Radiation Surveys - Health Physicist, Phoenix Area Indian Health Services

Indian Health Service (IHS) Health Physicist Radiation Surveys This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. d Solicitation RFQ-25-PHX-068 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial services. Submit written quotes only, oral quotes will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM). This requirement is under North American Industrial Classification Standard (NAICS) codes: 541690 Other Scientific and Technical Consulting Services ($19.0m). This requirement is open to all small business sizes. REQUIREMENTS OFFICE: Indian Health Service (IHS) Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004-4424: 1. Scope The Contractors shall provide annual radiation safety monitoring and assessments for the areas of responsibilities listed below in accordance with the Performance Work Statement (PWS). This monitoring includes conducting quality assurance reviews of each facility s radiation safety program/policies. Adherence to this policy will also ensure that IHS is meeting the Center for Medicare and Medicaid Services (CMS) regulatory requirements for reimbursement. See PWS for more information of this requirement. Areas of Responsibility: Arizona Metro: Phoenix Indian Medical Center, Phoenix, AZ Arizona Non-Metro: Whiteriver Indian Hospital, Whiteriver, AZ Cibecue Health Center, Cibecue, AZ Hopi Health Care Center, Polacca, AZ Parker Indian Health Center, Parker, AZ Peach Springs Health Center, Peach Springs, AZ Havasupai Health Station, Supai, AZ California: Chemehuevi Health Station, Havasu Lake, CA Ft. Yuma Health Center, Winterhaven, CA Nevada: Indian Health Service (IHS) Health Physicist Radiation Surveys Southern Bands Health Center, Elko, NV Utah: Ft. Duchesne Health Center, Ft. Duchesne, UT 2. Contract Type The Government is anticipating a single award under FAR Part 13. 3. Schedule The resulting BPAs from this acquisition will be a Firm Fixed Price for one (1) base year and four (4) option years. The Government will utilize Best Value source selection procedures for this procurement. The base year Period or Performance (PoP) will be October 1, 2025 September 30, 2026. 4. Government Point of Contact The Government individuals listed below are the primary and alternate points of contact for this acquisition. Address all questions or concerns to both individuals as applicable. Written requests for clarifications may be sent to the Government points of contact as follows: Primary: Dekovan Cook, Dekovan.cook@ihs.gov 5. Formal Communications Offerors who determine the requirements of this solicitation require clarification(s) in order to enable submittal of a responsive proposal are requested to send all questions clearly stated with specific page, section, and paragraph. Questions should include sufficient detail to enable the Government to respond without requesting further clarification. These questions shall be directed to the points of contacts listed in paragraph 4. Answers will be compiled and posted electronically to website: www.sam.gov. 6. General Guidance This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. Offeror s are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those items identified as evaluation factors. Offeror s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired or required. Indian Health Service (IHS) Health Physicist Radiation Surveys 6.1. Format for proposal The offeror shall prepare the proposal in accordance with Table 1 Proposal Order and Organization. Proposals shall be sectioned into three (3) separate parts with dividers and marked accordingly; Volume I - Technical, Volume II - Pricing, Volume III - Past Performance Note: If the attached Volume II excel worksheet does not suffice, any format or document may be used at the offeror s discretion. However, the document shall still be titled Volume II Pricing. 6.2. Electronic Proposals Proposals shall be submitted electronically by email (preferred) to the Contract Specialist at (dekovan.cook@ihs.gov) by the RFQ response due date. Faxed offers will not be accepted. The offeror shall ensure that the proposal pricing is good through 30 September 2025. The offeror shall make a clear statement in the proposal that the proposal is valid through this date. 6.3. Discrepancies If an offeror believes the requirement in these instructions contain an error, omission, or are otherwise unsound, the offeror must immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the offeror is asking the Contracting Officer to consider. The Government reserves the right to award this effort based on the initial proposal, without discussion. 6.4. Electronic Reference Documents and Referenced Publications All referenced documents for this solicitation are available on the website www.sam.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation. 7. Evaluation a. Technical: Offerors shall provide brief description of technical characteristics and specifications of the services stated in this solicitation, statement of work, and other attached documents, to include technical documentation to support the services being offered. The proposal should not simply rephrase or restate the Government s requirements, but rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. It is recommended that Technical responses shall be limited to 5 Pages (12 Font, with 1 Margins). b. Price: The price(s) shall be specific, complete in every detail, and all-inclusive. Submit pricing for all; not submitting pricing for all items will make your quote non-responsive to the solicitation. Contractor shall state in their RFQ that the quote shall remain effective through 30 September 2025. The price shall be based on a per completed assessment for each patient (see pricing schedule) Indian Health Service (IHS) Health Physicist Radiation Surveys Basis for Award In addition to price, best value will be utilized for this requirement. By submission of its offer, the Offeror accepts all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being determined technically unacceptable. In order for an Offeror to be considered for award, the proposal must receive an Acceptable rating in every non-price factor. Any proposal receiving a rating of Unacceptable in any non-price factor will not be further evaluated. Ratings for Technical: Acceptable Proposal clearly meets the minimum requirements and salient characteristics outlined in the solicitation. Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation. For the purpose of award, the Government shall evaluate offers based on the evaluation factors described below: Factor 1 Technical Capability of the Services Offered: Offerors shall provide brief description of technical characteristics and specifications of the services stated in this solicitation, statement of work, and other attached documents, to include technical documentation to support the services being offered. The proposal should not simply rephrase or restate the Government s requirements, but rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. Factor 2 Scheduling/Delivery (ARO): Service: All aspects of the SOW and completion of reports and findings after monitoring, testing, and visits. Completion of Service and Documentation and Service Delivery Summary and Acceptable Quality Level. Factor 3 Past Performance: Offerors must submit past performance that is current and relevant as defined herein. Offerors may submit a minimum of 3 references and related information. Examples of their past performance with their offer to include prime contract and subcontracts. Past performance information should contain the following: - Project title; - Description of the project and equipment; - Contract number; - Contract amount; - Government Agency/Organization; - COR s & CO s name, address, and phone number; - Current status, e.g., delivery after award date; and - A brief narrative of why you deem the reference to be relevant to this effort. Indian Health Service (IHS) Health Physicist Radiation Surveys Factor 4 Price: ALL applicable item numbers on the pricing schedule in the pricing schedule. All dollar amounts shall be in whole dollars and whole cents. 8.Payment and Invoicing Instructions: Invoices shall be prepared monthly with the following information CLEARLY identified on the invoice: 1.Invoice Date and Number2.Contract Number 3.Charges for service or products identified BY LINE ITEM Number 4.Brief description of products or services rendered 5.Charges should follow line item structure. Quantity, Unit of Issue, Unit Price and total amountas applicable6.Date of Service. Invoice date(s) must be within the applicable period of performance Invoices shall be prepared and submitted electronically and in accordance with rates and terms as stated in the Contract. Invoices should be submitted electronically to IPP.gov. INVOICING PROCESSING PLATFORM (IPP) In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is: https://www.ipp.gov If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov Note: Should an Offeror feel that use of the IPP would be unduly burdensome, the response to this solicitation should include an explanation of this position for a determination by the Contracting Officer. 9.Enclosures Attachment 1 Provisions and Clauses Attachment 2 Volume II - Pricing Indian Health Service (IHS) Health Physicist Radiation Surveys Attachment 3 Performance Work Statement Attachment 4 Business Association Agreement Attachment 5 Tax Exemption