IHS_Sources_Sought_IHS-SS-10_22_2026_2026-10-22.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Oklahoma City Area Office · Notice ID IHS-SS-10222026

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, the Indian Health Service (IHS) 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 Service (IHS) requirement for Full-Line Food and Food-Service Supply Distribution. 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 full-line food distribution and related disposable/food-service supplies to the Lawton Indian Hospital Dietary Department. The Contractor shall furnish all labor, transportation, delivery personnel, and resources necessary to deliver ordered products to the hospital receiving area in accordance with this PWS. The place of performance is Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd, Lawton, OK 73507.

Applicable NAICS Code: 311999 — All Other Miscellaneous Food Manufacturing (small business size standard: 700 employees). Product Service Code (PSC): 8945.

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, 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. CAGE Code.

g. Tax ID.

h. Date submitted.

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

j. Company's System for Award Management (SAM) registration status. All respondents must register in SAM at https://www.sam.gov/.

k. Buy Indian Act Indian Economic Enterprise Representation Form (attached).

Disclaimer and Important Notes. This notice does not obligate the Government to award a 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 Point of Entry (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 IHS-SS-10222026 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 1:00 PM CST on November 6, 2026.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is 5 pages.

Attachments:

1. Buy Indian Act Indian Economic Enterprise Representation Form

2. Statement of Work (SOW)

Department of Health and Human Services Indian Health Service

Performance Work Statement (PWS) Lawton Indian Hospital — Full-Line Food and Food-Service Supply Distribution

10/19/2026

1. PURPOSE / BACKGROUND

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives.

The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and to assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Lawton Indian Hospital is a Joint Commission–accredited federal facility in Oklahoma. The mission of the Lawton Indian Hospital is to deliver quality care in order to attain positive health outcomes for all our valued patients with emphasis on cultural sensitivity and human dignity.

The Dietary / Food Service Department provides daily meal service to hospital inpatients, staff, and authorized programs. Reliable, timely delivery of food and food-service supplies is essential to patient nutrition and care.

The purpose of this PWS is to establish a Blanket Purchase Agreement (BPA) for full-line food and food-service supply distribution that results in timely delivery of safe, high-quality products to the facility.

This PWS describes the required outcomes; except where specified, the methods used to achieve those outcomes are the responsibility of the Contractor.

2. SCOPE / REQUIRED OUTCOMES

The Contractor shall provide full-line food distribution and related disposable/food-service supplies to the Lawton Indian Hospital Dietary Department. The Contractor shall furnish all labor, transportation, delivery personnel, and resources necessary to deliver ordered products to the hospital receiving area in accordance with this PWS.

2.1 Full-Line Ordering Under the BPA (Open Catalog)

The items listed in the Price Schedule (Attachment 1) represent the Government's highest-consumption / most frequently ordered items and constitute a representative "market basket" used for evaluation and award purposes only (see Section 9). They are not the exclusive list of items the Government may order.

2.1.1 Open catalog. The Government reserves the right to order any item in the Contractor's full product catalog (and any item the Contractor can source as a full-line distributor), not solely the items in the Price Schedule.

2.1.2 Pricing of non-listed (catalog) items. For items not individually priced in the Price Schedule, the Contractor shall offer pricing at the Contractor's published catalog price in effect at time of order less a fixed Government discount for the life of the BPA.

2.1.3 Price reasonableness on orders. The Government retains the right to determine price reasonableness for any catalog item before ordering and to decline any item whose price it does not find fair and reasonable, without obligation.

2.1.5 Catalog access. The Contractor shall provide ongoing access to its current catalog and applicable pricing (e.g., via online portal or periodic price files) sufficient to identify items and verify the agreed discount/markup.

3. PERFORMANCE REQUIREMENTS AND STANDARDS

The Contractor's performance will be assessed against the following standards. (See the Quality Assurance / Performance Matrix in Section 9.)

# Required Service (Outcome) Performance Standard Acceptable Quality

Level (AQL) Method of

Surveillance

3.1 On-time delivery Orders delivered within the

agreed delivery window ≥ 95% on time Receiving-log review

3.2 Order accuracy / fill

rate

Correct items and quantities delivered

≥ 97% line-item fill accuracy

Receiving reconciliation

3.3 Product condition /

cold chain

Refrigerated ≤ 41°F; frozen solid, no thaw/refreeze; sound condition at receipt

≤ 2% of lines rejected for condition

Inspection at receipt

3.4 Shelf life

Adequate remaining shelf life at delivery, by category: milk ≥ 2 weeks; produce and bread ≥ 1 week; frozen items ≥ 90 days;

canned and shelf-stable goods ≥ 6 months

100% of lines meet category minimums

Inspection at receipt

3.5 Emergency /

expedited orders

Fulfilled within the Contractor's stated emergency lead time

100% per agreed terms

Order/delivery records

3.6 Substitution

management

Advance notice; approved equal-or-better substitutes; not invoiced higher without approval

100% pre-notified Order/delivery records

3.7 Credit / replacement

responsiveness

Rejected items credited or replaced

Within 7 business days Account records

4. CONTRACTOR RESPONSIBILITIES

4.1 Product Supply. The Contractor shall supply the categories of food and supply items listed in the Price Schedule (Attachment 1) — dairy and eggs, meat and poultry, bread and bakery, fresh produce, canned/dry/shelf-stable goods, beverages, and food-service disposables and sanitation supplies — and the balance of its full catalog per Section 2.1.

4.2 Ordering. Orders will be placed via the Contractor's online portal, email, or telephone, as mutually agreed, generally on a recurring weekly schedule. The Contractor shall provide a dedicated account representative for order placement and issue resolution.

4.3 Delivery. Deliveries shall be made to the Lawton Indian Hospital receiving dock, 1515 NE Lawrie Tatum Road, Lawton, OK 73507, on any business day within an agreed window of 8:00 a.m.–10:00 a.m. (preferred receiving hours). The Contractor shall deliver standard orders within 2 business days of order placement and shall maintain a documented process for emergency/expedited orders (e.g., census spikes or equipment failure such as freezer/cooler loss). Drivers shall obtain a signature from authorized receiving personnel.

4.4 Cold Chain and Product Condition. Refrigerated items shall be delivered at ≤ 41°F; frozen items frozen solid with no evidence of thaw/refreeze; produce fresh, sound, of specified grade, and free of spoilage, pests, and damage. All products shall carry adequate remaining shelf life.

4.5 Substitutions and Brand Equivalency. Price Schedule descriptions are generic; any brand names are "or equal" references. The Contractor shall give advance notice of unavailability and may propose an equal-or-better substitute, subject to Government acceptance, not invoiced higher than the contracted item without prior written approval.

5. LEVEL OF EFFORT

The Contractor shall provide:

• A dedicated account representative and point of contact.

• An online ordering portal with current catalog and applicable pricing, and order history accessible to the facility.

• Order confirmations and itemized delivery documentation (invoices referencing the order number, itemizing product, pack/size, quantity, unit price, and extended price).

• Periodic account/usage reporting on request (e.g., spend by category, fill rate, substitution and credit activity) to support the facility's budgeting and quality activities.

• Prompt processing of credits/replacements for rejected or nonconforming items.

6. PERIOD OF PERFORMANCE

5 Year BPA

7. SPECIAL REQUIREMENTS

7.1 In accordance with HHSAR 304.1300(b), non-routine and routine contractor employees shall comply with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12) and the Presidential Cross Agency Priority for strong authentication.

7.2 The USPHS Lawton Indian Hospital is a tobacco/smoke-free environment (buildings and grounds).

No tobacco or smoking use will be tolerated during service or delivery.

7.3 Security Requirements. Contractor personnel shall contact the Government-designated point of contact upon arrival for deliveries. All rules and regulations applicable to the premises apply to the Contractor and its employees while on site, including escort by a Lawton Indian Hospital official where required, presentation of valid identification, smoking restrictions, and all safety procedures.

7.4 Food Safety and Regulatory Compliance. The Contractor shall comply with all applicable Federal, State, and local food-safety laws and regulations, including: the Perishable Agricultural Commodities Act (PACA), 7 U.S.C. 499a et seq., for produce; the Federal Food, Drug, and Cosmetic Act and FDA Food Code; USDA grading/inspection standards where applicable (meat, poultry, eggs, produce); and HACCP principles for cold-chain handling. All items shall meet or exceed commercial "Grade A"/USDA equivalent quality unless a lower grade is specified and accepted. The Contractor shall maintain active SAM.gov registration throughout the BPA period.

7.5 Pricing Integrity — No Add-On Surcharges. All delivery, fuel, and transaction costs shall be included in the Contractor's unit prices. Separate fuel surcharges and transaction surcharges are not permitted.

7.6 Non-Disclosure. The Contractor shall not disclose or disseminate any information concerning the operations of Lawton Indian Hospital. All inquiries, comments, or complaints arising from any matter observed or learned of in connection with performance, the resolution of which may require dissemination of official information, shall be directed to the Government's designated representative.

8. CONTRACT ADMINISTRATION

8.1 Implementation. The Contractor shall coordinate account setup, portal access, and any onboarding/training with the designated Government employee. A minimum of 24-hour notice is required for any on-site activity. No deliveries after 4:15 p.m.; drivers must present valid ID.

8.2 Contractor Point of Contact (POC). The Contractor shall furnish one designated POC empowered to make daily decisions ensuring that day-to-day performance meets the terms of the BPA.

8.3 Contractor Phone Number. The Contractor shall provide a toll-free telephone number for orders and service calls, answered Monday through Friday, 0800–1600 CST.

8.4 Invoices. The Contractor shall submit a proper invoice to: www.ipp.gov monthly. Each proper invoice shall include: company name, address, and phone number; invoice number and date (unique per invoice); BPA/order number; itemized description of products delivered (product, pack/size, quantity, unit price, extended price); and total cost. Payment terms per the Prompt Payment Act.

8.5 Government-Furnished Property/Services. The Government will provide receiving-area access and designate authorized receiving personnel. Government-furnished space is for the provision of services under this BPA only.

8.6 Contractor-Furnished Property/Services. The Contractor shall furnish all personnel, transportation, materials, supplies, and equipment required to perform the work, except as provided in 8.5.

8.7 Changes. Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

9. QUALITY ASSURANCE / PERFORMANCE MATRIX

# Performance Objective Met?

9.1 Did the Contractor deliver orders within the agreed delivery window (≥95% on time)? Yes / No

9.2 Did the Contractor meet the order-accuracy / fill-rate standard (≥97%)? Yes / No

9.3 Were products delivered in proper condition and within cold-chain temperatures (≤2% condition rejections)? Yes / No

9.4 Did the Contractor fulfill emergency/expedited orders within the agreed terms? Yes / No

9.5 Did the Contractor manage substitutions with advance notice and approved equivalents? Yes / No

9.6 Did the Contractor process credits/replacements for rejected items within the agreed timeframe? Yes / No

9.7 Did the Contractor comply with pricing integrity (no unauthorized add-on surcharges)? Yes / No

Department Supervisor Signature: _____________________________

Department Director Signature: _______________________________ http://www.ipp.gov/

DEPARTMENT OF HEALTH & HUMAN SERVICES

Office of Management Services Division of Acquisition Policy (DAP)

5600 Fishers Lane Rockville, MD 20857

INDIAN HEALTH SERVICE

BUY INDIAN ACT

INDIAN ECONOMIC ENTERPRISE

REPRESENTATION FORM

SOLICITATION/SOURCES SOUGHT/RFI #: _________________________________________________

PROJECT TITLE: ________________________________________________________

DATE: ___________________________________________________________________

In accordance with 25 U.S.C. 47 the Buy Indian Act, the signature below constitutes self-certification that the Offeror meets the definition of an “Indian Economic Enterprise” (HHSAR 326.601) in response to this Sources Sought Notice, Request for Information (RFI) or Solicitation and resultant contract.

The enterprise must meet the definition of “Indian Economic Enterprise” throughout the following time periods:

(1) At the time an offer is made in response to this solicitation;

(2) At the time of contract award; and

(3) During the full term of the contract performance period. At any point during these periods, if the Contractor no longer meets the eligibility requirements, the contractor must provide immediate written notification to the Contracting Officer.

Individual Contracting Officers may require documentation of eligibility before awarding a set-aside or sole source contracts under the Buy Indian Act and awards may be subject to protest if the eligibility of the successful Offeror is in question. In addition to the self-certification requirements, successful Offerors must also be registered with the System of Award Management (SAM).

Any false or misleading information submitted by an enterprise when submitting an offer in consideration of an award set-aside under the authority of the Buy Indian Act is a violation of the law and punishable under 18 U.S.C. 1001.

False claims submitted as part of contract performance are subject to the penalties enumerated in 31 U.S.C. 3729 to 3731 and 18 U.S.C. 287.

REPRESENTATION

The Offeror represents as part of its offer that it does _____, does not _____ meet the definition of an “Indian Economic Enterprise” with “Indian Ownership” under the authority of the Buy Indian Act.

Name of the 51% owner of IEE Firm

Certifying Signature

Print Name

Name of Federally Recognized Tribal Entity

Business Name

UEI Number

Sources Sought Notice — Buy Indian Act