A04 Statement of Work.pdf
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- Solicitation number
- 75H71325Q00037
About this file
This Statement of Work (SOW) details lodging services for a Hoh Tribal patient requiring medical care at the Swedish First Hill Perinatal Clinic in Seattle, WA. The Portland Area Indian Health Services (PAIHS) seeks a contractor to provide hotel accommodations from May 19, 2025, through June 27, 2025, for one patient and a potential accompanying individual. The lodging must be within 10 miles of the clinic, include two beds, a kitchenette, on-site parking, ADA compliance, and meet specific requirements for cleanliness, safety, and cultural sensitivity.
Key contractor responsibilities include securing the lodging reservation, maintaining a single point of contact, ensuring staff professionalism, and complying with federal, state, and local regulations including HIPAA privacy requirements. The solicitation (No. 75H71325Q00037) is a commercial services Request for Quotation (RFQ) using a best value approach, with quotes due by July 14, 2025, at 5:00 PM EST. Evaluation will consider price and past performance, with the contract awarded through the Department of Health and Human Services Indian Health Service.
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Text version
STATEMENT OF WORK
Portland Area Indian Health Services
For Hotel Lodging for critical Patient care April 29, 2025
Introduction
The Portland Area Indian Health Service (PAIHS) is requesting for lodging services to support a tribal patient receiving medical care at the Swedish First Hill Perinatal Clinic, located at 747 Broadway, Seattle, WA 98122. The patient requires temporary accommodations to ensure access to medical appointments and continuity of care. Due to high risk pregnancy that needs close monitoring by Hospital.
Scope
The Contractor shall provide lodging services for one (1) Hoh Tribal patient (and accompanying individual, if applicable) with estimate period of performance starting May 19, 2025, through June 26, 2025 (inclusive of check-in and check-out dates).
Lodging Specifications
The Contractor shall provide a hotel room or extended-stay accommodation that meets the following criteria:
• Location: The lodging facility must be located within a 10-mile radius of the Swedish First Hill Perinatal Clinic, 747 Broadway, Seattle, WA 98122.
• Room Configuration: The room shall include:
• Two (2) beds to accommodate the patient and an accompanying individual (if applicable).
• A kitchenette equipped with, at minimum, a microwave, refrigerator, sink, and basic cookware/utensils to support meal preparation.
• Parking: The facility must provide on-site parking for at least one (1) vehicle for the duration of the stay.
• Accessibility: The room must be compliant with the Americans with Disabilities Act (ADA) to ensure accessibility for the patient, if needed.
• Cleanliness and Safety: The facility must maintain high standards of cleanliness, comply with local health and safety regulations, and provide a safe environment for the patient.
• Any issues with the room or services (e.g., maintenance, cleanliness) must be resolved within 4 hours of notification by the patient or COR.
Government Responsibilities
• The IHS will provide the Contractor with the patient’s contact information (if applicable) and any specific medical or accessibility needs prior to check-in.
• The COR will review and approve deliverables and address any performance issues.
• Payment will be processed in accordance with the contract terms upon receipt of a valid invoice and verification of services rendered.
Contractor Responsibilities
• The Contractor shall secure and maintain the lodging reservation for the specified period.
• The Contractor shall provide a single point of contact for coordination with the COR.
• The Contractor shall ensure all staff interacting with the patient maintain professionalism and respect for cultural sensitivities, in alignment with tribal healthcare support protocols.
• The Contractor shall comply with all applicable federal, state, and local regulations, including those related to health, safety, and privacy.
Place of Performance
The lodging services shall be provided at a qualifying hotel or extended-stay facility within 10 miles of the Swedish First Hill Perinatal Clinic, 747 Broadway, Seattle, WA 98122. The exact facility address will be provided in the Reservation Confirmation deliverable.
Period of Performance
The estimate period of performance will be May 19, 2025 through June 27, 2025.
Special Considerations
• Cultural Sensitivity: The Contractor shall ensure staff are aware of and sensitive to the cultural and tribal affiliations of the patient, adhering to IHS guidelines for tribal healthcare support.
• Privacy: The Contractor shall protect the patient’s privacy in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable regulations.
• Force Majeure: The Contractor shall notify the COR immediately of any unforeseen circumstances (e.g., facility closure, natural disasters) that may impact performance, and propose alternative solutions.
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