QA-IHS-25-RFQ-1503227_2025.05.19.pdf

IHS Produce Prescription Pilot Program Evaluation Services: IHS-25-RFQ-1503227 Questions and Answers:

# Question Answer

Where the RFQ states "At a minimum, this should include at least three (3) experiences comparable in terms of the scope of work performed...." is this referring to any experiences related to 3.3.1, 3.3.2, and 3.3.3 (such as program evaluation regardless of the topic) or are those experiences required to be in 3 separate produce prescription programs?

To be considered relevant, quoter's experiences should be in three separate experiences supporting produce prescription programs.

Will experiences greater than 5 years be considered at all? In other words, will it help to include those even if they are out of a 5 -year range?

Experiences outside of 5 years will be considered "not relevant", neither contributing postitvely or negatively to the quoters past peformance evaluation.

3 Is there an incumbent for this work? No. This is a new requirement and there is no incumbent.

Is there preference for Native American Business to do this work? While IHS seeks to set aside requirements to the maximum extent practicable IAW the Buy Indian Act. Market research conducted did not support a set-aside, and this requirement is solicted as full and open (no preference).

5 If a firm does not have experience with the supporting produce prescription programs, can they staff experience to meet this requirement?

This would benefit the quoter's technical capabilities, but not organizational past peformance.

One of the Subject Matter Experts we hope to include in this response is currently working on another IHS contract as an employee of the contracted company. Is there any issue with this SME being included in our proposal?

Quoters are cautioned that staff may not incur charges simultaneously for the same time period under 2 separate contracts. For example, Contract A may require a schedule of 9A to 3P, and Contract B may require 1PM to 6PM- a conflict would be present between 1P and 3PM.

In regards to adding additional labor categories, is there a preferred list of categories that I should be using?

IHS' identified labor categoies are currently listed in the RFQ. There is no preferred list, and quoters are able to provide alternates if they feel it provides a superior service or better value- and could include an explaination for the change (see page 20- Price).

We have 2 people that would best fit in the Data Coordinator category but they would have different but complementary roles and I don't know how to best fit them both in. Would I just have 2 people in that category or should I add another category?

Please see answer #7, above. This is left to the quoters judgement.

9 If we were to add an additional labor category, would we be adding hours or would we subtract hours from the existing categories?

Please see answer #7, above. This is left to the quoters judgement.

However, please refer to the cautionary note on page 2 of the RFQ.

The RFQ states: “Offerors shall include a cover page which shall include a point of contact (name, telephone number, and email address), proposed firm-fixed-prices (i.e. complete the pricing table in Subpart 2.2), estimated delivery date, business size and type (e.g. small, 8(a) small businesses, veteran-owned small businesses, woman-owned small businesses, etc.), Unique Entity ID (UEI) number, country of manufacturing of equipment (if any), and certification that all company information listed in the System for Award Management (SAM) database is complete, accurate, and current.” Later in the document, it also says: “Offers shall be no more than 21 pages in response, inclusive of cover letter.” My question is - is the "cover page" mentioned earlier the same as the "cover letter" referenced in the page limit—or are they considered separate items?

Cover page/letter was intended as the same item. The RFQ has been revised to refer to both items as cover page to avoid confusion.

Can the government please provide an extension to May 23 to allow offerors to update their proposals in response to answers to questions?

As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

12 Can the government please confirm that the technical instructions on page 19 are the correct instructions for this solicitation? If not, can they please be updated?

This was included on as an applicable basis, but has been removed in attached RFQ-revision 1 to avoid confusion.

If the technical instructions on page 19 are correct, can the government please explain what “instrument” and “system” are being referenced in the following sentences? “This documentation should include information on how the offered instrument meets or exceeds each technical requirements listed above, and provide customer endorsements, such as references by expert users in the field of study. Vendor’s shall provide written assurance that they will be capable of supporting the system during its intended lifecycle, including the date, if known, when the system will no longer be serviceable by the manufacturer. The vendor shall provide a copy of the extended warranties/service contracts quoted.”

This was included on as an applicable basis, but has been removed in attached RFQ-revision 1 to avoid confusion.

Can the government please remove the following from the instructions on pages 18-19 or provide updated instructions? We believe these are not applicable to the services being requested in this RFQ.

This was included on as an applicable basis, but has been removed in attached RFQ-revision 1 to avoid confusion.

Does the Government want the pricing table in Subpart 2.2 to be included within the cover page/letter as requested within Part 5 – Instructions to Offerors (page 18)?

Yes. Please include the pricing table located in section 2.2 in your cover letter.

16 Will the government allow offerors to submit past performance that is related in scope but not specific to produce prescription?

Yes

17 Will the government evaluate key personnel experience with produce prescriptions in lieu of company experience?

Yes

18 Can the government amend the instructions to allow the pricing table and past performance write ups to be separate volumes and/or outside of the 21 page limit?

Yes. Pricing information may be included as a separate attachment/appendix.

Will the contractor have access to each pilot’s evaluation plan post award? The contractor can access the evaluation plans, but IHS owns the information. The contractor cannot use any specific information regarding the plans in publications, announcements, or any official documentation, etc.

What tools is IHS currently using to collect and store grantee information and pilot data? Each IHS initiative/grant program uses their own unique data collection tool. We are currently exploring data collection tools that best meet the needs of the evaluation plan.

Can the government confirm whether a small business subcontracting plan is required? If so, can the government provide additional pages to the technical volume?

Yes. See attached small business subcontracting plan, along with amendment to solicitation clarifying the requirement.

22 Can the government please remove this clause from the RFP? 24 52.219-16 Liquidated Damages

No.

23 Can the government please confirm if a Quality Control Plan (QCP) is required with proposal and if it counts towards the 21 page limit?

Yes we can confirm for both the proposal and it does count towards the 21 page limit.

Can the government please provide the Key Personnel minimum requirements for the Project Manager and Data Coordinator Assistant?

Minimum requirements for the Data Coordinator Assistant should have some type of biostatistical background with a minimum of 3 years relevant experience. The Project Manager shall be skilled and have experience in data collection techniques, database development, and analytics. Strong project coordination, prioritization, and planning skills and shall possess, at a minimum, an associate’s degree in a health-related field; however, a bachelor’s degree is preferred.

Can the government please confirm what Administrative Documents/FAR Clauses are to be included/completed/signed with proposal?

The quoters' cover page should identify they do not have any exceptions to the clauses included, or identify those they take exception to. However, quoter's are cautioned that inability to agree to the included provisions and clauses may result in them being determined unacceptable.

26 Is the cover letter different from the cover page that is mentioned? Do the 21 pages include the cover page?

See, question/answer #10.

27 Should the requested customer endorsements be included in the 21 pages? See question/answer #12.

28 Is the price quotation included in the 21 pages, or can it be submitted as a separate document?

Please include a completed copy of the chart located in section 2.2 on your cover page.

Can IHS provide a breakdown of how the technical capabilities, past performance, and price will be scored? This will help us to assess how we would score for the proposal submission.

This solicitation is utilizing procedures from FAR 12 and 13. The factors are listed in order of importance: Technical Capabilites, Past Performance, Price.

For the Past Performance requirement it states: The contractor shall describe their previous organizational experiences supporting produce prescription programs. At a minimum, this should include at least three (3) experiences comparable in terms of the scope of work performed, level of effort and be within the last 5 years. While considering a quoters past performance, the Government reserves the right to consider other sources of past performance information, such as CPARS. Will IHS accept past performance from personnel experience with produce prescription programs?

Personnel experience will be considered under a quoters technical capabilities.

To allow offerors time to incorporate responses to Q&A would the government consider extending the submission deadline to May 20th, or at least 5 business days after Q & A is released?

As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

32 Is there a current incumbent for this work? No.

The solicitation states "the contractor shall provide hours at firm fixed, fully loaded hourly rates, to perform the following tasks:..." as such, is this intended to be a FFP-LOE contract type?

Yes. Section 2.1 has been updated to clarify in attached RFQ, Amendment 1.

Can the government confirm that offerors should submit a single volume (Technical) with the pricing information included in the cover page(s) and that a separate pricing volume is not required?

Correct. A separate pricing volume is not required, and offerors should include

35 Can the government confirm this will be a standalone contract and not a task order issued under any established Contract vehicle?

This is a standalone contract and not a task order.

36 Can the government share what types of purchases are anticipated to be procured with the ODC plug value?

ODCs must be directly linked to a specific project or activity.

37 Does the government anticipate that the offeror would complete Phase 1 of Task 3.3.1 in the Base Year and in each Option Year of the contract?

IHS anticipates Phase 1 would be mostly completed in the base year, but may be ongoing

38 Is there an existing Theory of Change that was used for P4 Program planning? If so, can the government share the Theory of Change?

There was not a Theory of Change used for the P4 planning.

Is there an existing data collection/database that is being used to capture grantee program and progress information?

Each IHS initiative/grant program uses their own unique data collection tool. We are currently exploring data collection tools that best meet the needs of the evaluation plan.

40 For Task 2, can the government confirm the number of virtual and in-person meetings and trainings for P4 grantees expected for each contract year?

Up to 4

41 For Task 3, can the government confirm the number of virtual trainings to grantees and other stakeholders expected for each contract year?

Up to 4

For Task 3, can the government clarify if the offeror is responsible for identifying the presenters versed in nutrition, nutrition security, and Native community resources?

The Vendor/evaluator will work in partnership with the IHS P4 Support Team to identify and vet appropriate speakers.

For Task 3, can the government confirm that IHS will be responsible for providing any honoraria for the presenters versed in nutrition, nutrition security, and Native community resources?

No honoraria will be provided

44 Can the government confirm that the Quality Control Plan will not count against the 21 allotted pages of the technical response?

No. The QCP should be a part of the 21 page maximum.

We have noted that there are some outputs described in the activity descriptions on p. 4 and in the Performance Requirements Summary on pp. 7-8 that are not referenced in the Deliverables Table on pp.5-6. Can the government please confirm that the Deliverables table on pp. 5-6 is complete?

Yes, the deliverables table is complete

Can the government specify the number of webinars P4 Grantees and the number additional webinars (P4 Grantees + Other Stakeholders) that will be conducted for year of the period of performance?

Up to 4

47 Is there an incumbent for this opportunity? If so, what firm? There is no incumbent.

48 When does IHS anticipate that this project will be awarded? When does IHS anticipate that this project will begin?

IHS anticipates award between June and July.

On pages 1-2 of the RFQ, there is a pricing table that includes only three labor categories, and the key personnel section outlines only three key staff. Is it IHS’s expectation that this project will include only three individuals? If not, how would IHS like the pricing table to include additional staff?

Quoters may alter the pricing table to fit their alternatively proposed or additional labor categories (for example, adding another row). Quoters are reminded that if this is done, an explaination should be included.

On page 8 of the RFQ, it outlines 3 labor categories for key personnel, as well as prescribed hours per category in the pricing table on pages 1-2. Can we propose additional labor categories that would support the 3 key personnel labor categories, or do all hours need to be split between the 3 key personnel labor categories?

IHS is looking for the most efficient, and best value output from hours expended performing this work. IHS recognizes that different approaches may merit different labor mixes- but quoters are cautioned IHS is not seeking an increased scope/LOE.

Page 3 of the RFQ states, “Phase 1: Process evaluation approach to adapt and tailor Theory of Change to IHS P4.” Is there an existing theory of change that the contractor will work with IHS & P4 grantees to update, and if so, can it be shared with applicants? Alternatively, could IHSS share any preferred evaluation framework for this work?

IHS does not have an existing Theory of Change

On page 3 of the RFQ, it mentions the contractor “shall assist with developing the annual progress report.” Are there existing annual progress reporting templates from prior years?

Yes

Does IHS expect the contractor to identify the experts that are part of the “Multiple Learning Circles with Experts”? If not, who is leading this task and when will the data be collected from these Learning Circles?

The contractor will work in partnership with the IHS P4 Support Team to identify and vet appropriate experts

Does IHS expect the contractor to conduct multiple Interviews to Elicit Story Telling with Additional Experts? If not, who is leading this activity and when will the data be collected?

The contractor will work in partnership with the IHS P4 Support Team to conduct interviews to elicit storytelling with additonal experts

In Task 1, the RFQ states that “following completion of the phase described above” the contractor shall provide an adapted IHS P4 TOC, creation of data files, infographics, and report on outcome evaluation findings “at end of each phase” and outcome evaluation documentation tools and report of outcome evaluation phase. Can IHS clarify the anticipated timeframe associated with each phase?

IHS anticipates a timeframe of 9 months for phase 1, 12 months for phase 2 and up to 18 months for phase 3. However, this is an iterative process that can be revised as needed.

In Task 1, the RFQ describes “presentation of Adapted IHS P4 Theory of Change to individuals involved in steps 1 and 2.” Can you clarify what steps 1 and 2 are expected to entail?

Steps 1 and 2 are anticipated to entail working in partnership with IHS P4 Support Team in Theory of Change planning procedures, and deliverables to include drafting Theory of Change for IHS P4 and summary of findings

In Task 1, the RFQ states that “the contractor shall provide data management services for the P4 by coordinating and implementing the collection and analysis of outcome and statistical data.” Can the contractor assume that grantees are required to provide data as part of their special terms and conditions and in alignment with tribal data sovereignty?

Yes

On page 4 of the RFQ, Phase 1 specifies that “The contractor shall assist with providing technical assistance to grantees, DGM staff, and Project Officers regarding the grant application process.” Can IHS confirm that the grant application process refers to P4 grantees’ continuation applications rather than applications from new grantees?

Yes

On page 5, it mentions conducting in-person meetings and trainings with P4 grantees. Should the contractor assume that the P4 grantees’ budget includes funds for them to travel to an in-person meeting?

Yes

On page 5, it mentions conducting in-person meetings and trainings with P4 grantees. Should the contractor assume IHS will cover the costs for in-person meeting logistics, such as audiovisual equipment and printed materials (if needed)?

Yes

61 Section 3.4 lists the deliverables and schedule for submitting them. Are there any other deliverables that contractors will be required to submit?

No

62 On page 5, it mentions conducting in-person meetings and trainings with P4 grantees. How many in-person meetings per year should the contractor plan for?

Up to 2

On page 5 of the RFQ, IHS indicates that the contractor will implement training webinars “to provide AI/AN people, providers, educators, community representatives, P4 grantees information about nutrition, nutrition security, assessing for food insecurity…” How many training webinars does IHS expect the contractor to implement each year of the project?

Up to 4

In the deliverable table on page 6, a Quality Control Plan is required at proposal submission.

Please confirm the Quality Control Plan should be included as an appendix and is not part of the 21-page limit.

Yes, we are requesting the QCP on the proposal and it is part of the 21 page maximum limit.

On page 19 of the RFQ, it indicates “The contractor shall describe their work plan and capabilities to meet the requirement...” Does IHS expect the contractor to include a proposed work plan in the proposal? If so, please confirm it can be included in the appendix as opposed to part of the 21-page count.

Yes. This is should be part of the quoters technical response, and will count towards the stated page limit.

On page 20, the RFQ indicates that “Quoters shall complete the pricing chart in section 2.2.”

Please confirm the contractor can submit the pricing chart as an appendix that would not count towards the prescribed 21-page count.

Quoters may include the pricing chart located in section 2.2 as a separate attachment/appendix- and it will not count towards the included page limit.

Would IHS consider providing a 2-week extension of the deadline for offerors to respond? As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

Would IHS be willing to extend the deadline one week to May 20? As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

In the Deliverables Schedule (3.4), what is the difference between the Monthly Progress Report and Contract Progress: Task Oversight?

The Monthly Progress Report shall include a brief statement of progress during the preceding month; problems encountered and proposed solutions, initiatives undertaken, and an accounting of all costs in the contract. The Contract Progress task oversight is the Monthly Progress Report and any Meeting Minutes.

Are the Annual Reports and Final Report presented in the Deliverables Schedule (3.4) the same as the activities described in the final bullets on Page 4? Creation of data files, infographics and report of outcome evaluation findings which shall be delivered at the end of each phase. -The creation of final deliverables inclusive of outcome evaluation documentation tools and report of outcome evaluation findings.

No

71 Does “Multiple Interviews to Elicit Story Telling with Additional Experts” (Page 4) refer to interviews with program stakeholders, such as program staff?

Yes, P4 grantees, participants, IHS medical providers, food producers, etc.

Would IHS consider extending the due date of this procurement to allow time for offerors to better integrate answers to questions?

As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

We understand that the P4 grantees must develop evaluation plans that track and trend data to demonstrate the impact their program has on the community. Can IHS please clarify how this evaluation will align with each grantee’s evaluation? Additionally, is the contractor for this evaluation expected to provide any technical assistance to the grantees to support or facilitate their individual evaluations?

The evaluation services contractor will assist with the development, management and facilitation of an evaluation framework for the implementation of a produce prescription program in Native communities and seeking to understand the impacts of the IHS P4 projects on participants and communities. Yes, the contractor is expected to work with the IHS P4 Support team to provide technical assistance to grantees to support their individual evaluations.

The RFQ notes that “the contractor shall continue each of the tasks 3.3.1-3.3.3 on an annual basis following the execution of an optional period”. The RFP also notes the “creation of a phased evaluation method of assessment of the IHS Produce Prescription Pilot.” Can IHS please clarify the timeline of the contract? Specifically, will all 3 phases described in 3.3.1 occur during all years (base and option periods)?

Yes, the 3 phases will be an iterative process that can be revised as needed

Page 4 of the RFQ requires the contractor to assist with providing technical assistance regarding the grant application process. We understand that P4 continuation applications were due on May 1, 2025. The RFQ also notes that technical assistance provided by the contractor will include assistance for the grant application process. Since grantees have already been awarded funds and the continuation applications were already due, can IHS clarify what “grant application process” means in this context? Will there be additional rounds of continuation applications in future years?

The grantees are required to submit one continuation application per year and one annual progress report each year

76 We have the following questions related to Task 2:

76(a) Page 5 of the RFQ notes “virtual and in-person meetings and trainings for P4 grantees.”

Does this refer to providing assistance for such meetings and trainings to IHS rather than referring to the contractor conducting these meetings and trainings?

Yes

76(b) If the above refers to contractor-conducted meetings and trainings with grantees, then would in-person meetings and trainings happen in a centralized location with all grantees at the same time, or does the contractor have to plan for individual meetings and trainings to occur at grantees’ respective locations?

In person meetings and trainings will occur in one location with all grantees at the same time

79 Can you confirm the QCP is required as an attachment at the proposal stage? If so, are there format or content requirements we should follow?

Yes we can confirm that the QCP is required for the proposal stage. There is no specific format, it is at the vendor's discretion.

Can IHS provide a description of what data from the grantees will be made available to the contractor?

Data will include information submitted by grantees in annual progress reports and continuation applications to inlcude, but not limited to participants use of services offered by the program, measurement of food insecurity over time and health outcomes

Are offerors able to provide different rates within a labor category based on different salaries of staff that may be included in the same labor category?

Yes. However, if this is done- please distinguish the two as separate labor categories (For example, Project Manager I, Project Manager II, etc.)

The solicitation notes that alternative labor categories can be added if we are able to reduce labor hours from the government estimate if we do that. Is it also possible to propose alternative labor categories that may increase hours, but offer the government a lower overall price?

Yes. Our goal is to obtain the most productive/best value labor mix.

83 Is it possible for offerors to request additional labor categories? Not just alternatives? No to the request of additional labor catagories. The vendor can provide alternate labor catagories.

Would the government request offerors provide a separate milestone payment schedule based specific deliverables? Or is all that is required for pricing table 2.2?

The Government will not provide a separate milestone payment schedule.

The expectation is that the contractor will bill at the end of each month for the actual hours incurred that mount. The contract type has been clarified RFQ (section 2.1).

85 Is there flexibility to adjust the allocation of funds between the non-labor cost categories—reimbursable travel and other direct costs (ODCs)?

No.

86 Is this a new requirement? Yes. This is a new requirement.

87 If there is an incumbent, what is the name of the vendor and their awarded contract number?

There is no incumbent.

88 When does the government anticipate an award/start date? IHS anticipates award between June and July.

Why is the government requesting the business size and type? This information assists us in reporting requirements, and in addition assists us in determining the applicability of a small business subcontracting plan. Details of subcontract plan requirements, have been added via attached RFQ Amendment 1.

90 Please confirm this is an unrestricted acquisition? Yes.

What is meant by "instrument" and "expert users" in the statement, "This documentation should include information on how the offered instrument meets or exceeds each technical requirements listed above, and provide customer endorsements, such as references by expert users in the field of study."

This was included on as an applicable basis, but has been removed in attached revision 1 to avoid confusion.

What is meant by "system" in the statement, "Vendor’s shall provide written assurance that they will be capable of supporting the system during its intended lifecycle, including the date, if known, when the system will no longer be serviceable by the manufacturer. The vendor shall provide a copy of the extended warranties/service contracts quoted."

This was included on as an applicable basis, but has been removed in attached revision 1 to avoid confusion.

We respectfully request extending the submission due date to May 20, 2025 to ensure there is adequate time to deliberate and provide the Government with sufficient information and our best terms from a technical, past performance, and price standpoint.

As a result of this amendment and Q&A- the response deadline is extended an additional one (1) week- through May 27th, 2025 4:30PM

EDT.

94 Does the government expect to make an award in late September 2025, given the statement "Quotes must be valid through September 30, 2025"?

IHS anticiaptes award between June and July.

Part 2 Services and Supplies and Prices-the pricing table includes estimated hours for each period of performance (CLIN). Is the contractor able to reallocate hours among needed labor categories as well as go over or under the total hours listed?

Yes. However, if this is done quoters are reminded that doing so must include justification that promotes economy and efficiency- and it may result in an unacceptble rating if a quoter fails to adequately do so.

96 What is the total expected funded amount for each period of performance? The Government declines to share our IGCE.

3.3- Specific Tasks-Is any data being collected from P4 grantees at this time and if yes what does it consist of?

Yes. Data being collected has included information submitted by grantees in their annual progress reports and continuation applications to inlcude, but not limited to participants use of services offered by the program, measurement of food insecurity over time and health outcomes

98 Task 3 How many training webinars should be conducted each year? Will IHS provide a virtual meeting platform or does the contractor need to budget for this?

IHS will provide the virtual meeting platform

Task 3 States the contractor is to coordinate training presenters. If the cost of such presenters is more than the ODC NTE, will IHS be willing to increase the NTE amount?

No

100 Are the table of contents, QCP, and pricing pages excluded from the page count? No. These need to be included in the proposal and the 21-page limit

101 Can the QCP be attached as an appendix? Yes, as long as this attachement does not extend the 21 page maximum.