Sources Sought TMDE Calibrations IHS1502581.pdf

Sources Sought: Calibration service, performance test, and/or repair service for the various Test, Measurement, and Diagnostic Equipment (TMDE) owned and operated by the Great Plains Area Indian Health Service, from various manufacturers including Datrend Systems Inc., various Fluke divisions, including Fluke Biomedical, Fluke Electronics, and Fluke Networks, as well as others.

Sources Sought Notice Number: SS-25-IHS1502581

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 811210, Electronic and Precision Equipment Repair and Maintenance - other relevant NAICS codes will be considered based on responses received.

1.0 BACKGROUND

The Indian Health Service (IHS) Office of Environmental Health and Engineering-Pierre District Office will have space available March 24-28, 2025. During this time, staff will provide equipment (listed herein) for testing, calibration and maintenance.

2.1 OBJECTIVE

The primary objective of this project is provide complete calibration service as recommended by the original equipment manufacturer (OEM). If any firmware/software update is available at the time the equipment is received for service, contractor will apply such firmware/software update to the item as part of its calibration service. Only new or original equipment manufacturer (OEM) certified replacement parts will be used for replacement of any component found defective. The desired approach is to have all equipment serviced and repaired during this period. Any additional fees to be charged for equipment that fails calibration services will be authorized only by the Contracting Officer. No repairs are to be completed unless authorized in advance.

2.0 SCOPE

Contractor shall provide to the Great Plains Area Indian Health Service, hereafter referred to as the Government, with the services described in this statement of work for the period specified.

Calibration Service: The service to be performed by the contractor under this contract and for the bid price shall include ALL labor, tools, equipment, literature, transportation, and return shipping costs necessary to provide complete calibration service as recommended by the original equipment manufacturer (OEM). If any firmware/software update is available at the time the equipment is received for service, contractor will apply such firmware/software update to the item as part of its calibration service. Only new or original equipment manufacturer (OEM) certified replacement parts will be used for replacement of any component found defective.

The contractor will be notified, in advance, of the location(s) and date(s), and the contractor shall provide an updated cost estimate to account for any variations in transportation costs, equipment (TMDE) changes, etc.

If the equipment fails calibration service, the Government may be charged a diagnostic fee to determine if repairs are needed. Contractor will notify the Government if repairs are needed, and if the Government authorizes the repair work, contractor will charge the Government the Calibration and Repair price set forth in the preliminary pricing proposal and waive the diagnostic fee. If the Government elects not to repair the item, then contractor will invoice the Government for the diagnostic fee and return the uncalibrated/unrepaired item to the Government.

Service/Repair Request: In the event that an item of TMDE requires repairs, or calibration/preventive maintenance outside of the scheduled annual calibration, the Government will contact the contractor to obtain a Service Return Authorization (SRA) for each shipment of TMDE that requires service. Upon receipt of the SRA, the Government will review the SRA to confirm the item/serial number is correct, sign the SRA, and return signed SRA with the equipment and a Purchase or Credit Card order for the service or repair. Contractor will notify the Government if repairs are needed, and if the Government authorizes the repair work, the appropriate repairs will be completed along with any calibrations required in conjunction with the repair. If the Government elects not to repair the item, then contractor will invoice the Government for the diagnostic fee and return the uncalibrated/unrepaired item to the Government

Unsupported/Unrepairable:

Any device that is deemed to be no longer supported or not economically repairable shall be reported to the Contracting Officer Representative (COR) via email, or other method, to determine the course of action to be taken by the Contractor. The actions that could be taken include, but are not limited to:

a) Return the device in an uncalibrated/unrepaired state

b) Perform the repair and subsequent calibration certification

Performance Period: The performance period for this contract is from date of award through 12/31/2024.

C-3 EQUIPMENT:

Test, Measurement, and Diagnostic Equipment (TMDE) located within Great Plains Area Indian Health Services

C-4 EXCLUSIONS:

Contractor is not responsible for damage caused by failure to operate the equipment in accordance with manufacturer’s instructions, abuse, misuse, or neglect, or damage by fire, lightning, flood, tornado, windstorm, hail, earthquake, explosion, smoke, aircraft accident, motor vehicle accident, collapse of building, strike, riot, vandalism, power failure or fluctuations, heating or air conditioning failure.

In the event that the Contractor determines that there is probable cause to believe that an operator or equipment user is abusing, neglecting, or mishandling an item of equipment, the Contractor shall be bound by the terms of this contract to notify, in writing, the Chief, Division of Clinical Engineering, 115 4th Ave SE Room 309, Aberdeen, SD 57401 all facts or specifics of said abuse.

The following are specifically excluded from this contract:

Operating supplies or accessories not furnished by Contractor during the course of normal calibration and or/ repair services, such as expendable items including recording charts, paper, ink, pens, ribbons, pen arms, etc.

Work external to the equipment or maintenance of accessories, alterations, attachments or other devices not specifically covered under this contract unless noted in writing.

Equipment which has been modified, altered, added to, improperly repaired, improperly installed, or used in violation of the manufacturer’s instructions or damages resulting from other than ordinary use.

Any questions regarding the applicability of any or all determinations and/or findings that are subject to protest and/or disputes will be adjudicated by the Great Plains Area Indian Health Service Senior Contracting Officer.

3.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF

APPLICABLE)

The Contractor shall perform the following tasks:

The Contractor shall document if each device was or was not within tolerance 'as received' from the Government before any firmware, software, or other updates are performed on the device. (ISO 9001 compliance)

The Contractor shall provide calibration certificate/documentation that each device is certified as being within tolerance when returned to the Government.

The Contractor shall document if any repair was completed on each device, and specify what components were replaced/repaired, and the full extent of the repair.

The Contactor shall document any updates, upgrades or configuration changes made due to manufacture service bulletins, product change notifications, etc. for each device.

The Contractor shall provide a Calibration Certificate traceable to national standards for all items.

The Contractor shall be a certified/authorized factory servicer/distributor of TMDE from Datrend Systems, Inc.

The Contractor shall have a prior successful history in providing services that demonstrates and ability to provide these services to the Government.

The Contractor shall investigate all complaints or potential problems involving services performed that do not conform to Government expectations.

4.0 TYPE OF ORDER

This is a firm fixed price purchase order with the inclusion of the option to extend the term of the contract four additional individual years for a total of five years.

5.0 ANTICIPATED PERIOD OF PERFORMANCE

Period of Performance: 03/24/2025 through 12/31/2025. 283 calendar days for the Base Year. Each additional year: 01/01/2026-12/31/2026, 01/01/2027-12/31/2027, 01/01/2028-12/31/2028, 01/01/2029- 12/31/2029.

6.0 PLACE OF PERFORMANCE

Pierre District Office-Office of Environmental Health and Engineering, 420 S. Garfield, Pierre, South Dakota 57501.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Complete deliverables schedule listed below.

Asset Manufacturer Asset Model Name

Model Numbe r Asset Type Quantity

3M Health Care Bair Hugger 500/700 Series Warming Unit Temperature Test Kit

22110 Simulators, Temperature

(TMDE)

A & D Weighing HT‐120 Compact Scale

Scales, Clinical, Precision (TMDE) 12

Agilent Technologies Inc UW‐3

Ultrasound Wattmeters

(TMDE) 1

AMETEK Inc 1726

Phototachometers 2

Ashcroft Inc 2074 Digital Pressure Gauge

452074

SD02L3

0#

Manometers, Digital (TMDE)

Ashcroft Inc 2089 Digital Pressure Gauge

302089

SD2L60

Manometers, Digital (TMDE)

Bio‐Tek Instruments, Inc. 74345

Meter/Sensor, Phototherapy (Radiometer)‐OLD 2

C2Dx Inc Flow and Temperature Tester

TPT9 Flowmeters, Liquid, Inspection/Mainte nance 1

Cardinal Health Genius 2 Calibrator

Simulators, Temperature

(TMDE) 3

Control Co Traceable 4648 Thermometers, Electronic, Thermistor/Therm ocouple, Laboratory 1

Dale Technology Dale 40

Meter/Sensor, Phototherapy (Radiometer)‐OLD 1

Datrend Systems Inc PHASE 3 8000‐

Testers, Defibrillator 22

Datrend Systems Inc VenTest Base 8200‐

010KVT

HL

Testers, Ventilator

Datrend Systems Inc VenTest Gas Sensor, IRMA AX+ (Masimo)

8200‐

Flowmeters, Gas, Inspection/Mainte nance (TMDE) 6

Datrend Systems Inc VenTest High Flow Sensor

8200‐

Flowmeters, Gas, Inspection/Mainte nance (TMDE) 6

Datrend Systems Inc VenTest Low Flow Sensor

8200‐

Flowmeters, Gas, Inspection/Mainte nance (TMDE) 6

Datrend Systems Inc vPAD A1 Base 8000‐

Simulators, Multiparameter 28

Datrend Systems Inc vPAD A1 BP/NIBP 8000‐

Simulators, Noninvasive Blood Pressure 28

Datrend Systems Inc vPAD A1 CO 8000‐

Simulators, Cardiac Output 15

Datrend Systems Inc vPAD A1 O2/SpO2 8000‐

Simulators, Transducer Output, Pulse Oximetry 28

Datrend Systems Inc vPAD A1 PS 8000‐

Simulators, Multiparameter 28

Datrend Systems Inc vPAD Rugged 2

Testers, Electrical Safety/Medical Device Performance 31

Datrend Systems Inc vPAD‐IN 8000‐

Testers, Infant Incubator/Warmer

(TMDE) 6

Datrend Systems Inc vPAD‐IN‐Oven 8000‐

Simulators, (TMDE) 6

Datrend Systems Inc vPAD‐RF 8000‐

Testers, Electrosurgical Unit 8

Exergen Corp Cal Master (129003)

Testers, Calibration, Thermometer, Temporal 1

Exergen Corp TAT‐5000 Calibration Standard

Calibrators (TMDE)

Extech Instruments Corp 461895

Phototachometers 2

Extech Instruments Corp RPM33

Phototachometers 3

Fluke Biomedical 07‐621

Testers, Light Intensity (TMDE) 5

Fluke Biomedical 207B

Manometers, Digital (TMDE) 1

Fluke Biomedical 52 II 52‐2 Thermometers, Electronic (TMDE) 1

Fluke Biomedical 62 MAX+

Thermometers, Electronic (TMDE) 4

Fluke Biomedical 80TK

Electronic (TMDE) 4

Fluke Biomedical Digital Multimeter 27 (series)

Electrical Multimeters

(TMDE) 2

Fluke Biomedical DPM‐1B

Digital (TMDE) 10

Fluke Biomedical DPM‐2 Plus

Digital (TMDE) 8

Fluke Biomedical DPM‐4

Digital (TMDE) 1

Fluke Biomedical Field Technician's Digital Multimeter

115 Electrical Multimeters

Fluke Biomedical IDA‐4 Plus

Testers, Infusion Pump 1

Fluke Biomedical Industrial Multimeter

87V Series

Electrical Multimeters

Fluke Biomedical PS420

Multiparameter 1

Fluke Biomedical RaySafe X2 Base Unit

Radiographic System, Quality Assurance 2

Fluke Biomedical RaySafe X2 CT Sensor

Radiographic 4

System, Quality Assurance

Fluke Biomedical RaySafe X2 DXR+

System, Quality Assurance 3

Fluke Biomedical RaySafe X2 Light Sensor

826204 0‐4

Testers, Light Intensity (TMDE) 5

Fluke Biomedical RaySafe X2 MAM

System, Quality Assurance 4

Fluke Biomedical RaySafe X2 Prestige

System, Quality Assurance 3

Fluke Biomedical RaySafe X2 R/F Sensor

825201 0‐6

Testers, Radiographic System, Quality Assurance 5

Fluke Biomedical RaySafe X2 Survey Sensor

825206 0‐1

Testers, Radiographic System, Quality Assurance 1

Fluke Biomedical ScopeMeter 190M

Oscilloscopes 7

Fluke Biomedical Tissue Cyst Ultrasound Phantom

84‐317 Phantoms, Ultrasound

Fluke Biomedical True RMS Multimeter

87 III Electrical Multimeters

(TMDE) 1

Fluke Biomedical True RMS Multimeter

87 Electrical Multimeters

(TMDE) 1

Fluke Biomedical True RMS Multimeter

179 Electrical Multimeters

(TMDE) 22

Fluke Biomedical True RMS Multimeter

87 III Electrical Multimeters

Fluke Biomedical UW‐4

Ultrasound Wattmeters

Fluke Networks Cable IQ

Testers, Network Connectivity

(TMDE) 5

Fluke Networks IntelliTone Pro 200

(TMDE) 2

Fluke Networks LinkRunner Pro

(TMDE) 3

Gammex Inc Gammex 163 163 (Analog

Scales, Mammographic Breast Compression

GC Electronics 20‐109

Decade Boxes 1

Hans Rudolph Inc 5570

Syringes, Plunger, Calibration, Spirometer/Pulmo nary Function Analyzer 1

Henry Troemner LLC 7017‐3T

Weight, Calibrated, Metric, 100g, Class 3‐OLD 1

Henry Troemner LLC 9282T

Weight, Calibrated, Metric, 10Kg‐OLD 2

Johnson Level & Tool Mfg. Co., Inc.

12" Magnetic Digital Laser Level

40‐

Calibrators (TMDE)

Kanomax USA Inc Anemomaster A034 Anemometers, Environmental

(TMDE) 1

Natus Medical Inc Model 22 Bili‐Meter 22 Radiometers, Phototherapy 1

Natus Medical Inc neoBLUE Radiometer

53870 Radiometers, Phototherapy 1

Natus Medical Inc Olympic B‐22

Sensors 1

Ohmic Instruments Co PUP‐50

Power Meters, Ultrasound, Diagnostic Unit 1

Ohmic Instruments Co UPM‐DT‐100SP

Diagnostic Unit 1

Ohmic Instruments Co UPM‐DT‐1AV

Diagnostic Unit 2

OMEGA Engineering Inc HH801B

Electronic (TMDE) 1

Quantum Instruments (A division of PromarkBRANDS)

PMLX (Lux)

Testers, Light Intensity (TMDE) 1

Rice Lake Weighing Systems 10Kg Calibrated Weight

Weights, Calibrated, Metric

(TMDE) 2

Rice Lake Weighing Systems 10lb Calibrated

Calibrated, SAE

(TMDE) 10

Rice Lake Weighing Systems 1lb Calibrated

(TMDE) 1

Rice Lake Weighing Systems 20lb Calibrated

(TMDE) 2

Rice Lake Weighing Systems 25Kg Calibrated

(TMDE) 4

Rice Lake Weighing Systems 25lb Calibrated

(TMDE) 21

Rice Lake Weighing Systems 50lb Calibrated

(TMDE) 28

Rice Lake Weighing Systems 5lb Calibrated

(TMDE) 9

Rice Lake Weighing Systems Calibrated Weight Set, Metric (ATSM Class 5)

Weight Sets, (TMDE) 6

Rice Lake Weighing Systems Calibrated Weight Set, SAE (ATSM Class 5)

Weight Sets, Smiths Medical DSTA‐40

(TMDE) 1

Smiths Medical Level 1 Verification Unit

Testers (TMDE)

Testo Inc Testo 465 0563

Phototachometers

Tripp Lite Safe‐IT UL 1363 Medical‐Grade Power Strip

PS410H

GOEMX

Electrical Power Strips

Vyaire Medical Inc enFlow IV Test Device

(TMDE) 1

Welch Allyn Inc A Subsidiary of Hillrom Holdings Inc

9600 Plus Calibration Tester

Calibrators (TMDE)

Welch Allyn Inc A Subsidiary of Hillrom Holdings Inc

Blood Pressure Test Volume Repair Fixture

407672 Simulators, Noninvasive Blood

Pressure

Welch Allyn Inc A Subsidiary of Hillrom Holdings Inc

Service Test Box Assembly

407691 Simulators, Multiparameter 2

ZOLL Medical Corp Zoll AED Plus Tester 9355‐

Testers, Defibrillator 6

ZOLL Medical Corp Zoll AED Pro Tester 9355‐

Defibrillator 6

9.0 PAYMENT

All payments are due and payable upon receipt of complete and accurate invoices and in accordance with the Prompt Payment Act. Invoices shall be submitted with all information and supporting documentation as described in C-5 Documentation. A complete and accurate invoice is substantially correct in that all aspects of the required information are clearly evident on the invoice.

If items such as invoice number, date, dates of service, contract/purchase order number, etc., are not on the invoice, it will be returned to the Contractor for resubmission. The Prompt Payment Act Clause will be provided by the Contracting Officer at the time of award and will further clarify the requirements. Finance charges for late payment of charges due to problems not of the Contractor’s making shall be paid according to the regulations and amount determined by the Great Plains Area Indian Health Service Financial Management Branch. If the Government fails to pay an amount when properly due, the Contractor has the option of suspending all services provided by this contract after providing a detailed explanation to the Contracting Officer. The Contracting Officer is responsible for assuring that direct patient care is not compromised by frivolous or unlawful suspension of services. Disputes will be handled according to the Disputes Clause and shall not violate any rule or regulation or law.

Invoices shall be submitted via the Invoice Payment Platform (IPP) found at IPP.gov.

A. Anticipated Period of Performance:

Period of Performance: 3/24/2025-12/31/2025 base year with four additional option years for a total of five years.

B. Capability Statement/Information:

Interested parties are expected to review this notice to familiarize itself with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. A general overview of the respondent’s opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail of the respondent’s (a) current capability and capacity to perform the work; (b) prior completed events of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.

3. Documentation on the floorplans available, photographs of the event space, room descriptions, equipment available, etc. To be considered capable of fulfilling this requirement evidence of an Offerors ability to fully satisfy the requirements described above must be provided.

4. The respondents’ UEI number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 811210, Electronic and Precision Equipment Repair and Maintenance, or comparable

NAICS

5. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

6. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 inch top, bottom, left and right margins.

7. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address).

Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

F. Closing Statement

Point of Contact: Erin Doering, Contract Specialist, at Erin.Doering@ihs.gov

Submission Instructions:

Interested parties shall submit capability via email to Erin Doering Contract Specialist, at Erin.Doering@ihs.gov . Must include Sources Sought Number SS-25-IHS1502581 in the Subject line.

The due date for receipt of statements is February 13, 20245 5:00 p.m. Central Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract 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 in SAM.gov.

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.