Sources Sought Notice.pdf

Sources Sought Notice Immunization Coverage Reporting & GPRA Optimization

Title: Immunization Coverage Reporting & GPRA Optimization Agency: Indian Health Service Issue Date: April 13, 2026 Due Date: April 23, 2026, no later than 5:00pm EST Contacts: Responses must be submitted via email to cynthia.cason@ihs.gov and include “GPRA

Optimization – Your Company Name” in the Subject of the email.

This Sources Sought Notice (SSN) is for market research and planning purposes only and shall not be construed as a solicitation or an obligation or commitment to issue a solicitation by the Indian Health Service (IHS). This SSN is seeking information from the specific types of entities listed below to assess their capabilities in fulfilling the requirements set forth in this SSN. The information from this SSN will be used to determine the appropriate set-aside, if any, in accordance with the applicable regulations listed. The Government encourages the identified to respond to this Notice and be assessed of their capabilities in the following priority:

1. Indian Small Business Economic Enterprises (ISBEE)

2. Indian Economic Enterprises (IEE) in accordance with HHSAR 326.603-1

3. Small business concerns in accordance with FAR 19.502-2 (b)(1) & (2)

Responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether any ISBEE/IEE or small business set-aside is possible based on the Contracting Officer’s reasonable expectation of obtaining offers from two or more relevant concerns that will be competitive in terms of market price, product quality, and delivery capability. An organization that is not considered an ISBEE/IEE firm OR small business under the applicable NAICS code should NOT submit a response to this notice. The applicable primary NAICS code for this requirement is 541611

– Administrative Management and General Management Consulting Services. The anticipated period of performance for this effort will be approximately one year from the date of award. Generic capability statements are not sufficient and may not be considered when assessing entity capabilities. Please reference the Submission Information further below.

Background and Objectives (see details regarding the scope of work further below) The purpose of this project is to improve immunization coverage rates by enhancing understanding, consistency, and utilization of immunization reporting systems across the enterprise. The systems outlined below are used at multiple levels within the Indian Health Service (IHS) federal facilities, including Headquarters (HQ), Area Offices, and Service Units (local hospitals, clinics, and health centers serving American Indian and Alaska Native populations). Primary users include providers (physicians, nurses, and pharmacists), immunization program staff, quality improvement personnel, Area Immunization Coordinators, and national leadership.

Key systems and regulations included in the scope of this effort are:

Government Performance and Results Act (GPRA): Federally mandated performance measures, including those measuring immunization coverage

Clinical Reporting System (CRS): Extracts clinical quality data from RPMS for GPRA and related reporting

Population Management Tool (iCARE): Helps providers efficiently manage the care of their patients

Resource and Patient Management System (RPMS): Electronic health record capturing patient-level data

National Immunization Reporting System (NIRS) / National Vaccine Coverage (NVC) Dashboard:

Enterprise tools for aggregating and visualizing coverage data

These systems are all interconnected, as data generates from RPMS and measures immunization coverage, vaccine uptake, missed opportunities, and GPRA-related clinical quality indicators. Currently, system use is inconsistent across the enterprise due to unclear guidance, variation in interpretation, and differences in data definitions and outputs. This leads to confusion, reduced confidence in data, and missed opportunities to improve vaccination coverage. Additionally, federal reporting requirements (e.g., GPRA) require accurate and consistent data use.

This project will develop a standardized, actionable framework, end-user guidance, and training to support service units and stakeholders in effectively using immunization data systems. These outputs are intended for broad use across service units nationwide, supporting providers, program staff, and leadership.

Improved clarity and standardization will strengthen data integrity, improve identification of coverage gaps, and support targeted interventions to increase immunization coverage rates.

Capability Statement/Submission Information A response to this SSN will be in the form of a capability statement to demonstrate capability and experience in the task areas identified further below. Specifically, please provide the following information below to demonstrate capabilities:

Cover Page Please provide a cover page to include:

1. Company Name

2. Company Designation (ISBEE/IEE/SB)

3. Type of Business – as applicable (e.g. 8(a), Woman Owned Small Business, HUBZone, etc.)

4. Unique Entity Identifier (UEI) Number

5. Point of contact, email address, and phone number

6. Primary NAICS Code(s)

7. Existing federal contracting vehicle(s) numbers, as applicable (e.g. GSA MAS number, NITAAC/CIO SP3, OASIS, Alliant 2, or other Government Wide Agency Contracts, etc.)

8. System for Award Management (SAM) registration status. Note, all respondents must be registered on SAM, located at http://www.sam.gov/ prior to any potential award.

Executive Summary Provide a high-level overview of your services and include how it will benefit the Indian Health Service.

Technical Areas Respondents are expected to submit a capability statement detailing and demonstrating their expertise and technical capabilities in the areas outlined further below in this SSN.

Past Performance Please provide any past performance information to support demonstration of your capabilities in the relevant technical areas and magnitude of work.

Representation If identifying as an IEE/ISBEE, provide with your response to this notice a completed Indian Economic Enterprise Representation Form (attached)

Other Information (Optional) You may include any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

Submission Format To assist the Government in an expeditious review of your capabilities, the capability statement should be organized as follows:

Cover page Executive Summary Technical Areas in the order listed Past Performance Other Information, as applicable

The tailored capability statement should not exceed 10 pages excluding Past Performance information. Font must not be less than 10-point and may be submitted in either in either Microsoft Word or Adobe Portable Document Format (PDF) but must be a standard 8-1/2 by 11 inch paper size. All proprietary information should be marked as such.

Generic capability statements are not sufficient and will not be considered compliant with the requirements of this notice.

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 SSN 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. 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 capabilities 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 GPE. However, responses to this Notice will not be considered adequate responses to any resultant solicitation.

Confidentiality. No 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).

Thank you for your interest in IHS programs.

Scope of Work The contractor shall provide project management, subject matter coordination, process mapping, and documentation development to achieve the following:

Task 1: Project Planning and Stakeholder Engagement

Develop and outline specific project workplan and timeline with a Project Management Plan Identify key stakeholders in a Stakeholder Engagement Summary and engage key stakeholders Conduct kickoff and recurring status meetings

Task 2: System and Data Source Analysis

Analyze immunization reporting systems in coordination with the HQ immunization team including:

o GPRA o CRS o iCARE o RPMS o NIRS/NVC dashboard

Document in a Systems Analysis Report:

o What each system measures o Data sources and methodologies o Reporting frequency and outputs o Limitations and caveats

Task 3: Current State Assessment

Identify how reports are currently used at local, area, and national levels Assess gaps, redundancies, and inconsistencies Identify inappropriate or outdated reporting practices Document findings in a Current State Assessment Report

Task 4: Process Mapping

Develop end-to-end process maps for immunization reporting and data flow Include decision trees and use-case scenarios Clarify role delineation across levels Document findings in Process Maps and Decision Trees

Task 5: SME Engagement and Validation in Coordination with HQ immunization team

Conduct structured interviews and workshops with subject matter experts (to include IHS HQ Immunization Coordinators and Immunization Program contacts) to discuss and validate findings from Tasks 2 through 4 and build consensus on best practices

Task 6: Development of Guidance and Tools

Create standardized guidance on:

o When and how to use each reporting system o Best practices for improving coverage rates

Develop a comprehensive User Operations Guide, which ensures accessibility and usability of each key system, for service units and end users including:

o Flowcharts o Templates o Example reports and screenshots o Step-by-step workflows showing how providers and program staff should use the data and reports to identify gaps, target interventions, monitor performance, and improve immunization coverage rates o Practical examples and step-by-step instructions

Task 7: Training Development and Delivery Develop a training approach/plan for providers, program staff, and relevant end users on how to use the data systems, reports, and guidance products produced from Task 6

Create step-by-step training, designed to address different learning modalities, including:

1) a self-paced training module that end-users can take independently and

2) a guide/curriculum for use by the HQ immunization team to conduct instructor-led in-person and virtual trainings The training should explain:

o How to access each report or product o How to interpret the data correctly o How to identify coverage gaps and missed opportunities o How to use the information to inform outreach, recall, quality improvement, and operational decisions o How to monitor progress over time using the appropriate tools

Develop training products, which may include:

o Instructor guide o Participant workbook or quick reference guide o Slide deck o Job aids o Case studies and practice scenarios

Deliver virtual sessions to HQ immunization team informing how they should present the training to end-users

Refine training materials based on HQ immunization team feedback and provide final training package for future use

Task 8: Recommendations and Final Deliverables Provide actionable recommendations for improving immunization coverage reporting and usage via a final briefing and written final report

Deliverables

1. Project Management Plan - Reference Task 1

2. Stakeholder Engagement Summary – Reference Task 1

3. System Analysis Report – Reference Task 2

4. Current State Assessment Report – Reference Task 3

5. Process Maps and Decision Trees – Reference Task 4

6. Standardized Reporting Guidance and User Operations Guide – Reference Task 6

7. Training Plan and Training Materials/Products – Reference Task 7

8. Final Recommendations Report and Briefing – Reference Task 8

Period and Place of Performance Estimated period of performance: June 30, 2026 – August 29, 2027 The contract will be performed off-site, at contractor’s facility/place of work.

Government Furnished Information and Property The Government will provide access to relevant reporting systems and documentation, access to SMEs and stakeholders, and access to relevant existing reports and data sources.

No Government-Furnished Property (GFP) will be provided under this contract.

Travel No travel is required or included in this contract. Should travel become necessary, it shall be in accordance with Federal Travel Regulations and must be approved in advance by the Contracting Officer and COR before any costs are incurred.

Special Considerations Coordination across multiple organizational levels is critical Sensitivity to data governance and reporting requirements