NNMC NPSC-Tour Coordinator

Amendment / Modification

This amendment (0002) provides an additional question and answer to the solicitation.

• The amendment clarifies the labor hours for Tour Coordinator positions.

• The Period of Performance has been updated to 02/09/2026 to 08/08/2026.

• The amendment clarifies the labor hour estimate for Tour Coordinator positions. The original estimate of 1,040 labor hours applies to one Tour Coordinator position per 6-month period. With two Tour Coordinators required, the combined estimate is 2,080 hours per 6-month period (1,040 hours per coordinator).

• The updated Period of Performance may impact proposal timelines or resource planning.

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

This Performance Work Statement (PWS) outlines the requirements for a Non-Personal Service Contract for a Tour Coordinator to support the Indian Health Service (IHS) mission, specifically within the Navajo Area Indian Health Service (NAIHS) at the Northern Navajo Medical Center.

• The contractor shall provide Tour Coordinator duties to support patient care coordination for IHS patients.

• Services are to be performed under the Nursing Administration – Nursing Resources department.

• The contract period includes a 6-month base period and four 6-month option periods.

• Nursing Duties: Perform patient care coordination to ensure safe patient care delivery, adhering to technical direction from NNMC's Nursing Resources Supervisor. This includes meeting various competency standards (e.g., HIPAA, EMTALA, Medication Administration, Pain Management, Charting, Patient Restraints, Nursing Standards).

• Tour Coordinator Duties: Collaborate with departments to coordinate patient care activities, manage admissions, discharges, and transfers, utilize the Electronic Health Record, and coordinate with support departments (Facilities, Bio-Med, Laboratory, Radiology, OR, Motor Vehicle Operators, Medical Staff). This also includes making nursing rounds and assisting in emergency situations.

• Performance will be evaluated based on standards set forth in the contract and PWS.

• Key performance indicators include Patient Care, Compliance, Cultural Sensitivity, Documentation, and Professionalism.

• Surveillance methods include Direct Observation, Periodic Inspection, 100% Inspection, and Analysis of Contractor's Progress Reports.

• Acceptable Quality Levels (AQLs) are defined, with ratings ranging from "Unacceptable" to "Exceptional."

• Place of Performance: Northern Navajo Medical Center, under the Navajo Area Indian Health Service.

• Period of Performance: 6-month base period plus four 6-month option periods.

• Work Schedule: Rotating shifts (days, evenings, nights, weekends, holidays) as directed by the Nursing Resources Supervisor.

• Contractor Qualifications: Requires 36 months of nursing experience, with at least 2 years in a Tour Coordinator environment. Must include experience in performance improvement, evidence-based practice, and data analysis.

• Licensure/Certifications: Current, valid, unrestricted nursing license; Basic Life Support (BLS) mandatory; Advanced Cardiac Life Support (ACLS) required at selection.

• Health Requirements: Fitness for duty certificate, specific immunizations (Rubella, Mumps, Rubeola, Hep B, Varicella, Tdap, TB testing, Influenza, COVID-19), and a medical evaluation.

• Language: Must read, understand, speak, and write English; respectful of American Indian and Alaska Native culture.

• IT Skills: Basic computer knowledge required.

• Background Checks: Mandatory background investigation and fingerprinting.

• Business Associate Agreement (BAA): Required for handling Protected Health Information (PHI).

• Government Furnished Items: Includes PPE (except uniforms/lab coats), facility-specific identification badges, and facility-specific training.

• Contractor Furnished Items: Uniforms, lab coats, and personal medical instruments (e.g., stethoscope, scissors) are required.

• Technical Direction: Provided by the Nursing Resources Supervisor or designee, must be in writing and confirmed verbally within 24 hours.

Amendment / Modification

This amendment (0001) to solicitation 75H71026Q00034 makes the following changes:

• Provides answers to vendor questions.

• Extends the proposal submission deadline to January 28, 2026, at 10:00 AM MST.

• Clarifies the Period of Performance (PoP) as a 6-month Base period plus four (4) 6-month option periods.

• The new Period of Performance is February 9, 2026, to August 8, 2026, for the base period.

• Section 1.1.3 (Period of Performance) has been updated to reflect the 6-month base plus four 6-month options.

• The proposal deadline has been extended to January 28, 2026, 10:00 AM MST.

• Offerors should use the clarified Period of Performance for proposal preparation and pricing.

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) clause, required pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996. It outlines the terms and conditions under which a Business Associate must comply with and safeguard Protected Health Information (PHI) when performing services for the Indian Health Service (IHS).

• Definitions: Defines key terms such as Agreement, Business Associate, Covered Entity, Designated Record Set, Individual, Privacy Rule, Protected Health Information, Required by Law, and Secretary.
• Privacy Rule Compliance: Requires the Business Associate to comply with the Privacy Rule and ensure its agents, employees, and subcontractors also comply.
• Permitted Uses and Disclosures: Specifies that PHI may only be used or disclosed for performing functions for the IHS as permitted by the Privacy Rule, patient authorization, or for treatment, payment, or health care operations.
• Safeguards: Mandates the implementation of procedural, physical, and electronic safeguards to protect PHI.
• Reporting of Disclosure: Requires prompt reporting of any known uses or disclosures of PHI not in accordance with the agreement or applicable law.
• Records Access: Outlines requirements for maintaining and providing access to PHI records.
• Individual Access: Details the Business Associate's obligation to provide patients access to their PHI.
• Disclosure: Specifies conditions under which PHI can be disclosed to the IHS or Secretary for compliance purposes.
• Amendments: Addresses the process for amending PHI.
• Obligations of the IHS: Outlines the IHS's responsibilities in providing notices and information to the Business Associate.
• Material Breach; Termination: Defines conditions for breach and termination of the agreement.
• Return or Destruction of Information: Stipulates the return or destruction of PHI upon contract termination.
• Term: Defines the duration of the agreement.
• Amendment of Agreement: Allows for amendments to ensure compliance with the Privacy Rule.
• Miscellaneous Provisions: Covers notices, binding nature of the agreement, ambiguity resolution, and severability.

Bidders responding to opportunities that involve handling Protected Health Information (PHI) for the Indian Health Service must understand and agree to the terms outlined in this Business Associate Agreement. This document is critical for ensuring compliance with HIPAA regulations and protecting sensitive patient data. It will likely be a required attachment or a clause within the main contract.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services, specifically for non-personal health care services for two (2) Tour Coordinators. The North American Industry Classification System (NAICS) code is 561320, Temporary Help Services. This acquisition is a small business set-aside.

• Provision of non-personal health care services for two (2) Tour Coordinators.

• The Performance Work Statement (PWS) is included as an attachment and details the specific requirements.

• The period of performance is February 9, 2026, through August 8, 2026, with four (4) six-month option periods.

• The contract type is not explicitly stated but implied to be a fixed-price contract based on the RFQ format and pricing structure.

• Quotes are requested and a separate written solicitation will not be issued.

• The solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov and www.acquisition.gov/hhsar.

• Offerors must submit quotes in three volumes:

  • Volume I: Administrative Documents (signed SF-1449, amendments).
  • Volume II: Technical Capability (detailed approach, key personnel qualifications, proposed schedule, personnel retention plan, resumes, certifications, liability insurance proof). No pricing information in this volume.
  • Volume III: Pricing Information (detailed pricing aligned with technical approach, budget narrative, hourly rate breakdown).

• All documents must be submitted in PDF format, with each volume as a separate file.

• The email subject line must reference the solicitation number and offeror name.

• Evaluation will be based on Technical Capability and Approach, Key Personnel, Capability to Meet Period of Performance, and Price. The award will be made to the responsible Offeror whose offer is most advantageous to the Government.

• This acquisition is a small business set-aside.

• Offer Due Date: January 26, 2026, 10:00 am MST

• Location for Submission: Navajo Area Office

• For questions, contact Michelle James at michelle.james@ihs.gov.

Solicitation / RFP / RFQ

This document is a solicitation for commercial items, specifically for services to be provided to the Northern Navajo Medical Center. The acquisition is a 100% small business set-aside.

While specific services are not detailed in the provided form, the "Schedule of Supplies/Services" section indicates that the contract is subject to electronic payment processes and requires submission of payment requests through www.ipp.gov. The period of performance is from 02/09/2026 to 08/08/2026.

• Contract Type: Commercial Items

• Period of Performance: 02/09/2026 to 08/08/2026

• NAICS Code: 561320

• Size Standard: $34 million

• Offer Due Date: 01/26/2026 at 10:00 AM Mountain Standard Time.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference, with addenda potentially attached.

• This acquisition is a 100% Small Business Set-Aside.

• Bidders must submit invoices through www.ipp.gov as per the incorporated clause 352.232-71.

• Standard Form 1449 is used for this solicitation.

Form / Attachment / Pricing Sheet

This document is the "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" for the State of New Mexico, County of San Juan. It provides the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for contracts awarded on or after January 1, 2015. Bidders must use this information to ensure compliance with labor wage requirements.

• Lists numerous occupations with corresponding wage rates and footnotes.
• Details required fringe benefits, including Health & Welfare, Vacation, and Holidays.
• Explains specific provisions such as night pay, Sunday pay, hazardous pay differentials, and uniform allowances.
• Outlines the conformance process for unlisted occupations.

This document is critical for bidders to accurately estimate labor costs and ensure compliance with federal regulations. It directly impacts the pricing of proposals by defining the minimum wages and benefits that must be paid to employees working on the contract. Bidders must review the listed occupations to determine which apply to their proposed effort and ensure their proposed rates meet or exceed these minimums.

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

This Performance Work Statement (PWS) outlines the requirements for a Non-Personal Service Contract for Tour Coordinator on Nursing Services to support the mission of the Indian Health Service (IHS), specifically within the Navajo Area Indian Health Service (NAIHS).

• The contractor shall provide Tour Coordinator duties in accordance with Section 5.0, performance work statement requirements.

• Duties and responsibilities encompass Tour Coordinator services to IHS patients.

• Services are to be performed in the hospital under Nursing Administration – Patient Coordination of the Navajo Area Indian Health Service within the Northern Navajo Medical Center.

• Period of Performance: 1 Base Period + 1 Option Period (12-month base period).

• Place of Performance: Northern Navajo Medical Center.

• Performance will be evaluated based on standards set forth in the contract and PWS.

• Substantiated reports by customers regarding patient safety, infection control, or other procedures adversely affecting patient outcome constitute a breach of contract.

• The Quality Assurance Surveillance Plan (QASP) details specific performance standards and metrics, including Patient Care, Compliance, Cultural Sensitivity, Documentation, and Professionalism, with ratings from Exceptional to Unacceptable.

• Contractor Qualifications:

  • 36 months of nursing experience, with a minimum of 2 years in the Tour Coordinator environment.
  • Current, valid, unrestricted nursing license.
  • Current Basic Life Support (BLS) and Advanced Cardiac Life Support (ACLS) certifications.
  • Fitness for duty certificate and required immunizations.
  • English proficiency and cultural awareness.
  • Basic IT skills.
  • Mandatory orientation and training.
  • Background checks are required.

• Government Furnished Information, Property & Services: Information, Government vehicle (if required), PPE (excluding uniforms/lab coats), and facility-specific identification badges.

• Contractor Furnished Property: Uniforms and lab coats (conforming to IHS Manual), and other personal medical instruments (e.g., stethoscope, scissors).

• Training: Facility-specific training will be provided only if necessary to improve quality or meet mandates.

• Management of Medical Information: Must comply with HIPAA, Privacy Act, and IHS Service Unit/Health Center specific policies.

• IHS Information Technology Systems: Must adapt to and utilize IHS IT systems and adhere to security policies and procedures.

• Business Associate Agreement: Required, as detailed in Appendix A.