Pipette Calibration and Accessories

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

To provide a portable counter-top Pipette Calibration System (PCS) for the Phoenix Indian Medical Center (PIMC) Laboratory Department to improve quality assurance and ensure precise, accurate data for regulatory compliance. The system will not be networked.

• Provide the latest software (ArtelWare 2.4) installed prior to delivery.

• Deliver a portable counter-top Pipette Calibration System (PCS) with specific technical specifications:

  • Time Requirements: < 3 minutes for 10 data points
  • Volume Range: 0.1 uL to 5000uL
  • Uncertainty: 0.6%
  • Random Error: 0.3%
  • Size: 8.8”W x 13” L x 5.8” H
  • Weight: 13 lbs
  • COM Port: USB
  • Built-in scanner for 2D reagent barcodes
  • Operational Temp: 15 °C to 30 °C
  • Relative Humidity: 10% to 90% (non-condensing)
  • Electrical Requirements: 90 – 260 VAC, 50 – 60 Hz, 2 A max

• Provide PCS Computers meeting specified processor, memory, I/O, network, storage, and OS requirements (Windows 11 compatible).

• Ensure the instrument software runs the latest operating system and includes anti-virus software compliant with Indian Health Services (IHS) IT policies.

• Replace the PCS if damaged or non-operational due to manufacturer default.

• Contractor staff must complete HIPAA and Computer Security Awareness Training.

• Comply with IHS, HHS, and DHS security compliance requirements for any network access.

• Provide off-site and on-site training for staff to establish competency.

• Perform independent risk analysis for sensitive information misuse.

• Provide a replacement UPS device and instrument printer at no cost.

• Provide the latest version of Windows to comply with IHS IT policies.

• Cloud-based services must meet FedRAMP Authorization (Moderate or High impact level), or have an "In Process" designation with a waiver request and timeline.

• Remote access must use Two-Factor Authentication (2FA), comply with network access controls, and utilize VPN or Zero Trust architecture.

• Privileged sessions must be monitored and logged.

• System isolation through hardened bastion hosts or dedicated admin environments is required.

• Vulnerability management program in accordance with NIST 800-53, with specific patch deadlines based on severity (Critical: 15 days, High: 30 days, Medium: 60 days).

• Monthly vulnerability scanning and reporting.

• 72-hour response for zero-day vulnerabilities.

• All FedRAMP, remote access, and patching requirements must be flowed down to subcontractors.

• Capabilities for overnight transport of supplies.

• Supplies and parts provided within five (5) business days of order.

• Notification required for backordered items or changes in product availability/specifications.

• Urgent delivery requirements must be fulfilled at no cost.

• Returns or credits for items with short shelf life (less than 3 months) are required.

• Preventive Maintenance and Service Agreement including labor, travel, parts, and software upgrades.

• Technical support and equipment repair, including routine preventive maintenance, parts, travel, lodging, and freight at contractor's expense.

• Notification of equipment/supply recalls or changes.

• Dispatch of qualified technician within 24 hours if phone support cannot resolve issues.

• On-call response within 60 minutes for weekends/holidays/after hours for emergency support.

• Remote troubleshooting capabilities.

• 24/7/365 service with response within 4 hours and resolution within 24 hours of service call.

• Unlimited emergency service calls and all necessary repair parts/labor.

• 24-hour toll-free technical telephone troubleshooting assistance.

• Required engineering updates and reliability enhancements.

• Equipment delivery and installation to be operation-ready within 90 calendar days of award.

• Delivery to PIMC Materials Management Department, followed by BioMed evaluation and final installation in the Laboratory Department.

• Contractor to test equipment for proper operation and allow COR to witness testing.

Base period plus four (4) one-year option periods.

• Acquisition Contract Specialist: TBD

• Service Unit Representative: Deana.Thompson@ihs.gov

• Designated COR: Deana Thompson (602-319-8954, deana.thompson@ihs.gov)

• Unit prices for supplies are FIXED PRICE.

• Quantity of tests are estimates.

• Base year includes PCS, License Software, & Installation. Option years include Yearly Service Agreements.

• All-inclusive cost includes travel, lodging, per diem, taxes, etc.

• Invoices submitted electronically to the Invoice Processing Platform (IPP).

• Invoices must include specific information as per prompt payment act; incomplete invoices will be returned.

• Payment via Electronic Funds Transfer (EFT).

• Government reserves the right to accept or reject unsatisfactory services.

• Contractor is responsible for all taxes.

• Products should earn ENERGY STAR or meet FEMP specifications.

• Contractor shall provide a designated representative for technical/contractual issues and a customer service representative for consumables/reagents.

Sources Sought / Market Research

This document is a Sources Sought notice issued by the Indian Health Service (IHS) on behalf of the Phoenix Indian Medical Center. It is intended for market research purposes to identify potential contractors capable of providing specific medical equipment and related services. The IHS is exploring the possibility of a small business set-aside for this procurement.

The government is seeking sources for the following NEW equipment and services:

• 1 each – Pipette Calibration System (PCS-510)

• 1 each – Pipette Installation validation training and guide

• 1 each – Compliance key for ArtelWare software

• 1 each – Advanced Care Service Agreement (PCS)

• PCS kits

• Vendors must be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized reseller.

• OEM warranty and service must be provided and maintained by the OEM.

• Quotes/responses must include a copy of the manufacturer's authorized distributor letter.

• Quotes/responses must include reps and certs identifying the vendor as an Indian Small Business Economic Enterprise (ISBEE) / Native American-owned small business. Offers not meeting this will not be considered.

• The government will not split this requirement; quotes must include all aspects.

Phoenix Indian Medical Center 4212 N. 16th Street, BLDG 9 Phoenix, AZ 85016

• This is NOT a Request for Proposal (RFP).

• Responses should be sent to Phil Wendzillo at phillip.wendzillo@ihs.gov.

• Subject line: “IHS1526048 Sources Sought for Pipette Calibration System and accessories."

• Deadline: No later than 5:00 PM EDT on May 11, 2026.

• Payment will be made through the Invoicing Processing Platform (IPP).

• Subcontracting limitations apply as outlined in FAR 52.219-3, 52.219-14, 52.219-27, 52.219-29, and/or 52.219-30.