Ak-Chin Community Health Clinic Alarm and Surveillance System

Solicitation / RFP / RFQ

This document, "Attachment B - RFQ IHS1525595 Solicitation Clauses and Provisions," outlines the specific clauses, provisions, and additional terms and conditions applicable to the "Ak-Chin Community Health Clinic Alarm and Surveillance System" Request for Quotation (RFQ). It details the legal and contractual framework that offerors must adhere to if they choose to bid on this opportunity.

This document does not detail the specific technical requirements or deliverables for the alarm and surveillance system itself. Instead, it focuses on the contractual and regulatory aspects. It incorporates numerous Federal Acquisition Regulation (FAR) and HHS Acquisition Regulation (HHSAR) clauses by reference, covering a wide range of topics including:

• Invoicing and Payment: Electronic submission of payment requests via the Department of Treasury Invoice Processing Platform (IPP).
• Contractual Terms: Standard commercial item terms and conditions, including those related to anti-lobbying, safety, privacy, equal employment opportunity, and confidentiality.
• Prohibitions: Clauses addressing specific prohibitions such as requiring confidentiality agreements, contracting for certain hardware/software from specified entities (e.g., Kaspersky Lab), and contracting for certain telecommunications and video surveillance services.
• Small Business Requirements: Numerous clauses related to small business subcontracting plans, set-asides (HUBZone, SDVOSB, EDWOSB, WOSB), and utilization of small businesses.
• Labor Standards: Clauses pertaining to service contract labor standards, minimum wages, and equal opportunity for veterans and workers with disabilities.
• Other Compliance: Provisions related to cybersecurity, data protection, employment eligibility verification, and combating trafficking in persons.

This document does not specify the contract type, period of performance, or estimated value. These details would likely be found in the main solicitation document.

• Quote Preparation Instructions: Offers must be sectioned into three volumes: Technical, Past Performance, and Price.
  • Technical Approach: Evaluated on clarity, feasibility, and compliance with SOW requirements, including system design, integration, installation, operational capability, and training.
  • Management Approach: Evaluated on project management plan, staffing, quality control, and risk management.
  • Operations, Maintenance, and Support: Evaluated on monitoring services, maintenance, repair, technical support, and system availability.
  • Security and Compliance: Evaluated on cybersecurity, data protection, access control, remote access, and data storage compliance.
  • Past Performance: Evaluated based on two references, reliability, responsiveness, and maintenance/support performance.
  • Price: Evaluated for reasonableness and realism.
• Relative Importance: Technical and Past Performance factors are more important than price.
• Technical Questions Due: April 17, 2026, at 1:00 PM MST.
• Quote Due Date: April 24, 2026, at 1:00 PM MST.
• Submission Method: Email only to Kerri.Gilmore@ihs.gov with a specific subject line.
• Offer Acceptance: Offers must stipulate acceptance of all terms and conditions and remain firm for at least 90 days.

This document extensively lists clauses related to various small business set-asides, including HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), Economically Disadvantaged Women-Owned Small Business (EDWOSB), and Women-Owned Small Business (WOSB) concerns. Bidders should review these clauses carefully to determine eligibility and any applicable requirements or preferences.

• The document incorporates many clauses by reference, meaning their full text is not provided but they are legally binding. Offerors are responsible for accessing and understanding these referenced clauses.
• The Ak-Chin Community Health Clinic is tax-exempt in the State of Arizona.

Statement of Work (SOW)

To lease, install, and maintain an integrated security system (alarm and surveillance) for the Ak-Chin Community Health Clinic, enhancing security for facilities, personnel, and visitors, and safeguarding federally owned property.

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

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

• Contractor is responsible for system design, installation, configuration, testing, and commissioning.

• Provide continuous or scheduled monitoring services.

• Perform preventive and corrective maintenance, including repairs and replacement of equipment.

• Provide software updates, patches, licensing, and technical support.

• Provide system documentation and training for designated Government personnel.

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

• Contractor shall promptly 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.

• Contract may be terminated if services are unsatisfactory or requirements are not met.

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

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

• System must be leased; ownership remains with the Contractor.

• Support secure, web-based and/or network-accessible functionality for administration, monitoring, reporting, and maintenance.

• All web-enabled components must comply with federal, HHS, and IHS security, privacy, and technology policies.

• Utilize secure, encrypted communications and role-based access controls.

• Must be compatible with Government-approved web browsers, operating systems, and environments.

• No unauthorized software, plug-ins, agents, or applications on Government systems.

• Remote access requires Government approval and must be limited to minimum necessary.

• No cloud-based storage, cloud-hosted applications, or third-party hosting environments without prior Government approval.

• Contractor shall coordinate with Government IT and security for network connections, firewall requirements, access controls, and configurations.

• Offerors are urged to inspect the site; failure to do so is not grounds for a claim after award.

• Site visit will be scheduled upon request; attendance is at the contractor's discretion.

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.

• Wage Determination Number: 2015-5469, Revision No. 29
• Date of Last Revision: 12/03/2025
• Area: Arizona Counties of Maricopa, Pinal
• Occupational Listings: Includes a comprehensive list of occupation codes, titles, and corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listings.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), with specific rates and conditions.
• Conformance Process: Outlines the procedure for contractors to request additional classifications and wage rates if an occupation is not listed.

This document is critical for bidders responding to solicitations that fall under the Service Contract Act for the specified geographic area. It dictates the minimum wages and benefits that must be paid to employees performing contract work, directly impacting labor costs and proposal pricing. Bidders must ensure their proposed wages meet or exceed these requirements.

Form / Attachment / Pricing Sheet

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

• The letter lists specific Business Codes and Exempt Classifications for both state and city taxes for which the organization is exempt.
• It clarifies that the exemptions apply to transactions where the organization is the customer.
• It explicitly states there are no deductions for transient lodging/hotel and that 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 entity may be exempt from certain taxes. This exemption status could impact pricing considerations and contract negotiations. Bidders may be required to present a copy of this Exemption Letter along with Arizona Form 5000HC to substantiate the exempt status for specific locations.

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for commercial items, specifically for the Ak-Chin Community Health Clinic Alarm and Surveillance System. It constitutes the entire solicitation, and a written solicitation will not be issued. The contract will be for a Base Year with four Option Years and will be a Firm Fixed Price award.

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

• Offerors must propose on an all-or-none basis.

• Required information includes CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• The specific goods/services are detailed in an attached Statement of Work, Solicitation Clauses, and Price Schedule.

• Contract Type: Firm Fixed Price

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

• Submission of Quotes Due Date: April 24, 2026, 1:00 pm MST.

• Written proposals are required.

• Questions regarding the solicitation must be submitted by April 17, 2026, 1:00 pm MST to Kerri Gilmore at Kerri.Gilmore@ihs.gov.

• Proposals must include company information such as Legal Business/Company Name, POC, E-Mail Address, Tel, Federal Tax ID#, and acknowledgment of a 120-day acceptance period.

• This solicitation is a Total ISBEE Set-Aside.

• Mandatory Registration: System for Award Management (SAM) registration must be current to be eligible for award.

• Applicable FAR/HHSAR provisions and clauses are included as an attachment, specifically referencing FAR 52.212-1 Instructions to Offerors – Commercial Items (Mar 2020).

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 schedule to provide their pricing for the services outlined.

• CLIN Structure: The schedule is organized by Contract Line Item Numbers (CLINs).
• Services: Includes CLINs for Base Year and four Option Years for Alarm System Service.
• Quantities: Each CLIN specifies a quantity of 12 Months.
• Pricing Fields: Columns are provided for Unit Price and Total Price, which bidders must complete.
• Total: A final total price field is included.

This price schedule is critical for bidders to understand the structure of the pricing required for the alarm and surveillance system services. Bidders must accurately complete this schedule with their proposed unit and total prices for each CLIN, including the base year and all option years, to be considered for this opportunity.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Requirements: The enterprise must meet the definition of "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period. Offerors must notify the Contracting Officer immediately if they no longer meet these requirements.
• Representation: Offerors must indicate whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Required Information: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of the IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is critical for bidders seeking to participate in opportunities designated under the Buy Indian Act. It requires a self-certification of eligibility and specific business information. Failure to meet these requirements or provide accurate information can lead to disqualification or penalties. Offerors must also be registered with the System of Award Management (SAM).

Sources Sought Notice

This notice is a market research tool to determine compliance with the Buy Indian Act and to inform a potential set-aside decision for the procurement of an integrated security system for the Ak-Chin Community Health Clinic. The system will be maintained at the Phoenix Indian Medical Center and includes a remotely monitored alarm system, surveillance cameras, and associated monitoring and support services.

• Lease, installation, and maintenance of an integrated security system.

• Remotely monitored alarm system.

• Surveillance cameras.

• Associated monitoring and support services.

• The system aims to enhance security and safety of facilities, personnel, and visitors, and safeguard federally owned property.

• Not specified in this notice.

• This is NOT a Request for Quote (RFQ).

• Interested firms must respond in writing.

• Response Date/Time: April 1, 2026, 1300 Local Time.

• The government will give priority for purchases by utilizing ISBEE set-aside to the maximum extent possible, in accordance with the Buy Indian Act.

• Vendors must indicate if they qualify as an Indian Economic Enterprise (IEE) or Indian Small Business Economic Enterprise (ISBEE).

• Specific information required includes:

  • Company name
  • Point of contact details
  • FSS / SEWP Contract number (if applicable)
  • DUNS number or SAM Unique Entity Identifier
  • Tax ID number
  • Indication of business category (IEE or ISBEE)
  • Capability statement addressing qualifications and ability to provide the requirement.
  • Documentation from manufacturer verifying authorization as a distributor (See Attachment 2).
  • Representation on the IHS Indian Economic Enterprise Representation form (Attachment 1).
  • Identification of the Federally Recognized Indian Tribe or Alaska Native Corporation relied upon for IEE status.

• Gray market items (OEM goods sold through unauthorized channels) are not acceptable. Vendors must be an OEM, authorized dealer, distributor, or reseller, verified by authorization letter.

• Prospective contractors must complete electronic annual representations and certifications in SAM.

• This is the only notice; no other copies will be provided.