Notice of Intent to Award - PIMC ASP Sterilizer PM and Repair Service

The Phoenix Area Office (PAO) Indian Health Services (IHS) intends to award a sole-source, firm fixed-price purchase order to Advanced Sterilization Products (ASP) for PM and repair services on ASP Sterilizer Systems at the Phoenix Indian Medical Center. This notice, issued under NAICS code 811210 and FAR 13.106-1(b)(2), is not a request for quotes. However, other responsible sources may submit capability statements to Kerri.Gilmore@ihs.gov, referencing IHS1519551, by the SAM.gov deadline. The Government reserves the right to determine whether to conduct a competitive procurement and is not obligated to award a contract or pay for information received. Responses will be used to assess alternatives and may lead to a solicitation, but they will not be considered adequate responses to a future solicitation. Proprietary, classified, or sensitive information should be excluded from submissions.

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for the acquisition of Preventative Maintenance (PM) services for ASP sterilizers at the Indian Health Service (IHS), Phoenix Indian Medical Center. The proposed action, valued at $181,927.20, is a new requirement for Firm-Fixed Price services from Advanced Sterilization Products (ASP). The justification for sole-sourcing to ASP is based on FAR 6.302-1, citing that ASP is the only direct provider of OEM maintenance services and parts to the Federal Government for their STERRAD® 100NXAC 1-DR Sterilizer Systems. Market research and a Sources Sought Notice confirmed that no other qualified firms could provide the required OEM services. Efforts to increase competition included posting a Sources Sought Notice, which yielded no other authorized dealers. The previous contract was also not competed due to urgent circumstances related to COVID-19. The contracting officer has determined the price to be fair and reasonable. This J&A outlines the necessity of acquiring these specialized services directly from the OEM to ensure compliance with FDA validated performance standards.

The Indian Health Service (IHS) Phoenix Indian Medical Center requires a full-service agreement for newly installed ASP Sterrad 100NX All Clear Sterilizer Systems. The agreement, spanning a base year plus four option years, will cover preventive maintenance, repairs, replacement parts, labor, travel, and emergency 24/7 services including weekends and federal holidays. These sterilizers are crucial for disinfecting medical devices and surgical instruments in the Central Sterile Room, Operating Room, and dental clinics. The contractor must comply with manufacturer specifications, NFPA 101, 99, and Joint Commission Standards, using U.L. approved materials. Key responsibilities include providing field service reports, adhering to OEM guidelines, and being OEM certified with a minimum of five years of experience with ASP Sterrad sterilizers.

The Indian Health Service (IHS) Buy Indian Act Indian Economic Enterprise Representation Form is a self-certification document required for offerors responding to solicitations, sources sought, or requests for information (RFIs) under the Buy Indian Act (25 U.S.C. 47). This form mandates that offerors confirm their status as an “Indian Economic Enterprise” (IEE) as defined by HHSAR 326.601, and maintain this eligibility at the time of offer, contract award, and throughout the contract performance period. Contractors must immediately notify the Contracting Officer if they lose eligibility. The form also states that successful offerors must be registered with the System for Award Management (SAM). False or misleading information can lead to severe penalties, including those under 18 U.S.C. 1001 for false statements and 31 U.S.C. 3729-3731 and 18 U.S.C. 287 for false claims.

The Phoenix Indian Medical Center (PIMC) has issued a Sources Sought Notice for PIMC CSR Sterilization System PM Services, specifically for ASP Sterrad 100NX All Clear Sterilizer Systems. This 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) or Indian Economic Enterprises (IEEs). The NAICS code is 811210. Interested firms must provide company information, point of contact, FSS/SEWP contract number (if applicable), DUNS or SAM Unique Entity Identifier, Tax ID, business category (IEE or ISBEE), a capability statement, and manufacturer authorization to prevent gray market items. Vendors must be an OEM, authorized dealer, distributor, or reseller, verified by an authorization letter. Firms must also complete the IHS Indian Economic Enterprise Representation form and identify their Federally Recognized Indian Tribe or Alaska Native Corporation if applicable.