Amendment 1 - Site Visit Info: Phoenix Indian Medical Center - Elevator PM and Repair Services
ID: IHS1519530Type: Combined Synopsis/Solicitation
Overview

Buyer

HEALTH AND HUMAN SERVICES, DEPARTMENT OFINDIAN HEALTH SERVICEPHOENIX AREA INDIAN HEALTH SVCPHOENIX, AZ, 85004, USA

NAICS

Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (811310)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- SPECIAL INDUSTRY MACHINERY (J036)

Set Aside

Total Small Business Set-Aside (FAR 19.5) (SBA)

Original Source

https://sam.gov/workspace/contract/opp/72613324219140b581dc52e422efe0a7/view
Timeline
    Description

    The Department of Health and Human Services, through the Indian Health Service, is seeking qualified contractors to provide elevator preventative maintenance and repair services at the Phoenix Indian Medical Center (PIMC) in Arizona. The contract encompasses a base year and four option years, requiring comprehensive maintenance, inspections, and repairs for four hospital elevators, ensuring compliance with ASME A17.1/CSA B44 standards. This procurement is critical for maintaining the operational reliability of the hospital's elevator systems, which are essential for patient and staff mobility within the facility. Interested small businesses must submit their proposals by January 23, 2026, with a mandatory site visit scheduled for January 9, 2026, and questions due by January 16, 2026. For further inquiries, contact Kerri Gilmore at Kerri.Gilmore@ihs.gov.

    Point(s) of Contact
    Kerri Gilmore
    Kerri.Gilmore@ihs.gov
    Files
    Title
    Posted
    Attachment 1 - RFQ IHS1519530 PIMC Elevator PM and Repair Services.pdf
    The Department of Health and Human Services (DHHS) Indian Health Service (IHS) has issued Request for Quote (RFQ) IHS1519530 for elevator preventative maintenance and repair services at the Phoenix Indian Health Center. This is a Small Business Set-Aside, seeking Firm Fixed Price quotes for a base year and four option years. Submissions are due by January 23, 2026, 1:00 p.m. MST, via email to Kerri.Gilmore@ihs.gov. Offerors must propose on an all-or-none basis and provide company information, including SAM UEI and Tax ID. Questions (RFIs) must be submitted by January 16, 2026, 1:00 p.m. MST. Mandatory System for Award Management (SAM) registration is required for eligibility. The solicitation incorporates FAR Subpart 12.6, FAR Part 36, and HHSAR provisions and clauses, with award made under FAR 13.5 acquisition procedures. The NAICS Code is 811310.
    Attachment 2 - RFQ IHS1519530 Solicitation Clauses and Provisions.pdf
    The RFQ IHS1519530 outlines the terms and conditions for PIMC Elevator PM and Repair Services, emphasizing electronic invoice submission via the Department of Treasury's IPP. It incorporates numerous FAR and HHSAR clauses by reference and in full text, covering areas such as anti-lobbying, safety, privacy, equal employment opportunity, and commercial product/service terms. Key full-text clauses include FAR 52.212-5, detailing compliance with statutes and executive orders, and various provisions for small business set-asides, combating trafficking, and sustainable products. The document also includes specific instructions for offerors, requiring proposals to be divided into three volumes: Pricing, Technical, and Past Performance. Technical submissions must address qualifications, key personnel certifications (ASME QEI-1), and adherence to inspection policies (ASME A17.1/CSA B44). Past performance records must be recent (within five years) and relevant to hospital settings. The evaluation will be based on a best-value approach, considering technical merit and past performance alongside price, with an option to extend services for up to six months. Questions are due by January 16, 2026, and quotes by January 23, 2026. The Department of Health and Human Services, Phoenix Area Indian Health Service, is tax-exempt.
    Attachment 3 - RFQ IHS1519530 Elevator SOW.pdf
    The Phoenix Indian Medical Center (PIMC) seeks a contractor to maintain its four hospital elevators. The objective is to ensure elevator reliability through preventative maintenance, inspections, and repairs, adhering to ASME A17.1/CSA B44 (2010) and NFPA 101 (2012) standards. The contract spans a base year and four option years. The contractor will perform monthly PMs, biannual and annual inspections, and various tests, providing detailed written records. The scope includes examining, lubricating, adjusting, and replacing components of the geared traction elevator system. The contractor must also respond to non-emergency, emergency, and after-hours service calls within specified hours. All technicians and inspectors must meet ASME QEI-1 qualifications. The contract includes provisions for parts up to $25,000 per option year for deficiencies found during visits.
    Attachment 4 - RFQ IHS1519530 Price Schedule.xlsx
    This government file outlines a pricing structure for elevator preventative maintenance (PM) and related services, likely for a federal, state, or local RFP. It details annual items across a base period and two option years, including monthly PM services, monthly firefighter emergency operation tests, semi-annual inspections (ASME A17.1), annual tests (ASME A17.1), and various service hours (non-emergency, emergency quick response, and after-hours). The document also includes an estimated line item for repair parts. Offerors are expected to fill in unit and total prices for each item, with the document auto-calculating subtotals and the total estimated contract value for PIMC Elevator Preventative Maintenance (PM) Services.
    Attachment 5 - 2025 Hospital - Phoenix Area Indian Health Service.pdf
    The Arizona Department of Revenue has issued an Exemption Letter to the Department of Health & Human Services, Phoenix Area Indian Health Service, designating it as a Qualifying Hospital. This grants an exemption from Arizona Transaction Privilege Tax and Use Tax, effective January 1, 2025. The exemption applies to specific business classifications, including Utilities, Pipeline, Publication, Job Printing, Restaurant, Personal Property Rental, Retail, and Use Tax, as outlined by Arizona Revised Statutes and Model City Tax Code references. The organization also receives exemptions from Cities Privilege Tax and Use Tax for certain classifications. Exempt locations are detailed in Appendix A. The letter is valid from the start date and can be rescinded if information is inaccurate or if the organization no longer qualifies. To utilize the exemption, vendors must be presented with a copy of this letter and a completed Arizona Form 5000HC.
    BIA Sources Sought IHS1519530.pdf
    This Sources Sought Notice from the Phoenix Indian Medical Center seeks elevator preventive maintenance and repair services. It is not a request for quote but market research to determine compliance with the Buy Indian Act and potential set-asides for Indian Small Business Economic Enterprises (ISBEEs). The notice defines Indian Economic Enterprises (IEEs) and ISBEEs, emphasizing that the IHS Contracting Officer prioritizes ISBEE set-asides. Interested firms must submit company information, business category (IEE or ISBEE), a capability statement, manufacturer authorization, and an IHS Indian Economic Enterprise Representation form by November 12, 2025. This ensures responsible IEE/ISBEE identification and adherence to federal acquisition regulations for contractors registered in SAM.
    IEE Representation Form.pdf
    The Indian Health Service (IHS) requires offerors to self-certify as an “Indian Economic Enterprise” (IEE) under the Buy Indian Act (25 U.S.C. 47) for solicitations, sources sought, RFIs, and subsequent contracts. This form ensures that businesses meet the IEE definition 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 eligibility requirements. Eligibility documentation may be required, and awards are subject to protest. Additionally, successful offerors must be registered with the System for Award Management (SAM). Submitting false or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims during performance are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287. The form includes a representation section for the offeror to affirm their IEE status, requiring the name of the 51% owner, certifying signature, printed name, name of the federally recognized tribal entity, business name, and DUNS number.
    RFQ IHS1519530 Site Visit 1.9.26.pdf
    A mandatory site visit for a government project is scheduled for January 9, 2026, at 9 AM. The meeting point is the East Entrance Patio of the Phoenix Indian Medical Center. All attendees must check in and will be issued visitor badges. CDR Douglas Barber, the Facility Manager, will serve as the Contracting Officer's Representative (COR) for this event. This visit is crucial for potential bidders to assess the site conditions and understand project requirements firsthand.
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