Questions and Answers for RFQ-26-IHS1523433.pdf

Questions for RFQ-26-IHS1523433

1. What is the brand name specified for this requirement?

IHS currently uses M-Systems Materials Management and E-Ordering system and is looking to renew licenses and support for continued operations.

2. What system are you currently using for materials management and e-ordering?

IHS currently uses M-Systems Materials Management and E-Ordering system and is looking to renew licenses and support for continued operations.

3. What's driving the need?

Expiring licenses

4. What are the primary pain points prompting this solicitation?

Renewal of licenses and technical support of the system

5. Is this a competitive rebid?

This is a competitive solicitation set aside for IEE or ISBEE

6. How do you plan to ensure accurate data is going into the new system, and maintained on an ongoing basis?

The current system we are using will remain the same so there is no need to enter new data. The request is for the license and support of the M-System, not for a new system.

7. Have you considered how to automate the order process?

Process is already automated within the M-System

8. How many users (requisitioners, approvers, administrators) will need system access?

There are currently 22 departments that have access to the e-Ordering site of the M- System to complete their daily supply order needs. (Medical, Office, and Janitorial) Each department has two users with login capabilities. There are three employees in the P&S Department with Administrative Access. Currently we are at 47 total.

9. Are there other IHS service units or facilities that could be included — or is this strictly one location?

All IHS Hospitals and Clinics are required to use the M-Systems, however this request is only for the CRHC location

10. Approximately how many SKUs or line items are actively tracked in your inventory?

I would say at any given time we have roughly 1,000 items on our active inventory

11. Can you elaborate on what "IHS safety and security guidelines" means in practice — are there specific FedRAMP, FISMA, or NIST compliance levels required?

Federal IT and Privacy regulations will need to be followed HIPAA, FedRAMP, FISMA

12. Will the system need to integrate with any existing EHR, ERP, or financial systems?

No

13. Do you require the ability to punch out to or order directly from specific suppliers/distributors, or is this primarily internal requisitioning?

No we do not, the requisition capability portion of the software is for internal use only.

14. What specific reports are required for operational or audit purposes (e.g., usage by department, cost center spend, order status/history)? Current usage but not limited to:

Backordered Supply Lists, Order History and Monthly Average Usage, Departmental Monthly Ordering Totals, Internal Inventory Reconciliation Ability and Completion Report to include variances.

15. What is the expected go-live timeline following contract award?

There is no expected go live date. The system is currently in production.

16. Will IHS staff require formal training, and is there a preference for on-site vs. virtual training?

No training is needed at this time

17. What level of ongoing support is expected?

Routine maintenance and patching is required to the M-Systems servers. If a security vulnerability is identified immediate action is required.

18. Is there an incumbent data set that would need to be migrated into the new system?

Data migration will not be required, we are looking to renew licenses and maintenance on existing system.

19. Is this being evaluated on price alone (lowest-price technically acceptable), or are technical capability and past performance weighted?

Technical capability – ability to license and maintain current materials management and e-ordering system

20. Are there any known barriers to award, such as budget approvals, IT security reviews, or tribal consultation requirements, that could affect timing?

The only changes that have been made that have affect the timing is the Federal Acquisition Process.

21. Estimated number of users

See question 8

22. Number of departments or cost centers

Minimum of 25 with the capability to add as needed

23. Approximate current inventory value

$225, 586.00

24. Existing inventory or materials management software

IHS currently uses M-Systems Materials Management and E-Ordering system and is looking to renew licenses and support for continued operations.

25. Current ERP or accounting system

N/A

26. Desired implementation timeline

The license renewal and support for the M-System are needed immediately.

27. E-Order Integration and Downstream Processing Once an electronic requisition is approved inside the system, where is the ordering/purchase order information intended to flow?

Does the E-Order system need to interface directly (via API, middleware, or real-time connection) with any existing IHS or CRHC systems (such as RPMS supply/procurement modules or financial systems)? Or is the primary requirement for the system to manage the full internal requisition workflow and generate structured outputs (PDF, CSV, Excel, or printable forms) that Property & Supply staff can then process manually or import into other systems?

The requisition capability portion of the software is for internal use only.

28. Current Systems and Environment What systems or tools are currently used at CRHC Property and Supply for inventory tracking, requisitioning, or procurement? Understanding the existing environment will help us design a solution that improves workflows while minimizing disruption.

CRHC currently utilizes the mandated M-Systems Materials Management and E-Ordering system

29. Technical and Compliance Expectations Are there any specific requirements or preferences regarding system hosting, security controls, Section 508 accessibility, audit logging, data retention, or integration standards that we should incorporate into our technical approach?

N/A – as only software licenses are required for continued operation of current system.