BFSU Hospital Consumer Assessment of Healthcare Providers & Systems (HCAHPS) Survey

This 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.

RFQ-BFSU-26-007 is issued as a request for quotation (RFQ) for Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) Survey at the Blackfeet Service Unit (BFSU) in Browning, Montana. This procurement is conducted pursuant to the authority of Federal Acquisition Regulation (FAR) part 12, FAR 37.101, Non-Personal Services Contract; FAR 37.4 Non-Personal Healthcare Services Contracts.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05.
Set-Aside Small Business 100%
NAICS 541690 - Other Services and Technical Consulting Services
SB Size Standard $22.5 million dollars

1. CONTRACT TYPE
The Billings Area Indian Health Services anticipates awarding a single Firm Fixed Priced Purchase Order for Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) survey at Blackfeet Service Unit (BFSU).

2. PRICE SCHEDULE 

CLIN     Description         
(1)       HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting
Quantity    Unit          Unit Price              Total Price   

12            Month    $___________     $___________

CLIN     Description
(2)       Implementation, Set-up and Data Transfer

Quantity    Unit          Unit Price              Total Price
1            Each        $___________      $___________

3. PERIOD OF PERFORMANCE / DELIVERY DATE / ORDERING PERIODS
The initial Period of Performance / Ordering Period of this contract is intended to start January 19, 2026, through January 18, 2027, with four (4) 12-month option Years
If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000), the ordering period shall be extended in accordance with the following schedule:

Year Option Period
Option Year 1 January 19, 2027, through January 18, 2028
Option Year 2 January 19, 2028, through January 18, 2029
Option Year 3 January 19, 2029, through January 18, 2030
Option Year 4 January 19, 2030, through January 18, 2031

4.

POINTS OF CONTACT (POC)
Purchasing Agent (PA)
Shannon Connelly
Phone: +1 (•••) •••-••••Sign up to see this detail
Email: •••••@•••••.•••Sign up to see this detail

Contracting Officer (CO)
DeeAndra Salabye
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Email: •••••@•••••.•••Sign up to see this detail

Contracting Officer’s Representative (COR)
Eva Racine
Phone: +1 (•••) •••-••••Sign up to see this detail
Email: •••••@•••••.•••Sign up to see this detail

SECTION C – CONTRACT CLAUSES
1. FEDERAL ACQUISITION REGULATION (FAR) 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 clause may be accessed electronically at this address: www.acquisition.gov.
                                                     (End of clause)

CLAUSES INCORPORATED BY REFERENCE
CLAUSE     Title                                                                 Date
52.203-17   Contractor Employee Whistleblower Rights     Nov 2023
52.203-19   Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements     Jan 2017
52.204-13   System for Award Management Maintenance               DEV DATE
52.212-4     Contract Terms and Conditions – Commercial Products and Commercial Services        DEV DATE
52.219-6     Notice of Total Small Business Set-Aside          DEV DATE
52.219-8     Utilization of Small Business Concerns              DEV DATE
52.219-28   Post-Award Small Business Program Representation          DEV DATE
52.222-3     Convict Labor                   DEV DATE
52.222-19   Child Labor-Cooperation with Authorities and Remedies        DEV DATE
52.222-36   Equal Opportunity for Workers with Disabilities           DEV DATE
52.222-37   Employment Reports on Veterans                   DEV DATE
52.222-50   Combating Trafficking in Persons         DEV DATE
52.223-5     Pollution Prevention and Right-to-Know Information           May 2024
52.226-7     Drug-Free Workplace              May 2024
52.224-1     Privacy Act Notification           Apr 1984
52.224-2     Privacy Act                     Apr 1984
52.232-33   Payment by Electronic Funds Transfer-System for Award Management           Oct 2018
52.232-40   Providing Accelerated Payments to Small Business Subcontractors            Mar 2023
52.233-3     Protest after Award                DEV DATE
52.233-4     Applicable Law for Breach of Contract Claim          DEV DATE
52.237-3     Continuity of Services             Jan 1991
52.242-5      Payments to Small Business Subcontractors    Jan 2017
52.244-6      Subcontracts for Commercial Products and Commercial Services    DEV DATE
52.245-9      Use and Charges          Apr 2012

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 1 day of contract expiring.
                                                            (End of Clause)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)
(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.
                                                            (End of Clause)

2. HHSAR CLAUSES
CLAUSES INCORPORATED BY REFERENCE
CLAUSE             Title                                                          Date
352.215-70    Late Proposals and Revisions   Dec 2015
352.222-70    Contractor Cooperation in Equal Employment Opportunity Investigations   Dec 2015
352.223-70    Safety and Health                 Dec 2015
352.224-70    Privacy Act                   Dec 2015
352.226-3      Native American Graves Protection and Repatriation Act       Dec 2015
352.227-70    Publications and Publicity            Dec 2015
352.232-71    Electronic Submission of Payment Request

352.237-70    Pro-Children Act        Dec 2015
352.237-71    Crime Control Act - Reporting of Child Abuse       Dec 2015
352.237-73    Indian Child Protection and Family Violence Act        Dec 2015
352.237-74    Non-Discrimination in Service Delivery                Dec 2015
352.239-73    Electronic Information and Technology Accessibility Notice     Dec 2015

3. INVOICE SUBMISSION AND PAYMENT
Invoices shall be submitted through the Invoicing Processing Platform (IPP), a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests”. The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP Helpdesk at +1 (•••) •••-••••Sign up to see this detail (M-F 8AM to 6PM ET), or •••••@•••••.•••Sign up to see this detail.
Payment will be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. Payments are made in arrears.
                                                                 (End of Local Clause)

4. CONTRACTING OFFICER AUTHORITY:
Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.


5. SPECIAL CONTRACT REQUIREMENTS:
Contractors cannot serve as expert witnesses in any suit against the Federal Government. Many of the IHS patients receiving services may only speak a native language and/or reside on a Native American Reservation, therefore, the Contractor must demonstrate sensitivity to cross-cultural and language differences.
The Privacy Act of 1974 mandates that the Contractor maintain complete confidentiality of all administrative, medical and personnel records, and all other pertinent information that comes to his/her attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse action. The Contractor shall comply with IHS facility infection control and safety procedures, practices, and standards.
SECURITY CLEARANCE: A CNACI must be completed for all Indian Health Service (IHS) contract personnel. Public Law (P.L.) 101-630, Indian Child Protection and Family Violence Prevention Act, requires the IHS to conduct a criminal history background investigation on all contractors performing services in IHS facilities.
The character and background investigations will be conducted by the Fort Peck Service Unit. Fingerprints must be taken as part of the pre-employment process and must be completed before contractors are allowed to work. This can be coordinated with the Service Unit.

SECTION D – DOCUMENTS, EXHIBITS AND ATTACHMENTS
Attachment Number   Title                                                Notes
1                                 Statement of Work (SOW)

SECTION E – SOLICITATION PROVISIONS
1. FEDERAL ACQUISITION REGULATION (FAR) PROVISIONS
52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: www.acquisition.gov.
                                                                        (End of provision)

PROVISIONS INCORPORATED BY REFERENCE
PROVISION  Title                                                                        Date
52.204-7     System for Award Management - REGISTRATION     DEV DATE
52.204-16   Commercial and Government Entity Code Reporting     DEV DATE
52.204-17   Ownership or Control of Offeror           DEV DATE
52.204-22   Alternative Line-Item Proposal            DEV DATE
52.209-2     Prohibition on Contracting with Inverted Domestic Corporations-Representation   DEV DATE
52.209-11   Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law
DEV DATE
52.222-52   Exemption from Application of the Service Contract Labor Standards Contracts for Certain Services – Certification
DEV DATE
52.225-25   Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran – Representation and Certifications
DEV DATE
52.240-90    Security Prohibitions and Exclusions Representations and Certifications
DEV DATE
FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment
- Provision must be completed and returned with the quote.        DEV DATE

FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation
- Provision must be completed in the vendor’s SAM.Gov profile.   DEV DATE
FAR 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services
Continuation - Quote Preparation Instructions    DEV DATE

        
1) Quote Format
Offerors shall submit three (3) volumes, a technical, past performance and price volume, each clearly marked. At a minimum they should include the following information:

Technical - Volume I
Written narrative addressing the technical factors of Management/Understanding the SOW and Key Personnel. The offeror should address the following in their response to Technical:
Management/Understanding of the SOW. Address the following elements (do not exceed 5 pages):
• Management
• Quality Assurance
• Customer Service

Past Performance - Volume II
Written narrative addressing the past performance factors of Relevance and Quality. Offeror must submit at least 2, and no more than 5 past performance records. The offeror shall address the following in their response to Past Performance:

Relevance/Quality. Include information on the past performance of the company as it relates to this requirement, in size and scope. Offerors must be able to demonstrate their record of successful performance in past contracts and/or jobs.

Price - Volume III
A completed pricing schedule as identified in section B of this RFQ, with per unit pricing and a total quoted price. See attachment #X

1) Technical Questions
Technical questions pertaining to this opportunity are due May 18, 2020, at 5pm MT. Answers to the questions will be posted approximately on May 21, 2020. All questions should be submitted in writing to the Contracting Officer (CO) by name and email.

2) Quote Due Date
All quotes in response to this opportunity are due no later than 5pm MT on June 1, 2020. Quotes will only be accepted via electronic mail and must be emailed to the CO at enter email address by the closing date.

3) Offer Acceptance
The offer must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 120 days from the date of receipt by the Government.
                                                               (End of Provision)

52.212-2 -- Evaluation -- Commercial Products and Commercial Services Addenda - Evaluation       DEV DATE
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 offers must contain a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. The following factors shall be used to evaluate offers:

(i). TECHNICAL:
The contractor will be evaluated based upon their capabilities as they relate to the requirement, as well as their understanding of the project.
Sub-Factors:
Management:
An acceptable approach will demonstrate the offeror’s ability to support the Government’s requirements for the specified candidate placement.
Quality Assurance:
An acceptable approach will identify the actions employed to ensure compliance with performance standards in the SOW. Provide effective measures for candidate placement and procedures that demonstrate compliance with Federal, State, and local laws and regulations. Must show the ability to present candidates that meet IHS clearance requirements.
Customer Service:
An acceptable customer service plan shall address how the offeror will ensure their availability to the requiring department of the IHS facility. Must show the ability to respond to planned and urgent placement requests.

(ii). PAST PERFORMANCE
Sub-Factors:
Relevance/Quality:
The offeror will be evaluated based upon the relevance and quality of past contracts/jobs performed and general trends in the contractor’s performance will be considered. More recent and more relevant performance has a greater impact on the Performance Confidence assessment than less recent and less relevant performance. The Government will perform an independent determination of relevancy of the data provided or obtained.

NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror’s past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

Performance Confidence:
As a result of the relevancy and quality assessments of the past contracts/jobs evaluated, the offeror will be assigned a confidence rating to their Past Performance factor. It is the Government’s assessment of the offeror’s probability of meeting the requirements of the project based on the offeror’s experience level to projects similar in size and scope to this requirement.

(iii). PRICE:
Total evaluated price will be calculated for evaluation purposes only and used to assist in determining the best value to the Government. The total evaluated price will be evaluated as follows:
• Price Reasonableness: Determination whether it is reasonable and if the quotation reflects an understanding of the requirement. Price competition is expected to support the determination of reasonableness. This factor will be evaluated as identified in FAR Part 15.305(a)(1).
• Balanced Pricing: Unbalanced pricing is referenced at FAR Part 15.404-1(g).
Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly overstated or underestimated as indicated by the application of analysis techniques. Offerors are cautioned that offers that are determined to be "materially unbalanced" may result in the offer being rejected because the lack of balance poses an unacceptable risk to the Government.

All evaluation factors other than cost or price, when combined, are approximately equal to cost or price.
Best Value-Trade Offs: The Government reserves the right to make an award to other than the low priced quoter if another superior technical submission, or a submission indicating a reduced performance risk, warrants paying a premium. As non-price factors are evaluated closer to one another between quotes, prices will become more significant. Furthermore, the Government reserves the right to award no order at all, depending on the quality of the quotes, the availability of funding and the continued existence of the requirement.
                                                             (End of Provision)

FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (DEVIATION DATE)
- Provision must be completed in the vendor’s SAM.Gov profile.

2. HHSAR PROVISIONS
PROVISIONS INCORPORATED BY REFERENCE
PROVISION     Title                                                                      Date
352.215-70    Late Proposals and Revisions              DEC 2015
352.239-73    Electronic Information and Technology Accessibility Notice     DEC 2015