B01 75H70126Q00008 IT SaaS Medical Equipment Planning Software combined synopsis solicitation 11262025.pdf

INDIAN HEALTH SERVICE

DIVISION OF ENGINEERING SERVICES

INDIAN HEALTH SERVICES (IHS) IT SAAS MEDICAL EQUIPMENT PLANNING SOFTWARE

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

Request for Quote (RFQ) 75H70126Q00008

The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular 2025-05.

Full and open competition, NAICS Code 513210 with a size standard of $47.0 million.

Issue Date: November 26, 2025

Proposal Due Date: December 26, 2025 at 3:00 pm EST email: colleen.henry@ihs.gov.

The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition with addenda.

The provision at 52.212-2, Evaluation-Commercial Items is included with addendum in Section M.

The Contracting Officer and primary point of contact for this RFQ and resulting award is Colleen Henry, and can be reached at (240) 463-3813, and colleen.henry@ihs.gov .

The table of contents and the rest of this document represent the combined synopsis/solicitation.

https://www.acquisition.gov/far/part-12#FAR_Subpart_12_6 https://www.acquisition.gov/far/part-52#FAR_52_212_1 https://www.acquisition.gov/far/part-52#FAR_52_212_2 mailto:colleen.henry@ihs.gov

Request for Proposal 75H70126Q000008

IT SaaS Medical Equipment Planning Software

TABLE OF CONTENTS:

Section Taxonomy

Section B Schedule of Items

Section C Description and Specification (Statement of Work)

Section D Packaging and Markings

Section E Inspection and Acceptance

Section F Deliveries or Performance

Section G Contract Administration Data

Section H Special Contract Requirements

Section I Contract Clauses

Section J List of Documents, Exhibits

Section K Representations and Certifications

Section L Instruction, Conditions and Notices

Section M Evaluation Factors for Award Proposals shall set forth full, accurate, and complete information as required by this request for proposal (including attachments). The penalty for making false statements in proposals is prescribed in 18 U.S.C. 1001.

SECTION B – SCHEDULE OF ITEMS

Description Quantity Unit Cost Total

Base Year- software license for the planning of Medical Equipment and Furnishings, Fixtures, and Equipment (FF&E) for the construction of new health care facilities

1 each

Option Year 1- software license for the planning of Medical Equipment and

Furnishings, Fixtures, and Equipment (FF&E) for the construction of new health care facilities

1 each

TOTAL (Base year + 1 option year)

NOTES:

B.1 Offerors shall submit pricing for each line item in Section B. Failure to propose in this manner may result in proposal rejection. Each price shall be a fully burdened (billable rates inclusive of all costs) to cover, all direct and indirect charges, burdened to include, but not limited to the following: Direct labor, fringe benefits, materials, subcontracts, overhead, general and administrative, quality control, supervision, support functions, facilities capital, cost of money and profit.

B.2 SF1449: Submit invoices in accordance with Section I, HHSAR 352.232‐71, Electronic Submission of Payment Requests (Feb 2022).

B.3 PERIOD OF PERFORMANCE: The base period of performance for this contract consists of one calendar year, commencing December 31, 2025 through December 30, 2026, with the availability of one option year period.

NOTE: The dates above for Period of Performance will be finalized on the subsequent contract award document.

IMPORTANT INFORMATION:

Under no circumstances will any oral statements made be binding upon the Government unless such statements or agreements are issued in writing by the Contracting Officer.

Only a warranted Contracting Officer acting within their delegated limits has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the

Contracting Officer attempts to make changes to the terms and conditions of this contract, you shall not proceed within the change and shall immediately notify the Contracting Officer.

SECTION C – DESCRIPTION

See Attachment J01 Equipment Planning SaaS Statement of Work (SOO)

Method of Measurement and Payment

The vendor shall only invoice for licenses provided.

Method of Measurement: Each license/maintenance

Payment: Payment shall include all license items received.

END OF SECTION

SECTION D – PACKAGING AND MARKING

SECTION E – INSPECTION AND ACCEPTANCE

E.1 PLACE OF ACCEPTANCE

(a) The Contracting Officer or the duly authorized representative will accept supplies to be provided under this purchase order.

(b) The place of acceptance will be:

IHS Office of Environmental Health and Engineering

5600 Fishers Lane

Rockville, MD 20857

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CONTRACT TYPE

This is a firm-fixed price purchase order.

F.2 DELIVERY

PERIOD OF PERFORMANCE: The base period of performance for this contract consists of one calendar year, commencing December 31, 2025 through December 30, 2026, with the availability of one option year period.

NOTE: The dates above for Period of Performance will be finalized on the subsequent contract award document.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER

The Contracting Officer (CO) means a person who is the principal individual and responsible representative of the Government with the authority to enter into, administer and/or terminate contracts and make related determinations and findings pertaining to the contract. The Contracting Officer signs all contractual documents, approves and signs all modifications to contracts, processes and approves payment requests, reviews and makes final decisions on contractual discrepancies, and administers the contract. The Contracting Officer is the only authorized individual to make changes to the contract.

G.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

(a) Contracting Officer's Representatives (COR), may be appointed for the purpose of representing the

Contracting Officer and assuring compliance with the contract requirements.

(b) The COR has NO AUTHORITY to make any changes to the contract or any contract documents.

(c) The COR may approve minor field changes which do not affect the scope, period of performance and/or price of the contract. The COR is authorized to issue notices regarding noncompliance of contract requirements, and to stop work on any portion of the job if the Contractor's methods cause unsafe conditions or will result in noncompliant work which would be impracticable to correct or to replace while permitting other (conforming) portions of the work to continue. Issuance of a Notice of

Noncompliance as described herein does not constitute a suspension of work as described in Section I, FAR Clause 52.242-14, Suspension of Work (April 1984).

(d) The COR is appointed in writing and the contractor will receive a copy of the appointment letter.

G.3. ADDRESS FOR CORRESPONDENCE

(a) It is the intent of the Government to use electronic means as much as possible while administering this contract.

(b) Most correspondence shall be sent via email directly to the CO and COR. If sending documents via postal mail, include the Contract Number on all correspondence. Overnight Mail and U.S. Mail shall be sent to the Contracting Officer, unless otherwise specified, at the following address:

Indian Health Service

75H70125Q00033 IT SaaS Medical Equipment Planning Software

Division of Engineering Services

701 Fifth Avenue, Suite 1600

Seattle, WA 98104

G.4. CERTIFICATION OF PAYMENTS – RELEASE OF CLAIMS (ROC)

The Contractor, when submitting final payment under this contract, shall submit to the Contracting

Officer:

(a) A certification that the Contractor has made payment from proceeds of prior payments, or that he will make timely payment from the proceeds of the progress or final payment then due him, to any subcontractors and suppliers in accordance with established contractual arrangements; and

(b) A properly executed Contractor's Release. The Release of Claims form is available from the

Contracting Officer. Failure to submit this completed release will result in a delay of final payment.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

Not Applicable

SECTION I – CONTRACT CLAUSES

I.1. FAR 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/these two web addresses - This for FAR:

https://www.acquisition.gov/far/ and this for HHSAR: http://www.hhs.gov/policies/hhsar/

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

Number Title Date

52.212-4 Contract Terms and Conditions – Commercial Items

Nov 2023

(Deviation

Aug 2025)

52.233-1 Disputes May 2014

HEALTH AND HUMAN SERVICES ACQUISITION REGULATION CLAUSES by reference http://www.hhs.gov/policies/hhsar/

352.239-74 Electronic and Information Technology Accessibility Dec 2015

I.2 FAR 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 as a result 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 at least 60 days before the contract expires.

I.2 FAR 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 1 calendar day from the date of contract award; 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 2 years.

(End of clause)

HHSAR 352-232-71 Electronic Submission of Payment Requests (FEB 2022)

(a) Definitions. As used in this clause -https://www.acquisition.gov/far/ http://www.hhs.gov/policies/hhsar/

Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR

32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system.

Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting

Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the

Contracting Officer's written authorization with each payment request.

(End of clause)

SECTION J – LIST OF DOCUMENTS, EXHIBITS & OTHER ATTACHMENTS

J01 Equipment Planning SaaS Statement of Work (SOO)

J02 Wage determination Montgomery Cty, MD 2015-4269 dated 07/08/2025

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS

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

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce

Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by

Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at

352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable

Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment

Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable

Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document - in detail - whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS

Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://www.hhs.gov/web/508.

In order to facilitate the Government's determination whether proposed EIT services meet applicable

Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS

L.1. 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/these address(es): Federal Acquisition Regulations -https://www.acquisition.gov/far

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

Number Title Date

52.204-7 System for Award Management Nov 2024

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services

Sep 2023

(Deviation

Aug 2025

52.217-5 Evaluation of Options Jul 1990

HEALTH AND HUMAN SERVICES ACQUISITION REGULATION CLAUSES by reference

352.239-73 Electronic Information and Technology Accessibility Notice Dec 2015

L.2. ADDENDUM TO FAR 52.212-1 – INSTRUCTIONS TO OFFERORS – COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (Sep 2023)(Deviation Aug 2025)

L.2.1 DUE DATE AND GENERAL QUOTE PREPARATION INSTRUCTIONS

The offeror’s quote is due on or before December 26, 2025 at 3:00 pm EST and shall be emailed to the

Contracting Officer, The quote shall address and meet all requirements set forth in this solicitation to be considered acceptable.

In addition, the following instructions establish the acceptable minimum requirements for the content of quotes.

1. Submit quote to the office identified in this solicitation, at or before the specified date and time.

Quotes in PDF format, provided via E-mail are preferred. Electronically-sent quotes shall be emailed to Colleen Henry, Contracting Officer, at colleen.henry@ihs.gov.

2. Provide a Cover Letter which shall include, at a minimum, the following additional information:

a. Name, telephone number, and email address of your designated Point-of-Contact.

b. UEI number for your company.

https://www.acquisition.gov/far

3. Formally acknowledge each amendment to this solicitation, if applicable, by completing the appropriate sections on the corresponding Standard Form 30, Amendment of Solicitation/

Modification of Contract (i.e., Block 8 and Blocks 15A through 15C).

(End of Provision)

L.3 INTERPRETATION OF SOLICITATION – DISCREPANCIES

(a) Under no circumstances will any oral statements made be binding upon the Government unless such statements or agreements are issued in writing by the Contracting Officer.

(b) Any prospective offeror desiring an explanation or interpretation of the solicitation shall submit a request in writing to the Contracting Officer at colleen.henry@ihs.gov. Terms of the solicitation remain unchanged unless the solicitation is amended in writing.

L.4 INQUIRIES (COMMUNICATION WITH THE CONTRACTING OFFICE)

(a) Offerors shall submit all questions concerning this solicitation in writing to the Contracting Officer at colleen.henry@ihs.gov. Questions should be received no later than 5 days prior to the proposal receipt date to allow time for a response. Responses to inquiries received after this date will be at the discretion of the Government. Any responses to questions will be writing included in an amendment to the solicitation, without identifying the questioner. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern evaluation of offers and performance of the contract.

(b) All inquiry emails shall have the name of firm, address, and contact number included in the text body of the email and be associated with a specific, named individual – first and last name and their position in the firm.

(c) DO NOT directly contact the COR or other Government personnel listed in this solicitation. These personnel have been informed to direct all questions by interested offerors to be submitted to the

Contracting Officer, Colleen Henry, colleen.henry@ihs.gov.

SECTION M – EVALUATION FACTORS FOR AWARD

M.1. 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 shall 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/these address(es): Federal Acquisition Regulations -https://www.acquisition.gov/far

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

Number Title Date

52.212-2 Evaluation-Commercial Products and Commercial Services

Nov 2021

(Deviation

Aug 2025)

M.2. FAR Addendum to 52.212-2 Evaluation – Commercial Products and Commercial Services

(Nov 2021)

The Government will award a single purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government.

The evaluation for this award will be based on price in addition to contractor’s compliance to the terms and conditions for this request for quote. The Government reserves the right to award this contract without discussions.

Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the

Government to exercise the option(s).

The price that will be considered will be calculated by determining the cumulative sum price for all

CLINs appearing on the price schedule in Section B of this solicitation.

(End of Provision)

Proposals which fail to address all requirements listed in Section L may not be considered for further evaluation.

https://www.acquisition.gov/far