M32 Automated Inventory Management Software System (M-System) - SFIHC

General Information Document Type: Combined Synopsis/Solicitation Solicitation Number: 75H707 Posted Date: 04/05/2023 Original Response Date: 04/26/2023 Current Response Date: Product or Service Code: 7A21 Set Aside: ISBEE – Indian-Owned Small Business Economic Enterprise (ISBEE)and only quotes from qualified offerors will be considered. If IHS does not receive at least two offers that are reasonably priced offers from ISBEE's, IHS will then evaluate quotes and consider award to other small business concerns under the following 5-tier cascading set-aside (in order to first consideration to last consideration}: 1st Tier - Small Business 2nd Tier - Service Disabled Veteran Owned Small Business 3rd Tier - Certified HubZone Small Business 4th Tier - Small Disadvantage Business 5th Tier - All Other Small Business Concerns NAICS Code: 513210 Contracting Office Address HHS/Indian Health Service Albuquerque Area Office 4101 Indian School Road NE, Suite 225 Albuquerque, NM 87110 Description/Scope of Work This is a combined synopsis/solicitation for commercial products and installation prepared in accordance with the format in Federal Acquisition Regulation (FAR) 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued. This solicitation is a request for proposals (RFP). The solicitation document and incorporated provisions and clauses are those in effect through FAC 2023-02. The associated North American Industrial Classification System (NAICS) code for this procurement is 513210 with a small business size standard of $47.0. The product or service code is N063. The Government will award a firm-fixed priced (FFP)contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer, conforming to the synopsis/solicitation, will be most advantageous to the Government (as determined by the solicitation evaluation criteria). Santa Fe Indian Health Center (SFIHC), 1700 Cerillos Road, Santa Fe, New Mexico, is seeking to purchase M32 Automated Inventory Management Software System (M-System) with the following specifications: Increase productivity for service unit staff by eliminating reliance on paperwork and streamlining business processes with the Santa Fe Service Unit and outlying clinics in Santa Clara, San Felipe, and Cochiti. Eliminate excess medical supply inventories so that funds are not tied up in excess inventories. Maintain the use of modem materials management techniques. Establish procedures to monitor service unit progress in reducing inventories and to insure that inventory reduction goals are met. Provide service unit inventory staff training on current materials management principles and techniques and the use of automation for materials management. The Contractor shall provide just-in-time phone-based support on a 24/7 basis to the Service Unit General Services Program. The Contractor shall provide responsive technical support consults who are proficient in the software system and understand the ongoing technical support and customer needs of the Santa Fe Service Unit General Services program staff involved with the day-to-day functions. If there are any technical problems that may arise that cannot be answered or resolved that same day, then the Contractor should use his/her expertise to have the problems worked within a 24-hour period. When calls are made to the Contractor in regards to technical problem or question(s), the Contractor will return calls to the Santa Fe Service Unit General Services Program within 2 hours. All interested companies must provide proposals for the following: The period of performance is TBD, 2023. Place of Performance Address: Santa Fe Indian Health Center, 1700 Cerrillos Road, Santa Fe, NM Postal Code: 87505 Country: United States Award will be made to the offeror whose proposal basis for award is to consider technical capability, past performance, and price. The government will evaluate information based on the following evaluation criteria: 52.212-2 - EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) 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: Technical Approach Past Performance Price Technical and past performance, when combined, are more important, when compared to price. 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. The full text of FAR provisions or clauses may be accessed electronically at acquisition.gov. The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1 , Instructions to Offerors—Commercial Products and Commercial Services (Mar 2023) 2. FAR 52.212-3 , Offeror Representations and Certifications—Commercial Products and Commercial Services (Dec 2022) (Dec 2022) Offerors must complete annual representations and certifications online in the System for Award Management ( SAM ) in accordance with FAR 52.212-3 . If paragraph (b)(2) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4 , Contract Terms and conditions—Commercial Products and Commercial Services (Dec 2022) FAR 52.212-5 , Contract Terms and Conditions Required to Implement Statues or Executive Orders—Commercial Products and Commercial Services (Mar 2023) The following subparagraphs of FAR 52.212-5 are applicable: (b) (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) (16) 52.219-8, Utilization of Small Business Concerns (Oct 2022) (27) 52.222-3, Convict Labor (Jun 2003) (28) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Dec 2022) (29) 52.222-21, Prohibition of Segregated Facilities (Apr 2015). (35)(i) 52.222-50, Combating Trafficking in Persons (Nov 2021) (44) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Jun 2020) (48)(i) 52.225-1, Buy American-Supplies (Oct 2022) (58) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) AUTHORITIES OF GOVERNMENT PERSONNEL: Notwithstanding the Contractor's responsibility for total management during the performance of this Contract, the administration of the Contract will require maximum coordination between the Government and the Contractor. The Federal Acquisition Regulation defines an unauthorized commitment as an agreement that is not binding solely because the government representative who made it lacked the authority to enter into that agreement on behalf of the government. Only contracting officers have the authority to make purchases or award contracts. Upon receipt and/or execution of any order placed for goods or services, the vendor shall verify that the Government Agent issuing the order has necessary authority to entire into the purchase order/contract. If it is determined that the vendor failed to do so, they may be held liable for future Unauthorized Commitments. The following individuals will be the Government's points of contact during the performance of this Contract. CONTRACTING OFFICER (CO) is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is Judith A. Mariano, Telephone no. 505-256-6754 and Email is [email protected] Sent all communications pertaining to contractual and/or administrative matters to the address above and to the Contract Specialist administering this Contract. CONTRACTING OFFICER'S REPRESENTATIVE (COR) is Lora Parker, at 505-946-9252 or e-mail [email protected]. The COR responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions. The COR’s responsibilities will include ensuring contractor accountability. Monitoring the Contractor’s technical progress including the surveillance and assessment of performance and recommending to the CO changes in requirements. Interpreting the PWS. Performing technical evaluations as required. Perform technical inspection and acceptance as required. Assisting the Contractor in the resolution of technical problems encountered during performance. Perform receiving and processing invoices for payment. TECHNICAL MONITORING (a) Performance of work under this contract must be subject to the technical direction of the COR identified above, or a POC designated in writing. The term "technical direction" includes, without limitation, direction to the Contractor that directs or redirects the labor effort. Shifts the work between work areas or locations, fills in details and otherwise serves to ensure that task areas outlined in the PWS accomplished satisfactorily. (b) Technical direction must be within the scope of the specification(s)/work statement. The COR does not have authority to issue technical direction that (1) Constitutes a change of assignment or additional work outside the specification(s)/ statement of work; (2) Constitutes a change as defined in the clause entitled "Changes"; (3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance; (4) Changes any of the terms, conditions, or specification(s)/work statement of the contract; (5) Interferes with the Contractor's right to perform under the terms and conditions of the contract; or (6) Directs, supervises or otherwise controls the actions of the Contractor's employees. (c) Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer. (d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the Contractor, any direction of the COR, or his designee, falls within the limitations in (b), above, the Contractor shall immediately notify the CO no later than the beginning of the next Government work day. (e) Failure of the Contractor and the CO to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes." INVOICE SUBMISSION The Contractor shall submit invoice once all items and installation have been completed. Advance payments will not be issued by Finance unless stated herein. Upload complete invoice with all required documentation to: https://www.ipp.gov * Please do not sent any copies to the CS or Finance Office for any invoices related documents such as deliverables, reports or balance statements). Failure to upload required documents directly to the website listed above will delay prompt payment of your invoice. Additionally, the Contractor is required to include the Unique Entity Identifier (UEI) on each invoice. For additional information about the UEI (hhtps://www.sam.gov). Submit invoices in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc. All information set forth in FAR 32.905(b), Content of Invoices, must be included in all invoices for it to constitute a proper invoice. FAR 32.905(b), Content of Invoices: (1) A proper invoice must include the following items (except for interim payments on cost reimbursement contracts for services): (i) Name and address of the contractor. (ii) Invoice date and invoice number. (Contractors should date invoices as close as possible to the date of mailing or transmission.) (iii) Contract number or other authorization for supplies delivered or services performed (including order number and line item number). (iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed. (v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading. (vi) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment). (vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice. (viii) Taxpayer Identification Number (TIN). The contractor must include its TIN on the invoice only if required by agency procedures. (See 4.9 TIN requirements.) (ix) Electronic funds transfer (EFT) banking information. (A) The contractor must include EFT banking information on the invoice only if required by agency procedures. (B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the contractor must have submitted correct EFT banking information in accordance with the applicable solicitation provision (e.g., 52.232-38, Submission of Electronic Funds Transfer Information with Offer), contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures. (C) EFT banking information is not required if the Government waived the requirement to pay by EFT. (x) Any other information or documentation required by the contract (e.g., evidence of shipment). (2) An interim payment request under a cost-reimbursement contract for services constitutes a proper invoice for purposes of this subsection if it includes all of the information required by the contract. (3) If the invoice does not comply with these requirements, the designated billing office must return it within 7 days after receipt (3 days on contracts for meat, meat food products, or fish; 5 days on contracts for perishable agricultural commodities, dairy products, edible fats or oils, and food products prepared from edible fats or oils), with the reasons why it is not a proper invoice. If such notice is not timely, then the designated billing office must adjust the due date for the purpose of determining an interest penalty, if any. (4) Per the Accounts Payable office, failure to submit invoices to the IPP Website can result in delayed payment of your invoice. In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as "Small Business." Additionally, in accordance with OMB Memorandum, M-12-16, fill prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMS Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors. In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this contract will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer. HHSAR 352.232-71 - Electronic Submission of Invoice Payment Requests (Feb 2022) (a) Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. Unless otherwise agreed to by the contracting officer per HHSAR 352.232-71(c), the use of IPP shall take precedence over previously established invoicing procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. Unless otherwise agreed to by the contracting officer per HHSAR 352.232-71(c), the use of IPP shall take precedence over previously established invoicing procedures. 52.217-8 - Option to Extend Services (Nov 1999) 52.217-9 - Option to Extend the Term of Contract (Mar 2000) 52.204-6 - Unique Entity Identifier (Oct 2016) All offerors must submit the following: Volume I Technical Proposal (not to exceed 20 pages) Volume II Past Performance (not to exceed 12 pages) Volume Ill Price Proposal (no page limitation) All offerors must sent to [email protected] This is an open-market combined synopsis/solicitation for products and the installation of a M32 Automated Inventory Management Software System (M-System) as defined herein. The government intends to award purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all proposals must include a statement regarding the terms and conditions herein as follows: “The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.: OR “The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:” Offeror that reject the terms and condition s of the solicitation may be excluded from consideration. Submission must be received not later than 04/26/2023 , at e-mail: [email protected] . Late submissions will be treated in accordance with the solicitation provision at FAR52.21201(f) . Only e-mailed proposals will be accepted for this solicitation. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Patricia Trujillo, e-mail is [email protected]. POINT OF CONTACT (POC): POC/COR will be Lora Parker, at 505-946-9252 or e-mail [email protected] for any technical questions. CS will be Patricia Trujillo, at 505-256-6754 or e-mail [email protected]@ihs.gov who will be the overall contact person for this solicitation and subsequent award.