RELEASE OF INFORMATION SERVICES FOR WHITE EARTH HEALTH CENTER

***NOTICE TO EXTEND TO 09/05/2025 @2:00PM CST***

0001 Ammendment to extend the proposal due date.

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL PRODUCTS AND SERVICES

General Information

Document Type:                            Combined Synopsis/Solicitation

Solicitation Number:                      75H70525Q00022

Posted Date:                                  08/18/2025

Current Response Date:                08/28/2025

Product or Service Code:              R607 Support-Administrative

Set Aside:                                      100% IEE

NAICS Code:                                 561110 Office Administrative Services

Contracting Office Address

Bemidji Area Office

2225 Cooperative Ct. N.W.

Bemidji, MN 56601

Description

This is a combined synopsis/solicitation for commercial Release of Information (ROI) Services prepared in accordance with the format in Federal Acquisition Regulation (FAR) 12.6  as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation will not be issued.

Solicitation No. 75H70525Q00022 has been issued as a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-04 Effective May 12, 2025.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05 dated 08/07/2025.  The provision at 52.212-1, Instructions to Offerors – Commercial, applies to this acquisition. The provision at 52.212-2, Evaluation – Commercial Items and Commercial Services, applies to this acquisition. The following factors shall be used to evaluate offers: price and past performance. Offerors are advised to submit a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items and Commercial Services, with its offer. The clause at 52.212-4, Contract Terms and Conditions – Commercial Items and Commercial Services, applies to this acquisition. The clause at 52.212-5 Contract Terms and Conditions Required to Implement Statutes Or Executive Orders – Commercial Items and Commercial Services, applies to this acquisition and these clauses:

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address: http://www.acquisition.gov. 52.202-1, Definitions (Jun 2020), 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021), 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023), 52.204-13, System for Award Management Maintenance (Oct 2018), 52.204-18, Commercial and Government Entity Code Maintenance (Aug 2020), 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023), 52.209-6, Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (Jan 2025), 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020), 52.222-3, Convict Labor (June 2003), 52.222-21, Prohibition of Segregated Facilities (Apr 2015), 52.222-26, Equal Opportunity (Sept 2016), 52.222-35, Equal Opportunity for Veterans (Jun 2020), 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020), 52.222-37, Employment Reports on Veterans (Jun 2020), 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010), 52.222-50, Combating Trafficking in Persons (Nov 2021), 52.223-6, Drug-Free Workplace (May 2001), 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2021),  , 52.229-3, Federal, State, and Local Taxes (Feb 2013), 52.229-4, Federal, State, and Local Taxes (State and Local Adjustments) (Feb 2013), 52.232-1, Payments (Apr 1984), 52.232-8, Discounts for Prompt Payment (Feb 2002), 52.232-17, Interest (May 2014), 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018), 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023), 52.233-1, Disputes (May 2014), 52.233-3, Protest after Award (Aug 1996), 52.237-2, Protection of Government Buildings, Equipment, and Vegetation (Apr 1984), 52.237-3, Continuity of Services (Jan 1991)

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) (48 CFR CHAPTER 3) CLAUSES: 352.224-70, Privacy Act (Dec 2015), 352.239-73, Electronic and Information Technology Accessibility Notice (Dec 2015), 352.239-74, Electronic and Information Technology Accessibility (Dec 2015)

The associated North American Industrial Classification System (NAICS) code for this procurement is 561110, with a small business size standard of 500. The product or service code is R607. The Government will award a firm-fixed price (FFP) contract resulting from this combined synopsis/solicitation to the responsible Offeror whose quote package, conforming to the synopsis/solicitation, will be most advantageous to the Government (as determined by the solicitation evaluation criteria).

The Indian Health Service, White Earth Health Center and satellite clinics at Pine Point and Waabinokwe are seeking to purchase ROI Services.

All interested companies must provide a quote for the following:

Attached Bid Schedule: Base Plus 3 Option Years 

Services

Summary

Within the Bemidji Area, the White Earth Health Center, Pine Point and Waabinokwe clinics seek to outsource release of information services for the Health Information Management/Medical Records Department.  Currently H I M staff are completing an average of 50 ROI forms monthly for approximately 50 providers. 

Purpose of Contract

Eliminate the administrative burden of record requests to assist with the staff workload, thereby allowing staff to focus on patient care.  Keep well-informed of legal updates, compliance requirements, and regulatory changes. Provide Uniform, structured and compliance-driven process.

Essential Duties and Responsibilities:

Manage medical record releases.  Serve as liaison communicating with patients and third-party requesters.

Monitor existing contracts for compliance with terms and conditions.  Includes medical, dental, billing, insurance and imaging record release.

Access EMR by user name and login.  Only access necessary information for completion of release of information requests. 

Provide qualified certified release of information specialists.

85% of all requests delivered in less than eight (8) business hours.  No charge to patients for records.

Perform all request types, including patient, third-party and continuity of care. Quality checks on all record requests.

Review charts for potential inaccuracies.

Auditors will only have access to the portions of the record related to the audit.  Provide detailed reporting.

Conduct three to four rounds of quality checks for all traditional release of information requests.

Promote accuracy and reduce the potential for errors.

Maintain a copy of the record file for ninety (90) days after the close of the request.

Maintain a copy of the request file and supporting documentation for six (6) years.

Track and monitor entire process. 

Excellent, professional customer service and communication skills are priority.

Security:

• A Security Agreement is required for the third-party vendor access to their units and IHS network for remote access.  Remote connection software utilized must be pre-approved by HQ.  All privacy and security agreements must be in place before access is granted.

• Proof of identification required to complete Federal background investigation and fingerprinting.  Remote or physical network access will require compliance with HSPD-12 requirements.

• Individuals providing services under contract, which involve regular contact with, or control over, Indian children, are subject to a character investigation in accordance with “Indian child protection and family violence prevention act” P.L. 101-630.

• The Privacy Act regarding the contractor and its employees is applicable to this contract. Protection of individual's privacy will need to be maintained by the contractor and contractor's employees. HIPAA regulations also apply.  By Federal statutes, the contracted personnel are required to maintain the privacy of health information.

Place of Performance - Virtual

Location: White Earth Health Center, 40520 CTY HWY 34, Ogema, MN 56569

Quotation Instructions

This is an open-market combined synopsis/solicitation for ROI Services as defined herein. The government intends to award a Purchase Order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

“The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.”

OR

“The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:”

52.212.2 – Evaluation – Commercial Items and Services (Nov 2021) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

• Price

All offerors must submit the following in their quote package: One (1) filled out bid schedule, including a statement regarding the terms and conditions as in the examples above, one (1) filled out and signed IEE Form, and have the following information on their quote:

COMPANY NAME:

ADDRESS:

SAM UEI:

TIN:

COMPANY POINT OF CONTACT:

EMAIL ADDRESS:

TELEPHONE NUMBER:

All quote packages are to be emailed to winona.kitto@ihs.gov.

Submission must be received not later than Thursday August 28th, 2025 at 2:00 p.m. Late submissions will be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only emailed quotes to winona.kitto@ihs.gov will be accepted.

Point of Contact

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Winona Kitto, winona.kitto@ihs.gov and Jennifer Richardson, Jennifer.richardson@ihs.gov.