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 Automated Patient Communication Platform for the Wewoka Indian Health Center.

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 IHS1527555 – Automated Patient Communication Platform 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 June 03, 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 five (5) pages.

mailto:maryann.yocham@ihs.gov

Department of Health and Human Services Indian Health Service

Wewoka Indian Health Center

Statement of Work (SOW)

1. PURPOSE OF THE PROJECT

The Oklahoma City Area Office (OCA), Indian Health Services (IHS) has a requirement for Wewoka Indian Health Center to install/implement, maintenance, and support services for an automated patient communication platform.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall provide the necessary equipment, installation, and training for implementation of an automated patient communication platform that interfaces with our VoIP phone system and electronic health record program.

A. Base System Server which includes 4 telephone lines B. 4 additional telephone lines (Ctalk license and VOIP or hardware) C. Prescription Inquiry and Refills via Telephone

C.1. Prescription refill request and status check 24x7 C.2. Transfer capability for further assistance C.3. Comprehensive reporting with statistical data as well as detail transactions and pharmacy post status C.4. Custom messaging for flexibility of communication script setup

D. Prescription-specific Medication Education via Telephone D.1. 24x7 availability D.2. First Databank® Database by Category D.3. Auto mapping for set-up D.4. Quarterly updates for additions, and edits D.5. Detailed usage and statistical reports

E. Prescription Refill Reminders E.1. Must be designed to notify patients that their prescription medication is about to run out through a phone or text alert E.2. Patients are provided with the opportunity to request a refill of the Rx directly through the Reminder (via phone or text reminders) or to indicate that they are not ready for more medication at this time E.3. The system integrates with the Host system (Electronic Health Record program) Pharmacy Package to obtain the necessary data about the Rx’s that need to be refilled and the associated patients to be contacted with the Prescription Refill Reminders.

F. Ad hoc communications patient surveys, Wellness Health Messages, Drug and other miscellaneous communications via Telephone that are 100% accurate. All communications must be sent out within 24 hours at the request of Ad hoc communications.

G. Patient initiated contact management for text messaging. Opt-in and or opt-out as well as cell and home phone number verification and edits and additions.

H. Base SMS Software platform. Includes SMS license for up to 250,000 texts/year. This includes software and text message delivery fees

J. Standard Maintenance and Support Agreement, including license renewal for subsequent years, after initial year of installation.

2.2. The contractor will provide standard maintenance and support services, and license renewal for the system with the above-mentioned features/licenses.

2.3. The contractor shall be responsible for any damage and clean-up to all areas upon completion of the project

3. 508 OF THE REHABILITATION ACT

3.1. All equipment and services must comply with revised section 508 requiring information communications technology (ICT) must be accessible to people with physical, sensory, and cognitive disabilities.

3.2. This product must conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.1 Level AA standards as outlined below.

3.3. All Information and Communication Technology (ICT) deliverables under this contract (e.g., websites, applications, electronic documents, and multimedia) must comply with the Revised Section 508 Standards (36 CFR Part 1194) and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards. The Contractor shall ensure accessibility of all ICT deliverables and provide conformance documentation in the form of a Voluntary Product Accessibility Template (VPAT®) / Accessibility Conformance Report (ACR), or by completing the HHS Section 508 Accessibility Checklists. The current VPAT 2.5 template includes fields for reporting conformance to WCAG 2.1 and shall be used to document accessibility. The Contractor shall remediate any identified accessibility issues at no additional cost. The Contracting Officer will include the applicable Health and Human Services Acquisition Regulation (HHSAR) clauses 352.239-73 and 352.239-74 in the solicitation and resulting contract.

3.4. Before acceptance, the contractor shall provide an Accessibility Conformance Report (ACR) for each ICT item that is developed, updated, configured for the agency, and when product substitutions are offered. The ACR should be based on the latest version of the Voluntary Product Accessibility Template (VPAT®)provided by the Industry Technology Industry Council (ITIC). To be considered for award, an ACR must be submitted for each ICT Item, and must be completed according to the instructions provided by

ITIC.

4. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

5. LEVEL OF EFFORT

5.1 Contractor shall install equipment and software, and provide training to staff during WIHC operating hours of Monday through Friday 7am to 5:30pm CST. Additional hours will be requested in advance to the project site contact, at least one week in advance of work to be initiated.

5.2 Contractors shall provide maintenance and support services for communications systems that provide comprehensive software maintenance, technical support for the server and program, and customer service for all installed systems applications.

5.3 Contractors shall provide hardware maintenance to include providing the required hardware for the telephone and core web applications, replacement hardware/systems that will be provided within one business day of the diagnosis and confirmation of the hardware failure.

5.4 Contractors shall provide software support to include software patches required to keep the software applications operational, voice recordings to accommodate site changes, unlimited help desk telephone support during standard business hours 8:00 AM to 5:00 PM EST, updates to existing user documents, and training aids.

5.5 Contractor shall have IHS VPN access to remotely connect to the WIHC automated communications system for support and maintenance.

5.6 Training: The contractor shall assist user(s) with training if necessary.

6. SPECIAL REQUIREMENTS

6.1. 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.

6.2. In accordance with HHSAR 324.70, (a) All individually identifiable health information that is Protected Health Information (PHI), as defined in 45 CFR 160.103 shall be administered in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) implementing regulations at 45 CFR parts 160 and 164 (the HIPAA Privacy, Security, and Breach Notification Rules). The term “HIPAA” is used in this part to refer to title II, subtitle F of the HIPAA statute, at part C of title XI of the Social Security Act, 42 U.S.C. 1320d et seq., section 264 of HIPAA, subtitle D of title XIII of the American Recovery and Reinvestment Act of 2009, and regulations under such provisions.

6.3. The USPHS Wewoka Indian Health Center is a tobacco/smoke free environment (buildings and grounds).

No tobacco/smoking use will be tolerated during service.

6.4. 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 Wewoka Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

6.5. The contractor shall not disclose or cause to disseminate any information concerning operations of Wewoka

Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

6.5.1. 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 dissemination of official information, shall be directed to the government’s designated representative.

7. DELIVERABLES AND REPORTING REQUIREMENTS

7.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid

ID.

7.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. 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.

7.3. Contractor’s 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 5:00 pm EST, Monday through Friday.

7.4. Personnel Qualifications: The contractor shall have experience managing a Cache’/Iris database.

8. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. The Government shall supply use of government furnished facility space for the provision of services set forth in the contract only.

9. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

9.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

10. 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.

11. DELIVERABLES/PERFORMANCE MATRIX

Performance Matrix Performance Standard AQL Contractor Responds to service calls timely

Responds within 24 hours 95%

Notification system sends out Ad-hoc communications detailed in this SOW

All communications must be sent out 100% accurate within 24 hours of request

95%

Refill reminder text/call delivers and receiveds specific prescription information

Prescription information that is delivered/received by text/voice call is 100% accurate

100%

Prescription refill-line inquiry function correctly and efficiently with no downtime or errors.

Refill line must be available 24 hours a day 7 days a week with no unscheduled down time

100%

Reports submitted on time All reports must be sumbitted within 24 hours per request

95%

Help desk available Help desk must be available Monday thru Friday 8:00am to 5:00pm EST

95%

Wewoka Indian Health Center 36640 Hwy 270

Wewoka, OK 74884

Department Supervisor Signature:_________________________

Chief Operating Officer Signature:_________________________

AARON

JOHNSON -S

Digitally signed by AARON

JOHNSON -S

Date: 2026.04.07 14:25:28 -05'00'

JOSEPH H.

LANDERS -S

Digitally signed by JOSEPH H.

LANDERS -S

Date: 2026.04.07 15:15:27 -05'00'