Amendment 3: SOW UPDATE - Phoenix Indian Medical Center Endoscopes Preventive Maintenance and Repair Service

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ IHS1523647, clarifying requirements related to technician qualifications, preventative maintenance schedules, and equipment model numbers.

• Technician Qualifications: The Government will consider alternative, equivalent qualifications in lieu of OEM-specific authorization if technicians are trained through documented experience, OEM-aligned procedures, have access to OEM-approved parts, and operate under an ISO 13485-certified quality management system. No objections exist if ISO 134585 is held by the company.
• Preventative Maintenance Schedule: The frequency of preventative maintenance (monthly, quarterly, or annually) is to be determined per manufacturer specifications.
• Equipment Model Numbers: There was a question regarding the accuracy of listed equipment model numbers. The document includes a table of current contract entries and a proposed verification list of model numbers, which has been agreed upon as having a typo.

This Q&A document clarifies key aspects of the solicitation, potentially impacting how bidders approach qualification requirements and equipment specifications. Bidders should review these clarifications to ensure their proposals accurately address the Government's needs.

Form / Attachment / Pricing Sheet

This document is a CLIN Pricing Schedule for the RFQ IHS1523647, specifically Attachment D. It requires offerors to provide detailed pricing for all CLINs associated with the opportunity.

• CLINs: The schedule outlines CLINs for a Base Year (0001) and four Option Years (1001, 2001, 3001, 4001).

• Description: All CLINs are for "Preventive Maintenance and Repair Service IAW SOW (All Endoscopes)".

• Quantity & Unit: Each CLIN has a quantity of 1 Lot.

• Pricing Fields: Offerors must fill in Unit Price and Total Price for each CLIN, as well as a Grand Total for Base + All Options.

• Offerors must provide pricing for all CLINs.

• Pricing must encompass all labor, parts, travel, shipping, and materials.

This document is critical for bidders to understand the cost structure of the opportunity and to prepare their price proposals. It details the specific line items for which pricing is required and the scope of costs to be included in each line item.

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 transactions occurring under specific business classifications, effective January 1, 2025.

• The letter lists specific Business Codes and Exempt Classifications for which the exemption applies, referencing Arizona Revised Statutes (A.R.S.) and Model City Tax Code (M.C.T.C.) sections.
• It clarifies that the exemption applies to transactions where the organization is the customer.
• It notes that there are no deductions for transient lodging/hotel and other exemptions are limited by statute.
• Appendix A lists all locations claimed to be exempt by the organization.

Bidders should note that the Phoenix Area Indian Health Service is operating under tax-exempt status for certain transactions starting January 1, 2025. This may affect how invoices are processed and how taxes are applied to services or goods provided to these locations. Bidders may be required to present a copy of this Exemption Letter along with an Arizona Form 5000HC to substantiate the exempt status for applicable transactions.

Statement of Work (SOW)

To provide repair services for endoscopes used in the Phoenix Indian Medical Center (PIMC) Operating Room. This includes diagnostics, repair, replacement of parts, shipping, labor, and travel. A temporary loaner unit must be provided at no additional cost while an endoscope is undergoing repair.

• Provide all supervision, labor, parts, materials, tools, supplies, maintenance, ground transportation, and equipment services for endoscopes.
• Repair or replace components to restore endoscopes to original Equipment Manufacturer (OEM) specifications.
• Warrant all services performed; serviced units must be free from defects for at least 30 days post-acceptance.
• Services include preventive and corrective maintenance, parts replacement, required certifications, calibrations, and detailed service reports.
• Contractor must be authorized by the OEM and possess all necessary manufacturer, Federal, Tribal, State, and local licenses and certifications.
• Work must comply with OEM specifications, NFPA 99 and 101, Standards for Health Care Facilities, Environment of Care standards, The Joint Commission standards, and applicable regulatory guidance for biohazardous waste handling.
• Comply with HIPAA requirements for patient information and confidentiality.
• Use new, OEM-approved replacement parts.

The SOW lists 17 specific endoscopes by make, model, serial number, and department (Operating Room).

• Submit complete, accurate, and legible field service reports and test reports.

• Reports must include: description of services, results of testing/inspections/certifications, parts replaced, calibration documentation, cost estimates for recommended repairs, and service dates/equipment identification/technician identification.

• Deliverables (monthly service and repair reports) are due no later than 15 calendar days from the date of performance.

• Contractor shall affix a certification label to each serviced piece of equipment upon completion.

• Services to be performed in Government-designated areas approved by the PIMC Point of Contact (POC).

• Shipments of materials/equipment to be addressed to the Contractor, not IHS.

• Contractor technicians must be trained and certified by the OEM.

• Contractor must submit valid documentation of technician training and current manufacturer authorization with the offer.

• Obtain and maintain all required Federal, State, and local licenses, permits, and certifications.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for commercial items for the Phoenix Indian Medical Center Endoscopes Preventive Maintenance and Repair Service. The contract will be for a Base Year and four (4) Option Years. This is a Total Small Business Set-Aside.

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

• Offerors must propose on an all or none basis.

• Written proposals are required.

• This will be a Firm Fixed Price award.

• Submission of Quotes Due Date: April 17, 2026, 1:00 pm MST.

• Questions due by: April 10, 2026, 5:00 pm MST to Kerri Gilmore at Kerri.Gilmore@ihs.gov.

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

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

• This is a Total Small Business Set-Aside.

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

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-77 and the Health and Human Services Acquisition Regulation (HHSAR), and FAR Part 36.

• FAR 52.212-1 Instructions to Offerors – Commercial Items (Mar 2020) is included as an attachment.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for PIMC Endoscopes Preventive Maintenance and Repair Service. It outlines the terms, conditions, clauses, provisions, and additional terms applicable to the solicitation.

The RFQ details various clauses and provisions that will be incorporated into the contract. These cover a wide range of requirements including:

• Invoicing instructions (HHSAR 352.232-71)

• Contract clauses from HHSAR and FAR, such as those related to Anti-Lobbying, Safety and Health, Privacy Act, Equal Employment Opportunity, and Confidential Information.

• Specific FAR clauses for commercial items, including prohibitions on certain agreements, hardware/software, telecommunications services, and contracting with inverted domestic corporations.

• Clauses related to small business concerns, including set-asides, subcontracting plans, and preferences.

• Provisions for service contract labor standards, minimum wages, and paid sick leave.

• Requirements for Buy American, Trade Agreements, and restrictions on foreign purchases.

• Clauses related to privacy training, sustainable products, and environmental concerns.

• Instructions to Offerors (FAR 52.212-1) detailing submission requirements for technical proposals, past performance references, and pricing proposals.

• The document specifies that the Government will evaluate offers on a Best Value basis, considering technical capability, past performance, and price.

• Technical Capability will be evaluated based on Technical Approach, Personnel Qualifications, and Quality Control Plan.

• Past Performance will be evaluated based on experience, timeliness, customer satisfaction, and downtime minimization.

• Price will be evaluated for completeness, reasonableness, and realism.

• Technical Capability and Past Performance are considered significantly more important than Price.

• Technical questions are due by April 10, 2026, at 5pm MST.

• Quotations are due by April 17, 2026, at 11:00 PM MST and must be submitted via email to Kerri.Gilmore@ihs.gov.

• The offer must stipulate that it is firm for at least 120 days from receipt.

• Offers must contain a technical description and past performance records.

• The Government reserves the right to award without discussions and to make an award to other than the lowest priced quote if a superior technical submission or reduced performance risk warrants a premium.

• The document includes numerous clauses related to small business concerns, including total small business set-asides, partial small business set-asides, HUBZone set-asides, and set-asides for Service-Disabled Veteran-Owned Small Business (SDVOSB) and Women-Owned Small Business (WOSB) concerns.

• The document also includes information regarding tax exemptions for the Department of Health and Human Services, Phoenix Area Indian Health Service in Arizona.

Form / Attachment / Pricing Sheet

This document is the "Indian Economic Enterprise Representation Form" required by the Buy Indian Act. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" (IEE) as defined by HHSAR 326.601. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Self-Certification: Offerors must certify whether they meet the definition of an IEE with "Indian Ownership."
• Eligibility Period: The enterprise must meet the IEE definition at the time of offer, contract award, and throughout the contract performance period. Any change in eligibility must be immediately reported.
• 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
• Consequences of False Information: Submitting false or misleading information is a violation of law and subject to penalties.
• Additional Requirements: Successful offerors may need to provide documentation of eligibility and must be registered with the System of Award Management (SAM).

This form is critical for any bidder seeking to be considered for opportunities designated under the Buy Indian Act. Bidders must accurately complete this representation to self-certify their eligibility as an Indian Economic Enterprise. Failure to meet the definition or complete the form correctly could impact the ability to be awarded a contract.

Sources Sought Notice

This notice is a Sources Sought, not a Request for Quote (RFQ). It is market research to determine compliance with the Buy Indian Act and to inform a potential set-aside decision for the "Endoscopes Maintenance Service Contract". The Indian Health Service (IHS) is seeking information on potential sources for maintenance services for endoscopes.

• Maintenance Service for endoscopes.

• The procurement is for new OEM medical supplies, medical equipment, and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for IHS Hospitals and/or Medical Centers.

• No remanufactured or gray market items will be acceptable.

• Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller, verified by OEM documentation.

• All software licensing, warranty, and service must be in accordance with OEM terms and conditions.

• Place of Performance: Phoenix Indian Medical Center, 4212 N 16th St, Phoenix, AZ 85016.

• Response Date/Time: 03/11/2026, 1300 Local Time.

• Interested firms must respond in writing.

• Required information includes: Company name, Point of contact, FSS/SEWP Contract number (if applicable), DUNS or SAM Unique Entity Identifier, Tax ID number, indication of business category (IEE or ISBEE), a capability statement, and manufacturer authorization documentation.

• The government will use responses to make an acquisition decision.

• The IHS Contracting Officer will give priority for purchases to Indian Small Business Economic Enterprises (ISBEEs) under the Buy Indian Act.

• Definitions for Indian Economic Enterprise (IEE) and Indian Small Business Economic Enterprise (ISBEE) are provided.

• Vendors must self-certify eligibility and identify the Federally Recognized Indian Tribe or Alaska Native Corporation they rely on for IEE status.

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

• Attachment 1: IHS Indian Economic Enterprise Representation form.

• Attachment 2: Gray Market Prevention Language.