Sources Sought (ISBEE and Small Business Concerns) - Correspondence Management Support for IHS Executive Secretariat

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

To provide non-personal correspondence management support services to the IHS Office of Executive Secretariat Staff (ExecSec) under the Office of the IHS Director. The goal is to enhance efficiency, accuracy, and timeliness in managing correspondence, thereby improving overall operational effectiveness.

• Correspondence Management: Receive, review, and process incoming correspondence (letters, memos, emails). Ensure accurate documentation of all correspondence. Maintain a tracking system, document SOPs, finalize approved responses, comply with NARA standards, and maintain an electronic filing system.

• Correspondence Writing/Editing/Quality Control: Conduct thorough reviews of outgoing correspondence for accuracy, clarity, and consistency. Verify proper use of templates and formats. Coordinate with stakeholders for information gathering and drafting responses. Perform proofreading, editing, and formatting. Cross-reference information for consistency. Prepare draft replies for review.

• Monthly Report: Summarizes activities, issues encountered, and proposed solutions, aggregating daily and weekly reports.

• Weekly Reports: Summarize the volume and status of incoming/outgoing correspondence, including response times and outstanding items.

• Daily Reports: Summarize actions based on leadership templates.

• Ongoing Deliverables: Completed and reviewed correspondence items (drafts, final versions, supporting documentation), updated records of correspondence management activities, and updated manuals/SOPs.

• Timeliness: All correspondence processed and responded to within established timelines.

• Documentation: Completed in compliance with originating site policies and procedures.

• Communication: Maintain regular communication with the ESS Director; no more than two substantiated complaints from internal/external customers in a three-month period.

• Reliability: Contractor resources available a minimum of 40 hours/week during core work hours (9:00-5:30 EST).

• Accuracy: Correspondence meticulously reviewed and edited for accuracy, consistency, and adherence to HHS, IHS, and Federal Government guidelines.

• Confidentiality: Maintain strict confidentiality; zero instances of HIPAA or Privacy Act violations.

BASE YEAR plus one (1) option year.

• Labor Categories: Senior Writer (4 years experience, Bachelor's Degree) and Communications Specialist (2 years experience, Bachelor's Degree or equivalent).
• Technology: Utilize Microsoft Office Suite, SharePoint online, Adobe, MS Teams, OneDrive, and internal ATS.

Sources Sought Notice

This Sources Sought Notice (SSN) is for market research and planning purposes to assess industry capabilities for Correspondence Management Support services for the Indian Health Service (IHS) Executive Secretariat. The IHS is seeking information to determine appropriate acquisition methods and potential set-asides.

The services sought involve non-personal correspondence management support, including writing, editing, drafting, reviewing, tracking, and managing internal and external correspondence to ensure accuracy, clarity, consistency, and timeliness.

The anticipated period of performance is one year from the date of award, with up to four additional one-year option periods. The primary NAICS code is 541990 – All Other Professional, Scientific Technical Services.

Respondents must submit a capability statement demonstrating their experience in the task areas. The capability statement should include a cover page, executive summary, technical areas, and past performance. Generic capability statements are not sufficient.

Responses are prioritized for Indian Small Business Economic Enterprises (ISBEE), Indian Economic Enterprises (IEE), and small businesses. Organizations not meeting these criteria should not respond. The government will assess capabilities to determine if a set-aside is possible.

This SSN is for market research only and does not constitute a solicitation or obligation to award a contract. Responses are voluntary and will not be returned. No payment will be made for costs incurred in preparing a response. The government reserves the right to use any non-proprietary technical information provided.

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.

• Eligibility Requirements: The enterprise must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period. Immediate notification to the Contracting Officer is required if eligibility is lost.
• Representation: Offerors must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Information:
  • Name of Federally Recognized Tribal Entity
  • Name of the 51% owner of IEE Firm
  • Business Name
  • Unique Entity Identifier (UEI) Number
  • Certifying Signature
  • Print Name
• Consequences of False Information: Submitting 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 to 3731 and 18 U.S.C. 287.
• Additional Requirements: Successful offerors must also be registered with the System of Award Management (SAM).

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete this self-certification to demonstrate their eligibility. Failure to meet the criteria or provide accurate information can lead to disqualification or penalties. Offerors should be prepared to provide documentation of eligibility if requested by the Contracting Officer.