ED SUPPORT SERVICES

SOURCES  SOUGHT  SYNOPSIS

The Oklahoma Area Indian Health Services is issuing this sources sought synopsis as a means of conducting market research to identify Indian Owned Firms and Small Businesses having an interest in and the resources to support this requirement for Emergency Department Services. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 621493 = Freestanding Ambulatory Surgical and Emergency Centers.

The work will be performed in Lawton, Oklahoma, on site at the hospital.

To be considered, firms shall have at minimum 24 Emergency Medicine Board Certified Doctors or eligible on staff for the Lawton Facility.  This is not for a LOCUM’s style contract.  The Government is seeking firms who have these positions on staff with their firm, not contracted.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. 

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

[Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.]

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 06/29/2025. All responses under this Sources Sought Notice must be emailed to sean.long@ihs.gov

LARGE FIRMS NEED NOT RESPOND TO THIS REQUEST.

If you have any questions concerning this opportunity, please contact: Sean Long (405) 951-6023 or email: sean.long@ihs.gov.

The contractor shall provide emergency/urgent care physician services to evaluate and treat eligible patients who present themselves to the Emergency Department.

The contractor shall furnish services to include but not limited to the following:

1. Maintain a continuous vigil within the immediate confines of the Emergency Department in order that services are readily and immediately available.
2. Obtain a medical history, performing a physical exam as appropriate to the presenting problem, and formulate a diagnosis of the patient’s problem, and secondary diagnosis, as required, to treat the patient.
3. Render immediate medical services to those patients determined as emergent. 
4. Request and interpret laboratory and radiologic tests, as necessary, for diagnosis.
5. Provide and order medically indicated treatment.
6. Prescribe medication.
7. Interpret x-rays and electrocardiograms.
8. Suture minor lacerations.
9. Treat uncomplicated fractures.
10. Refer patients as appropriate to routinely scheduled clinics of the Outpatient Department.
11. Render initial assessments of which Emergency Department/Urgent Care patients will require transfer to a tertiary care center and consult the appropriate Indian Health Service physician on-call who in turn will render the final decision concerning transfer and arrange transfer, if indicated.
12. Render the initial assessment of which emergency/urgent care patients may require admission to the on-site Hospital and consulting the Indian Health Service physician on-call who in turn will render the final decision concerning admissions.
13. Chart, record and document complete medical care in the Electronic Health Record system provided by the facility or on any paper forms approved by the facility in case of EHR outage. Medical records shall be completed in a timely manner as determined by the service unit.  The physician shall be proficient in electronically documenting services utilizing the appropriate electronic medical record system for patient encounters; complete all required administrative paperwork day of the patient encounter to include electronic consults, referrals, co-signatures, completion of chart or Risk Management Reviews.
14. Consult with appropriate IHS specialist on back up call for all complex cases, which, while not requiring admission to the hospital or transfer to another facility, do require further evaluation by the specialty physician, or more than routine follow up.
15. Provide medical advice to patients by telephone when the nurse requests a physician to do so.
16. Respond to in-hospital emergencies while on duty.
17. Provide basic life support in a first responder status for patients requiring resuscitation outside of the hospital on hospital grounds.

1. The emergency department physician shall evaluate emergency medical service (EMS) calls, i.e. patients enroute to the Emergency Department.  If the physician is able to determine that the patient will need a higher level of care, then he/she may divert the ambulance to another facility.
2. Contractor shall participate in quality assurance activities that ensure quality patient care as well as efficient use of hospital resources. These activities may include, but not limited to, chart review and discussion with the Clinical Director or his designee.
3. The contractor shall advise the Clinical Director or designated representative of any problem encountered, in connection with meeting the patient care needs as required in the statement of work.

The contractor shall perform to a minimum of published National Standard Averages in their delivery of medical care in the Emergency Department.

• Monthly Measured Total Time in the Emergency Department for discharged patients (“Turn Around Time”) : Less than  mean time of 123 minutes (2013 National Rural Emergency Department Study, Establishing Rural Relevant Benchmarks, Ivantage Health Analytics, July 25, 2013.)

• Monthly left without being seen (Left before Treatment completed) rate of less than 2% (Welch SJ, Volume Related Differences in Emergency Department Performance. Joint Commission Journal of Quality and Patient Safety, September 2012; Vol 38:9)

• Monthly average arrival to provider (Door to Physician) time of less than 32 minutes.  (Welch SJ, Volume Related Differences in Emergency Department Performance. Joint Commission Journal of Quality and Patient Safety, September 2012; Vol 38:9)

Whenever these thresholds are not met, analysis will be made to determine if variances are due to contractor performance or due to a need of facility process improvements. The Contractor agrees to participate in this analysis and if internal facility processes are responsible, contractor shall participate in identifying and improving departmental processes for the betterment of patient care. Lawton Indian Hospital retains the right of determining the final decision regarding whether variances are due to contractor performance or a need for internal improvement of departmental processes.

Normal shifts for the Emergency Department consist of 12 hour shifts, including 7am to 7pm and 7pm to 7am, but other shift times may be added to best suite patient care.   Double coverage may be required to allow for increased patient care.  The work schedule will be determined by the Emergency Department Director.  All shifts assigned to the contractor is the responsibility of the contractor to cover.