Medical Equipment and Furnishings, Fixtures, and Equipment (FF&E) Installation and Logistical Software as a Service (SaaS)

Amendment / Modification

• The offer due date has been extended to December 22, 2025, at 3:00 PM EST.

• This amendment provides responses to Request for Information (RFI) questions, detailed on pages 2-3.

• The offer due date is modified.

• Questions and Answers (Q&A) are provided.

• The proposal submission deadline has been extended to December 22, 2025, at 3:00 PM EST.

• Bidders should review the Q&A section for clarifications that may impact their proposals.

Amendment / Modification

• The offer due date has been extended to December 22, 2025, at 3:00 PM EST.

• The amendment provides responses to RFI (Request for Information) questions, detailed on pages 2-3.

• The offer due date is modified.

• Questions and Answers (Q&A) are provided.

• The proposal deadline has been extended. Bidders should refer to pages 2-3 for specific Q&A that may impact their proposals.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically for an IT SaaS (Software as a Service) solution for Medical Equipment Installation and Logistical Software. The Indian Health Services (IHS) is seeking to procure a software license to manage the logistics of procuring, purchasing, installing, and tracking Medical Equipment and Furnishings, Fixtures, and Equipment (FF&E) for new health care facilities. This aims to replace the current, error-prone spreadsheet-based system.

• A web-based, commercially available, cloud-based SaaS product with a proven track record.

• Accurate tracking, reporting, and management of equipment throughout planning, procurement, staging, installation, and commissioning.

• Pre-approval for use with IHS Office of Technology.

• Offline functionality.

• Room-specific reporting using a barcode system.

• Ability to track multiple projects simultaneously.

• Interactive visual floorplans categorized by color to show project stages.

• API connectivity to other planning software.

• Support for enterprise-level users (100+).

• Support for equipment relocation, staging, redeployment, and decommissioning.

• Ability to archive and import projects.

• Method for documenting transfer of responsibility.

• Ability to export as-built equipment data for import into CMMS.

• Development of a master template list.

• Provision of an active software license.

• Training sessions for IHS users.

• Contract Type: Firm-fixed price purchase order.

• Period of Performance: Base year (365 days after award) and one option year (365 days).

• Delivery Date: December 15, 2025.

• NAICS Code: 513210 (Software Publishers) with a size standard of $47.0 million.

• Proposal Due Date: December 8, 2025, at 3:00 PM EST.

• Submission Method: Email to colleen.henry@ihs.gov in PDF format.

• Evaluation Criteria: Award will be based on price, in addition to contractor's compliance with terms and conditions. The government reserves the right to award without discussions. Evaluation will consider the cumulative sum price for all CLINs.

• Full and open competition.

• This announcement constitutes the only solicitation; no written solicitation will be issued.

• The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2025-06.

• Key contact: Colleen Henry, Contracting Officer, at (240) 463-3813 or colleen.henry@ihs.gov.

• Questions must be submitted in writing to the Contracting Officer no later than 5 days prior to the proposal receipt date.

• A wage determination for Montgomery County, MD (2015-4269) is attached.

Wage Determination

This document is a U.S. Department of Labor Wage Determination (No. 2015-4269, Revision No. 30) for contracts subject to the Service Contract Act. It establishes minimum wage rates and fringe benefits for various occupations in Maryland, specifically for the counties of Frederick and Montgomery.

• Applicable Executive Orders: Contracts entered into on or after January 30, 2022, or renewed/extended on or after that date, must adhere to Executive Order 14026, requiring a minimum wage of $17.75 per hour (or the listed wage determination rate, if higher). Contracts awarded between January 1, 2015, and January 29, 2022, that are not renewed or extended on or after January 30, 2022, must adhere to Executive Order 13658, requiring a minimum wage of $13.30 per hour (or the listed wage determination rate, if higher). These rates are subject to annual adjustment.
• Occupational Wage Rates: The document lists specific minimum hourly wage rates for a wide range of occupations, including administrative support, automotive service, food preparation, health occupations, technical occupations, and more. Bidders must ensure their proposed wages meet or exceed these rates.
• Fringe Benefits: In addition to wages, the document mandates specific fringe benefits for all listed occupations:
  • Health & Welfare: $5.55 per hour (or $222.00/week, $962.00/month).
  • Health & Welfare (EO 13706): $5.09 per hour (or $203.60/week, $882.27/month) for contracts covered by EO 13706.
  • Vacation: 2 weeks after 1 year, 3 weeks after 5 years, 4 weeks after 15 years of service.
  • Holidays: A minimum of eleven paid holidays per year.
• Hazardous Pay: An 8% differential applies to positions involving high hazard with ordnance/explosives, and a 4% differential applies to positions with lower hazard proximity to ordnance/explosives.
• Uniform Allowance: If uniforms are required, the contractor must furnish them or reimburse employees for the cost of purchase and maintenance ($3.35/week or $.67/day if not wash-and-wear).
• Conformance Process: If a required job classification is not listed, a conformance request (SF-1444) must be submitted to the Wage and Hour Division for approval before work begins.

This document is critical for bidders to accurately estimate labor costs and ensure compliance with federal wage and benefit requirements for any contract awarded under this determination. Failure to comply can result in violations of the Service Contract Act.