IHS_Sources_Sought_IHSSS11132026_HVAC_Refrigeration_Parts_Equipment_Refrigerant_2026-11-13.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Oklahoma City Area Office · Notice ID IHSSS11132026_HVAC/Refrigeration Parts, Equipment & Refrigerant

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 HVAC/Refrigeration Parts, Equipment & Refrigerant. 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 HVAC/R repair parts, components, refrigerant, and replacement equipment to support preventive maintenance, emergency repairs, and system replacements across these facilities. 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; Carnegie Indian Health Center, 212 E 4th St, Carnegie, OK 73015.

Applicable NAICS Code: 333415 — Air Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration (small business size standard: 1,250 employees).

Product Service Code (PSC): 4130.

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 IHSSS11132026_HVAC/Refrigeration Parts, Equipment & Refrigerant 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 20, 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)

Department of Health and Human Services Indian Health Service

Performance Work Statement (PWS) Blanket Purchase Agreement (BPA) — HVAC/Refrigeration Parts, Equipment & Refrigerant

Lawton Service Unit (LIH, AIHC, and CIHC) 11/13/2026

1. PURPOSE / BACKGROUND

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives.

The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and to assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Lawton Service Unit (LSU) operates and maintains facilities including the Lawton Indian Hospital (LIH), the Anadarko Indian Health Center (AIHC), and the Carnegie Indian Health Center (CIHC). The Maintenance Departments at these facilities are responsible for the continuous operation of heating, ventilation, air conditioning, and refrigeration (HVAC/R) systems that provide environmental control to patient care areas, exam rooms, pharmacy, dietary/food-storage areas, administrative spaces, and other critical functions. Reliable HVAC/R operation is essential to patient safety, infection control, safe food and medication storage, and regulatory compliance (including The Joint Commission environment-of-care standards).

The LSU has a recurring, ongoing need for HVAC/R repair parts, components, refrigerant, and replacement equipment to support preventive maintenance, emergency repairs, and system replacements across these facilities. These purchases are frequent, individually variable in composition, and often time-sensitive (e.g., emergency repairs to restore cooling or heating in patient care areas, or commercial refrigeration serving dietary walk-in freezers).

The purpose of this PWS is to describe the technical requirement for HVAC/R parts, components, refrigerant, and related equipment to be supplied on an as-needed basis under a Blanket Purchase Agreement (BPA). This PWS addresses parts, equipment, and refrigerant. This PWS describes the required outcomes; the methods used to achieve those outcomes are the responsibility of the Contractor.

2. SCOPE / REQUIRED OUTCOMES

2.1 General. The Contractor shall furnish HVAC/R parts, components, refrigerant, and equipment, together with associated delivery, as ordered by authorized Government personnel through individual BPA calls (orders) placed against the agreement during the period of performance.

2.2 Representative Categories. Supplies and equipment under this requirement include, but are not limited to:

• Heat exchangers, combustion air blowers, and furnace/RTU components

• Condenser and blower motors, fan blades, and fan controls

• Compressors (scroll and other), wiring harnesses, and electrical control components

(contactors, capacitors, relays, snap disc/fan controls, defrost timers/controls)

• Condensing units, evaporator coils/units, and packaged HVAC/R equipment, including commercial refrigeration equipment serving dietary walk-in coolers/freezers

• Refrigerant (e.g., R-410A, R-404A, and successor low-GWP refrigerants) and refrigerant-handling supplies

• Flush/cleaning agents, driers, sight glasses, glycol/heat-transfer fluids, and related maintenance consumables

• Associated freight/delivery for the above

2.3 Commercial Refrigeration. A portion of the requirement is commercial refrigeration equipment and parts serving dietary walk-in coolers/freezers. Offerors must be able to source commercial refrigeration, not comfort-cooling HVAC only.

3. PERFORMANCE REQUIREMENTS AND STANDARDS

The Contractor's performance will be assessed against the following standards. (See the Quality Assurance Surveillance Plan / Performance Matrix in Section 6.)

# Required Service (Outcome) Performance Standard

Acceptable Quality Level

(AQL)

Method of

Surveillance

3.1 Provide timely written

quotes upon request

Quote furnished within 2 business days of request (same/next business day for designated emergencies)

≥95% on time

COR/cardholder review of quote date vs. request date

3.2 Deliver ordered items accurately and completely

Items delivered match the BPA call (correct item, quantity, condition)

≥98% accurate/complete

Receiving inspection records

3.3 Deliver within agreed

timeframe

Delivery by the date confirmed on the BPA call; expedited handling for emergencies

≥95% on time Receiving date vs.

confirmed date

3.4 Honor agreed BPA

pricing/discount

Invoiced prices conform to the established price list/discount plus actual freight

100% conformance Invoice-to-quote reconciliation

3.5 Maintain SAM.gov registration and eligibility

Active, compliant registration throughout the period of performance

100% COR verification in SAM.gov

3.6 Responsive customer/technical support

Responsive to order status, returns, and substitution inquiries during business hours

≥95% responsiveness

Cardholder feedback; response logs

3.7 Refrigerant documentation compliance

Required EPA Section 608 sales/certification documentation provided with each regulated refrigerant sale;

type and quantity confirmed on each quote and invoice

100% conformance COR review of refrigerant records

4. TECHNICAL PERFORMANCE EXPECTATIONS

4.1 Quotes. Upon request from an authorized Government ordering official, the Contractor shall furnish a written quote identifying item numbers/descriptions, unit of issue, quantities, unit prices, freight, and total price, along with estimated delivery date and quote expiration date.

4.2 Order Fulfillment. The Contractor shall fill BPA calls as placed and shall not provide substitute items without prior Government approval. If an item is backordered or unavailable, the Contractor shall promptly notify the ordering official and offer an estimated availability date or an approved alternate.

4.3 Delivery. The Contractor shall deliver items to the designated LSU facility (LIH, AIHC, or CIHC) or make items available for pickup as specified on the individual BPA call. Freight/delivery charges shall be identified separately on each quote and invoice.

4.4 Returns/Warranty. The Contractor shall accept returns of incorrect, defective, or damaged items in accordance with its standard return policy and shall pass through all applicable manufacturer warranties to the Government.

4.5 OEM/Equivalent Sourcing. The Contractor shall maintain the capability to source OEM and equivalent parts for the equipment in service at LSU facilities and shall provide knowledgeable support in identifying correct replacement components.

4.6 Refrigerant Technical Compliance. For sales of regulated refrigerants, the Contractor shall provide documentation sufficient to support the Government's compliance with applicable EPA Clean Air Act Section 608 requirements (e.g., sales records and verification of the purchaser's certification, as applicable) and shall confirm the type and quantity of refrigerant on each quote and invoice.

5. CONTRACTOR QUALIFICATIONS

5.1 The Contractor shall be an established distributor/supplier of HVAC/R parts, components, refrigerant, and equipment capable of fulfilling the categories described in Section 2, including commercial refrigeration equipment.

5.2 The Contractor shall maintain the capability to source OEM and equivalent parts for the equipment in service at LSU facilities and shall provide knowledgeable support in identifying correct replacement components.

5.3 The Contractor shall maintain the facilities, inventory/sourcing relationships, and personnel necessary to meet the delivery and responsiveness standards in Section 3.

6. QUALITY ASSURANCE / PERFORMANCE MATRIX

# Performance Objective Met?

6.1 Did the Contractor provide timely written quotes upon request? Yes / No

6.2 Did the Contractor deliver accurate and complete items per each BPA call? Yes / No

6.3 Did the Contractor deliver within the agreed/confirmed timeframe (including emergencies)? Yes / No

6.4 Did invoiced pricing conform to the established price list/discount plus actual freight? Yes / No

6.5 Did the Contractor maintain active SAM.gov registration and eligibility throughout? Yes / No

6.6 Was the Contractor responsive to order status, returns, and support inquiries? Yes / No

6.7 Did the Contractor provide required EPA Section 608 refrigerant documentation? Yes / No

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