Inactive SBA Certified Women-Owned Small Business (WOSB) Program Set-Aside (FAR 19.15)

1.0 This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subparts 12.6, as supplemented with additional information included in this notice. This ... 1.0 This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subparts 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. 1.1 The Government intends to award a Firm-Fixed-Price contract in accordance with (IAW) FAR 16.202-2. A firm-fixed-price contract provides for a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. This contract type places upon the contractor maximum risk and full responsibility for all costs and resulting profit or loss. It provides maximum incentive for the contractor to control costs and perform effectively and imposes a minimum administrative burden upon the contracting parties. 1.2 The combined synopsis is issued as a Request for Proposal (RFP) under solicitation number: W912QG-23-R-0004. 1.3 This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04 (02 Jun 2023). 1.4 Woman Owned Small Business Set-Aside: 100%; Applicable Size Standard is $16.0million 1.5 NAICS Code: 621111 Offices of Physicians (Except Mental Health Specialists) 1.6 Product or Service Code (PSC): Q999 Medical-Other 1.7 Posting Date: 07 July 2023 1.8 Response Date: 25 July 2023, 11:00AM (Eastern time). 1.8.1 In accordance with (IAW) Federal Acquisition Regulation (FAR) 4.1102 and FAR Provision 52.204-7, all offerors shall be registered in SAM at the time of submission of their proposal and shall continue to be registered until time of award, during performance, and through final payment of any contract. Offerors who are not registered at the time a proposal is received shall be deemed non-responsive. 1.8.2 Request for additional information (RFI) shall be submitted NLT 17 Jul 2023, 11:00AM (Eastern Time) to the primary POC listed in paragraph 1.10 below. All questions will be consolidated and reposted with the answers to SAM.gov for all to see. Only emails will be accepted as the form of communication. 1.9 Contracting Office: United States Property and Fiscal Office for South Carolina, Attn: Purchasing and Contracting, 9 National Guard Road, Columbia, South Carolina 29210. 1.10 Government Points of Contact: Contracting Officer: Jonathan H Bailey, jonthan.h.bailey.civ@army.mil and Contract Specialist (Primary POC) Blake S. Cromer, blake.s.cromer.civ@army.mil. Emails are the only accepted form of communication. 1.11 Line item number(s) and items, quantities, and units of measure 1.11.1 CLIN 0001, Base Option Period, 12 each Period of Performance: 01 September 2023 to 31 August 2024 Each CLIN Price: $ Total CLIN Price: $ 1.11.2 CLIN 1001, Option Period 1, 12 each Period of Performance: 01 September 2024 to 31 August 2025 Each CLIN Price: $ Total CLIN Price: $ 1.11.3 CLIN 2001, Option Period 2, 12 each Period of Performance: 01 September 2025 to 31 August 2026 Each CLIN Price: $ Total CLIN Price: $ 1.11.4 CLIN 3001, Option Period 3, 12 each Period of Performance: 01 September 2026 to 31 August 2027 Each CLIN Price: $ Total CLIN Price: $ 1.11.5 CLIN 4001, Option Period 4, 12 each Period of Performance: 01 September 2027 to 31 August 2028 Each CLIN Price: $ Total CLIN Price: $ 1.12 Description of requirements for the services to be acquired: In accordance with (IAW) FAR Subpart 37.4, this is a Nonpersonal Health Care Services contract. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform medical records review services, as defined in this PWS. 1.13 Date(s) and place(s) of delivery and acceptance and FOB point: Dates are IAW paragraph 1.11 above. Place of performance shall be at Joint Armed Forces Readiness Center (JAFRC), located on McEntire Joint National Guard Base, Eastover, S.C. 29044 1.14 Provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services is attached as full text. An addendum applies to this acquisition and is listed below. 1.15 Provision 52.212-2 Evaluation-Commercial Products and Commercial Services is attached as full text and contains the evaluation factors. 1.16 Offerors shall include a completed copy of 52.212-3 Alt I (Dev), Offeror Representations and Certifications-Commercial Products and Commercial Services (Deviation 2023-O0002) with its proposal which is attached as full text. 1.17 FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to this acquisition and is attached as full text. 1.18 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services, applies to this acquisition and is attached as full text. 1.19 Additional contract provisions and clauses are applicable and are attached. 1.20 Defense Priorities and Allocations Systems (DPAS) Rating: Not rated. ***Addendum to FAR 52.212-1*** 2.0 PROPOSAL SUBMISSION INSTRUCTIONS 2.1 Submission Due Date. The offeror must ensure its proposal, in its entirety, reaches the required destination before the date and time set for closing of the solicitation. The submission due date for this solicitation is 25 July 2023 at 11:00 PM (Eastern local time). 2.2 Late Proposals. The lateness rules for submitted proposals are outlined in FAR 52.212-1 "Instructions to Offerors-Commercial Products and Commercial Services," and are incorporated into this solicitation. 2.3 Submission. The proposal submitted in response to this solicitation shall be formatted as stated below and furnished electronically to the Contracting Officer (KO), Jonathan H. Bailey, jonathan.h.bailey.civ@army.mil@army.mil and the Contract Specialist (CS), Blake S. Cromer, blake.s.cromer.civ@army.mil. The proposal shall only be submitted as described. 2.4 Proposal Compliance. The Government must have received from the offeror a fully compliant proposal. The proposal is compliant when it conforms to all of the requirements, terms, and conditions of the solicitation, including the Performance Work Statement (PWS). 2.5 Proposal Acceptance. The contractor shall make a clear statement in the proposal as to the expiration date of the proposal and the stated expiration date shall be valid for all proposed subcontractors as well. 2.5.1 FAR 52.212-1(c) is hereby tailored for this solicitation: The contractor shall specify a proposal acceptance period in the Proposal Summary of not less than 30 days from the date of the solicitation closing. This date may be extended by mutual agreement. 2.6 Proposal Retention. In accordance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals. 2.7 Single Proposal Submission. Reserved. 2.9 Optional Proprietary and Restrictive Markings 2.9.1 Mark the title page with the following legend: “This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed -- in whole or in part -- for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of -- or in connection with -- the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [offeror shall insert numbers or other identification of sheets]” And 2.9.2 Mark each sheet of data it wishes to restrict with the following legend: “Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.” 3.0 PROPOSAL FORMAT 3.1 This section provides guidance to the offeror for preparing a proposal in response to the solicitation. The offeror’s proposal shall include all data and information required by this solicitation and submitted in accordance with these instructions. Any contract resulting from this effort shall be required to meet United States Government regulations and statutory requirements. In addition, the offeror is expected to ensure compliance with all laws, regulations, standards, and any other constraints specifically identified in the solicitation. 3.2 The proposal submitted in response to the solicitation shall be formatted as stated below and furnished as stated herein. 3.2.1 The acceptable electronic formats for proposals shall be compatible with MS Office 2013, specifically MS Word and MS Excel; PDF format is acceptable for the Technical proposal and price narrative. The price proposal must be in MS Excel format. 3.2.2 Minimum type size shall be 12 point Times New Roman standard font with single spacing (not to exceed 46 lines per page). Typesetting, font compression, or other techniques to reduce character size or spacing are not permitted and are considered a deliberate attempt to circumvent the page limitations. Prohibited techniques include setting the paragraph line spacing, a feature of MS Word, “exactly at 12 point.” 3.2.3 All proposal volumes shall be labeled with the solicitation number (W912QG-23-R-0004) as well as the name, address, and telephone number of the Offeror. 3.2.4 All volumes shall be electronic files and not be password protected. 3.3 Offerors shall scan all files for computer viruses prior to submission to the Government. 3.4 Proposals may not include classified information. All proposals shall be at the UNCLASSIFIED level. Every submission must be properly identified and marked with the proper security classification. 4. PROPOSAL CONTENT AND ORGANIZATION 4.1 The offeror shall prepare the proposal as set forth in Table 1, Proposal Organization Table and Table 2, Proposal file Name Matrix. The completion and submission to the Government of documents identified in Table 1, Proposal Organization Table, shall constitute an offer and shall indicate the offeror’s unconditional consent to the terms and conditions of the solicitation. 4.2 The proposal shall not contain citations for, or active links to live Internet sites or pages. All linked information shall be contained within the electronic proposal. Any linked information that is not contained in the proposal will not be accepted. 4.3 Each volume shall be written or presented on a standalone basis. Information required for proposal evaluation that is not found in its designated volume or presentation will be assumed to have been omitted from the proposal and will not be considered. 4.4 Pages that exceed the required page limitations set forth in Table 1, Proposal Organization Table, will not be evaluated by the Government. A cover page, table of contents, and acronym list shall be included in each volume and will not be included in any applicable page limits. TABLE 1 PROPOSAL ORGANIZATION TABLE VOLUME SECTION TITLE COPIES PAGE LIMIT 1 Cover Letter – Not Evaluated Proposal Summary – Not Evaluated Organizational Conflict of Interest (OCI) – Not Evaluated 1 – electronic 1 Page 2 Factor 1: Technical Capability 1 – electronic 10 Pages 3 Factor 2: Past Performance 1 – electronic Up to 5 pages per reference; not to exceed 50 pages (Past performance, PWS, and SOWs do not count towards the page limit) 4 Factor 3: Price Proposal 1 – electronic 5 Pages 4.5 All electronic files must be submitted using the file names in Table 2, Proposal File Name matrix, below. TABLE 2 PROPOSAL FILE NAME MATRIX Volume Volume Name File Name Contents 1 Proposal Summary (Offeror Name) – Proposal Summary.docx Offeror’s Proposal Summary 2 Technical Capability (Offeror Name) – Technical Capability.docx Offeror’s Technical Capability 3 Past Performance (Offeror Name) – Past Performance).docx Offeror’s Past Performance 4 Price Proposal (Offeror Name) – Price Narrative.docx Offeror’s Price Narrative (Offeror Name) – Price Proposal.xlsx Offeror’s Price Proposal Spreadsheet 5.0 PROPOSAL DOCUMENTS 5.1 Proposals shall be clear and concise and include sufficient detail for effective evaluation. The offeror shall not simply rephrase or restate the Government’s requirements but shall provide convincing rationale to address how the offeror intends to meet those requirements. The offeror should assume the Government has no prior knowledge of its capabilities and experience. The Government will base its evaluation on the information presented in the offeror’s proposal in response to this solicitation, except as stated in the past performance evaluation section. 5.2 Proposals/Quotes shall be structured in accordance with the Contract Line Item Number (CLIN) structure set forth in the solicitation. 5.3 PROPOSAL SUMMARY, Volume 1, shall include: 5.3.1 Solicitation No. W912QG-23-R-0004 5.3.2 Date submitted 5.3.3 Offeror’s name 5.3.4 Offeror’s address, CAGE code, and UEIDs 5.3.5 Offeror contact information for proposal POC(s) 5.3.6 All proposed subcontractor(s) (as applicable) 5.3.7 Address, CAGE code, and UEIDs for each proposed subcontractor 5.3.8 Proposal Acceptance Period 5.3.9 OCI Plan or negative affirmation 5.4 Signature Actions/offeror Fill-Ins. Offerors shall submit a copy of all completed fill-ins for provisions and clauses requiring contractor provided information, and (if applicable) a signed copy of all amendments to the solicitation. System for Award Management (SAM) certifications need not be separately submitted; however, all offerors must be successfully registered and valid in SAM prior to award 5.5 Where certifications and approved systems are required for an offeror, if the proposal is being submitted by a Joint Venture, certifications and approved systems for the principals (partners) of the joint venture will be considered as valid for that offeror providing the necessary documentation from all principals (partners) is provided with the proposal. 5.6 Joint Venture (JV): To be recognized as a JV and eligible for award, the membership arrangements of the JV must be identified and the company relationships fully disclosed in the offeror's proposal IAW FAR 9.603. A copy of the agreement establishing the JV must contain the signatures of all of the members comprising the JV. 5.7 Statement of Acknowledgement. A statement specifying the extent of agreement with all terms, conditions, and provisions of the RFP, and a statement of agreement to furnish and deliver the supplies or perform services set forth in the RFP in consideration for offeror’s proposed price(s) set opposite each supply. Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be grounds for the Contracting Officer to reject the proposal from further consideration in the source selection process. 5.8 Assumptions. The offeror shall consolidate and identify all offeror's generated "assumptions" contained anywhere in the proposal. Also, the offeror shall include a statement that none of the "assumptions" contradict or take exception to any terms, conditions, or requirements of the solicitation. Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be grounds for the KO to reject the proposal from further consideration in the source selection process. 6.0 TECHNICAL CAPABILITY, Volume 2, shall include: 6.1 The Technical Capability section of the proposal shall present relevant information articulating the offeror’s proposed approach to meeting the PWS requirements. This section shall clearly demonstrate the offeror’s understanding by providing a clear description of the proposed approach to performing the work. The offeror’s description should include a clear description of all processes and procedures employed. Offerors shall provide relevant experience (for this purpose, experience refers to what an offeror has done, not how well it was accomplished) in performing proposed processes and procedures. This section shall not include any pricing data. The offeror’s proposal information will be evaluated to assess the risk that the offeror will timely meet contract requirements. Refer to FAR Provision 52.212-2 in attachment. 7.0 PAST PERFORMANCE, Volume 3, shall include: 7.1 The offeror shall submit information for a total of up to three years (no more than 5) of recent contract past performance references that were performed by the offeror as the prime contractor, which the offeror considers to have relevance. These may include foreign, federal, state, local and private industry contracts. While the Government may elect to consider data obtained from internal and external sources other than the proposal, the burden of providing thorough and complete past performance information remains with the offeror. It is the offeror's responsibility to submit detailed and complete information so the Government may evaluate its Past Performance. 7.2 The Government does not assume the duty to search for data to cure problems it finds in proposals/quotes. 7.3 The below instructions are provided to advise offerors as to the information required by the Government to assess the contractor's Recent and Relevant past performance. Since this information constitutes a basis of the Government's review, it is imperative that the offeror present its past performance in a clear and complete manner. 7.3.1 Failure to provide the information requested below may result in an assessment that the offeror does not possess a record of Recent and Relevant past performance. 7.3.2 Recent contracts are those performed within three years of the date of issuance of this solicitation. 7.3.3 Relevant contracts are those comparable in scope and magnitude of effort and complexity to the PWS requirement(s). 7.3.4 At least one of the past performance references that the offeror submits shall include recent and relevant performance of the same or similar requirements as those described in PWS section(s) 1.4.7.2 and 1.4.7.3. 7.4 Contract Information: The offeror's proposal shall substantiate what distinct effort was required and actually performed under each of the contract(s) included in the proposal. 7.4.1 For each Contract(s) submitted, provide the following information: 7.4.1.1 Prime Contractor name and address; 7.4.1.2 Contract Number (and delivery/contract number if applicable); 7.4.1.3 Contract Type; 7.4.1.4 Total Value of the Contract (beginning & ending value); 7.4.1.5 Delivery or Performance Schedule; 7.4.1.6 Contract period of performance; 7.4.1.7 Government or private industry contracting activity address, telephone number and e-mail; 7.4.1.8 Procuring Contracting Officers (PCO) and/or Contract Specialist's name, or point of contact for private industry entity responsible for signing or administering the Contract, telephone number and e-mail; 7.4.1.9 Government (DCMA) or private industry administrative contracting officer (ACO), contracting officers representative (COR), performance certifier, and/or quality assurance representative (QAR), name, telephone number and email; 7.8 If the proposed Contract was issued under or in connection with a related written instrument (e.g. IDIQ, BOA, BPA, FSS) and the details of the distinct effort actually performed needed to establish relevancy on the proposed contract are further defined within the terms and conditions (e.g. statement of work) of that related written instrument, provide that information and any other information necessary to establish this instrument's relationship to the proposed contract. (These documents can be submitted as stand-alone attachments with the proposal). 7.9 The offeror may also be evaluated based on other internal Government or private source information. The Government may utilize the Contract Performance and Rating System (CPARS) to search for recent and relevant offeror performance and ratings. 7.10 The Government will conduct an in-depth evaluation of all recent performance information to determine how closely the products provided/services performed under those contracts relate to the management and technical requirement(s). Consideration will be given to similar service, similar complexity of the effort, breadth and depth of skills, similar contract scope and type, and schedule. In addition, consideration will be given to any quality awards or certifications that indicate the offeror has a high-quality process for developing and producing the products or services required by this acquisition. 7.11 The offeror may provide a copy of its most recent CPARS evaluation, if applicable, showing the overall rating(s) for each of the past performance references provided in the proposal. 8.0 PRICE, Volume 4, Refer to attached Provisions and Clauses, specifically FAR Provision 52.212-2. 9.0 ORGANIZATIONAL CONFLICT OF INTEREST 9.1 The provisions of FAR 9.5, OCI, apply to any award under this solicitation. Potential offerors should review their current and planned participation in any other Government contracts, subcontracts, consulting, or teaming arrangements where they may be in a position of actual or perceived bias or unfair competitive advantage. A common example with the potential for OCI is where an entity performs work both as a system contractor/subcontractor and as a Government support contractor for Government offices involved in supporting program efforts or related programs. 9.2 All offerors shall make a preliminary disclosure to the PCO, at the time of its proposal, of any Organizational Conflict of Interest (OCI) issues it has identified or provide an affirmative statement that the offeror does not have an Organizational Conflict of Interest (OCI) as it applies to this solicitation. 9.2.1 An offeror failing to submit an OCI plan that it is later determined should have been submitted, could cause the proposal to be rejected and no longer be considered for award. Offerors shall include in its plan where its employees are located and the total of employees in the location(s). 9.3 Offerors should disclose any potential OCI situations to the PCO as soon as identified including prior to proposal submission. The disclosure should include the facts and an analysis of the actual or perceived conflict and a recommended approach(s) to neutralize or mitigate the potential conflict. The preferred approach to potential conflicts is to negate/obviate the conflict. Mitigation is considered only if it is not practical to negate/obviate the conflict. The PCO will promptly respond to resolve any potential conflicts. 10. EVALUATION FACTORS FOR AWARD. Refer to attached Provisions and Clauses, specifically FAR Provision 52.212-2 listed as full text.