SS Notice.pdf

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, Indian Health Service 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 Services (IHS) requirement. 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 provide Singlewire/InformaCast Maintenance for the Singlewire/Informacast System at OCA Indian Health Service

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, and 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. DUNS Number:

g. Cage Code:

h. Tax ID

i. Date submitted.

j. Applicable company GSA Schedule number or other available procurement vehicle.

k. Company’s System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form

(attached)

Disclaimer and Important Notes. This notice does not obligate the Government to award 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 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 IHS1488773 OCA IHS Infromacast/Singlewire Maintenance in the subject line. Responses must be submitted via email to the Contract Specialist, Mary Ann Yocham at maryann.yocham@ihs.gov no later than 2:00 PM CST on February 9, 2024.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is five (5) pages.

mailto:maryann.yocham@ihs.gov

Department of Health and Human Services Indian Health Service

Statement of Work (SOW) Singlewire/InformaCast Maintenance

November 2023

1. PURPOSE OF THE PROJECT

The Oklahoma City Area (OCA), Indian Health Services (IHS) Information Technology & Telecommunication (IT&T) department needs Singlewire/InformaCast maintenance for the Singlewire/Informacast system at OCA facilities listed below. This will provide support for the Singlewire/Informacast system that supports our mass notification system that will reach users within the facility.

OCA facilities covered for Singlewire/Informacast maintenance include:

• Oklahoma City Area Office

• National Service Supply Center (NSSC)

• Claremore Indian Hospital

• Clinton Health Center

• El Reno Health Center

• Watonga Health Center

• Lawton Indian Hospital

• Anadarko Health Center

• Carnegie Health Center

• Pawnee Health Center

• Wewoka Health Center

• Haskell Health Center

InformaCast is a powerful mass notification system that reaches your people on both their mobile and on-premises devices. When you need everyone to receive a message very quickly, and you need it to grab their attention, InformaCast delivers attention-grabbing streaming audio to a wide variety of devices. The InformaCast emergency notification system is implemented at organizations worldwide to assist with safety and security issues. Use cases include:

Active Shooter Panic Buttons Severe Weather Alerting 911 Alerting Building Evacuation Building Lockdown Paging and Intercom

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. Contractor shall provide Singlewire/Informacast Advanced Notification Enterprise service and maintenance to cover Oklahoma City Area (OCA) facilities listed above. The service and maintenance shall include:

2.1.1. Access to Singlewire’s support team 24x7 for critical issues

2.1.2. Access to knowledge articles, solutions, software, management of support cases and much more through the Singlewire Support Community

2.1.3. Technical advice, assistance, and guidance using our software during regular Singlewire business hours

2.1.4. Access to the newest versions of Singlewire products

2.1.5. Bug fixes as needed

2.1.6. Downloads of the newest features of Singlewire product as they are released

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

4. LEVEL OF EFFORT

4.1. The contractor shall provide Singlewire/InformaCast maintenance for the defined period of performance.

4.2. Training: Contractor shall provide training on as needed basis.

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 local point of contact as assigned by each location and be escorted during the visit by facility staff.

5.2. The USPHS OCA facilities are 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 service calls or 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 OCA

Facilities. 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.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery and installation date if needed with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose if applicable. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access if applicable. No deliveries can be made after 4:15pm central time. 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.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours between 8:00 am and 4:30 pm, Monday through Friday. After hours support process should be outlined and provided to obtain emergency support for 24/7 hospitals.

6.4. Personnel Qualifications:

6.4.1. The Contractor shall be capable of providing outlined service and maintenance.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. Local onsite Information Technology Support staff to support any onsite configuration at the direction of the contractor.

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 as defined above.

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. The Contractor shall provide Singlewire/Informacast Advanced Notification Enterprise Maintenance to the listed facilities beginning no more than 15 days after award of the contract.

10.2. The Contractor shall supply a designated point of contact(s) to OCA’s Chief Information Officer and Information Technology Program Manager to facilitate communication about maintenance.

10.3. The Contractor shall provide information on how to obtain support and a listing of maintenance to be covered under this contract.

10.4. The Contractor shall deliver requested maintenance and support within seven (7) working days of the request OR develop an appropriate timeline approved by OCA’s Chief Information Officer and Information Technology Program Manager.

Department Supervisor Signature:_________________________

Chief Information Officer Signature:_________________________

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