IHS_Sources_Sought_IHS1520483_2026-07-10.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Oklahoma City Area Office · Notice ID IHS1520483

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, the Indian Health Service (IHS) must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable.

The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Service (IHS) requirement for Retinal Ophthalmology Services for the Lawton Indian Hospital. Any vendor responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached). Instructions for submission are outlined below.

Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responses must directly demonstrate the company's capability, experience, and ability to provide ophthalmology care that shall include intravitreal injections, laser treatments, pre and post treatment evaluations, and other services dealing with ophthalmological disorders. The Retinal Ophthalmology services shall provide services to eligible beneficiaries of the Indian Health Service who present themselves for treatment at the Lawton Indian Hospital in Lawton, Oklahoma.

Applicable NAICS Code: 621111 — Offices of Physicians (except Mental Health Specialists) (small business size standard: $16.0 million). Product Service Code (PSC): Q999.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name.

b. Company socioeconomic status.

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number.

d. Company point of contact, mailing address, telephone number(s), and website address.

e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with Government representatives.

f. CAGE Code.

g. Tax ID.

h. Date submitted.

i. Applicable company GSA Schedule number or other available procurement vehicle.

j. Company's System for Award Management (SAM) registration status. All respondents must register in SAM at https://www.sam.gov/.

k. Buy Indian Act Indian Economic Enterprise Representation Form (attached).

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a Government Point of Entry (GPE). However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

How to respond: Please include the notice IHS1520483 in the subject line. Responses must be submitted via email to the Contract Specialist, Mary Ann Yocham at maryann.yocham@ihs.gov no later than 2:00 PM CST on July 24, 2026.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is 5 pages.

Attachments:

1. Buy Indian Act Indian Economic Enterprise Representation Form

2. Statement of Work (SOW)

DEPARTMENT OF HEALTH & HUMAN SERVICES

Indian Health Service

Office of Management Services Division of Acquisition Policy (DAP)

5600 Fishers Lane Rockville, MD 20857

INDIAN HEALTH SERVICE

BUY INDIAN ACT

INDIAN ECONOMIC ENTERPRISE

REPRESENTATION FORM

SOLICITATION/SOURCES SOUGHT/RFI #: _________________________________________________

PROJECT TITLE: ________________________________________________________

DATE: ___________________________________________________________________

In accordance with 25 U.S.C. 47 the Buy Indian Act, the signature below constitutes self-certification that the Offeror meets the definition of an “Indian Economic Enterprise” (HHSAR 326.601) in response to this Sources Sought Notice, Request for Information (RFI) or Solicitation and resultant contract.

The enterprise must meet the definition of “Indian Economic Enterprise” throughout the following time periods:

(1) At the time an offer is made in response to this solicitation;

(2) At the time of contract award; and

(3) During the full term of the contract performance period. At any point during these periods, if the Contractor no longer meets the eligibility requirements, the contractor must provide immediate written notification to the Contracting Officer.

Individual Contracting Officers may require documentation of eligibility before awarding a set-aside or sole source contracts under the Buy Indian Act and awards may be subject to protest if the eligibility of the successful Offeror is in question. In addition to the self-certification requirements, successful Offerors must also be registered with the System of Award Management (SAM).

Any false or misleading information submitted by an enterprise when submitting an offer in consideration of an award set-aside under the authority of the Buy Indian Act is a violation of the law and punishable under 18 U.S.C. 1001.

False claims submitted as part of contract performance are subject to the penalties enumerated in 31 U.S.C. 3729 to 3731 and 18 U.S.C. 287.

REPRESENTATION

The Offeror represents as part of its offer that it does _____, does not _____ meet the definition of an “Indian Economic Enterprise” with “Indian Ownership” under the authority of the Buy Indian Act.

Name of the 51% owner of IEE Firm

Certifying Signature

Print Name

Name of Federally Recognized Tribal Entity

Business Name

UEI Number

Department of Health and Human Services

Statement of Work (SOW) Retinal Ophthalmology Services

1. PURPOSE OF THE PROJECT

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Lawton Service Unit is a Joint Commission accredited federal facility in Oklahoma. To meet our mission, Ophthalmology care is medical modality that has been deemed necessary to augment the services as such are necessary to support and supplement health care within the hospital. The mission of the Lawton Service Unit is to deliver quality care in order to attain positive health outcomes for all our valued patients with emphasis on cultural sensitivity and human dignity.

The Lawton Service Unit (LSU) which includes the Lawton Indian Hospital (LIH), Anadarko Indian Clinic (AIC), and the Carnegie Indian Clinic (CIC), Indian Health Services (IHS) has a requirement for ophthalmology care that shall include intravitreal injections, laser treatments, pre and post treatment evaluations, and other services dealing with ophthalmological disorders. The Retinal Ophthalmology services shall provide services to eligible beneficiaries of the Indian Health Service who present themselves for treatment at the Lawton Indian Hospital in Lawton, Oklahoma.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The care provided by the contractor shall be as comprehensive as the Indian Health Service supplied facilities; equipment and support services permit. The contractor shall provide Ophthalmology services for patients as required by this statement of work (SOW) and in accordance with the terms and conditions of this contract.

2.2. The contractor shall provide services to eligible beneficiaries of the Indian Health Service who present themselves for treatment. Contractors shall provide diagnostic and treatment services including minor procedures as determined by evaluation and provide follow-up care as identified by treatment plan.

2.3. Services shall be fully coordinated and integrated with the Optometrists within the Lawton Service Unit

(LSU) with respect to services provided and professional relationships.

2.4. Contractor shall furnish services to include but not limited to the following:

2.4.1.Retinal Consultation and Treatment Clinic at the Lawton Indian Hospital at minimum once per month for a minimum of 4 hours with additional hours up to a monthly maximum of 16 hours if necessary. Contractor's services will include:

2.4.1.1.Intravitreal injections, laser treatments, pre and post treatment evaluations, and other services dealing with ophthalmological disorders.

2.4.1.2.Treatment provided to patients with diabetic retinopathy will adhere to the current American

Academy of Ophthalmology Preferred Patterns of Practice for Diabetic Retinopathy.

2.4.1.3.It is anticipated that approximately thirty (30) individual patient consultations and five (5) laser treatments and ten (10) intravitreal injections will be performed during the course of each one-day clinic.

2.4.2.Lawton Indian Hospital shall provide laser equipment which is presently in place at the Lawton Indian Hospital.

2.4.2.1.Contractor and Lawton Indian Hospital (LIH) medical staff shall define potential risks and complications associated with any treatment and the associated post-treatment period.

Specific responsibilities and procedures to be followed in the event of complications shall be identified.

2.4.2.2.Lawton Indian Hospital (LIH) professionals shall participate with contractor in conducting the Treatment Clinic, including pre-clinic preparation and post- clinic activities, to ensure the delivery of quality care in an efficient and timely fashion.

2.4.2.3.Lawton Indian Hospital (LIH) shall employ and supervise office personnel for reception, telephone answering, patient scheduling, technician support services, billing, filing and assistance to professionals.

2.4.3. The contractor shall chart, record and document in the Electronic Health Record (EHR) system provided by the facility or on any paper forms approved by the facility in case of EHR outage.

2.4.4. All patient encounters shall be documented in the patient’s electronic health record (EHR) within

24 hours of clinic completion. All such records shall be and remain the property of Lawton Indian Hospital (LIH). While on-site, the contractor shall have access to such records at all times and may use such records and the information therein in connection with its treatment efforts. The contractor acknowledges that the information derived from the treatment and consultation services will remain confidential at all times.

2.4.5. The physician(s) shall be proficient in electronically documenting services utilizing the appropriate electronic medical record system for patient encounters; complete all required administrative paperwork day of the patient encounter to include electronic consults, referrals, co-signatures, completion of chart or Risk Management Reviews.

2.4.6. Documentation of services shall be in accordance with clinic practice standards and applicable to all regulatory guidelines.

2.4.7. The contractor shall participate in quality assurance activities that ensure quality patient care as well as efficient use of hospital resources. These activities may include, but not limited to, chart review and discussion with the Clinical Director or his/her designee.

2.4.8. The contractor shall schedule in advance, based on facility needs and the vendor’s availability.

2.4.9. Contractor (Provider as well as any/all support staff/techs) shall complete orientation prior to beginning work.

2.4.10. Retinal clinic shall be scheduled during Lawton Indian Hospital’s operating hours of Monday-

Friday, 8:00 AM through 4:30 PM.

2.4.11. Clinic dates shall be scheduled 4 months in advance and if cancelled due to vendor unavailability shall be rescheduled within 30 calendar days.

2.4.12. Any changes to the proceeding shall require mutual agreement of the Contractor and the Contracting Officer.

2.4.13. The contractor shall advise the Optometrist or Clinical Director of any problem encountered, in connection with meeting the patient care needs.

2.4.14. Develop a working understanding of the Joint Commission standards, the Centers for Disease

Control guidelines and Association of Infection Control guidelines.

2.4.15. Lawton Indian Hospital (LIH) will bill third party reimbursement for treatment services provided and rendered by Contractor and shall retain all revenues received from such billings. Contractor shall not directly or indirectly bill any party, other than the Lawton Indian Hospital, for any services provided. This contract shall not be construed to create any type of partnership, joint venture or employer- employee relationship between Lawton Indian Hospital (LIH) and Contractor.

2.4.16. The Contractor shall not assign or transfer their respective rights or obligations under this contract.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option periods.

4. LEVEL OF EFFORT

4.1. The contractor shall complete orientation sessions conducted on-site by the Human Resources Department.

4.2. The contractor shall be required to develop familiarity and abide by current policies, procedures, and regulations of the Lawton Indian Hospital (LIH).

4.3. Contractor shall perform services in compliance with applicable standards of The Joint Commission

(TJC), which is available to the general public and the Professional Services Policies of the IHS Manual, which is available from the IHS.

4.4. The contractor shall be subject to evaluation on quality by the Government via routine staff members’ review of charts on a routine basis as established by the Lawton Indian Hospital (LIH).

4.5. The contractor shall be required to be familiar with all emergency codes. Reference publications are available on-site.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management. - (Security Clearance for on-site human services)

5.2.The USPHS Lawton Service Unit is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3.Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Lawton Service Unit official, presenting valid identification, smoking restriction and any safety procedures.

5.4.This is a designated position covered by Public Law 101-647, 101-630, Crime Control Act of 1990, and the Indian Child Protection and Family Violence Prevention Act, requiring contact or control over Indian children. Contractors shall be required to complete, sign, and submit the Addendum to OF-306, Child Care & Indian Child Care Worker Position form. Due to this requirement, the agency shall ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes. Failure to comply with these statutes shall result in immediate removal.

5.5.The contractor shall provide during the term of the contract documentation of immunization record to reflect CDC’s Recommended Vaccines for Healthcare Workers (specifically MMR, Tdap, varicella, and Hep B immunity). Contractor shall provide documented evidence of annual current season influenza and any other influenza-related vaccination, unless medically contraindicated. COVID-19, and current annual tuberculosis screening. Documentation shall be provided to the Employee Health Nurse.

5.6.The contractor shall not disclose or cause to disseminate any information concerning operations of Lawton

Service Unit. Such action(s) could result in violation of the contract and possible legal actions.

5.6.1.All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1.The contractor will coordinate the orientation and clinic dates with the Clinical Director or his/her designated government employee.

6.2.Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3.Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4.Personnel Qualifications:

6.4.1. Physicians shall comply with the policies, procedures and by-laws of the hospital/clinic. The physician shall also be required to perform this service in compliance with applicable standards of The Joint Commission and Quality Improvement. The contractor shall provide a provider who meets the following minimum professional qualifications and requirements:

6.4.1.1. Permanent, current, full and unrestricted license to practice medicine in the United States, District of Columbia, the Commonwealth of Puerto Rico, or a territory of the United States.

6.4.1.2. Physicians shall be Board Certified in or Board Eligible in Ophthalmologic Medicine

6.4.1.3. Shall be a United States Citizen.

6.4.1.4. Physicians shall apply and be accepted as clinic/hospital associate member of on-site

Medical Staff.

6.4.1.5. Shall provide a copy of documentation of physician’s current Basic Life Support (BLS).

6.4.1.6. Shall speak, understand, read and write English fluently and communicate with sufficient clarity to be understood by IHS personnel and patients.

6.4.1.7. Shall possess sufficient initiative, interpersonal relationship skills and social sensitivity such that he/she can relate constructively to patients of the Native American/Alaska Native communities

6.4.1.8. Shall maintain standards of personal hygiene and grooming such that his/her image as a physician is compatible with the expectations of the on-site Clinical Director.

6.4.1.9. Shall have a current DEA license.

6.4.1.10. Shall provide a complete IHS Medical Staff Application to include documentation of work history since graduation from professional school to present day in chronological order.

Any time period of gaps greater than 30 days since graduation from professional school, shall be explained in writing along with contact information of an individual who can verify the gaps.

6.4.1.11. Shall provide a copy of documentation of current and past insurance carriers and contact information during the past 10 years.

6.4.1.12. Shall provide documentation of and maintain current professional liability insurance coverage in the amount of $1 million per occurrence and $3 million aggregate per provider.

6.5. Credentials:

6.5.1. Physicians shall be credentialed and have privileges as active members of the medical staff. The physician shall be required to provide completed applications for Medical Staff appointments and privileges, as specified in the By-laws, for all providers to the Clinical Director and at least 30 (thirty) days prior to assignment for periods of coverage.

6.5.2. Credentialing activities shall require a minimum of thirty (30) calendar days to insure (1) that written or printed information is received at the on-site Hospital Quality Assurance Department from the National Physicians Data Bank, (2) that three letters of reference for each sub-contractor are received in the Credentials Office and are recent within the last year, and (3) the credentialing package (application for appointment and request for privileges) is completed and received by the Medical Executive Committee and OCA IHS Governing Board.

6.6. Verification of Credentials:

6.6.1.To ensure that physicians providing services under this contract are properly licensed, and that the IHS is made aware of all disciplinary actions taken against each physician, the Contractor shall:

6.6.1.1. Verify in writing to the IHS through the Federation of State Medical Boards database, all active, inactive, and lapsed licenses that are held or have been held by physicians who provide services in IHS hospitals and clinics.

6.6.1.2. Inform the IHS of the status of all licenses for each physician including all reasons for each inactive or lapsed license.

6.6.1.3. Obtain at least three (3) letters of reference from health care providers whom have knowledge of the applicant’s clinical practice skills. One letter shall be from the Chief of Staff, or Service at the hospital where the physician holds or last held staff privileges. If the physician has just completed a residency, one letter shall be from the residency program director or serve chief.

6.6.1.4. Provide all information regarding performance and disciplinary actions that are collected on physicians who would be placed under this contract to the receiving IHS facility Clinical Director. This includes all information that is collected and compiled on such physicians at the time of initial hire by the Contractor, and/or information that is reported during periods that the Contractor is an agent of such physicians for a placement under this contract.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

The Government shall supply the facilities, supplies and the equipment of the Optometry Department and all hospital specialty/support staff. Use of government furnished facility space, equipment, supplies, and personnel are for the provision of services set forth in this contract only.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

The contractor shall be evaluated over the contract period using the following metrics:

10.1. Security and mandatory trainings complete on time: Yes No

10.2. Provided quality customer service according to LIH mission: Yes No

10.3. Met professional qualifications and maintained competence: Yes No

10.4. Met the terms of the SOW: Yes No

10.5. Contractor was on time and in professional attire: Yes No

10.6. Issues were addressed in a timely manner: Yes No

Optometry Department Supervisor Signature:_________________________

Clinical Director Signature:_______________________________________

Sources Sought Notice — Buy Indian Act