Ophthalmic Equipment Service

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It is used by offerors to self-certify that they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This certification is necessary when responding to solicitations, sources sought notices, or requests for information (RFIs) that are subject to the Buy Indian Act.

• Solicitation/Sources Sought/RFI #: Field to enter the relevant solicitation number.
• Project Title: Field to enter the project title.
• Date: Field to enter the date.
• Representation: A checkbox section where the offeror must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Name of Federally Recognized Tribal Entity: Field for the name of the tribal entity.
• Name of the 51% owner of IEE Firm: Field for the name of the 51% owner.
• Business Name: Field for the business name.
• Certifying Signature: Field for the signature of the authorized representative.
• UEI Number: Field for the Unique Entity Identifier.
• Print Name: Field for the printed name of the certifier.

Bidders must complete and submit this form to self-certify their eligibility as an "Indian Economic Enterprise" if the opportunity is subject to the Buy Indian Act. Failure to meet the definition or properly complete the form may affect eligibility for award. The form also reminds offerors that they must meet the definition throughout the contract period and that false information is subject to legal penalties. Successful offerors must also be registered with the System of Award Management (SAM).

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quote (RFQ) under RFQ 246-26-Q-0013. It is a 100% SMALL BUSINESS SET ASIDE. The government is procuring maintenance services and repair for specific optometry equipment.

• Maintenance and repair services for one (1) Zeiss Cirrus OCT 5000 and one (1) Zeiss HFA3 860 at three locations: Lawton Indian Hospital, Anadarko Indian Health Center, and Carnegie Indian Health Clinic.

• Services include preventative maintenance following manufacturer guidelines and unscheduled repairs.

• Repairs include OEM replacement parts, travel, and labor.

• Access to a service hotline for emergencies and technical/application problems.

• Hardware and software updates as recommended by Carl Zeiss.

• Remote support for troubleshooting.

• Contract type: Firm Fixed Price Purchase Order.

• Period of Performance: 12 months from date of award.

• Estimated Value: Not explicitly stated, but it is a 100% Small Business Set Aside.

• Submission Deadline: March 23, 2026, 01:00 p.m. CDT.

• Submission Method: Electronic submission via email to jarrod.prince@ihs.gov or carroll.delaune@ihs.gov. No fax quotations.

• Evaluation Factors: Award will be made to the responsible offeror whose offer is most advantageous to the Government on a Best Value basis. Technical requirements and past history performance are more important than pricing.

• Required Submissions: Past History Performance Contract Information, Technicians Certifications, Completed Price Schedule, Indian Economic Enterprise Representation Form, Details of Maintenance and Service Agreement.

• This solicitation is a 100% SMALL BUSINESS SET ASIDE.

• Offerors must be registered in the System for Award Management (SAM).

• Compliance with HHS Information and Communication Technology (ICT) accessibility standards is required.

• Associated NAICS code: 339115.

• Vendors must submit at least 3 past history performance records.

• Pricing will be evaluated as less important than technical requirements and past history performance.

• Offerors must provide sufficient technical documentation to determine technical acceptability.

Statement of Work (SOW)

To procure maintenance and repair services for Ophthalmic equipment at the Lawton Service Unit (LSU), which includes the Lawton Indian Hospital (LIH), Anadarko Indian Clinic (AIC), and the Carnegie Indian Clinic (CIC). The goal is to ensure the continued functionality of critical medical equipment to support healthcare services for American Indians and Alaska Natives.

• Provide maintenance services and repair for Carl Zeiss Cirrus OCT 5000 and Carl Zeiss HFA3 860.
• Services include:
  • Preventative maintenance following manufacturer guidelines.
  • Unscheduled repairs, including OEM replacement parts, travel, and labor.
  • Access to a service hotline for technical or application issues.
  • Installation of hardware and software updates as recommended by the manufacturer.
  • Remote support for troubleshooting.

12 months from the date of award.

• OEM Planned Maintenance: Not more than one instance per performance period annually.

• Availability and Response: Not more than one instance per performance period for customer service concerns, with a 24-hour phone response and 96-hour on-site response.

• Service Report Submittal: Not more than one instance per performance period, due within 5 business days of service completion.

• Notification to Biomedical Engineering: Not more than one instance per performance period, requiring notification when an Field Service Engineer (FSE) is on-site.

• Invoice Submittal: Not more than one instance per performance period, submitted quarterly and upon request.

• Contractor personnel must comply with HHSAR and security guidance, including obtaining visitor passes.

• The facility is a tobacco/smoke-free environment.

• Contractor personnel are responsible for organizational information security and must adhere to premises regulations.

• Disclosure of operations information is prohibited.

• Contractor must furnish a designated Point of Contact (POC) and provide a toll-free telephone number for service calls, answered Monday-Friday, 8:00 am - 4:30 pm.

• Contractor shall furnish all personnel, materials, supplies, and equipment.

The Government will supply facilities, supplies, and equipment for the Optometry Department and hospital specialty/support staff for the provision of services.