HHCC Clinical Staffing Services

Form / Attachment / Pricing Sheet

This document, "Attachment G - Ordering Procedures and Contract Administration," outlines the post-award ordering procedures and contract administration instructions for the Hopi Health Care Center (HHCC) multiple-award indefinite-delivery/indefinite-quantity (IDIQ) contracts for non-personal clinical staffing services. It is intended to support consistent task order issuance, candidate readiness review, scheduling, funding controls, timesheet verification, invoice reconciliation, performance documentation, and communication.

• IDIQ Contract Structure: Specifies fixed-price multiple-award IDIQ for clinical staffing, with ordering and task order periods as stated in the parent IDIQ award and individual task orders.
• Roles and Communication Channels: Defines the authority of the Contracting Officer (CO), the support role of the COR and Facility Representatives, and the responsibilities of the Contractor Program Manager.
• Task Order Request Process: Details information required in a task order request, including staffing category, place of performance, coverage dates, PWS, candidate qualifications, readiness status, and due dates.
• Selection Considerations: Outlines factors for task order selection, such as candidate qualifications, availability, readiness, continuity, performance history, and price.
• Candidate Readiness Tiers: Establishes tiers (Ready/Approved, Partially Ready, Submitted/In Process, Pipeline/Not Yet Submitted) to compare task order responses and manage coverage risk.
• Task Order Issuance and Content: Specifies required elements for task orders, including contract number, points of contact, staffing category, PWS, candidate requirements, period of performance, rates, funding, and deliverables.
• Timesheets and Service Verification: Describes the weekly timesheet process for time tracking and service verification.
• Invoicing and Payment Administration: Outlines monthly invoicing procedures through the U.S. Treasury Invoice Processing Platform (IPP), billing only for actual hours worked and accepted services.
• Contractor Reporting: Details required reports such as candidate readiness, utilization, replacement plans, and issue/corrective action responses.
• Removal, Replacement, and Coverage Failure: Addresses procedures for removing or replacing personnel who fail to meet requirements.
• Performance Monitoring and Corrective Action: Explains how performance will be monitored and corrective action plans will be handled.
• On-Ramp, Off-Ramp, and Contractor Pool Administration: Describes processes for adding or removing contractors from the pool based on performance and needs.

This document is crucial for bidders who have been awarded or are seeking to be awarded an IDIQ contract for clinical staffing services. It details the operational framework for how task orders will be issued, managed, and administered, including candidate submission requirements, performance expectations, reporting obligations, and payment procedures. Understanding these procedures is essential for successful contract performance and compliance.

Form / Attachment / Pricing Sheet

This document, "Attachment H - Applicable Contract Clauses," provides a matrix of contract clauses that will be incorporated into the resulting HHCC Clinical Staffing Multiple-Award IDIQ contracts and task orders. It serves as a guide for the Contracting Officer during solicitation and award assembly.

• Core FAR Clauses: Lists essential Federal Acquisition Regulation (FAR) clauses applicable to IDIQ contracts, including those related to SAM.gov maintenance, safeguarding information systems, commercial terms, ordering, and indefinite quantity.
• FAR Clauses to Select or Verify: Details FAR clauses that require selection or verification based on the specific contract and the solicitation's requirements, such as gratuities, contractor ethics, whistleblower rights, reporting executive compensation, limitations on subcontracting, and labor laws.
• HHSAR Clauses for Resulting Awards: Outlines HHS Acquisition Regulation (HHSAR) clauses relevant to the awards, including those concerning privacy, confidential information, Indian preference, Indian economic enterprise subcontracting, electronic payment requests, safety and health, and key personnel.
• Full Text and Incorporation by Reference: Explains that clauses incorporated by reference have the same force as if set forth in full text and that the final award document will include full text or deviation text for clauses requiring special completion.

Bidders should review this attachment to understand the mandatory contract clauses that will govern the resulting IDIQ contracts and any subsequent task orders. This includes understanding requirements related to compliance, reporting, subcontracting, and specific government-provided information or systems. Pay close attention to clauses requiring specific fill-ins or actions, as these will impact contract performance and proposal preparation.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet serving as a Rate Schedule attachment. It requires bidders to propose fully burdened hourly rates for specific labor categories and outlines how the government will calculate the Total Evaluated Price for comparison purposes.

• Labor Categories: Includes Emergency Department Physician Services (ED MD), Inpatient/Hospitalist Physician Services (IPU MD), Emergency Department Registered Nurse Services (ED RN), Inpatient Registered Nurse Services (IPU RN), and Outpatient Registered Nurse Services (OPU RN).
• Proposed Fully Burdened Hourly Rate: Bidders must propose a single, fixed hourly rate for each labor category per contract year. This rate must encompass all associated costs, including labor, recruiting, onboarding, credentialing, scheduling, travel, lodging, per diem, insurance, overhead, and profit.
• Weekly Coverage Hours: Pre-defined weekly hours are provided for each labor category (e.g., 252 hours for ED MD).
• Total Evaluated Price Calculation: The government will calculate this by multiplying the proposed hourly rate by the weekly planning hours and 52 weeks for each contract year. This is solely for evaluation and does not guarantee work volume.

Bidders must carefully complete this rate schedule with their proposed hourly rates. The proposed rates will be directly used by the government for price evaluation. Any pricing described in alternative terms (weekly, annual, etc.) will be converted to hourly rates for evaluation, and the proposed hourly rates in this attachment will control. Understanding the calculation of the Total Evaluated Price is crucial for competitive bidding.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, specifically non-personal clinical staffing services for the Hopi Health Care Center (HHCC) in Polacca, Arizona. The government intends to award multiple fixed-price indefinite-delivery/indefinite-quantity (IDIQ) contracts. These IDIQ contracts will establish staffing categories, fixed hourly rates, ordering procedures, and contract administration requirements.

The anticipated staffing categories include:

• Emergency Department Physician Services (ED MD)
• Inpatient/Hospitalist Physician Services (IPU MD)
• Emergency Department Registered Nurse Services (ED RN)
• Inpatient Registered Nurse Services (IPU RN)
• Outpatient Registered Nurse Services (OPU RN)

Offerors may propose for one, several, or all categories. Each category is governed by a Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

• Contract Type: Multiple-award fixed-price IDIQ.

• Ordering Period: Five years from the effective date of award.

• Task Order Period: Not to exceed one year per task order.

• Minimum Guarantee: $5,000 per IDIQ awardee.

• Aggregate Maximum: $9,000,000 shared across all IDIQ contracts.

• Quotes Due: June 29, 2026, at 9 AM PDT.

• Submission Format: Quotes must be submitted in four volumes: Administrative/Eligibility, Technical, Past Performance, and Price.

• Evaluation Factors: Quotes will be evaluated on six factors: Technical Approach, Candidate Readiness and Staffing Pipeline, Program Management/Onboarding/Quality Control/Coverage Continuity, Past Performance, Price, and Administrative/Eligibility Compliance. Non-price factors are more important than price.

• Award Basis: Best value determination.

• This acquisition is set aside under the Buy Indian Act for eligible Indian Small Business Economic Enterprises (ISBEEs).

• Offerors must submit a completed HHS-326, Indian Economic Enterprise Representation Form.

• Eligibility requirements must be met at the time of quote submission, award, and throughout contract performance.

• Offerors are responsible for monitoring SAM.gov for amendments, answers to questions, and other updates.

• The government may conduct an annual on-ramp/off-ramp review of the IDIQ contractor pool.

Form / Attachment / Pricing Sheet

This document is a Contractor Past Performance Questionnaire designed to gather feedback on a contractor's performance. It is intended to be completed by the client (government agency or authorized representative) to assess the contractor's performance on a specific project.

The questionnaire is divided into several sections:

• Contractor Information: Details about the contractor, including firm name, address, contact information, and how they performed the work (prime, subcontractor, joint venture).
• Contract Information: Specifics about the contract, such as contract number, type, title, location, award date, and completion dates.
• Project Description: A description of the project and its complexity, and how it relates to the current submission.
• Client Information: Details about the client providing the feedback.
• Adjective Ratings and Definitions: A guide for the client to rate the contractor's performance across various categories using a scale from Exceptional (E) to Unacceptable (U), with Neutral (N) for no information.
• Performance Categories: The questionnaire prompts ratings for:
  • Quality
  • Schedule/Timeliness of Performance
  • Customer Satisfaction
  • Management/Personnel/Labor
  • Cost Control/Financial Management
  • Safety/Security
  • General (response to emergencies, compliance, likelihood to rehire)
• Narrative Remarks: A section for the client to provide a brief narrative addressing specific strengths, weaknesses, deficiencies, or other comments.

This questionnaire is crucial for bidders as it forms the basis of past performance evaluations. Potential clients will use this form to assess a contractor's track record. Bidders should ensure their past performance is accurately and positively represented, and that they understand the criteria by which they will be evaluated. The completed questionnaire, when submitted by the offeror with their proposal/bid, provides evidence of their capabilities and reliability.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter issued by the Arizona Department of Revenue to the Department of Health & Human Services, Phoenix Area Indian Health Service. It grants an exemption from Arizona Transaction Privilege Tax and Use Tax for specific business classifications, effective January 1, 2025.

• The letter lists specific Business Codes and Exempt Classifications for which the exemption applies, along with their corresponding Arizona Revised Statutes (A.R.S.) and Model City Tax Code (M.C.T.C.) references.
• It clarifies that the exemption applies to transactions where the organization is the customer.
• It explicitly states that there are no deductions for transient lodging/hotel and that other exemptions are limited by statute.
• Appendix A lists all locations claimed to be exempt by the organization.

Bidders responding to opportunities with the Department of Health & Human Services, Phoenix Area Indian Health Service, should be aware of this tax exemption. Vendors may be required to present a copy of this Exemption Letter along with Arizona Form 5000HC to substantiate the organization's exempt status for applicable transactions. This may affect invoicing and payment processes.

Form / Attachment / Pricing Sheet

This document, "Attachment B – Business Associate Agreement," is a required form that establishes the terms and conditions under which a "Business Associate" (the vendor) will handle Protected Health Information (PHI) on behalf of the "Covered Entity" (Indian Health Service - IHS).

• Authority: Cites 45 C.F.R. § 164.502(e) as the basis for the agreement.
• Definitions: Defines key terms such as Business Associate, Covered Entity, HIPAA Rules, and Master Patient Index (MPI).
• Obligations of Business Associate: Outlines responsibilities including compliance with HIPAA Rules, safeguarding PHI (including electronic PHI), reporting unauthorized uses/disclosures and breaches, and managing subcontractors.
• Master Patient Index (MPI): Details the MPI's role in uniquely identifying patients and linking data across IHS facilities.
• Individual Access to PHI: Specifies the Business Associate's obligation to provide individuals access to their PHI.
• Accounting of Disclosures & Amendment of PHI: Outlines requirements for maintaining records and facilitating amendments to PHI.
• Permitted Uses and Disclosures: Defines the conditions under which PHI can be used or disclosed by the Business Associate.
• Obligations of Covered Entity: Details the Covered Entity's responsibilities, such as providing notices and limitations.
• Termination: Specifies the term of the agreement and obligations upon termination, including retention, return, or destruction of PHI.
• Indemnification: Addresses reimbursement for costs related to HIPAA Rule non-compliance.
• Miscellaneous: Includes clauses on incorporation, notices, regulatory references, amendment, interpretation, successors, and severability.
• Signature: Section for Business Associate/Contractor to sign.

Vendors responding to opportunities requiring access to or handling of patient health information must understand and agree to the terms of this Business Associate Agreement. Signing the contract, task order, or award document signifies agreement to these terms. Failure to comply with HIPAA Rules can result in significant penalties. This document is critical for understanding data privacy and security requirements.

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

This Performance Work Statement (PWS) outlines the requirements for non-personal professional Emergency Department Physician Services at Hopi Health Care Center (HHCC) in Polacca, Arizona. The primary goal is to ensure safe and continuous emergency department operations by providing qualified physicians when federal staffing is insufficient.

• The Contractor shall recruit, screen, onboard, schedule, manage, and replace qualified physicians.

• Physicians will provide Emergency Department coverage and related clinical support services.

• Services include evaluating, diagnosing, stabilizing, treating, managing, admitting, discharging, consulting, transferring, and documenting care for patients.

• May also include after-hours inpatient coverage, Fast Track support, urgent follow-up, limited inpatient support, emergency response, disaster response, and mass casualty response, as authorized.

• Services must be consistent with the PWS, applicable task order requirements, HHCC Medical Staff Bylaws, facility policies, granted privileges, and accepted standards of emergency medical practice.

• Contractor physicians must complete all required security, suitability, credentialing, privileging, orientation, badging, EHR access, and facility onboarding.

• Services are to be performed at Hopi Health Care Center, Polacca, Arizona.

• The contract period is not specified in this document, but services are expected to be ongoing.

• This is a non-personal services requirement; no employer-employee relationship is created.

• Contractor physicians must hold current, active, full, and unrestricted medical licenses.

• Minimum qualifications include an M.D. or D.O. from an accredited institution and completion of an approved residency.

• Required certifications include BLS, ACLS, ATLS, and PALS.

• Board certification or eligibility by ABMS or AOA is preferred.

• Physicians must be able to work effectively in a rural, Critical Access Hospital environment.

• Cultural responsiveness and ability to work with diverse patient populations are essential.

• Contractor is responsible for all travel, lodging, per diem, meals, local transportation, and other logistical needs.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise 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 and resultant contract.

• Eligibility Criteria: Offerors must self-certify that they meet the definition of an "Indian Economic Enterprise" throughout the solicitation response, contract award, and contract performance period.
• Reporting 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.
• Registration: Successful Offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law and punishable under 18 U.S.C. 1001, with false claims subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.
• Representation Section: Requires the offeror to check a box indicating whether they represent themselves as an "Indian Economic Enterprise" with "Indian Ownership."
• Information Fields: Includes spaces for the Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, Unique Entity Identifier (UEI) Number, and Certifying Signature/Print Name.

This form is critical for any bidder seeking to be considered for opportunities under the Buy Indian Act. Bidders must accurately complete and submit this representation to self-certify their eligibility. Failure to meet the criteria or accurately complete the form may disqualify the offer.