Amendment 3 - UPDATED Questions and Answers: Ak-Chin Community Health Clinic Alarm and Surveillance System

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1525595A, which pertains to a leased, turnkey alarm and surveillance system solution for a facility.

• Lease Scope: The contractor will provide and lease all required equipment, software, hardware, installation, monitoring, maintenance, and support services for the full contract term.
• Monitoring Scope: The requirement is limited to alarm notification relaying information and alerts from the Ak-Chin site to Phoenix Indian Medical Center, and a basic CCTV-style surveillance system that also relays information and alerts from the Ak-Chin site and Phoenix Indian Medical Center.
• Project Area: Approximately 5,000 sq ft.
• Electrical Work: To be determined; the government will reach out to their facility manager.
• Current System: Approximately 4 years old, and is an alarm system triggered from doors.
• Internet Access: Internet access is available for the alarm panel. The panel board will be controlled and monitored at the Phoenix Indian Medical Center, and the system needs to be viewable and reviewable from their system.
• Camera Configuration: One interior camera (pharmacy viewing area to main entrance/hallway) and two exterior cameras (entrance parking lot and back lot).
• Video Retention: 30 days.
• Additional Cameras: Only the pharmacy requires a camera; the supply room is not specified.
• Panic Buttons: A panic button is already installed in the reception area.

This Q&A document clarifies the scope of services, equipment, and specific requirements for the alarm and surveillance system, which may impact how bidders prepare their proposals.

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding RFQ IHS1525595A, which appears to be for a leased, turnkey alarm and surveillance system solution.

• Scope of Services: The contractor will provide and lease all required equipment, software, hardware, installation, monitoring, maintenance, and support services for the entire contract duration.
• Monitoring Requirement: The requirement is limited to two priorities:
  1. Alarm notification relaying information and alerts from the Ak-Chin site to Phoenix Indian Medical Center.
  2. A basic CCTV-style surveillance system that relays information and alerts, and allows viewing from the Ak-Chin site and Phoenix Indian Medical Center.

This Q&A clarifies the full scope of leased services and the specific priorities for the alarm and surveillance system, which bidders should consider when preparing their proposals.

Other / Unclassified

This document provides site visit information for RFQ IHS1525595A, related to the Ak-Chin Community Health Clinic Alarm and Surveillance System. It details the date, time, and location for the site visit, along with check-in instructions and points of contact. The site visit is noted as being at the contractor's discretion and is not mandatory.

This information is crucial for potential bidders to understand the logistics and optional nature of a site visit, which may help in assessing the project requirements and preparing a more informed proposal.

Solicitation / RFP / RFQ

This document contains clauses, provisions, and additional terms and conditions for the Ak-Chin Community Health Clinic Alarm and Surveillance System RFQ (IHS1525595A). It outlines the regulatory and contractual requirements that offerors must adhere to.

This document primarily focuses on the contractual and regulatory framework, not specific technical deliverables. It incorporates numerous Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses by reference, covering areas such as:

• Invoicing and Payment Procedures (HHSAR 352.232-71)

• Anti-Lobbying, Safety and Health, Privacy Act, Equal Employment Opportunity, Publications and Publicity, Confidential Information

• Commercial Items and Services requirements (FAR 52.212-4, 52.212-5)

• Various prohibitions and restrictions (e.g., Kaspersky Lab products, ByteDance applications, foreign purchases)

• Small business subcontracting and set-aside provisions

• Labor standards, including Service Contract Labor Standards, minimum wages, and paid sick leave

• Buy American Act and Trade Agreements

• Environmental and sustainability requirements

• Payment by Electronic Funds Transfer

• Prohibition on Unmanned Aircraft Systems

• The document references FAR 52.212-1 (Instructions to Offerors) and FAR 52.212-2 (Evaluation – Commercial Items), indicating this is a solicitation for commercial items.

• It includes provisions for option to extend services (FAR 52.217-8).

• Quote Preparation Instructions (Addenda to FAR 52.212-1):

  • Offers must be complete, self-sufficient, and respond directly to the solicitation.
  • Offers must be sectioned into three volumes: Technical, Past Performance, and Price.
  • Technical Approach will be evaluated on clarity, feasibility, and compliance, including System Design and Integration, Installation, Operational Capability, and Training.
  • Management Approach includes Project Management Plan, Staffing, Quality Control, and Risk Management.
  • Operations, Maintenance, and Support includes Monitoring Services, Maintenance and Repair, Technical Support, and System Availability.
  • Security and Compliance includes Cybersecurity, Data Protection, Access Control, Network Compliance, and Data Storage Compliance.
  • Past Performance requires two references and evaluation of reliability, responsiveness, and maintenance/support performance.
  • Price will be evaluated for reasonableness and realism.
  • Relative Importance: Technical and Past Performance factors are more important than price.

• Technical Questions Deadline: May 6, 2026, at 1:00 PM MST.

• Quotation Submission Deadline: May 12, 2026, at 1:00 PM MST, submitted via email to Kerri.Gilmore@ihs.gov.

• Offer Acceptance: Offers must stipulate acceptance of all terms and conditions and be firm for at least 90 days.

• Evaluation: Award will be made on a Best Value basis, considering price and other factors (technical & past performance). The government reserves the right to award without discussions or to not award at all.

Numerous clauses related to small business concerns, including set-asides, subcontracting plans, and preferences for HUBZone, SDVOSB, and WOSB concerns, are incorporated by reference. Specific set-aside status for this RFQ is not explicitly stated in this document but is implied by the inclusion of these clauses.

• The Department of Health and Human Services, Phoenix Area Indian Health Service is tax-exempt in the State of Arizona.
• System updates may lag policy updates for the System for Award Management (SAM).

Form / Attachment / Pricing Sheet

This document is a price schedule for the Ak-Chin Community Health Clinic Alarm and Surveillance System. Bidders are expected to use this form to provide their pricing for the services outlined.

• CLIN Structure: The schedule is organized by CLIN (Contract Line Item Number).
• Base Year and Option Years: It includes line items for a Base Year of service and four subsequent Option Years.
• Service Description: Each CLIN specifies "Alarm System Service."
• Quantity: The quantity for each CLIN is listed as 12 Months.
• Unit Price and Total Price: Fields are provided for bidders to enter their Unit Price and calculate the Total Price for each CLIN and the overall total.

This price schedule is critical for bidders to understand the cost structure for the alarm system service. Bidders must complete this schedule accurately to submit a responsive quote. The pricing provided here will be a key component in the evaluation of proposals.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for contracts performed in the Arizona Counties of Maricopa and Pinal.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes general information on Health & Welfare benefits, Vacation, and Holidays.
• Provides notes on specific occupations, such as Computer Employees and Air Traffic Controllers/Weather Observers, including details on potential exemptions, night pay, Sunday pay, and hazardous pay differentials.
• Outlines the process for requesting additional classifications and wage rates (Conformance Process) if an occupation is not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a contract in the specified geographic area. Bidders must ensure their proposed wages and fringe benefits meet or exceed these minimums to comply with the Service Contract Act. Failure to comply can lead to contract violations and penalties. The listed wage rates and benefits will directly impact the cost proposal submitted for any opportunity requiring services in Maricopa and Pinal Counties, Arizona.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter issued by the Arizona Department of Revenue to the Department of Health & Human Services, Phoenix Area Indian Health Service. It grants an exemption from Arizona Transaction Privilege Tax and Use Tax for specific business classifications, effective January 1, 2025.

• The letter lists specific Business Codes and their corresponding Exempt Classifications for both State and City Privilege Tax.
• It specifies that transactions made under these classifications are exempt for the customer (Phoenix Area Indian Health Service).
• It notes that exemptions for transient lodging/hotel are not included and other exemptions are limited by statute.
• Appendix A lists all locations claimed to be exempt by the organization.

Bidders responding to opportunities with the Phoenix Area Indian Health Service should be aware that this organization has tax-exempt status for certain transactions. This may impact pricing considerations and require verification of the exempt status when providing goods or services under the listed classifications. Bidders may need to request a copy of this Exemption Letter and Arizona Form 5000HC from the organization to substantiate their exempt status.

Statement of Work (SOW) / Performance Work Statement (PWS)

To lease, install, and maintain an integrated security system (alarm and surveillance) for the Ak-Chin Community Health Clinic, to be managed from the Phoenix Indian Medical Center (PIMC). The system aims to enhance security and safety for facilities, personnel, and visitors, and protect federally owned property through continuous monitoring and timely incident detection.

• Provide a fully integrated, leased security system solution including alarm components, surveillance cameras, monitoring software, servers, networking devices, storage media, and necessary peripherals.

• System design, installation, configuration, testing, and commissioning are the contractor's responsibility.

• Provide continuous alarm monitoring and video surveillance operations.

• Offer preventive and corrective maintenance, repairs, software updates, technical support, and system documentation.

• Provide training for designated Government personnel on system operation.

• Responsible for the removal and proper disposition of any existing or legacy alarm and surveillance systems.

• Assess alarm signals and initiate appropriate response actions, including notifying authorities and designated PIMC contacts.

• Maintain current contact information, escalation procedures, and response protocols.

• Quality of service subject to inspection by the Contracting Officer.

• System must remain fully operational throughout the contract period.

• Address system outages, deficiencies, or performance issues promptly.

• Monitoring, notification, and response activities must be documented and available upon request.

• Ak-Chin Community Health Clinic, Maricopa AZ, 85139.

• Period of Performance: Base Year plus Four Option Year contract.

• All system components are provided under a lease arrangement; ownership remains with the Contractor.

• System must be scalable, reliable, and compliant with federal, HHS, and IHS security, privacy, and technology standards.

• Web-based functionality must support secure, encrypted communications, role-based access controls, and compatibility with Government-approved environments.

• No cloud-based storage or third-party hosting without prior Government approval.

• Contractor must coordinate with Government IT and security for network connections, firewalls, and access controls.

• Offerors are urged to conduct a site visit.

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for commercial items, issued in accordance with FAR Subpart 12.6. It constitutes the only solicitation, and written solicitations will not be issued. The procurement is for the Ak-Chin Community Health Clinic Alarm and Surveillance System. This is a Total Small Business Set-aside.

• The NAICS Code is 561621: Security alarm systems sales combined with installation, repair, or monitoring services.

• Offerors must propose on an all or none basis.

• Written proposals are required.

• The award will be a Firm Fixed Price contract.

• Offerors must include CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• The contract will include a Base Year and Four (4) Option Years.

• Contract Type: Firm Fixed Price

• Period of Performance: Base Year and Four (4) Option Years

• Estimated Value: Not specified

• Submission of Quotes Due Date: May 12, 2026, 1:00 pm MST.

• Questions Deadline: May 6, 2026, 1:00 pm MST. Contact Kerri Gilmore at Kerri.Gilmore@ihs.gov.

• Evaluation Criteria: Not explicitly detailed, but proposals are required.

• Total Small Business Set-aside.

• Mandatory Registration: System for Award Management (SAM) registration must be current to be eligible for award. Visit https://www.sam.gov for registration.

• The document references an attached Statement of Work, Solicitation Clauses, and Price Schedule for a detailed Description of Goods/Services.

• FAR/HHSAR provisions and clauses applicable to this solicitation are included as an attachment (Solicitation Clauses Attachment Page 10, FAR 52.212-1 Instructions to Offerors – Commercial Items (Mar 2020)).

• An acknowledgment of a 120-day acceptance period is required.

• Offerors must identify individuals authorized to negotiate with the Government.