SOURCES SOUGHT - ECHOCARDIOGRAM INTERPRETATION SERVICES

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or

quotations. Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must

use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic

Enterprises (IEE) whenever the use of that authority is authorized and practicable.

The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of

performing the below Indian Health Services (IHS) requirement. Any vendor responding to this notice

should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise

Representation Form (attached). Instructions for submission are outlined below.

Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to

respond to this notice. However, firms should understand that generic capability statements are not

sufficient for effective evaluation of their capacity and capability to perform the work required.

Responses must directly demonstrate the company’s capability, experience, and ability to provide

Echocardiogram Interpretation Services for the Wewoka Indian Health Center.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name.

b. Company Socioeconomic Status.

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number.

d. Company point of contact, mailing address, and telephone number(s), and website address

e. Name, telephone number, and e-mail address of a company point of contact who has the

authority and knowledge to clarify responses with government representatives.

f. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

j. Applicable company GSA Schedule number or other available procurement vehicle.

k. Company’s System for Award Management (SAM) registration status. All respondents must

register on the SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form

(attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any

information provided by industry to the Government as a result of this sources sought synopsis is strictly

voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or

charges to the Government will arise as a result of contractor submission of responses, or the

Government's use of such information or otherwise pay for the information provided in response. The

Government reserves the right to use information provided by respondents for any purpose deemed

necessary and legally appropriate. Any organization responding to this notice should ensure that its

response is complete and sufficiently detailed to allow the Government to determine the organization’s

qualifications to perform the work. Respondents are advised that the Government is under no obligation

to acknowledge receipt of the information received or provide feedback to respondents with respect to

any information submitted. After a review of the responses received, a pre-solicitation synopsis and

solicitation may be published on a government GPE. However, responses to this notice will not be

considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in

your response. The Government reserves the right to use any non-proprietary technical information in any

resultant solicitation(s).

How to respond: Please include the notice IHS1504542 – Echocardiogram Interpretation Services in the

subject line. Responses must be submitted via email to the Contract Specialist, Mary Ann Yocham at

maryann.yocham@ihs.gov no later than 2:00 PM CST on November 25, 2024.

Capability statements will not be returned and will not be accepted after the due date. The maximum

number of pages for this submission is five (5) pages.

Department of Health and Human Services

Indian Health Service

Wewoka Indian Health Center

36640 Hwy 270

Wewoka, OK 74884

1

Statement of Work (SOW)

Echocardiogram Interpretation Services

1. PURPOSE OF THE PROJECT

The Wewoka Indian Health Center, Indian Health Services has a requirement for interpretations

of Standard Transthoracic Echocardiograms and Stress Echocardiograms by teleservice means.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide standard transthoracic echocardiogram interpretations that include

Left and Right Ventricle, Left and Right Atrium, Aortic, Mitral, Tricuspid and Pulmonic Valves,

Aorta and Pericardium findings.

2D and M-Mode Measurements

?? Left Ventricle-LVSd(2D), LVPWd(2D), LVIDd(2D), LVIDs(2D)

?? Left Atrium-LA Vol A4C, LA Vol A2C, LA Vol BP

?? Left Ventricle Diastolic Function- MV Peak E, MV Peak A, E/A Ratio, Decel Time

Spectral Doppler Analysis

?? Mitral Valve-MV Max Vel, MV Mean Grad, MV P1/2 Time, MV Area, PHT

?? Aortic Valve-AOV Vmax, AoV Peak PG, AoV Mean PG, LVOT V max, LVOT VTI,

LVOT Diam, AVA VMax, Dimensionless Index

?? Aortic Insufficency-AI Half-Time, AI Decel Rate

?? Tricuspid Valve and PA/RV Systolic Pressure-TR Max Velocity, RA Pressure,

RVSP/PASP

?? Pulmonic Valve-PV Max Velocity

The contractor shall provide Stress Echocardiogram interpretations to include:

?? Stress findings to include ECG, Stress, Hemodynamics and Stress Symptoms

?? Echo findings to include Pre and Post Stress segmental wall motion and ejection fraction.

?? Stress Measurements to include vitals and exercise data.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve

(12) month option years.

4. LEVEL OF EFFORT

4.1.The contractor shall provide echocardiogram interpretation services Monday through Friday

8:00am to 4:00pm. Contractor shall provide a 48-hour turnaround time on Routine/Outpatient

reports and a 24-hour turnaround time on Urgent/Inpatient reports beginning upon completion of

exam.

4.2.The contractor shall provide complete reports with the above listed technical requirements in

the body of the report with patient’s name, date of birth, and chart number on each page of

report.

4.3.Date and time dictated, date and time transcribed, job number, dictator’s initials and

transcriber’s initials shall be typed at the end of every report.

4.4.All contractor reports shall be compatible with the HL7 software package used by Indian

Health Service (the VA HL7 software package). All technologists must be able to access

Department of Health and Human Services

Indian Health Service

Wewoka Indian Health Center

36640 Hwy 270

Wewoka, OK 74884

2

vendor’s report database 24 hours a day, 7 days a week via Internet or Network access

4.5.All Cardiologists shall possess a current, valid unrestricted license in a state, the District of

Columbia, the Commonwealth of Puerto Rico, or a Territory of the United States, throughout

the term of this contract.

4.6.All cardiologists shall be eligible to participate in the Medicare or Medicaid programs.

4.7.Wewoka Indian Health Center shall periodically evaluate the performance and professional

quality of interpretations through documentation review. The contractor shall make

provision whereby unsatisfactory performance or untimely completion of interpretations will

be addressed in mutually agreed upon manner.

4.8.The contractor shall submit a plan which outlines a course of action, should the vendor be

unable to carry out the duties outlined within the contract.

4.9.CREDENTIALS

4.9.1.Physicians shall be credentialed and have privileges as associate members of the medical

staff. The physician shall be required to provide completed applications for Medical

Staff appointments and privileges via the MD-App software package, as specified in

the By-laws, for all providers to the Clinical Director and at least 30 (thirty) days prior

to assignment for periods of coverage.

4.9.2.Credentialing activities shall require a minimum of thirty (30) calendar days to insure

(1) that written or printed information is received at the Medical Staffing Office from

the National Physicians Data Bank, (2) that two letters of reference for each subcontractor

are received in the Credentials Office and are recent within the last year, and

(3) the credentialing package (application for appointment and request for privileges) is

completed and received by the Medical Executive Committee and OCA IHS Governing

Board.

4.9.3.Upon physician selection or receipt of credentialing application (whichever is later) the

company has ten business days to submit all credentialing and security documents

otherwise, the Government reserves the right to move on to a different candidate.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1301(a) HHS follows National Institute of Standards and

Technology (NIST) Federal Information Processing Standards (FIPS) Publication (PUB)

Number 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors,

and OMB implementation guidance for personal identity verification, for all affected

contractor and subcontractor personnel when contract performance requires contractors to

have routine physical access to a federally-controlled facility and/or routine physical and

logical access to a federally-controlled information system.

5.2. The USPHS Wewoka Indian Health Center is a tobacco/smoke free environment (buildings

and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Patient Data Security Plan: The Contractor shall describe the security plan for patient data.

This includes location of physical servers and reading centers in support of contractor

services. The plan should include any encrypted wireless systems used by reading

providers. All wireless systems shall be FIPS-140 compliant.

5.4. Interconnection Security Agreement (ISA): Contractor shall provide and complete an ISA

with the IHS, prior to the performance of any actions related to the contract.

5.5. Security Requirements: The Contractor shall obtain completed IHS ISSO Security

Clearance prior to the start of this contract. This clearance will establish that the Contractor

Department of Health and Human Services

Indian Health Service

Wewoka Indian Health Center

36640 Hwy 270

Wewoka, OK 74884

3

has provided sufficient local telecommunication network firewalls and procedures to ensure

patient confidentiality and security consistent with HIPPA (Health Insurance Portability and

Accountability Act of 1996) regulations, FlPS.

5.6. Communication/Network Infrastructure: The Contractor shall interface with Government

furnished Image Archive and PACS (Picture Archiving and Communication System)

communications platform(s).

5.7. The contractor shall meet the below requirements set by hospital regulations for accessing

and creating VPN tunnels for receiving echocardiogram studies for interpretations.

IKEv2 Policy: Integrity: SHA-256 Encryption: AES-256 PRF: SHA-256

DH Group: 14

IKEv2 Proposal:

Encryption: AES-256 HASH: SHA-256

PFS Group: 14 (optional if supported by your device)

5.8. Security Requirements: Contractor personnel will be required to contact the government

designated point of contact upon arrival when reporting for service calls or delivery

supplies. The contractor shall be responsible for the security of all organizational

information. Current rules and regulations applicable to the premises, where the work shall

be performed shall apply to the contractor and its employees while working on the premises.

These regulations include but are not limited to, escort by Wewoka Indian Health Center

official, presenting valid identification, smoking restriction and any safety procedures.

5.9. The contractor shall not disclose or cause to disseminate any information concerning

operations of Wewoka Indian Health Center. Such action(s) could result in violation of the

contract and possible legal actions.

5.9.1.All inquiries, comments, or complaints arising from any matter observed, experienced

or learned of as a result of or in connection with the performance of the contract, the

resolution of which may require the dissemination of official information, shall be

directed to the government’s designated representative.

Termination Amortization Schedule: A termination amortization schedule shall be included as

an attachment of the awarded contract. If the Government does not exercise any of the

options listed in the price / cost schedule, the Government’s not exercising the options will

have the same effect as if the Government terminated for convenience. All remedies

afforded to contractor in regards to a termination for convenience shall be available to the

contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor shall provide echocardiogram reports in the appropriate time frame

listed above in the technical requirements section.

6.2.Contractor Point of Contact: The contractor shall furnish one designated point of contact

(POC) to the government’s designated representative for coordination services. The POC will

be empowered to make daily decisions to ensure that the contract implementation and dayto-

day needs meets the terms and conditions of this contract.

6.3.Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for

service calls, which must be answered during at least eight working hours, between 8:00 am

Department of Health and Human Services

Indian Health Service

Wewoka Indian Health Center

36640 Hwy 270

Wewoka, OK 74884

4

and 4:30 pm, Monday through Friday.

6.4.Personnel Qualifications: Only Licensed Physicians with a specialty in Cardiology will

interpret the transthoracic echocardiograms and stress echocardiograms.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

All digital medical imaging files provided to the Contractor for interpretation shall remain

the property of the government. Contractor shall not publish and /or share outside Contractor’s

organization any IHS digital or analog image or imaging study report without the express written

consent of the sending IHS facility. Any publication or sharing outside of Contractor's

organization of any digital or analog images or imaging study reports undertaken with the

express written consent of the sending IHS facility shall be done in a manner allowed by HIPAA

and all other IHS rules and regulations.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment: The contractor shall furnish all

personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence

from the Contracting Officer. Costs incurred by the contractor through the actions of parties

other than the Contracting Officer shall be borne by the contractor.