RFQ-26-PHX-010 COMBINED SYNOPSIS.pdf

COMBINED SYNOPSIS / SOLICITATION (RFQ)

Solicitation Number: RFQ-26-PHX-010

Issuing Agency: Indian Health Service (IHS), Phoenix Area

Facility: Whiteriver PHS Indian Hospital (IHSWR)

Procurement Method: FAR Part 13 – Simplified Acquisition Procedures

Set-Aside: Buy Indian Act – Indian Small Business Economic Enterprises (ISBEE) ONLY

Contract Type: Firm-Fixed-Price (FFP), All-Inclusive Monthly Rate

Award: Single Award

Period of Performance: One 12 month Base Year plus Four (4) twelve month Option Years Anticipated Start Date: September 1, 2026

NAICS Code: 621512 – Diagnostic Imaging Centers

PSC: Q522 – Radiological Services

1. AUTHORITY AND SET-ASIDE

1.1 This acquisition is conducted pursuant to FAR Part 13, 25 U.S.C. § 5323 (Buy Indian Act), and HHSAR

Subpart 326.6.

1.2 Competition is restricted to verified Indian Small Business Economic Enterprises (ISBEEs). This procurement is not a FAR Part 19 small business set-aside.

1.3 Only quotations submitted by verified ISBEEs that are actively registered in the System for Award

Management (SAM) will be considered for award.

2. DESCRIPTION OF REQUIREMENT (NOT STAFFING-ONLY)

2.1 The Government requires a complete, turn-key, fully staffed Mobile Magnetic Resonance Imaging

(MRI) service capability at Whiteriver PHS Indian Hospital (IHSWR).

2.2 This requirement is not for staffing services alone. The Contractor shall provide both:

• A contractor-furnished, fully operational mobile MRI unit; and

• Qualified MRI technologists to operate the equipment and perform MRI examinations.

2.3 The Contractor shall provide all supervision, labor, equipment, tools, materials, transportation, maintenance (scheduled and unscheduled), and services necessary to meet all requirements of the

Performance Work Statement (PWS).

3. PLACE OF PERFORMANCE

3.1 Services shall be performed at:

Whiteriver PHS Indian Hospital

200 W. Hospital Dr.

Whiteriver, AZ 85941

3.2 The mobile MRI unit shall be positioned on a full-time basis at the designated MRI pad.

4. HOURS OF OPERATION

4.1 Normal duty hours are 0800 to 1700, Monday through Friday, excluding Federal holidays.

4.2 Overtime and holiday pay are not authorized. The Government does not anticipate after-hours, weekend, or holiday MRI services under this contract.

4.3 Any deviation from normal hours must be coordinated in advance with the Government point of contact.

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES (LIMITED)

5.1 The Government will provide limited support, including:

• Utilities (power supply)

• Network connectivity

• MRI pad and parking

• Direct patient care medical supplies such as contrast materials and related consumables

5.2 No Government-furnished major equipment will be provided.

6. CONTRACTOR-FURNISHED MOBILE MRI UNIT (MINIMUM REQUIREMENTS)

6.1 The Contractor shall provide a mobile 1.5 Tesla MRI unit meeting all minimum specifications in the

PWS (e.g., GE HD 12.0 1.5T Mobile MR System or equal). Brand name(s) are provided for descriptive purposes only.

6.2 The unit shall include all required coils, accessories, PACS/DICOM interfaces, patient handling equipment, safety equipment, and monitoring devices.

6.3 The Contractor shall submit an equipment specification list with the quotation, including manufacturer, model number, and technical cut sheets sufficient to verify compliance. All imaging equipment must be FDA-approved.

6.4 Failure to demonstrate the ability to furnish and maintain a compliant contractor-owned mobile MRI unit will render a quotation unacceptable.

7. STAFFING REQUIREMENTS (SUMMARY)

7.1 Contractor-provided MRI technologists shall:

• Be registered with ARRT (MRI) or ARMRIT

• Maintain current Basic Life Support (BLS) certification

• Meet immunization and tuberculosis screening requirements

• Successfully complete credentialing and background checks

• Be screened against the HHS Office of Inspector General Excluded Individuals/Entities List

7.2 Key Personnel – MRI Technologists

The Contractor’s MRI technologists assigned to perform services under this contract are designated as Key Personnel.

The Contractor shall not remove, replace, or substitute Key Personnel without prior written approval from the Contracting Officer.

Requests for substitution shall be submitted in writing and shall include:

• The reason for the proposed substitution;

• A résumé and credentialing documentation for the proposed replacement demonstrating qualifications equal to or greater than those of the individual being replaced; and

• Evidence that the proposed replacement meets all credentialing, licensing, certification, and background requirements of this solicitation and the Performance Work Statement.

The Government reserves the right to reject any proposed substitute who does not meet contract requirements.

Failure to maintain qualified Key Personnel may result in a finding of unacceptable performance under the Quality Assurance Surveillance Plan (QASP) and may constitute grounds for termination in accordance with FAR 52.212-4.

8. PERFORMANCE STANDARDS (SUMMARY)

8.1 Contract performance will be monitored in accordance with the Quality Assurance Surveillance Plan

(QASP) and Performance Requirements Summary (PRS).

8.2 Performance thresholds include:

• Minimum 95 percent equipment and staffing uptime

• Completion of more than 98 percent of scheduled scans

• Compliance with MRI image quality standards

• Zero deviation from HIPAA and privacy requirements

• Compliance with maintenance response timelines

See PWS for more details on performance standards and deliverables for this requirement.

9. BUSINESS ASSOCIATE AGREEMENT (HIPAA)

9.1 In the performance of this contract, the Contractor may create, receive, maintain, or transmit

Protected Health Information (PHI) on behalf of the Indian Health Service (IHS) and is therefore considered a Business Associate under HIPAA and its implementing regulations at 45 C.F.R. Parts 160 and 164.

9.2 As a condition of award, the successful Contractor shall execute a Business Associate Agreement

(BAA) with the Government.

9.3 A signed BAA is required at the time of award and prior to any access to PHI.

9.4 Failure to execute a signed BAA at the time of award will render the quotation unacceptable and ineligible for award.

10. PRICING

10.1 Pricing shall be firm-fixed-price and all-inclusive, stated as a monthly rate.

10.2 Pricing shall include all costs necessary for full performance of the contract.

10.3 Offerors shall submit pricing for the base period and all option periods using the Government-provided price schedule.

10.4 For evaluation purposes, the Government will evaluate the total price by adding the price of the base period and all option periods.

Prices determined to be unreasonable in accordance with FAR 13.106-3 may render a quotation unacceptable.

11. SUBMISSION INSTRUCTIONS

11.1 Quotation Due Date and Time: Date and time stated in SAM.gov

11.2 Submission Method: Email to Dekovan Cook, dekovan.cook@ihs.gov

11.3 Quotations Formatting:

Quotations shall not exceed twenty (20) total pages and shall be organized as follows:

Volume I – Technical (10 pages maximum)

• Understanding of the Statement of Work

• Workflow and turnaround time compliance

• Critical results reporting protocol

• Quality Assurance program

• Staffing, credentialing, and availability

• Information technology and security compliance

Key Personnel – MRI Technologists Quoters shall identify all MRI technologists proposed as Key Personnel for performance under this contract. Submissions shall include:

• Résumés for each proposed MRI technologist;

• Proof of current ARRT (MRI) or ARMRIT registration;

• Proof of current Basic Life Support (BLS) certification;

• Description of staffing coverage ensuring uninterrupted service during normal duty hours;

• Description of contingency staffing plans for absences, turnover, or emergencies;

and

• Confirmation that all proposed Key Personnel meet the credentialing, background check, immunization, and exclusion screening requirements of this solicitation.

Failure to identify and substantiate qualified Key Personnel may result in the Technical quotation being rated unacceptable.

Volume II – Past Performance (5 pages maximum)

Quoters shall submit a minimum of two (2) recent and relevant past performance references for Mobile MRI or general MRI services performed within the last five (5) years.

Failure to submit at least two (2) qualifying past performance references as required above shall result in the quotation being considered unacceptable and ineligible for award.

Volume III – Price

• Completed Price Schedule (Attachment 2)

• Price(s) shall be firm-fixed and all-inclusive

• Optional pricing, if applicable, including any not separately price items.

Volume IV – Representations

• ISBEE verification documentation

• SAM UEI

• Acknowledgement of solicitation terms

12. EVALUATION CRITERIA

12.1 Award will be made to the responsible ISBEE quoter whose quotation represents the best value to the Government in accordance with FAR 13.106-2.

12.2 Evaluation factors, listed in descending order of importance, are:

1. Technical Capability = Comparative

2. Past Performance = Acceptable/Unacceptable

3. Price – Evaluated for price reasonableness

12.2.1 The Government will evaluate the qualifications, availability, and stability of the proposed Key

Personnel (MRI technologists).

Evaluation will consider, at a minimum:

• Compliance with mandatory licensing, certification, and credentialing requirements;

• Demonstrated experience performing MRI services in clinical environments comparable in scope and complexity to IHS facilities;

• Adequacy of staffing levels to meet required hours of operation;

• Effectiveness of the quoter’s staffing continuity and contingency plans; and

• The quoter’s demonstrated ability to retain qualified MRI technologists throughout the period of performance.

A quotation that fails to demonstrate the availability of qualified Key Personnel sufficient to meet contract requirements may be rated unacceptable under the Technical Capability factor and rendered ineligible for award.

The Government will not conduct discussions to cure deficiencies related to Key Personnel qualifications or availability.

12.3 Technical and Past Performance, when combined, are significantly more important than price.

12.4 In accordance with FAR 13.106-3(a), the Government will evaluate price to determine whether it is fair and reasonable.

Price reasonableness may be determined using one or more of the following techniques:

• Comparison of proposed prices received in response to this solicitation;

• Comparison of proposed prices to historical prices paid for similar mobile MRI services;

• Comparison of proposed prices to the Government estimate; and/or

• Comparison of proposed prices to current market conditions for similar services.

The Government is not required to determine the realism of prices or costs for this firm-fixed-price acquisition.

A quotation with a price determined to be unreasonable may be found unacceptable and ineligible for award.

13. PAST PERFORMANCE MINIMUM REQUIREMENT

13.1 Offerors shall submit a minimum of two (2) past performance references for MRI services performed at Government facilities within the last five (5) years.

13.2 The Government will evaluate past performance to determine whether the quoter has demonstrated relevant experience and the ability to successfully perform services similar in scope, complexity, and clinical risk to those required by this solicitation.

Past performance will be evaluated on an acceptable / unacceptable basis.

13.3 References shall include the customer name, description of services, period of performance, and point of contact information.

Each past performance reference shall include, at a minimum:

• Customer name

• Contract or agreement number (if applicable)

• Description of services performed

• Period of performance

• Dollar value (if available)

• Point of contact name, telephone number, and email address

Past performance references may include work performed as a prime contractor, subcontractor, or by key personnel, provided the experience is relevant to the services required under this solicitation.

13.4 Failure to submit the minimum number of qualifying references will result in a Past Performance rating of Unacceptable and the quotation will not be eligible for award.

14. BASIS FOR AWARD

14.1 The Government intends to make award without discussions; however, the Government reserves the right to conduct discussions if determined necessary.

15. UNACCEPTABLE OR UNACCEPTABLE QUOTATIONS

15.1 A quotation will be deemed unacceptable or unacceptable if the offeror:

• Is not a verified ISBEE

• Is not active in SAM at time of award

• Proposes staffing services only without providing a contractor-furnished mobile MRI unit

• Fails to meet minimum MRI equipment specifications

• Fails to submit required pricing, QCP, past performance information, or a signed BAA

• Fails to meet mandatory credentialing, insurance, or compliance requirements

16. APPLICABLE CLAUSES (SUMMARY)

16.1 The resultant contract will include applicable FAR and HHSAR clauses, including but not limited to:

• FAR 52.204-7, System for Award Management

• FAR 52.204-13, System for Award Management Maintenance

• FAR 52.212-1, Instructions to Offerors – Commercial Products and Services

• FAR 52.212-3, Offeror Representations and Certifications

• FAR 52.212-4, Contract Terms and Conditions – Commercial Products and Services

• FAR 52.212-4, Contract Terms and Conditions – Commercial Products and Services (Key

Personnel and Performance Standards)

• FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive

Orders

• FAR 52.217.8, Option to Extend Services

• FAR 52.217-9, Option to Extend the Term of the Contract

• FAR 52.204-7, System for Award Management

• FAR 52.232-1, Payments

• FAR 52.232-33, Payment by Electronic Funds Transfer—SAM

• HHSAR 352.232-71, Electronic Submission of Payment Requests (IPP)

17. ADDITIONAL INFORMATION

17.1 This requirement is non-personal in nature (FAR 37.104). Contractor personnel shall not be considered Government employees.

17.2 Contractor personnel shall be supervised exclusively by the Contractor and shall not be subject to

Government supervision or control.

17.3 The Contracting Officer is the only individual authorized to obligate the Government and make changes to the terms and conditions of this solicitation or any resultant contract.