IHS_Sources_Sought_IHS-SS-10282026_GENERATOR_2026-10-28.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Oklahoma City Area Office · Notice ID IHS-SS-10282026 GENERATOR

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 Emergency Generator Preventive Maintenance, Repair, Emergency Callout & Rental Services. 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 preventive maintenance (PM), operational testing, corrective maintenance/repair, emergency callout, controller/ATS software and firmware updates, and emergency temporary (rental) generator services for the emergency generators and associated automatic transfer switches (ATS). The places of performance are: Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd, Lawton, OK 73507; Anadarko Indian Health Center, 201 E Parker McKenzie Dr., Anadarko, OK 73005.

Applicable NAICS Code: 811310 — Commercial and Industrial Machinery and Equipment (small business size standard: $12.5 million). Product Service Code (PSC): J061.

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-10282026 GENERATOR 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. Performance Work Statement (PWS)

Department of Health and Human Services Indian Health Service

PERFORMANCE WORK STATEMENT (PWS)

Emergency Generator Preventive Maintenance, Repair, Emergency Callout & Rental Services

1. PURPOSE / BACKGROUND

The Lawton Service Unit (LSU), Indian Health Service (IHS) requires preventive maintenance (PM), operational testing, corrective maintenance/repair, emergency callout, controller/ATS software and firmware updates, and emergency temporary (rental) generator services for the emergency generators and associated automatic transfer switches (ATS) at two sites:

• Lawton Indian Hospital (LIH) — 1515 NE Lawrie Tatum Rd, Lawton, OK 73507

• Anadarko Indian Health Clinic (AIHC) — 201 E Parker McKenzie Dr, Anadarko, OK 73005

These generators provide emergency power to critical functions — including the Pharmacy, Emergency Room (ER), MRI Trailer (cooling), Operating Rooms (OR), and other departments at LIH, and critical clinic functions at AIHC — in the event of a utility power loss. The services required herein reflect the maintenance and repair activities LSU currently procures at both sites, consolidated into a single competitive contract to replace reactive, piecemeal purchasing with a structured preventive-maintenance program.

This is a performance-based requirement. The Government describes the required results and the standards against which performance will be measured; the contractor determines the specific methods, procedures, and labor necessary to achieve those results, consistent with the governing standards and the equipment manufacturer's requirements.

Equipment covered: This award covers all emergency generators, automatic transfer switches (ATS), and associated components listed in the Equipment Schedule at Section 11, as that schedule may be updated by the Government during the period of performance. The Government reserves the right to add or remove units from the Equipment Schedule by written modification through the Contracting Officer.

Governing classification: NFPA 110, Level 1 Emergency Power Supply System (EPSS), unless a different level is specified for a given unit in the Equipment Schedule.

2. SCOPE

The contractor shall provide all personnel, labor, supervision, management, parts, materials, tools, equipment, PPE, transportation, travel, disposal, and incidental services necessary to deliver the following service lines for every unit in the Equipment Schedule (Section 11):

1. Preventive Maintenance (PM) — scheduled, recurring maintenance to keep each generator and ATS in a continuous state of readiness.

2. Operational Testing — weekly, monthly, and annual testing of each generator/ATS.

3. Corrective Maintenance / Repair — diagnosis and repair of deficiencies, failures, and non-conforming conditions (e.g., fuel system faults, governor/actuator repair, controller faults, ATS malfunctions) identified during PM, testing, or operation.

4. Emergency Callout — on-demand response to generator or ATS failures or alarms affecting emergency power availability.

5. Software / Firmware Updates — OEM-controlled ATS/controller software or firmware updates where required to restore or maintain proper function (see Section 3.5).

6. Emergency Temporary (Rental) Generator — furnishing, delivery, hookup, and removal of a temporary generator when a covered unit is out of service (see Section 3.7).

All work shall conform to NFPA 110, the equipment manufacturer's specifications, and all other applicable codes and standards identified in this PWS.

3. REQUIRED SERVICES AND PERFORMANCE STANDARDS

3.1 Preventive Maintenance

Required outcome: The generator, ATS, and all associated components remain in full working order and in a state of readiness to carry building load upon any utility power failure, in continuous compliance with NFPA 110 (Level 1) and manufacturer requirements.

The contractor shall perform, at minimum:

• Monthly PM inspections, fluid and component checks, hardware/software checks, and servicing of the generator and ATS, on a set recurring day and time as close to 30-day intervals as practicable.

• Engine oil and oil filter changes at the manufacturer's required interval [The IHS reference standard is every 12 months or 150 hours of operation, whichever occurs first].

• All component checks, PMs, and fluid/component replacements in accordance with the manufacturer's published maintenance schedule.

Performance standards:

Objective Standard Acceptable Quality Level (AQL)

PM completed on schedule

Each monthly PM performed within 5 calendar days of the scheduled date 100%

Equipment readiness Generator/ATS left in working, ready-to-run condition after every service 100%

Code compliance All PM performed per NFPA 110 and manufacturer specs 100%

3.2 Operational Testing

The contractor shall conduct and/or verify the following tests and document the results:

• Monthly building-load test: 30-minute generator building-load test on a set day/time recommended by the COR, scheduled to minimize impact on patients, staff, and hospital operations.

• Annual load-bank test: 4-hour generator load-bank test on a set day/time recommended by the COR.

Performance standard: All scheduled tests completed on time with documented results delivered to the COR; any failed test condition reported to the COR immediately and corrected per Section 3.3.

AQL: 100%.

3.3 Corrective Maintenance / Repair

Required outcome: Deficiencies, failures, and non-conforming conditions are diagnosed and corrected so the EPSS is restored to full NFPA 110 / manufacturer-compliant working order.

• The contractor shall notify the COR of any deficiency discovered during PM, testing, or callout, with a description of the condition and recommended corrective action.

• Repairs within the Government-authorized not-to-exceed (NTE) threshold of per occurrence may proceed upon COR verbal/written authorization; repairs exceeding the NTE require prior written authorization in accordance with Section 8.

• Parts shall be new, OEM or OEM-approved equivalent, unless otherwise approved by the COR.

Performance standards:

Objective Standard AQL

Diagnosis accuracy

Deficiency correctly diagnosed; repair resolves the condition without repeat failure within 30 days ≥ 95%

Repair timeliness

Authorized repairs completed within 7 business days of authorization, or per a COR-approved schedule for parts with lead time ≥ 95%

3.5 Software / Firmware Updates (ATS and Generator Controllers) Required outcome: ATS and generator controllers run the manufacturer-correct software/firmware version required for proper operation, alarm/code clearance, and automatic transfer on utility power loss.

• When a malfunction, fault code, or manufacturer bulletin requires a software or firmware update to an ATS (e.g., ABB) or generator controller, the contractor shall obtain and install the correct OEM version.

• Because OEM software/firmware is intermittent, vendor-controlled, and priced per occurrence, it shall be treated as a corrective-maintenance item subject to the authorization and NTE provisions of Section 3.4 and Section 8 — not bundled into fixed-price PM.

Performance standard: Correct OEM version installed; ATS clears fault codes and performs automatic transfer verification after update. AQL: 100%.

3.6 Emergency Callout

Required outcome: Loss or imminent loss of emergency power capability is responded to rapidly to restore EPSS readiness.

• The contractor shall maintain a point of contact reachable 24 hours/day, 7 days/week for emergency callout.

• Upon notification of a generator/ATS failure or critical alarm, the contractor shall respond on-site within the response time specified for that unit in the Equipment Schedule (Section 11). Where no unit-specific time is given, the default response time is 2 hours. Note: time-critical units (e.g., the MRI emergency generator, which prevents the MRI from overheating) may carry a shorter required response time.

Performance standards:

Objective Standard AQL

Callout response On-site within 2 hours of notification ≥ 95%

Restoration EPSS restored to readiness, or interim mitigation plus corrective schedule provided to COR, within 8 hours of arrival ≥ 95%

3.7 Emergency Temporary (Rental) Generator

[Optional/as-needed service line — order against as needed; may be $0 in a given period.] Required outcome: When a covered generator is out of service (due to failure, major repair, or a planned outage), critical loads continue to receive power via a temporary unit until the permanent unit is restored.

• Upon COR authorization, the contractor shall furnish, deliver, connect, fuel, maintain, and subsequently remove an appropriately sized temporary (rental) generator to carry the affected load.

• Sizing shall be adequate for the served load (e.g., Pharmacy, ER, MRI, Operating Rooms) and coordinated with the COR.

• The contractor shall provide all cabling, connection, and safe hookup/disconnection, and shall keep the temporary unit fueled and operational for the duration of the rental.

• Where a permanent repair is delayed (e.g., parts lead time or weather), the contractor shall maintain temporary power and coordinate any rental extension with the COR in advance.

Performance standards:

Objective Standard AQL

Temporary power established

Rental unit delivered and carrying load within 24 hours of authorization ≥ 95%

Continuity Temporary unit remains operational for the rental duration; no unplanned loss of power to served load 100%

Coordination Any extension coordinated with and approved by COR before the current rental term lapses 100%

4. PERIOD OF PERFORMANCE

Base period of twelve (12) months from date of award, with four (4) option years.

5. DELIVERABLES AND REPORTING

The contractor shall deliver the following to the COR electronically unless otherwise noted:

No. Deliverable Due

1 List of on-site and key personnel (updated when changes occur) Before start of work

2 Monthly PM report (inspections, run-times, fluids, component checks, deficiencies)

Within 5 business days of each monthly PM

3 Test records (monthly building-load, annual load-bank) With the applicable monthly report / after annual test

4 Corrective maintenance / repair reports Within 5 business days of each repair

5 Emergency callout reports Within 2 business days of each callout

5a Software/firmware update records (version installed, verification)

Within 2 business days of each update

5b Rental generator records (delivery, sizing, duration, removal)

Within 2 business days of delivery;

closeout at removal

6 Copies of all reports, logs, repairs, and tests As generated / upon request

7 Manufacturer warranties, guarantees, and instructional literature for parts/components installed Upon installation

Records shall be sufficient to support The Joint Commission accreditation and NFPA 110 compliance obligations.

6. CONTRACTOR QUALIFICATIONS AND STANDARDS

• Work shall be performed by skilled, trained technicians qualified to service MTU/Detroit Diesel generator sets and the installed ATS.

• All work shall conform to the latest applicable editions of OSHA, EPA, NFPA, IBC, NEC, ASME, ASTM, AWS, ANSI, SMACNA, NIOSH, ASHRAE, and the accrediting body's codes, standards, and guidelines.

• The contractor shall furnish one designated point of contact (POC), empowered to make day-to-day decisions, and a telephone number answered during clinic hours.

7. SITE REQUIREMENTS, SAFETY, AND SECURITY

• Sites: Lawton Indian Hospital (LIH), 1515 NE Lawrie Tatum Rd, Lawton, OK 73507; and Anadarko Indian Health Clinic (AIHC), 201 E Parker McKenzie Dr, Anadarko, OK 73005.

• Hours: All load tests shall be performed outside of each site's operating hours of 8:00 AM to 5:00 PM. After-hours work (other than emergency callout/load tests) requires scheduling and approval by the Project Officer at least 48 hours in advance.

• Access/badging: Contractor personnel shall sign in, obtain and display an ID/visitor badge, and sign out daily at each site; access is managed by each site's Facility Management. Personnel requiring routine physical access shall comply with HHSAR 304.1301 and NIST FIPS PUB 201- 2 (PIV) requirements.

• Advance notice: Contractor shall contact the Government POC 24 hours in advance of non-emergency service calls or deliveries.

• Tobacco-free: LIH is a tobacco/vape/smoke-free environment (buildings and grounds).

• Life safety / infection control: The contractor shall implement and maintain all safety and infection control measures meeting OSHA, NFPA, ASHRAE, and the accrediting body's standards, use proper PPE, and not compromise fire egress or patient flow. Deficiencies identified by the Safety Officer / Infection Control Officer shall be corrected immediately.

• Disposal: Contractor shall remove and dispose of all fluids and used parts per local, state, and federal law, and clean work areas to the satisfaction of Facility Management/COR.

• Non-disclosure: Contractor shall not disclose information concerning LIH operations; inquiries requiring release of official information shall be directed to the Government's designated representative.

8. CHANGES

Any change to this PWS shall be authorized only through written correspondence from the Contracting Officer (CO). Costs incurred through the direction of any party other than the CO shall be borne by the contractor.

9. GOVERNMENT-FURNISHED ITEMS

The Government shall provide access to and oversight of the spaces requiring work. All other personnel, materials, storage, supplies, disposal services, tools, and equipment shall be contractor-furnished.

10. POINT OF CONTACT

Contracting Officer's Representative (COR): Ethan Springer, General Engineer, 580-354-5248, ethan.springer@ihs.gov

Project Oversight / Supervisor: Christopher Anthony, Facility Manager, 580-354-5251, christopher.anthony@ihs.gov

Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd Lawton, OK 73507

11. EQUIPMENT SCHEDULE

The following units are covered by this award. This schedule may be updated by the Government through written modification by the Contracting Officer.

# Site Generator make/model Serial No. Fuel Served load / area

ATS

make/model

EPSS

level

Callout response time

1 LIH MTU

12V1600DS600 95010501154 Diesel Pharmacy

& ER ABB & ASCO Level 1 2 hrs

2 LIH Kubota 3800-T 2JE1471 Diesel MRI Trailer Kubota Level 1 2 hrs

3 LIH Cummins 00DFCE-99097C J980815920 Diesel Old

Hospital Cummins Level 1 2 hrs

4 LIH Generac 519 3000069372 Natural

Gas

PHN

Building Generac Level 1 2 hrs

7 AIHC Generac 14262800200 2115690 Natural

Gas Clinic Generac 14262800200 Level 1 2 hrs

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