IHS_Sources_Sought_IHS1531102_2026-08-17.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Oklahoma City Area Office · Notice ID IHS1531102

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 AuDBase Software Implementation and PATH EHR Interface. 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 an audiology software platform to receive electronic data from supported audiology equipment and produce audiology reports (including audiograms) for clinical documentation. The place of performance is Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd, Lawton, OK 73507.

Applicable NAICS Code: 513210 — Software Publishers (small business size standard: $47.0 million). Product Service Code (PSC): 7A21.

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 IHS1531102 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 2:00 PM CST on August 24, 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)

STATEMENT OF WORK (SOW)

AuDBase Software Implementation and PATH EHR Interface

PURPOSE OF THE PROJECT

The Indian Health Service (IHS) requires the acquisition, configuration, and implementation of the AuDBase audiology software application, including integration services to enable the electronic exchange of audiology patient and test result data between AuDBase and the PATH Electronic Health Record (EHR). The objective is to improve clinical workflow, reduce manual data entry, and ensure audiology results are available in PATH in a timely, chartable, and auditable format.

BACKGROUND

IHS facilities provide audiology diagnostic services using audiometers, tympanometers, and related equipment. Audiology workflows require the capture of patient demographics, scheduling/worklist information, and the transmission of final test results to the EHR. AuDBase is a specialized audiology software platform designed to receive electronic data from supported audiology equipment and produce audiology reports (including audiograms) for clinical documentation.

SCOPE

This SOW covers contractor-provided AuDBase software licensing (as applicable to the acquisition), installation, configuration, interface development and implementation, testing, training, go-live support, and ongoing technical support/maintenance (if included in the order).

The implementation shall support an inbound interface to build an AuDBase daily clinic worklist and an outbound interface to transmit final audiology results to PATH EHR.

Participating IHS Site(s): Lawton Indian Hospital (LIH), 1515 NE Lawrie Tatum Rd, Lawton, OK 73507.

Number of clinics/sound rooms in scope: 2.

Estimated AuDBase users in scope: 3 concurrent users; estimated workstations in scope: up to 10 (as specified in the order).

DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

A. AuDBase Software and Equipment Connectivity

Provide AuDBase software solution suitable for clinical audiology workflow, including server database and client application components.

Configure AuDBase to accept manual (point-and-click) entry as needed and to accept electronic data transfer from compatible audiology equipment where available.

Configure and validate connectivity from audiology equipment to AuDBase for up to two (2) sound rooms across one (1) clinic (or as specified in the order).

B. PATH EHR Interface Requirements (HL7)

The Contractor shall design, build, test, and implement PATH interfaces consistent with the following baseline scope, unless modified by the Government in writing.

Inbound interface (worklist): Extract daily clinic patient data from standard ADT, Orders, and/or Scheduling messages to create an AuDBase clinic worklist for the day, including support for patients added throughout the day.

Establish TCP/IP connectivity (with optional SSL/TLS as required) between AuDBase and the

Follow standard HL7 acknowledgment protocols for message receipt/processing.

Outbound interface (results): Generate an ORU message that includes an audiogram report as a linked or Base-64 encoded PDF suitable for incorporation into PATH clinical documentation.

Outbound discrete data (as required): Populate defined discrete data elements using OBX segments within the outbound ORU message. Specific data elements shall be defined by the Government based on the AuDBase data dictionary and PATH requirements.

Unless otherwise required by the Government, interfaces shall be implemented using HL7 Version 2.3 specifications.

C. Noah Interface (If applicable)

If a Noah interface is included, configure AuDBase to share audiogram content and patient

D. Installation, Configuration, and Training

Provide installation services including server software load and configuration, and client software installation/setup on up to ten (10) Government-designated computers (or as specified).

Provide end-user and IT administrator training (remote and/or on-site as specified) covering system use, workflow, troubleshooting, and downtime procedures.

Provide initial go-live support and stabilization support, including assistance with interface monitoring and issue resolution.

E. Support and Maintenance (If included)

Provide technical support for AuDBase software, interfaces, and included modules during the period of performance, including incident triage, issue resolution, and patch/update guidance.

Provide a Government-facing point of contact and escalation path for issues impacting patient care workflows and results transmission.

PERIOD OF PERFORMANCE

Base Period: 01/15/2026 through 01/15/2027 (12 months).

Option Periods (if applicable): Up to four (4) additional 12-month option periods for support/maintenance and subscription-based services, as specified in the contract/order.

PLACE OF PERFORMANCE

Work may be performed remotely and/or on-site at the participating IHS facility/facilities. On-site activities may include installation, equipment connectivity verification, user training, and go-live support.

GOVERNMENT-FURNISHED PROPERTY, FACILITIES AND SERVICES

Access to PATH EHR test and production interface endpoints/environments, including interface specifications and connectivity requirements.

Network access, IP addresses, firewall rules, and VPN/remote access mechanisms as approved by Government IT.

Designated PATH and IT points of contact for coordination and testing.

Workstations and server resources (physical or virtual) as required for AuDBase deployment, unless contractor-hosted is specified in the contract.

Audiology equipment and sound room infrastructure required for connectivity and testing.

CONTRACTOR-FURNISHED PROPERTY, FACILITIES AND SERVICES

AuDBase software licenses/subscriptions and modules as ordered (e.g., base package, OAE module, Noah interface).

Interface development/configuration services for inbound worklist, outbound ORU with PDF, and outbound discrete OBX elements as ordered.

Installation/configuration services, training materials, and implementation documentation.

Any required cables, port converters, or other minor accessories necessary for initial connectivity as specified in the vendor install/training package.

SECURITY AND PRIVACY REQUIREMENTS

The Contractor shall comply with all applicable federal laws, regulations, and HHS/IHS policies regarding the protection of sensitive information, including Protected Health Information (PHI) and Personally Identifiable Information (PII).

Comply with HIPAA and the Privacy Act, as applicable, and ensure PHI/PII is used only for purposes of contract performance.

Coordinate with the Government on any required security documentation or agreements applicable to system interconnection (e.g., Interconnection Security Agreement (ISA)) if AuDBase connects to Government networks or exchanges data with PATH.

Ensure encrypted transmission methods are used where required (e.g., TLS/SSL for TCP/IP connections).

Ensure contractor personnel access is limited to authorized individuals with a need-to-know and is revoked when no longer required.

Report suspected or confirmed security incidents involving Government information in accordance with contract terms and Government direction.

SPECIAL REQUIREMENTS

HSPD-12/PIV: Contractor personnel requiring physical or logical access to Government facilities or systems shall comply with HHS/IHS identity proofing and credentialing requirements.

Confidentiality: Contractor shall not disclose information concerning Government operations, systems, or patient data. All external communications shall be coordinated through the Contracting Officer or COR.

Scheduling: On-site visits shall be coordinated in advance with the COR and local facility leadership to minimize disruption to patient care.

SECTION 508 AND ACCESSIBILITY

If AuDBase or any delivered electronic user documentation constitutes Electronic and Information Technology (EIT), the Contractor shall provide Section 508 conformance information (e.g., VPAT® or equivalent accessibility documentation) and shall remediate accessibility issues in delivered products/services to the extent required by contract terms.

DELIVERABLES AND REPORTING REQUIREMENTS

The Contractor shall provide the following deliverables at a minimum, unless modified by the contract/order:

Deliverable Description / Acceptance Due Date Project kickoff and implementation plan

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Within 10 business days after award; includes schedule, roles/responsibilities, and communication plan.

Requirements validation and interface design documentation (Interface Control Document)

Deliverable accepted by COR when provided in agreed format and demonstrates successful

Prior to build; includes HL7 message types, segments, field mappings, error

Deliverable Description / Acceptance Due Date completion of the stated tasks/requirements.

handling, and acknowledgment rules.

AuDBase installation and configuration

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Prior to testing; server and client components installed/configured per agreed design.

Inbound worklist interface implemented

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Ready for testing; supports daily clinic worklist and same-day add-ons.

Outbound results interface implemented (ORU with PDF)

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Ready for testing;

transmits audiogram PDF to PATH.

Discrete results (OBX) implemented (if ordered)

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Ready for testing; discrete elements defined by Government and validated end-to-end.

Testing and validation package

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Includes unit testing evidence, interface test cases, UAT support, and issue log/resolution.

Training package Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

End-user and IT admin training delivered; training materials provided.

Go-live and stabilization support

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Support during go-live window and stabilization period as specified in the contract/order.

Operations and maintenance documentation

Deliverable accepted by COR when provided in agreed format and demonstrates successful completion of the stated tasks/requirements.

Admin guide, backup/restore guidance, interface monitoring steps, and downtime procedures.

Contractor Point of Contact (POC): The Contractor shall designate a primary POC responsible for day-to-day coordination and issue escalation.

for technical direction and acceptance of deliverables within the scope of the contract.

PAYMENT AND INVOICING INSTRUCTIONS

Invoices shall be prepared and submitted in accordance with contract terms and applicable HHS invoicing requirements. If required by the contract, invoices shall be submitted through the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71.

Invoice must clearly identify: invoice date/number, contract/order number, line item description, quantity/unit price (if applicable), and period of performance/dates of service.

Invoice submission shall be electronic as directed by the Contracting Officer.

CHANGES TO THE STATEMENT OF WORK (SOW)

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

DELIVERABLES / PERFORMANCE MATRIX

The Government will evaluate performance using, at minimum, the following criteria:

AuDBase installed and operational per requirements.

Inbound worklist interface successfully processes ADT/Orders/Scheduling messages and maintains an accurate same-day clinic worklist.

Outbound ORU results successfully transmit to PATH with an audiogram PDF attached/linked and are retrievable in PATH.

Discrete OBX data elements (if included) are transmitted accurately and map to the correct

PATH locations/fields.

Training completed and users demonstrate ability to complete core workflows.

Support responsiveness meets contract requirements and critical issues impacting patient care are addressed promptly.

Program/Department Supervisor Signature: _________________________ Date: ____________

Administrative Officer Signature: ________________________________ Date: ____________

DEPARTMENT OF HEALTH & HUMAN SERVICES

Indian Health Service

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