Interpretation Services for the Bemidji Area Service Units

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 75H70526Q00009 for Interpretation Services.

• CART Services: CART services are expected to be provided on an as-needed basis, similar to ASL interpretation. Bidders should include pricing for CART services in their proposals.
• Background Checks: Background check requirements will not be waived for on-demand services. All contractor personnel may require background checks. Offerors should describe their approach to meeting these requirements for on-demand personnel.
• Minimum Service Requirements & Cancellation Policy: Offerors may propose commercially reasonable minimum service durations and cancellation policies as part of their response.
• Deafblind Individuals: While the solicitation emphasizes on-demand remote services, offerors should describe their capabilities for supporting Deafblind individuals, including accommodations, technologies, or service models.
• Platform for CART: No specific platform is designated for CART services. Any platform used must meet federal privacy, security, and accessibility requirements. Offerors should describe their proposed approach, including platform capabilities.
• In-Person Services: Listed health center addresses are potential service locations, not exclusive to remote delivery. Offerors should describe their capabilities for in-person services if needed.
• Minimum Billing Units: For scheduled ASL and CART services, offerors may include proposed minimum billing structures (e.g., 2-hour minimum for ASL/CART onsite, 1-hour for CART remote) in their pricing submission.
• Historical Data: Detailed historical utilization data (hours, onsite/virtual breakdown, urgent request frequency) is not available. Offerors should use industry experience for estimating.
• Total Maximum Contract Value: The $100,000 Not-to-Exceed value applies to the base year and all option years combined.
• Incumbent: There is no incumbent; Language Line and ASLIS were previously used.
• Proposal Extension: The solicitation will be extended until April 2, 2026, at 1 PM CT.
• Interpreter Location: Interpreters/captioners are not specifically required to be located in the US.
• Schedule of Prices Format: Bidders can quote accordingly for the services their company provides, differentiating between CART, ASL, CDI, and Spoken Foreign Language as needed.
• Cancellation Fee/Minimums: Offerors may propose commercially reasonable minimum service durations and cancellation policies. A 1-hour minimum for scheduled assignments is open for consideration if clearly defined in the pricing structure.

Key requirements, submission details, and pricing structures have been clarified. The solicitation deadline has been extended.

Amendment / Modification

This amendment (0001) to Solicitation 75H70526Q00009 has two primary purposes:

• To extend the proposal due date.

• To provide responses to vendor questions.

• The solicitation's proposal due date has been extended.

• Responses to vendor questions are provided.

• The proposal due date has been extended. Bidders should acknowledge receipt of this amendment.

• The document indicates that the "hour and date specified for receipt of Offers is extended."

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) that is attached to and incorporated into a contract (RFQ:75H70526Q00009). It outlines the terms and conditions under which a "business associate" must safeguard Protected Health Information (PHI) when performing functions, activities, or services for the Indian Health Service (IHS), the "covered entity."

• Definitions: Defines terms such as PHI, Business Associate, Covered Entity, and HIPAA Rules.
• Obligations of Business Associate: Details requirements for compliance with HIPAA Rules, safeguarding PHI (including electronic PHI), reporting unauthorized uses/disclosures and breaches, maintaining a designated record set, providing access to PHI, accounting for disclosures, and amending PHI.
• Permitted Uses and Disclosures: Specifies how the Business Associate may use or disclose PHI, generally requiring individual authorization or adherence to specific HIPAA regulations for treatment, payment, or healthcare operations.
• Obligations of Covered Entity: Outlines the IHS's responsibilities, including providing privacy notices and notifying the Business Associate of limitations, changes, or restrictions.
• Termination: Defines the terms for termination of the agreement and the Business Associate's obligations regarding PHI upon termination, including retention, return, or destruction of PHI.
• Indemnification: Addresses Business Associate's liability for costs and expenses related to non-compliance with HIPAA Rules.

Vendors responding to the associated solicitation (RFQ:75H70526Q00009) must understand and agree to the terms of this BAA if their work involves handling Protected Health Information (PHI) on behalf of the IHS. Compliance with this agreement is a critical requirement for performing the contract.

Solicitation / RFP / RFQ

This solicitation is for Area Wide Interpretation Services for the Indian Health Service (IHS), specifically for the White Earth Health Center, Cass Lake IHS, and Red Lake IHS. The services are intended to provide ADA-compliant interpretation and communication support to ensure effective communication for individuals who are deaf, hard of hearing, deaf-blind, or require alternative communication accommodations.

• Provision of American Sign Language (ASL), Certified Deaf Interpreter (CDI), and Tactile/Protactile interpretation services.

• Communication Access Realtime Translation (CART) and Video Remote Interpretation (VRI) services.

• Emergency and after-hours interpretation services, including for urgent inpatient needs and behavioral health crisis encounters.

• Services must support clinical, behavioral health, pharmacy, dental, telehealth, community health, and administrative encounters.

• Compliance with applicable federal regulations, including ADA, Rehabilitation Act, HIPAA, and IHS specific requirements.

• Interpreters must demonstrate cultural sensitivity to American Indian and Alaska Native communities and may need to provide Ojibwe language interpretation.

• All services and products must comply with Section 508 accessibility standards.

• Contract Type: Firm-Fixed Price, Indefinite Delivery-Indefinite Quantity (IDIQ). Task Orders will be Firm Fixed Price.

• Period of Performance: Base Year plus four one-year options.

• Total Maximum Contract Value: Not to exceed $100,000.00.

• Minimum Guarantee: $5,000.

• Payment Terms: Net 15 days after receipt of services or invoice.

• Offer Due Date: March 27, 2026.

• Evaluation Factors: Past Performance (60%) and Price (40%). Past Performance is considered more important than price.

• Offerors must provide relevant past performance information for Interpretation Services, including contracts, period of performance, and professional references.

• Pricing must reflect all-inclusive hourly rates.

• This acquisition is set aside for Small Business.

• NAICS Code: 541930 Translation and Interpretation Service.

• Small Business Size Standard: $22.5 Million.

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

• Contractor personnel require background investigations, including fingerprinting, prior to commencing work.

• Offerors must comply with HHS-Controlled Facilities and Information Systems Security requirements.

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for Area Wide Interpretation Services for the Bemidji Area Service Units. The procurement is set aside for 100% Small Business. The anticipated award will be a Firm Fixed Price, IDIQ contract with a base period plus four (4) one-year options.

Prospective contractors must submit a complete quote including:

• Standard Form 1449 (Sections 12, 17, & 30)

• Section B.1, Contract Administration Data

• Section B.5, Schedule of Price/Costs

• Section E. 52.212-2 Evaluation Past Performance and Price: This requires a word document with three (3) current and available references for past performance. Each reference must include a Contract Number, Total Dollar Amount, Point of Contact, Telephone number, and email address.

• Verification of Contractor Registration in the System for Award Management (SAM) at www.sam.gov.

• Acknowledgment of Business Associate Agreement-Attachment.

• Contract Type: Firm Fixed Price, IDIQ

• Period of Performance: Base plus Four (4) One-year Options

• Proposals are due by 3/27/2026, at 1:00 pm CT.

• The Government intends to award without discussions, so quotes must represent and include relevant experience, past performance, and price for evaluation.

• All submitted documents must be clear and legible.

• Proposals should be emailed. The office is not responsible for incomplete transmissions.

• This procurement is set aside for 100% Small Business.

• All documents submitted are subject to the Privacy Act (PL 93-579) and become the property of the Department of Health & Human Services (DHHS).

• Agency Contacts:

  • Mary Simon, Contract Specialist, mary.simon2@ihs.gov
  • Jennifer Richardson, Contracting Officer, Jennifer.Richardson@ihs.gov