Two (2) Prescription & Document Scanners for Quentin N Burdick Memorial Health Care Facility in Belcourt, ND

Sources Sought: Two (2) Prescription & Document Scanners for Quentin N Burdick Memorial Health Care Facility (QNBMHCF)

Sources Sought Notice Number: IHS-SS-26-1518989

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 Economic Enterprises (IEE), Indian Small Business Economic Enterprises (ISBEE), or 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 334118, Computer Terminal and Other Computer Peripheral Equipment Manufacturing - other relevant NAICS codes will be considered based on responses received

1. BACKGROUND

The IHS is an agency within the Department of Health & Human Services and is responsible for providing federal health services to American Indians and Alaska Natives. The Indian Health Service provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to five hundred sixty-seven (567) federally recognized tribes, in thirty-five (35) states. The Indian Health Service Headquarters is in Rockville, MD and then divided into twelve (12) physical areas: Alaska, Albuquerque, Bemidji, Billings, California, Great Plains, Nashville, Navajo, Oklahoma, Phoenix, Portland, and Tucson.

The Great Plains Area Office (GPAO) works in conjunction with nineteen (19) Indian Health Service Units and Tribal Managed Service Units to provide health care to approximately one hundred thirty thousand (130,000) Native Americans located in North Dakota, South Dakota, Nebraska, and Iowa.

QNBMHCF falls under the GPAO and provides medical care to approximately fourteen thousand, five hundred fifty (14,550) tribal members living on the Turtle Mountain Indian Reservation. The Service Unit was built in nineteen hundred sixty-seven (1967) with renovation and clinical expansion completed in nineteen hundred ninety-two (1992), to provide an expanded level of outpatient health care services specifically designed to meet the needs of our population. Services include: twenty-four (24) Hour Emergency Services, Laboratory, Radiology (CAT Scan & Mobile MRI) and 24-Hour Pharmacy Services, Optometry, Dental, Clinic, Emergency, Podiatry, Same Day Clinic, and Behavioral Health.

1. OBJECTIVE

Two (2) Clinical Capture Devices for Pharmacy located at the Quentin N. Burdick Memorial Health Care Facility in Belcourt, ND.

1. SPECIFICATIONS

Document Scanners

These are the minimum specifications for interfacing a document scanner with VistA Imaging:

• Minimum resolution is three hundred (300) DPI (dots per inch)
• Minimum performance is twenty-five (25) pages per minute for black-and-white documents
• The software interface of the scanner is TWAIN
• Software drivers are available for the currently approved operating system(s)
• The device utilizes a USB connection to the workstation
• No Personally Identifiable Information (PII) is displayed in the naming of files or folders created by a device used to capture and share images with VistA Imaging.

Digital Cameras

The minimum specification for interfacing a digital camera with VistA Imaging is 4 megapixels.

Sites are cautioned to purchase digital cameras which will satisfy the clinical purpose they are intended to be used for. The capabilities of modern digital cameras to capture images with very high resolutions may not be as important as the resolution of the hardware used to display the images.

It is suggested that the purchase of digital cameras greater than 12 megapixels be approved in advance by the VistA Imaging System Manager in consideration of the file sizes which may be generated, and the effects of storing and archiving large files in the VistA Imaging system.

Microscope cameras and Frame grabber/interface card devices

Users of clinical capture devices understand that they are ultimately responsible for determining that the image quality produced is adequate for the intended clinical purpose of the device being utilized. Therefore, no minimum specification is defined for these devices when being interfaced with VistA Imaging.

1. CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

The Contractor must provide only new equipment and new parts for the required products described herein; no used, refurbished, or remanufactured equipment or parts shall be provided under any circumstances. Absolutely no “Gray Market Goods” or “Counterfeit Electronic Parts” shall be provided. Gray Market Goods are defined as genuine branded goods intentionally or unintentionally sold outside of an authorized sales-territory or by non-authorized dealers in an authorized territory. All equipment shall be accompanied by the Original Equipment Manufacturers (OEM’s) warranty. Counterfeit Electronic Parts are defined as unlawful or unauthorized reproduction, substitution, or alteration that has been knowingly mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified electronic part from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitution includes used electronic parts represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

1. TYPE OF ORDER

This is a firm fixed price purchase order.

1. ANTICIPATED PERIOD OF PERFORMANCE

The anticipated period of performance will consist of ninety (90) days after date of award.

1. PLACE OF PERFORMANCE

Quentin N Burdick Memorial Health Care Facility

1300 Hospital Loop

Belcourt, ND 58316

1. REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

N/A

1. PAYMENT

Payment will be rendered once all supplies are shipped and accounted for and invoice is uploaded into IPP to be paid.  

10.0     Capability Statement/Information:

Interested parties are expected to review this notice to familiarize themselves 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 respondents’ opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail about 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. 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: 334118, Computer Terminal and Other Computer Peripheral Equipment Manufacturing, or comparable NAICS

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

5. 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.

6. 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.

11.0   Closing Statement

Point of Contact: Farrah Azure, Purchasing Agent, at Farrah.Azure@ihs.gov  

Submission Instructions:

Interested parties shall submit capability via email to Farrah Azure, at Farrah.Azure@ihs.gov . Must include Sources Sought Number IHS1518989 in the Subject line. The due date for receipt of statements is December 12, 2025, 12:00 p.m. Central Time.

All responses must be received by the specified due date and time 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 based on 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 because 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 oblige 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.