75H70625R00015.pdf

75H70625R00015

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

System (DPAS) - Code of Federal Regulations - at 15 CFR 700.

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP) REQUEST FOR

SEALED BID (IFB) INVITATION FOR BID

5. DATE ISSUED

1. This Contract is a Rated Order under the Defense Priorities and Allocations RATING PAGE OF PAGES

1 119

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXTENSIONNUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 3304 (a) ( 10 U.S.C. 3204 (a) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION UNDER THE

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

IHS150969208/21/2025

X

Aberdeen Area Indian Health Servic Federal Building 115 Fourth Ave, SE Aberdeen SD 57401

1200 CT 09/15/2025

NICHOLE R LEREW 605

nichole.lerew@ihs.gov

226-7571

X

X

X

X

PAGE(S)

VALERIE K. HEART BROKER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 12/2022)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-6

7-31

32-84

85-119

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____60_________ calendar days (60 calendar days unless a different period is inserted

PROPOSAL

UNITED STATES CODE AT:

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 119

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

75H70625R00015

(A) (B) (C) (D) (E) (F)

Firm Fixed-Price, Non-Personal Health Care

Service Contract, Commercial Item, for Urban

Indian Health Services in South Dakota, consistent with the Indian Health Care

Improvement Act Public Law 94-437, as amended.

The period of performance will be for one (1) year from the Date of Award, with four (4), one

(1) year option periods. The contractor shall perform in accordance to the Scope of Work.

The unit price is an all-inclusive cost.

"All-inclusive cost" is defined to include travel, lodging, per diem, fringe benefits, i.e., life insurance, social security, federal, state, local and tribal taxes, plus all other costs pertinent to the performance of this contract.

Delivery Location Code: IHSGREATPLAINS AREA

Great Plains Area IHS

Great Plains Area IHS

115 4TH AVENUE SE

ABERDEEN SD 57401-4301 US

Period of Performance: 10/01/2025 to 09/30/2026

1 Urban Indian Health services in South Dakota consistent with the Indian Health Care

Improvement Act Publ L 94-437 as amended

Base Year

Delivery: 02/27/2025

Period of Performance: 11/01/2025 to 10/31/2026

2 3 -months

(Option Line Item)

Period of Performance: 01/01/2026 to 03/31/2026

3 3 -months

(Option Line Item)

Period of Performance: 04/01/2026 to 06/30/2026

4 3 - months

(Option Line Item)

Period of Performance: 07/01/2026 to 09/30/2026

5 3 - months

Continued ...

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

75H70625R00015

(A) (B) (C) (D) (E) (F)

(Option Line Item)

Period of Performance: 10/01/2026 to 12/31/2026

6 Urban Indian Health services in South Dakota consistent with the Indian Health Care

Improvement Act Publ L 94-437 as amended

Option Year One (1)

(Option Line Item)

Delivery: 02/27/2025

Period of Performance: 11/01/2026 to 10/31/2027

7 3 - months

(Option Line Item)

Period of Performance: 01/01/2027 to 03/31/2027

8 3 - months

(Option Line Item)

Period of Performance: 04/01/2027 to 06/30/2027

9 3 - months

(Option Line Item)

Period of Performance: 07/01/2027 to 09/30/2027

10 3 - months

(Option Line Item)

Period of Performance: 10/01/2027 to 12/31/2027

11 Urban Indian Health services in South Dakota consistent with the Indian Health Care

Improvement Act Publ L 94-437 as amended

Option Year Two (2)

(Option Line Item)

Delivery: 02/27/2025

Period of Performance: 11/01/2027 to 10/31/2028

12 3 - months

(Option Line Item)

Period of Performance: 01/01/2028 to 03/31/2028

Continued ...

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

4 119

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

75H70625R00015

(A) (B) (C) (D) (E) (F)

13 3 - months

(Option Line Item)

Period of Performance: 04/01/2028 to 06/30/2028

14 3 - months

(Option Line Item)

Period of Performance: 07/01/2028 to 09/30/2028

15 3 - months

(Option Line Item)

Period of Performance: 10/01/2028 to 12/31/2028

16 Urban Indian Health services in South Dakota consistent with the Indian Health Care

Improvement Act Publ L 94-437 as amended

Option Year Three (3)

(Option Line Item)

Delivery: 02/27/2025

Period of Performance: 11/01/2028 to 10/31/2029

17 3 - months

(Option Line Item)

Period of Performance: 01/01/2029 to 03/31/2029

18 3 - months

(Option Line Item)

Period of Performance: 04/01/2029 to 06/30/2029

19 3 - months

(Option Line Item)

Period of Performance: 07/01/2029 to 09/30/2029

20 3 - months

(Option Line Item)

Period of Performance: 10/01/2029 to 12/31/2029

21 Urban Indian Health services in South Dakota consistent with the Indian Health Care

Continued ...

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

5 119

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

75H70625R00015

(A) (B) (C) (D) (E) (F)

Improvement Act Publ L 94-437 as amended

Option Year Four (4)

(Option Line Item)

Delivery: 02/27/2025

Period of Performance: 11/01/2029 to 10/31/2030

22 3 - months

(Option Line Item)

Period of Performance: 01/01/2030 to 03/31/2030

23 3 - months

(Option Line Item)

Period of Performance: 04/01/2030 to 06/30/2030

24 3 - months

(Option Line Item)

Period of Performance: 07/01/2030 to 09/30/2030

25 3 - months

(Option Line Item)

Period of Performance: 10/01/2030 to 12/31/2030

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system in compliance with the Office of Management and

Budget (OMB) M-15-19 memorandum ?Improving

Government Efficiency and Saving Taxpayer Dollars

Through Electronic Invoicing? directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors.

Invoices submitted under any award resulting from this solicitation will be required to utilize the

Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and

Processing of Payment Requests.

IPP is 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 (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, Continued ...

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

6 119

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

75H70625R00015

(A) (B) (C) (D) (E) (F) we encourage you make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or

IPPCustomerSupport@fiscal.treasury.gov

?Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer?.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

PART I – THE SCHEDULE

SECTION C – DESCRIPTION/SPECS./SCOPE OF WORK STATEMENT

C.1 SCOPE OF WORK

[SECTIONS C.1.1, C.1.2, AND C.2 THROUGH C.11 SHOULD BE

INCLUDED IN EVERY CONTRACT. THE REMAINDER OF THE SCOPE OF

WORK (C.1.3 – C.1.4) SHOULD BE TAILORED TO EACH CONTRACT

INCLUDING ONLY THOSE SERVICES TO BE PERFORMED BY THAT

CONTRACTOR UNDER ITS PARTICULAR CONTRACT AND SELECTING

PROVISIONS, AS APPROPRIATE, BASED ON WHETHER THE

CONTRACTOR WILL BE PROVIDING THE SERVICES EITHER DIRECTLY

OR THROUGH A SUBCONTRACTOR.]

C.1.1 Provision of Services

A. The overall goal of this contract is to fund the Urban Indian Organization (UIO) for the provision of health care and referral services for Urban Indian beneficiaries residing within the urban center, which services meet the requirements of the Indian Health Care Improvement Act (IHCIA) and will continue to elevate the health status of eligible Urban Indians to the highest level possible.

B. To ensure the availability of the services and procedures stated herein in the Pierre and Sioux Falls South Dakota area, the Contractor shall provide the services either:

1. On-site, pursuant to written policies and procedures that conform to the standards of care and practice applicable to each service and, where appropriate; or

2. Through a subcontractor(s) with whom the Contractor has a written agreement. The agreements shall identify, for example, services, fees, response time, performance standards, and other requirements.

C. Medical and other health services provided by the Contractor or through its subcontractors shall identify and be guided by the standards of care and practice applicable to those services, current South Dakota State law, and, to the extent applicable, other guidance such as South Dakota Urban Indian Health is AAAHC Accredited and AAAHC Medical Home Accredited and will receive a modified annual review as a results of the program’s national accreditation status.

D. If carrying out a program to provide comprehensive public health oriented services, the Contractor shall utilize standards of care and practice regarding electronic data collection and documentation of beneficiary use, including current South Dakota State law, and shall use a health information technology (HIT) system that maintains Electronic Health Records (EHR), e.g., the Resource and Patient Management System (RPMS) or Commercial Off the Shelf systems (COTS).

DI. The UIO shall utilize a HIT software for collection and data entry of IHS requirements for the following information, if applicable: patient demographics, clinical data, behavioral health data, diabetes data, public health nursing data, immunization data, referrals, dental data, laboratory and radiology data, and shall submit data to the IHS data center on a monthly basis.

DII. The Contractor shall ensure the fair and uniform provision to

Urban Indians of services and assistance under this contract.

(See Section H.2)

C.1.2 Urban Indian Beneficiaries

Pursuant to the IHCIA, 25 U.S.C. § 1603(13), (27), (28), the beneficiaries of the services to be provided under this contract are “Urban Indians,” defined as any individual who:

A. Resides in an urban center, which is any community that has a sufficient Urban Indian population with unmet health needs to warrant assistance under the IHCIA, as determined by the Secretary of the Department of Health and Human Services (“HHS”); and

B. Meets one or more of the following criteria:

1. Irrespective of whether he or she lives on or near a reservation, is a member of a tribe, band, or other organized group of Indians, including: (a) those tribes, bands, or groups terminated since 1940; and (b) those recognized now or in the future by the State in which the tribe is located; or

2. Is a descendant, in the first or second degree, of any such member described in (B)(1); or

3. Is an Eskimo or Aleut or other Alaska Native; or

4. Is a California Indian;1 or

5. Is considered by the Secretary of the Department of the Interior to be an Indian for any purpose; or

6. Is determined to be an Indian under regulations pertaining to the Urban Indian Health Program that are promulgated by the Secretary of HHS.

C.1.3 Services

Administrative and Primary Care Comprehensive Services

C.2 HEALTH RECORDS

A. Health records are the physical property of the Contractor, and not the IHS. The contractor is responsible for all health records as required by Federal and State law.

B. Health Record. The health record is a chronological documentation of health care and medical treatment given to a patient by professional members of the health care team and includes all paper and electronic documentation also known as the legal health record. It is an accurate, prompt recording of their observations including relevant information about the patient, the patient’s progress, the results of the treatment and education. The health record may be composed of three divisions:

1 Eligibility of California Indians may be demonstrated by documentation that the individual:

(1) Is the descendant of an Indian who was residing in California on June 1, 1852;

(2) Holds trust interests in public domain, national forest, or Indian reservation allotments in California; or

(3) Is listed on the plans for distribution of assets of California Rancherias and reservations under the Act of August 18, 1958 (72 Stat. 619), or is the descendant of such an individual.

25 U.S.C. § 1697(a)(2).

a. Administrative Health Record. The administrative record is an official record pertaining to the administrative aspects involved in the care of a patient, including demographics, eligibility, billing, correspondence, and other business- related aspects. It includes individually identifiable health information, in any medium collected and directly used in and/or in the provision of health care.

b. Clinical Health Record. Documentation of all types of health care services provided to an individual, in any aspect of health care delivery. It includes individually identifiable health information, in any medium collected and directly used in and/or for documenting health care. The term includes records of care in any health-related setting used by health care professionals while providing patient care service, and to review patient data or to document their own observations, actions, and instructions.

c. Electronic Health Records. Electronic capture and storage of patient health information enhances access to patient data by professional members of the health care team. If applicable, VistA Imaging (VI) provides the multi-media component for the RPMS EHR. The VI Imaging system integrates clinical images, scanned documents, and other non-textual data into the patient's electronic medical record.

C. The Contractor maintains the clinical records as required by Federal and State law governing such records, in the normal course of business as a provider of health care and/or referral services. Such records are not developed or maintained for IHS or to accomplish an IHS function.

D. Consistent with the requirements of applicable Federal and State law, the Contractor shall provide a clinical records system for collecting, processing, maintaining, promptly retrieving, releasing, and safeguarding of patient records according to established policies and procedures.

E. The Contractor shall ensure the confidentiality, security, and safety of clinical records, and shall comply with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and implementing regulations at 42 C.F.R. Parts 160-164. To the extent it is a Program as defined by 42 C.F.R. § 2.11, the Contractor shall maintain substance use disorder patient records in accordance with 42 C.F.R. Part 2 and applicable State laws and regulations.

F. The Contractor shall assign a person qualified by education, training, and/or experience to be in charge of clinical records, whose responsibilities are consistent with the Federal and State law requirements.

G. Consistent with Federal and State law requirements, the Contractor shall maintain adequate space, facilities, and equipment for the clinical records, including:

1. Properly maintaining work and storage space that is adequate in layout and size.

2. Securing the records in a satisfactory manner, such as in a locking cabinet or a room that can be locked or otherwise secured, and limiting physical access to the records.

3. Following adequate equipment and supplies procedure.

H. Consistent with Federal and State law, the Contractor shall establish and implement a Policies and Procedures Manual concerning the clinical records department.

1. The Policies and Procedures Manual shall include and address issues such as, but not limited to, the following:

a. Retention of active records;

b. Retirement of inactive records;

c. Content of records;

d. Obtaining records from other providers who have treated a patient;

e. Timely entry of data in the records;

g. Release of information contained in the records;

h. Destruction and/or disposal of records; and

i. Disposition of clinical records when a facility or service closes, consistent with applicable federal and state laws and regulations.

2. The Policy and Procedures Manual shall be reviewed, updated, and signed annually.

I. The Contractor shall have the responsibility for the proper transfer and/or destruction of clinical records, consistent with applicable Federal and State law, should the Contractor cease its health care operations.

C.3 PATIENT BILL OF RIGHTS

A. The Contractor shall maintain patient relationships, in part by providing information to each patient including any information that may be required by Federal or State law, such as:

1. Patient rights are communicated to patients and provided in writing when requested;

2. A grievance policy and procedure for recommending changes in policies and services at the UIO and governing body, which shall be available to patients upon request;

3. A defined process for managing complaints that includes providing timely feedback to patients about their concerns and resolutions;

4. A description of types and scheduling of services available in the UIO, which shall be provided to all patients;

5. A list of staff with their professional titles, which shall be available to the patients upon request;

6. A policy on informed consent that identifies the specific care, treatment, or services that require informed consent;

7. The policies and procedures covering eligibility, referral and consultation services, billing, and other patient care services, which shall be provided to the patient at the time of registration; and

8. Where and how to obtain care during non-service hours and for urgent problems, as well as emergencies.

B. The patient shall be given an opportunity in private to be a partner in his/her evaluation, treatment, and diagnosis.

C.4 QUALITY MANAGEMENT

The Contractor shall provide an environment to promote and to strive toward improved quality of care.

A. The Contractor shall ensure all providers, whether employed by the

Contractor or by a subcontractor, are appropriately credentialed and privileged. Contractor shall:

1. Provide education and training for all employees to perform their jobs adequately in care, treatment and services, managing medical and other emergencies, and emergency preparedness;

2. Ensure adequate supervision of all employees;

3. Ensure orientation and training on policies, procedures, and practices;

4. Support a peer review program with written by-laws in which all of the health care professionals participate; and

5. Maintain current Basic Life Support (BLS) and Automated External Defibrillator (AED) certifications for all staff.

Health care providers must complete courses specifically for health care providers.

B. Operating License. The Contractor shall meet generally applicable State or other requirements for operating as a provider of health care or referral services in the State of South Dakota. The Contractor shall meet all the applicable standards for State licensure or recognition, regardless of whether the Contractor obtains a license or other documentation under such State or local law.

C. Accreditation. The Contractor shall seek or maintain accreditation and/or certification from South Dakota Urban Indian Health is AAAHC Accredited and AAAHC Medical Home Accredited and will receive a modified annual review as a results of the program’s national accreditation status

D. Malpractice Insurance. Services provided by the Contractor pursuant to this contract are not covered by the Federal Tort Claims Act. The Contractor shall obtain professional liability insurance that provides coverage for all employees, subcontractors, and volunteers, consistent with the minimum levels of professional liability insurance mandated by the laws of the State of South Dakjota that reflects the specific Scope of Work and other circumstances at the UIO.

1. The Contractor must provide documentary proof of the insurance coverage to the Contracting Officer prior to executing this contract.

2. The Contractor shall notify the Contracting Officer immediately of any material changes in coverage that could negatively impact the Contractor’s ability to carry out the scope of work of this contract.

E. Quality Assessment and Performance Improvement Plan. Consistent with Federal and State law, as well as any other applicable standards, the Contractor shall develop and implement a written Quality Assessment and Performance Improvement (QAPI) plan to:

1. Describe the objectives, organization, scope, and mechanisms for overseeing the effectiveness of the monitoring, evaluation, and problem-solving activities.

2. Identify QAPI activities based on priorities, and specify assignments, responsibilities, data collection processes, and methods organized in a Plan- Do-Study-Act or other QAPI model.

3. Create a QAPI committee that is responsible for the implementation of the plan and reporting information to the Governing Body.

4. Appoint an appropriate individual as responsible for planning and completing those QAPI activities as assigned.

5. Hold regular performance improvement meetings with staff.

6. Develop written documentation of QAPI activities and evaluate any interventions implemented.

7. Maintain confidentiality of medical and clinical quality assurance records and testimony, consistent with [insert update to 25 U.S.C. § 1675] and any implementing regulations.

F. Risk Management Plan. The Contractor shall develop and implement a Risk Management plan, including:

1. A description of the objectives, organization, scope, and mechanisms to minimize, monitor and control the probability and impact of losses.

2. Periodic review of clinical records, consistent with Federal and State law requirements.

3. Roles and responsibilities for the Risk Management Team including reporting information to the Governing Body.

C.5 DISASTER PLANNING

The Contractor shall establish an emergency preparedness plan for the organization and participate in emergency preparedness planning for the community, consistent with Federal and State law requirements.

C.6 FACILITIES

The Contractor shall provide a safe and sanitary environment for the delivery of health care services, including compliance with Federal and State laws.

The Contractor shall maintain a lease and/or ownership of the facility.

Policies and procedures shall address facility needs when a facility or service closes and shall be consistent with Federal and State laws and regulations.

C.7 INCORPORATION BY REFERENCE OF THE CONTRACTOR’S

TECHNICAL PROPOSAL

The Contractor shall perform the work and services required in this contract in accordance with the Contractor’s technical proposal, submitted to the Great Plains Area Office, IHS on [date proposal received], provided, however, that this contract is controlling and shall supersede the proposal in the event of any conflict.

C.8 Additional Standard Requirements

As required by 25 U.S.C. § 1653(a)(1)-(12), the Urban Indian Organization shall successfully undertake to:

(1) estimate the population of Urban Indians residing in the urban center in which such organization is situated who are or could be recipients of health care or referral services;

(2) estimate the current health status of Urban Indians residing in the urban center;

(3) estimate the current health care needs of Urban Indians residing in the urban center;

(4) identify all public and private health services resources within such urban center which are or may be available to Urban Indians;

(5) determine the use of public and private health services resources by the

Urban Indians residing in such urban center;

(6) assist such health services resources in providing services to Urban Indians;

(7) assist Urban Indians in becoming familiar with and utilizing such health services resources;

(8) provide basic health education, including health promotion and disease prevention education, to Urban Indians;

(9) establish and implement training programs to accomplish the referral and education tasks set forth in paragraphs (6) through (8);

(10) identify gaps between unmet health needs of Urban Indians and the resources available to meet such needs;

(11) make recommendations to the Secretary and Federal, State, local, and other resource agencies on methods of improving health service programs to meet the needs of Urban Indians; and

(12) where necessary, provide, or enter into contracts for the provision of, health care services for Urban Indians.

END OF SECTION C

SECTION D – PACKAGING AND MARKING

FOR THIS CONTRACT, THERE ARE NO SPECIFIC PACKAGING AND MARKING REQUIREMENTS

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection of Services -- Fixed-Price (Aug. 1996)

(a) Definition: “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re- performance, the Government may --

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may --

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

END OF SECTION E

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

As noted in B.1 above, t contract period of performance is 1 year from the date of award with 4 one year year option periods unless extended via FAR 52.217- 9, Option to Extend the Term of the Contract (see I.3.2).

F.2 REPORTING REQUIREMENTS

The Contractor shall submit to the Contracting Officer the following reports.

F.2.1 Financial Reports

A. The Contractor shall complete and submit monthly financial reports, including vouchers (Government Standard Form (SF) 1034, “Public Voucher for Purchase and Services Other Than Personal,” and SF 1035, “Continuation Sheet, Public Voucher for Purchase and Services Other Than Personal”), by the 15th of each month, beginning with the first full calendar month following the effective date on the contract.

B. A monthly summary statement of program income/revenues and expenditures that relate to the contract should be included with the SF 1034 and SF 1035 required by paragraph A of this subsection.

C. The Contractor shall maintain records of the receipt and disposition of program income in the same manner as that required for the contract funds that gave rise to program income, showing the source of the income, the purposes for which it was expended, and any other information required by the Contracting Officer. This report shall be included with the SF 1034 and SF 1035 required by paragraph A of this subsection.

D. If the final payment of this contract is to be made on the basis of a desk audit, the Contracting Officer may require the Contractor to submit detailed support for costs contained in one or more interim financial reports.

F.2.2 Audit Reports

A. The Contractor shall complete and submit an annual audit report that complies with the requirements of the Single Audit Act of 1984, P.L. 98-502, as amended, and Federal regulations at 45 C.F.R. Part 45, within the earlier of 30 days after receipt of the auditor’s report or nine months after the end of the Contractor’s fiscal year.

B. The Contractor shall submit the audit reports to:

1. Federal Audit

Clearinghouse 1201 East 10th Street

Jeffersonville, Indiana 47132

(800) 253-0696

2. Department of Health and

Human Services Office of Inspector General Office of Audit Services National External Audit Review Center 1100 Walnut Street, Suite 850 Kansas City, Missouri 64106-2197 (800) 732-0679

(816) 426-7725

3. Division of

Acquisition Policy Indian Health Service 5600 Fishers Lane, Mail Stop: 09E45 Rockville, Maryland 20857

(301) 443-4872 or (240) 994-0732

4. The Great Plains Contracting Officer, Craig Wells, 605-226-7333

C. Cost of Annual Private Audit

The cost of an annual private audit conducted by a certified public accountant, as required under this section, is an allowable cost of the contract. 25 U.S.C. § 1657(c).

F.2.3 Report on Expenditure of Funds

A. The contractor shall submit quarterly a report on the amounts and purposes for which funding under the contract is expended, including:

1. The number of eligible Urban Indians to whom services were provided; and

2. The number and type of services provided to those eligible Urban Indians.

B. In determining whether to include a particular individual on the report, the Contractor may consider documents including, but not limited to: Certificate of Degree of Indian Blood (CDIB);

Bureau of Indian Affairs Form 4432; Tribal membership card;

Tribal correspondence; official birth certificate(s) that establish first or second degree descendancy; family documents (e.g., family bible); and self-certification.

F.2.4 Report of Accountable Personal Property

Government-owned contractor-held property is defined as property that is required for the performance of work and acquired or provided by the contractor while under contract to the IHS. Alternately, the property may be government furnished equipment, property is acquired by the IHS and subsequently made available for use by the contractor.

The Great Plains Area Office Property Management Office must maintain effective controls and accountability for all personal property furnished by the IHS or acquired with IHS funds in accordance with FAR Part 45. For further guidance regarding Contractor-Held Property, refer to the HHS LMM Appendix Q, HHS Contracting Guide.

The accountable property (assets with bar code tag) is to be recorded on the IHS property system and inventoried annually. For any property transactions, the use of the Request for Property Action form (HHS-22) is to be used. This form can also be used to document transactions of personal property that is considered “non- accountable” such as furniture items, etc.

For facility and service closures, work closely with the respective Area Property Management Officer to close out the inventory and make arrangements for return of property.

F.2.5 Program Reports

A. Quarterly Program Report

The Contractor shall, consistent with 25 U.S.C. §§ 1655 and 1657, submit quarterly reports demonstrating compliance with the contract, including an explanation of activities conducted pursuant to the contract, information gathered, an accounting for the amounts and purposes for which Federal funds were expended, and such other information as the Government may request.

B. Quarterly Unmet Needs Report

The Contractor shall, consistent with 25 U.S.C. §§ 1653(a), 1655, and 1657(a), submit an unmet needs report quarterly. The report includes information gathered by the contractor to: (1) identify gaps between unmet health needs of Urban Indians and the resources available to meet such needs; and (2) make recommendations to the Secretary and

Federal, State, local, and other resource agencies on methods of improving health services to meet the needs of Urban Indians.

C. Annual On-Site Review of the Program

The Contractor shall, consistent with 25 U.S.C. § 1655(b), cooperate with the IHS’s annual on-site review, to be conducted in accordance with the IHS Urban Indian Organization On-Site Review Manual.

D. Scope of Work

The Contractor shall complete and submit the following at the specified time(s), if applicable based on the scope of work set out in Section Monthly financial, Executive Director Activity Narrative Quarterly, Final Annual and Financial Reports will be completed annually and consist of compiled statistical data through the last day of contract period.

A. GPRA Reporting

1. GPRA data shall be submitted electronically to the National Data Warehouse.

2. All GPRA data submitted shall be verifiable and based upon criteria set forth for each GPRA performance standard.

3. The GPRA data period shall be the federal fiscal year of October 1 through September 30.

4. Monthly registration and workload data shall be exported to the National Data Warehouse (NDW). All data for the entire fiscal year shall be exported by the cutoff date for that fiscal year.

5. A GPRA Developmental Report shall be run at the end of the 2nd and 4th quarters and sent to the National GPRA Support Team by the required due dates.

6. Quarterly Immunization Reports shall be submitted three weeks following the end of each quarter to the online National Immunization Reporting System (NIRS).

B. UDS Reporting

1. UDS reporting period shall be by calendar year.

2. UDS reports shall be due in January for the previous calendar year.

F.3 NONCOMPLIANCE OR UNSATISFACTORY PERFORMANCE

A. If, at any time during the effective period of this contract, the

Contracting Officer and Office of Urban Indian Health Programs (OUIHP) Director, determines the Contractor has not complied with the requirements of the contract or the IHCIA, as amended, or other applicable Federal law, the Contracting Officer shall attempt to resolve any areas of noncompliance or unsatisfactory performance. If the Contracting Officer determines such noncompliance or unsatisfactory performance cannot be resolved or prevented in the future, after consultation with the OUIHP Director, the Contracting Officer shall not renew the contract and may also, after consultation with the OUIHP Director, terminate the contract before the end of the contract term if deemed necessary.

B. Evaluation Procedures

1. The Contracting Officer shall develop procedures to evaluate compliance with, and performance of this contract. Such procedures shall include provisions for carrying out the contract requirements.

2. In determining whether to renew the contract, the Contracting Officer shall review the records of the Contractor, the reports submitted under the Contractor, and the results of the on-site reviews.

C. Annual On-site Review The Great Plains Area Office of Health

Programs shall conduct an annual on-site review of the Contractor for purposes of determining the compliance with and performance under the contract.

END OF SECTION F

https://www.law.cornell.edu/definitions/uscode.php?width=840&height=800&iframe=true&def_id=25-USC-566947566-1144522197&term_occur=83&term_src=title%3A25%3Achapter%3A18%3Asubchapter%3AIV%3Asection%3A1655

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 FINANCIAL PROVISIONS

A. The Great Plains Area Finance Office shall reimburse costs under this contract by advance payments (see Section I.3.2 (FAR 52.232-12)) or cost reimbursement, utilizing a schedule approved by the Contracting Officer. The Contracting Officer will provide a copy of the schedule to the Contractor. The schedule will reflect the date payment will be processed by the payment office, with actual receipt of funds to be expected within five working days thereafter. The Contracting Officer may adjust the schedule at any time to insure compliance with the terms of this contract. Note: The IHCIA authorizes payment in advance or by way of reimbursement. 25 U.S.C.

§ 1656(b).

B. Payment will be made by the:

Great Plains Office of Financial Management, 115 4th Avenue SE, Aberdeen South Dakota 57401

C. The source of funds and annual estimated amounts for base plus four one year options are as follows:

Source of Funds Amount

Alcohol, CHR and Urban $1,286,267.00

G.2 COMPENSATION

Price: See B.2 (A) above.

Facilities Renovation, Expansion, and Construction Costs: As specified in 25 U.S.C. § 1659, facilities renovation, expansion, and construction are not authorized unless necessary for the contractor to meet or maintain TJC standards. To ensure compliance with the statute, the Contractor must obtain specific written authorization from the Contracting Officer before using any contract funds for such purposes.

G.3 PROGRAM INCOME

A. Use of Program Income

1. The Government waives FAR Contract Clause 52.216-7(h)(2) with respect to program income, which includes any amounts received by or accruing to the Contractor for costs incurred under this contract. All program income under this contract shall be governed by the following provisions of this subsection.

2. In accordance with 25 U.S.C. § 1621f, the Contractor shall use program income to provide additional services or benefits within the scope of the current contract.

B. Identifying and Billing Third Party Payers

1. The Contractor shall develop a written policy and operative procedure to:

a. Screening all patients to identify third party payers, including Medicaid and Medicare, private insurance, and other alternate resources that are authorized or under a legal obligation to pay all or a portion of charges for the health services provided under this contract;

b. Enrolling patients in Medicaid, Medicare, and other third party payment programs, where applicable;

c. Collecting payment from all such third party payers and alternate resources; and

d. Recording, controlling, and otherwise accounting for all program income.

2. The Contractor shall promptly bill and make every effort to collect payment from all third party payers or alternate resources for services provided under this contract. 25 U.S.C. § 1623(b).

3. If the Contractor is not currently billing for billable services, the Contractor shall develop a plan to begin third party billing to maximize collections.

C. Internal Controls: The Contractor shall establish specific internal controls to safeguard and properly account for revenue and related assets and to define the authorities for collecting debts owed to the Contractor by third party payers and non-beneficiary patients. The Contractor’s financial operations must comply with all applicable laws, regulations, and industry-wide financial management requirements and standards, as they relate to revenues from third party payers and other resources.

D. Recording Program Income: The Contractor shall maintain records of the receipt and disposition of program income in the same manner required for the contract funds that gave rise to the program income and shall report this information as required in Section F.2.1.

G.4 ADMINISTRATION OF GOVERNMENT PROPERTY

A. The Property Administrator is the authorized representative of the Contracting Officer for the purpose of administrating the contract requirements and obligations relative to Government property (Government furnished and/or contractor acquired). The Contracting Officer shall designate the Property Administrator in writing and shall provide a copy of the designation to the Contractor.

B. In accordance with the FAR Contract Clause 52.245-1, “Government

Property,” the Contractor shall establish and maintain written procedures for the maintenance, repair, protection and preservation, control of, and accountability for Government property, consistent with the provisions of DHHS Publication (OS) 686, entitled “Contractor’s Guide for Control of Government Property (1990).” The Property Administrator will provide a copy of the Manual to the Contractor, upon request. Chapter 3, “Contract Start-up,” of the Manual may be used as a guide in preparing the written procedures, which shall be furnished to the Property Administrator within sixty days after the effective date of this contract.

C. The Contractor’s procedures shall specifically address the following requirements relative to said Government property:

1. Provision for adequate identification, markings, recording and maintenance.

2. Disposition of equipment when a facility or service closes, in accordance with applicable federal and state laws and regulations.

3. Performance of an annual physical inventory.

4. Safeguarding of all Government property and assuring that the property is used solely for authorized purposes.

5. Submission of Form HHS-565, “Report of Accountable Personal Property,” with each public voucher submitted for payment under which reimbursement for acquisition of authorized Capitalized Nonexpendable Equipment is requested.

D. When the Contract is completed, a final inventory shall be taken by the

Contractor and submitted to the Property Administrator. The following certificate signed by the authorized official of the Contractor shall be provided with each copy of the final inventory:

“I do hereby certify as [title of authorized official] of [name of Contractor] that the attached inventory reports are complete and correctly list and describe all items of materials, supplies, and equipment furnished to the Contractor, or for which the Contractor has been or will be reimbursed by the Government for use in the performance of Contract No. [contract number], which as of this date have not been consumed in performance of this contract; and that I will immediately notify the Contracting Officer of any change affecting these inventory reports at any time prior to final disposition of the inventory.”

E. All Government property, either Government furnished and/or

Contractor acquired, that is listed under Contract No. [contract number] is hereby transferred and made a part of this contract.

F. The Contractor agrees to provide storage facilities, including proper identification and protection, for all Government-owned property (Government furnished and/or Contractor acquired) upon completion of the contract, without cost to the Government, until disposition instructions are provided. The Government shall provide disposition instructions after the Contractor’s submission of the final inventory.

G.5 CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

A. The Contracting Officer assigned to this contract for the Great Plains Area Office is

Craig Wells, craig.wells@ihs.gov, 605,226-7333.

B. The Contracting Officer is the only party authorized to bind the Government to a contract. As such, the Contracting Officer is the only one with the authority to change contract requirements.

C. The Carol Diaz is responsible for nominating a Contracting Officer

Representative (COR) to the Contracting Officer.

D. The COR, who the Contracting Officer shall designate in writing, is responsible for working with the Contracting Officer in insuring that the Contractor complies with contract requirements. However, the COR is not authorized to make any changes to the contract. The COR’s duties are specifically identified in the COR Appointment Letter issued by the Contracting Officer.

G.6 OTHER PROVISIONS

A. The Parties expressly agree that this written contract represents the entire understanding between the Parties and supersedes any prior agreements or understanding with respect to the subject matter herein.

B. Any changes or modifications to this contract must be in writing and be signed by both Parties.

C. Nothing in this contract, expressed or implied, is intended to confer any rights, remedies, claim or interests upon an individual or entity not a party hereto. Neither party shall have the right to assign or transfer its rights to any third party under this contract without the prior written consent of the non-transferring party.

mailto:craig.wells@ihs.gov

D. The Parties acknowledge that this contract is not a contract or any other form of agreement entered into under the Indian Self- Determination and Education Assistance

Act, 25 U.S.C. §§ 5301-5423, and is not subject to the dispute procedures identified therein.

END OF SECTION G

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 KEY PERSONNEL

In accordance with HHSAR Clause 352.237-75, Key Personnel, the following positions are considered key personnel:

1. Chief Executive Officer or Executive Director

2. Chief Financial Officer

3. Clinical Director

4. All Professional Health Care Providers, including physicians, nurses, and mental health or substance abuse counselors

H.2 FAIR AND EQUAL TREATMENT OF URBAN INDIANS

The Contractor agrees to make no discriminatory distinctions among Urban Indian patients or beneficiaries of this contract. See 25 U.S.C. § 1656(e); 42 U.S.C. § 2000d; 45 C.F.R. § 80.3. For the purpose of this contract, discriminatory distinctions include, but are not limited to, the following:

A. Denying any service or benefit to a patient that is provided to other patients under this contract.

B. Providing any service or benefit in a different manner or at a different time from that provided to other patients under this contract.

C. Subjecting a patient to segregation or separate treatment in any manner.

D. Restricting a patient in any way as a result of the determination of whether he/she satisfies any admission, enrollment quota, eligibility, membership, or other requirements or conditions which individuals must meet in order to be provided any service or benefit.

E. Assigning times or places for the provision of services on the basis of discriminatory distinctions that may be made of the patients to be served.

H.3 GOVERNANCE

A. The Contractor shall be a nonprofit corporate body situated in an urban center and governed by an Urban-Indian controlled Board of Directors (BOD). The BOD must have the expertise to establish policy for and oversee the operations of the organization, provide for the maximum participation of all interested Indian groups and individuals, and be capable of cooperating with other public and private health care entities. To be Urban-Indian controlled, the BOD must be comprised of a minimum of 51% of eligible Urban Indians, as defined in Section C.1.2, who reside in the Pierre and Sioux Falls, South Dakota area.

To confirm the Contractor meets the definition of an UIO, the Contractor shall provide to the Contracting Officer the following information for every member of the BOD:

1. Name; South Dakota Urban Indian Health

2. Verification of status as an Urban Indian, if applicable; and

3. Verification of residence in the Pierre and Sioux Falls, South Dakota area.

B. Consistent with applicable Federal and State law, as well as other applicable guidelines, the BOD shall establish written policies and procedures governing the following:

1.…