Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) survey.

Project ID: BFSU-26-007 FederalOpportunitiesSynopsis Solicitation

Overview

Agency	Indian Health Service
Deadline	05/15/26
Posted	05/08/26
Estimated Value	Not Provided
Set Aside	None
NAICS	541690 - Other Scientific and Technical Consulting Services
PSC	Q201 - Medical- Managed Healthcare
Location	Browning, MT 59417 United States

Description

Primary Latest Change

Summary

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. RFQ-BFSU-26-007 is issued as a request for quotation (RFQ) for Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) Survey at the Blackfeet Service Unit (BFSU) in Browning, Montana. This procurement is conducted pursuant to the authority of Revolutionary FAR Overhaul (RFO) 12.102, for acquisitions valued at or below the simplified acquisition threshold (SAT) using, RFO 12.201-1 Simplified Procedures for commercial products and services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.

Set-Aside Full and Open Competition

NAICS 541690 - Other Services and Technical Consulting Services SB Size Standard $22.5 million dollars 1. CONTRACT TYPE The Billings Area Indian Health Services anticipates awarding a single Firm Fixed Priced Purchase Order for Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) survey at Blackfeet Service Unit (BFSU). 2. PRICE SCHEDULE

1 Base Year

HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting. Implementation, Set-up and Data Transfer 12 MO $___________ $___________ 2 Option Year One (1): HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting. 12 MO $___________ $___________ 3 Option Year Two (2): HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting. 12 MO $___________ $___________ 4 Option Year Three (3): HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting. 12 MO $___________ $___________ 5 Option Year Four (4): HCAHPS Phone Mode Surveys; Up to 60 patients surveyed monthly, Maintenance and Reporting. 12 MO $___________ $___________ 3. PERIOD OF PERFORMANCE / DELIVERY DATE / ORDERING PERIODS The initial Period of Performance / Ordering Period of this contract is intended to start June 01, 2026, through May 31, 2027, with four (4) 12-month option Years If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR) 52.217-9, Option to Extend the Term of the Contract (MAR 2000), the ordering period shall be extended in accordance with the following schedule:

Option Year 4 06/01/2030 05/31/2031

4. POINTS OF CONTACT (POC) Purchasing Agent (PA)

Shannon Connelly

Phone: (406) 338-6452 Email: shannon.connelly@ihs.gov Contracting Officer (CO)

Vincent Hansen

Phone: (605) 698-7606 Email: vincent.hansen@ihs.gov Contracting Officer's Representative (COR)

Richard BullPlume

Phone: (406) 338-6205 Email: richard.bullplume@ihs.gov Point of Contract (POC)

Eva Racine

Phone: (406) 338-6437 Email: eva.racine@ihs.gov

SECTION C CONTRACT CLAUSES

1. FEDERAL ACQUISITION REGULATION (FAR) CLAUSES 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 address: www.acquisition.gov. (End of clause)

CLAUSE Title Date

52.203-17 Contractor Employee Whistleblower Rights Nov 2023 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements Jan 2017 52.204-7 System for Award Management Maintenance - Registration Nov 2025 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services Nov 2025 52.219-28 Post-Award Small Business Program Representation Nov 2025 52.222-3 Convict Labor Nov 2025 52.222-50 Combating Trafficking in Persons Nov 2025 52.224-1 Privacy Act Notification Apr 1984 52.224-2 Privacy Act Apr 1984 52.226-7 Drug-Free Workplace May 2024 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 52.233-3 Protest after Award Nov 2025 52.233-4 Applicable Law for Breach of Contract Claim Nov 2025 52.237-3 Continuity of Services Jan 1991 52.244-6 Subcontracts for Commercial Products and Commercial Services Nov 2025 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 1 day of contract expiring. (End of Clause) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years. (End of Clause) 2. HHSAR CLAUSES

CLAUSE Title Date

352.224-70 Privacy Act Dec 2015 352.224-71 Confidential Information Dec 2015 352.227-70 Publications and Publicity Dec 2015 352.232-71 Electronic Submission of Payment Request 352.237-74 Non-Discrimination in Service Delivery Dec 2015 352.239-74 Electronic Information and Technology Accessibility Notice Dec 2015 3. INVOICE SUBMISSION AND PAYMENT Invoices shall be submitted through the Invoicing Processing Platform (IPP), a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury's Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis. The use of IPP shall take precedence over previously established invoicing procedures in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests . The IPP website address is: https://www.ipp.gov. If you require assistance registering or require IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov. Payment will be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. Payments are made in arrears. (End of Local Clause) 4. CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. SECTION D DOCUMENTS, EXHIBITS AND ATTACHMENTS

Attachment Number Title Notes

1 Statement of Work (SOW)

SECTION E SOLICITATION PROVISIONS

1. FEDERAL ACQUISITION REGULATION (FAR) PROVISIONS 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: www.acquisition.gov. (End of provision)

PROVISION Title Date

352.223-71 Instructions to Offerors Sustainable Acquisition Nov 2025 352.239-73 Electronic and information Technology Accessibility Notice Nov 2025 FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (Nov 2025) Continuation - Quote Preparation Instructions

1) Quote Format

Offerors shall submit three (3) volumes, a technical, past performance and price volume, each clearly marked. At a minimum they should include the following information: Technical - Volume I Written narrative addressing the technical factors of Management/Understanding the SOW and Key Personnel. The offeror should address the following in their response to Technical: Management/Understanding of the SOW. Address the following elements (do not exceed 5 pages): Management

Customer Service

Past Performance - Volume II Written narrative addressing the past performance factors of Relevance and Quality. Offeror must submit at least 2, and no more than 5 past performance records. The offeror shall address the following in their response to Past Performance: Relevance/Quality. Include information on the past performance of the company as it relates to this requirement, in size and scope. Offerors must be able to demonstrate their record of successful performance in past contracts and/or jobs. Price - Volume III A completed pricing schedule as identified in section B of this RFQ, with per unit pricing and a total quoted price. See attachment #2

1) Technical Questions

Technical questions pertaining to this opportunity are due May 15, 2026, at 5pm MST. Answers to the questions will be posted approximately on May 18, 2026. All questions should be submitted in writing to the Contracting Officer (CO) by name and email.

2) Quote Due Date

All quotes in response to this opportunity are due no later than 5pm MST on May 15, 2026. Quotes will only be accepted via electronic mail and must be emailed to the CO at enter email address by the closing date.

3) Offer Acceptance

The offer must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 120 days from the date of receipt by the Government. (End of Provision) 52.212-2 -- Evaluation -- Commercial Products and Commercial Services (NOV 2025) Addenda - Evaluation 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 offers must contain a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. The following factors shall be used to evaluate offers: (i). TECHNICAL: The contractor will be evaluated based upon their capabilities as they relate to the requirement, as well as their understanding of the project. Sub-Factors: Requirements: Vendor and/or subcontractor must be a HCAHPS Approved Survey Vendor. If subcontracting is used, the subcontractor's information must be provided for verification. Management: An acceptable approach will demonstrate the offeror's ability to support the Government's requirements for the specified candidate placement.

Quality Assurance

An acceptable approach will identify the actions employed to ensure compliance with performance standards in the SOW. Provide effective measures for candidate placement and procedures that demonstrate compliance with Federal, State, and local laws and regulations. Must show the ability to present candidates that meet IHS clearance requirements.

Customer Service

An acceptable customer service plan shall address how the offeror will ensure their availability to the requiring department of the IHS facility. Must show the ability to respond to planned and urgent placement requests. (ii). PAST PERFORMANCE Sub-Factors: Relevance/Quality: The offeror will be evaluated based upon the relevance and quality of past contracts/jobs performed and general trends in the contractor's performance will be considered. More recent and more relevant performance has a greater impact on the Performance Confidence assessment than less recent and less relevant performance. The Government will perform an independent determination of relevancy of the data provided or obtained. NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror's past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

Performance Confidence

As a result of the relevancy and quality assessments of the past contracts/jobs evaluated, the offeror will be assigned a confidence rating to their Past Performance factor. It is the Government's assessment of the offeror's probability of meeting the requirements of the project based on the offeror's experience level to projects similar in size and scope to this requirement. (iii). PRICE: Total evaluated price will be calculated for evaluation purposes only and used to assist in determining the best value to the Government. The total evaluated price will be evaluated as follows:

Price Reasonableness

Determination whether it is reasonable and if the quotation reflects an understanding of the requirement. Price competition is expected to support the determination of reasonableness. This factor will be evaluated as identified in RFO Part 12.203(3).

Balanced Pricing

Unbalanced pricing is referenced at RFO Part 15.404-6(a). Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly overstated or underestimated as indicated by the application of analysis techniques. Offerors are cautioned that offers that are determined to be "materially unbalanced" may result in the offer being rejected because the lack of balance poses an unacceptable risk to the Government. All evaluation factors other than cost or price, when combined, are approximately equal to cost or price.

Best Value-Trade Offs

The Government reserves the right to make an award other than the low-priced quote if another superior technical submission, or a submission indicating a reduced performance risk, warrants paying a premium. As non-price factors are evaluated closer to one another between quotes, prices will become more significant. Furthermore, the Government reserves the right to award no order at all, depending on the quality of the quotes, the availability of funding and the continued existence of the requirement. (End of Provision)

Summary (Newest Update)

Background The Billings Area Indian Health Services is issuing this solicitation for the Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) Survey at the Blackfeet Service Unit (BFSU) in Browning, Montana. The HCAHPS survey is a standardized, national survey that collects patient feedback on their experiences during hospital stays. This initiative aims to enhance transparency in healthcare performance and improve patient care quality, which is essential for the hospital's reputation and financial stability. Work Details The contractor will conduct HCAHPS surveys targeting adult inpatients discharged 48 hours to 42 days prior, covering Medical, Surgical, and Maternity care lines. Key tasks include: 1. Conducting surveys via approved methods (Mail, Telephone, Mixed, Web, or IVR), ensuring telephone interviews are not conducted from residences. 2. Submitting data quarterly to CMS within 45 days after each quarter's end. 3. Adhering to CMS-approved methodologies and operational standards. 4. Ensuring that no survey tasks are performed by volunteers and passing security/operational audits. 5. Providing near real-time dashboards for daily updates on survey data. Period of Performance The contract will have an initial period of performance from June 01, 2026, through May 31, 2027, with four optional renewal periods of twelve months each. Place of Performance The services will be performed at the Blackfeet Service Unit (BFSU) in Browning, Montana.

Contacts