Administrative Support Services for the Bemidji Area Office

Amendment / Modification

• Corrected an administrative error regarding the extension date.

• The new date for receipt of offers is now 04/07/2026 at 2:00 PM CST.

• Item 3 (Effective Date) and the specified date for receipt of offers.

• The deadline for submitting offers has been extended to 04/07/2026 at 2:00 PM CST.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding solicitation 75H705Q00014.

• Place of Performance: 2225 Cooperative Ct NW, Bemidji MN. 56601.
• Remote Work: Not acceptable; the position requires on-site work.
• Schedule: Monday-Friday, 8:00 AM - 5:00 PM, with no overtime.
• Technical Volume: Not required. Vendors must provide references demonstrating understanding and experience with the type of service required.
• Candidate Profiles: Must be submitted in a professional manner for consideration.
• Bid Schedule Hours (2,080): This amount includes billing for federal holidays, vacation, and sick leave, in accordance with the Service Contract Act/Wage Determination.
• Requirement Status: This is a new requirement.

This Q&A document clarifies key aspects of the solicitation, including the physical location, work schedule, and submission requirements for references. It confirms that the requirement is new and that the bid schedule hours encompass paid leave.

Amendment / Modification

This amendment (0001) to Solicitation 75H70526Q00014 makes the following changes:

• Extends the proposal due date to March 7, 2026, at 2:00 PM CST.

• Provides clarifying answers to questions received.

• Adds an applicable wage determination.

• Proposal due date

• Solicitation content (clarifications and wage determination)

• The deadline for proposal submissions has been extended to March 7, 2026, at 2:00 PM CST.

Form / Attachment / Pricing Sheet

This document is a "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act (SCA) in specific geographic areas.

• Geographic Area: Minnesota Counties of Becker, Beltrami, Cass, Clearwater, Crow Wing, Hubbard, Kittson, Lake of The Woo, Mahnomen, Marshall, Norman, Otter Tail, Pennington, Red Lake, Roseau, Wadena, Wilkin.
• Occupations and Rates: Lists specific occupation codes and titles (e.g., Accounting Clerk I, II, III, Administrative Assistant) with their corresponding minimum hourly wage rates.
• Fringe Benefits: Specifies required fringe benefits, including Health & Welfare rates ($5.55 per hour) and details on Vacation, Holidays, and Hazardous Pay Differentials.
• Executive Orders: Notes applicability of Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage) for Federal Contractors, outlining specific requirements and rates.
• Conformance Process: Details the process for classifying and determining wage rates for occupations not explicitly listed in the determination using Standard Form 1444 (SF-1444).

This wage determination is critical for bidders to understand the minimum labor costs associated with performing the contract. It directly impacts proposal pricing by defining the required baseline wages and fringe benefits for all service employees working on the contract. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant.

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 Criteria: The enterprise must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility.
• Registration: Successful Offerors must be registered with the System of Award Management (SAM).
• Representation Section: Bidders must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, Certifying Signature, UEI Number, and Print Name.

This form is critical for any bidder seeking to be considered for contracts under the Buy Indian Act. Bidders must accurately complete this self-certification to demonstrate their eligibility. Failure to meet these requirements or provide false information can lead to penalties and disqualification.

Solicitation / RFP / RFQ

This solicitation is for Administrative Support Assistance for the Bemidji Area Office of the Indian Health Service. The government is procuring services to assist in the efficient operation of daily business office activities, including routine administrative and clerical functions.

• Provide general clerical and administrative support.

• Answer and route incoming telephone calls.

• Receive, sort, and distribute incoming mail and correspondence.

• Prepare correspondence, memoranda, reports, and other documents.

• Maintain electronic and paper filing systems.

• Schedule meetings, appointments, and conference rooms.

• Assist with travel documentation and voucher processing.

• Enter and maintain data in office systems and databases.

• Assist with records management.

• Provide support for office events, meetings, and training sessions.

• Deliverables include accurate and timely completion of tasks, properly formatted correspondence, maintained filing systems, and updated data entries.

• Personnel must possess a high school diploma or equivalent, demonstrated administrative/clerical experience, proficiency in Microsoft Office, and strong organizational/communication skills.

• Personnel security and background check requirements, including HHS-975 for PIV card access, are mandatory.

• Contractor must protect PHI and comply with HIPAA and other privacy laws.

• Individuals with regular contact with Indian children are subject to a character investigation.

• Contract Type: Firm-Fixed Price

• Period of Performance: Twelve (12) months from the date of award.

• Overtime is not authorized.

• Offer Due Date: April 2, 2026, 1400 CT.

• Evaluation Factors: Past Performance (60%) and Price (40%).

• Past Performance requires relevant contracts, period of performance, references, contract amount, term, and agency served.

• Pricing must reflect an all-inclusive hourly rate and follow-on option year pricing.

• NAICS Code: 561320 (Temporary Help Services)

• Size Standard: $34 Million

• The acquisition is set aside for Small Business (100%).

• Invoices must be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform (IPP).

• Clauses incorporated by reference include FAR 52.212-1, 52.212-3, and 52.212-4. HHSAR clauses are also incorporated by reference.