RFQ 75H70426Q00049.pdf

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Indian Health Service (IHS)/Division of Acquisition Policy (DAP)

Request for Quote No.: 75H70426Q00049

Title: IHS Agency-wide Instruction For Use Software Subscription

Quote Due Date & Time: See Section 8 Table 1

Primary Point of Contact Natasha Bitsoi, Email: Natasha.Bitsoi@ihs.gov

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with Revolutionary FAR Overhaul (RFO) part 12, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested and a separate written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC)

2026-01. All terms, conditions, and requirements stated in the base award shall be applicable to any resultant contract issued.

Solicitation No. 75H70426Q00049 is issued as a full and open Request for Quote for the procurement of Instruction for Use (IFU) software license services to support the Indian Health

Service, Office of Quality. The NAICS code is 518210 – Computing Infrastructure Providers, Data

Processing, Web Hosting, and Related Services, SB Size Standard: $40.0M

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

1. Contract Type:

The Indian Health Service, Division of Acquisition Policy anticipates awarding a single award

Firm Fixed Price type contract.

2. Pricing Summary:

The quoted pricing must be all inclusive (to include but not be limited to travel, lodging, per diem, fringe benefits, federal, state and local taxes) plus all other costs pertinent to the performance of this contract.

CLIN Description of Services/Labor Category Qty: Total Annual Price:

IHS Agency-wide IFU Software Subscription

Services Base Period 1 $_________________

IHS Agency-wide IFU Software Subscription

Services, First Option Period 1 $_________________

IHS Agency-wide IFU Software Subscription

Services, Second Option Period 1 $_________________

IHS Agency-wide IFU Software Subscription

Services, Third Option Period 1 $_________________

IHS Agency-wide IFU Software Subscription

Services, Fourth Option Period 1 $_________________

IHS Agency-wide IFU Software Subscription

Services, Six-Month Services Extension Period 1 $_________________

Grand Total Contract Amount including Options $_________________

In accordance with FAR 52.212-4(k) Taxes, the contract price includes all applicable Federal, State, and local taxes and duties.

mailto:Natasha.Bitsoi@ihs.gov http://www.acquisition.gov/

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3. Description of Requirements:

The Contractor shall provide a commercial off-the-shelf (COTS), automated, web-based Instructions for Use (IFU) and Safety Data Sheet (SDS) repository system for use by federal Indian Health

Service (IHS) healthcare facilities. The software must provide online access to all required

Instructions for Use, service manuals, safety data sheets, and other manufacturer guidelines, and resources for instruments, equipment, and supplies related to dental, medical/surgical and biomedical instruments and equipment, and consumables, tissues and implants, and chemicals that are in use at each IHS federal facility, in accordance to Attachment 1 - Performance Work Statement (PWS).

4. Place of Performance:

The work to be performed under this contract will be performed virtually.

5. Period of Performance:

The period of performance is one twelve-month base period and four twelve-month option periods plus an up to 6-Month services extension per RFO 52.217-8.

6. Points of Contacts:

The Contracting Officer is:

Natasha Bitsoi

Indian Health Service

Division of Acquisition Policy

E-Mail: Natasha.Bitsoi@ihs.gov

The Contracting Officer Representative (COR)

To be specified at award

7. Federal Acquisition Regulation RFO and Health and Human Services Acquisition Regulation

(HHSAR) Provisions and Clauses are applicable to this acquisition (see Attachment No. 2 – FAR

Provision & Clauses).

8. RFO 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services

Addenda - Instructions to Offerors A two-phase Advisory Down-Select strategy will be used for this procurement. Quoters shall submit only the information requested for each phase. Generic marketing materials, corporate capability statements, and restatements of the PWS are not desired and will not be evaluated.

Table 1 – Solicitation Schedule

Milestone Date/Time (ET)

Solicitation Posted 09/08/2026

Questions due to Contracting Officer 09/10/2026 (2:00 PM)

Government responses to questions issued 09/10/2026 (5:00 PM)

Notice of Intent (NOI) to Participate in Phase One due 09/10/2026 (11:00 AM)

Phase One - Software Capability Demonstrations conducted 09/14/2026 (1:00 PM-5:00 PM)

Phase One down-select advisory notices issued 09/15/2026 (12:00 PM)

Phase Two - Technical Quote and Price Quote due 09/17/2026 (5:00 PM)

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All questions submitted in response to this RFQ shall be issued via e-mail to the Contracting Officer

(Natasha.Bitsoi@ihs.gov), no later than the date and time above.

MANDATORY ELIGIBILITY REQUIREMENTS:

The following are mandatory eligibility requirements. A Contractor that fails to meet any

Mandatory Eligibility Requirement will be ineligible for award, regardless of the Contractor’s technical, past-performance, or price evaluation results. These requirements are evaluated on a pass/fail basis.

Phase One Attestation (submitted with NOI to Participate).

Each Contractor shall include, with its NOI, a brief written attestation (no more than one page) confirming:

1. The proposed solution includes, or can be licensed to include, subscription capacity sufficient to support up to 105 federal IHS sites;

2. Whether the proposed solution will be provided in accordance with PWS Task 3.1.1 or PWS

Task 3.1.2; and

3. Whether the proposed solution meets, or will meet by the time of Phase Two submission, the applicable FedRAMP authorization level and hosting requirements identified in the

PWS.

This attestation is preliminary. It does not substitute for the full documentation required at Phase Two and does not bind the Government to accept the representation without further evidence. A

Contractor whose attestation reflects a clear inability to meet a Mandatory Eligibility Requirement may be notified that it is not likely to be considered for further participation, consistent with the Phase

One Down-Select Advisory Notice provision below.

Phase Two Documentation (submitted with the written quote).

Each Contractor shall:

• Confirm the proposed solution includes subscription licenses sufficient to support up to

105 federal IHS sites (approximately 30 of which currently use commercial off-the-shelf

Instructions for Use software solution);

• Clearly identify any functionality that: (a) is a PWS requirement but not currently available in the proposed solution; (b) requires configuration or development after award; (c) requires a third-party product or service; or (d) requires an additional fee not included in the proposed firm-fixed price;

• Identify whether the proposed solution will be provided in accordance with PWS Task 3.1.1 or Task 3.1.2, and submit sufficient evidence to demonstrate compliance with the applicable

PWS requirements; and

• Submit evidence of compliance with the applicable FedRAMP and hosting requirements, using the terminology contained in the PWS.

A statement of compliance does not relieve the Contractor of its responsibility to meet all PWS requirements. The Government will independently evaluate compliance with the applicable

FedRAMP and hosting requirements using the requirements and terminology contained in the

PWS.

PHASE ONE -- SOFTWARE CAPABILITY DEMONSTRATION

Notice of Intent to Participate

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Each Contractor intending to participate in the Phase One Software Capability Demonstration shall submit written notice, including the Mandatory Eligibility Attestation above, via e-mail to the

Contracting (natasha.bitsoi@ihs.gov) no later than the date and time in the Solicitation Schedule.

The Notice shall include the Contractor’s name, point of contact, and the names and roles of individuals who will participate in the demonstration. Contractors who do not submit a timely NOI will not be scheduled for a demonstration and will not be eligible to participate further in this procurement.

Scheduling

The Government has designated the following demonstration windows:

• September 14, 2026, 1:00 PM – 5:00 PM ET (up to four 60-minute slots)

The Contracting Officer will assign demonstration slots in the order that timely NOIs are received and will confirm each Contractor's date, time, and virtual meeting instructions by e-mail. If the number of timely NOI exceeds the number of available slots, the Government reserves the right to add additional demonstration dates or times.

Demonstration Format

The Contractor shall conduct a live demonstration of the COTS software solution proposed for IHS.

The demonstration shall use the production version, or the same commercially available version proposed under the Contractor's firm-fixed-price quote. The demonstration shall not exceed 60 minutes, including Government questions. The Government is interested primarily in seeing the proposed software perform the required functions. Prerecorded demonstrations, screenshots, and lengthy marketing or corporate-overview presentations are not desired. The Government will provide the demonstration date, time, and virtual meeting instructions. The Contractor is responsible for ensuring that its proposed software, equipment, and internet connection are operational during the demonstration. Technical failures attributable to the Contractor will not result in additional time or a rescheduled slot, except at the sole discretion of the Government. The proposed project manager or transition lead should participate, if identified at the time of the demonstration.

Demonstration Scenarios

The Contractor shall demonstrate the following scenarios.

Scenario 1 - Search and Retrieval.

The Contractor shall demonstrate how a typical facility user locates and accesses manufacturer documentation, including:

1. Searching by manufacturer, device or product name, model number, product type, and keyword;

2. Displaying results that include multiple manufacturers or products for a similar product type;

3. Retrieving the requested document within the PWS-required timeframe;

4. Accessing the document without requiring the user to navigate to an external third-party website;

5. Viewing, downloading, printing, and saving the document; and

6. Identifying whether the document is the most current available version.

Scenario 2 - Content , Updates, and Notifications.

The Contractor shall demonstrate:

1. Access to representative IFUs, SDSs, service or preventive-maintenance manuals, and manufacturer notices;

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2. How the system organizes data or IFU documents by user-defined categories;

3. How the system maintains or verifies current manufacturer documentation;

4. How users receive manufacturer updates, product recalls, safety alerts, or changes to instructions and warnings;

5. How a user requests an IFU or other document not available in the repository; and

6. How the request is tracked and communicated to the user.

Scenario 3 - IH S Administration and Reporting.

The Contractor shall demonstrate:

1. Headquarters, Area, and Service Unit/facility-level user roles;

2. Assignment, delegation, and modification of administrator and user permissions;

3. Restriction of access based on assigned organizational level;

4. Organization of documentation by facility, department, or user-defined category;

5. Enterprise-level and facility-level usage or activity reporting; and

6. How the proposed solution can support subscriptions and administration for up to 105 federal IHS sites.

Clarifying Questions

The Government may ask questions to clarify the functionality demonstrated. Responses to clarifying questions shall not materially revise the proposed solution or substitute a different product from the one initially demonstrated. The Government may request that the Contractor repeat a demonstrated function or provide reasonable evidence that the displayed capability is part of the version proposed to IHS.

Phase One Down-Select Advisory Notice

Following completion of all demonstrations, the Government will evaluate each Contractor's demonstrated capability against the Demonstration Scenarios and the Phase One Mandatory

Eligibility Attestation. The Contracting Officer will issue a written advisory notice to each

Contractor indicating whether the Contractor is invited to submit a Phase Two Technical Quote and

Price Quote, or is not likely to be considered for further award.

This is an advisory notice, not a formal exclusion. A Contractor that receives a non-advancement notice may nonetheless submit a Phase Two quote; the Government's evaluation of Phase One demonstrated capability, however, will be considered as part of the Factor 1 evaluation regardless of whether a Contractor was advised to proceed.

PHASE TWO - TECHNICAL APPROACH AND PRICE QUOTE

Contractors proceeding to Phase Two shall submit a technical quote and a price quote. The technical quote shall specifically address:

• Factor 1 - Implementation and Performance Approach

• Factor 2 - Past Performance Information

And shall be accompanied by a separate Price Quote (Factor 3).

FACTOR 1- IMPLEMENTATION AND PERFORMANCE APPROACH

(a) Transition and Implementation. The Contractor shall describe how it will ensure all required sites

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1. Maintaining uninterrupted access to critical IFUs, SDSs, manuals, recalls, and related documentation;

2. Activating subscription licenses;

3. Establishing user and administrator accounts;

4. Configuring the Headquarters, Area, and Service Unit/facility hierarchy;

5. Establishing role-based permissions and administrative delegations;

6. Configuring existing facility document collections or organizational categories, as applicable;

7. Coordinating with IHS program, technical, and information-security personnel;

8. Validating that each transitioning site is operational;

9. Addition of new facilities and users, and ongoing license management; administrative support, training of new users and administrators; and

10. Maintenance of consistent enterprise-level configuration and oversight.

The Contractor shall also provide a one-page Implementation Schedule identifying, at a minimum:

post-award kickoff; license activation; Headquarters/Area/facility administrator configuration; user-account establishment; transition of the approximately 30 existing participating sites; initial training sessions; operational-readiness validation; and addition of subsequent IHS sites. The schedule shall identify responsible parties, Government dependencies, key risks, and proposed mitigation actions.

(b) Training and Support. The Contractor shall describe its approach to providing the four required synchronous onboarding sessions; training Headquarters, Area, and facility administrators and general users; recording and making training sessions available; providing on-demand training, user guides, job aids, and reference materials; maintaining training materials as the software changes; and providing ongoing helpdesk and technical support.

(c) Performance Management. The Contractor shall briefly explain how it will monitor and manage system availability, timeliness of document updates and user notifications, helpdesk response times, system-usage reporting, corrective actions, and compliance with applicable PWS performance standards.

Submission Limit: The Implementation and Performance Approach shall not exceed ten (10) pages. The

Contractor may also provide a one-page implementation schedule that will not count against the page limit. The submission shall be specific to the proposed solution and the IHS requirement; generic management-plan language and restatements of PWS requirements will not be evaluated favorably.

Evaluation Basis: The Government's evaluation will incorporate the Contractor's demonstrated capability from the Phase One Software Capability Demonstration. An approach that is specific, realistic, and demonstrates understanding of IHS' Headquarters/Area/Service Unit structure and the

105-site scale of this requirement will be evaluated more favorably than a generic or templated response.

FACTOR 2 - PAST PERFORMANCE

Submission Requirements: The Contractor shall identify no more than three contracts or

Commercial agreements completed or substantially performed within the past five years that are most relevant to this requirement. Each reference shall not exceed one page and shall include: customer name;

contract/agreement number, if applicable; customer point of contact (name, phone, email); Period of

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Performance; total contract/agreement value; description of the software or subscription services provided; number and types of facilities supported; transition/implementation timeframe; the Contractor's role if the work involved a team or subcontractors; and an explanation of the reference's relevance to this requirement. Relevant experience may include providing a COTS IFU, SDS, manufacturer-documentation, healthcare-documentation, or comparable subscription software solution in a multi-site environment.

Evaluation Basis: Greater weight may be given to references involving a similar scope, number of sites, and complexity to this requirement than to references of lesser relevance or scale. The Government may consider information provided by the Contractor and information obtained from any other reasonably available source and is not required to contact every reference identified. A Contractor without relevant past performance shall affirmatively state that it has no relevant past performance. Such a Contractor will not be evaluated favorably or unfavorably solely due to the absence of relevant past performance.

FACTOR 3 - PRICE

The Contractor shall complete and submit the pricing table under Section 2- Pricing Summary, reflecting a firm-fixed price for the base year and each of the four option years, sufficient to support up to 105 federal IHS sites. In addition, the Contractor shall furnish a price breakdown correlating to the Total

Annual Price in the pricing table, identifying the Contractor's pricing approach (e.g., enterprise-wide subscription, price per location, or price per FTE) in sufficient detail to permit an analysis of the pricing structure. The Government will evaluate the Quoter's proposed firm-fixed prices, including the annual subscription pricing and associated invoicing schedule, for consistency with the solicitation requirements and applicable periods of performance. Price but will be evaluated for fairness and reasonableness and considered in the tradeoff described in the Basis of Award below.

The following information must be submitted in order to be considered for award:

1. Price Quote: your price quote shall include the unit price for the item quoted, the extended totals and the total Order amount.

2. Specifications of all items being submitted.

3. Provide pricing information to include any and all discounts taken into consideration. The price quote shall show the discount provided.

4. Include any shipping and/or handling charges that apply.

5. The quote must also contain the following:

a) Tax Identification Number (TIN)

b) Unique Entity Identifier Number (UEI)

c) Commercial and Government Entity (CAGE) Code

d) Complete Business Mailing Address

e) Contact Name, phone number, and e-mail Address

f) RFQ Number

g) Quote Number

h) Part Numbers

i) Delivery Lead Times and delivery date

j) Identification of any Schedule-holder or Original Equipment Manufacturer terms and conditions applicable to the quote that non-comply with the terms and conditions of this solicitation

Quoters are cautioned that if the Government deems the terms and conditions to be unacceptable, the quoter may be found ineligible for award. For each non-compliant term and/or condition, the quoter shall identify technical and price impacts to its quote if it is not accepted by the Government

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Your quote may be rejected without further consideration for failure to submit any of the information requested in this Solicitation. The potential quoter is required to be registered in the Systems for Award

Management (SAM) website as of the date the quote is submitted, which can be accessed at https://www.sam.gov. The registration must be in active status.

9. RFO 52.212-2, Evaluation—Commercial Products and Commercial Services

Addenda – Evaluation

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Contractor whose quotation, conforming to the solicitation, is most advantageous to the

Government, price and other factors considered. Award will be made to the Contractor that meets the Mandatory Eligibility Requirements and provides the best overall value, considering the following factors, listed in descending order of importance: Factor 1 - Implementation and

Performance Approach, Factor 2- Past Performance, & Factor 3 – Price

Factor 1 is significantly more important than Factor 2. Factor 1 and Factor 2, when combined, are significantly more important than Price. As the non-price factors become closer in relative merit among competing quotations, the evaluated Price becomes correspondingly more important to the award decision. The Government will evaluate quotations holistically consistent with RFO

12.203(c)(2), consistent with RFO 12.203(a)(1)-(3), the evaluation factors set forth above are not further divided into subfactors. The Government reserves the right to select a quotation other than the lowest-priced quotation where the additional benefit(s) offered by a higher-priced, higher-rated quotation justifies the additional cost. Quotations may exceed the minimum requirements of the solicitation, and the Government may consider such benefits in its assessment, but is not required to select a quotation solely because it exceeds minimum requirements. Each quotation must meet all

Mandatory Eligibility Requirements and the minimum requirements of the solicitation to be eligible for award. The Government is not requesting or accepting alternate quotations.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful

Contractor within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

10. Basis for Award

The Government will make award on a best-value tradeoff basis to the responsible Contractor whose quotation, conforming to the solicitation, is most advantageous to the Government, price and other factors considered. The Government may select a higher-priced, higher-rated quotation where the value offered by that quotation justifies the additional cost. The Government reserves the right to make award without further exchanges with Contractors. However, the Government reserves the right to communicate with one or more Contractors, request revised quotations, or take any other action permitted under this solicitation's evaluation approach if the Contracting Officer determines it is in the

Government's interest to do so.

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11. 52.212-4, Terms and Conditions—Commercial Products and Commercial Services applies to this acquisition and the additional Solicitation provision and clauses cited in Attachment No. 2.

Attachments:

Attachment No. 1 – Performance Work Statement

Attachment No. 2 – RFO Provisions & Clauses