This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. d
Solicitation RFQ-25-PHX-052 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial services. Submit written quotes only, oral quotes will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM).
This requirement is under North American Industrial Classification Standard (NAICS) codes: 623210 Intellectual and developmental disability facilities. This requirement is open to all business sizes.
REQUIREMENTS OFFICE: Indian Health Service (IHS) – Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004-4424:
- Scope
The Contractors shall provide all equipment, supplies and personnel required in order to provide culturally sensitive in-person neuropsychologic assessments and evaluations of referred American Indian/Alaskan Natives that reside within the Phoenix Area (PAO) of the Indian Health Service (IHS).
Areas of Responsibility:
- Ft. Yuma Service Unit, Ft. Yuma, Arizona;
- Elko Service Unit, Elko, Nevada;
- Uintah and Ouray (U&O) Service Unit, Ft. Duchesne, Utah;
- Colorado River Service Unit (CRSU) with focus on Chemeheuvi Reservation, California; Havasupai, Arizona and Moapa, Nevada
Patients will be transported to contractors’ facility.
- Contract Type
The Government IS anticipating multiple award Blanket Purchase Agreement (BPA) under FAR Part 13.
A BPA is a simplified method of filling anticipated repetitive needs for supplies or services by establishing "charge accounts" with qualified sources of supply. Meaning, the initial award sets the terms and conditions, limits and pricing in place. Subsequent BPA calls will be placed against the BPA to fund requests; wherein, the customer will order at will in a declining balance fashion, until funds or the period of performance on that call end. This contract vehicle allows the facility to complete repetitive purchases, without having to maintain storage space for supplies.
Once a BPA is established, individual BPA Calls will be issued. Any labor rates, fees, equipment or product prices shall consist of any and all discounts established by the BPA.
- Schedule
The resulting BPAs from this acquisition will be a Firm Fixed Price for one (1) base year and four (4) option years. The Government will utilize Lowest Price Technically Acceptable source selection procedures for this procurement.
The base year BPA and Ordering Period or Performance (PoP) will be October 1, 2025 – September 30, 2026.
- Government Point of Contact
The Government individuals listed below are the primary and alternate points of contact for this acquisition. Address all questions or concerns to both individuals. Written requests for clarifications may be sent to the Government points of contact as follows:
Primary: Dekovan Cook, Dekovan.cook@ihs.gov
- Formal Communications
Offerors who determine the requirements of this solicitation require clarification(s) in order to enable submittal of a responsive proposal are requested to send all questions clearly stated with specific page, section, and paragraph. Questions should include sufficient detail to enable the Government to respond without requesting further clarification. These questions shall be directed to the points of contacts listed in paragraph 2. Answers will be compiled and posted electronically to website: www.sam.gov.
- General Guidance
This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. Offeror’s are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those items identified as evaluation factors. Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.
The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims.
Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired or required.
6.1. Format for proposal
The offeror shall prepare the proposal in accordance with Table 1 – Proposal Order and Organization. Proposals shall be sectioned into three (3) separate parts with dividers and marked accordingly;
Volume I - Pricing, Volume II - Technical, Volume III - Past Performance
6.2. Electronic Proposals
Proposals shall be submitted electronically by email (preferred) to the Contract Specialist at (dekovan.cook@ihs.gov) by the RFQ response due date. Faxed offers will not be accepted.
The offeror shall ensure that the proposal pricing is good through 1 September 2025. The offeror shall make a clear statement in the proposal that the proposal is valid through this date.
6.3. Discrepancies
If an offeror believes the requirement in these instructions contain an error, omission, or are otherwise unsound, the offeror must immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the offeror is asking the Contracting Officer to consider. The Government reserves the right to award this effort based on the initial proposal, without discussion.
6.4. Electronic Reference Documents and Referenced Publications
All referenced documents for this solicitation are available on the website www.sam.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.
- Evaluation
- Technical:
Offerors shall provide brief description of technical characteristics and specifications of the services stated in this solicitation, statement of work, and other attached documents, to include technical documentation to support the services being offered. The proposal should not simply rephrase or restate the Government’s requirements, but rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. It is recommended that Technical responses shall be limited to 5 Pages (12 Font, with 1” Margins).
- Price:
The price(s) shall be specific, complete in every detail, and all-inclusive. Submit pricing for all; not submitting pricing for all items will make your quote non-responsive to the solicitation. Contractor shall state in their RFQ that the quote shall remain effective through 1 September 2025. The price shall be based on a per completed assessment for each patient (see pricing schedule)
Basis for Award
In addition to price, best value will be utilized for this requirement. By submission of its offer, the Offeror accepts all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined technically unacceptable.
In order for an Offeror to be considered for award, the proposal must receive an “Acceptable” rating in every non-price factor. Any proposal receiving a rating of “Unacceptable” in any non-price factor will not be further evaluated.
Ratings for Technical:
Acceptable – Proposal clearly meets the minimum requirements and salient characteristics outlined in the solicitation.
Unacceptable – Proposal does not clearly meet the minimum requirements of the solicitation.
For the purpose of award, the Government shall evaluate offers based on the evaluation factors described below:
Factor 1 – Technical Capability of the Services Offered:
Offerors shall provide brief description of technical characteristics and specifications of the services stated in this solicitation, statement of work, and other attached documents, to include technical documentation to support the services being offered. The proposal should not simply rephrase or restate the Government’s requirements, but rather, shall provide convincing rationale to address how the offeror intends to meet these requirements.
Factor 2 – Scheduling/Delivery (ARO):
Service: Establishment of appointments and patients seen as specified in the SOW under “EXPECTED ASSESSMENT DELIVERY PERIOD.”
Factor 3 – Past Performance:
Offerors must submit past performance that is current and relevant as defined herein. Offerors may submit a minimum of 3 references and related information. Examples of their past performance with their offer to include prime contract and subcontracts. Past performance information should contain the following:
- Project title;
- Description of the project and equipment;
- Contract number;
- Contract amount;
- Government Agency/Organization;
- COR’s & CO’s name, address, and phone number;
- Current status, e.g., delivery after award date; and
- A brief narrative of why you deem the reference to be relevant to this effort.
Factor 4 – Price:
ALL applicable item numbers on the pricing schedule in the pricing schedule. All dollar amounts shall be in whole dollars and whole cents.
- Payment and Invoicing Instructions:
Invoices shall be prepared monthly with the following information CLEARLY identified on the invoice:
- Invoice Date and Number
- Parent BPA Number and BPA Call Number
- Charges for service or products identified BY LINE ITEM Number
- Brief description of products or services rendered
- Charges should follow line item structure. Quantity, Unit of Issue, Unit Price and total amount as applicable
- Date of shipment. Date(s) must be within the applicable BPA Call period of performance
Invoices shall be prepared and submitted electronically and in accordance with rates and terms as stated in the BPA. Invoices should be submitted electronically to IPP.gov.
INVOICING PROCESSING PLATFORM (IPP)
In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests”
IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date.
The IPP website address is: https://www.ipp.gov
If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov
Note: Should an Offeror feel that use of the IPP would be unduly burdensome, the response to this solicitation should include an explanation of this position for a determination by the Contracting Officer.
- Enclosures
Attachment 1 – Provisions and Clauses
Attachment 2 – Volume 1 Fee Schedule
Attachment 3 – Statement of Work
Attachment 4 – Business Association Agreement
Attachment 5 – Tax Exemption
