Non-Personal Professional Psychiatric Physician Services - Fort Yuma Service Unit

Form / Attachment / Pricing Sheet

This document is Attachment A, a Price Schedule, which bidders must complete to provide their pricing for the services required by the solicitation. It outlines the CLINs (Contract Line Item Numbers), descriptions of services, units of issue, annual hours, and rates.

• CLINs: 1 through 5, all for "Psychiatric Physician Services".
• Unit of Issue: Hours (HR).
• Annual Hours: 2080 hours per CLIN.
• Pricing Fields: Full Burdened Hourly Rate, Extended Total (for Base Year and Option Years 1-4).
• Instructions: Bidders must enter all unit prices, hourly rates, extended amounts, and totals in U.S. dollars, rounded to two decimal places. Cells highlighted in blue are to be filled in by the vendor.

This attachment is critical for bidders to accurately price their proposal. It details the specific services and quantities for which pricing is required and provides the format for submitting this financial information. Failure to complete this schedule correctly may impact the evaluation of the proposal.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) from the Indian Health Service (IHS), Phoenix Area Office (PAO), is for Non-Personal Professional Psychiatric Physician Services at the Fort Yuma Health Clinic (FYHC) in Winterhaven, California. The acquisition will use commercial services procedures (FAR Part 12) and is restricted to eligible Indian Small Business Economic Enterprises (ISBEEs). The government intends to award a single Firm-Fixed-Price contract.

• Provision of Psychiatric Physician Services.

• Services are non-personal; the contractor retains responsibility for hiring, compensation, benefits, scheduling, performance management, discipline, and replacement staffing. Government personnel will not supervise contractor employees.

• The Performance Work Statement (PWS), detailed in Attachment B, outlines the specific requirements.

• Contract Type: Firm-Fixed-Price

• Award Type: Single Award

• NAICS Code: 621112 – Offices of Physicians, Mental Health Specialists

• PSC Code: Q201

• Period of Performance: Base Period (12 months) plus four 12-month option periods, totaling up to 60 months.

• Quotations must be submitted electronically and will be valid for 120 calendar days.

• The government reserves the right to award without exchanges.

• Submission Volumes:

  • Volume I - Technical Capability (Max 15 pages)
  • Volume II - Past Performance (Max 10 pages)
  • Volume III - Price (No page limitation)

• Evaluation Factors:

  • Technical Capability (most important): Focus on staffing and recruitment, continuity of operations, credentialing and privileging support, quality assurance and contract management, corporate experience, and staffing control/management responsibility.
  • Past Performance (more important than Price): Evaluated on recency, relevance, and quality.
  • Price (least important): Evaluated on completeness, reasonableness, and balance.

• Award will be made to the responsible quoter whose quotation represents the best overall value, which may not necessarily be the lowest-priced offer.

• This requirement is restricted to eligible Indian Small Business Economic Enterprises (ISBEEs).

• The PWS is detailed in Attachment B.

• Pricing is to be submitted using Attachment A, Pricing Schedule.

• Several other attachments are provided, including a Past Performance Questionnaire (Attachment C), Business Associate Agreement (Attachment D), ISBEE Representation (Attachment E), Credentialing and Privileging Requirements (Attachment F), and Solicitation Provisions and Contract Clauses (Attachment G).

Form / Attachment / Pricing Sheet

This document, "Attachment G - Clauses, Terms, and Conditions," outlines the specific Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses, terms, and conditions that will be incorporated by reference into the contract. It also details specific requirements related to invoicing, professional liability insurance, HIPAA compliance, credentialing and privileging, continuity of services, contract extensions, the Buy Indian Act, and the order of precedence for contract documents.

• Incorporation of Clauses: Lists numerous FAR and HHSAR provisions and clauses that apply to the contract, including those related to System for Award Management (SAM) registration, representations and certifications, responsibility matters, instructions to offerors, evaluation, DEI discrimination, security prohibitions, contractor code of business ethics, whistleblower rights, personal identity verification, contract maintenance, contract terms and conditions, options to extend, insurance, accelerated payments, protection of government property, continuity of services, indemnification, safeguarding of contractor information systems, Indian preference, and electronic payment requests.
• Invoicing: Specifies that invoices must comply with FAR 52.212-4(g) and HHSAR 352.232-71, be submitted electronically via the U.S. Department of the Treasury Invoice Processing Platform (IPP), and clearly identify the CLIN, period of performance, hours, and services performed.
• Professional Liability Insurance: Requires a minimum of $1,000,000 per occurrence and $3,000,000 aggregate, with evidence provided prior to performance and upon request. The Contracting Officer must be notified of any changes to coverage.
• HIPAA Compliance: Mandates compliance with HIPAA and any requirements in Attachment D, Business Associate Agreement (BAA). Required Business Partner Interconnection Security Agreements (BPISA) and Information Security Agreements (ISA) must be executed prior to performance.
• Credentialing and Privileging: Contractor personnel must complete all credentialing, privileging, onboarding, and security requirements identified in Attachment F before performance begins.
• Continuity of Services: Requires the contractor to maintain continuity of psychiatric physician services and provide qualified replacement personnel to avoid service interruptions.
• Option to Extend: The contract term may be extended up to five (5) years, including option periods, at the Government's discretion.
• Buy Indian Act: The acquisition is subject to the Buy Indian Act, requiring compliance with ISBEE eligibility requirements.
• Prime Contractor Management Responsibility: The prime contractor is responsible for contract management, recruiting, credentialing, scheduling, quality assurance, provider oversight, and replacement staffing.
• Order of Precedence: Establishes the hierarchy of contract documents in case of inconsistency, with the Award Document taking precedence over this Attachment G and the Contractor Quotation.

This attachment is critical for bidders as it defines the legal and regulatory framework governing the contract. It outlines mandatory compliance areas (HIPAA, Buy Indian Act), insurance requirements, personnel qualifications, and operational expectations (continuity of services, invoicing). Understanding these terms and conditions is essential for developing an accurate and compliant proposal and for fulfilling contractual obligations if awarded.

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

To acquire non-personal professional Psychiatric Physician services for the Fort Yuma Health Clinic (FYHC) to minimize disruptions in clinical services due to staff shortages over the next five years. Services are needed on an as-needed basis.

• Provide full-time, non-personal professional Psychiatric Physician services.

• Services include direct psychiatric clinical evaluations, diagnosis, treatment planning, psychotherapeutic services (individual, group, relaxation, behavior therapy, child and adolescent therapies), medication review, and preliminary diagnosis.

• Prescribe, diagnose, treat, or refer for specialized care following Indian Health Services (IHS) guidelines.

• Perform on-site psychiatric services at the Fort Yuma Indian Health Center.

• Provide phone consultation with service unit medical staff as needed.

• Submit a monthly report on the clinical status of each patient seen.

• Maintain medical and other required records in a timely fashion, with chart notes completed on the day services are rendered.

• Adhere to The Joint Commission (TJC) and Centers for Medicare Services (CMS) standards.

• Speak, understand, read, and write English fluently; proficient in typing and basic computer skills.

• Maintain acceptable standards of personal hygiene, grooming, and professional attire.

• Ensure confidentiality of all patient medical records.

• Comply with federal "EMTALA" regulation and hospital policies.

• Be sensitive to unique cultural factors of the patient population.

• Contract duration: 12-month base period with four (4) one-year option periods.

• Place of Performance: Fort Yuma Service Unit (FYSU), 401 E. Picacho Road, Winterhaven, California 92283.

• Operational Hours: Monday through Friday, 8:00 AM to 5:00 PM (subject to change based on FYHC needs).

• Work Schedule: Five (5) clinical visits or clinic days each week. Thirty (30-60) minute unpaid lunch breaks are included in shift hours.

• 100% compliance with minimum qualifications for physicians.

• 100% compliance with licensure requirements.

• 100% compliance with background investigation results.

• 100% compliance with immunization requirements.

• 90% compliance for unacceptable performance, lack of professionalism, or conduct requiring replacement.

• 100% compliance for long-term shifts (13-week travelers) with at least a 4-week notice for staffing.

• 85% compliance for short-term shifts (immediate staffing needs).

• Performance evaluated based on performance standards in the SOW and adherence to IHS guidelines and TJC/CMS standards.

• Qualifications:

  • Four (4) years of accredited medical school (MD/DO).
  • Minimum three (3) years of residency training in Psychiatry.
  • Two (2) years of experience in the specialty.
  • Current Board Certification or Board Eligible.
  • Recent procedure logs for privileges.
  • Current BLS, ACLS, and PALS certifications.
  • Active, unrestricted physician license in a US State, District of Columbia, Puerto Rico, or US Territory.
  • Medical malpractice liability coverage.
  • Eligible for billing to Medicare and Medicaid (CMS).
  • Successfully completed an ACGME- or AOA-accredited postgraduate training program in Psychiatry.
  • Possess ABMS, AOA, and/or NBPAS-board certification in Psychiatry or related specialty (clinically active status).

• Security Clearance: Selected candidates must undergo Indian Health Service (IHS) mandated security clearance, including fingerprint check and Office of the Inspector General's exclusion list check. This process may take six (6) weeks or more.

• Credentialing and Privileging: Contractor must participate in the credentialing and privileging process. No services prior to obtaining approval. Materials must be submitted within (4) business days of request.

• Reporting: Submit timesheets to the Deputy Clinical Director/Clinical Director or designee. Invoices submitted electronically via US Treasury in IPP.

• Time Off: Two weeks' notice required for requested time off, unless an emergency.

• Meetings: Attend assigned meetings and participate in quality management activities.

• No Overtime: 100% of services are in-person, and no overtime is approved.

• No On-Call: No provision for OVERTIME or ON CALL SERVICES.

• Accommodations/Lodging: Contractor must provide accommodations or housing allowance; none is available at FYHC.

Form / Attachment / Pricing Sheet

This document is a Contractor Past Performance Questionnaire. It is designed to be completed by a client to evaluate a contractor's performance on a previous project. This questionnaire is intended to help the government assess the contractor's past performance as part of a bid or proposal evaluation process.

• Contractor Information: Details about the contractor, including firm name, address, contact information, and the nature of their work (prime, subcontractor, joint venture).
• Contract Information: Specifics about the contract performed, such as contract number, type, title, location, award date, and completion dates.
• Project Description: A brief overview of the project, including its complexity and relevance to the current submission.
• Client Information: Details about the client who is completing the questionnaire.
• Performance Ratings: A detailed rating system (Exceptional, Very Good, Satisfactory, Marginal, Unacceptable, Neutral) used to evaluate the contractor across various categories:
  • Quality of technical performance
  • Ability to meet quality standards
  • Effectiveness of problem resolution
  • Adequacy of quality control program
  • Schedule/Timeliness of Performance
  • Customer Satisfaction
  • Management/Personnel/Labor
  • Cost Control/Financial Management
  • Safety/Security
  • General (responsiveness, compliance, overall rating)
• Narrative Remarks: A section for the client to provide a brief narrative addressing specific strengths, weaknesses, deficiencies, or other comments.

Bidders may be required to submit this questionnaire, completed by their clients, as part of their proposal. It provides a structured way for clients to document their experience with the bidder, which directly impacts the past performance evaluation factor in the procurement. The detailed rating categories help bidders understand the specific areas the government will be assessing.

Form / Attachment / Pricing Sheet

This document is Attachment B, a Business Associate Agreement (BAA). It outlines the terms and conditions under which a "Business Associate" (the vendor) will handle Protected Health Information (PHI) on behalf of the "Covered Entity" (Indian Health Service - IHS).

• Authority: Establishes the legal basis for the BAA under HIPAA regulations.
• Definitions: Defines key terms such as Business Associate, Covered Entity, HIPAA Rules, and Master Patient Index (MPI).
• Obligations of Business Associate: Details requirements for safeguarding PHI, reporting unauthorized uses/disclosures and breaches, managing individual access to PHI, accounting for disclosures, and amending PHI.
• Permitted Uses and Disclosures: Specifies how the Business Associate may use or disclose PHI, generally limited to performing functions for the Covered Entity, with patient authorization, or as required by law.
• Obligations of Covered Entity: Outlines responsibilities of the IHS, such as providing privacy notices and notifying the Business Associate of limitations or changes.
• Termination: Defines the term of the agreement and conditions for termination, including obligations upon termination (e.g., returning or destroying PHI).
• Indemnification: Addresses liability for non-compliance with HIPAA Rules.
• Miscellaneous: Includes provisions on incorporation into the contract, notices, regulatory references, amendments, interpretation, successors, and severability.

Vendors who will have access to or handle Protected Health Information (PHI) as part of this opportunity must understand and agree to the terms of this Business Associate Agreement. Compliance with this BAA is mandatory and directly impacts how PHI can be used, stored, and disclosed. Failure to comply can result in penalties and termination of the agreement. Bidders should review this document carefully to ensure they can meet all obligations.

Form / Attachment / Pricing Sheet

This document is the "Indian Economic Enterprise Representation Form" required by the Indian Health Service under the Buy Indian Act. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" (IEE) as defined by HHSAR 326.601.

• Solicitation/Sources Sought/RFI #: Field to enter the relevant solicitation number.
• Project Title: Field to enter the project title.
• Date: Field to enter the date.
• Representation: Offerors must check a box to indicate if they "does" or "does not" meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Name of Federally Recognized Tribal Entity: Field for the name of the tribal entity, if applicable.
• Name of the 51% owner of IEE Firm: Field for the name of the 51% owner.
• Business Name: Field for the business name.
• Unique Entity Identifier (UEI) Number: Field for the UEI number.
• Certifying Signature: Field for the signature of the certifying official.
• Print Name: Field for the printed name of the certifying official.

This form is crucial for any bidder seeking to be considered for contracts under the Buy Indian Act. It requires self-certification of IEE status, which must be maintained throughout the contract period. Failure to meet eligibility requirements necessitates immediate notification to the Contracting Officer. The form also warns that false or misleading information is a violation of law and subject to penalties. Offerors must also be registered with the System of Award Management (SAM).

Form / Attachment / Pricing Sheet

This attachment establishes the credentialing, privileging, onboarding, and professional qualification requirements for all Contractor personnel proposed under this contract. No personnel may begin performance until these requirements are met and authorization is provided by the Government.

• Minimum Provider Qualifications: Requires M.D. or D.O. degree, active and unrestricted medical license, current DEA registration, Board Certification or Eligibility in Psychiatry, relevant clinical experience, and no adverse professional standing.
• Required Credentialing Documentation: A comprehensive package including identification, education verification (diploma, graduate medical education, residency), licensure, board certification, DEA registration, CV, professional references, work history verification, malpractice history, professional liability insurance, sanctions screening (NPDB, OIG, SAM), and any facility-specific forms.
• Privileging Requirements: Providers must obtain privileges appropriate to the services required, granted through the Indian Health Service process. The Government retains sole authority to grant, deny, limit, suspend, or revoke privileges.
• Re-Credentialing: Licenses, certifications, registrations, and credentials must remain current. The Contractor must notify the Government of any restrictions, suspensions, revocations, board actions, exclusions, criminal actions, or professional disciplinary actions.
• Provider Replacement: If a provider fails credentialing/privileging, becomes unavailable, or loses qualifications, the Contractor must provide a replacement meeting all requirements at their own cost.
• Security Requirements: Prior to performance, personnel must complete identity verification, background screening, facility access, information security, and privacy training.
• HIPAA and Confidentiality: Personnel must comply with HIPAA, Privacy Act requirements, and Business Associate Agreement.

This document is critical for bidders to understand the specific qualifications, documentation, and compliance requirements for any personnel they propose to fulfill the contract. It outlines the extensive vetting process, including education, licensure, experience, background checks, and ongoing compliance, which directly impacts staffing plans and proposal costs.