Sources Sought Notice for Potential Equivalents for Reusable Medical Device Inventory System

Sources-Sought Notice

The Indian Health Service, Shiprock Service Unit has a requirement for a reusable medical device (RMD) inventory tracking system. The system will monitor and track the location and movement of RMDs throughout the sterilization process from initial documentation to assembly, sterilization, storage, and delivery to the point of use. The system should provide real-time visibility into the status and location of each RMD within the healthcare facility. This will include data collection from sterile processing equipment, integration with the RMD tracking system software allowing for comprehensive recordkeeping and workflow management. This sources-sought notice (SSN) is being issued to identify potential equivalents for the following items:

M-Systems (Electronic Health Record Platform)

Salient characteristics:

· Integrates with the existing M-Systems platform without replacement, major modification, or disruption to clinical workflows.

· Supports HL7 v2/v3 and/or FHIR messaging standards.

· Enables bidirectional data exchange between the RMD tracking system and EHR.

· Exchanges patient identifiers, surgical case data, provider information, and instrument utilization records.

· Associates instrument usage and sterilization records with patient encounters.

· Supports real-time or near-real-time data synchronization.

· Allows configurable data mapping for patients, procedures, and device tracking fields.

· Supports secure encrypted data transmission compliant with HIPAA and HHS IS2P requirements.

· Operates within IHS and HHS cybersecurity frameworks, including FISMA and NIST SP 800-53 controls.

Steris (Mobile Sterile Processing Unit)

Salient characteristics:

· Interfaces directly with automated sterile processing equipment, including washer-disinfectors, ultrasonic cleaners, cart washers, and sterilizers.

· Automatically captures cycle parameters and performance data without manual entry.

· Supports real-time or near-real-time data ingestion from equipment control systems.

· Supports standard communication protocols such as HL7, TCP/IP, serial interfaces, and vendor-neutral APIs.

· Accepts machine-generated output files, including cycle records and logs.

· Maintains compatibility with proprietary data outputs from existing sterile processing equipment.

· Functions within mobile sterile processing environments with constrained space and infrastructure.

· Operates effectively in high-temperature and high-humidity sterile processing environments.

· Links sterilization cycle data to individual instruments, trays, and patient cases.

· Maintains audit-ready records compliant with AAMI, AORN, FDA, and The Joint Commission requirements.

· Supports current STERIS Mobile Sterile Processing Unit operations while remaining adaptable to future equipment from other manufacturers.

Cerner (Future-State Electronic Health Record Compatibility)

Salient characteristics:

· Capable of integrating with commercial enterprise EHR platforms such as Cerner or equivalent.

· Supports FHIR-based APIs and modern interoperability frameworks.

· Allows interface reconfiguration without requiring full system replacement.

· Supports migration and retention of historical instrument tracking data.

· Links instrument tracking information to surgical case records, provider documentation, patient safety records, and infection control records.

· Maintains uninterrupted RMD tracking functionality during EHR transitions.

· Ensures data integrity and continuity across legacy and future EHR environments.

· Supports future integration requirements while maintaining compatibility with current RPMS and M-Systems environments.

Other capable firms are also invited to respond to this SSN.  The Contracting Officer will consider responses for Buy Indian Act (25 U.S.C. 47) opportunities first, then for set aside programs under the Small Business Act (41 U.S.C. 3104).

The applicable North American Industry Classification System (NAICS) code assigned to this requirement is 541512- Computer Systems Design Services with a small business size standard of $34.0 million.

THIS IS NOT A SOLICITATION. Information collected from this notice is purely for market research only and will be used to determine the contracting office’s acquisition strategy including competition, set asides, and locating Indian-owned economic enterprises.  Submission of any information in response to this market survey is purely voluntary.  The government assumes no financial responsibility for any costs incurred in response to this request for information. 

In accordance with FAR 4.203-1(b), offerors and quoters must be registered in System for Award Management at SAM.gov, at the time an offer or quotation is submitted and at time of award.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this notice by 10:00AM (MDT) on 6/15/2026 to Rodney Brown, Contract Specialist, at Rodney.Brown@ihs.govwith the subject line“BN-GSUT2-20265925.”  Your submission must include the following information, at a minimum:

1. Identification of potential equivalents and corresponding manufacturer/system information.
2. Statements/descriptions on how potential equivalents compare against each item's salient characteristics.
3. Company Profile that includes:  UEI, Name and Address, Primary POC information, business size and type of ownership, socio-economic status/participation such as 8(a), WOSB/EDWOSB, SDVOSB and HUBZone, identification of Native American ownership, SAM.gov representations and certifications, and other related documentation.
4. A brief statement of the company’s capability that relates to the described government requirement.  Additional demonstration of capability may include current and past performance history for the same or similar requirement, established contracts such as GSA or VA Schedule, etc.
5. Indian-owned Small Business Economic Enterprises (ISBEEs) and Indian-owned Economic Enterprises (IEEs) must also submit a completed IHS IEE Representation Form (attached) in accordance with HHSAR 326.606-1(b).

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.