Sol_75H70726Q00002.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

Albuquerque NM 87110 4101 Indian School Rd NE, Suite 225 Albuquerque Indian Health Service

CODE 16. ADMINISTERED BYCODE

X

X

X

541219

SIZE STANDARD:

100.00 % 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

09/19/2025

505-256-6750STEPHANIE BEGAY

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

12/05/2025 1200 MT

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

75H70726Q00002

5. SOLICITATION NUMBER

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

1 22 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

$25

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 SCHEDULE

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)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Solicitation No. 75H70726Q00002 is hereby issued to provide remote professional billing and coding nonpersonal healthcare services for the Albuquerque Area Indian Health Services (AAIHS), Albuquerque Indian Dental Clinic (AIDC).

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

HEREIN, IS ACCEPTED AS TO ITEMS:

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.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

22 2 of

Sol. 75H70726Q00002, CODING & BILLING SERVICES, AIDC

Continuation…

SECTION B – GENERAL CONTRACT INFORMATION

1. The Department of Health and Human Services (DHHS), Indian Health Service (IHS), Albuquerque Area Office

(AAO), has a requirement for Remote Billing and Coding Non-Personal Services for the Albuquerque Indian Dental Clinic (AIDC) in Albuquerque, New Mexico.

2. Acquisition will be for one (1) 12-month base period and four (4) 12-month option periods.

3. The Government intends to award a single award from this solicitation.

4. “The contract is a nonpersonal services contract, as defined in FAR 37.101, specifically, nonpersonal healthcare services.

5. Contract prices-

a. This solicitation will be a Firm-Fixed-Price (FFP) Purchase Order (PO) and the price is $(TBD).

b. As a 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.

c. The Contractor shall be paid upon submission of an invoice completion and acceptance (if deliverable) or verification (if service) by the Contracting Officer's Representative (COR).

d. The 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.

6. Option prices-

a. Pursuant to either FAR Clause 52.217-8, Option to Extend Services (NOV 1999), or FAR Clause 52.217-9, Option to Extend the Term of the Contract (MAR 2000), as set forth in this contract- the notice to exercise any of the option periods will occur prior to the contract’s performance end date.

b. FAR 17.207(c)- The contracting officer may exercise options only after determining that-

(1) Funds are available;

(2) The requirement covered by the option fulfills an existing Government need;

(3) The exercise of the option is the most advantageous method of fulfilling the Government’s need, price and other factors (see paragraphs (d) and (e) of this section) considered;

(4) The option was synopsized in accordance with part 5 unless exempted by 5.202(a)(11) or other appropriate exemptions in 5.202;

(5) The contractor does not have an active exclusion record in the System for Award Management (see

FAR 9.405-1);

(6) The contractor’s past performance evaluations on other contract actions have been considered; and

(7) The contractor’s performance on this contract has been acceptable, e.g., received satisfactory ratings.

7. Pricing Summary-

a. Upon delivery and acceptance of 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 on the specified contract line items.

b. Schedule of Charges:

https://www.acquisition.gov/far/part-5#FAR_Part_5 https://www.acquisition.gov/far/subpart-5.2#FAR_5_202 https://www.acquisition.gov/far/subpart-5.2#FAR_5_202 https://www.acquisition.gov/far/subpart-9.4#FAR_9_405_1

Estimated Usage Amount Contract Period Services

Min Max

Price per Completed

Action Min Max

Base Year $ $ $

Option Year #1 $ $ $

Option Year #2 $ $ $

Option Year #3 $ $ $

Option Year #4

Remote Coding

Services 1300 1440

Grand Total: $ $

SECTION C – DESCRIPTION OF SERVICES.

The contract shall be in accordance with all Federal, State, Local, Tribal, and IHS regulations and shall be made with minimal divergence from the schedule established with minimal disturbance and maximum protection of government personnel, property, and public.

1. The Indian Health Service (IHS)/Albuquerque Area Office (AAO), Albuquerque Indian Dental Clinic (AIDC) has a requirement for remote professional medical coding, billing, accounts receivable non-personal healthcare services agreement located in Albuquerque, New Mexico.

2. Scope of Work.

a. The Contractor(s) shall:

a. Be certified (e.g., certified dental coder, RHIT, or equivalent)

b. Have a 24–48-hour turnaround on coding encounters

c. Have a minimum accuracy rate of 95%

d. Have secure data transfer of protected information (PHI)

e. Demonstrate knowledge of dental coding for IHS and other relevant services

f. Provide third party billing services through a Virtual Private Network (VPN) from the Contractor’s headquarters in order to fulfill the requirements of the contract

g. Obtain an Interconnect Security Agreement (ISA) with the Indian Health Services (IHS) in order to gain access to the IHS network system

h. Complete billing by accessing information by using a third-party billing package that was inputted during the registration and coding queue process

i. Ensure that payer information is accurate and sequenced appropriately when processing a claim to guarantee the bill is submitted to the proper payer. This includes identifying when employment/accident-related visits would designate a different responsible payer source from the patient’s usual primary payer

j. Verify; input, and/or adjust clinic types, visit types, bill types, proper mode of export; release of information, assignment of benefits, accident information, and referring physician information whenever necessary

k. Split claims when appropriate

l. Ensure that appropriate providers are indicated and shall verify and assign proper revenue codes if necessary

m. Ensure proper dates of service for ancillary services and the Evaluation and Management services

n. Handle and correct all error prompts that appear on a particular billing page

o. Identify and compile defects/errors in coding; data entries and other items in the billing process, charts and clinic visits by using the flagging/tracking process and these defects/errors shall be returned to the service unit for clarification and/or corrections. After corrections have been made the claims shall be re-submitted

p. Use the Accounts Receivable (A/R) package (IHS-RPMS) to complete payment posting and follow-up on unpaid claims

q. Communicate new billing requirements and any issues found on follow up with Patient Registration, visit coding or medical documentation with the Business Office Manager

r. Maintain identified corrective action received from the third-party payers to be shared or communicated with the Business Office Manager for review, possible consideration and appeal for payment

s. Ensure that all applicable forms are submitted and adequately reflect the services rendered

t. Maintain current documentation and files for all third-party utilization review activities in appropriate files, binders, etc.

u. Be responsible for timely posting of payments and nonpayment adjustments received from insurance claims filed

v. Ensure filing of all Explanation of Benefits (EOB’s) in chronological order, and posting to the correct patient accounts

w. Generate correspondence on appeals and denials and shall maintain compliance with Third Party

Internal Controls policy

3. Contractor Business Responsibilities

The Contractor shall be:

a. Responsible for reporting all taxes from wages earned under the contract to the appropriate Federal, State, and local agencies.

b. Responsible for his/her own transportation, travel and per diem expenses in the performance of this contract.

c. Responsible for maintaining satisfactory standards of competence, conduct, appearance, and integrity.

The quality of work performance of the Contractor shall be subject to review.

d. Familiar and knowledgeable of the Privacy Act of 1996, the Health Insurance Portability and Accountability Act, “HIPPA,” and the use of confidential information as an integral part of everyday duties. The privacy of individuals must be protected to the fullest extent possible.

4. Coding Entry

a. The Contractor Point of Contact (POC) will ensure all contract coders are ICD-CM certified and are performing at the full level of their certification.

b. The Contractor will:

a. Perform comprehensive review of all written, dictated, and electronic clinical ambulatory visits, and inpatient discharges to assure the presence and compliance as indicated by the treatment rendered and procedures performed; compliance with hospital policy, medico legal, medical necessity, CMS regulatory requirements and ICD-CM coding conventions.

b. Interpret and assign diagnostic and procedural codes utilizing the ICD-9/10 CM, CPT, and HCPCS coding books/resources. Contractor will review ambulatory visits to ensure the provider selected the correct Evaluation and Management (E&M) code notifying the provide through the notification menu if the wrong E&M code was selected or if the E&M code is missing. Contractor should check with the facility to know whether to apply HCPCS codes for supplies issued to patient. Code assignment will be data entered including other patient visit clinical information into the Resource Patient Management System (RPMS) using numerous data entry mnemonics and editing options.

c. Interpret and document medical information within a patients visit file to accurately select and assign descriptive ICD, CPT, and HCPCS diagnostic, procedural codes and modifiers if applicable by; abstracting information to reflect the treatment received identifying secondary complications and co-morbidity conditions, and sequencing codes following coding principles and conventions to accurately reflect services received by a patient.

d. Identify inconsistencies, discrepancies and/or tends within the medical record and formulates appropriate written queries to the appropriate medical nursing or healthcare providers and recommends appropriate modifications to include specificity/clarification of documentation, justification of medical necessity and adherence to correct coding policy under the Correct Coding Initiative (CCI), facility policy and regulatory requirements.

e. Complete visits files created by other clinical RPMS/EHR programs such as: Laboratory, radiology, immunization, and pharmacy programs by verifying dates of services, location of services, taking appropriate steps to modify, merge, delete or create files to reflect accurate patient care visits.

f. Identify and verify data is entered into the correct RPMS/EHR package and location, i.e., dental, teen clinic, satellite clinic or school.

g. Enter statistical information to include clinic and provider codes, visit time, location sites, and level of patient services.

h. Verify visit data within the IHS Electronic Health Record System (EHR) for completeness for the above identified elements and verify completed visits from the EHR coding queue for billing and statistical processing.

5. Productivity

a. The Contractor shall:

a. Code within four (4) days of a visit to maintain compliance with the IHS Internal Control

Policy

b. Code a minimum of 125 visits per 8-hour day, 8:00 to 4:30 PM with a 30-minute lunch break,

62.5 visits per 4-hour day and PRN work at 15.6 visits per hour in an outpatient setting.

i. By virtue of its contracts, IHS allows a ½ hour for a meal period and a 15-minute break during the AM and the PM hours of performance.

ii. If a contractor chose not to take a ½ hour lunch break, it cannot be invoiced as time worked.

iii. Travel to and from the facility/office site are not included in the tour of duty and cannot be invoiced as part of the tour of duty day.

b. The Contractor POC will:

a. Contact the Service Unit POC weekly when performing coding duties to communicate any deficiencies or concerns.

b. Perform internal reviews to assure code assignments made by staff are in compliance with coding rules and compliance.

6. Background clearance.

a. The Contractor’s Point of Contact (POC), shall ensure that the Contractor completes the Indian Health Service (IHS) background check process annually as required prior to an assignment with an IHS facility.

7. Conditions of Contract Services:

a. 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 and factor into “availability.”

b. Indian Health Child Protection and Family Violence Prevention Act. Contractors will 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 US Office of Personnel Management (OPM), electronic application (e-APP) and shall include all fingerprinting procedures and clearances. The contractor will provide all requested information necessary to perform Level I and Level II background checks. The contractor will comply with the requirement to obtain security investigations.

The contractor will work with the IHS to ensure that the pre-employment screening process includes the appropriate investigation questionnaires and forms to be completed. All completed forms will be reviewed by the contractor and forwarded to 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).

c. Criminal history background investigation. The 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.

d. Orientation/Training. Facility specific orientation/training are necessary to perform the required duties, e.g., IHS information technology (IT) systems and operational procedures. Training is 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 contractor is working under this contract. Training is not provided for the purpose of continuing education, career development or individual development.

1. 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 Contractor shall take this training within 30 days from their start date at the service unit. The certificate shall be submitted to the COR.

2. Overview of Trauma-Informed Care and Historical Trauma training for Non-Personal Healthcare Services. The certificate shall be provided to the COR within 30 days from their start date.

3. 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.

▪ 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.

4. Fraud, Waste, and Abuse Training Videos for all Contractors: The certificate shall be provided to the COR within 30 days from their start date.

e. HHS Information Systems.

1. To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities, and/or access to HHS information systems. The Government has determined the position sensitivity under this effort to be Level 1.

2. To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the Contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures obtained in:

a. HHS Information Security Program Policy, Information Security and Privacy Program | HHS.gov.

b. Reserved.

c. HHS HSPD-12 Implementation Policy (draft)

3. The minimum Government investigation for a non-critical sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person's background during the past five years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities. More restricted positions, above non-sensitive, require more extensive documentation and investigation.

4. The Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable.

5. The Government investigates personnel at no cost to the Contractor, but the expense of multiple investigations for the same position is difficult to justify. Consequently, multiple investigations for the same position may, at the Contracting Officer's discretion, justify reduction(s) in the Contract price of no more than the cost of the extra investigation(s).

6. Language similar to this Security section shall be included in any Sub-Contracts which require Sub- Contractor personnel to have access to an information system, access to sensitive data, regular or prolonged access to an HHS-controlled facility, or any combination of these three.

7. Inquiries, including requests for forms and assistance, should be directed to the Contracting Officer or his/her designee, listed in the Contract.

8. Within seven (7) calendar days after final acceptance of the work specified herein, the Contractor shall return all identification badges to the Contracting Officer or his/her designee.

f. Implementation Guidance. The work performed under this contract will assist IHS in meeting legislative mandates and associated implementation guidance from OMS, HHS, NIST, and US Cert. Statutes and Acts generally applicable to IHS security include, but are not limited to the following:

• Health Information Technology for Economic and Clinical Health Act

• Federal Information Security Management Act (FISMA), part of the E-Government Act of 2002

(Public Law 107-347, Title Ill).

• OMB Circular A-130 and Appendix Ill, Security of Federal Automated Information Resources

• OMB Circular A-11, Preparing, Submitting, and Executing the Budget

• Presidential Decision Directive 63 (POD 63) https://www.hhs.gov/about/agencies/asa/ocio/cybersecurity/information-security-privacy-program/index.html

• NIST Special Publications - 800 Series

g. Identification and disposition of data, reports, and other deliverables.

1. The Contractor not permitted to make use of any data derived from these services for any purpose not directly related to and/or authorized by the Albuquerque Area Indian Health Service. All patient data/information are subject to the Privacy Act and the Confidential Information Clause (HHSAR 352.224-70 and HHSAR 352.224-71, section I).

2. Upon completion/termination of the contract, all information, statistical or analytical material or reports and other data generated by the Contractor shall become the property of the Albuquerque Area Indian Health Service.

3. The Contractor is prohibited from gathering data, statistics, or use of material for publication and/or research for its own benefits. The Contractor shall obtain prior approval from the Government Contracting Officer before the dissemination or release of information related to this contract.

h. Additional requirements concerning data, data rights, and computer software.

1. Notwithstanding any other clause concerning data, data rights and computer software and hardware under this Contract. All data produced, recorded, transferred or manipulated under this Contract shall remain the exclusive property of the Government irrespective or the manner or method of recording or storage and no matter what form of computer mechanism used in the processing of said information or data. The Government shall retain exclusive right and domain over any by-product produced under this Contract, or any other use of the data produced under this Contract by either plan or accident.

2. The Contractor shall send copies of the final Reports and Deliverables under each task to the Indian Health Service and kept on file. At the end of the contract, all files must be kept by the Contractor for audit purposes.

3. No software will be developed, modified, or enhanced under this acquisition.

i. Government-Furnished Property and Services.

The property that is owned by the government and provided to a contractor for use during the performance of a contract. The property used and maintained by the Contractor shall be in accordance with provisions of FAR Clause 52.245-1, Government Property (SEP 2021).

8. Quality Assurance.

a. The Contracting Officer or their duly authorized representative shall review and approve services provided under the terms and conditions of the contract. The Contracting Officer, the Contraction Officer’s Representative (COR), or the designated Government Project Officer and the Contractor shall evaluate the services during the term of contract and the report of the evaluation will be made a part of the official contract file. The evaluation will be objective and directed toward the progress made in meeting the contract objectives and statement of work, resolve problems encountered, clarify issues that may arise unexpectedly and to evaluate the accomplishments. The evaluation will be conducted on dates mutually agreed to by all parties.

b. Evaluation of the Contractor’s performance will be reviewed and monitored according to the applicable Program’s Quality Assurance Standards.

c. The Contractor will be informed if any quality-of-service issues are identified by the IHS Project Officer and the Contractor shall take appropriate corrective action within appropriate timeframes specified by the Government. Failure to do so may result in Termination for Default.

SECTION D - PACKAGING AND MARKING-N/A

SECTION E - INSPECTION AND ACCEPTANCE.

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.

SECTION F – PERIOD OF PERFORMANCE.

1. The performance schedule is as follows:

Base Period: TBD/2026 to TBD/2027 Option Period One: TBD/2027 to TBD/2028 Option Period Two: TBD/2028 to TBD/2029 Option Period Three: TBD/2029 to TBD/2030 Option Period Four: TBD/2030 to TBD/2031

a) The performance shall be for the base period initially. Option periods may be exercised upon issuance of written modifications, in accordance with FAR clause 52.217-9, Option to Extend the Term of the Contract (MAR 2000).

b) Total contract award must not exceed five years.

2. Deliverables: The contractor shall provide Remote Professional Coding and Billing nonpersonal healthcare services to the following Albuquerque Area Indian Health Service facility:

Albuquerque Indian Dental Clinic 9169 Coors Road NW Albuquerque, New Mexico 87120

3. Hours of Operation. The hours are between 08:00 AM to 04:30 PM. There will be no schedule delivery on the weekends or Federal holidays. If there should be any change in the normal working hours, this shall be coordinated with the COR.

4. Government holidays-

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Juneteenth Labor Day Indigenous 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).

SECTION G - CONTRACT ADMINISTRATION

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

2. Contracting Officer/Contracting Specialist:

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:

a. Shandiin DeWolfe, Contracting Officer (CO) Indian Health Service/Division of Contracts & Grants Management (DCGM) http://www.opm.gov/fedhol

4101 Indian School Road NE, Suite 225 Albuquerque, NM 87110 Phone: 505-256-6755; email: Shandiin.DeWolfe@ihs.gov

b. Stephanie Begay, Contract Specialist (CS) Indian Health Service/Division of Contracts & Grants Management (DCGM) 4101 Indian School Rd NE, Suite 225 Albuquerque, New Mexico 87110 505-256-6750; email: Stephanie.Begay3@ihs.gov

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

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.

3. Contracting Officer’s Representative (COR)

a. Gena Laughlin; 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.

b. John Jaramillo; s hereby designated as the Alternate COR for this service. The Alternate COR responsibilities will be to help coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The Alternate COR does not have the authority to change or alter the order amount, terms and conditions.

c. The COR and Alternate COR’s shall be responsible for:

(1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes,

(2) Interpreting the Statement of Work (SOW) in coordination with the Contracting Officer (CO),

(3) Technical evaluation as required,

(4) Technical inspections and acceptance,

(5) Assisting the Contractor in the resolution of technical problems encountered during the performance of the contract.

4. Invoice Requirements-

a. The Contractor shall submit invoices monthly (in arrears).

b. The Contractor shall electronically send all complete invoices with all required documentation through ipp.gov. Failure to upload required documents directly to the website listed above will delay in prompt payment of your invoice.

c. The Contractor is required to include the Unique Entity Identifier (UEI) on each invoice. For more information about the UEI- (Home | SAM.gov).

d. The Contractor shall submit invoices in accordance with the contract terms, i.e., payment schedule, progress payments, partial payments, deliverables, etc.

mailto:Shandiin.DeWolfe@ihs.gov mailto:Stephanie.Begay3@ihs.gov mailto:www.ipp.gov mailto:www.sam.gov

e. Request for Taxpayer Identification Number and Certification

f. 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 email address/fax number listed above will delay issuance of the IRS 1099 Form.

g. 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

SECTION H - SPECIAL CONTRACT REQUIREMENTS.

1. Contractor Performance Evaluation Report. During the life of this contract, the contractor’s performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. Evaluation will become part of the contract file and will be used as past performance information in evaluating the Contractor’s, and any significant subcontractors or affiliates, past performance on future contracts.

2. Contractor Performance Assessment Report System (CPARS) is an on-line reporting system CPARS.gov. The Contractor Performance Report is completed by the COR electronically and sent to the Contractor for review and approval at the end of each performance period as an interim report and at the end of the contract performance as a final report. After review by the Contracting Officer, the report becomes a permanent record of the Contractor’s past performance.

3. Contractor Discrepancy Report (CDR). In the event of unsatisfactory contract performance, the Contracting Officer (CO) will issue a CDR that will explain the circumstances and finding concerning the incomplete or unsatisfactory service. The Contractor shall acknowledge receipt of the CDR and respond in writing as to how they correct the unacceptable performance and avoid recurrence. The Government shall review the Contractor’s corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual obligations.

PART II – CONTRACT CLAUSES.

SECTION I – CONTRACT CLAUSES.

1. FEDERAL ACQUISITION REGULATIONS (FAR) 48 CFR CHAPTER CLAUSES.

This solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at these website address: FAR | Acquisition.GOV

FAR Clause No.: Title: Date:

52.202-1 Definitions JUN 2020 52.203-3 Gratuities APR 1984 52.203-5 Covenant against Contingent Fees MAY 2014 52.203-6 Restrictions on Subcontractor Sales to the Government JUN 2020 52.203-7 Anti-Kickback Procedures JUN 2020

52.203-8 Cancellation, Rescission, and Recovery of Funds for Illegal or Improper Activity MAY 2014 file://albd1apps/users/contracts/stbegay/Buyer%20Workload/AAO-OEHE/RFC%20for%20Personal%20Service%20Contract-Engineering/2.%20Solicitation/ALB_AOAPinvoices@ihs.gov https://www.cpars.gov/cparsweb/home https://www.acquisition.gov/browse/index/far

52.203-10 Price or Fee Adjustment for Illegal or Improper Activity MAY 2014 52.203-13 Contractor Code of Business Ethics and Conduct NOV 2021 52.203-17 Contractor Employee Whistleblower Rights NOV 2023 52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011

52.204-90 Security Prohibitions and Exclusions Representations and Certifications NOV 2025

52.204-91 Contractor Identification NOV 2025

52.209-6 Protecting the Government’s Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded

JAN 2025

52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services NOV 2023

52.216-4 Economic Price Adjustment-Labor and Material JAN 2017

52.216-31 Time-and-Materials/Labor-Hour Proposal Requirements- Commercial Item Acquisition FEB 2007

52.219-6 Notice of Total Small Business Set-Aside NOV 2020 52.222-36 Equal Opportunity for Workers with Disabilities JUN 2020

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards- Price Adjustment (Multiple Year and Option Contracts) AUG 2018

52.222-50 Combating Trafficking in Persons NOV 2021 52.224-1 Privacy Act Notification APR 1984 52.224-2 Privacy Act APR 1984 52.224-3 Privacy Training JAN 2017 52.229-3 Federal, State, and Local Taxes FEB 2013

52.232-11 Extras APR 1984 52.232-18 Availability of Funds APR 1984

52.232-33 Payment by Electronic Funds Transfer-System for Award Management OCT 2018

52.232-40 Providing Accelerated Payments to Small Business Subcontractors MAR 2023

52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.237-3 Continuity of Services JAN 1991

52.240-91 Security Prohibitions and Exclusions NOV 2025 52.242-13 Bankruptcy JULY 1995 52.242-15 Stop-Work Order AUG 1989 52.245-1 Government Property SEP 2021 52.246-4 Inspection of Services-Fixed-Price AUG 1996 52.249-8 Default (Fixed-Price Supply and Service) APR 1984 52.253-1 Computer Generated Forms JAN 1991

Following clauses in full text:

2. FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of clause)

3. FAR 52.217-9 OPTION TO EXTEND THE TERM OF CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five years. (End of clause)

4. FAR CLASS DEVIATION 2025-09 AMENDMENT 1:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations.

Agencies will not consider or use these representations. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

5. DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) (48 CFR CHAPTER 3)

CLAUSES

This solicitation incorporates one or more clauses by reference, with the same force and affect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at these addresses: HHS Acquisition Regulations (HHSAR) | HHS.gov.

HHSAR Clause No.: Title: Date:

352.211-3 Paperwork Reduction Act DEC 2015

352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations DEC 2015

352.226-1 Indian Preference DEC 2015 352.226-2 Indian Preference Program DEC 2015 352.226-4 Notice of Indian Small Business Economic Enterprise Set-Aside MAR 2022 352.226-6 Indian Economic Enterprise Subcontracting Limitations MAR 2022

352.227-70 Publications and Publicity DEC 2015 352.233-71 Litigation and Claims DEC 2015 352.239-73 Electronic and Information Technology Accessibility Notice DEC 2015

Following clauses in full text:

6. HHSAR 301.602-3 RATIFICATION OF UNAUTHORIZED COMMITMENTS:

The Government is not bound by agreements with, or contractual commitments made to, prospective contractors by individuals who do not have delegated contracting authority. Unauthorized commitments do not follow the appropriate process for the expenditure of Government funds. Consequently, the Government may not be able to ratify certain actions, putting a contractor at risk for taking direction from a Federal official other than the contracting officer. See FAR 1.602-1. Government employees responsible for unauthorized commitments are subject to disciplinary action. Contractors perform at their own risk when accepting direction from unauthorized officials. Failure to follow statutory and regulatory processes for the expenditure of Government funds is a very serious matter.

7. HHSAR 352.232-71 - ELECTRONIC SUBMISSION OF INVOICE PAYMENT REQUESTS (FEB 2022)

(a) Definitions. As used in this clause— https://www.hhs.gov/grants-contracts/contracts/contract-policies-regulations/hhsar/index.html https://www.hhs.gov/grants-contracts/contracts/contract-policies-regulations/hhsar/index.html

Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system.

Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. Unless otherwise agreed to by the contracting officer per HHSAR 352.232-71(c), the use of IPP shall take precedence over previously established invoicing procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. Unless otherwise agreed to by the contracting officer per HHSAR 352.232-71(c), the use of IPP shall take precedence over previously established invoicing procedures. (End of clause)

8. HHSAR 352.224.70 PRIVACY ACT (DEC 2015)

This contract requires the Contractor to perform one or more of the following: (a) Design; (b) develop; or (c) operate a Federal agency system of records to accomplish an agency function in accordance with the Privacy Act of 1974 (Act) (5 U.S.C. 552a(m)(1)) and applicable agency regulations.

The term system of records means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. Violations of the Act by the Contractor and/or its employees may result in the imposition of criminal penalties (5 U.S.C. 552a(i)).

The Contractor shall ensure that each of its employees knows the prescribed rules of conduct in 45 CFR part 5b and that each employee is aware that he/she is subject to criminal penalties for violation of the Act to the same extent as Department of Health and Human Services employees. These provisions also apply to all subcontracts the Contractor awards under this contract which require the design, development or operation of the designated system(s) of records (5 U.S.C. 552a(m)(1)). The contract work statement:

(a) Identifies the system(s) of records and the design, development, or operation work the Contractor is to perform; and

(b) Specifies the disposition to be made of such records upon completion of contract performance.

(End of clause)

9. HHSAR 352.224-71 - CONFIDENTIAL INFORMATION (DEC 2015)

(a) Confidential Information, as used in this clause, means information or data of a personal nature about an individual, or proprietary information or data submitted by or pertaining to an institution or organization.

(b) Specific information or categories of information that the Government will furnish to the Contractor, or that the Contractor is expected to generate, which are confidential may be identified elsewhere in this contract. The Contracting Officer may modify this contract to identify Confidential Information from time to time during performance.

(c) Confidential Information or records shall not be disclosed by the Contractor until:

(1) Written advance notice of at least 45 days shall be provided to the Contracting Officer of the

Contractor's intent to release findings of studies or research, to which an agency response may be appropriate to protect the public interest or that of the agency.

(2) For information provided by or on behalf of the government,

(i) The publication or dissemination of the following types of information are restricted under this contract: PROTECTED HEALTH INFORMATION.

(ii) The reason(s) for restricting the types of information identified in subparagraph (i) is/are: THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA) PRIVACY RULES USES PROTECTED HEALTH INFORMATION (PHI) TO DEFINE THE TYPE OF PATIENT INFORMATION

THAT’S PROTECTED BY LAW.

(iii) Written advance notice of at least 45 days shall be provided to the Contracting Officer of the Contractor's intent to disseminate or publish information identified in subparagraph (2)(i). The contractor shall not disseminate or publish such information without the written consent of the Contracting Officer.

(d) Whenever the Contractor is uncertain with regard to the confidentiality of or a property interest in information under this contract, the Contractor should consult with the Contracting Officer prior to any release, disclosure, dissemination, or publication.

10. HHSAR 352.237-74 - NON-DISCRIMINATION IN SERVICE DELIVERY (DEC 2015)

It is the policy of the Department of Health and Human Services that no person otherwise eligible will be excluded from participation in, denied the benefits of, or subjected to discrimination in the administration of HHS programs and services based on non-merit factors such as race, color, national origin, religion, sex, gender identity, sexual orientation, or disability (physical or mental). By acceptance of this contract, the contractor agrees to comply with this policy in supporting the program and in performing the services called for under this contract. The contractor shall include this clause in all sub-contracts awarded under this contract for supporting or performing the specified program and services.

Accordingly, the contractor shall ensure that each of its employees, and any sub-contractor staff, is made aware of, understands, and complies with this policy. (End of clause)

11. HHSAR 352.237-75 - KEY PERSONNEL (DEC 2015)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.