AMENDMENT 003 - Four (4) Administrative Support Assistants - Santa Fe Indian Health Center

Questions & Answers / Clarifications

This document contains the second round of questions and answers related to Solicitation #75H70726Q00035 for Four (4) Administrative Support Assistants at the Santa Fe Indian Health Center.

• Financial Literacy Duties: Basic financial literacy for Administrative Support Assistants (ASAs) will involve ordering supplies (5.1.5), preparing travel requests (5.1.8), and potentially assisting with reports (5.1.1).

• Past Performance: The government requires the past performance of the organization (vendor) within the Key Personnel volume (Volume II), not just the experience of key personnel. This organizational past performance should also be included in the Past Performance volume (Volume III).

• Page Count Limitations: Cover pages and Tables of Contents (TOCs) are excluded from volume page count limitations.

• Patient Duties: Direct and indirect patient duties performed by ASAs are strictly administrative functions and do not involve patient care.

• Medical Liability Insurance: Section 1.3.1 regarding medical liability insurance is not applicable as contractor personnel are administrative support assistants and not providing specialized medical services.

• On-Call Duties Compensation: Clarification is needed on how contractor personnel will be compensated for on-call duties that may result in hours exceeding 40 per week, as overtime is not mentioned.

• Interpreters: The Santa Fe Indian Health Center (SFIHC) should have interpreters on-site, meaning contractor personnel are not required to act as interpreters.

• Government Vehicle Use: The availability of government vehicles at all four performance locations and the process for leaving vehicles at different locations will be determined by the COR and the contract employee.

• The government confirmed that the evaluation process will be Best Value.

• The government confirmed that all questions and answers will be posted on SAM.gov.

• The government has agreed to consider an extension for the response deadline.

Questions & Answers / Clarifications

This document contains questions submitted by potential bidders and the government's official responses regarding Solicitation #75H70726Q00035 for Four (4) Administrative Support Assistants at the Santa Fe Indian Health Center.

• Proposal Submission: Bidders can submit questions up until the solicitation closing date. The government confirmed that proposals can be opened via email without file size limitations.
• Requirement Type: This is a new requirement.
• Volume Structure: Volume II is for candidate resumes. Volume IV is for the Price or Cost, and the SF-1449 (Terms/Conditions) can be completed within this volume, negating the need for a separate Volume V.
• Evaluation: The opportunity will be evaluated as best value.
• Period of Performance: The contract award will be for five years (Base Year + 4 option periods), clarifying a discrepancy in the solicitation document.
• Personnel Requirements: Four resumes are required, one for each administrative position. All contractors must be cleared before performing work. The four Administrative Assistants will be full-time contractors.
• Travel and Work Schedule: Government vehicles will be available for travel to satellite clinics. While CORs can determine on-call duties, weekends, and holidays, it is noted as "probably not" required. Travel time between locations is not billable as contractors will use government vehicles.
• Attachments: Attachment No. 4, the "Business Associate Agreement," is typically sent out upon award.
• Staffing: The government envisions a blend of seasoned and trainable staff. The positions are to be aligned with the Service Contract Act Wage Determination for Administrative Assistant (Occupation Code 01020), though vendors can bid higher.

These clarifications address several ambiguities regarding proposal submission, contract structure, personnel, and operational details, providing essential information for bidders to prepare accurate and compliant proposals.

Questions & Answers / Clarifications

This document contains questions submitted by potential bidders and the government's responses, clarifying various aspects of the solicitation.

• Existing Contract: The document does not explicitly state if this is for a new requirement or an existing contract, nor does it name an incumbent contractor.
• Medical Liability Insurance: Clarification is requested regarding the requirement for medical liability insurance for Administrative Assistants, as they do not appear to interact with patients.
• Fingerprinting: It is unclear if incumbent employees will require new background checks or be grandfathered in.
• Lunch Break: A discrepancy exists between paragraph 1.5.6 (30-minute lunch) and 5.2.1 (1-hour lunch); clarification is needed.
• Government Furnished Property: The quantity of provided equipment (computer, desk, etc.) is unclear; clarification is sought if it's one set per Administrative Assistant.
• Contractor Furnished Items: Paragraphs 4.1.1 and 4.1.2 are noted as potentially incomplete and require clarification.
• Leave Accrual/Sick Leave: Questions arise regarding the conflict between contract clauses stating no annual/sick leave accrual (5.1.13, 5.2.4) and federal/state laws (Service Contract Act, Healthy Workplaces Act).
• On-Call Duties vs. Overtime: A conflict is identified between the possibility of on-call duties (including weekends/holidays) and the statement that overtime compensation is not authorized (5.2.3 vs. 5.1.13).
• Time and Materials vs. Firm Fixed Price: The utilization of paragraph 5.2.4 under a Firm Fixed Price contract is questioned.
• Evaluation Basis: A conflict exists between "Lowest Price Technically Acceptable" (5.8.4) and "best value basis; both price and other factors considered" (16.3.3).
• Candidate Resumes: It is unclear if the requirement for 6 contractor profiles (5.8.5) means submitting 6 candidate resumes with the quote.
• Vaccine Preventable Diseases: Clarification is needed on whether furnishing documentation for immunity (5.8.6) is a pre-award or post-award requirement.
• Period of Performance: Discrepancies exist regarding the number of option periods (Base + 2 vs. Base + 4) and the total contract duration (3 years vs. other indications).
• Facility Hours: A conflict is noted between facility hours (8:00 am - 5:00 pm) and clinic operation hours (8:00 AM - 4:30 PM).
• Staffing Clarification: It is unclear if Administrative Assistants are considered "medical providers" in the context of staffing requirements (16.5.4).
• Key Personnel Requirements: Clarification is requested on the specific requirements for "scientific or technical accomplishments" (16.6.1) and potential duplication with past performance sections (16.6.2).

These clarifications address potential ambiguities in the solicitation regarding contract terms, performance requirements, submission instructions, and legal compliance. Bidders should review these responses carefully to ensure accurate proposal preparation.

Questions & Answers / Clarifications

This document contains questions submitted by potential bidders regarding the "1H-IHS Santa Fe Admins" opportunity and the government's responses, clarifying various aspects of the solicitation.

• Contract Structure & Pricing: Clarification sought on whether billing is strictly based on actual hours worked (not exceeding 2,080 per FTE annually) and if there's a guaranteed minimum quantity for the "Requirements" contract. The response indicates billing is based on actual hours, and the government is requesting 4 assistants, implying flexibility in submitted candidate numbers.
• On-Call/Weekend/Holiday Duties: The solicitation mentions potential on-call, weekend, and holiday work. The government clarified that this is at their discretion based on workload and may or may not be mandatory. The accounting for such hours within the 2,080 annual FTE limit was also questioned.
• Leave and Fringe Benefits: A question was raised regarding "no leave" language in the solicitation versus Service Contract Act (SCA) requirements for paid holidays and sick leave. The government clarified that "no leave" means hours are not billable, but contractors are responsible for providing required SCA and EO fringe benefits.
• Candidate Submission vs. Requirement: The solicitation requires a minimum of six candidate profiles for four Administrative Support Assistant positions. The government confirmed they intend to select the final four from submitted profiles and that interviews may be conducted. Alternate candidates should be vetted for immediate substitution.
• Document Submission Location: Clarification was requested on where to submit "Commitments and the Representations, Certifications and Other Statements of Offerors." The response suggests these could be included with the resume or as part of Volume I.
• Contractor Furnished Property (Uniforms): A question asked for clarification on the type of uniforms expected. The government responded that if uniforms are not specified as government-furnished, the contractor is expected to provide their own if required.

These clarifications address potential ambiguities in the original solicitation, particularly concerning contract pricing, labor requirements, benefits, submission details, and staffing. Bidders should review these responses carefully to ensure their proposals accurately reflect the clarified requirements. The "Notes" sheet indicates a Proposal Due Date of 2.18.2026 and a Questions Due date of 1.26.2026.

Solicitation

This document is Amendment 002 to Solicitation 75H70726Q00035.

This amendment does not appear to modify any specific sections of the original solicitation. It is primarily administrative.

No changes to proposal deadlines or submission requirements are indicated in this amendment.

Solicitation / RFP / RFQ

This solicitation is for the provision of Four (4) Administrative Support Assistants to the Indian Health Service (IHS), Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC) in Santa Fe, New Mexico. The services are non-personal health care services.

• Provide Four (4) Administrative Support Assistants.

• Duties include, but are not limited to: receiving and routing correspondence, preparing documents, managing schedules, answering inquiries, purchasing supplies, coordinating orientation and training, preparing travel requests, typing correspondence, taking fingerprints, and timekeeping.

• Assistants may be required to rotate to three (3) outlying satellite clinics: Santa Clara Health Center, San Felipe Health Clinic, and Cochiti Health Clinic.

• The work requires proficiency in MS Word, Excel, and Teams, database and file management skills, basic financial literacy, and event coordination/logistics management.

• Personnel must be subject to a character investigation and obtain necessary clearances.

• Specific health requirements, including immunizations and TB testing, are detailed.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: Base Year (TBD, 2026 to TBD, 2027) with four (4) one-year option periods.

• Estimated Value: $ (TBD) for the base contract.

• Payment will be made upon delivery and acceptance of services.

• Quotes are due by March 6, 2026, at 12:30 PM MST.

• Quotes must be submitted via email to Patricia Trujillo.

• Evaluation will be based on a best value basis, considering Technical Approach, Key Personnel/Qualifications, Past Performance, and Price. Technical Approach, Key Personnel/Qualifications, and Past Performance are more important when combined than price.

• The Government intends to award without discussions, but reserves the right to conduct them.

• This acquisition is set aside for Small Business.

• NAICS Code: 561110 with a size standard of $12.5 million.

• Government-furnished property will include computers, telephones, desks/chairs, PIV cards, and PPE equipment.

• Contractor-furnished items are subject to Government inspection and approval.

• Specific details regarding work schedule, absence policies, and technical qualifications are provided.

• The document includes numerous Federal Acquisition Regulation (FAR) and Department of Health and Human Services Acquisition Regulation (HHSAR) clauses.

Solicitation / RFP / RFQ

This solicitation is for the procurement of Four (4) Administrative Support Assistants for the Indian Health Service (IHS), Albuquerque Area Office, Santa Fe Indian Health Center (SFIHC). The primary duty station will be Santa Fe, New Mexico, with potential rotation to three outlying satellite clinics: Santa Clara Health Center, San Felipe Health Clinic, and Cochiti Health Clinic.

• Provide Four (4) Administrative Support Assistants.

• Services include assisting the Administration Office, Finance Department, Front Desk, and Greeter.

• Tasks involve managing correspondence, preparing documents, scheduling meetings, handling inquiries, purchasing supplies, coordinating new staff orientation, preparing travel requests, and timekeeping.

• Contractors must possess proficiency in MS Word, Excel, and Teams, database and file management skills, basic financial literacy, and event coordination/logistics management.

• Personnel must be able to work with multicultural patients and interpreters.

• Background checks, fingerprinting, and specific health requirements (vaccinations, TB tests) are mandatory.

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

• The contract includes a Base Year and four (4) one-year option periods.

• 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

• The total contract award must not exceed three years (this appears to be a contradiction with the stated 4 option years and may require clarification).

• The estimated contract value is TBD.

• Quotes are due by March 6, 2026, at 12:30 PM MST.

• Questions regarding the RFQ are due by February 17, 2026, at 12:30 AM MST.

• Quotes must be submitted via email to Patricia Trujillo at patricia.trujillo@ihs.gov.

• The award will be made on a best-value basis, considering Technical Approach, Key Personnel/Qualifications, Past Performance, and Price. Key Personnel and Past Performance are more important than Price.

• Quotes must be submitted in four volumes: Technical Quote, Key Personnel/Qualifications, Past Performance, and Price Quote.

• This acquisition is set aside for Small Business.

• NAICS Code: 561110

• Size Standard: $12.5 Million

• Government-furnished property will include computers, telephones, desks/chairs, PIV cards, and PPE equipment.

• Contractors are responsible for their own supplies and equipment.

• Specific FAR and HHSAR clauses are incorporated by reference.

Form / Attachment / Pricing Sheet

This document is an addendum to the Declaration for Federal Employment (OF 306) specifically for positions within the Indian Health Service related to Child Care and Indian Child Care Worker roles. It serves to collect additional information required by federal law regarding criminal history for individuals seeking employment in positions involving the provision of services to children under 18.

• Agency Specific Questions: Item 16 includes questions mandated by the Crime Control Act of 1990 and the Indian Child Protection and Family Violence Prevention Act.
• Criminal History Inquiry: Asks if the applicant has ever been arrested for or charged with a crime involving a child, and if they have ever been found guilty of or entered a plea to offenses involving violence, sexual assault, exploitation, or crimes against children.
• Detailed Explanation Required: Applicants answering "YES" to these questions must provide specific details including the date, explanation of the violation, disposition, place of occurrence, and the involved law enforcement or court information.
• Perjury Statement: Applicants certify that their responses are made under penalty of perjury.
• Criminal Check Notification: Applicants are informed that a criminal background check will be conducted and are advised of their rights regarding obtaining and challenging such reports.

Potential bidders applying for positions related to child care within the Indian Health Service must complete this form accurately and thoroughly. Failure to provide complete and truthful information may impact their eligibility for employment. This form is critical for roles requiring regular contact with or control over children, as it ensures compliance with federal regulations designed to protect vulnerable populations.

Form / Attachment / Pricing Sheet

This document is the Indian Health Service (IHS) Buy Indian Act Indian Economic Enterprise (IEE) Representation Form. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Eligibility Period: The enterprise must meet the IEE definition 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, and awards may be subject to protest.
• SAM Registration: Successful Offerors must be registered in the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law and subject to penalties.
• Required Fields: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete this representation to self-certify their eligibility. Failure to meet the IEE definition or to properly complete this form could disqualify an offeror from consideration for these specific contract awards.

Form / Attachment / Pricing Sheet

This document is a "Past Performance Survey" form, intended to gather feedback from clients (commercial or federal) regarding a contractor's performance on a specific contract. This information is crucial for the government's source selection process, as it helps assess a contractor's past performance, a key evaluation factor.

• Contractor Information: Fields for the contractor's name and details about the contract being reviewed (title, number, value, period, teaming partners).
• Client Information: Fields for the commercial or federal client's name, address, and project details.
• Government/Commercial Project Manager Contact: Information for the primary and alternate points of contact.
• Specific Performance Questions: Open-ended questions about the contract type, end goal, patient population served, planning/staffing levels, and timeline adherence.
• Past Performance Ratings: A detailed rating scale (Excellent, Good, Acceptable, Marginal, Unacceptable) with definitions for assessing performance across Quality of Service, Cost Control, Timeliness of Performance, Business Relations, and Customer Satisfaction.
• Rating Scales: Specific performance areas are rated using the defined scale, with instructions to use objective, measurable indicators where possible.
• Additional Comments: A section for further remarks.

Bidders should understand that this form will likely be sent to their past clients by the government. The responses will directly impact the bidder's past performance evaluation. Therefore, bidders should ensure their past performance is well-documented and that their clients can provide favorable and objective feedback. Understanding the rating criteria and the types of questions asked can help bidders prepare their own internal assessments and potentially brief their references.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (WD 15-5449, Revision 27) for the Service Contract Act (SCA), specifically for Santa Fe County, New Mexico. It lists various occupational classifications and their corresponding minimum hourly wage rates and fringe benefits required for federal contracts.

This document is crucial for bidders on federal service contracts in Santa Fe County, New Mexico. It establishes the minimum wages and benefits that must be paid to employees performing work under such contracts. Bidders must consult this wage determination to accurately calculate labor costs and ensure compliance with the Service Contract Act when preparing their proposals. It details specific rates for a wide range of occupations, as well as provisions for health and welfare, paid sick leave (EO 13706), vacation, and holidays. It also outlines procedures for requesting additional classifications and wage rates (SF-1444) if an occupation is not listed, and provides information on executive order minimum wage requirements (EO 13658) and hazardous pay differentials.