HLMS Q_A 12.29.25.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- Hospital Leadership and Management Support (HLMS) for Readiness Agency wide IDIQ (Single or MultiAward)
- Solicitation number
- 75H70426R00003
About this file
The document is a Q&A Excel spreadsheet related to a Hospital Leadership and Management Support (HLMS) solicitation for the Indian Health Service (IHS), utilizing a two-phase advisory multistep acquisition process. The solicitation seeks a single or multi-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract for consultation and professional support services to IHS healthcare facilities, focusing on healthcare leadership, accreditation, and operational and financial management support.
Key details include a Phase I optional response due January 2, 2026, with requirements for a Key Personnel resume and four SME resumes, and a Phase II submission due January 13, 2026, including Key Personnel resumes, SME resumes, past performance information, and oral presentations on January 15-16. The solicitation requires one Project Manager as Key Personnel and eight total Subject Matter Experts (SMEs) across areas such as Accreditation Management, Healthcare Programs, Operations Management, Medical, Lab, Environment of Care/Life Safety, Pharmacy, and Nursing. The number of required site visits has been reduced from ten to five facilities, and the government emphasizes the two-phase process is designed to lower entry barriers and reduce proposal preparation costs for contractors.
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Sheet1
| Document (RFP or PWS) | Section or page | Question | Answer | |
| 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. |
| 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. | |
| 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. |
| 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 week 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. |
| 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. |
| 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." |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
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