ADA Compliant Interpretation Services for the BEM AREA

Sources Sought Notice

This notice is a Sources Sought announcement, not a Request for Quote (RFQ). Its purpose is to conduct market research to determine if there is a reasonable expectation of obtaining offers from two or more Indian Economic Enterprises (IEE) for the procurement of ADA Compliant Interpretation Services for the Bemidji Area Service Units (Cass Lake, Red Lake, and White Earth).

• The contractor shall provide all transportation, materials, labor, and any items and services necessary to perform ADA Compliant Interpretation Services.

• Services are to be performed as specified in the Performance Work Statement (PWS).

• The Buy Indian Act will be utilized, giving priority for purchases to ISBEE set-asides.

• All acquisitions subject to commercial items (FAR 12.209) or Simplified Acquisition Procedures (SAP) (FAR 13.106) must be set-aside exclusively for ISBEEs.

• Response Date/Time: 02/12/2026 @ 2 pm CST.

• Place of Performance: Bemidji Area Service Units of Cass Lake, Red Lake, and White Earth.

• Interested firms must respond in writing.

• Responses must include: Company name, Point of contact (name/title/telephone number/e-mail address), FSS/SEWP Contract number (if applicable), DUNS number or SAM Unique Entity Identifier, Tax ID number, indication of business category (IEE or ISBEE), and a capability statement.

• Prospective contractors must be registered in the System for Award Management (SAM).

• This procurement is intended for Indian Economic Enterprises (IEE) and Indian Small Business Economic Enterprises (ISBEE).

• Firms must self-certify their eligibility on the designated IHS Indian Economic Enterprise Representation form.

• Firms must identify the Federally Recognized Indian Tribe or Alaska Native Corporation upon which they rely for IEE status.

• This is solely for market research and determining set-aside compliance; it is not a request for quote.

• Attachment 1: IHS Indian Economic Enterprise Representation form.

Statement of Work (SOW) / Performance Work Statement (PWS)

To outline the requirements for providing qualified, accurate, culturally sensitive, and ADA-compliant interpretation services to support patient care and administrative functions within the Indian Health Service (IHS) facilities. The goal is to ensure effective communication for individuals who are deaf, hard of hearing, deaf-blind, or require alternative communication accommodations.

• Provide American Sign Language (ASL), Certified Deaf Interpreter (CDI), Tactile and Protactile interpretation, Communication Access Realtime Translation (CART), Video Remote Interpretation (VRI), and on-site medical interpretation.

• Services to cover clinical, behavioral health, pharmacy, dental, telehealth, community health, and administrative encounters.

• Include emergency and after-hours services, with specific response times for urban (within 2 hours) and rural/remote facilities (within 4-6 hours).

• Interpreters must be culturally sensitive to American Indian and Alaska Native communities and trained on IHS communication policies.

• VRI response time: Connect within 2 minutes (95% AQL).

• On-site arrival time: Within contractual window (95% AQL).

• Interpretation accuracy: Clear and complete communication (98% AQL).

• CDI availability: Provided when medically necessary (100% AQL).

• Confidentiality/HIPAA compliance: No breaches (100% AQL).

• Patient satisfaction: Positive ratings (90% AQL).

• Monthly performance reports and immediate reporting of communication incidents.

• Period: Base Year (12 months) with up to four (12-month) Option Years.

• Place: On-site at IHS facilities, remote via contractor's secure centers, or through IHS-approved telehealth platforms. Services may also be provided at tribal or urban Indian facilities if included in the order.

• Interpreters must possess relevant certifications (RID, BEI, NIC, NAD, etc.), medical interpretation competency, HIPAA training, and cultural competency training.

• CART providers must be certified (CRC, RSC, or equivalent).

• Compliance with all applicable federal regulations including ADA, Rehabilitation Act, HIPAA, and HHS/IHS directives.

• Adherence to Section 508 and WCAG 2.0 Level AA standards for electronic information and technology.

• Personnel security screenings and annual mandatory security/privacy training are required.

Form / Attachment / Pricing Sheet

This document is an "Indian Economic Enterprise Representation Form" required for solicitations or contracts under the Buy Indian Act. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as defined by HHSAR 326.601.

• Eligibility Criteria: Offerors must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is punishable under federal law.
• Representation Section: Bidders must indicate whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, DUNS Number, Certifying Signature, and Print Name.

This form is critical for any bidder intending to self-certify as an "Indian Economic Enterprise" for opportunities under the Buy Indian Act. Bidders must accurately complete this form to demonstrate eligibility and comply with the solicitation's requirements. Failure to meet the criteria or complete the form correctly could impact their ability to be considered for the award.