IHS1527202 Sources Sought Notice-Final_6_18_26rh.docx

This Sources Sought is not a Request for Proposal (RFP). No solicitation is being issued at this time.

Title: Snow and Ice Management Services for Indian Health Services (IHS) Mashpee Wampanoag Service Unit (MWSU) Notice Type: Sources Sought Synopsis Response Date: June 25, 2026, 5:00 PM Eastern Daylight Time (EDT) PSC Code: S218 – Snow Removal/Salt Service NAICS Code: 561790 – Other Services to Buildings and Dwellings Contracting Office: U.S. Department of Health and Human Services (HHS), ASFR/OMAS Point of Contact: Ratonya Harris, Ratonya.harris@hhs.gov Place of Performance: Mashpee Wampanoag Service Unit (MWSU), 483 Great Neck Road S, Mashpee, MA 02649

1. Introduction This is a Sources Sought notice for market research purposes only, issued by the Indian Health Service (IHS). This is not a solicitation for proposals or quotations. In accordance with the Buy Indian Act (25 U.S.C. § 47), the Federal Acquisition Regulation (FAR), and the HHS Acquisition Regulation (HHSAR), the purpose of this notice is to identify and obtain information from qualified Indian Economic Enterprises (IEEs) and Indian Small Business Economic Enterprises (ISBEEs).

The information received will be used to determine the appropriate acquisition strategy for providing Snow and Ice Management Services at the Mashpee Wampanoag Service Unit (MWSU), with priority given to a set-aside under the Buy Indian Act. The Government will not award a contract based on this notice nor pay for any information submitted.

2. Background The Indian Health Service (IHS) mission is to raise the health status of American Indians and Alaska Natives. The Mashpee Wampanoag Service Unit, located at 483 Great Neck Road S, Mashpee, MA 02649, requires reliable and timely snow and ice management to ensure safe and continuous access for patients, staff, and emergency vehicles during winter weather conditions. Failure to maintain safe conditions poses a risk to health and safety and disrupts the delivery of critical medical services.

3. Statement of Work (SOW)

3.1 Scope of Work

The contractor shall provide all labor, equipment, materials, and supervision necessary to perform snow plowing, snow blowing, shoveling, and the application of de-icing/anti-icing agents for all designated roadways, parking lots, sidewalks, ramps, and entryways on the facility grounds. Service shall be proactive and responsive to ensure the facility remains fully operational during business hours and accessible for emergencies at all times.

3.2 Period of Performance

The contract period will be a base year from September 30, 2026, to September 29, 2027, with four (4) subsequent one-year option periods, exercisable at the discretion of the Government.

· Base Year: 09/30/2026 – 09/29/2027

· Option Year 1: 09/30/2027 – 09/29/2028

· Option Year 2: 09/30/2028 – 09/29/2029

· Option Year 3: 09/30/2029 – 09/29/2030

· Option Year 4: 09/30/2030 – 09/29/2031

3.3 Place of Performance

All services shall be performed at the Mashpee Wampanoag Service Unit, 483 Great Neck Road S, Mashpee, MA 02649. The designated service areas include all parking lots, access roads, sidewalks, walkways, ramps, and building entrances.

4.0 Specific Requirements and Tasks

4.1 Service Activation and Response Times:

· 4.1.1 Automatic Service Trigger: The contractor shall automatically dispatch crews and equipment upon an accumulation of two (2) inches of snow.

· 4.1.2 Pre-Treatment: At the direction of the Contracting Officer (CO), or the Contracting Officer's Representative (COR) acting as delegated by the CO, the contractor shall apply de-icing agents prior to a forecast storm.

· 4.1.3 Icy Conditions: The contractor shall monitor conditions and automatically dispatch crews to treat for icing or refreezing conditions, even in the absence of new snow accumulation.

4.2 Performance Standards:

· 4.2.1 Initial Clearing: All designated surfaces shall be cleared and treated prior to the clinic’s opening at 7:00 AM EST, Monday through Friday.

· 4.2.2 Continuous Service: During prolonged storms, the contractor shall continue to plow and treat surfaces to ensure they remain passable and safe. A final, complete clearing shall be performed at the cessation of the storm.

· 4.2.3 Surface Condition: All paved surfaces shall be cleared to the bare pavement to the maximum extent practicable.

· 4.2.4 Snow Placement: Snow shall be pushed and piled only in pre-designated areas as identified by the COR. Snow piles shall not obstruct traffic sightlines, fire hydrants, drainage infrastructure, or building access.

· 4.2.5 De-icing: The contractor shall apply environmentally safe, non-damaging de-icing materials (e.g., rock salt, calcium chloride, or approved equivalent) to all cleared surfaces.

5.0 Contractor Responsibilities

· 5.1 Equipment and Materials: The contractor shall provide all necessary equipment and materials suitable for a commercial medical facility.

· 5.2 Personnel: The contractor shall provide trained and supervised personnel.

· 5.3 Safety and Compliance: The contractor shall comply with all applicable OSHA, federal, state, and local safety regulations and is responsible for preventing damage to government property.

6.0 Deliverables and Reporting

· 6.1 Post-Award Kickoff Meeting: The contractor shall attend a post-award meeting with the CO and COR.

· 6.2 Service Logs: The contractor shall maintain and submit a detailed service log to the COR within 24 hours of each service completion. The log shall include: date and time of arrival, services performed, materials used, and time of completion.

· 6.3 Invoicing: Invoices shall be submitted monthly in accordance with instructions provided at the post-award meeting and must correspond to the services detailed in the service logs.

7.0 Basis for Compensation

This requirement is anticipated to be a Firm-Fixed-Price contract. The pricing structure may include fixed rates per event (e.g., per-inch accumulation tiers), a seasonal contract price, or another fixed-price arrangement. Respondents are encouraged to describe their standard commercial pricing structures in their capability statement. The final pricing structure will be defined in the solicitation.

8.0 Government-Furnished Items

The Government will furnish designated snow piling locations and access to the site. No other equipment, materials, or information will be provided.

9.0 Requested Information from Interested Parties

Interested businesses should provide a capability statement (not to exceed 3 pages) that demonstrates their ability to perform the services described in the SOW. The statement should include:

· Company Information: Name, address, Unique Entity Identifier (UEI), and point of contact.

· Business Size and Status: Provide your small business size status under NAICS code 561790 (e.g., Small Business, 8(a), HUBZone, Service-Disabled Veteran-Owned Small Business, Woman-Owned Small Business).

· Indian Enterprise Status: A statement on your company’s status as an Indian Economic Enterprise (IEE) or Indian Small Business Economic Enterprise (ISBEE) and a completed IHS IEE Representation Form.

· Capability Narrative: A brief description of your company's experience providing similar snow and ice management services, particularly for medical facilities or other critical-access locations. Include details of equipment, personnel, and typical response times.

· Relevant Past Performance: Provide up to three (3) examples of similar work performed within the last five years, including customer name, period of performance, and a brief description of the work.

10. Submission Instructions Please submit your capability statement and the attached IHS IEE Representation Form via email to Ratonya Harris at Ratonya.Harris@hhs.gov no later than the response date and time listed above. The subject line of the email should read: "Response to Sources Sought Notice IHS1527202: Snow and Ice Management Services".

11. Disclaimer This notice does not constitute a Request for Proposal (RFP). The Government will not provide feedback on any information submitted. All submission costs are at the respondent's expense. Information marked as proprietary will be handled as such.