PAO Surgical Microscope and Colposcope PM & Repair Services
ID: IHS1503155Type: Combined Synopsis/Solicitation
Overview

Buyer

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

NAICS

Electronic and Precision Equipment Repair and Maintenance (811210)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- MEDICAL, DENTAL, AND VETERINARY EQUIPMENT AND SUPPLIES (J065)

Set Aside

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

Original Source

https://sam.gov/opp/edfd58e95741417fb2af0455b3508321/view
Timeline
    Description

    The Indian Health Service (IHS), specifically the Phoenix Area Office, is seeking a contractor to provide preventative maintenance and repair services for surgical microscopes and colposcopes. The procurement aims to ensure that these critical medical devices operate reliably and meet original equipment manufacturer specifications through routine maintenance and necessary repairs, thereby enhancing healthcare service delivery to approximately 140,000 Native American users across multiple states. This opportunity is set aside for small businesses under the NAICS code 811210, with a contract structured as an Indefinite Delivery Indefinite Quantity (IDIQ) agreement, commencing on February 10, 2025, and extending for up to four additional years. Interested vendors must submit their proposals by January 15, 2024, and can direct inquiries to Kerri Gilmore at Kerri.Gilmore@ihs.gov.

    Point(s) of Contact
    Kerri Gilmore
    Kerri.Gilmore@ihs.gov
    Files
    Title
    Posted
    Attachment 1 - RFQ IHS1503155 Intro and Pricing Schedule.pdf
    The document outlines Request for Quote (RFQ) IHS1503155 issued by the federal government for commercial services related to the maintenance and repair of surgical microscopes and colposcopes. This solicitation includes provisions for an Indefinite Delivery Indefinite Quantity (IDIQ) Firm Fixed-Priced Contract with a Base Year and four Option Years, aimed exclusively at small businesses. Interested vendors must submit written proposals by January 15, 2025, and include essential company information such as Tax Identification Number and CAGE Code. The RFQ emphasizes the necessity for current System for Award Management (SAM) registrations and provides contact details for inquiries. The solicitation indicates that proposals will be evaluated based on the attached Statement of Work and Pricing Schedule, which includes specifics on preventative maintenance services and full-service coverage. The RFQ adheres to relevant federal acquisition regulations and encourages prompt submission of all questions or requests for information prior to the deadline.
    Attachment 2 - RFQ IHS1503155 Solicitation Clauses and Provisions.pdf
    The document outlines the Request for Quotation (RFQ) IHS1503155 for Preventative Maintenance and Repair Services of surgical microscopes and colposcopes for the Phoenix Area Indian Health Service. The RFQ is issued under the Federal Acquisition Regulation, targeting small businesses with an annual revenue cap of $34 million in medical equipment repair (NAICS 811210). The contract type anticipated is an Indefinite Delivery Indefinite Quantity (IDIQ) firm fixed-priced contract, commencing on February 10, 2025, with four optional extension periods lasting up to 5 years total. The RFQ specifies a minimum of 15 and a maximum of 100 standard preventive maintenance services, requiring offers to include all-inclusive flat rates covering various costs. Interested vendors must submit detailed quotations by January 15, 2024, alongside a technical proposal addressing qualifications and past performance. Various Federal Acquisition Regulation clauses are included, emphasizing compliance, reporting requirements, and operational guidelines. The document aims to ensure quality service to maintain critical medical equipment, reflecting the Government's commitment to health service excellence while adhering to procurement laws and regulations.
    Attachment 3 - RFQ IHS1503155 Statement of Work - Surgical Microscope and Colposcope PM-Repair.pdf
    The IHS1503155 Statement of Work outlines the procurement of preventative maintenance and repair services for Surgical Microscopes and Colposcopes utilized by the Phoenix Area Indian Health Service. The Phoenix Area Office serves approximately 140,000 Native American users across Arizona, Nevada, California, and Utah. The Contractor is required to ensure equipment reliability through routine maintenance in accordance with OEM specifications and relevant health standards, including ANSI/AAMI and Joint Commission guidelines. Key services include scheduled preventative maintenance, corrective repairs, and provision of certified personnel for on-site visits across multiple Health Service Units. The Contractor must comply with various quality standards, hold ISO 13485:2016 certification, and maintain thorough documentation of maintenance and repairs. Equipment management also includes loaner services for non-operational devices. The contract is structured as an Indefinite Delivery, Indefinite Quantity (IDIQ) agreement with a term of one year, extendable for up to four additional years. The document stipulates contractor qualifications, response times, service schedules, and documentation requirements, emphasizing the necessity for compliance with safety regulations and maintaining confidentiality. This initiative reflects the government’s commitment to providing reliable healthcare services for Native American communities through effective medical equipment management.
    Attachment 4 - RFQ IHS1503155 - COST SCHEDULE Surgical Microscope and Colposcope Inventory.pdf
    The document outlines a Request for Quotation (RFQ) specifically for the procurement of preventative maintenance services for medical equipment at various healthcare facilities, including Whiteriver Indian Hospital, Hopi Health Care Center, and Phoenix Indian Medical Center. It lists different types of equipment, including colposcopes and microscopes, along with corresponding details such as make, model, serial numbers, and service capabilities. The RFQ requires offerors to provide a comprehensive cost schedule for maintenance services, delineating flat rates based on unit-type services for initial and option years. This structured approach aims to ensure consistent and reliable maintenance services, focusing on the routine upkeep and necessary repairs of the medical devices, thereby enhancing operational efficiency and compliance with healthcare standards. The document emphasizes the importance of detailed service capabilities and pricing for effective evaluation of offers, indicative of standard practices in government procurement processes.
    Attachment 5 - 2024 Tax Exempt.pdf
    The Arizona Department of Revenue issued an exemption letter to the Department of Health & Human Services, indicating that the Phoenix Area Indian Health Service qualifies for an exemption from the Arizona Transaction Privilege Tax and Use Tax for the year 2024. This exemption applies only to specific business classifications, which include utilities, restaurant services, publishing, job printing, personal property rental, and retail, as referenced in the Arizona Revised Statutes. The exemption also covers the Cities Privilege Tax under similar classifications. The document outlines the processes for claiming this exemption, detailing that a complete Arizona Form 5000HC must accompany the exemption letter when presented to vendors. It emphasizes that the letter is valid for the specified period, and the organization must reapply annually to maintain its exempt status. Furthermore, the document contains a list of specific locations under the Department of Health & Human Services that qualify for these tax exemptions. The structure includes a formal greeting, an exemption statement, detailed classifications and regulatory references, and concludes with a notification about the renewal process and contact information for further inquiries.
    IEE Representation Form.pdf
    The Indian Health Service (IHS) document outlines the requirements for self-certification as an "Indian Economic Enterprise" under the Buy Indian Act, which is a legal framework allowing for set-aside contracts for eligible businesses. Offerors must declare their status as such at three critical points: when submitting an offer, at the contract award, and throughout the contract's duration. If an enterprise becomes ineligible at any point, it must notify the Contracting Officer immediately. Additionally, documentation of eligibility may be required, and any falsification of information carries severe legal penalties. Offerors must confirm their compliance with the definition of an "Indian Economic Enterprise" through a signature, provide information about ownership, and be registered with the System of Award Management (SAM). This form serves both to inform potential contractors of the requirements and to protect the integrity of the contracting process by ensuring that only qualified Indian Economic Enterprises are considered for awards. Overall, the document is a key element in maintaining compliance and ensuring proper representation of tribal entities within federal contracting opportunities.
    IHS1503155 Sources Sought.pdf
    The Sources Sought Notice announces a market research initiative for Preventive Maintenance and repair services for Surgical Microscopes and Colposcopes within the Phoenix Area IHS Service Units. The intent is to determine compliant vendors while adhering to the Buy Indian Act, prioritizing Indian Economic Enterprises (IEE) and Indian Small Business Economic Enterprises (ISBEE). Interested parties must respond with detailed company information, certifications, and indicate their business category (IEE or ISBEE). The IHS will assess market conditions to ensure competitive offers from IEEs. Vendors are required to represent their IEE status and identify their affiliated federally recognized tribes or Alaska Native Corporations. The notice emphasizes the importance of electronic annual representations for prospective contractors. Overall, this document serves to foster business opportunities for qualified Native American enterprises while ensuring compliance with federal regulations.
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