Combined Synopsis-Solicitation-IHS1502854-On-SIte Mobile MRI Services.pdf

Rev. 02/25/2025

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included I this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Solicitation no. IHS1502854 is issued as a request for quotation (RFQ).

The solicitation document incorporates provisions and clauses that are those in effect through Federal Acquisition Circular (FAC) 2025-03, effective January 17, 2025.

The solicitation is a Small Business set aside under North American Industry Classification System (NAICS) code 621512 with an associated small business size standard of $19,000,000.

SCHEDULE OF ITEMS

CLIN

NO.

Description Quantity Price / Month Extended Price

1 Base Period: 07/01/2025 – 09/30/2025 On-Site Mobile MRI Services:

All-inclusive fixed monthly rate

3 Months

2 First Option Period: 10/01/2025 – 12/31/2025

Second Option Period: 01/01/2026 – 03/31/2026

Third Option Period: 04/01/2026 – 06/30/2026

Fourth Option Period: 07/01/2026 – 09/30/2026

Fifth Option Period: 10/01/2026 – 12/31/2026

Sixth Option Period: 01/01/2027 – 03/31/2027

Seventh Option Period: 04/01/2027 – 06/30/2027

TOTAL

This combined synopsis/solicitation notice is a request for quote for Non-Personal Service Contracts for On-site Mobile Magnetic Resonance Imaging (MRI) services provided in a Contractor-owned mobile unit at the Chinle Comprehensive Health Care Facility (CCHCF), Navajo Area Indian Health Service (IHS) throughout the duration of the contract period of performance. Services shall be performed in accordance with the attached Performance Work Statement (PWS).

The Chinle Comprehensive Health Care Facility (CCHCF) is based in Chinle, Arizona (Northeast Arizona near Canyon De Chelly National Monument). The CCHCF is a 60-bed hospital which serves as the health care hub for the region. The medical staff includes Family Physicians, Internists, Pediatricians, General Surgeons, OB/GYN's, Anesthesiologists, and a Psychiatrist. In addition to routine outpatient and inpatient primary care, services available to our patients include: Adult Intensive Care, General Surgery (including laparoscopic surgery), routine and operative Obstetrics, and 24-Hour Emergency Room Services. Health care services are provided to approximately 37,000 active users. Strong Navajo cultural traditions exist within the community, offering an opportunity to learn the Navajo language, or to learn about traditional Navajo medicine. The service unit is located on the Colorado Plateau with excellent opportunities for photography, hiking, running, road biking, cross country skiing, and mountain biking.

Canyon de Chelly National Monument is within 5 miles of the hospital and is a wonderful place for exploring and sightseeing, running and mountain biking.

The period of performance (or delivery) is July 01, 2025 to June 30, 2027.

· Base Period: 07/01/205 – 09/30/2025

· First Option Period: 10/01/2025 – 12/31/2025

· Second Option Period: 01/01/2026 – 03/31/2026

· Third Option Period: 04/01/2026 – 06/30/2026

· Fourth Option Period: 07/01/2026 – 09/30/2026

· Fifth Option Period: 10/01/2026 – 12/31/2026

· Sixth Option Period: 01/01/2027 – 03/31/2027

· Seventh Option Period: 04/01/2027 – 06/30/2027

The provision at 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services (SEP 2023), applies to this acquisition. Addenda are included. 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021) Submission of Offers. All offers must include the following information and submitted at or before the date and time specified in this solicitation.

**Email offer directly to the Contracting Officer (CO). The CO for this action is: Teola Autaubo, Purchasing Agent, 928-674-7825, teola.autaubo@ihs.gov. No questions will be accepted regarding this notice. Submit Adobe PDF files only.

The provision at 52.212-2, Evaluation – Commercial Products and Commercial Services (NOV 2021), applies to this acquisition. The following factors shall be used to evaluate quotes:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Experience: Provide a list of 2-5 prior or current contracts of the same scope and complexity within the past 5 years; include detailed project description, location, dollar amount, period of performance, and name, title, phone number, and email address of references.

2. Past Performance of Vendor: Provide a list of 3-5 prior contracts that are specific to on-site MRI services with provided technicians, that are of comparable size and complexity within the past 5 years, and provide complete and final Contractor’s Performance Assessment Reporting System (CPARS) reports for each contract listed. Each identified contract shall include the following information: contract number, points of contact of Government personnel who accepted/received the products/services, phone numbers and email addresses for those Government personnel, a description of the requirement and an explanation of how it relates to the current requirement, and the contract award amount. If offeror has no CPARs, then offeror will be rated neutral. Offerors who provide CPARs will be weighted and considered higher in regards to Past Performance based on their CPARS ratings.

3. Equipment Specifications: The offeror’s proposed MRI equipment specifications and performance shall meet all state and federal requirements, and meet the minimum Equipment Specifications as listed in the Performance Work Statement. Trailer specifications are listed within the Performance Work Statement and must be specified within offer. Submit equipment specification list including name of manufacturer, model number, manufacturer’s brochures cut sheets, equipment specifications and all pertinent data with offer.

4. Understanding the Requirement: The offeror shall provide documentation proving an understanding of the requirements and goals set forth in the Performance Work Statement

(PWS). The offeror must provide evidence of sufficient planning to show that work will be accomplished as required and on schedule, utilizing all available resources.

5. Qualifications of Staff: The offeror shall provide documentation on the MRI technologists’ and Physicists’ qualifications as listed in Performance Work Statement, Contractor Qualifications, Certifications, and Staffing Requirements. The documentation shall be current and valid for all new technologists to meet the needs of the contract qualification requirements.

6. Logistics: Demonstrate appropriate planning, personnel and that available resources will be positioned efficiently and effectively to carry out the requirements. Will also need to provide a response on how the offeror will manage unplanned absences/shortages to avoid lapse in service, preferably with a list of technicians that are readily available for coverage.

7. Price: Provide pricing on Schedule of Items on page 1.

Failure to follow instructions and/or to provide required information may render proposal nonresponsive or unacceptable, and will be removed from award consideration.

Past Performance of Vendor, Technical Capability of Vendor, and Qualification Requirements of Candidates when combined, are Significantly more important than cost or price, and all non-price factors are of equal importance. Offers are intended to be evaluated with, and award made after, discussions with the offerors.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Quoters must include with its quote a completed copy of the provision at 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services (MAY 2024)

[DEVIATION FEB 2025].

The following Federal Acquisition Regulation provisions also apply:

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING AUG 2020

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT

OCT 2020

52.216-31 TIME-AND-MATERIALS/LABOR-HOUR PROPOSAL REQUIREMENTS –

COMMERCIAL ITEM ACQUISITION

FEB 2007

52.233-2

SERVICE OF PROTEST (Chinle Comprehensive Health Care Facility, Attn: Tanya Begay, US HWY 191 Hospital Drive, Chinle, AZ 86503)

SEPT 2006

52.252-1

SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

www.acquisition.gov/browse/index/far, www.acquisition.gov/hhsar FEB 1998

The following Department of Health and Human Services Acquisition Regulation provisions also apply:

352.239-73 ELECTRONIC AND INFORMATION TECHNOLOGY

ACCESSIBILITY NOTICE Alternate I (NOV 2021)

DEC 2015

The clause at 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services (MAY 2024), applies to this acquisition. Addenda are included.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services (JAN 2025) [DEVIATION FEB 2025], applies to this acquisition. The following additional FAR clauses cited in the clause are applicable to the acquisition:

Clause Number, Clause Name, Clause Date 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) 52.204-14, Service Contract Reporting Requirements (Oct 2016) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Nov 2021) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) Alternate I (Mar 2020) 52.219-28, Post Award Small Business Program Rerepresentation (Feb 2024) 52.219-33, Nonmanufacturer Rule (Sep 2021) 52.222-3, Convict Labor (Jun 2003)

52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2024) 52.222-35, Equal Opportunity for Veterans (Jun 2020) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) 52.222-37, Employment Reports on Veterans (Jun 2020) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) 52.222-50, Combating Trafficking in Persons (Nov 2021) 52.222-54, Employment Eligibility Verification (May 2022) 52.224-3 Privacy Training (Jan 2017) 52.225-1, Buy American-Supplies (Oct 2022) 52.225-5, Trade Agreements (NOV 2023) 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2021) 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) 52.239-1, Privacy or Security Safeguards (Aug 1996) 52.222-41, Service Contract Labor Standards (Aug 2018) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (Aug 2018) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (Jan 2022) 52.222-62, Paid Sick Leave Under Executive Order 13706 (Jan 2022)

The following Federal Acquisition Regulation clauses also apply:

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER CONTENT PAPER MAY 2011

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE AUG 2020

52.232-18 AVAILABILITY OF FUNDS APR 1984

52.224-1 PRIVACY ACT NOTIFICATION APR 1984

52.224-2 PRIVACY ACT APR 1984

52.237-2 PROTECTION OF GOVERNMENT BUILDING, EQUIPMENT, AND VEGETATION APR 1984

52.242-13 BANKRUPTCY JUL 1995

52.252-2

CLAUSES INCORPORATED BY REFERENCE

www.acquisition.gov/browse/index/far, www.acquisition.gov/hhsar FEB 1998

52.217-8 OPTION TO EXTEND SERVICES NOV 1999

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor before contract expiration.

(End of clause)

52.217-9 OPTION TO EXTEND THE TERM OF THE

CONTRACT MAR 2000

(a)The Government may extend the term of this contract by written notice to the Contractor within five (5) days;

provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least fifteen

(15) days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b)If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c)The total duration of this contract, including the exercise of any options under this clause, shall not exceed two (2) years.

52.237-7 INDEMNIFICATION AND MEDICAL LIABILITY

INSURANCE

JAN 1997

(a)It is expressly agreed and understood that this is a non-personal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over professional aspects of the services rendered, including by example, the Contractor’s professional medical judgment, diagnosis, or specific medical treatments. The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts or omissions by it or by its employees or agents. The Contractor shall maintain during the term of this contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence: $1,000,000 per occurrence $3,000,000 aggregate.

(b)An apparently successful offeror, upon request by the Contracting Officer, shall furnish prior to contract award evidence of its insurability concerning the medical liability insurance required by paragraph (a) of this clause.

(c)Liability insurance may be on either an occurrences basis or on a claims-made basis. If the policy is on a claims-made basis, an extended reporting endorsement (tail) for a period of not less than 3 years after the end of the contract term must also be provided.

(d)Evidence of insurance documenting the required coverage for each health care provider who will perform under this contract shall be provided to the Contracting Officer prior to the commencement of services under this contract. If the insurance is on a claims-made basis and evidence of an extended reporting endorsement is not provided prior to the commencement of services, evidence of such endorsement shall be provided to the Contracting Officer prior to the expiration of this contract. Final payment under this contract shall be withheld until evidence of the extended reporting endorsement is provided to the Contracting Officer.

(e)The policies evidencing required insurance shall also contain an endorsement to the effect that any cancellation or material change adversely affecting the Government’s interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer. If, during the performance period of the contract the Contractor changes insurance providers, the Contractor must provide evidence that the Government will be indemnified to the limits specified in paragraph (a) of this clause, for the entire period of the contract, either under the new policy, or a combination of old and new policies.

(f)The Contractor shall insert the substance of this clause, including this paragraph (f), in all subcontracts under this contract for health care services and shall require such subcontractors to provide evidence of and maintain insurance in accordance with paragraph (a) of this clause. At least 5 days before the commencement of work by any subcontractor, the Contractor shall furnish to the Contracting Officer evidence of such insurance.

(End of clause)

The following Department of Health and Human Services Acquisition Regulation clauses incorporated by reference also apply:

352.224-70 PRIVACY ACT DEC 2015

352.224-71 CONFIDENTIAL INFORMATION DEC 2015

352.226-1 INDIAN PREFERENCE DEC 2015

352.226-2 INDIAN PREFERENCE PROGRAM DEC 2015

352.237-70 PRO-CHILDREN ACT DEC 2015

352.237-70 CRIME CONTROL ACT – REPORTING OF CHILD ABUSE DEC 2015

352.237-72 CRIME CONTROL ACT – REQUIREMENTS FOR BACKGROUND

CHECKS

DEC 2015

352.237-73 INDIAN CHILD PROTECTION AND FAMILY VIOLENCE ACT DEC 2015

352.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY DEC 2015

352.237-75 KEY PERSONNEL DEC 2015

352.232-71 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS

FEB 2022

(a) Definitions. As used in this clause –

Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

(End of Clause)

The following local Indian Health Service, Gallup Service Unit special instructions also apply:

NAIHS-ACQ-01 NON-PERSONAL SERVICES DEC 2020

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of a personal services nature, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately.

NAIHS-ACQ-02 NON-PERSONAL HEALTH CARE SERVICES DEC 2020

In accordance with FAR 37.401, this is a non-personal health care services contract, as defined in FAR 37.101, under which the contractor is an independent contractor. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered. The Contractor indemnifies the Government for any liability producing act or omission by the Contractor, its employees and agents occurring during contract performance. The Contractor must maintain medical liability insurance in the coverage amounts identified in the clause at 52.237-7 Indemnification and Medical Liability Insurance, which must flow down to any of the Contractor’s subcontracts for provisions of health care services.

(End of clause)

NAIHS-ACQ-03 IMPLEMENTATION OF INDIAN HEALTH

MANUAL PART 3, CHAPTER 20, PROTECTING

CHILDREN FROM SEXUAL ABUSE BY

HEALTH CARE PROVIDERS

JUL 2021

Indian Health Manual Part 3, Chapter 20 establishes policy for Protecting Children from Sexual Abuse by Health Care Providers. All Indian Health Service contractors must complete a government-provided, training module associated with this policy as an integral part of the onboarding process, but no more than 30 days from the date of onboarding. Failure to complete the mandatory training may be cause for adverse action from a minimum of temporary suspension, to a maximum of termination, from appointment.

The Contractor is required to flow down this clause in any subcontract for commercial or non-commercial item. The extent of the flow down shall be as required by the clause.

(End of Clause)

NAIHS-ACQ-04 CONTRACTING OFFICER’S REPRESENTATIVE AUG 2022

(a) Definition. “Contracting Officer’s Representative (COR)” means an individual designated in by the Contracting Officer as authorized personnel responsible for the technical aspects of the contract and serves as technical liaison with the contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and such other responsibilities as may be specified in the contract.

(b) Per FAR Subpart 1.602-2(d): The Contracting Officer (CO) determines that this contract requires a Contracting Officer Representative (COR).The Contracting Officer Representative (COR) is:

TBD at time of award.

(c) Upon award, the COR will receive a copy of the written designation, specifying the extent of the COR’s authority on behalf of the CO.

(d) Limitations. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract. Any contractor request for changes shall be referred to the CO directly or through the COR. No such changes shall be made without the express written prior authorization of the CO.

NAIHS-ACQ-05 UNAUTHORIZED COMMITMENTS SEP 2023

(a) Definitions.

Contracting Officer means a person with the authority to enter into, administer, and/or terminate contracts and make related determination and findings.

Ratification means the act of approving an unauthorized commitment by an official who has the authority to do so.

Unauthorized Commitment (UAC) means an agreement that is not binding solely because the Government representative who made it lacked the authority to enter into that agreement on behalf of the Government.

(b) Policy.

The Government is not bound by agreements with, or contractual commitments made to, prospective contractors by individuals who do not have delegated contracting authority. Unauthorized commitments do not follow the appropriate process for the expenditure of Government funds. Consequently, the Government may not be able to ratify certain actions, putting a contractor at risk for taking direction from a Federal official other than the contracting officer (see FAR 1.602-1) Government employees responsible for unauthorized commitments are subject to disciplinary action. Contractors perform at their own risk when accepting direction from unauthorized officials. Failure to follow statutory and regulatory processes for the expenditure of Government funds is a very serious matter.

(c) Procedure.

Any agreement, modification, or change to a contractual agreement made by a government personnel who lack authority will be deemed an unauthorized commitment. The Government is not liable to the Contractor or under the terms of the contract, financially or otherwise – unless the unauthorized commitment successfully passes the ratification process.

The ratification process does not have any lead time, nor does the Government make any promise that an unauthorized commitment will be ratified and, therefore, the Contractor would be paid. The Contractor proceeds at its own risk if any of the terms of the contract are altered, changed, or modified without the written concurrence by a Contracting Officer.

NAIHS-ACQ-06 CONTRACTOR PERFORMANCE ASSESSMENT SEP 2023

(a) Policy. Past performance evaluations shall be prepared at least annually and at the time the work under a contract or order is completed. Past performance evaluations are required for contracts and orders as specified in paragraphs (b) of this section, including contracts and orders performed outside the United States. These evaluations are generally for the entity, division, or unit that performed the contract or order.

Past performance information shall be entered into CPARS, the Government-wide evaluation reporting tool for all past performance reports on contracts and orders. Instructions for submitting evaluations into CPARS are available at http://www.cpars.gov/.

(b) Applicability. The contracting office will evaluate and document contractor performance for the following types of actions:

(1) Contracts and orders for supplies or services that exceed the simplified acquisition threshold;

(2) Construction contracts that exceed $750,000;

(3) Architect-engineer services contracts of $35,000 or more;

(4) Any contract action in (b)(1), (b)(2), or (b)(3) less than the aforementioned thresholds but a modification increases their value to exceed the thresholds; and

(5) Any termination for default for construction or architect-engineer services regardless of value.

(c) Procedures.

(1) The contracting office shall –

a. Assign responsibility and management accountability for the completeness of past performance submissions.

b. Generally provide for input to the evaluations from the technical office, contracting office, program management office, and where appropriate, quality assurance and end users of the product or service;

c. Identify and assign past performance evaluation roles and responsibilities to those individuals responsible for preparing and reviewing interim evaluations, if prepared, and final evaluations (e.g., contracting officers, contracting officer representatives, project managers, and program managers). Those individuals identified may obtain information for the evaluation of performance from the program office, administrative contracting office, audit office, end users of the product or service, and any other technical or business advisor, as appropriate; and

d. Address management controls and appropriate management reviews of past performance evaluations, to include accountability for documenting past performance on CPARS.

(2) The evaluation should include a clear, non-technical description of the principal purpose of the contract or order. The evaluation should reflect how the contractor performed. The evaluation should include clear relevant information that accurately depicts the contractor’s performance, and be based on objective facts supported by program and contract or order performance data. The evaluations should be tailored to the contract type, size, content, and complexity of the contractual requirements.

(3) Evaluation factors for each assessment shall include, at a minimum, the following:

(a) Technical (quality of product or service).

(b) Cost control (not applicable for firm-fixed-price or fixed-price with economic price adjustment arrangements).

(c) Schedule/timeliness.

(d) Management or business relations.

(e) Small business subcontracting, including reduced or untimely payments to small business subcontractors when FAR 19.702(a) requires a subcontracting plan.

(e) Other (as applicable) (e.g., trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments, and failure to comply with limitations on subcontracting).

Offers are due:

DATE: May 06, 2025 TIME:5:00pm MST LOCATION: Submit quotes via email to Teola Autaubo @ teola.autaubo@ihs.gov. **PDF Files Only**

For additional information or questions about the solicitation, contact Teola Autaubo at (928) 674-7825, teola.autaubo@ihs.gov.

LIST OF ATTACHEMNTS:

- Performance Work Statement - PWS No. CSU-25-01 ON-SITE MOBILE MRI, dated March 6, 2025

- SCA Wage Determination No. 2015-5477, Revision 23

PWS No. CSU-25-01 ON-SITE MOBILE MRI 06 MARCH 2025

Chinle Comprehensive Health Care Facility (CCHCF) Performance Work Statement (PWS) for Non-Personal Services

ON-SITE MOBILE MAGNETIC RESONANCE IMAGING

(MRI) SERVICES

SECTION TABLE OF CONTENTS PAGE

A. General 1 B. Scope 1 C. Definitions 2 D. Government Furnished Information, Property, Services, and Materials 2-3 E. Contractor Furnished Information, Property, and Materials 3-4 F. Performance-Based Requirements 4-6 G. Contractor Qualifications, Certifications, and Staffing Requirements 6-7 H. Equipment Specifications 7-8 I. General Requirements 8 J. Quality Control and Performance Requirements 8-9 K. 52.212-4 Contract Terms and Conditions-Commercial Items (MAY 2015) (m) 9 L. Performance-Based Matrix 9-10

M. Attachment 10 Attachment Site Plan Location 11

Chinle Comprehensive Health Care Facility Performance Work Statement for Non-Personal Services

ON-SITE MOBILE MAGNETIC RESONANCE IMAGING

(MRI) SERVICES

A. General: This performance work statement describes the requirements for a Non-Personal Service contract for On-site Mobile Magnetic Resonance Imaging (MRI) services provided in a Contractor-owned mobile unit. The mobile unit shall be brought on-site to CCHCF in Chinle, AZ for services (Five [5] days/week) for the term of the contract.

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal healthcare services to American Indians and Alaska Natives. The provision of healthcare services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. The Indian Health Service (IHS) is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for approximately 2.6 million American Indians and Alaska Natives who belong to 573 federally recognized tribes in 37 states.

The Chinle Comprehensive Health Care Facility (CCHCF) is a NAIHS facility. CCHCF provides medical care for approximately 35,000 Navajo. Serving a rural area, many of our patients travel 100 miles round trip to receive care and do not have electricity or running water in their homes. In addition, most of our elderly patients speak only Navajo, and live according to traditional Navajo cultural practices. The CCHCF and Ambulatory Care Center is a 60-bed inpatient hospital and outpatient facility.

Services offered are:

Adult Inpatient Integrated Behavioral Health Optometry Respiratory Therapy Adult Intensive Care Lab Outpatient Primary Care School Health Anesthesiology Labor & Delivery Pediatric Inpatient Speech Pathology Audiology Mental Health Pharmacy Social Services Clinical & Community Nutrition Native Medicine Physical Therapy Urgent Care Dental Nurse Phone Triage Services* Podiatry Women’s Health Emergency Medicine OB/GYN & Midwifery Public Health

*Available after hours. General Surgery Occupational Therapy Radiology

The CCHCF lacks Magnetic Resonance Imaging (MRI) service, prompting frequent referrals outside the service unit. For emergent indications, such as suspected stroke or spinal compression, the lack of MRI necessitates referrals via air transportation (fly outs). Over the last several years, MRI has become more accessible to rural and community hospitals utilizing on-site mobile MRI services. Physician and Surgeons are historically reluctant to refer for MRI service due to concerns over travel burden for patients and the cost to the service unit. Despite these concerns, in prior years, CCHCF referred out 406 MRI studies. Rather than referring out, CCHCF will be able to offer on-site mobile MRI services.

Client Background: Many of the IHS patients receiving services under this contract may only speak a Native language and/or reside on a federally recognized Indian reservation. The Contractor shall demonstrate sensitivity to cross-cultural and language difference and have the ability to work through interpreters as necessary for non-English speaking patients.

Formal interpretation will be provided by CCHCF staff as necessary.

B. Scope: The contractor shall provide On-site Mobile MRI services in accordance with the Performance-Based Requirements.

1. Duties and responsibilities: The Contractor shall provide On-site Mobile Magnetic Resonance Imaging (MRI) services with diagnostic MRI services to inpatient and outpatient beneficiaries of Chinle Service Unit.

2. Place of Performance: Services are to be performed at the CCHCF. CCHCF will be responsible for providing adequate site for placement, including the requisite power and data connections per the mobile MRI units’ specifications.

Refer to Site Plan identifying the area where the mobile unit will be stationed.

3. Period of Performance: The contractor shall provide coverage five (5) days a week, Monday through Friday, starting at 8:00 am to 5:00 pm, for twelve (12) months and services will start at contract award.

C. Definitions

1. Acceptance: An authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

2. Acquisition term for MRI Scans: The process of measuring and storing image data.

3. Approval: The Government has reviewed submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract or contract requirements. Government Approval shall not relieve the Contractor from responsibility for complying with contract requirements.

4. Authorized Ordering Official: A Government employee with the authority to order/issue and sign individual task orders for MRI services for the CCHCF medical facility.

5. Contracting Officer (CO): A Government employee with warranted delegated authority to enter into, administer, and/or terminate contracts.

6. Contracting Officer’s Representative (COR): A Government individual responsible for administration of this contract.

The COR closely monitors the contract for contractor compliance and provides feed back to the Contracting Officer.

7. Contractor: The individual or firm awarded a legal binding contract to provide supplies and/or services.

8. Customer Input: A criticism against the Contractor submitted to the Contracting Officer. This is one of the criteria used to monitor the Contractor’s performance.

9. Cultural Awareness: The realization and respect for American Indian and Alaskan Native practices.

10. DICOM: Acronym for Diagnostic Imaging Communication in Medicine

11. Enhancement Studies: The use of contrast media to improve the visibility of internal body structures in magnetic resonance imaging (MRI).

12. Federal Acquisition Regulations (FAR): The FAR is the primary set of regulations for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

13. Holiday: A day marked by the government for general suspension of work in commemoration of an event.

14. MRI Scan: Magnetic resonance imaging (MRI) is a technique that uses a magnetic field and radio waves to create detailed images of the organs and tissues within a body.

15. Ordering Activity: An authorized user of IHS that may issue a task or delivery order to obtain required services under this contract.

16. Past Performance Information: Relevant information regarding a contractor’s actions under previously awarded contracts. It includes the contractor’s record of conforming to specifications and to standards of good workmanship;

the contractor’s record of containing and forecasting costs on any previously performed cost reimbursable contracts; the contractor’s adherence to contract schedules, including the administrative aspects of performance;

the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business- like concern for the interest of the customer.

17. Quality Assurance Surveillance Plan (QASP): An organized written document prepared and used by the Government for Quality Assurance surveillance of the contractor’s performance.

18. Root Cause: A situation where performance does not meet expectations. Cause suggests responsibility or a factor to blame for a problem.

19. Task Order: An order issued by the government in accordance with the terms of the contract that details an ordering activity’s specific requirements. An authorized ordering official’s written order to obtain service, at a minimum will include the following where applicable: description of services, skill categories, hours, price period of performance, contract number, and the ordering activity’s task order number.

20. Service Unit (SU): A facility that houses Service Unit administrative staff and is responsible for the administration, coordination, and implementation of the Indian Health program/s in a designated geographic portion of the Area.

The Navajo Area IHS covers approximately 25,000 square miles across North Arizona, Southern Utah, Western New Mexico and Colorado. The IHS medical facilities range from small ambulatory care clinics (health centers) to full service hospitals. Most of the medical facilities are located on Indian reservations.

D. Government Furnished Information, Property, Services, and Materials

1. Information: Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The Contracting Officer or designee will be the point of contact for identification of any required information to be supplied by the Government.

a. CCHCF will be responsible for scheduling patients for exams.

b. CCHCF staff can be contacted as necessary to provide linguistic services when interpretation is necessary for non-English speaking IHS patients.

c. CCHCF staff radiologist will be responsible for reading/interpreting all MRI studies and dictation of all required study reports. CCHCF radiology will have the final responsibility for all aspects of the study including but not limited to: reviewing all indications for the scan, specifying the pulse sequences to be performed, specifying the use and dosage of the contract agents, interpreting the images and generating reports.

2. Joint Use by the Government and the Contractor: Except for the property and service listed in D3. and 4.0, the Government will provide, for joint use by the Government and the Contractor, all necessary equipment, supplies, and clinic space to perform the services under this contract.

a. CCHCF will provide the necessary space for the weekly set-up of the Contractor’s mobile unit.

b. CCHCF will provide electrical power, data line connectivity, and a telephone line accessible to CCHCF to meet code requirements.

c. Contractor Exclusive Use: The Government will provide facility specific contractor identification badges for each contractor. A minimum fee of $10.00 will be charged for lost or destroyed badges.

3. Inspection: All services rendered in will be inspected, reviewed, and monitored by Raquel Collins, MD, Assistant Clinical Director or designee for this contract.

a. Contracting Officer’s Responsibility: Authority to negotiate changes in terms, conditions, or amounts cited in this contract is reserved to the Contracting Officer.

b. Contracting Officer’s Representative (COR): The Contracting Officer's Representative (COR): Georgina Nez, Health System Specialist, who shall be responsible for:

b1. Monitoring the Contractor's technical progress on individual task orders, including surveillance and assessment of performance and issuing technical changes to individual task orders;

b2. Interpreting the Scope of Work on Individual Task Orders, with the assistance of the SU medical staff;

b3. Technical inspections and acceptance required by this contract; and b4. Assisting the Contractor in the resolution of technical and administrative problems encountered during the performance of this contract.

c. Point of Contact: Raquel Collins, MD, Assistant Clinical Director, (928) 674-7198, Gilbert Singer, (928) 674-7331, and Georgina Nez, (928) 674-7450 are the points of contact for this requirement.

E. Contractor Furnished Information, Property, and Materials

1. Except for those specified in Section F as government furnished, the contractor shall provide subject to the following:

a. Films/Data: The Contractor shall store all exams on Optical Compact Disc (CD) discs, which will be provided by

CCHCF. The discs will be stored in the Radiology Department at CCHCF. CCHCF will own all data studies performed.

b. Billing: The Contractor shall sign authorization giving CCHCF permission to bill for all patient and 3rd party billing.

CCHCF reserves the right to bill for and collect all applicable reimbursement monies associated with the contracted service from all third-party resources. The Contractor shall provide CCHCF with the National Practitioner Identification (NPI) number of the contracted providers. The Contractor shall be responsible to ensure their MRI technologist meet the qualifications to obtain and maintain credentials and privileges.

2. Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

a. KEY CONTROL: The Contractor shall establish and implement methods of ensuring all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized person (note: all references to keys includes key cards).

b. No keys issued to the Contractor by the Government shall be duplicated.

c. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

d. The Contractor shall immediately report any occurrences of lost or duplicate keys to the Government COR/Project Manager (PM), and Contracting Officer (CO).

e. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor.

f. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

g. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor’s employees to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

h. Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

3. Contractor’s Point of Contact: Designated Contractor’s Point of Contact (POC), whom we may contact for prompt Contract Administration:

Name & Title:

Address:

Telephone No.:

Email Address:

The Contractor shall provide updated Point of Contact information within 30 days of newly appointed Point/s of Contact for the term of this contract. POC shall be available via the telephone Monday through Friday, 7:00 am to 5:00 pm, including Federal Recognized Holidays and scheduled down days. The POC shall have full authority to act for the Contractor on all matters relating to daily operations. An alternate may be designated, but the Contractor shall identify those times when the alternate will be the primary point of contact.

F. Performance-Based Requirements: The Contractor shall provide uninterrupted On-site Mobile Magnetic Resonance Imaging (MRI) services with diagnostic MRI services to inpatient and outpatient beneficiaries of Chinle Service Unit during the performance period of the contract.

1. The Contractor shall provide all supervision, personnel, labor, parts, materials, tools, supplies, equipment, and free-standing unit necessary to provide On-site Mobile Magnetic Resonance Imaging (MRI) services to include qualified technical staff to operate the MRI scanners and equipment 5 days per week. CCHCF will be responsible for providing adequate site for placement, including the requisite power and data connections per the mobile MRI units’ specifications. The Contractor shall be responsible for performing on average 10 studies per day on a variety of MRI examinations for IHS beneficiaries seeking care at CCHCF or who have been referred to CCHCF.

2. The Contractor shall obtain and maintain all required Federal, State, and Local licenses associated with the operation/transportation of the equipment and performance of the services being requested. The Contractor shall maintain all Federal and State licenses required for possession and operation of equipment for the term of the contract.

3. The Contractor shall provide on-site mobile MRI services five (5) days per week, Monday through Friday, for eight

(8) hours per days Contractor is on site. If a scheduled day falls on a federally recognized holiday, then CCHCF will not pay, rather the Contractor may opt to make up the day or credit the monthly invoice.

4. The Contractor shall maintain a patient exam register which includes the patient’s chart number, type of exam, date of birth and length of time for each exam.

5. The Contractor shall provide on-site diagnostic MRI services in both inpatient and outpatient settings as follows:

a. Outpatient: Patient scheduled for MRI scan services will report to the mobile unit. For emergency scans, CCHCF medical staff will escort the patient to the mobile unit for MRI scans.

b. Inpatient: The patient will be escorted to the mobile unit by a member of the CCHCF nursing or medical staff.

CCHCF will be responsible for determining which patients need to be monitored. The MRI technician shall immediately notify the covering radiologist of any emergency or changes in a previously stable patient. CCHCF will be responsible for managing all patient related emergencies.

6. MRI services will not be available for emergency purposes, except on the days when the mobile MRI unit is scheduled to be on-site.

7. The Contractor shall assume liability of all I.H.S. patients while in the MRI mobile unit.

8. The Contractor shall store all records of MRI studies on a magnetic disc or equivalent device. CCHCF will provide the storage media and storage space.

9. The MRI technologist shall be responsible for ensuring completion of MRI safety screening forms, which will be provided by CCHCF prior to each patient’s exam.

10. Disruption of MRI Services: The Contractor shall communicate to the COR any possible and actual disruptions of MRI services. Upon becoming aware of possible or actual disruption of MRI service, the Contractor shall communicate such service-disruption information to the COR as soon as possible (ASAP). The Contractor shall inform the COR in a timely manner so the patient and service schedule can be appropriately modified with as little inconvenience as possible to patients and services.

11. The Contractor shall perform Preventative Maintenance (PM) as recommended by the original equipment manufacturer (OEM) and repairs for both the MRI System and the Mobile Unit. The Mobile Unit includes, but is not limited to, generator, MRI contrast injector, air conditioning/heating systems, and patient lift. The service contract shall be maintained by an OEM and be comprehensive. Records of all maintenance activities shall be maintained for the life of the MRI equipment and these records shall be available to COR for review. Any unscheduled repairs and maintenance shall be done in a prompt fashion and to the extent possible, during hours when service is not scheduled in order to minimize the amount of time the mobile unit is unavailable for service.

a. The Contractor shall provide a service Point of Contact (POC) and phone number for hospital/clinic employees to call in the event of equipment failures.

b. The Contractor shall have phone response within 1 hour and onsite service within 24 hours for the MRI System and 24 hours for Mobile Unit.

c. The Contractor shall perform initial set-up and annual Physicist review as required per TJC and the ACR and provide copies of the review to the Government including, but not limited to:

c1. Image uniformity for all coils c2. Signal-to-noise for all coils c3.