Revenue Management Cycle for Quentin N Burdick Memorial Health Care Facility in Belcourt, ND

Active

Contract Opportunity

A. This is a combined synopsis/solicitation for commercial items prepared in accordance with the

format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional

information included in this notice. This announcement constitutes the only solicitation; proposals

are being requested and a written solicitation will not be issued.

B. The Great Plains Area Indian Health Service (IHS) intends to award a firm-fixed price,

non-personal service, single award, purchase order to provide subscription access and support for

Revenue Cycle Management and providing a Revenue Cycle Automation Process for Third Party Billing

(Claims Management & Patient Billing), and Accounts Receivable (Remittance & Payment Management) at

the Quentin N Burdick Memorial Health Care Facility, Belcourt, North Dakota in response to RFQ

75H70625Q00224.

C. This solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2025-04/2025-06-11.

D. This RFQ is set aside 100% Indian Economic Enterprise (IEE) and the associated NAICS Code is

518210, which has a small business standard of $40 million.

E. The quoted unit pricing must be “all inclusive” (to include but not be limited to travel,

lodging, per diem, fringe benefits, federal, state and local taxes) plus all other costs pertinent

to the performance of this contract. Utilize your most competitive and reasonable pricing.

Complete the attached Price Schedule for:

CLIN 0001 – Revenue Cycle Management – See Statement of Work – Base Year $

CLIN 0002 – Revenue Cycle Management – See Statement of Work – Option Year 1 $

CLIN 0003 – Revenue Cycle Management – See Statement of Work – Option Year 2 $

CLIN 0004 – Revenue Cycle Management – See Statement of Work – Option Year 3 $

CLIN 0005 – Revenue Cycle Management – See Statement of Work – Option Year 4 $

F. Subscription access and support for Revenue Cycle Management and providing a Revenue Cycle

Automation Process for Third Party Billing (Claims Management & Patient Billing), and Accounts

Receivable (Remittance & Payment Management) to be provided for the duration of the contract per

the Statement of Work (SOW). SOW is located in the Solicitation Package in the attachment.

G. The period of performance will be twelve (12) months from date of award, with four (4)

additional twelve-month option periods, for a total potential period of performance of five (5)

years, if all options are exercised.

H. FAR 52.212-1 Instructions to Offerors-Commercial Items and Commercial Services (Sep 2023).

I. Quotes shall be submitted on company letterhead stationery, signed, dated and it shall include:

1. Solicitation number 75H70625Q00244;

2. Closing Date: September 11, 2025 at 12:00 pm CST;

3. Name, address and telephone number of company and email address of contact person;

4. Technical description of the item/service being offered in sufficient detail to evaluate

compliance with the requirements of the solicitation. This may include product literature, or other

documents, if necessary;

5. Price and any discount;

6. “Remit to” address, if different than mailing address;

7. A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b)

for those representations and certifications that the offeror shall complete electronically);

8. Acknowledgment of Solicitation Amendments (if any issued);

9. Past performance information, when included as an evaluation factor, to include recent and

relevant contracts for the same or similar items and other references (including contract numbers,

points of contact

with telephone numbers and other relevant information);

10. A statement specifying the extent of agreement with all terms, conditions, and provisions

included in the solicitation. Offerors that fail to furnish required representations or information

or reject the terms and conditions of the solicitation may be excluded from consideration.

11. I

Attachments:

• Statement of Work

• Provisions and Clauses incorporated by reference and full text

• Contractor’s Performance Conditions & Responsibilities

Basis of Award is Trade-Offs. Best Value award will be made to the responsible offeror whose

quotation is determined to represent the best value to the Government, considering price and

non-price factors. The Government will evaluate proposals using a trade-off process. This process

permits trade-offs among cost or price and non-cost factors, and allows the Government to accept

other than the lowest priced proposal, or other than the lowest priced proposal, or other than the

highest technically rated proposal, in order to achieve the best overall value. The following

factors will be evaluated: (1) Technical Approach, (2) Qualifications and Experience, (3) Staffing

and Key Personnel, (4) Past Performance, and (5) Price; however, price will be evaluated for

fairness and reasonableness and will remain a substantial factor in the selection decision.

Best Value Determination: Technical factors (1-4), when combined, are more important that price.

However, price will be considered in the overall best value determination and may become the

deciding factor if quotations are determined to be technically equal.

Technical Factor 1 – Technical Approach

(a) Solicitation Submittal Requirements:

Proposals, which merely offer a statement to conduct/provide services in accordance with the

requirements in the Governments SOW, will not be eligible for award. The offeror must submit an

explanation that meet the requirements identified under Technical Requirements; Ability to provide

accurate and timely third-party insurance eligibility verification, benefits coordination, and

claims submission.

(b) Basis of Evaluation:

This factor will be evaluated as “ACCEPTABLE” if explanation meets the requirements identified

under Technical Requirements; Ability to provide accurate and timely third-party insurance

eligibility verification, benefits coordination, and claims submission which comply with the

requirements outlined above, are submitted. If an explanation of one or more Requirements is not

provided, and/or do not comply with the requirements, this factor will receive an “UNACCEPTABLE”

rating.

Technical Factor 2 –Experience and Past Performance

(a) Solicitation Submittal Requirements:

Proposals, which merely offer a statement to conduct/provide services in accordance with the

requirements in the Governments SOW, will not be eligible for award. The offeror must submit an

explanation that identifies the vendor has relevant experience providing third-party verification

and claims processing for healthcare organizations, particularly federal health facilities. Provide

evidence of measurable outcomes (e.g., improved collections, reduced denials). Provide References

and past CPARS (if applicable).

(b) Basis of Evaluation:

This factor will be evaluated as “ACCEPTABLE” if the explanation meets the requirement for

qualifications and experience capabilities and responsibilities to meet the following: vendor has

relevant experience providing third- party verification and claims processing for healthcare

organizations, particularly federal health facilities. Provide evidence of measurable outcomes

(e.g., improved collections, reduced denials). Provide References and past CPARS (if applicable),

which all comply with the requirements outlined above, are submitted. If an explanation of one or

more of the following: vendor has relevant experience providing third-party verification and claims

processing for healthcare organizations, particularly federal health facilities. Provide evidence

of measurable outcomes (e.g., improved collections, reduced denials). Provide References and past

CPARS (if applicable) and/or do not comply with the requirements, this factor will receive an

“UNACCEPTABLE” rating.

Relevancy:

For the purposes of this solicitation, a past performance record is relevant if the CPAR business

sector is listed as “Services”.

In order to receive an "acceptable" rating for this factor, an Offer's recent and relevant CPARs

must NOT include one or more INTERIM and/or FINAL CPARs with a rating of "UNSATISFACTORY" in

one or more categories OR one or more INTERIM and/or FINAL CPARs with a rating of "MARGINAL" in two

or more categories. If an Offeror has one or more CPARs with a rating of "UNSATISFACTORY" in one or

more categories OR one or more CPARs with a rating of "MARGINAL" in two or more categories, the

Offeror's past performance will be evaluated as "UNACCEPTABLE".

In the case of an Offeror without a record of recent and relevant past performance or for whom

information on past performance is not available or so sparse that no meaningful past performance

rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on

past performance. Therefore, the Offeror shall be determined to have unknown past performance. In

the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.” An

“UNACCEPTABLE” rating for a single factor will result in the Offeror’s entire proposal being

rated “UNACCEPTABLE”.

IHS reserves the right to make multiple awards, which is most advantages to the Government. This is

a competitive solicitation and the offer your firm submits will be used by IHS to determine, which

of the quantities listed within are, “estimate only” and it is not the intent of IHS to be

obligated to order the “quantities.”

Technical Factor 3 – Staffing and Key Personnel

(a) Solicitation Submittal Requirements:

Proposals, which merely offer a statement to conduct/provide services in accordance with the

requirements in the Governments SOW, will not be eligible for award. The offeror must submit an

explanation that meet the requirements identified under Technical Requirements; Qualifications and

certifications of staff (e.g., CPC, CCA, or other coding/billing credentials, experience with

federal and commercial payers, proposed staffing plan to ensure continuity and timeliness of

services.

(b) Basis of Evaluation:

This factor will be evaluated as “ACCEPTABLE” if explanation meets the requirements identified

under Technical Requirements; Qualifications and certifications of staff (e.g., CPC, CCA, or other

coding/billing credentials, experience with federal and commercial payers, proposed staffing plan

to ensure continuity and timeliness of services. If an explanation of one or more Requirements is

not provided, and/or do not comply with the requirements, this factor will receive an

“UNACCEPTABLE” rating.

Technical Factor 4 – Management Approach

(a) Solicitation Submittal Requirements:

Proposals, which merely offer a statement to conduct/provide services in accordance with the

requirements in the Governments SOW, will not be eligible for award. The offeror must submit an

explanation that meet the requirements identified under Technical Requirements; Quality assurance

and audit processes, data privacy and IT security controls, ability to provide reporting/metrics to

IHS on claim status, collections, and denials.

(b) Basis of Evaluation:

This factor will be evaluated as “ACCEPTABLE” if explanation meets the requirements identified

under Technical Requirements; Quality assurance and audit processes, data privacy and IT security

controls, ability to provide reporting/metrics to IHS on claim status, collections, and denials. If

an explanation of one or more Requirements is not provided, and/or do not comply with the

requirements, this factor will receive an “UNACCEPTABLE” rating.

Factor 5 – Price

(a) Solicitation Submittal Requirements: Evaluated for reasonableness and realism.

(b) Basis of Evaluation:

The Government will evaluate price based on the total proposed price calculated as the sum of bid

item

0001 Base Year, item 0002 Option Year 1, item 0003 Option Year 2, item 0004 Option Year 3, item

0005 Option Year 4 that includes Contract cost, Subcontractor cost, Overhead and Profit. Analysis

will be performed by one or more of the following techniques to ensure a fair and reasonable price:

(i) Comparison of proposed prices received in response to the RFQ.

(ii) Comparison of proposed prices with the IGE.

(iii) Comparison of proposed prices with available historical information.

J. FAR 52.212-3 Offer Representations and Certifications-Commercial Items (May 2024) (DEVIATION

FEB 2025). See attachment for full text. The Offeror shall complete only paragraph (b) of this

provision if the Offeror has completed the annual representations and certification electronically

via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If

the Offeror has not completed the annual representations and certifications electronically, the

Offeror shall complete only paragraphs (c) through

(p) of this provision.

K. FAR 52.212-4 Contract Terms and Conditions-Commercial Items (November 2023). Applied to this

acquisition and it’s incorporated by reference.

L. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-

Commercial Products and Commercial Services (January 2025) (DEVIATION FEB 2025). See attachment for

full text.

M. Attached are the additional Federal Acquisition Regulations (FAR) & Health & Human Services

Acquisition Regulation (HHSAR) clauses that are applicable.

N. Offers will only be accepted electronically, submit via email to the following: Quentin N

Burdick Memorial Health Care Facility

Indian Health Service - Belcourt Service Unit Attn: Farrah Azure, Purchasing Agent

1300 Hospital Loop

Belcourt, ND 58316

Email: farrah.azure@ihs.gov

Questions in regard to this solicitation shall be submitted in writing by email no later than

Thursday, September 11, 2025, 12:00pm CST.

Contractors will need your Unique Entity ID, TIN Number, and be registered with www.sam.gov.

No contract award shall be made to any vendor or provider listed on the OIG Exlusion List

http://exlusions.oig.hhs.gov throughout the duration of the contract.

ACCEPTANCE PERIOD: Your proposal 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 30 days from the date of receipt by the Government.

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving

Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing” directing Federal

agencies to adopt electronic invoicing as the primary means to disburse payment to vendors.

Invoices submitted under any award resulting from this solicitation will be required to utilize the

Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and

Processing of Payment Requests.

IPP is 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

(FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they

have not already done so. If your organization is already registered to use IPP, you will not be

required to re-register- however, we encourage you make sure your organization and designated IPP

user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at

(866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

“Should the contractor feel that use of the IPP would be unduly burdensome, their response to this

solicitation should

include an explanation of this position for a determination by the contracting officer

Attachments/Links