HLMS Q_A 1.6.26.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- Hospital Leadership and Management Support (HLMS) for Readiness Agency wide IDIQ (Single or MultiAward)
- Solicitation number
- 75H70426R00003
About this file
This document is a Questions and Answers (Q&A) Excel file for the Hospital Leadership and Management Support (HLMS) solicitation issued by the Indian Health Service (IHS). The solicitation is a single or multi-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract for consultation and professional support services to IHS healthcare facilities, with an emphasis on healthcare leadership, accreditation, and operational and financial management support. The procurement uses a two-phase acquisition process, with Phase I as an optional advisory multistep process and Phase II as the formal solicitation, designed to lower barriers to entry and allow contractors to assess their competitiveness before investing in a full proposal.
Key details include a total contract ceiling between $50-55 million covering a base period and option years, with an estimated 5 IHS service units to be supported. The contract is Time-and-Materials (T&M) with a travel expense budget of $1 million per year. Key submission dates include January 13, 2026, at 5 PM EST for Phase II proposal volumes, with oral presentations scheduled for January 15-16, 2026. The solicitation requires one Key Personnel (Project Manager) and four Subject Matter Expert (SME) resumes, with core staff allocated 24 hours per week per site, including up to 16 remote hours. An optional education and training program component is included, to be exercised at the government's discretion.
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Sheet1
| Document (RFP or PWS) | Section or page | Question | Answer | Amendment No. | |
| 1 | RFP | Cover page | The cover letter indicates January 2nd for the phase 1 response (you might have noticed it says 2025 just in case you revise the document). | The correct due date for Phase I response is January 2, 2026. | 1 |
| 2 | Cover page | For phase II, it states January 15 and 16 are reserved for oral presentations and for phase II KP resume date it lists Jan 13th. Is the whole phase II due date Jan 13th or is there another date prior to orals for phase II due date? | For Phase II, the due dates for each part of the Phase II are as stated: KP resumes are due on January 13th prior to any scheduled oral presentations on either January 15th or 16th. This is to give the evaluation panel enough time to review the resumes prior to the oral presentations. | 1 | |
| 3 | RFP | General | I know phase I is to understand our interest and experience so I was curious since we’ve responded to the RFI previously, if you also need a phase I response. | This is a business decision. IHS cannot advise your organization one way or the other of whether or not to submit in Phase I. Please review the specific language of why IHS is electing the Advisory Multistep process per FAR 15 as stated in the cover letter, "The purpose of the two-Phase acquisition is lower the barrier to entry for contractors and allow evaluators to notify contractors that their proposal is unlikely to garner award but allows them to continue competing if they choose. This gives contractors an opportunity to withdraw from competition before bearing the costs of a full proposal submission reducing risk, cost, and time for both the contractor and the government. | 1 |
| 4 | Attachment 1 - Pricing Schedule | Total Hours per Year (Column E) | Can the government please clarify whether the total hours be year are for each year per deployment? For example, the project manager is only alloted 120 hours per year, but is listed as core staff. | The hours for the core staff have been updated in the appropriate sections to reflect 24 hours of support per year to include the PM and three Core SMEs. Of these 24 hours, up to 16 hours may be remote on a case-by-case basis and approved situationally by the COR in advance. | 1 |
| 5 | Attachment 1 - Pricing Schedule | Total Hours per Year (Column E) | Can the government please clarify whether the listed LCATs are the only staff that will be used on this project or whether offerors may proposed additional staffing? | The LCATs listed are the only staff that will be used on this project. Offerors may not propose additional staffing/hours. | 1 |
| 6 | RFP | L.6.2 & L.6.3 | Can the government please confirm whether Key Personnel and SME resumes should be included in Phase 1 or Phase 2 responses? | Per the RFP, a key personnel resume and SME resumes are required for both phases. Specifically, Phase I Section L.6.2 requires "Submit one resume for the Key Personnel and four resumes for diverse SME areas." For Phase II, Section L.6.3.3, "the government will conduct a sample review of credentialed staff SME resumes who would potentially perform work under this PWS. The government will assess the qualifications and experience of the resumes submitted. Submit four resumes for diverse SME areas." | 1 |
| 7 | RFP | L.6 Instructions for Preparation of Phase I and II Submissions | Can the government please confirm whether offerors should submit their past performance volume on January 13 with the resumes or on the 15th or 16th when they present? | Offeror's must submit all Phase II volumes (KP and SME resumes & Letter of Committment, past performance sumaries and CPARs/Past Performance Short Forms, as applicable and price), except the oral presentation, on January 13, 2025 by 5PM EST. | 1 |
| 8 | RFP | L.6 Instructions for Preparation of Phase I and II Submissions | Given that two government holidays fall between when the solicitation was released and when Phase 1 is due to the government, would the government consider extending the Phase 1 and 2 due dates by a week to give offerors more time to effectively prepare responses? | Phase I is optional and not required. Phase I documents to be submitted are a KP resume and four SME resumes and and no more than a 10 page written document describing your corporate experience as it relates to the PWS. For Phase II, a written technical proposal is not required. Oral presentations are in lieu of a written technical proposal. Phase II submissions include the KP resume, KP Letter of Committment, SME resumes, past performance summaries and applicable CPARs/Past Performance Short Form and Oral Presentation. Please note, organizations may provide a courtesy copy of their slides to the government. However, it is not required. | 1 |
| 9 | PWS | 2.4 Hours of Operation | Can the government please clarify on-site expectations? For example, the PWS Hours of Operation list the expectation as a minimum of 24-hours per week, yet the total hours for the roles are less than 24-hours per week. | Please see answer to Question No. 4. Situational exceptions may be made for remote work upon COR approval. | 1 |
| 10 | RFP | L.6.1 & 6.2 & 6.3.4 | Can the government please confirm if Past Performance information is part of Phase II? Phase I seems to include capability and past performance write ups, but L.6.1 and L.6.3.4 mention Past Performance as part of the Phase II submission. If both, can the same Past Performance be submitted in both phases? | Yes, Past Performance is part of Phase II submission. Phase I submission is focused on Corporate Experience (what your company did) and not past performance (how well your company did). Phase I is not requesting general capability statements. | 1 |
| 11 | PWS & RFP | PWS 2.12 Key Personnel; RFP L.6.3.3 | Can the government please confirm who the key personnel for this requirement are and update the PWS with the required qualifications for each key personnel position? | There is one Key Personnel position, the Project Manager. Relative updates have been made. | 1 |
| 12 | RFP | L.6.3.3. | Can the government please confirm how the sample review of SMEs will be conducted? For example, the pricing volume mentions 8 SMEs, will 8 resumes need to be submitted to sample 4 from or will only 4 need to be submitted? And, can "diverse areas," please be further defined? For example, are these geographic areas or healthcare backgrounds? | Per RFP Section Section L.6.3.3, the government will review a sample of four resumes for evaluation purposes understanding that additional/different SMEs may need to be hired post award as needed. The resumes should cover topic areas noted in Attachment 1: Price Schedule such as Accreditation Management, Healthcare programs and Operations Management SME, MD, Lab, EOC/Life Safety, Pharmacy, and Nurse. | 1 |
| 13 | PWS | 1.6 & 5 | The scope and basic services differ slightly. Can the government please confirm which should be used for the purposed of a proposal response? For example. Section 5.2.5 mentions an optional education and training program task as well as Executive Leadership Development, Group and Individual Mentoring, and Communication Structure tasks that are not mentioned as part of Section 1.6. | Executive Leadership Development, Group and Individual Mentoring, and Communication Structure tasks have been moved above the optional tasks and renumbered to be clear it is part of the basis services. | 1 |
| 14 | RFP | cover letter (p. 4), Section L.4 (p.29) | 1. The several references to submitting questions in the documents refer to each other for instructions regarding question submission. For example, the cover letter (p. 4) refers to section L for instructions. Section L.4 (p. 29) refers to the cover letter. Could you clarify how you’d prefer future questions be submitted? For now, we are including both as text here and in the Q&A excel provided but are happy to modify the format however helpful. | Per the Sam.gov posting, submit questions using the Q&A Template. Questions can be submitted up to the deadline of each Phase. However, be mindful to give the government a reasonable response time prior to the due date of any phase. | 1 |
| 15 | RFP | cover letter (p. 4). | 2. Timing of phase 2 due date: The cover letter indicates January 2nd for the phase 1 response due date. It subsequently has a line for phase 2 response due date but then describes January 15 and 16 as dates for orals. Could you clarify the due date for phase 2? | See Question 7 response. | 1 |
| 16 | RFP | Section L.5 Technical a.- Phase 1- Corporate Capability Volume and Key Personnel Resume | 3. Timing of resume submission: In section L.6.2 of the RFP, page 31, there is an outline of requirements for Phase 1 submission. This doesn’t include resumes but at the bottom of the section it states the government will conduct a sample review of resumes of those who would perform work under this PWS as key personnel (Project manager) and SMEs…. Submit one resume for the Key Personnel and four resumes for diverse SME areas.” For phase 2, L.6.3.3 on page 33 describes submitting Key Personnel resumes by the due date on the cover page, which is January 13th. Could you clarify if we should be submitting some or all resumes as part of Phase 1? | Phase I and Phase II resumes might be the same but they are required for each Phase since Phase I is optional. | 1 |
| 17 | PWS | pg 7, section 2.12.1 | 4. On p. 7 of the PWS, there is a section 2.12 called Key Personnel. It goes into detail about the role of the Project Manager but then in 2.12.1 under Project Manager Availability, it talks about the role of the contract manager. Could you clarify if Key Personnel include contract manager, alternate contract manager, and project manager as three distinct roles or one role? | The RFP only requires one key personnel, Project Manager. The necessary edits have been made to the RFP. | 1 |
| 18 | RFP | Cover Letter | In reviewing the subject solicitation I could not find the due date for Questions. The letter directs me to Section L; and, Section L indicates the due date is in the letter. Could you please provide the due date for the questions so we can respond accordingly? | All due dates for questions are listed on the cover letter. | 1 |
| 19 | RFP | General | Please confirm if we are correct in understanding the Phase I submittal does not include pricing information. | Yes, this is correct. | 2 |
| 20 | RFP | Section A.1 - Page 6 | RFP Wording: Solicitation Type & Value: This acquisition is greater than $9 million and uses the procedures in RFO FAR 12.202 in conjunction with the procedures in RFO FAR 15 for requests for proposals (RFPs). The estimated value for the IDIQ ceiling to include the Base and all option years is between $50M-$55M. |
Questions: Please identify the estimated number of Indian Health Service (IHS) sites/facilities anticipated to be supported under the stated contract value ceiling $50-55M. Further, please clarify whether the referenced dollar amount represents an annual ceiling or the total contract ceiling applicable to the base period and all option years. Please clarify the maximum if the ceiling cap $55M is applicable to one site or if it is intended to cover all ten (10) IHS sites.
| Lastly, please confirm whether multiple projects are to be performed concurrently under this contract, or if the expectation is to implement projects incrementally. | The estimated number of IHS service units for this project is now 5.The range of $50-55M amount represents the total contract ceiling applicable to the base period and all option years covering all sites. Projects are expected to be implemented on an as needed basis and based on demand from service units. Therefore, projects may happen concurrently. | |||
| 2 | ||||
| 22 | RPF | Section B.2 & B.4 page 7 | RFP Wording: B.2 The contract type is Time-and-Materials (T&M). The preponderance of services will be acquired using the Direct Labor CLIN with fixed hourly rates. The Materials CLIN is for authorized travel performed under this contract and any other direct costs approved by the Contracting Officer as defined in FAR 52-214-4 Alt I (a) (Deviation Nov 2025). Travel may be authorized by the Contracting Officer’s Representative. |
And B.4 The not-to-exceed price for travel conducted under this contract are those provided by the Government in Attachment 1- Pricing Schedule. Any unused travel ceiling may be realigned to the Direct Labor CLIN should the CO determine it is necessary. Attachment 1-Pricing Schedule indicates Line 19 NTE Plug Travel Figure at 400,000.
| Questions: Please clarify whether the stated contract value (ceiling $50-55M) is inclusive of travel expenses, or whether such costs will be addressed separately. Additionally, we understand the 400,000 travel figure to be for each site per year under the award, is this correct? | Yes, the travel CLIN and ceiling is inclusive of the estimated contracting ceiling range. Please be adivsed the estimated plug figure for travel has changed as of amendment no. 1 and now reflects $1M per year. Per the RFP, offerors must use the Government's plug figure for this line item in their price proposal. | 2 | ||
| 24 | RFP | Section L.6.2 Page 31 | RFP Wording: The government will assess the qualifications and experience of the resumes submitted. Submit one resume for the Key Personnel and four resumes for diverse SME areas. | |
| Questions: Please clarify the Phase I submission requirements regarding Key Personnel and Subject Matter Experts (SMEs). Specifically, should offerors submit resumes for all proposed Key Personnel and SMEs, from which IHS will select one Key Personnel and four SME resumes for evaluation, or should offerors limit their Phase I submission to one Key Personnel resume and four SME resumes only? | There is one Key Personnel position, the Project Manager. Relative updates have been made per Amendment No. 1. Offerors must limit their Phase I submission to one Key Personnel resume and four SME resumes only per section L instructions of the RFP. | 2 | ||
| 26 | RFP | Section L.7.2 - page 35 | RFP Wording: The Price Proposal must be submitted using Attachment 1: Price Schedule and propose loaded hourly rates for each stated labor category. |
Questions: Attachment 1 (Price Schedule/Financial Worksheet) identifies an hourly allocation of 486 hours for each core staff member for the base period and for each option year. However the worksheet lists 24 hours per week for each core staff, this would amount to 1,248 hours per year per core staff member. Based on listed 486 hour allocation, that total equates to approximately 9.3 hours per week per core staff member.
| Please clarify whether this hourly allocation is correct as stated, or if our assumption of 1,248 hours is correct? | See Question 4 response. | 2 | ||||
| 28 | PWS | Section 7 (Deliverables), element 6 - page 15 | PWS Wording: On site support: minimum of three (3) core SMEs per facility for a minimum of 24 hours onsite per week and up to an additional 16 hours remote work each week. Additionally, under PWS Section 2.3 page 8 wording states ...and shall remain available during any remote hours. | |||
| Question: Remote hours do not appear to be factored into the financial worksheet and overall cost. If this is correct, how can remote hours be factored into the project cost. | See Question 4 response. | 2 | ||||
| 30 | PWS | Sections 2.12 page 6 & 2.13 page 8 | PWS Wording: Under PWS 2.12 Key Personnel: The Government considers the project manager to be Key Personnel and the lead SME. The Contractor shall designate a Key Personnel deemed qualified to manage the work. Under PWS 2.13 Other Personnel: One core SME shall be designated as the lead SME to manage the day-to-day operations at the site and reports to the Project Manager. | |||
| Questions: The referenced statements appear to present potentially conflicting information regarding the Project Manager role. Please clarify whether the Project Manager is intended to be a distinct position from the Lead Subject Matter Expert (SME), or whether the Lead SME is expected to also perform the Project Manager functions. Additionally, the Pricing Schedule/Financial Worksheet allocates 120 hours to the Project Manager role. If the Project Manager responsibilities are intended to be performed by the Lead SME, please clarify whether these 120 hours should be added to the Lead SME’s total allocated hours for pricing and level-of-effort purposes. | Per the PWS, the Project Manager is considered core staff and the listed responsibilities are different and distinct from the onsite lead SME. The PM is the lead SME for the IDIQ and relative TOs in its entirety while the onsite core lead SMEs manage individual site specific day to day responsibilities. Per the PWS, "one core SME shall be designated as the lead SME to manage the day-to-day operations at the site and reports to the Project Manager." | 2 | ||||
| 32 | PWS | Section 2.6 - page 5 | PWS Wording: Contractor personnel must complete all security requirements as outlined by the Government at award and maintain the required level of security throughout the contract. Once the security requirements are completed, they will be valid for each individual facility. | |||
| Question: For offeror personnel serving as Subject Matter Experts (SMEs) who are required to support multiple IHS sites, please clarify whether appropriate security access (e.g., PIV credentials and associated access levels) will be granted to allow entry across multiple facilities, or whether separate access approvals will be required for each site. | Per the PWS wording as stated, "once security requirements are completed, they are valid for each individual facility." Generally, all SMEs whether core or specialized staff require a background check to obtain IHS credentials. It is the Government's expectation that the three core SME staff for a specific facility remain onsite and consistent throughout a project and should not be moving from site to site. Specialized SMEs however, may have the need to be deployed to multiple or different sites based on the needs of the project/site. | 2 | ||||
| 34 | PWS | Section 5.2.5 - page 11 | PWS Wording: Education & training program OPTIONAL .2.5.3 Establish a standard agency-wide competency and training program for IHS federal healthcare facility leadership and management. Questions: Please clarify the scope and expectations associated with the optional education and training curriculum component referenced in the Performance Work Statement (PWS). Specifically, please describe how and under what conditions this optional component is to be exercised. Additionally, please clarify how an agency-wide education and training program is intended to be reflected in the pricing structure. Is this effort represented by the 486 hours allocated to the Education/Training Subject Matter Expert (SME) in the Financial Worksheet, and if so, is 486 hours sufficient for this effort? | The optional task and relative CLIN is to be exercised and funded at the Government's discresion. The funded amount will be determined by the proposed hourly rate multiplied by the estimated number of hours needed for this task. The 486 hours is intended to cover the labor related to the stated scope of this task. The Government may adjust the number of hours as needed. | 2 | |
| 35 | Attachment 1 - Pricing Schedule | Labor Hours/Sites/Formulas | We believe the formula for column F (specifically F7) may be incorrect. It currently shows that the unit pricing for the base period consists of multiplying column C (fixed hourly rate) by column E (total hours per year), but it also requires multiplying column F (number of deployments) that is listed at 5, but the pre-set formula in column G has a multiplier of 10 rather than 5. Please confirm if the intent for the column G deployment multiplier that is part of the formula is supposed to be 5 rather than 10. |
Also please confirm if the total unit pricing should include column F (number of deployments), if so, then it’s safe to say that you are requesting direct labor at each site to consist of the total number of hours per year listed in column E to be performed at each site, i.e., 1248 hours per year per site, and not 1248 hours per year total for all 5 sites. Because if the intent is for a total of 1248 hours for all 5 sites, the unit pricing need to only consist of multiplying column C and E, and should not include column F.
Please be advised that per Attachment 1, Row 136 "*The contractor is responsible for ensurimg all formulas and calculations are correct." The column G deployment multiplier is 5 (as noted in column F) to reflect the estimated 5 sites for this IDIQ. As such, 1248 hours, as noted for the relative labor categories, is per year, per site. 3
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