SF-1449 - Solicitation 75H70726Q00035 - Four Administrative Support Assistants.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

203CODE 16. ADMINISTERED BYCODE

X

X

X

561110

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR203

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

03/06/2026 1230 MS

02/09/2026

505-256-6754PATRICIA TRUJILLO

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

75H70726Q00035

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 34 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Albuquerque NM 87110

4101 Indian School Rd NE, Suite 225

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$12.5

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

Albuquerque Indian Health Service WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

Albuquerque NM 87110

4101 Indian School Rd NE, Suite 225

Albuquerque Indian Health Service

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The Indian Health Service (IHS), Albuquerque Area office (AAO), Santa Fe Indian Health Center (SFIHC), has a requirement for Four (4) Administrative Support Assistants. May be required to rotate to the Three (3) Outlying Satellite Clinics - Santa Clara Health Center, San Felipe Health Clinic and Cochiti Health Clinic as needed. Primary duty station is Santa Fe Indian Health Center, Santa Fe, New Mexico.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

SHANDIIN R. DEWOLFE

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

1 BASE: TBD, 2026 to TBD, 2027, provide Four (4)

Administrative Support Assistants at the Santa Fe

Indian Health Center.

2 OPTION YEAR ONE: TBD, 2027 to TBD, 2028, provide

Four (4) Administrative Support Assistants at the

Santa Fe Indian Health Center.

3 OPTION YEAR TWO: TBD, 2028 to TBD, 2029, provide

Four (4) Administrative Support Assistants at the

Santa Fe Indian Health Center.

4 OPTION YEAR THREE: TBD, 2029 to TBD, 2030, provide Four (4) Administrative Support

Assistants at the Santa Fe Indian Health Center.

5 OPTION YEAR FOUR: TBD, 2030 to TBD, 2031, provide

Four (4) Administrative Support Assistants at the

Santa Fe Indian Health Center.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

34 2 of

FOUR (4) ADMINISTRATIVE SUPPORT ASSISTANTS

SANTA FE INDIAN HEALTH CENTER

SOLICITATION NO.

75H70726Q00035

SECTION 1 - SUPPLIES OR SERVICES AND PRICES/COSTS

1.1 SERVICES

1.1.1 The Indian Health Service/Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC) has a requirement for Four (4) Administrative Support Assistants, located in Santa Fe, New Mexico.

1.2 PRICE OR COST

1.2.1 This solicitation will result in a Firm-Fixed-Price (FFP) contract.

“The quantities shown in the Schedule of Charges are "expected" quantities, but are not representative of actual ordering quantities, and serve as a means of arriving at price reasonableness for award purposes. Utilization of the "Requirements" contract has been determined to be appropriate for Four (4) Administrative Support Assistants, Non-Personal Health Care Services as the government anticipates recurring requirements but cannot pre-determine the precise quantities that will be ordered during the contract period. Pricing quotes should be determined based on the estimated shifts – 8-hour shift.”

1.3 GENERAL CONTRACT INFORMATION

1.3.1 This is a non-personal health care service contract, as defined in Federal Acquisition Regulation (FAR) 37.401, 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 (e.g., professional judgments, diagnosis for specific medical treatment). The contractor indemnifies the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance. The contract must maintain medical liability insurance. Coverage amount acceptable to the Contracting Officer, which is not less than the amount normally prevailing within the local community for the medical specialty. The contract is required to ensure that its subcontract for provisions of health care services contain the requirement of the Clause 52.237-7, including the maintenance of medical liability insurance.

1.3.2 As an independent Contractor; billing and collecting for the federal, state and other local city/county taxes is the burden of the Contractor, this includes the New Mexico Gross Receipt Taxes (NMGRT) for services provided in any county of the State of New Mexico.

1.3.3 The Contractor's price/cost for services under this contract shall include all applicable taxes for Internal Revenue Service (IRS), State of New Mexico Taxation and Revenue agency and/or other revenue agencies. The Indian Health Service will not withhold taxes nor will it issue a W-2 to the contractor.

1.3.4 FINGERPRINTING REQUIREMENTS FOR SECURITY AND SUITABILITY:

Prior to the start of services, the Contractor must contact the Contracting Officer’s Representative (COR) to schedule an appointment to complete the fingerprinting process required by the IHS regulations pertinent to security and character background investigations. Services cannot start until successful completion of background clearance, including a criminal history background investigation, with an official start date. Due to internal process requirements, this clearance may take up to six (6) months. Potential candidates should be made aware of this.

1.4 CONTRACT PRICE

1.4.1 The price for this contract will be $ (TBD).

1.4.2 Upon delivery and acceptance of the item(s) specified in the DELIVERY Article in Section 7 of this contract, the Government shall pay to the Contractor resulting from the awarded contract price.

1.4.3 Upon delivery and acceptance the services described in the Statement of Work (SOW) and identified in the schedule of charges below, the Government shall pay to the Contractor the total prices set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly:

SCHEDULE OF CHARGES FOR THE BASE PERIOD

Item No Contract Period Description of Services Total Amount

CLIN 1 Base Year Four (4) Administrative Support Assistants

SOLICITATION NO.

TBD, 2025 to TBD, 2026 x 2,080 = 8,320 Hours x ________ P/Hour = $

TOTAL FOR BASE YEAR: $

1.4.4 The Contractor shall be paid upon submission of an invoice and completion or verification by the Contracting Officer's Representative (COR), of the deliverables and/or services indicated below. Submit invoices in accordance with the instructions contained in FAR clause 52.232-25, Prompt Payment (Jan 2017), and Section 10 of this contract.

1.5 OPTION PRICES

1.5.1 Unless the Government exercises its option, pursuant to the option clause referenced in the Contract Clauses section, this contract consists only of the Base Period specified in this contract.

1.5.2 Pursuant to either the FAR Clause 52.217-8, Option to Extend Services (Nov 1999) or the FAR Clause 52.217-9, Option to Extend the Term of the Contract (Mar 2000), set forth in Section 12, of this contract, the Government may, a unilateral contract modification, require the Contractor to perform the Option Period(s) as defined in this contract. A notice that the Government intends to exercise any of the options will happen prior to the contract’s expiration date. Specific information regarding the timeframe for this notice is set forth in the OPTION PROVISION of this order. When exercising an option period, the fixed price rate of this contract is set forth below.

1.5.3 Upon the delivery and acceptance of the Option Services described in the Statement of Work (SOW) of the contract and identified in the schedule of charges below, the Government shall pay the Contractor the rate(s) set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly;

1.5.4 If the Government exercises its option pursuant to the OPTION PROVISION of this contract, the Government's total estimated contract amount, represented by the sum of the price of base plus option periods and the period of performance will be as follows:

SCHEDULE OF CHARGES FOR THE OPTION PERIODS

Item No Contract Period Description of Services Total Amount

CLIN 2 Option Year One:

TBD, 2026 to TBD, 2027

Four (4) Administrative Support Assistants x 2,080 Hours = 8,320 Hours x ________ P/Hour =

TOTAL FOR OPTION YEAR ONE: $

CLIN 3 Option Year Two:

TBD, 2027 to TBD, 2028

TOTAL FOR OPTION YEAR TWO: $

CLIN 2 Option Year One:

TBD, 2026 to TBD, 2027

CLIN 2 Option Year One:

TBD, 2026 to TBD, 2027

SOLICITATION NO.

1.5.5 Note: Unit price shall be an all-inclusive rate of all other fees including travel expenses, per diem, lodging all cities, state, federal, local taxes and miscellaneous cost associated with the above services.

1.5.6 Lunch break of thirty minutes (30) permitted (as non-paid) under the contract; the contractor cannot invoice time as worked if its’ employee chooses not to take a lunch break. The Contractor also cannot invoice travel times to/from the facility site as time worked.

SOLICITATION NO.

SECTION 2 – DEFINITIONS:

2.1 Acceptance: As stated in FAR, subpart 46.5, Constitutes acknowledgement that the supplies or services conform to the applicable contract quality and quantity requirements and subject to other terms and conditions of the contract.

2.2 Approval: Acknowledgment by the designated Government official that submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) conform to the contractual requirements. Government approval does not relieve the Contractor from responsibility for compliance with contract requirements.

2.3 Area: A defined geographical region for Indian Health Service administrative purposes. Each Area Office may administer several Service Units.

2.4 Blanket Purchase Agreement (BPA): is a simplified method of filling anticipated repetitive needs for supplies or services.

2.5 Business Associate (BA): Any company or person that shown to, handles, or works with the data or medical records of the medical entity.

2.6 Business Associate Agreement (BAA): A BAA is a contract between a HIPAA-covered entity and a HIPAA BA. The contract protects personal health information (PHI) in accordance with HIPAA guidelines.

2.7 Contract: This is a legal binding document between the Government and the Contractor.

2.8 Contractor: The individual award a legal binding contract to provide supplies and services.

2.9 Contracting Officer (CO): A Government employee with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.10 Contracting Officer's Representative (COR): A federal employee who assists the CO in the administration of this contract.

The COR is primarily responsible for the technical assistance and day-to-day program management.

2.11 Customer: Patients, staff and visitors of an IHS service unit and health center.

2.12 Customer Evaluation/Input: Written comments made to the COR regarding the Contractors performance. This is one of the criteria used to evaluate the Contractor's performance.

2.13 Federal Acquisition Regulation (FAR): The FAR is the primary regulation for use by all Federal Executive agencies in their acquisition of supplies and services with appropriated funds.

2.14 Health Clinics/Center: A facility physically separated from a hospital, with a full range of ambulatory services including at least primary care providers, nursing, laboratory, and x-ray, which are available at least 40 hours a week for outpatient care.

2.15 Non-Personal Health Care Services: A contract under which the personnel rendering the healthcare services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees, as defined in FAR 37.401

2.16 Orientation: An activity designed to provide basic familiarization of the facility and transition into the IHS Service Unit and/or Health Center.

2.17 Past Performance Information: Relevant information regarding a contractor's actions under previously awarded contracts.

2.18 Patient Outcome: End result of nursing care.

2.19 Personal Protective Equipment (PPE): The equipment used to protect medical personnel from exposure to biological, chemical, and radioactive hazards.

2.20 Point of Contact: Person other than the COR or the Alternate COR

2.21 Service Unit: The local administrative unit of IHS.

2.22 Standards of Practice and Standards of Care: Authoritative statements by which it describes the responsibilities for which its practitioners are accountable.

2.23 Technical Direction: A directive to the Contractor that approves approaches, solutions, designs, or refinements; fills in details or otherwise completes the general description of work or documentation items; shifts emphasis among work areas or tasks; or furnishes similar instruction to the Contractor.

2.24 Valid Patient Complaint: Justifiable accusation made by a patient and supported by investigation.

2.25 Verifiable Emergency: An unexpected/unplanned absence by the contractor requiring valid documentation to confirm the occurrence.

SOLICITATION NO.

SECTION 3 – GOVERNMENT-FURNISHED PROPERTY AND SERVICES:

3.1 The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property used and maintained by the Contractor in accordance with provisions of FAR Clause 52.245-1, Government Property (found in Section 4).

Item No.

Property Description Property Value Qty. Location Date Available

1 Computer 1 Upon Arrival

2 Telephone 1 Upon Arrival

3 Desk/Chair 1 Upon Arrival

4 PIV Card 1 Upon Arrival

5 PPE Equipment 1 Upon Arrival

3.2 Government Furnished Information / Property and Services

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

3.2.2 Contractor Exclusive Use:

3.2.2.1 The Government will provide facility specific contractor identification badges for each contractor. For lost or destroyed badges, there is a minimum charge of $20.00.

3.2.2.2 Training: Facility specific orientation/training necessary for the Contractor to perform the required duties, e.g., IHS information technology (IT) systems and operational procedures. Training provided ONLY if the subject matter is necessary to improve or enhance the quality of services or includes mandates made by the IHS Service Units/Health Centers while the providers are working under this contract. Training is not provided for the purpose of continuing education, career development or individual development.

SOLICITATION NO.

SECTION 4 - CONTRACTOR FURNISHED ITEMS

4.1 Contractor Furnished Property

4.1.1 Except for the property specified in paragraph 3.1 as government furnished, the Contractor shall:

4.1.2 Not using unsafe equipment or supplies at any time during performance of this contract. All Contractor furnished equipment and supplies shall be subject to inspection by the Government and must be approved by the COR prior to use by the Contractor. The Government reserves the right to prohibit the use of any materials, supplies, or equipment.

SOLICITATION NO.

SECTION 5 - PERFORMANCE WORK STATEMENT

5.1 The Contractor shall provide Four (4) Administrative Support Assistants services to assist the Santa Fe Indian Health Center (SFIHC) Administration Office with direct and indirect patient and administrative duties. The contractor Administrative Support Assistants will assist in the following: Administration Office, Finance Department, Front Desk, and Greeter.

5.1.1 Receives and routes incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of written communication. The Contractor may need to obtain guidance on proper disposition of correspondence. Tracks controlled correspondence. Use standard or form letters and replies to inquiries. Prepares outlines for correspondence/reports.

5.1.2 Performs office automation duties to prepare documents such as correspondence, forms and reports which can include technical material, graphs and charts. Enters information into established databases and similar systems which track various administrative activities of the organization. Services of a qualified typist required.

5.1.3 Keeps the appointment and meeting schedule for the Director of the organizational unit serviced, and those of other senior staff members as directed. Serves as the point of contact for scheduling meetings for conference rooms. Schedules appointments, coordinates meetings, and/or schedules conferences. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members.

5.1.4 Receives calls and visitors from within and outside the immediate organizational unit. Responds to general inquiries and answers procedural questions about the organization and common work practices or policies.

Resolves problems or issues of a general nature. Complex issues or problems are referred to by the supervisor for resolution.

5.1.5 Performs a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. The work may include purchasing supplies utilizing prescribed purchasing guidelines and procedures, establishing and maintaining filing systems and preparing and assisting with documents associated with travel of the staff.

5.1.6 Performs coordination of orientation of new staff and contractors and tracks required training for all staff.

5.1.7 Performs other duties as assigned that are directly related to this position.

5.1.8 Prepare travel requests for first duty or transfer employees and provided information to new employees on how to fill out their travel vouchers.

5.1.9 Receives telephone and personal callers and utilizes knowledge of organization programs, operations and procedures to make proper disposition of inquiries. Screen inquires to the extent necessary to clarify the nature of the call and information requested. Refers callers directly to persons designated or to supervisor or staff members.

5.1.10 Utilizes, typewriter and work processor to type in final form correspondence, including travel orders, several different types of memoranda and guidance. Assures correct format, spelling, paragraphing, grammar syntax, punctuation, continuity, clarity and neatness.

5.1.11 Takes fingerprints and makes sure investigation documents are completed and forwarded to the Office of Federal Investigations Center, Boyers, PA.

5.1.12 Timekeeping Duties in ITAS for the Santa Fe Indian Health Center.

5.1.13 Supervision, Adherence to Policies:

o Santa Fe Health Center hours are 8:00 am to 5:00 pm, Monday through Friday.

o Day to day supervision by Chief Executive Officer and indirectly with the Contracting Officer Representative.

o Contractor will keep the supervisor (or designee) informed of the general time of arrival and departure for daily reporting. Contractor will only be paid for services provided and approved by the supervisor or designee.

o Overtime compensation is not authorized in this contract.

o Training and training expenses are not covered by this contract, unless it is included as: training required by IHS for new technology or as requirement of the IHS and IHS itself has not had the required training to carry out its mission.

o The contract terms and conditions do not allow for accrual of annual or sick leave or other fringe benefits.

SOLICITATION NO.

75H70726Q00035

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5.2 Work Schedule:

5.2.1 Work Shift: Will be from 8:00 am to 5:00 pm Monday through Friday. By Department of Labor Laws and Regulations, 15-minute personal break times are allowed (one in the morning and one in the afternoon), and a 1-hour lunch break during the 8-hour day. If the contractor elects to forego his or her lunch break, it cannot be billed as time worked.

5.2.3 Scheduling of Shifts: The Point of Contact (POC) or Primary COR at the IHS facility will determine specific tour of duty. The scheduler will determine the schedule along with the POC or the COR. Contractor may be assigned On- Call duties as needed, and may include working weekends and Holidays.

As directed by the POC, the Contractor's employee must rotate into other duty sections as needed to support patient care.

5.2.4 Work Absence: The Contractor employees are not authorized any annual/personal leave or sick leave. If the contractor employees’ do not show to provide services during the scheduled week, they will not be paid. The Contractor must provide at least a two-hour notification to the COR if their employees are unable to provide services. If the length of the absence exceeds working hours the Contractor must request from their agency approval at least fifteen (15) days, (the exception is verifiable emergencies) in advance of the desired absence.

5.2.5 The Contractor must perform and maintain documentation from a qualified health care provider for absences of three (3) or more consecutive days, due to illness, stating:

5.2.5.1 The cause of the current illness or incapacitation AND

5.2.5.2 Indicating the Contractor as contagious or non-contagious.

5.2.5.3 The Government reserves the right to examine and or re-examine any Contractor who meets the criteria.

5.3 Performance Evaluation: The Contractor's performance will be evaluated in accordance with the standards set forth in the contract and Statement of Work.

Technical Qualifications:

Documentation must be included with quote detailing the following:

• Proficiency in MS Word, Excel and Teams.

• Database and File Management Skills

• Basic Financial Literacy

• Event Coordination and Logistics Management

5.4 The contractor will perform work with multicultural patients and interpreters as necessary for non-English speaking patients.

5.5 Conduct: The Contractor must perform standards as listed in the Federal Code of Conduct.

5.6 Conditions of Contract Services: Four (4) Administrative Support Assistants providing services under this contract must attend mandatory orientations specified by the SFIHC.

5.6.1 The contractor must be subject to character investigation as required by Public Law 101-360, the Indian Health Child Protection and Family Violence Prevention Act prior to performance of a contract by utilizing The National Background Investigation Services (NBIS) eAPPLICATION (eAPP) system and this shall include all fingerprinting procedures and clearances. The contractor must provide all requested information necessary to perform Level I and Level II background checks. The contractor must comply with the requirement to obtain security investigations. The contractor must work with the IHS to ensure that the pre-employment screening process includes the appropriate investigation questionnaires and forms to be completed. The contractor will review all completed forms and forward onto the Government personnel. The contractor will be immediately removed from the position (at any time the investigation receives unfavorable adjudication, or, if other unfavorable information that would affect the investigation becomes known.

5.6.2 Identification of Contractor: The Contractor must wear a government issued contractor identification badge during performance of duty. After 120 day’s PIV cards are issued at the Service Unit.

SOLICITATION NO.

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5.6.3 Management of Medical Information: The Contractor must manage all patient information in accordance with

HIPAA standards, Privacy Act, and IHS Service Unit and/or Health Center specific policies and protocols. The Contractor must immediately report to the Contracting Officer or COR any information or circumstances that may violate any statute, policy, or procedure.

5.6.4 IHS Information Technology Systems: In performance of this contract, the Contractor must adapt to and successfully utilize IHS information technology systems such as Electronic Health Records (EHR) or RPMS, which the IHS has deemed necessary for acceptable contractor performance. The IT policies and procedures are available to the Contractor at the Service Unit and the Contractor will adhere to the IHS Information Technology System Security Policies and procedures. The Contractor must follow all appropriate federal required information Technology security requirements and will be operating under Health Insurance Portability and Accountability (HIPAA) and Privacy Act regulations.

5.7 CONTRACTOR QUALIFICATION REQUIREMENTS:

5.8.1 Graduate: Contractor must have a High School Diploma or GED; proof will need to be provided prior to assignment.

5.8.2 Experience/Past Performance: Contractors shall have documentation and must be included with quote detailing placement of Administrative Support Assistants within the past 5 years for projects similar in size and scope.

Documentation must be included with quote detailing the contractor’s performance and placement as an Administrative Support Assistant over the past 5 years for projects similar in size and scope.

5.8.3 Motor Vehicle Operator's License: Contractors may be required to operate Government-Owned (GSA) vehicles. If required to operate a GSV vehicle, the SFIHC will provide the necessary training to operate GSA vehicles to contractor staff.

Contractor must possess a valid driver’s license.

5.8.4 Price: Lowest Price Technically Acceptable.

5.8.5 Availability: Contracting agency must provide a minimum of 6 contractor profiles for review/selection who are available to work under the eventual contract if awarded and include all requested documentation for each.

5.8.6 Health Requirements of Contracted Healthcare Providers: Furnish documentation that reflects immunity for the indicated vaccine preventable diseases through documented disease, vaccination history, serology results, and/or any documented episodes of adverse events after vaccination. Any contractor’s employee who is allergic to a component of a vaccine and/or have a history of a severe reaction to a vaccine is not required to receive that vaccine with documented proof of contraindication to the vaccination. The following are additional requirements for specific vaccine preventable diseases.

• Measles:

- Vaccinations with 2 doses of live measles or MMR vaccines administered at least 28 days apart,

- Laboratory evidence of immunity,

- Laboratory confirmation of disease, or

- Birth before 1957.

• Mumps:

- Vaccinations with 2 doses of live mumps or MMR vaccines administered at least 28 days apart,

- Laboratory evidence of immunity,

- Laboratory confirmation of disease, or

- Birth before 1957.

• Rubella:

- Vaccinations with 1 dose of live rubella or MMR vaccines administered at least 28 days apart,

- Laboratory evidence of immunity,

- Laboratory confirmation of disease, or

- Birth before 1957

• Hepatitis B:

- Vaccinations with three doses of Hepatitis B vaccines, or

- signed declination of Hepatitis B vaccination series.

• Varicella:

SOLICITATION NO.

75H70726Q00035

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- Vaccinations with two doses of varicella at least 4 weeks apart,

- laboratory evidence of immunity or confirmation of disease,

- diagnosis or verification of history of varicella disease by a health care provider, or

- diagnosis or verification of a history of herpes zoster by a health care provider.

• Influenza:

- Vaccination with one dose of current annual influenza season vaccine.

- Documented proof of the contraindication to the influenza vaccination as outlined by Advisory Committee on

Immunization Practices recommendations, or

- Written statement justifying religious exemption from influenza vaccination.

Note: unvaccinated contract staff with an approved medical or religious exemption must wear an IHS-provided surgical or similar mask when working in patient care areas or other areas frequented by patients in an IHS facility during the influenza season.

• Pertussis

- Vaccination with one dose of Tdap vaccine.

• Any additional immunization in accordance with IHS Immunization Policy that is available upon request.

The contract staff must have written documentation of TB test (TST or IGRA) within the last 12 months. If documented Positive TB test:

- Provide chest x-ray report of “No active TB disease” following positive TB test.

- Annual sign and symptoms screen:

• If negative sign and symptom screen, follow up chest x-ray not indicated.

• If signs and symptoms screen positive, contract staff must have written documentation of chest x-ray and health care provider evaluation.

For credentialed provider contract staff, they must have documentation from the provider’s physician or chief of staff that confirms they do not have any health problems (including disability, emotional stability, drug, or alcohol dependency) that might impair his/her ability to care for patient at time of application.

5.8.7 Criminal History Background Check:

Contractor’s employees whose duties and responsibilities involve regular contact or control over children are subject to a character investigation as required by Public Law 101-630, The Indian Child Protection and Family Violence Act. The minimum standards of character shall ensure that none of the individuals described in this order have been found guilty of, or entered a plea of nolo contendere or guilty to, any felonious offense, or any of two or more misdemeanor offenses, under federal, state, or tribal law involving crimes of violence; sexual assault, molestation, exploitation, contact or prostitution; crimes against persons; or offenses committed against children.

These crimes do not hold a time statue and will be evaluated the same under any Child Care “CNACI” investigation with IHS. IHS will conduct these investigations following award of a contract. Until the character investigation has been completed and the Contracting Officer notified of the results, the Contractors’ employees must not have unsupervised contact with Indian children. Contractor’s employees are not able to work a scheduled shift until the security check is performed and clearance has been obtained by the appropriate agency. At a minimum, fingerprints are required, and upon clearance of this stage, a contractor’s employee may work a scheduled shift.

However, Contractor’s employees are required to complete the detailed background application and the application is to be completed within 30 days once the contractor’s employee has been given physical and logical access. All Contractors’ employees are subject to criminal background check prior to performing services in accordance with Task Order terms and conditions. The contractor shall ensure that each of their employees complete the Certification of Criminal History and Background Check Packet. The completed forms are to be returned to the COR. Additional Background Check packets can be obtained through the COR. See HHSAR Clauses 352.237-72 and 352.237-73

5.8.8 Required Training:

a) Protecting Children from Sexual Abuse as stated in IHM Circular 19-05: Contractor Training Plan for Implementation of Indian Health Manual Part 3, Chapter 20, Protecting Children from Sexual Abuse by Health Care Providers. Each provider must take this training within 30 days from their start date at the service unit.

Certificate should be provided to the COR.

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b) Overview of Trauma-Informed Care and Historical Trauma training for Non-Personal Healthcare Services

(i.e., MLTs, RN, Physician, etc.).

c) Information System Security Awareness (ISSA) Training: Contractors who utilize the IHS information system or accesses or connects to the IHS network must complete the ISSA training 24 hours of receiving access and annually thereafter. The online ISSA training is located at http://www.ihs.gov/issa. Contractor access will be revoked unless and until the training is completed. An exception can be made if the user has read and signed the IHS Quick Guide to Information Security, in which case the contractor will have 30 days to complete the training. Course certifications must be provided to the COR upon completion and annually thereafter.

Please also review Section 7.5.1 of the Indian Health Service General User Security Handbook which covers ISSA training to support this requirement of all contractors who access our information system network.

d) Fraud, Waste, and Abuse Training Videos for Contractors: Required for all contractors.

5.8.9 Subpoenas/Testimonies: Contractors are mandated to cooperate with the appropriate IHS managers when the contractors' employees are subpoenaed or requested by Tribal, State or Federal Parties to provide testimony as stated in Section 5-27.3(B)(9) of the Indian Health Manual.

5.9 Challenges to Conflicts: For any conflicts between the COR or other Federal employee and Contractor employee, the Contractor’ employee will first contact their agency. The Federal employee will contact the COR who will let the CO know the situation.

5.10 When the Contractor demonstrates impaired judgement, they cannot continue working on the contract. The Government reserves the right to remove from the facility any Contractor employee who in the judgment of a licensed healthcare practitioner is impaired.

5.11 APPLICABLE DOCUMENTS: Not Applicable

SECTION 6 - QUALITY ASSURANCE SURVEILLANCE PLAN:

“For Information Purposes Only. This Quality Assurance Surveillance Plan is not part of the purchase order or will not be made part of any resulting contract.”

SECTION 7 - DELIVERY OF SERVICES

7.1 Place of Performance

All delivery of services will be provided to the following addresses:

Santa Fe Indian Health Center (SFIHC) (Primary Duty Station) Attn: Administration 1700 Cerrillos Road Santa Fe, NM 87505

(505) 946-9209

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SECTION 8 - INSPECTION AND ACCEPTANCE

8.1 INSPECTION AND ACCEPTANCE: All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government. The COR, as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor's performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables and services called for by the contract.

8.2 FEDERAL ACQUISITION REGULATION {48 CFR CHAPTER 1) CLAUSES

FAR Clause # Title Date

52.212-4(a) Contract Terms and Conditions–Commercial Products and Commercial Services – Inspection/Acceptance

NOV 2024

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SECTION 9 - DELIVERIES OR PERFORMANCE

9.1 PERIOD OF PERFORMANCE: The period of performance is a Base Year + 2 one-year option periods, unless extended by modification to this contract. The Government may exercise options to extend the period of performance in accordance with FAR Clause 52.217-9 - Option to Extend the Term of the Contract (Mar 2000); upon written notification by the Contracting Officer within 30 days of contract expiration.

9.1.1 Services under this contract shall commence NLT 10 days after all clearances occur.

Base Year: TBD, 2026 to TBD, 2027 Option Year 1: TBD, 2027 to TBD, 2028 Option Year 2: TBD, 2028 to TBD, 2029 Option Year 3: TBD, 2029 to TBD, 2030 Option Year 4: TBD, 2030 to TBD, 2031

9.1.2 Performance must be for the period of TBD, 2026 to TBD, 2027, unless the period changed by written modification to the purchase order in accordance with FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000).

9.1.3 Total contract award must not exceed three years. Based option year renewals on satisfactory services provided availability of funds for the appropriate fiscal year, and existing requirements.

9.2 PLACE OF PERFORMANCE: The contractor must provide Four (4) Administrative Support Assistants non-personal healthcare services to the facility noted in Section 7.1.

9.3 Travel to and from the facility/office site are not included in the tour of duty. The hours of business and clinic operation are Monday through Friday, from 8:00 AM to 4:30 PM. The actual hours scheduled in advance through the designated COR.

9.3 GOVERNMENT HOLIDAYS (https://www.federalpay.org/holidays)

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

*Any other day specifically declared by the President of the United States to be a national holiday (see www.opm.gov/fedhol).

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SECTION 10 - CONTRACT ADMINISTRATION

10.1 AUTHORITIES OF GOVERNMENT PERSONNEL: Notwithstanding the Contractor's responsibility for total management during the performance of this Contract, the administration of the Contract will require maximum coordination between the Government and the Contractor.

The Federal Acquisition Regulation defines an unauthorized commitment as 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. Only contracting officers have the authority to make purchases or award contracts. Upon receipt and/or execution of any order placed for goods or services, the vendor shall verify that the Government Agent issuing the order has necessary authority to entire into the purchase order/contract. If it is determined that the vendor failed to do so, they may be held liable for future Unauthorized Commitments.

The following individuals will be the Government's points of contact during the performance of this Contract.

10.2 CONTRACTING OFFICER

The IHS Contracting Officer (CO) is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is:

Shandiin DeWolfe, Contract Specialist (CS) Indian Health Service/Division of Contracts & Grants Management (DCGM) 4101 Indian School Road NE, Suite 225 Albuquerque, NM 87110 Phone: 505-256-6755 Email: shandiin.dewolfe@ihs.gov

10.3 CONTRACT ADMINISTRATOR

· All Contract administration performed by:

Patricia Trujillo, Contract Specialist (CS) Indian Health Service/Division of Contracts & Grants Management (DCGM) 4101 Indian School Road NE, Suite 225 Albuquerque, NM 87110 Phone: 505-256-6754 Email: patricia.trujillo@ihs.gov

Send all communications pertaining to contractual and/or administrative matters to the address above and to the Contract Specialist administering this Contract.

10.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

10.4.1 Travis Snyder, (505) 946-9209, is hereby designated as COR for this service. The COR responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

10.4.2 Eric Wright, (505) 946-9207, is hereby designated as COR for this service. The COR responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

10.4.3 The COR and Alternate’s responsibilities will include ensuring contractor accountability. Monitoring the Contractor’s technical progress including the surveillance and assessment of performance and recommending to the CO changes in requirements. Performing technical evaluations as required. Perform technical inspection and acceptance as required. Assisting the Contractor in the resolution of technical problems encountered during performance. Perform receiving and processing invoices for payment.

10.5 TECHNICAL MONITORING

(a) Performance of work under this contract must be subject to the technical direction of the COR identified above, or an

Alternate COR designated in writing. The term "technical direction" includes, without limitation, direction to the Contractor that directs or redirects the labor effort. Shifts the work between work areas or locations, fills in details and otherwise serves to ensure that task areas outlined in the SOW accomplished satisfactorily.

mailto:shandiin.dewolfe@ihs.gov mailto:patricia.trujillo@ihs.gov

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(b) Technical direction must be within the scope of the specification(s)/work statement. The COR does not have authority to issue technical direction that

(1) Constitutes a change of assignment or additional work outside the specification(s)/ statement of work;

(2) Constitutes a change as defined in the clause entitled "Changes;"

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the Contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the Contractor's employees.

(c) Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the Contractor, any direction of the COR, or his designee, falls within the limitations in (b), above, the Contractor shall immediately notify the CO no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the CO to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes" (FAR 52.233-1, Disputes (May 2014)).

10.6 INVOICE SUBMISSION

10.6.1 The Contractor shall submit invoice once per month. Advance payments will not be issued by Finance unless stated herein. Upload complete invoice with all required documentation to: https://www.ipp.gov

* Please do not sent any copies to the CS or Finance Office for any invoices related documents such as deliverables, reports or balance statements). Failure to upload required documents directly to the website listed above will delay prompt payment of your invoice.

10.6.2 Additionally, the Contractor is required to include the Unique Entity Identifier (UEI) on each invoice. For additional information about the UEI (hhtps://www.sam.gov).

10.6.3 Submit invoices in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

10.6.4 Credit memos will not be accepted as a form of refund. All refunds are to be submitted via a check addressed to:

Albuquerque Area Indian Health Service Division of Accounts Receivable 4101 Indian School Road NE, Suite 225 Albuquerque, NM 87110

10.6.5 Request for Taxpayer Identification Number and Certification

A form W-9 shall be submitted to the Albuquerque Area Indian Health Service Division of Accounting Services by either of the following:

1. Encrypted Email: ALB_AOAPinvoices@ihs.gov or

2. Secure Fax: (505) 256-6851

Failure to submit the required form W-9 to the office(s) listed above will delay issuance of the IRS 1099 Form.

10.6.6 All information set forth in FAR 32.905(b), Content of Invoices, must be included in all invoices for it to constitute a proper invoice.

FAR 32.905(b), Content of Invoices:

(1) A proper invoice must include the following items (except for interim payments on cost reimbursement contracts for services):

(i) Name and address of the contractor.

(ii) Invoice date and invoice number. (Contractors should date invoices as close as possible to the date of mailing or transmission.)

(iii) Contract number or other authorization for supplies delivered or services performed (including order number and line item number).

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(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

(vi) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

(vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(viii) Taxpayer Identification Number (TIN). The contractor must include its TIN on the invoice only if required by agency procedures. (See 4.9 TIN requirements.)

(ix) Electronic funds transfer (EFT) banking information.

(A) The contractor must include EFT banking information on the invoice only if required by agency procedures.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the contractor must have submitted correct EFT banking information in accordance with the applicable solicitation provision (e.g., 52.232-38, Submission of Electronic Funds Transfer Information with Offer), contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer- System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(x) Any other information or documentation required by the contract (e.g., evidence of shipment).

(2) An interim payment request under a cost-reimbursement contract for services constitutes a proper invoice for purposes of this subsection if it includes all of the information required by the contract.

(3) If the invoice does not comply with these requirements, the designated billing office must return it within 7 days after receipt (3 days on contracts for meat, meat food products, or fish; 5 days on contracts for perishable agricultural commodities, dairy products, edible fats or oils, and food products prepared from edible fats or oils), with the reasons why it is not a proper invoice. If such notice is not timely, then the designated billing office must adjust the due date for the purpose of determining an interest penalty, if any.

(4) Per the Accounts Payable office, failure to submit invoices to the IPP Website can result in delayed payment of your invoice.

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as "Small Business."

Additionally, in accordance with OMB Memorandum, M-12-16, fill prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making…