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

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.