Copy of-QA Template.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- AMENDMENT 003 - Four (4) Administrative Support Assistants - Santa Fe Indian Health Center
- Solicitation number
- 75H70726Q00035
About this file
This is a Questions and Answers (Q&A) submittal sheet for Indian Health Service (IHS) Solicitation 75H70726Q00035 for Four (4) Administrative Support Assistants at Santa Fe Indian Health Center. The document contains 29 questions submitted by prospective offerors with official government responses addressing clarifications on proposal submission requirements, personnel qualifications, scheduling, compensation, contract period, and evaluation criteria.
Key clarifications from the Q&A include: the contract period is Base Year plus four (4) one-year option periods for a total of five years; all four Administrative Support Assistant positions are full-time contractor employees with compensation subject to Service Contract Act wage determination; personnel will be assigned to Santa Fe Indian Health Center as the primary duty station with rotation to three satellite clinics (Santa Clara Health Center, San Felipe Health Clinic, and Cochiti Health Clinic) at the Contracting Officer's Representative (COR) discretion; government vehicles will be provided for inter-facility travel with no billable travel time; on-call duties, weekend, and holiday work are at COR discretion and likely minimal; interpreters will be provided by the government; contractors cannot perform work until fully cleared through background and security checks; past performance questionnaires will be sent directly to the government via the client and not included in proposal volumes; proposals should include Volume II (Key Personnel resumes), Volume III (Past Performance), and Volume IV (Price Quote with completed SF-1449 form); and evaluation will be conducted on a best value basis considering pricing and other factors. Questions due date was extended to March 13, 2026, with proposals due by 3:00 p.m. MST on the same date via email to Patricia Trujillo at patricia.trujillo@ihs.gov. This is a set-aside under the Buy Indian Act for Indian Small Business Economic Enterprises with one award anticipated.
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Other files
| File | Type | Posted |
|---|---|---|
| Copy of QA Template.Round2.xlsx | XLSX spreadsheet | |
| Copy of FWI-QA Template (5285).xlsx | XLSX spreadsheet | |
| Solicitation Questions.docx | DOCX document | |
| Copy of 1H-IHS Santa Fe Admins Questions Amend 0002.xlsx | XLSX spreadsheet | |
| Copy of 5285-QA Template.Round2.xlsx | XLSX spreadsheet | |
| Amendment 002 - Solicitation 75H70726Q00035 - Four Administrative Assts.pdf | ||
| SF-1449 - Solicitation - 75H70726Q00035 Four Administrative Support Assts SFIHC.pdf | ||
| 5 - OF-306 Child Care Form Addendum to Declaration for Federal Employment.pdf | ||
| SF-1449 - Solicitation 75H70726Q00035 - Four Administrative Support Assistants.pdf | ||
| IHS IEE Representation Form_Jan 2022_508 Compliant.pdf | ||
| WD 15-5449 (23).txt | TXT text file | |
| Past Performance Survey Form.docx | DOCX document |
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Q&A Question Submittal Sheet
| Official Gov. Solicitation # | 75H70726Q00035 |
| Official Gov. Solicitation Name | Four (4) Administrative Support Assistants - Sant Fe Indian Health Center |
FWG Opportunity Name 4 Administrative Support Assistants - IHS
| Round # of Question & Answer | 1 | |||||
| Submit to (name & email) | Patricia Trujillo at patricia.trujillo@ihs.gov | |||||
| Submittal Subject Line | ||||||
| Question Submittal Due Date | ASAP | |||||
| Special Notes / Requirements | N/A | I will reformat this Q sheet to match the government's fomat as per solicitation page 29 | ||||
| # | Solicitation Page# | Section # | Section Title | Question | Answer | |
| 1 | General | General | General | Can the Government please confirm if there are any file size limitations that will affect/restrict its ability to receive and open the proposal submittal documents via email? | Confirm they can be opened. | |
| 2 | General | General | General | Will the Government please clarify if this a new or existing requirement? If existing, please provide the current/incumbent contract number. | New requirement. | |
| 3 | Solicitation, page 29 | 16.3.5 | Other Important Information and Instructions | Can the Government please confirm that Offerors can submit questions up until the submittal due date, as per the solicitation? Allowing bidders to submit multiple rounds of questions. | Confirm prior to solicitation closing. | |
| 4 | Solicitation, page 30 | 16.6.2 | Key Personnel Instructions (Volume II) | Will the Government please confirm that section 16.6.2 on page 30 of the solicitation is misplaced, as this instruction seems more applicable to the past performance of the organization, rather than key personnel. | If it seems more applicable to past performance, it will be on the vendor not the key personnel. | |
| 5 | Solicitation, page 30 | 16.7 | Past Performance Survey (Volume III) | The Government states in section 16.7 of the solicitation that the instructions for the Past Performance volume are to send out PPQs and have them returned directly to the Government via the client. If are not to be included in this volume, will the Government please confirm what the contents of this 12 page volume should be? | Estimate number pages, it will be sent to me as these also go to the evaluators. | |
| 6 | Solicitation, page 31 | 16.9.2 | Administrative and Management Data | As per section 16.9 of the solicitation "Representations and Certifications: The Offeror shall submit a completed and executed copy of Section 15 - Representations, Certifications and Other Statements of Offerors with its business quote.", would the Government like an additional "Volume V - Business Quote" to be sumbitted along with the other four volumes for the SF1449 form, amendments, reps and certs, and IHS form? If the Government would not like a "Volume V - Business Quote" for these documents, can the Government please advise how/where they would like those items submitted? | No, you can submit IV - Price Quote and can also completed the SF-1449 - Terms/Conditions and complete there as well. | |
| 7 | Solicitation, page 29 | 16.2 | Submit Quote Packets as follows | Will the Government please clarify what volume they would like candidate resumes in? | Volume II | |
| 8 | Performance Work Statement (PWS) page 11 and Solicitation page 29 | 16.3.3 | Other Important Information and Instructions | Will the Government please clarify if this opportunity is going to be evaluated as best value, as per solicitation, section 16.3.3 on page 29 | Yes | |
| 9 | Solicitation, page 29 | 16.2 | Submit Quote Packets as follows | Can the Government please confirm they need 4 (four) resumes for the requested 4 (four) admin positions? | Resumes for each admin position. | |
| 10 | Solicitation, Page 1 | SF1449 | SF1449 | The Solicitation document Box 20 "Schedule of Supplies/Services" references the three (3) outlying satellite clinics of Santa Clara Health Center, San Felipe Health Clinic, and Cochiti Health Clinic. Can the Government please provide the physical address locations of the three (3) outlying satellite clinic locations? Additionally, can the Government please clarify if the contractor's personnel are able to invoice during the time involved to travel from the primary Santa Fe Health Center to any of the outlying satellite clinics when required? | You can submit an all inclusive rate, there primary duty station is SFIHC, and need be can be sent out to the field at the COR's discretion. Gov't vehicles are made availabe for them to utilize. | |
| 11 | Solicitation, Page 3 | 1.2.1 | Price or Cost | Section 1.2.1. states the Four (4) Administrative Support Assistants will provide Non-Personal Health Care Services with the government anticipating recurring requirements but cannot predetermine the precise quantities that will be ordered during the contract period. Can the Government please clarify the statement that the Government "cannot predetermine the precise quantities that will be ordered during the contract period"? Additionally, can the Government please confirm that the four (4) Administrative Support Assistants will be Full-Time Contractor Employees? | The Four Administrative Assistants will be full-time contractors. | |
| 12 | Solicitation, Page 10 | 5.2.3 | Scheduling of Shifts | Section 5.2.3 "Scheduling of Shifts" references the government point of contact or primary COR will determine specific tour of duty which maybe assigned on-call duties as needed, and may include working weekends and Holidays as well as the contractors employees must rotate into other duty sections as needed to support patient care. Can the Government please clarify if contractors personnel will be assigned on-call duties which may include working weekends and Holidays and "rotate" into other duty sections, and that may result in overtime work? | The COR can determine this, probably not but in case. | |
| 13 | Solicitation, Page 10 | 5.4 | No section Title | Section 5.4 details that the contractor will perform work with multicultural patients and interpreters as necessary for non-English speaking patients. Can the Government please confirm that the interpreters will be provided by the Government? | I would think so. | |
| 14 | Solicitation, Page 15 | 9.1 | Period of Performance | Section 9.1 "Period of Performance" first sentence states the period of performance is a Base Year + 2 one-year option periods, unless extended. However, Section 9.1.1 and Page 2 Box 20 references a Base Year + 4 one-year option periods. Furthermore, 9.1.3 states the total contract award must not exceed 3 years. Can the Government please clarify the period of performance for this opportunity? | Award will be for five years, thought I changed that in the SF-1449 attachment. | |
| 15 | Solicitation, Page 12 & 20 | 5.8.7 & 11.2 | Criminal History and Background Check & Security | Section 5.8.7 refers to a criminal history background check, and 11.2 "Security" references the security requirements for the contractors personnel. Can the Government please clarify if the contractors personnel can perform prior to receiving the favorable security determinations? | All contractors will not perform work until they are fully cleared. | |
| 16 | Solicitation, Page 27 | 14 | List of Attachments | Section 14 references a listing of attachments. Can the Government please provide to offerors Attachment No. 4 "Business Associate Agreement"? Additionally, can the Government please clarify if this Agreement is required to be signed and returned within the response or after any award? | This is usually sent out when award is made. | |
| 17 | General | General | General | Sam.gov listing included an attachment titled "5 - OF-306 Child Care Form Addendum to Declaration for Federal Employment". Can the Government please clarify when this form is required to be completed and provided to the government? | It can be filled out and sent with quote, or during clearance process, I believe they require this as well. | |
| 18 | General | General | General | Can the government confirm what position the 4 personnel are identified as within the SCA Wage Determination? | ||
| 19 | General | General | General | Can the Government confirm if an administrative assistant must drive to a different location, and that a GSA car will be available whenever needed? | Gov't Vehicles will be made available to and from the other locations if need be. | |
| 20 | Solicitation, Page 10 | 5.2.3 | Scheduling of Shifts | Section 5.2.3 "Scheduling of Shifts" references the government point of contact or primary COR will determine specific tour of duty which maybe assigned on-call duties as needed, and may include working weekends and Holidays as well as the contractors employees must rotate into other duty sections as needed to support patient care. Can the Government confirm whether the work schedule will also identify when contractor support is required at the satellite clinics, including expected days/times for travel and coverage? | The COR can determine this, the clinics are within 30-minutes drive time. | |
| 21 | General | General | General | Can the government please confirm that the four Administrative Support Assistant positions are to be aligned to the Service Contract Act Wage Determination labor category Administrative Assistant (Occupation Code 01020), consistent with the duties described in the PWS (e.g., executive level support to the Director and senior staff, handling of security investigation documentation, and specialized financial/technical tasks), as this classification both accurately reflects the required skill level and minimizes the governments risk and protects the government from potential audit issues related to improper labor misclassification under the Service Contract Act. | A Wage Determination is available, and the vendor can bid higher or follow WD. | |
| 22 | 5 | 1.5.6 | Option Prices | This section notes, "The Contractor also cannot invoice travel times to/from the facility site as time worked." Please confirm that the contractor will not be requested to travel between the four locations during their shift, or, if so, this time and possible mileage use on personnel vehicle will be allowed as billable to the IHS? | No, because they will be utilizing a Gov't Vehicle that is availabe to them. | |
| 23 | 7 | 3.1 | Gov. Furnished Property | The property chart located in this section lists quantities of one (1). Please confirm these quantities are per Administrative Support Assistant, and not for them to share. | For them, I don't know about the sharing, COR's determination. | |
| 24 | 10 | 5.2.3 | Work Schedule | Please provide the estimated hours for On-call duties, Weekends, and Holiday hours, as these may need to be accounted for in pricing. | COR will determine this, but most likely probably not. | |
| 25 | 10 | 5.2.3 | Work Schedule | The second paragraph in this section states patient care duties may be needed/assigned. Please clarify what patient duties may be required outside what is listed in Section 5.1. | COR should will determine. | |
| 26 | 15 | 9.1.3 | Deliveries or Performance | Please clarify "must not exceed three years" | Must not exceed five years. | |
| 27 | 15 | 9.3 | Place of Performance | Please clarify whether a schedule indicating working hours and the healthcare facility location will be provided in advance for each schedule period. If not, please confirm that the contractor will not have to travel to satellite locations once reported to a location for that day. | COR will schedule for each contract employee if needed. | |
| 28 | 30 | 16.6.1 | Key Personnel Instructions | Please clarify who is considered Key Personnel? | Contractors | |
| 29 | 33 | 17.5.2 | Price Evaluation | This section states, "the Offeror should propose a blend of seasoned staff and | ||
| trainable staff to provide IHS with the best blend and cost associated with the effort. Please clarify and detail the IHS's vision of staffing. Since, based on the Pricing Schedule, only a single rate can be provided, using a single SCA position. | The IHS's vision of staffing emphasizes the importance of a blend of seasoned and trainable staff to ensure effective performance and meet the agency's needs. | |||||
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