75H70525Q00021 0001.pdf

(x)

75H70525Q00021 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

Red Lake MN 56671-0497 24760 Hospital Drive Indian Health Service

Bemidji MN 56601 2225 Cooperative Ct NW, Rm 200 Indian Health Service

08/18/2025

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.

Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended,

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

08/18/2025

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The reason for this amendment is to extend the RFQ due date to 09/11/2025 at 2:00 CST

See the attached for questions and responses.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

Questions and Answers for RFQ 75H70525Q00021 LMS for Red Lake Hospital

1. Part 2: Technical requirements A. LMS will be stored and maintained on the RLSU servers?

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server

2. Can you please clarify if this is a hard and fast requirement? Is FedRAMP IL4 an appropriate offering for this ask? Can you deploy on AWS GovCloud?

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server b.

3. Could you please confirm how many licenses of the LMS is needed? In the

Solicitation, there's a table with differing user counts, from 275, to 75, etc.

a. The total amount of users is 275. However, if license fees are required for department specific modules the amount of users who would require access to those modules was also included. For example, Emergency department specific trainings would only require emergency department staff access to those systems.

4. What is the LMS you are currently using?

a. Medical Consultants Network

5. Is it a deal breaker if the LMS proposed only hosts servers internally like through AWS? Or is it a hard requirement for the LMS to be able to be hosted on RLSU's server?

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server b.

6. Is there an incumbent? For clarity, are we replacing an existing LMS with this solicitation, or is this to install the “first ever” LMS? If there was an existing, please advise the contract number, and the LMS that was previously used.

a. Medical Consultants Network – 75H70523P00082

7. Does the hospital have a preference for a specific platform?

a. Relias was best matched based on market research

8. The solicitation stipulates support to be made available by the contractor Monday to Friday 0800-1530, what is the time zone?

a. CST

9. What is the LMS you are currently using?

a. Medical Consultants Network

10. Please outline the key functionality requirements and features you need in the

LMS.

a. Administrative tools

i. Create and customize user groups

ii. Build training plans

iii. Assign training to staff

iv. Ability to send automated email reminders for due dates

b. Easy-to-use learner portal

c. Access to all vendor training courses

d. Ability to add external training courses as required by facility

e. Crosswalk tools for accreditation and licensing boards - TJC

f. Continuing education for all licensed or specialized healthcare specialties to support professional development for all staff

g. Tracking of training and competency due dates for each user

h. Trainings must promote cultural competency for Native American populations

i. Implementation of the system and support for key users throughout implementation process

11. The solicitation states that the 'LMS will be stored and maintained on the RLSU servers', yet it also specifies that the program must be 'Cloud based'. Could you please clarify if 'Cloud based program' implies a vendor-hosted Software as a Service (SaaS) solution, or if it refers to a private cloud architecture that will be deployed and maintained on the Red Lake Service Unit's (RLSU) own server infrastructure?

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server

12. What integration capabilities are required for the LMS?

a. No integration is required as this will be only used at Red Lake site

13. Can you provide an overview of your technical environment, including current systems and software?

a. The current system is accessed through a browser using a username and password.

14. When do you plan to make a decision on the LMS vendor?

a. ASAP current system will no longer be available 09/28/2025

15. What is your target date for having the new LMS live and accessible to users?

a. 6 weeks post award date system must be operational

16. Is the LMS intended solely for internal workers only, or will it be accessible to a broader audience?

a. Only RLSU employees and contractors will access

17. What systems do you currently use for HRIS, performance management, ATS, etc.? Please provide the names of these systems.

a. USA Performance

18. What are your essential integration needs for the LMS?

a. No integration is required as this will be only used at Red Lake site

19. What is your plan for launching the LMS?

a. Implementation of the system and support for key users throughout implementation process

20. Who will be responsible for ensuring the LMS is properly implemented? Do you have a dedicated LMS Administrator?

a. Implementation of the system and support for key users throughout implementation process

b. The SOW requires 5 users to be trained for system admin capabilities, there is currently 1 system administrator assigned

21. How many team members will be involved in creating content, and do you have a designated administrator?

a. The SOW requires 5 users to be trained for system admin capabilities, there is currently 1 system administrator assigned

22. Is pre-built content important to you? If so, what topics are you interested in?

a. Regulatory requirements,

b. nursing skills,

c. educational references for clinical staff,

d. competencies.

23. Who will be responsible for creating company-specific content?

a. System administrator

24. How many years of historical data need to be migrated? How many courses need to be migrated from your current system on average? TBD

25. Who will be our primary contact for this RFP?

a. As listed in SOW

i. COR II

ii. TPOC

26. Who will be in charge of the LMS implementation on your team?

a. Vendor is required to ensure implementation of the system and support for key users throughout implementation process

b. System administrators will train and implement with remaining RLSU staff on contractors

27. How many team members are dedicated to this project?

a. 275 total users

b. 5 system administrators

c. 1 Contracting officer representative

28. Will the LMS be managed by the HR or Operations team? Who will be the system owner?

a. System administrator will manage

b. Nurse Educator is designated as system admin

29. What are your main goals for the LMS platform?

a. Administrative tools

i. Create and customize user groups

ii. Build training plans

iii. Assign training to staff

iv. Ability to send automated email reminders for due dates

b. Easy-to-use learner portal

c. Access to all vendor training courses

d. Ability to add external training courses as required by facility

e. Crosswalk tools for accreditation and licensing boards - TJC

f. Continuing education for all licensed or specialized healthcare specialties to support professional development for all staff

g. Tracking of training and competency due dates for each user

h. Trainings must promote cultural competency for Native American populations

i. Implementation of the system and support for key users throughout implementation process

30. Why are you looking to change your LMS now?

a. Increased educational references, courses, skills, OB and ED solutions.

The current system was not able to provide all requirements

31. What are the top three issues you are currently facing that we can help address?

a. The most imperative issue is getting an LMS in place to meet regulatory requirements.

32. What external authoring tools are you using currently?

a. Trainings that are not provided by current vendor are authored by RLSU department specific staff

33. What has been your experience with these tools?

a. Not applicable

34. Are there any language requirements for the content?

a. English

35. What is your budget for this LMS project?

a. Vendor must meet SOW requirements

36. Are you currently using an LMS? If so, who is the vendor?

a. MCN

37. What tools do you use for company communication? (e.g., Slack, Teams, email)

a. Outlook email

b. Microsoft teams

38. Do you have a document management system like SharePoint? Where do you store important documents and SOPs?

a. Yes, RLSU does have a share point

b. Current SOPs are stored on MCN policy manager

39. Are all employees on-site, or do you have a hybrid work model?

a. Employees are on-site

40. What is your current onboarding process for new hires and is the onboarding training something you want to incorporate in your LMS as a part of onboarding?

a. Onboarding training and competencies will be tracked as part of LMS

41. Do you have any coaching or mentorship programs as part of your learning initiatives?

a. No

42. In Scope of Work Part 2: Specific Information, item A states "LMS will be stored and maintained on the RLSU servers" but item H states "Cloud based program."

In accordance with item H, will the Government please consider a proposed LMS delivered as a cloud-based program on a Software-as-a-Service basis?

FedRAMP-authorized SaaS offerings provide the Government with significant benefits in areas such as cybersecurity. information assurance, and system administration, operation and maintenance, and upgrades.

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server

43. Will the Government please clarify the deliverables for the contemplated contract? Specifically, in addition to LMS software, will the Vendor be responsible for delivering:

a. Off-the-shelf learning modules?

i. If yes, please identify with as much specificity as possible what off-the-shelf modules (subject matter) are required.

1. All trainings required per OSHA standards

a. BBP training

b. Fire safety

c. Infection control

2. HIPAA

3. Emergency preparedness

4. De-escalation

b. Newly created custom learning modules?

i. If yes, please identify with as much specificity as possible what custom learning modules (or what general types of modules) the Vendor will be expected to create and deliver.

1. Custom modules will be created by site administrator if not previously available or acceptable through vendor

b. Conversion of existing learning modules to a format compatible with the Vendor's proposed LMS?

i. If yes, please identify the number and format of modules requiring conversion.

1. No conversion required if minimum off the shelf learning module requirement is met

c. Live instructor-led courses?

i. If yes, please identify the frequency, subject matter, and number of attendees for such courses.

1. Requirement is for the ability to perform these types of courses, nurse educator will complete the education on as needed basis.

44. Will the Government please describe in greater detail the line items contained on the Bid Schedule? Please provide descriptions for the following items:

a. Management Platform (assumed to be the base LMS, please confirm)

i. Base platform for all users, all staff trainings as required by regulatory body – 275 users

b. Regulatory and Compliance for Acute and Ambulatory

i. for all users, all staff trainings as required by regulatory body – 275 users

c. Skill Checklists for Acute

i. Competency requirements for nursing staff users only – 75 users

d. Continuing Education

i. For skilled healthcare providers – 130 users

e. Certification Review

i. Certification/licensure review or nursing staff users only – 75 users

f. Solutions: ED Core Services

i. Specified training for Emergency department only – 50 users

g. Assessments: Acute

i. Competency assessments for nursing staff users only – 75 users

h. Behavioral Health Services

i. Behavioral health trainings and tracking for 1 behavioral health user

45. To allow vendors to incorporate the answers and additional information the Government may provide in response to vendor questions, will the Government please consider extending the closing date of the solicitation to at least one (1) week following the publication of vendor Q&A and/or RFQ amendment?

a. Due to time constraints an additional week could impact the facility with regulatory agency

46. Hosting model – The SOW states the “LMS will be stored and maintained on the RLSU servers.” Would an alternative FedRAMP Moderate SaaS deployment be acceptable, or is on-premises only required? If SaaS is acceptable, please specify FedRAMP impact level, data residency, and any IHS/AWS GovCloud requirements.

a. If system is IHS and fedramp approved it is possible to store and access on the cloud. If there is no fedramp approval the system must be housed on the RLSU server

47. If on-prem is required: Please provide preferred environment specifications (OS, database, app server, VM sizing, storage, backup/DR RPO/RTO targets, network zones) and whether RLSU provides underlying licenses.

a. On-prem will provide license

48. ATO & security artifacts – Will the LMS need an IHS/OPDIV Authority to

Operate? If so, please confirm the expected control baseline (e.g., NIST SP 800- 53 Rev. 5 Moderate) and required deliverables (SSP, SAR, POA&M, Contingency, IRP, etc.).

a. No

49. HIPAA/PHI – Will any PHI be stored/processed? If yes, will a Business Associate

Agreement (BAA) be required?

a. No PHI will be stored

50. Identity & access – Required SSO/IdP (AD/Entra, Okta, PIV/CAC), MFA, and account lifecycle integration expectations?

a. Username/password required to access

51. Section 508 / WCAG – Please confirm VPAT submission format (HHS template acceptable) and whether IHS plans independent accessibility testing as part of acceptance.

a. Independent testing will not occur. I do not have the resources to inspect final IT deliverables for all IHS acquisitions. Office of one here. So priority is placed on acquisition language in contracting documents to ensure vendors are held accountable if noncompliance and inaccessibility are found during the contract's lifecycle. VPATs are good to have as vendor attestation to 508 compliance.

52. Green procurement & terms – We acknowledge the green procurement requirement (FAR 52.223-15) and no indemnification / U.S. governing law— please confirm no additional agency-specific terms apply.

a. None other than listed

53. Content categories & counts – The bid schedule lists categories (Regulatory & Compliance, Skill Checklists, Continuing Education, Certification Review, ED Core Services, Acute Assessments, Behavioral Health) with varied user counts (275, 130, 75, 50, 1). Please confirm intended licensed seats per category and whether users overlap across categories.

a. Management Platform (assumed to be the base LMS, please confirm)

i. Base platform for all users, all staff trainings as required by regulatory body – 275 users

b. Regulatory and Compliance for Acute and Ambulatory

i. for all users, all staff trainings as required by regulatory body – 275 users

c. Skill Checklists for Acute

i. Competency requirements for nursing staff users only – 75 users

d. Continuing Education

i. For skilled healthcare providers – 130 users

e. Certification Review

i. Certification/licensure review or nursing staff users only – 75 users

f. Solutions: ED Core Services

i. Specified training for Emergency department only – 50 users

g. Assessments: Acute

i. Competency assessments for nursing staff users only – 75 users

h. Behavioral Health Services

i. Behavioral health trainings and tracking for 1 behavioral health user

54. Cultural competency – Please elaborate on the requirement that trainings “promote cultural competency for Native American populations.” Are there specific IHS or tribal health curricula or accreditation expectations to map to?

55. Accreditation crosswalks – Which accrediting/licensing bodies should the LMS support for crosswalks (e.g., Joint Commission, ANCC, AMA, NBRC, state boards) and any reporting formats mandated?

a. The Joint Commission

56. Virtual ILT – Are specific virtual classroom platforms mandated (Teams/Zoom gov), or is built-in VILT acceptable if it meets security/accessibility requirements?

a. If all requirements are met, yes

57. Current LMS & export – What legacy LMS is in use, and what export formats (users, enrollments, transcripts, CE credits, and completions) will be provided for migration?

a. MCN

b. Format is tracked manually at this time, unknown

58. Integrations – Required interfaces (HRIS, EHR (IHS/RPMS or equivalent), credentialing, Active Directory, email gateway)? Any flat-file/API standards to follow?

a. No required interfaces

59. Analytics & reports – Please confirm required regulatory/compliance reports, CE tracking formats, dashboards, and whether custom reports must be delivered at go-live.

a. Orientation records (new hire) ® Employment + 3 years

b. Annual mandatory training (fire safety, infection control, HIPAA, emergency preparedness) Keep for 3 years minimum

c. Competency assessments/skills checklists Employment + 3 years

d. Specialized training (restraints, sedation, chemo, de-escalation) As long as employee performs duty + 3 years after

e. Continuing education (CEUs) Maintain while active + 3 years

f. Licenses/Certifications Current + last cycle

g. Orientation & Competency Employment + 3 years

h. OSHA exposure records Employment + 30 years

i. Training (annual/CEUs) At least 3 years

60. Timeline – The bid schedule notes “application access and any training necessary to provide patient support should be completed within 6 weeks of award.” Does “completed” mean production go-live for all users, or completion of admin setup/training with phased rollout?

a. Go-live

61. Training – Requirement states training for five (5) administrative users—please confirm expected hours, modality (onsite/virtual), and whether end-user training or train-the-trainer is desired.

a. 5 administrative users should be considered “train the trainer” or super user with in system.

b. Training can be any modality that supports learning required material

c. Hours dependent on vendor and ease of use

62. Support hours – The SOW lists on-demand support M–F, 0800–1730—please confirm time zone (CT) and whether after-hours/critical support is needed.

Desired SLAs (response/restore) and severity definitions?

a. CST

b. No afterhours support required

63. Maintenance windows – Are there restricted times for patching/outages? Any change control expectations we should align to?

a. No

64. CLIN structure – May we propose separate CLINs for platform license, content bundles by category, implementation, training, and O&M, or do you prefer a consolidated CLIN?

a. Consolidated

65. User true-up – Will annual seat adjustments (+/– %) be allowed at option years with price adjustments?

a. User variance can be reviewed at option year renewal

66. Options & extensions – We note FFP, base + 4 option years, with 52.217-8 and 52.217-9 included—please confirm the Government’s anticipated exercise timeline and whether partial-year extensions are expected.

a. It is anticipated that government will complete full base plus option timeline, withholding any performance issues on the vendors end

67. Invoicing – We note IPP invoicing and 30-day Net under Prompt Payment— please confirm any invoice artifacts beyond those listed (e.g., detailed user counts by category).

a. All invoices must include

i. Name and address of Contractor

ii. Invoice date and invoice number

iii. IHS Contract Number

iv. Description, quantity, unit of measure, unit price and extended price of supplies delivered or services performed.

v. Shipping and payment terms

vi. Name and address of Contractor official to whom payment is sent (must be the same as that in the contract or in a proper notice of assignment).

vii. Name, title, phone number, and mailing address of person to notify in the event of a defective invoice.

viii. Contractor Taxpayer Identification (TIN)

ix. 9. Contractor Dun & Bradstreet Number (DUNS)

68. Evaluation factors – Can IHS confirm the evaluation criteria (e.g., technical, past performance, price, accessibility) and relative weighting?

a. Evaluated in this order:

i. Technical requirements

ii. Accessibility

iii. Price

iv. Past performance

b. Technical evaluation is weighted as listed below 4 Points Outstanding Proposal meets requirements and indicates an exceptional approach and understanding of the requirement. Strengths far outweigh any weaknesses.

Risk of unsuccessful performance is very low.

3 Points Good Proposal meets requirements and indicates a thorough approach and understanding of the requirement. Proposal contains strengths that outweigh weaknesses.

Risk of unsuccessful performance is low.

2 Points Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirement. Strengths and weaknesses are offset or, will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than normal.

0-1 Points Marginal or Unacceptable Proposal does not clearly meet requirements and has not demonstrated an an adequate approach and understanding of the requirement. The proposal has one or more weaknesses that are not offset by any strengths.

Risk of unsuccessful performance is high.

69. Q&A & amendments – Please confirm the deadline for questions and whether additional amendments are anticipated that could affect scope (e.g., hosting posture).

a. No amendments are anticipated

70. Site access – Will there be an opportunity for a brief technical discovery session with RLSU IT/admin stakeholders prior to final proposal? –

a. unsure of what a technical discovery session is, recommend vendors supply all relevant information at time of proposal