must be sent in .pdf format only to contact@example.gov. Include the following in your subject line: Quote submitted in response to RFQ10101-0001-8. Quotes must include all required information. Quoters are advised to submit any questions regarding this requirement in writing to Lori Wehling, Contract Specialist at the email address listed below.