Ortho SS IHS1526434.pdf

SOURCES SOUGHT NOTICE — BUY INDIAN ACT

Lawton Indian Hospital · Notice ID IHS1526434

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 Ortho/Quidel Reagents and Consumable BPA. 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 The Lawton Service Unit (LSU), Indian Health Service (IHS), has a requirement to establish a Blanket Purchase Agreement (BPA) for the procurement of Ortho/Quidel reagents, consumables, and quality control materials necessary to support ongoing laboratory operations.

These supplies are essential to maintain the functionality and reliability of the laboratory’s Ortho diagnostic instrumentation. Procurement must be name-brand Ortho/Quidel laboratory reagents and supplies that must be compatible with the Ortho MTS and Orth Vision Swift machines. The place of performance is Lawton Indian Hospital, 1515 NE Lawrie Tatum Rd, Lawton, OK 73507.

Applicable NAICS Code: 334516 — Analytical Laboratory Instrument Manufacturing (small business size standard: 1,000 employees). Product Service Code (PSC): 6640.

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 IHS1526434 in the subject line. Responses must be submitted via email to the Contract Specialist, Audrey Yackeyonny at audrey.yackeyonny@ihs.gov no later than 1:00 PM CST on August 14, 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 Lawton Service Unit

Statement of Work (SOW) Lawton Indian Hospital Blood Bank (Ortho/Quidel) Reagent/Consumable/QC BPA

1. PURPOSE OF THE PROJECT

The Lawton Service Unit (LSU), Indian Health Service (IHS), has a requirement to establish a Blanket Purchase Agreement (BPA) for the procurement of Ortho/Quidel reagents, consumables, and quality control materials necessary to support ongoing laboratory operations. These supplies are essential to maintain the functionality and reliability of the laboratory’s Ortho diagnostic instrumentation.

The availability of these materials is critical to ensuring uninterrupted testing capabilities and supporting the Lawton Indian Hospital Laboratory in delivering accurate, timely, and high-quality diagnostic results. This directly contributes to the provision of safe, effective, and high-quality patient care.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

1. Scope

The Contractor shall provide an online ordering system, order management, shipment tracking, and invoicing services for laboratory supplies to support the Lawton Service Unit (LSU) Laboratory operations.

Procurement must be name-brand Ortho/Quidel laboratory reagents and supplies that must be compatible with the Ortho MTS and Orth Vision Swift machines and comply with federal clinical laboratory testing regulations under 42 CFR Part 493. Key requirements include product availability from a single vendor, lot sequestering capabilities for monthly shipments and delivery prior to monthly expiration and or within one week of order with strict temperature and storage compliance.

2. Performance Requirements and Standards

2.1 Online Ordering Portal

• Requirement: The Contractor shall provide a secure, user-friendly online portal for ordering supplies, tracking orders, and monitoring shipment status.

• Standard: System shall be available 99% uptime (excluding scheduled maintenance) and provide real-time order status and history.

• Acceptable Quality Level (AQL): 100% of orders must be accessible and trackable through the portal.

• Surveillance Method: Periodic system checks and user feedback.

2.2 Back-Order and Delay Notification

• Requirement: The Contractor shall notify LSU Laboratory of any items placed on back-order or delayed beyond seven (7) calendar days.

• Standard: Notification shall be provided within three (3) business days of identifying the delay and include estimated delivery date and alternatives (if available).

• AQL: 100% compliance for all delayed or back-ordered items.

• Surveillance Method: Invoice and order reconciliation; tracking of notification timeliness.

2.3 Shipment Accuracy and Packing Slips

• Requirement: Each shipment shall include a complete and accurate packing slip.

• Standard: Packing slip must match shipment contents and include purchase order number, item description, quantities shipped, and back-ordered items.

• AQL: ≥ 98% accuracy rate for shipments and documentation.

• Surveillance Method: Random inspection of deliveries and reconciliation against orders.

2.4 Invoicing Requirements

• Requirement: The Contractor shall provide accurate, itemized invoices for all orders.

• Standard: Invoices must reflect order date, shipment date (if applicable), itemized charges, and corresponding purchase order number.

• AQL: ≥ 98% invoice accuracy; invoices submitted within five (5) business days of shipment.

• Surveillance Method: Invoice review and discrepancy tracking.

Product

Code Product Dsc Pack Price

MTS080515 MTS A/B/D MONO & REV GRP 5x20 $ 1,848.05 MTS081115 MTS A/B/D/A/B/D MONO GRP 5x20 $ 371.58

MTS084024 MTS ANTI-IGG CARD 5X20 $ 1,984.46

MTS085014 MTS BUFFRD GEL CARD 5X20 $ 1,899.79

MTS601410 DAT Control MTS™ DAT Card (5 x 20) $ 741.71

6708858 ORTHO Daily WB QC Kit $ 125.00

6902315 0.8% SELECTOGEN 2X10ML $ 26.28

719201 0.8% AFFIRMAGEN 2X10ML $ 34.19

6901934 ANTI-A BIOCLONE 3X10ML $ 209.72

6901935 ANTI-B BIOCLONE 3X10ML $ 209.72

6901939 ANTI-D BIOCLONE 3X10ML $ 213.68

6902096 ORTHO CONFIDENCE SYSTEM $ 245.74

715480 RH-HR CONTROL 15X10ML $ 1,068.72

719210 AFFIRMAGEN 2X10ML $ 98.30

719810 COOMBS CONTROL 1X10ML $ 105.40

Consumables

6843005 OV SingleUseEvaporationCaps250 $ 65.63

6844285 ORTHO 7% BSA $ 60.51

6904591 OV Single Use Dilution Tray $ 189.01

MTS9230 MTS ROUND DIL2 100ML/5BTLS $ 146.60

MTS9330 MTS ROUND DIL2+ 100ML/5BTLS $ 146.60

MTS9633 MTS PIPET TIPS RACKD 12X96 $ 120.53

3. PERIOD OF PERFORMANCE

Contract structure includes a base year with four option years, blanket purchase agreement..

4. LEVEL OF EFFORT

4.1. The contractor shall provide supplies listed above on an as-needed basis, with required items shipped on a monthly basis.

4.2. Customer Service: 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. The contractor shall provide a toll-free telephone number, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall also provide an e-mail address that is responded to during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

5.2. The US PHS Lawton Service Unit 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 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 Claremore Indian Hospital 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

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

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price / cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: If required the contractor will coordinate the delivery and training dates 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 or on weekends or federal holidays. Driver needs a valid ID.

6.2. 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. The contractor shall furnish an online web portal to be used in ordering supplies & tracking shipments.

6.3. Contractor’s Contact Information: The contractor shall provide a toll-free telephone number, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall also provide an e-mail address that is responded to during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday. The contractor shall respond to an e-mail sent during the above outlined working hours to the designated e-mail address within two working hours. The contractor shall respond to a phone message left during the above outlined working hours at the designated phone number within two working hours. The contractor shall furnish an online web portal to be used in ordering supplies & tracking shipments.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

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

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. 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 the listed devices. Items will be delivered to the site specified on order.

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

10.1 Correct items delivered as ordered 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