Sources Sought - Sterilization Equipment PM and Repair Services

Sources Sought Notice

This notice is issued by the Indian Health Service (IHS) for market research purposes to determine the capabilities of Indian Economic Enterprises (IEE) and Indian Small Business Economic Enterprises (ISBEE) to provide Sterilization Equipment Preventive Maintenance (PM) and Repair Services at the Phoenix Indian Medical Center (PIMC).

• The contractor shall provide all labor, parts, and technical services for preventive maintenance, calibration, and repair of sterilization and related equipment.

• Services must be in accordance with Original Equipment Manufacturer (OEM) and Centers for Medicare & Medicaid Services (CMS) requirements.

• This is a Sources Sought Notice only and not a Request for Quote (RFQ).

• The IHS Contracting Officer will give priority for purchases under the Buy Indian Act, with a potential set-aside for ISBEEs.

• Interested firms must respond in writing by the response date/time: 5/7/2026, 1300 EST.

• Responses must include:

  • Company name, POC information, FSS/SEWP contract number (if applicable), DUNS/SAM Unique Entity Identifier, Tax ID.
  • Indication of business category (IEE or ISBEE).
  • A capability statement addressing qualifications for the requirement.
  • Documentation from the manufacturer if the firm is an authorized distributor.
  • Completed IHS Indian Economic Enterprise Representation form.
  • Identification of the Federally Recognized Indian Tribe or Alaska Native Corporation for IEE status.

• Firms must be registered in SAM and comply with annual representations and certifications.

• The primary focus is to identify eligible IEEs and ISBEEs for a potential set-aside under the Buy Indian Act.

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

• Attachment 1: IHS Indian Economic Enterprise Representation form.

• Attachment 2: Statement of Work.

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.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Eligibility Period: The enterprise must meet the definition throughout the offer period, at the time of contract award, and during the full contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is subject to legal penalties.
• Required Fields: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is critical for bidders responding to opportunities that are set aside or sole-sourced under the Buy Indian Act. Bidders must accurately complete this form to self-certify their eligibility. Failure to meet the definition or accurately represent their status can lead to disqualification or penalties. It also highlights the need for SAM registration.

Statement of Work (SOW)

To provide comprehensive preventive maintenance and repair services for sterilizing equipment located at the Phoenix Indian Medical Center (PIMC).

• Perform preventive maintenance, calibration verification, and onsite repair services for specified equipment.
• Provide all necessary parts, labor, tools, equipment, technical literature, and travel.
• Services must adhere to Original Equipment Manufacturer (OEM) recommendations and Centers for Medicare and Medicaid Services (CMS) requirements.
• Ensure all equipment is returned to a clean and operational condition after service.
• Warrant all services performed and materials for thirty (30) days from acceptance.

Includes various sterilizers, washer/disinfectors, ultrasonic cleaners, electric boilers, RO systems, and water savers from manufacturers such as Getinge and Sussman. A detailed list with model and serial numbers is provided.

• Provide a direct service telephone number for emergencies and service-related issues.

• Offer next business day onsite response time for all field service calls.

• Services must be performed by Certified Field Service Engineers qualified for the specific equipment.

• Location: Phoenix Indian Medical Center, 4212 N. 16th Street, Phoenix, Arizona 85016.

• Period of performance is not explicitly stated in this document but is implied to be ongoing.

• Delivery and Documentation: Provide all inspection forms, documentation, and labels.

• Field Service Report: Submit within fifteen (15) calendar days of service completion, detailing equipment type, manufacturer, model, serial number, service type, adjustments made, and verification of operational status.

• Invoice Submission: Submit electronically via the Department of Treasury Invoice Processing Platform (IPP) or as otherwise authorized in writing by the Contracting Officer.