IHS1515777 Sources Sought Notice.pdf

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, Indian Health Service 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 Services (IHS) requirement. 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 IntelliVault Cabinet and Will Call Prescription Management Program for the Haskell Indian Health Clinic.

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, and 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. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

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

k. Company’s System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form

(attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award 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 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 IHS1515777 Haskell IHS IntelliVault Cabinet and Will Call Prescription Management Program 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 08, 2025.

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

mailto:maryann.yocham@ihs.gov

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

Department of Health and Human Services

Haskell Indian Health Center

Statement of Work (SOW)

1. PURPOSE OF THE PROJECT

Contractor shall provide the Haskell Indian Health Center Pharmacy Department with most current version, of four (4) drawer-controlled drug storage IntelliVault Cabinet and Will Call Prescription Management Program, with AutoNotify Option. This is an addition to existing equipment and will provide both overflow will-call storage and secure storage of controlled substances with barcode verification. Controlled drug storage must be compatible with the current equipment: BD GSL Intellicab (contract awarded previously).

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The Contractor shall furnish:

A. Installation of New equipment:

1. Provide one (1) IntelliVault: Most current version of Four-Drawer Controlled Drug Storage and Will

Call Cabinet, includes smart baskets and lids to fill cabinets.

a.Specifications:

1.

2. Provide one (1) IntelliPad-RFID basket reader

3. Provide one (1) bar code scanner (reader) (must include configuration readings to function seamlessly with cabinet and existing technology).

4. Provide delivery, installation, training and set-up of all new equipment.

B. Service, Maintenance, and Support:

Support and maintenance shall be inclusive of, but not limited to equipment and parts mentioned below:

1. (1) Bar code scanner (reader)

2. (1) IntelliVault Four-Drawer Controlled Drug Storage and Will-Call Cabinet

3. (1) IntelliPad-RFID basket readers

4. Of note: Prescription Auto-Notification, IntelliSys Will Call Management Operating System are not necessary included with contract for IntelliCab

5. The maintenance agreement shall provide all parts and labor.

6. All-inclusive with parts, travel, per diem and labor, short of negligence.

7. Technician arrives on site within 24 hours when they system is fully down and within 48 hours for a system that is functional but with limitations.

8. Software and hardware updates included for install and maintenance.

3. PERIOD OF PERFORMANCE

Equipment shall be delivered and installed within 120 days from the date of award. Service and Maintenance shall be for a base Period of Performance of 12 months from date of install with four (4) twelve (12) month option periods.

4. LEVEL OF EFFORT

4.1. The Contractor shall do the installation of new equipment after hours starting on a Friday after 4:30 p.m.

and work until 11:00 p.m., Saturday 8:00 a.m. to 8:00 p.m., and or Sunday 9:00 a.m. to 6:00 p.m.

Additional hours will be requested in advanced to the project site contact, at least one week in advanced of work to be initiated.

Haskell Indian Health Center

4.2. The Contractor shall provide maintenance to the equipment during regular clinic hours unless prior arrangements are made with the Chief Pharmacist. Regular clinic hours are Monday through Thursday 7:00 a.m. to 4:30 p.m. CST, and Fridays 8:00 a.m. to 4:30 p.m. CST. The Contractor shall complete the maintenance and restore equipment to working condition in a timely manner.

a. Maintenance and Service shall be performed on site within 24 hours for a fully down system and on site within 48 hours for a system that is functional but has limitations.

b. Regular maintenance scheduled to be coordinated in advanced with the Chief Pharmacist. The contractor shall provide competent technicians capable of assessing technical capabilities of hardware, software, printer and accessories. The contractor shall provide a list of on-site parts replacement or maintenance by a field service representative once troubleshooting steps have been deemed necessary.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1301, (a) HHS follows National Institute of Standards and Technology

(NIST) Federal Information Processing Standards (FIPS) Publication (PUB) Number 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, and OMB implementation guidance for personal identity verification, for all affected contractor and subcontractor personnel when contract performance requires contractors to have routine physical access to a federally-controlled facility and/or routine physical and logical access to a federally-controlled information system.

5.2. The US PHS Haskell Indian Health Center is a tobacco/smoke free environment (buildings and grounds).

No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Haskell Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Haskell Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1.All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the disseminati representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery of any parts with the point of contact.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the

POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications:

Technicians assigned to complete the initial installation and training and support must be qualified technicians for the required software, hardware and printers. Contractor shall possess ability to interface

Haskell Indian Health Center with existing technology (e.g. RPMS, ScriptPro). Contractor shall possess GSA or VA contract and be FedRAMP approved.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

N/A.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to:

Equipment and software.

9. 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.

10. DELIVERABLES/PERFORMANCE MATRIX

Performance Matrix Performance Standard AQL

The length of time to receive and install equipment once awarded

Delivered within 120 days 95%

Contractor error, install and or set-up improperly, requiring return service immediately after initial install

Installed & set-up properly 95%

Product delivered with defects and needs to be returned

Equipment received with no defects 95%

Regular service and maintenance not completed per set schedule, requiring facility to intervene to ensure service occurs.

Regular service and maintenance completed as scheduled without facility intervention.

95% requests/calls within one business day, during facility hours of operation.

Returns calls for immediate service concerns or questions within one business day, during facility hours of operation.

95%

Service technician on site within 24 hours for a fully down system and onsite within 48 hours for a system that is functional with limitations. Equipment down for less than 2 business days.

Service technician on site within 24 hours for a fully down system and onsite within 48 hours for a system that is functional with limitations. Equipment down for less than 2 business days.

95%

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________