THIS IS AN INDIAN SMALL BUSINESS ECONOMIC ENTERPRISE SET ASIDE: This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a written solicitation will not be issued. Solicitation No. 140A1619Q0165 herein cited will be procured under FAR Part 12, Acquisition of Commercial Items. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01. This acquisition is for a Indian Small Business Economic Enterprise Set-Aside. NAICS Code: 611710. STATEMENT OF WORK Project Title: SPED Occupational Therapy Services Location: BIE Crystal Boarding School, Navajo, NM, Off CR 6675 Occupational Therapist Services 1. STATEMENT OF WORK The contractor will provide all necessary certified and/or professionally qualified occupational therapy personnel services, necessary supplies, materials, equipment and testing materials to perform the work as described below. These services shall be delivered to Crystal Boarding School as requested in the requisition. The contractor will be required to perform occupational therapy evaluations for all students referred for evaluation during the course of the contract period. The contractor will be expected to be present during initial placement or multidisciplinary team committee meeting for students evaluated by the contractor to be held within the time frames monitored by law. The contractor will meet with and advise the special education and classroom teacher in matters regarding continuous assessment, evaluation and implementation of motor therapy programs for individual students and will meet with individual students on a regular basis to provide suggestions for carryover of therapy strategies into home when necessary. 2. WORK REQUIREMENTS After being provided a copy of parental permission form for assessment by the school, the contractor shall: A. Complete a comprehensive review and summarize the following records provided by the local education agency for each child referred for assessment, (there will be times when the information is not available) pertinent to the processing of occupational therapy. 1. All data(contained within the students, confidential file) collected up to the time of the receipt, by the contractor, of the referral, including: a. Psycho-educational evaluations/development assessment. b. Available education history, attendance (ratio to days in and out) and achievement records c. Available regular class teacher comments (or interview include): 1. A description of the child¿s physical limitations that seem to inhibit learning 2. A general rationale for referral to special education 3. Copies of any pertinent medical information B. Complete evaluation and assessment according to laws regarding minority, non-discriminatory practices. 1. Individuals with Disabilities Education Act (IDEA) requires that procedures developed for the purposes of evaluations and placement of children with disabilities will not be racially or culturally discriminatory. Such materials of procedures shall be provided and administered in the child¿s language or mode of communication unless it is clearly not feasible to do so and no single instrument of test shall be the sole criteria for determining the appropriate education program for a child New Mexico state testing criteria shall be followed and all nationally mandated occupational therapy testing practices shall be followed. 2. The examiner under contract shall consider the following adaptations¿ a. Interpreter in the native language should be sought when necessary b. The contractor (professional examiner) must be available to perform the services specified herein within the hours of 8:00am ¿ 3:00pm. No therapy or evaluations will be done on weekends (Saturday/Sunday) or on holidays (national/federal or on tribal festivity days) c. The contractor (professional examiner) will provide reports within two weeks of examination date. The reports are to be hand delivered or mailed to each school including the protocols, if used. No requests shall be made for typing reports to the agency or school. All such reports should be clearly labeled or marked ¿Confidential¿. d. Crystal Boarding School staff will be expected to comply with requests for completion of the necessary referral data, in the interest of providing that information necessary for the completion of the most appropriate evaluation of terms of the law regarding handicapped students. The contractor will be paid for therapy services on the basis of monthly invoices submitted by the contractor directly to: US Treasury Invoice Processing System (IPP) for review and certification for services before forwarding to the School Business Technician for receiving. The contractor shall be paid upon submission of monthly invoices in accordance with prices stipulated in this contract. e. In regard to weekly therapy sessions, the contractor will be expected to meet with all students qualifying for therapy services according to IDEA and each student¿s IEP as needed. Students may receive occupational therapy services individually or in-group sessions according to the least restrictive environment and as specified in the IEP. f. The duration of individual and/or group therapy sessions will be determined by the Individualized Education Program (IEP)/placement committee, which will determine the time per week each student will participate in either individual or group therapy sessions. The contractor will be expected to keep a log regarding the actual duration of therapy sessions were of an individual or group nature as well as maintaining a mileage log for each trip. The contractor is also required to log in and out of each school site and to schedule herself/himself for each individual child¿s IEP committee meeting at the school¿s request. Weekly schedules shall be approved by the school¿s special education teacher. g. The contractor will be expected to submit a progress report each quarter grading period for each student being seen for therapy purposes, outlining any progress that has been made regarding goals that have been established relative to motor therapy in the classroom or with the school environment, following consultation with the special education teacher and/or the regular classroom teacher. h. The contractor will be expected to meet with the parents of students and/or guardian of students placed for therapy purposes, to provide for consultation during which time the contractor will be available to meet with close family members to discuss those issues, problems or concerns which are pertinent to or impact on the progress of the student within the school environment. Such sessions will occur as time scheduling allows so that such sessions do not reduce the therapy time of students placed to receive therapy. These meetings will be scheduled based on the willingness of family members to participate voluntarily and with consultation with the contractor. 3. EVALUATION REPORT OF PROGRAM EVALUATION All reports contain all necessary information required to remain in compliance with any and all pertinent regulations mandated by Federal or State Laws including IDEA and the Indian School Equalization Program¿s guidelines and criteria. In addition the completion of the motor evaluation, the contractor shall: A. The contractor shall be present at IEP/multidisciplinary placement team meeting to develop individual goals and objectives for each student to whom therapy is provided. The goals and objectives must be a part of each student¿s IEP. B. Meet the students on an individual basis for the purpose of providing therapy and to determine the effectiveness of individual program goals and objectives and/or student progress in regard to his/her adaptation to the educational environment, potential for integration into the regular program and his ability to cope outside a structured environment. 1. Meet with the special education classroom teacher on a regular basis to be determined jointly by the teacher, the contractor and school administration to discuss the contract period following the placement of the child into a special education program or placement of the child for therapy purposes only. 4. CONFIDENTIALITY All materials furnished or produced by the contractor under this agreement including but not limited to documents, reports and correspondences will remain CONFIDENTIAL. The contractor shall not release information to any persons, group of persons, firm or organization other than the Bureau of Indian Education, Crystal Boarding School with information related to work performed, research or information derived from work performed under this agreement. Breach of confidentiality shall be deemed substantial breach of this agreement and may be grounds for rescission. . Services must be performed in the state of New Mexico Customer may require an increase in service throughout the life of the contract as needed. BASE YEAR QUOTE LINE ITEMS: (Please provide a breakdown of total cost) 1 Services: ____ Days at $_______per day = $__________________ 2. Travel: Mileage: ________miles round trip X $0.535 miles X _____ trips = $_________ 3. All Applicable taxes $ _______________ Total Price for the Year = $______________________ OPTION YEAR 1 QUOTE LINE ITEMS: (Please provide a breakdown of total cost) 1 Services: ____ Days at $_______per day = $__________________ 2. Travel: Mileage: ________miles round trip X $0.535 miles X _____ trips = $_________ 3. All Applicable taxes $ _______________ Total Price for the Year = $______________________ OPTION YEAR 2 QUOTE LINE ITEMS: (Please provide a breakdown of total cost) 1 Services: ____ Days at $_______per day = $__________________ 2. Travel: Mileage: ________miles round trip X $0.535 miles X _____ trips = $_________ 3. All Applicable taxes $ _______________ Total Price for the Year = $______________________ OPTION YEAR 3 QUOTE LINE ITEMS: (Please provide a breakdown of total cost) 1 Services: ____ Days at $_______per day = $__________________ 2. Travel: Mileage: ________miles round trip X $0.535 miles X _____ trips = $_________ 3. All Applicable taxes $ _______________ Total Price for the Year = $______________________ OPTION YEAR 4 QUOTE LINE ITEMS: (Please provide a breakdown of total cost) 1 Services: ____ Days at $_______per day = $__________________ 2. Travel: Mileage: ________miles round trip X $0.535 miles X _____ trips = $_________ 3. All Applicable taxes $ _______________ Total Price for the Year = $______________________ Travel cost incurred for transportation, lodging, meals, and incidental expenses (as defined in the regulation cited in FAR 31.205-46) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulation. The consultant will be reimbursed for travel to provide support at a Government site or other site as may be specified and approved by the COTR under this effort. All travel shall be approved, by the COTR, prior to commencement of travel. Consultant shall provide supporting documentation and a detailed breakdown of incurred travel costs with each invoice. FAR 52.212-02: Evaluation -Commercial Items: (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: In the order of importance are the listed evaluation factors: Factor I - Technical Capability Factor II - Management Capability Factor III - Past Performance In accordance with FAR 15.101-1, Best Value, Tradeoff Process. All non-price factors weigh more than cost or price. (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). (c) 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. M.1 52.217-05, Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. M.2 Evaluation Factors for Award: Award will be made on the basis of the best value trade off evaluation meeting the technically acceptable standards of all the non-price factors. The evaluation factors other than cost or price when combined, are significantly more important than cost or price. The Government intends to select the Best Value offer on the basis of initial offers received, without discussions. Offerors may be given the opportunity to clarify certain aspects of quotes (e.g., the relevance of an offeror's information to resolve minor or clerical errors.) M.3 Evaluation The Government will be utilizing a best value trade off procedures as required under FAR 15.101-1. The Government will evaluate all offers to determine technical acceptability quote with the evaluated price. Each Non-Price Factor will be rated with adjectives (see M.5 for rating scale). M.4 Evaluation Factors Factor I - Technical Capability Factor II - Management Capability Factor III - Past Performance Factor I - Technical Capability quote for Occupational Therapy Services, in accordance with the Statement of Work. The Technical Capability shall be in as much detail as the offeror considers necessary to fully explain the quoted technical approach. The technical quote should reflect a clear understanding of the nature of the work to be performed. The quote shall assess the offeror's understanding of the Bureau of Indian Affair's goals for the project and an understanding of the Statement of Work (SOW). The quote should include, but not limited to the following: a) Knowledge and understanding of the requirements outlined in the SOW. b) Understanding of general and local condition which can affect the SOW. c) Logical sequence of steps and or specific techniques to accomplish all required work specified in the SOW. d) Capability to produce deliverables in response to the SOW. Factor II - Management Capabilities for a Occupational Services, in accordance with the Statement of Work. Each offeror shall submit a plan consisting of a narrative explanation of their quote on-site approach to project management and coordination; and cost control measures on change orders and how they are quoted and tracked. Each offeror will be required to provide the relevant experience and knowledge of key individual(s) of the project team who will be assigned directly to the project. This factor will assess the quoted key personnel qualifications. The assessment will consider whether the quote provides an adequate number of appropriately qualified personnel to meet the technical, management and support requirements of the SOW. The Offer should include, but not be limited to the following description: a) Describe the method and criteria you plan to use to select qualified subcontractors to ensure an appropriate level of experience and expertise for the project. b) Describe your project schedule and plan indicating where you will start the project and how you plan to proceed to completion of the work as identified in the statement of work. Your projected schedule of the project; shall include steps within each phase and their estimated duration time. Project Schedule should note critical path. c) Submit a resume, certificates, licenses, along with a letter of commitment for all key personnel. Factor III - Past Performance for Occupational Therapy Services, in accordance with the Statement of Work. Please provide a list of contracts to include the contract number, POP, point of contact information and the description of the requirement. "Successful past performance on similar projects, to include but not limited to timeliness of performance and customer satisfaction". Complete and submit Appendix I. APPENDIX I: Past Performance Questionnaire 1. Contract number 2. Contractor's name and address 3. Type of contract 4. Complexity of work 5. Description and location of work (e.g., types of tasks, products, services) 6. Contract dollar value 7. Date of award 8. Contract completion date (including extensions) 9. Type and Extent of Subcontracting 10. If a problem surfaced what was done fix it? 11. A description of the types of personnel (skill and expertise) used and the overall quality of the contractor's team? 12. How was the technical performance or quality of the product or service; schedule; cost control (if applicable); business relations; and management? 13. Were there any particularly significant risks involved in performance services? 14. What was the relationship between the prime and subcontractors? How well did the prime manage the subcontractors? Did the subcontractors perform the bulk of the effort or just add depth on particular technical areas? Why were the subcontractors chosen to work on specific technical areas, what were those areas and why were they accomplished by the subcontractors rather than the prime? 15. Past efforts with the any other agency? 16. The company's strong points? BACKGROUND INVESTIGATION: In accordance with 25 U.S.C. 3201 (P.L. 101-630), Indian Child Protection and Family Violence Prevention Act; 42 U.S.C. 13041, Crime Control Act of 1990; 441 Departmental Manual, Personnel Security and Suitability Requirements all positions with duties and responsibilities involving regular contact with or control over Indian children are subject to a background investigation and determination of suitability for employment. Accordingly, all such positions require a favorable screening (applicant and suitability) determination made by the Bureau of Indian Affairs (BIA) Office of Indian Education Programs (OIEP), Personnel Security and Suitability Program; and a favorable background investigation determination conducted by the Office of Personnel Management (OPM). A favorable screening (applicant and suitability) determination must be made by the Bureau of Indian Affairs (BIA) Office of the Indian Education Programs (OIEP), Personnel Security and Suitability Program prior to contract award or made within 60 days of incorporation of this clause into a current/existing contract. Pending completion of a background investigation by OPM, the Contractor who has been granted a favorable screening (applicant and suitability) determination must be within the sight and under the supervision of a Government employee who has had a completed background investigation (42 U.S.C 13041 (3)) during contract performance until a final background investigation determination has been made. Prior employment with the Federal Government, including BIA, OIEP or the Bureau of Indian Affairs, does not assure that the appropriate screening or investigation was conducted nor does it alleviate or guarantee a favorable screening (applicant and suitability) determination or background investigation. Prior to an award or during the 60 day period discussed in paragraph two, it is solely the company, individual or contractor's responsibility to contact the BIA, OIEP Personnel Security and Suitability Program at 505-563-5287/5288/5289/5294 in order to obtain a complete security package, which includes but is not limited to appropriate investigative forms and/or inquire about their previous investigation; and, obtain a screening (applicant and suitability) determination, and subsequent final background investigation. If an unfavorable screening (applicant and suitability) determination is made, a purchase order shall not be awarded to the individual who received an unfavorable screening or to the company who has proposed to employ the individual to perform the work. The individual and or the company who proposed to employ this individual may be determined to be non-responsible if an unfavorable screening (applicant and suitability) determinations is made, which will make them ineligible for purchase order award. If an unfavorable final background investigation determination is made, the purchase order may be terminated and the employee in question shall not be authorized to provide service to the BIA, OIEP, if the services involve contact with or regular control over Indian children. All Contract Clauses and provisions incorporated in this solicitation can be read in full text by visiting the following websites or may be requested from the Contracting Officer: http://farsite.hill.af.mil http://www.arnet.gov/far CONTRACT CLAUSES: The following clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items; FAR 52.212-3, Offeror Representations and Certifications Commercial Items; FAR 52.212-4, Contract Terms and Conditions Commercial Items; and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. In paragraph (b) of FAR 52.212-5(b), the Contractor shall comply with the following FAR clauses that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive order applicable to acquisitions of commercial items: FAR 52.213, Contractor Code of Business Ethics and Conduct; FAR 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009; FAR52.217-6 Option for Increased Quantity; FAR52.217-7, Option for Increased Quantities-Separately Priced Line Items; FAR 52.217-8, Option to Extend Services; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.232-18 Availability of Funds; FAR 52.204-9 Personal Identity Verification of Contractor Personnel; FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving; FAR 52.222-3, Convict Labor; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; FAR 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Equal Opportunity for Workers with Disabilities; FAR 52.222-37, Employment Reports on Veterans; FAR 52.223-15, Energy Efficiency in Energy-Consuming Products; FAR 52.211-6, Brand Name of Equal; FAR 52.225-1 Buy American Act-Supplies; FAR, 52.232-34, Payment by Electronic Funds Transfer-System for Award Management; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items of FAR 52.212-5(c), the Contractor shall comply with the following FAR clauses that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive order applicable to acquisitions of commercial items: FAR 52.222-55, Minimum Wages Under Executive Order 13658; FAR 52.232-18, Availability of Funds; FAR 52.216-02, Economic Price Adjustment-Standard Supplies; FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors and DIAR clauses are herein incorporated as follows:. DIAR 1452.280-1 Notice of Indian small business economic enterprise set-aside ;DIAR 1450-16-1Homeland Security Presidential Directive,DIAR, 1452.280-2; DIAR, 1452.280-3 Subcontracting limitations; DIAR, 1452.280-4 Indian economic enterprise representation; DIAR, 1480.102 Buy Indian Act acquisition regulations; DIAR, 1480.503 Commercial item or simplified acquisitions; DIAR 1480.601 Subcontracting limitations; DIAR, 1452.226-70, Indian Preference; DIAR, 1452.226-71, Indian Preference Program. Provide DUNS# and Tax ID# with a signed and dated quote, along with a completed copy of FAR Clause 52.212-3, Offeror Representations and Certifications - Commercial Items and DIAR 1452.280-4, Indian Economic Enterprise Representation. These two documents (completed 52.212-3 and DIAR 1452.250-4) are required to be considered for award. The RFQ is to be submitted to John Fife by email at
[email protected]. Any further questions regarding this announcement may be directed to John Fife, Contract Specialist, via email. All contractors submitting quotes must be registered in the SAM.gov, in order to receive contracts and purchase orders from the Federal Government pursuant to FAR Clause 52.204-7. To register or learn more about the SAM, go to: http://www.SAM.gov.