Managed Teleradiology Services Phoenix Area Indian Health Service (IHS)

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the SS-26-PHX-015 requirement, specifically for the Phoenix Indian Medical Center (PIMC) and potentially up to three additional Phoenix Area IHS service units. The responses clarify expected volumes, frequencies, and response times for medical imaging interpretations.

• STAT Read Volume & Frequency:
  • Estimated STAT reads per month: US (366), CT (798), XR (981).
  • Frequency includes nights, weekends, federal holidays, and 50%-75% of dayshift workload.
• Response Times (as per SOW Paragraph B-9):
  • Routine Exams: 24 hours (95% response time).
  • Urgent Exams: 4 hours (call, fax, transmit).
  • STAT Exams: 60 minutes (call, fax, transmit).
  • Critical Results: 30 minutes (verbal report to provider).
  • CT Angio Chest (PE) & CT Brain (Stroke): 30 minutes (verbal report to ED physician or ordering provider, positive or negative).
• Read Volumes by Modality:
  • MRI: Not currently available, but planned within 1-2 years.
  • Nuc Med: Not available at PIMC.
  • US (Monthly): 366
  • CT (Monthly): 798
  • XR (Monthly): 981
  • Mammography: 90% to teleradiology for screening/diagnostic (208-250/month), 100% LIP service needed.
  • Note: These numbers are based on January 2026 data and do not reflect the planned reduction from 4 to 2.5 full-time Radiologists, which is expected to increase volumes.

These clarifications provide specific quantitative data on expected workload and performance requirements, which bidders should consider when preparing their proposals. The information directly impacts understanding the scope and demands of the contract.

Sources Sought / Market Research

This notice is issued for market research purposes to determine the availability and capability of Indian Small Business Economic Enterprises (ISBEE), Indian Economic Enterprises (IEE), Other Small Businesses, and Large Businesses to provide fully managed, non-personal teleradiology services for the Phoenix Indian Medical Center (PIMC) and potentially other Phoenix Area Indian Health Service (IHS) units. The government will use this information to determine the appropriate acquisition strategy, including potential set-aside determinations.

The anticipated contract is for a five-year period of performance (base plus four option years). The contractor will provide fully managed teleradiology services, including:

• Interpretation of various medical images (Plain Film, CT, Ultrasound, Mammography, DEXA, and potential future MRI).
• 24/7/365 coverage with routine, urgent, and STAT turnaround compliance.
• Verbal notification of critical findings.
• Quality Assurance (QA) and peer review program.
• Mammography Quality Standards Act (MQSA) support.
• HL7 interface capability and PACS integration.
• Contractor-provided personnel, infrastructure, telecommunications, and equipment.
• Compliance with HIPAA, CMS, TJC, FDA, ACR, MQSA, and other applicable standards. Estimated annual volume is 51,000 to 63,000 studies.

This requirement is for a fully managed, non-personal services contract. It is NOT for radiologist staffing, locum tenens support, individual physician placement, or personal services contracts. Responses addressing only staffing capability will not be considered responsive.

Interested firms should demonstrate capability in:

• 24/7/365 Coverage Model: Staffing, surge capacity, subspecialty coverage.
• Exam Volume Capacity: Experience interpreting ≥ 40,000 exams annually and modalities supported.
• Quality Assurance Program: Peer review methodology, discrepancy tracking, TJC and CMS compliance.
• MQSA Support: Lead Interpreting Physician capability and experience supporting MQSA accreditation.
• IT Infrastructure: PACS integration, HL7 interface, telecommunications redundancy, system architecture (non-cloud solutions are being evaluated due to security).
• Credentialing and Compliance: Radiologist credentialing, professional liability coverage, federal healthcare facility standards compliance.
• Past Performance: Comparable federal, tribal, VA, DoD, or hospital system contracts, annual exam volume, and contract value.
• Business Structure: Prime/subcontractor structure, percentage of work by prime, infrastructure ownership.

NAICS 621512 - Diagnostic Imaging Centers, Size Standard: $19.0M. Respondents may recommend an alternative NAICS.

The IHS Contracting Officer will prioritize purchases using Indian Small Business Economic Enterprise (ISBEE) set-asides to the maximum extent possible.

Responses are limited to 15 pages and must be submitted electronically to Dekovan.Cook@ihs.gov by the date posted in SAM. The subject line should be: "Phoenix Area Teleradiology Sources Sought SS-26-PHX-015".

This notice is for planning purposes only and does not constitute a solicitation. The Government will not reimburse costs incurred in responding and reserves the right to determine the acquisition strategy based on responses received.

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

To obtain interpretation of electronic medical images for the Phoenix Indian Medical Center (PIMC) and potentially other Phoenix Area Indian Health Service (IHS) units in Arizona, Nevada, and Utah. The contractor must provide all necessary personnel, supplies, and equipment.

• Interpretation of various medical images including X-ray (DR), Computed Tomography (CT), Mammography (MM), Ultrasound (US), Magnetic Resonance Imaging (MRI), and Dual Energy x-ray (DEXA).

• Services are required 24/7/365, including nights, weekends, and holidays.

• Contractor must comply with FDA, MQSA, TJC, CMS, and HIPAA regulations.

• Interpretations must be performed by radiologists located in the United States.

• Contractor is responsible for credentialing radiologists and maintaining quality assurance programs.

• Specific turnaround times are required for routine (24 hours), urgent (4 hours), and stat (60 minutes) interpretations, with 100% compliance for critical results within 30 minutes.

• Contractor must provide a secure website for report access and manage suboptimal studies.

• 95% response time for routine and urgent exams.

• 95% response time for stat exams.

• 100% response time for critical results.

• 99% clinically significant accuracy rate for reports.

• No more than one validated customer complaint per month.

• Quarterly QA/Peer Review reports submitted within 30 days of quarter end.

• Base period: XXX 1, 2024 to XXX 31, 2026.

• Four (4) one-year option periods extending through XXX 30, 2030.

• Services primarily for PIMC in Phoenix, AZ, with potential area-wide applicability.

• Radiologists must be Board Eligible/Board Certified (BE/BC) and licensed in the state of service.

• Contractor must maintain Professional Liability Insurance ($2M/claim, $6M aggregate) and General Liability Insurance.

• Compliance with TJC and CMS credentialing requirements.

• Secure IT infrastructure, including FedRAMP approval for cloud-based systems.

• HL7 interface capabilities for data exchange.

• Contractor shall not bill insurance; PIMC will handle third-party billing.

• Deliverables include interpretation reports, QA reports, insurance documentation, and various agreements (BPISA, ISA, BAA).

Form / Attachment / Pricing Sheet

This document is the "Indian Economic Enterprise Representation Form" required by the Indian Health Service under the Buy Indian Act. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" (IEE) as defined by HHSAR 326.601. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Solicitation/Sources Sought/RFI #: Field to enter the relevant solicitation number.
• Project Title: Field to enter the project title.
• Date: Field to enter the date.
• Representation: Offerors must check a box to indicate if they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Name of Federally Recognized Tribal Entity: Field for the name of the tribal entity, if applicable.
• Name of the 51% owner of IEE Firm: Field for the name of the 51% owner.
• Business Name: Field for the business name.
• Unique Entity Identifier (UEI) Number: Field for the Unique Entity Identifier.
• Certifying Signature: Field for the signature of the certifying individual.
• Print Name: Field for the printed name of the certifying individual.

This form is crucial for bidders seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete and submit this self-certification to demonstrate their eligibility. Failure to meet the IEE definition or provide accurate information can lead to disqualification or penalties. Offerors must also be registered with the System of Award Management (SAM). The enterprise must meet the IEE definition at the time of offer, contract award, and throughout the contract performance period. Any changes in eligibility must be immediately reported to the Contracting Officer.