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

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
CLIN     Description                                                     Quantity   Unit   Unit Price     Total Price
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:
Year                          Option Period
Option Year 1            06/01/2027 – 05/31/2028
Option Year 2            06/01/2028 – 05/31/2029
Option Year 3            06/01/2029 – 05/31/2030
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)
                                                         CLAUSES INCORPORATED BY REFERENCE
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
                                                     CLAUSES INCORPORATED BY REFERENCE
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)
     2                               IEE Representation

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) 

                                                               PROVISIONS INCORPORATED BY REFERENCE
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
• Quality Assurance
• 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)