Correspondence Management Support for IHS Executive Secretariat - CSS (ISBEE and ISS set-aside)

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial services to provide Executive Secretariat Staff (ESS) support for correspondence management tasks to the Indian Health Service (IHS) Office of the Director (OD), Area Offices, and Headquarters (HQ) Offices. The objective is to enhance efficiency, accuracy, and timeliness in managing correspondence.

• Correspondence Management: Processing incoming correspondence, documenting communications, and maintaining a tracking system.

• Writing/Editing/Quality Control: Reviewing and editing outgoing correspondence, coordinating with stakeholders, drafting responses, and ensuring adherence to standards.

• Deliverables: Includes monthly reports, weekly reports on correspondence volume/status, daily action summaries, ongoing completed correspondence, updated records, and updated manuals/SOPs.

• Labor Categories: Senior Writer (4 years experience, Bachelor's degree) and Communications Specialist (2 years experience, Bachelor's degree).

• Contract Type: Single Firm-Fixed-Price contract.

• Period of Performance: One base year (07/07/2026 – 07/06/2027) plus one (1) option year (07/07/2027 – 07/06/2028).

• Estimated Effort: 2,080 hours per year.

• Submission: Quotes are requested and will be evaluated based on Technical Capability, Past Performance, and Price. Proposals should be organized into three volumes: Technical Capability, Past Performance, and Price.

• Evaluation: Technical Capability and Past Performance are more important than Price. The Government may award to an offeror other than the lowest-priced if it's deemed most advantageous.

• Key Deadlines: Offer Due Date is [Date not specified in provided text, but typically found in SF-18 Block 8].

• This acquisition is set-aside for Indian Small Business Economic Enterprise (ISBEE) and Indian Economic Enterprises (IEE). Only quotes from eligible vendors will be considered.

• NAICS Code: 541990 – All Other Professional, Scientific Technical Services.

• Size Standard: $19.5M.

• The contract requires adherence to various FAR and HHSAR clauses, including those related to quality assurance, invoicing, and specific Indian health service requirements.

• Key personnel are specified and require notification for any diversion or replacement.

Form / Attachment / Pricing Sheet

This document is a fillable table for RFQ No. 75P00126Q00019, related to Correspondence Management Support for the IHS Executive Secretariat, specifically for Senior Writer (SW) and Communications Specialist (CS) roles. It serves as a pricing sheet for bidders to provide their hourly rates and calculate total costs.

• Contract Period: Includes a Base Year (07/07/2026 – 07/06/2027) and a 1st Option Year (07/07/2027 – 07/06/2028).
• Pricing Structure: Requires bidders to input estimated hours and hourly rates for both Senior Writer (SW) and Communications Specialist (CS) personnel for each contract period.
• Calculations: Provides formulas for calculating the annual cost per role and the grand total for the base and option years.
• Notes:
  • Total estimated level of effort is 2,080 hours per year per personnel.
  • Payment is based on actual hours worked at the quoted fully burdened hourly rate.
  • The hourly rate must be all-inclusive of all direct and indirect costs.
  • The total contract value is the maximum payable amount.
  • Performance start date is contingent on background investigations.

Bidders must use this table to submit their pricing proposal. They need to fill in their proposed hourly rates for Senior Writer and Communications Specialist positions, which will be used to calculate the total contract value. The notes provide crucial information regarding the basis of payment, the all-inclusive nature of the rates, and potential contingencies affecting the performance start date.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for Executive Secretariat Staff (ESS) services to support the Indian Health Service (IHS) Office of the Director (OD), Area Offices, and Headquarters (HQ) Offices. The objective is to enhance efficiency, accuracy, and timeliness in managing correspondence, thereby improving overall operational effectiveness. The services include drafting, editing, reviewing, tracking, and managing internal and external correspondence.

• Correspondence Management: Receiving, processing, documenting, and tracking incoming/outgoing correspondence; documenting SOPs and guidelines; finalizing responses; complying with NARA standards; maintaining a database/filing system.

• Writing/Editing/Quality Control: Reviewing outgoing correspondence for accuracy, clarity, and consistency; verifying templates/formats; coordinating responses; proofreading and editing; cross-referencing information; preparing draft replies.

• Deliverables:

  • Monthly report summarizing activities, issues, and solutions.
  • Weekly reports on incoming/outgoing correspondence volume and status.
  • Daily reports on actions.
  • Ongoing completed and reviewed correspondence items.
  • Ongoing updated records of correspondence management activities.
  • As assigned, updated manuals and SOPs.

• Contract Type: Single Firm-Fixed-Price contract.

• Period of Performance: One 1-year base period (07/07/2026 – 07/06/2027) and one 1-year option period (07/07/2027 – 07/06/2028).

• Estimated Effort: 2,080 hours per year.

• Place of Performance: IHS Office of Executive Secretariat Staff (ExecSec).

• Submission: Quotes organized into three volumes: Technical Capability, Past Performance, and Price. Specific required forms and documents are listed.

• Evaluation Factors (in order of importance): Technical Qualifications and Staffing Approach, Past Performance, and Price. Technical Qualifications and Past Performance combined are significantly more important than Price.

• Award Basis: Most advantageous to the Government, considering price and other factors. The Government may award to other than the lowest-priced or highest technically rated offeror.

• Quote Validity: At least 90 calendar days from the date of quote submission.

• Set-Aside: This acquisition is set-aside for Indian Small Business Economic Enterprise (ISBEE) and Indian Economic Enterprises (IEE) concerns. Only quotes from ISBEE/IEE vendors will be considered.

• NAICS Code: 541990 – All Other Professional, Scientific Technical Services, with a small business size standard of $19.5M.

• The contract is for non-personal services.

• The contractor shall indemnify the Government for liability arising from acts or omissions and maintain medical liability insurance.

• Key personnel are specified and require advance notification for diversion or replacement.

• Various FAR and HHSAR clauses are incorporated by reference or in full text, including those related to child protection, background checks, and Indian enterprise subcontracting limitations.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act. It lists occupational classifications and their corresponding minimum hourly wage rates and fringe benefits required for contract employees in a specific geographic area.

• Geographic Area: New Mexico Counties of Cibola, Colfax, McKinley, Mora, Rio Arriba, San Miguel and Taos.
• Occupational Classifications: Lists various job titles (e.g., Administrative Assistant, Cook, Electrician, Computer Programmer) with corresponding codes.
• Wage Rates: Specifies the minimum hourly wage for each occupation.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific health and welfare benefits are detailed at the end of the document.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage).
• Conformance Process: Outlines the procedure for classifying and determining wages for occupations not listed in the determination.

This document is crucial for bidders as it establishes the minimum wage and benefit standards that must be paid to service employees working on the contract. Bidders must ensure their proposed labor costs align with these requirements to be compliant. Failure to adhere to these wage determinations can lead to contract non-compliance.

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.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Eligibility Period: The enterprise must meet the definition throughout the offer period, at the time of contract award, and during the full contract performance period. Any change in eligibility requires immediate notification to the Contracting Officer.
• Required Information: The form requires the Offeror to provide:
  • 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
• Legal Consequences: False or misleading information is a violation of law and subject to penalties.

This form is critical for bidders responding to opportunities that are set aside or sole-sourced under the Buy Indian Act. Bidders must accurately complete and submit this form to demonstrate their eligibility. Failure to meet the definition or provide accurate information can lead to disqualification or penalties. Offerors must also be registered with the System of Award Management (SAM).