SS-26-IHS1524164.pdf

“MORRIS SYSTEM MAINTENANCE & SERVICE AGREEMENT” SS-26-IHS1521564

A. Introductory

This is a Sources Sought set aside for Indian Economic Enterprise (IEE) and Indian Small Business

Economic (ISBEE). This is NOT a solicitation for proposals, proposal abstracts, or quotations. The objective of this Sources Sought # IHS1524164 is to provide monthly license and support of software program for inventory at the Woodrow Wilson Keeble Memorial Health Care Center IHS at Sisseton, South

Dakota.

B. Project Description

B.1 Background:

The U.S. Department of Health and Human Services (HHS), Indian Health Service (IHS), is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government to government relationship between the federal government and Indian tribes. The IHS is the principal federal health care provider and health advocate for the Indian people. The goal is to assure that comprehensive, culturally acceptable personal and public health services are available and accessible to American Indians and Alaska Natives.

The IHS currently provides health services to approximately 1.5 million American Indians and Alaska

Natives who belong to more than 557 federally recognized tribes in 34 states.

The mission of the Sisseton Indian Health Service is to provide the best possible healthcare services to the

Native American population on the Sisseton Wahpeton Sioux Tribe Reservation. To achieve this mission the Service Unit has identified the need for a Non-Personal Service Contract for supply inventory system for the Property & Supply Department.

B.2 Requirements:

Contractor Responsibilities:

1. The Contractor provides license and support for their software program for inventory management control.

2. The Contractor will install the Licensed Software within 10 business days of the effective date of the new contract award

3. Provide training via webinar online for licensee and staff at no additional charge.

4. Upon instillation date the licensed software on the hardware, licensee shall inspect and test the capabilities of the licensed software to determine that the licensed software performs as warranted.

Technical Requirements:

The Contractor will possess the knowledge and skills to complete the work described in the Contractor

Responsibilities above.

PERIOD OF PERFORMANCE:

The period of performance of this acquisition will be 07/01/2026-06/30/2027

CONTRACTOR PERFORMANCE CONDITIONS AND RESPONSIBLITIES:

The contractor is responsible for maintaining satisfactory standards of conduct, competence, appearance and integrity.

Contracting Officer’s Representative Designation

The Contracting Officer’s Representative (COR) representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer at the Great Plains Area Indian Health

Service.

The COR is responsible for:

1. Monitoring the Contractor’s technical progress including surveillance, assessment, and performance and recommending to the Contracting Officer changes in requirements,

2. Interpreting Statement of Work.

3. Performing technical evaluation as required.

4. Performing technical inspection and acceptance required by this contract.

5. Assisting the Contractor in the resolution of technical problems encountered during Performance.

6. Serving as systems manager to ensure compliance with the Privacy Act.

Contracting Officer’s Representative (COR):

The person identified below is hereby designated as the COR for this contract. The responsibility of the

COR (or its duly representative) is to ensure that the Government technical objectives are met. The COR will provide necessary information, direction, coordination, etc., within the contractual work description.

Issuance of changes which affect the articles, terms, or conditions of this contract will be accomplished through the Contracting Officer who is the only party authorized to bind the Government to the contract.

Payment Process:

A purchase order will be used to pay for these services. The Contractor shall submit an original invoice monthly in the electronic invoicing system called IPP (Invoice Processing Platform).

HHSAR 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022)

(a) Definitions. As used in this clause-Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), "Content of Invoices" and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request.

(END OF CLAUSE)

Unless otherwise agreed to by the contracting officer per HHSAR 352.232-71(c), the use of IPP shall take precedence over previously established invoicing procedures." In compliance with the Office of

Management and Budget (OMB) M-15-19 memorandum "Improving Government Efficiency and Saving

Taxpayer Dollars Through Electronic Invoicing" directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors.

Invoices submitted under any award will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests. IPP is a secure, web-based electronic invoicing system provided by the U.S.

Department of the Treasury's Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of

St. Louis (FRSTL).

If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The

IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-

3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

The invoice MUST include the following for the payment process:

1. Contractor/Vendor Name

2. Mailing Address

3. Telephone Number

4. Tax Identification Number

5. Invoice Number and Date

6. Description of Services Provided, Quantity, Unit of Issue, Unit Price, and Total Dollar Amount Due.

7. UEI Number (Unique Entity Identifier Number)

Payment shall be made by the:

Great Plains Area

Indian Health Service

Division of Financial Management

114 5th Ave SE - Room 309 Federal Building

Aberdeen, South Dakota 57401 mailto:IPPCustomerSupport@fiscal.treasury.gov

Authority:

1.1.No person other than the Contracting Officer has the authority to bind the

Government with respect to this contract.

1.2. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

1.3. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract

1.3.1 An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

1.3.2 A purported modification or change order issued by anyone other than the

Contracting Officer

1.3.3 A promise by anyone other than the Contracting Officer to provide additional funding or make payments: or

1.3.4 An order, direction, consent, or permission from anyone other than the

Contracting Officer to:

1.3.4.1 Incur costs in excess of a specified estimated cost, allotment of funds, or Other ceiling: or

1.3.4.2 Expend hours in excess of a specified level of effort

C. Compliance Requirements:

The Contractor shall adhere to all official coding and billing rules as published by the American Hospital

Association (AHA) and Centers for Medicare and Medicaid Services (CMS) regulations and guidelines to ensure the highest levels of integrity, compliance, and ethics.

The Contractor shall maintain records of confidentiality in accordance with the Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974, Alcohol and Drug Abuse Patient Records, Freedom of Information Act (FOIA), and other pertinent Federal regulations.

D. Deliverables

The Contractor shall deliver standard or custom reports upon request and/or via dashboard, to allow for monitoring monthly usage of the following:

• Claims Submissions

• Claims Status Checks

• Eligibility Checks

• Insurance Searches

E . Work Schedule/Availability

24/7 availability of all payer eligibility verification and search services for health care center staff (with exceptions to scheduled service disruption)

F. Experience:

The Contractor shall possess knowledge, skills and abilities to maintain and provide software licensing and support services on a monthly basis.

The contractor shall define license and all relative documents.

Licensing and Service:

Inspection: all services rendered will be inspected, reviewed, and monitored by the COR.

Contracting Officer Representative (COR): TBD

Department Point of Contact: TBD

H. SMALL BUSINESS STATUS: Provide business size and socioeconomic status (e.g., ISBEE, IEE), along with your UEI, organization name, address, and point of contact. The anticipated NAICS code for this requirement is 518210 - Other Computing Infrastructure Providers, Data Processing, Web Hosting and

Related Services.

I. ADDITIONAL INFORMATION: Provide any additional information that may assist the Government in refining its acquisition strategy or determining whether a competitive set-aside or other RFO-aligned commercial approach is appropriate.

J. CLOSING STATEMENT: Point of Contact: John Otubu, Contract Specialist, at john.otubu@hhs.gov.

Submission Instructions: Interested parties shall submit capability statement via email to john.otubu@hhs.gov. Must include Sources Sought Number SS-26-IHS1521564 in the Subject line and complete the attached IEE Representation Form. The due date for receipt of statements is June 22, 2026, 10:00AM, EST. All responses must be received by the specified due date and time in order to be considered.

Late responses and responses from sources other than IEE, ISBEE will not be accepted. 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 HHS. HHS/OMAS 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, HHS/OMAS 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 HHS shall arise as a result of a response mailto:john.otubu@hhs.gov to this notice or HHS’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 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.

K. Information Submission Instructions

Interested companies should review the attached and then submit a response that provides feedback, if any, on the attached and that addresses all of the information listed under “Capability Statement/Information

Sought”. Capability statements and responses shall be submitted via email to john.otubu@hhs.gov no later than 10:00AM EST on June 22, 2026. The subject line for the email heading shall be “MORRIS SYSTEM

MAINTENANCE & SERVICE AGREEMENT” SS-26-IHS1521564. Please provide succinct detail.

Please add a cover letter to your response with the following information:

1. Company Name

2. Company Unique Entity ID number

3. Company points of contact, mailing address, telephone and website address

4. Any Governmentwide Acquisition Contract (GWAC), General Services Administration (GSA)

Schedule vehicle, or other available procurement vehicles your company maintains that could meet this requirement

5. Business Size relative to NAICS code 541511 - CUSTOM COMPUTER PROGRAMMING SERVICES

6. Type of Company (e.g., large business, small business, 8(a), woman owned, veteran owned, etc.) as registered in the System for Award Management (SAM)

7. Identify any/all teaming arrangements

8. Indian Economic Enterprise (IEE) Representation Form providing Native American Indian representation.

mailto:john.otubu@hhs.gov

Disclaimer and Important Notes:

This notice does not obligate the Government to award a contract or pay for the information provided in response. The Government reserves the right to use information provided by the 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.

Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondent 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.

Any solicitation resulting from the analysis of information obtained will be announced to the public in SAM in accordance with FAR Part 5. However, responses to this notice will not be considered adequate to 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).