QuestionsandAnswers 75H70626Q00153.pdf

DEPARTMENT OF HEALTH & HUMAN SERVICES

Indian Health Service Great Plains Area Pine Ridge IHS Hospital

MEMORANDUM

Date: June 26, 2026

From: Mary Sarenana, Purchasing Agent

Subject: Questions & Answers -75H70626Q00153 Solicitation

To: All Concerned Parties, Contract File

Please see the attached listing of questions in regard to the subject solicitation along with their responses.

MEMORANDUM

# Reference/Page# Question Answer

Can the Government please confirm if there are any file size limitations that will affect/restrict its ability to receive and open documents via email?

If the vendor can use secure data transfer these will be no file size limitations.

Will the Government please clarify if this a new or existing requirement? If existing, please provide the current/incumbent contract number.

Existing, previous contract number was 36F79724D0090/75H70626F80010

3 Is this solicitation fully funded? No. Please note option periods

4 Are there any government obstacles from the government issuing an award to a viable contractor? No.

Will the government consider revising the Period of Performance and/or CLIN structure to a 12 month base year and two 12 month option years for a total of 36 months? These period length would attract more candidates and offer both the staff and Governemnt better performance securtiy?

No.

Will the government provide the address for the PRSU and the four outlying clinics and one moble unit?

Address PRSU 607 Indian Health Services Rd Pine Ridge SD 57770, 1000 Health Center Rd Kyle, SD 57752, 210 1st Street Wanblee, SD 57577, 119 1st Ave Martin, SD 57551, no address for mobile unit

Will the government provide a schedule of when staff will be supporting the outlying locations? For example are there set days/times?

Yes

Will the government provide a weekly schedule showing the number of FTE's, daily hours, and locations of how they see the 6 FTE's being scheduled?

Yes

Will the government allow different hourly rates for time on Sunday, Holidays, or hours outside the

Monday through Friday 8:00 am to 7:00 pm time?

No

10 How many FTEs are to work, or cover the Sunday shift 2

11 Are these postions to be an on-call, as needed type assignment? Or will they have daily schedules? no on call, only daily schedules.

12 Will the FTE's need housing arrangements? If so, is housing available? And at what cost?

Housing may be available on a conditional, need-based basis. Priority is given to personnel who are on-call. The cost depends on which unit is rented, and could vary from $250 to $1,100 per month.

Housing assignments are done via a housing committee. There is nothing in the PWS that obligates the government to provide housing.

Will the government provide an extension to allow bidders to receive, review, and react to government responses?

Only the required time per the FAR but no additional time.

14 What is the governments estimated dollar magnitude of this solicitation? We do not feel this is appropriate to answer as this is a LPTA.

On SAM.gov the Factor 1 Evalution Criteria is based on the qualifications of the proposed FTEs.

However, Factor 2 Evalution Criteria states that sample resumes or general qualifications can be submitted. How does this work?

Factor 1 evaluates the qualifications of specifically proposed FTEs, including roles, experience, education, certifications, and availability. Factor 2 allows offerors to show broader staffing capability through sample resumes, general qualifications, labor category matrices, or a staffing approach for positions not yet specifically identified.

16 Will the government remove or lower the requirement of three (3) professional references? No

17 General

The SAM.gov posting Description refers to "Mid-level Provider Services (58 Hours x 6 FTE =2088 Hours) 2088 Hrs." and additionally represented within the SF 1449 Box 20 Schedule of

Supplies/Services states "Mid-level Provider Services (58 Hours x 6 FTE =2088 Hours) 2088 HR".

Can the Government confirm the requirement is for 6 Full Time Employees and verify the number of hours? Additionally, can the Government please clarify if the requirement is for 6 Contractor personnel, will all 6 personnel perform services Monday through Friday and

Sunday each week?

The Government confirms that the requirement is for six (6) FTE contractor personnel.

Coverage is required Monday through Friday for the 6 FTEs. In addition, two (2) FTEs are required to provide coverage on Sundays and for holiday clinic operations. Offerors shall propose staffing and hours consistent with this coverage requirement and the schedule provided in the solicitation.

Performance Work

Statement (PWS ) Pg 1

PWS Section C.2.1 "Purpose of Contract" details the requirements for the Nurse Practitioner (NP) or Physician Assistant (PA-C) services to be performed at Pine Ridge Hospital (PRH) (Primary Duty Station) and associated Pine Ridge Service Unit (PRSU) facilities. Can the

Government please provide the physical address location of the Pine Ridge Hospital as well as the building name(s) and physical address location(s) of the PRSU facilities? Additionally, please confirm that Contractor's personnel will be required to perform non-personal health care services at the other PRSU facilities?

The Government confirms that the primary duty station is Pine Ridge Hospital, located at 607 Indian Health Rd, Pine Ridge, SD 57770. The Pine Ridge Service Unit also includes associated facilities where services may be required, including Kyle Health Center, Kyle, SD; Wanblee Health Center, 100 Clinic Drive / 210 First Street, Wanblee, SD 57577; and LaCreek IHS Clinic, 119 1st Avenue, Martin, SD 57551.

19 PWS Page 3

PWS Section C.2.4 "Contract Place of Performance" details the contract Nurse Practitioner (NP) or Physician Assistant (PA-C) shall provide comprehensive outpatient services Monday through Friday 8:00 AM to 7:00 PM and Sunday 12:00 PM to 5:00 PM. Can the Government please provide the day of week and actual number of hours per each respective day that Contractor personnel will perform Monday through Friday (minus lunch period) (routine schedule) as well as confirming Contractor's personnel will be required to perform services work each week Sunday (minus lunch period) (routine schedule) for the timeframe of 12:00 PM to 5:00 PM?

The Government confirms that services are required Monday through Friday from 8:00 AM to 7:00 PM, and Sunday from 12:00 PM to 5:00 PM.

For routine weekday coverage, contractor personnel shall provide services during the stated clinic operating hours, less any applicable lunch period. The specific daily staffing schedule may be coordinated with the Government to ensure full coverage during clinic hours.

Sunday coverage is required each week during the routine schedule from 12:00 PM to 5:00 PM, with two (2) FTEs providing Sunday coverage, as applicable to clinic operational needs.

20 PWS Page 5

PWS Section "Nurse Practitioner (NP) or Physician Assistant (PA-C) Qualifications and Compliance Requirements" details the Federal background investigation procedures and states "Background process may take up to three months or longer" and with completion prior to Contractor's commencement of services. The base period and subsequent option periods are a 6 week duration of time, and therefore Contractor's personnel may not be performing until option period 2. Can the

Government please confirm that any delays due to the duration of time that is required in order for Contractor's personnel to receive the Government's completed background investigation will not negatively impact the Contractor's compliance for this contract?

The Government confirms that contractor personnel must complete all required background investigation and clearance procedures before commencing services. The Contractor will not be negatively impacted solely due to Government processing time for background investigations, provided the Contractor submits all required documentation timely, accurately, and in accordance with Government instructions.

Question Submittal Sheet include RFQ 75H70626Q00153 Question Submittal Due Date Any questions, please submit by June 18th, 2026 by 4:00 pm MST.

Special Notes / Requirements

Round # of Question & Answer 1 Submit to (name & email) Attn: Mary Sarenana, Purchasing Agent email: mary.sarenana@ihs.gov

Submittal Subject Line

21 PWS Page 8

PWS Section C3.5 "Tour of Duty" details "Nurse Practitioner (NP) or Physician Assistant (PA-C) shall remain after normal hours if needed to ensure patient safety, complete critical tasks, or finish required EHR documentation (pre-approval is required from the Outpatient Services Director)" and within same section "Any adjustments to scheduled service dates determined by the Deputy Clinical Director, or Clinical Director, Outpatient Services Director or designee and communicated promptly to the Contractor." Can the Government please clarify if a reimbursable Contract Line Item Number (CLIN) for Contractor to invoice and by paid provided for those hours that exceed the Contractor's personnel routine schedule of Monday through Friday or Sunday?

Additionally, if Contractor's personnel are scheduled for "Holiday Clinic" or for any days that exceed the regular hourly rate of pay, can the Contractor utilize a reimbursable CLIN for invoicing purposes?

In the rare instance that there is the need to work over the routine or scheduled hours that would come out of the regular clin. The rate would be all inclusive. There is no special rate for working the weekend or holiday clinic.

22 General Can the Government please clarify if there is any specific requirements as to any Contractor's personnel's uniform/dress code while performing services at the Pine Ridge Hospital or PRSU facilities?

The contractor must follow the Pine Ridge Service Unit Dress Code Policy. The contractor must have an identification badge visible at all times. The contract provider should wear business casual clothing if not wearing traditional scrubs and jacket. Clothing worn by the vendor must be free of any branding of their employer.

PWS Sections C.3.5 and C.4.2 require an NP or PA to remain after normal duty hours when necessary to ensure patient safety, complete critical clinical tasks, or finish required EHR documentation, while also stating that overtime may not be worked without prior written approval from designated PRSU clinical leadership. We requests clarification to ensure that providers meet applicable standards of care without performing unauthorized or potentially non-billable overtime.

Please clarify the Government’s required authorization process for such additional hours.

Specifically:

Per the PRSU medical records documentation policy providers must adhere to the prescribed 24 hour timeline. Documentation must be completed through out the clinicians day. If a situation requires additional time to transition care of a patient for example to the emergency department the clinican would promptly notify the Deputy Clinical Director, Clinical Director or designee of the situation so it is noted appropriately.

1.Is the NP or PA responsible for identifying the need and submitting the overtime request, or will designated PRSU clinical leadership determine or confirm the need after consultation with the provider?

Provider should notify clinical leadership, Outpatient Services Director, Clinical Director, Deputy Clinical Director or designee as soon as possible if they are projecting to be in an overtime status.

2.Which Government oƯicial is responsible for making the final determination and providing written approval for the additional time?

Outpatient Services Director, Deputy Clinical Director or Clinical Director

3.When an urgent or clinically unavoidable patient-safety matter does not permit advance written approval, may the provider remain on duty to complete the necessary care and obtain written authorization or ratification immediately afterward?

Yes, these types of incidents will be reviewed on a case-by-case basis.

4.What form of documentation will be considered suƯicient to demonstrate that the additional hours were Government-authorized and billable?

Handwritten or typed approval on timesheet.

PWS Section C.6.5 states that Government quarters may be assigned to Contractor personnel when available, with all housing costs remaining the responsibility of the Contractor. The

Contractor requests this clarification to accurately assess housing and transportation costs and to ensure provider safety, reliable reporting, and continuity of patient care in this remote location.

Please clarify the housing alternatives available when PRSU quarters are unavailable.

Specifically:

The government noted that quarters may be available. The housing assignments of the Pine Ridge quarters are done via a committee therefore no housing assignments can be guaranteed. Contractor would be responsible for determining transportation costs and the government is not responsible for these or any associated costs. Furthermore it is the expectation of the government that reliable reporting is set forth per the terms of the PWS. Searches of local towns such as Rushville and Chadron Nebraska could be explored in addition to South Dakota locations such as Hermosa or

Rapid City proper. The government does not maintain a directory of rentals,

1. Does PRSU maintain a list of approved or commonly used commercial lodging, apartments, rental properties, or other temporary housing options within a reasonable commuting distance of Pine Ridge Hospital?

The government can provide a list of local towns that could be searched for housing. As the term reasonable is subjective that would be soley left to the descretion of the vendor to determine.

2. Will PRSU assist the Contractor or provider in identifying available alternative housing, or will the Contractor be solely responsible for locating and securing accommodations?

Contractor will be solely responsible for locating and securing accommodations.

3. What is the anticipated timeframe for notifying the Contractor whether Government quarters are available?

Typically the housing committee meets monthly.

4. Are there any Government-established proximity, travel-time, or on-call response requirements that alternative housing must satisfy?

No on call services.

5. If Government quarters become unavailable after a provider has begun performance, will

PRSU provide transition assistance or identify temporary lodging options to prevent a disruption in clinical coverage?

No. If a contractor enters into a rental agreement with the government and for whatever reason that were to end the expectation would be that the contractor still reliably report.