7571TE-26CSS-1527532-CSS.pdf

This is a combined synopsis/solicitation for commercial services prepared in accordance with FAR Part 12. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued.

Solicitation No. 7571TE-26CSS-1527532 has been issued as a Request for Quotation (RFQ) for a firm-fixed-price commercial services purchase order for FedRAMP-Compliant Cloud Electronic Fax Solution Integrated with Microsoft Teams

BACKGROUND: The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level.

To support this mission, IHS requires a secure, cloud-based electronic fax solution that ensures the protection of Protected Health Information (PHI), enhances clinical and administrative workflows, and integrates seamlessly with enterprise collaboration platforms.

PURPOSE:

• Provide a FedRAMP Moderate or High authorized cloud electronic fax solution

• Ensure full integration with Microsoft Teams (native or API-based)

• Maintain HIPAA-compliant transmission and storage of PHI

• Ensure Government ownership and portability of all fax DIDs

• Enable secure, auditable, and reliable fax communications across IHS

• Eliminate on-premises fax infrastructure (cloud-only solution)

• Provide high availability and continuity of operations

SCOPE OF WORK: The contractor shall provide all labor, materials, software, licenses, cloud services, and support necessary to deliver a fully managed, cloud-native electronic fax solution.

Consistent with the sample fax PWS, the contractor shall provide a secure web-based faxing capability with audit logging, encryption, and technical support.

PERIOD OF PERFORMANCE: The anticipated period of performance includes one (1) 12-month base period and four (4) 12-month option periods. The base period is September 30, 2026, through September 29, 2027. Each option period, if exercised, will continue for 12 months following the prior performance period.

PLACE OF PERFORMANCE: Cloud-hosted (FedRAMP-authorized environment) Accessible across all IHS facilities nationwide.

SOLICITATION INFORMATION

Solicitation Number: 7571TE-26CSS-1527532 Request Type: Request for Quotation (RFQ) Contract Type: Firm Fixed Price Commercial Services Set-Aside: Indian Small Business Economic Enterprise (ISBEE) Set-Aside under the Buy Indian Act NAICS Code: 518210: Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services Small Business Size Standard: $40 million average annual receipts

Product Service Code: DA10 - IT and Telecom - Business Application/Application Development Software as a Service.

Issue Date: September 8, 2026 Quotation Due Date: September 14, 2026, at 3:00 PM Eastern Time Submit Quotations To: miguel.diaz@hhs.gov Email Subject Line: 7571TE-26CSS-1525482 – Electronic Fax Solution

This requirement is set aside for Indian Small Business Economic Enterprises (ISBEE). Under the Buy Indian Act, offers are solicited only from Indian Economic Enterprises that are also small business concerns under the applicable NAICS code. Offers received from enterprises that are not both Indian Economic Enterprises and small business concerns will not be considered and will be rejected.

Offerors shall submit a completed IHS Indian Economic Enterprise Representation Form with the quotation. The offeror shall remain eligible as an Indian Economic Enterprise at the time of quotation, at the time of award, and throughout contract performance. If an offeror proposes to use subcontractors or teaming partners, the quotation shall clearly identify the proposed subcontracting or teaming arrangement and show how the prime offeror will comply with applicable Buy Indian Act subcontracting limitations.

ATTACHMENTS

- Attachment 1 - Performance Work Statement

- Attachment 2 - IHS IEE Representation Form

APPLICABLE PROVISIONS AND CLAUSES

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 dated March 13, 2026, and applicable FAR Council/model class deviations in effect as of the issue date, including FAR 52.222-90.

FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services applies to this acquisition.

FAR 52.212-2 Evaluation—Commercial Products and Commercial Services applies to this acquisition.

FAR 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services applies.

Full text available at http://www.acquisition.gov

- FAR 52.204-7, System for Award Management - Registration (NOV 2025).

- FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (NOV 2025).

- FAR 52.212-2, Evaluation - Commercial Products and Commercial Services (NOV 2025).

- FAR 52.217-5, Evaluation of Options (NOV 2025).

- FAR 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023).

- FAR 52.204-13, System for Award Management - Maintenance (NOV 2025).

- FAR 52.204-19, Incorporation by Reference of Representations and Certifications (DEC 2014).

- FAR 52.212-4, Terms and Conditions - Commercial Products and Commercial Services (NOV 2025).

- FAR 52.217-8, Option to Extend Services (NOV 1999).

- FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000).

- FAR 52.219-14, Limitations on Subcontracting (NOV 2025).

- FAR 52.222-3, Convict Labor (NOV 2025).

- FAR 52.222-35, Equal Opportunity for Veterans (NOV 2025).

- FAR 52.222-36, Equal Opportunity for Workers with Disabilities (NOV 2025).

- FAR 52.222-37, Employment Reports on Veterans (NOV 2025).

- FAR 52.222-41, Service Contract Labor Standards (NOV 2025).

- FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014).

- FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts) (NOV 2025).

- FAR 52.222-50, Combating Trafficking in Persons (NOV 2025).

- FAR 52.222-54, Employment Eligibility Verification (NOV 2025).

- FAR 52.222-62, Paid Sick Leave Under Executive Order 13706 (NOV 2025).

- FAR 52.222-90, Addressing DEI Discrimination by Federal Contractors (APR 2026) (DEVIATION

APR 2026).

- FAR 52.224-1, Privacy Act Notification (APR 1984).

- FAR 52.224-2, Privacy Act (APR 1984).

- FAR 52.224-3, Privacy Training (JAN 2017).

- FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024).

- FAR 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018).

- FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023).

- FAR 52.233-3, Protest After Award (NOV 2025).

- FAR 52.233-4, Applicable Law for Breach of Contract Claim (NOV 2025).

- FAR 52.237-3, Continuity of Services (JAN 1991).

- FAR 52.240-91, Security Prohibitions and Exclusions (NOV 2025).

- FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems (NOV 2025).

- FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services (APR 2026)

(DEVIATION APR 2026).

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) (48 CFR

CHAPTER 3) CLAUSES:

- HHSAR 352.224-70, Privacy Act (DEC 2015).

- HHSAR 352.226-1, Indian Preference (DEC 2015).

- HHSAR 352.226-2, Indian Preference Program (DEC 2015).

- HHSAR 352.226-4, Notice of Indian Small Business Economic Enterprise Set-Aside (JAN 2022).

- HHSAR 352.226-6, Indian Economic Enterprise Subcontracting Limitations (JAN 2022).

- HHSAR 352.226-7, Indian Economic Enterprise Representation (JAN 2022).

- HHSAR 352.232-71, Electronic Submission of Payment Requests (FEB 2022).

- HHSAR 352.237-70, Pro-Children Act (DEC 2015).

- HHSAR 352.237-71, Crime Control Act of 1990 - Reporting of Child Abuse (DEC 2015).

- HHSAR 352.237-72, Crime Control Act of 1990 - Requirement for Background Checks (DEC 2015).

- HHSAR 352.239-73, Electronic and Information Technology Accessibility Notice (DEC 2015).

- HHSAR 352.239-74, Electronic and Information Technology Accessibility (DEC 2015).

The Contractor shall submit invoices monthly through IPP unless otherwise authorized in writing by the Contracting Officer. Invoices shall only include services that have been performed/provided and accepted. Monthly invoices shall be based on accepted services performed during the applicable billing period and shall include sufficient non-PHI supporting detail for Government review. The Contractor shall not invoice in advance.

INSTRUCTIONS TO RESPONDENTS AND EVALUATION CRITERIA

Submission of Quotes: Quotations shall be submitted electronically to miguel.diaz@hhs.gov no later than September 14, 2026, at 3:00 PM Eastern Time. The email subject line should read:

7571TE-26CSS-1527532 – Electronic Fax Solution.

The Government may consider a quotation received after the due date and time only if the Contracting Officer determines that doing so would not unduly delay the acquisition and would be in the Government interest. Offerors are responsible for ensuring timely receipt.

Quotes shall include:

1. Cover letter with the following information:

A. Company Name B. Company Unique Entity ID number C. Company points of contact, email address, mailing address, telephone and website address D. Any Governmentwide Acquisition Contract (GWAC), General Services Administration

(GSA) Schedule vehicle, or other available procurement vehicles your company maintains that could meet this requirement

E. Business Size relative to NAICS code 518210: Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

F. Type of Company (e.g., large business, small business, 8(a), woman owned, veteran owned, etc.) as registered in the System for Award Management (SAM)

G. Identify any/all teaming arrangements H. Indian Economic Enterprise (IEE) Representation Form Confirmation of active

2. Completed quote using including all pricing/costs necessary to fulfil the requirement.

3. Completed IHS Indian Economic Enterprise Representation Form (Attachment 2).

QUESTIONS

Questions regarding this solicitation shall be submitted in writing via email to miguel.diaz@hhs.gov no later than September 10, 2026, 3:00PM Eastern Time. The subject line for questions shall read: 7571TE-26CSS-1527532 – QUESTIONS.

BASIS FOR AWARD

The Government intends to award a contract to the responsible Offeror whose quote represents the best value to the Government, considering price and non-price factors. The Government may award to other than the lowest-priced Offeror.

The Government reserves the right to:

• Make no award

• Evaluate quotes without discussions

• Communicate with Respondents for clarification purposes only

• Exclude quotes that fail to follow solicitation instructions

EVALUATION FACTORS

The Government will award a purchase order to the responsible offeror whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government may make no award if no quotation is technically acceptable, if no offeror is responsible, or if pricing is not determined fair and reasonable.

The following factors will be used to evaluate quotations:

Factor 1 - Technical Capability. The Government will evaluate the extent to which the quotation demonstrates the ability to perform the Performance Work Statement. Section 14 of the PWS includes the Evaluation Criteria which the Government will use to evaluate quotations.

If subcontractors or teaming partners are proposed, the Government will evaluate whether the arrangement is organized and enforceable and whether the prime offeror demonstrates a credible plan to manage the work and comply with applicable Buy Indian Act subcontracting limitations. A quotation may be found technically unacceptable if it merely restates the PWS without explaining how the work will be performed or if it fails to demonstrate credible capability to perform and manage the requirement.

Factor 2 – SAM Registration and Past Performance. An active System for Award Management (SAM.gov) registration is required. The Government will evaluate the recency and relevance of the offeror and any proposed major subcontractor experience providing comparable services.

The Government may consider references provided by the offeror and information available from other Government or commercial sources. An offeror without any history of past performance will receive a neutral rating for this factor.

Factor 3 - Price. The Government will evaluate the total evaluated price, including the base period and all option periods. The Government will determine whether prices are fair and reasonable. The Government may also evaluate price realism to assess whether the quoted prices reflect a clear understanding of the requirement and are not so low as to create unacceptable performance risks. The Government may determine a quotation unacceptable if option prices are significantly unbalanced, incomplete, unrealistic, or if the price is not fair and reasonable.

Relative Importance: Factor 1 is more important than Factor 2. Factors 1 and 2, when combined, are approximately equal to Factor 3, Price. Price will become more important as non-price quotations become more equal. The Government may award to other than the lowest-priced offeror.

Options: The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options does not obligate the Government to exercise the option(s).

AWARD INFORMATION

A single award is anticipated. Written notice of award or acceptance of a quotation furnished to the successful offeror within the time for acceptance specified in the quotation shall result in a binding contract without further action by either party. The Government reserves the right to award without exchanges, to communicate with offerors if needed, to reject any or all quotations, and to waive informalities and minor irregularities when in the Government interest.

End of Combined Synopsis-Solicitation.