Source Sought Seeking IEE and/or ISBEE Contractors to Provide System M32–Materials Management-Software, License & Technical Support at IHS Lower Brule Health Center Lower Brule, SD

Sources Sought: System M32 Material MANAGEMENT SOFTWARE SYSTEM, Technical

Support & other services 24/7/365 for the LOWER BRULE IHS HEALTHCARE CLINIC

Sources Sought Notice Number: SSN-IHS1529571

This source sought notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

The Government is evaluating potential application of the Buy Indian Act for this acquisition. Market research results will determine whether a Buy Indian set-aside is appropriate.

Market Research Notice:

This Sources Sought Notice is issued solely for the purpose of conducting market research in accordance with FAR Part 10 and the Buy Indian Act (25 U.S.C. § 5323). While the Government currently utilizes healthcare staffing or professional services, this notice is intended to determine whether qualified Indian Small Business Economic Enterprises (ISBEE) or Indian Economic Enterprises (IEE) can provide the IHS Lower Brule Healthcare Clinic with System M32 Material Management Software System, Technical Support and other services 24/7/365.  Service is located in Lower Brule, South Dakota and will meet the Government’s performance needs.

Any future determination to restrict competition to one or a sole source will be supported by a separate full and open competition justification in accordance with applicable FAR requirements.

This source sought notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE) and/or Indian Economic Enterprises (IEE) or Other Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 513210, Software Publishers, 541519, Other Computer Related Services, and other relevant NAICS codes will be considered based on responses received.

BACKGROUND:

Indian Health Service (IHS), Great Plains Area Office (GPAO) provides support to the Indian Health Clinics and Hospitals in North Dakota, South Dakota, Nebraska, Iowa. The GPAO ensures that all health clinics and hospitals have supplies, services, support, oversight, and other needs to provide healthcare for eligible Native American patients that are registered for services.

The Indian Health Service (IHS), Great Plains Area Office (GPAO), located in Aberdeen, South Dakota. It is conducting market research to identify potential sources capable of providing the System M32 Material Management Software: license and support for eOrder, Electronic Requisition System for the Indian Health Service (IHS) Lower Brule Health Center, located in Lower Brule, SD.

The Government currently utilizes the System M32 Material Management Software within the region, however, this Sources Sought Notice is issued solely to assess the availability and capability of qualified Indian Small Business Economic Enterprises (ISBEE) and Indian Economic Enterprises (IEE) to provide Medical Support Assistant (MSA) and/or Certified Nursing Assistant (CNA) that meet the Government’s performance needs.

SPECIAL REQUIREMENTS:

Business Size Standard of Company (i.e. small business, 8(a), Woman owned, veteran owned, etc.).

Socioeconomic Status and Required Documentation: Respondents shall clearly identify all applicable socioeconomic categories, including:

• Indian Small Business Economic Enterprise (ISBEE)

• Indian Economic Enterprise (IEE) • 8(a) Small Disadvantaged Business (SDB)

• HUBZone Small Business • Service-Disabled Veteran-Owned Small Business (SDVOSB)

• Veteran-Owned Small Business (VOSB)

• Women-Owned Small Business (WOSB)

• Economically Disadvantaged WOSB (EDWOSB)

• Other Small Business

• Large Business

Required Documentation:

(a) Proof of ISBEE/IEE status (including completed IEE Representation Form and Tribal/ownership documentation).

(b) SBA certification numbers or evidence for 8(a), HUBZone, SDVOSB, WOSB, EDWOSB, etc.

(c) Confirmation of business size relative to NAICS 513210 or 541519.

(d) Confirmation of current SAM registration.

Responses are requested from all qualified firms, including but not limited to ISBEE, IEE, 8(a), HUBZone, SDVOSB, WOSB, and large businesses. Responses will assist the Government in determining whether the requirement may be set aside under Buy Indian Act authority.

Performance Work Statement (PWS)

Objective

The Lower Brule Health Center has a need for a contracted Materials Management Software System service. This service will allow the SU staff to monitor all Service Unit supplies and inventory and outdates as well as E-ordering needed for day-to-day operations in the outpatient clinic and services the Lower Brule Health Center provides.

Scope of Work

The vendor will provide:

• Monthly license and support for the System M32 – Materials Management Software System
• Monthly license and support for the EORDER – Electronic Requisitioning System
• Just-in-time phone-based technical support on a 24/7 basis
• Provide responsive technical support consultants who understand the on-going technical support and customer services needs of the staff involved with the day-to-day functions of the M-System and E-Order
• If there are any technical problems that may arise that cannot be answered or worked out that same day, the Contractor shall use their expertise to have this problem worked out within a 24-hour period.
• When calls are placed to the Contractor regarding technical problems/questions, the Contractor will return calls to the SU staff within 2 hours.

Background

This facility has used a Materials Management Software System since 2003 for supply inventory and ordering to accurately account for Government property and supplies and be fiscally responsible with Government funds. Electronic materials management software systems allow the Service Unit to operate efficiently and effectively and support day-to-day clinic operations.

Period of performance

The period to be awarded is date of award through one (1) year. The requested Period of Performance is from 09/01/2026 to 08/31/2027.

Place of Performance

The place of performance will be the Lower Brule Health Center located in Lower Brule, SD.

Purpose

The primary purpose of this contract is for the provision of technical support services to be provided at the Lower Brule Health Center facility by programmers of M-Systems, INC.

Contractor Responsibilities

Technical support services shall be provided for the Lower Brule Health Center. The services will include:

• Just-in-time phone-based technical support on a 24/7 basis
• Provide responsive technical support consultants who understand the on-going technical support and customer services needs of the staff involved with the day-to-day functions of the M-System and E-Order
• If there are any technical problems that may arise that cannot be answered or worked out that same day, the Contractor shall use their expertise to have this problem worked out within a 24-hour period.
• When calls are placed to the Contractor regarding technical problems/questions, the Contractor will return calls to the SU staff within 2 hours.

Government Provided Equipment

None

Contractor-Provided Equipment, Facilities, and Services

Contractors will be responsible for providing their own equipment, vehicle, tools, personnel, and transportation to complete the performance of this contract.

Technical Requirements

The Contractor shall provide adequate staff that possesses proper certification, if applicable, for Materials Management Software and E-ordering services.

Quality Assurance - see Performaance Work Statement for Table

Contract Officer’s Representative

The Contracting Officer’s Representative (COR) representing the Government for the purpose of this contract shall be designated in writing by the Contracting Officer at the Great Plains Area Indian Health Service.

The COR is responsible for:

1. Monitoring the Contractor’s technical progress including surveillance, assessment, and performance and recommending to the Contracting Officer changes in requirements,
2. Interpreting the Statement of Work,
3. Performing technical evaluation as required,
4. Performing technical inspection and acceptance required by this contract,
5. Assisting the Contractor in the resolution of technical problems encountered during performance, and
6. Serving as systems manager to ensure compliance with the Privacy Act.

The designated COR for this contract is:

• Michelle Chmela, COR I
• Lower Brule Health Center
• 601 Gall St.
• Lower Brule, SD 57548
• Phone: (605) 473-8172

The designated Technical Point of Contact (TPOC) for this contract is:

• Joseph Blacksmith, Property and Supply
• Lower Brule Health Center
• 601 Gall St.
• Lower Brule, SD 57548
• Phone: (605) 473-816
• joesph.blacksmith@ihs.gov

Compensation

The Contractor shall be responsible for all inclusive costs, and there will be no differential pay for government holidays, overtime, compensation time, and night differential. “All inclusive” is defined to include travel, lodging, per diem, fringe benefits, Federal/State/Local taxes, plus any other costs pertinent to the performance of this contract, including overtime and holiday pay.

The Payment Process

The Contractor shall submit an original, monthly invoice of services rendered that is mutually agreed upon by the Contractor and the Project Officer, or her designated representative.

The following information MUST be included on each invoice submitted for the Finance Department to process payment:

• Contractor/Vendor Name
• Mailing Address
• Telephone Number
• Tax Identification Number (TIN)
• Invoice Date and Number
• Purchase Order Number (in Block #3 of the OF-347 form)
• Description of services provided, quantity, unit of issue, unit price, and the total amount due
• UEI

Contracting Officer

Authority

No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

• No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.
• In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:
• An understanding or agreement between the Contractor and anyone other than the Contracting Officer;A purported modification or change order issued by anyone other than the Contracting Officer;A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or
• An order, direction, consent, or permission from anyone other than the Contracting Officer to:
  1. Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or
  2. Expend hours in excess of a specified level of effort.

A. Requirements from Contractor:

Interested parties are expected to review this notice to familiarize themselves with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. Company Name and Company SAM Unique Entity identifier (UEI) number.  

2. System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov .  

3. Name, Telephone number and E-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.

4. Date Submitted

5. Applicable company GSA Schedule number or other available procurement vehicle.

6. Business Size Standard of Company (i.e. small business, 8(a), Woman owned, veteran owned, etc.).

7. Capability Statement: Detailed capability statement addressing the company’s qualifications and ability to provide the requirements listed herein, with appropriate and specific documentation supporting claims of recent organizational and staff capability to support this requirement.  If significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

8. Geographic Coverage: Please identify the areas of the United States where your organization provides this supplies/equipment.

9. References: Provide a list of all private industry or government contracts for similar items that you have delivered within the last 3 years. Please include customers’ contact names, contract period, and brief description of similar supplies delivered

10. Provide evidence demonstrating the ability to meet the minimum performance characteristics identified in this Sources Sought Notice.

11. Delivery/Logistics: Provide evidence that the item is readily available and can meet the Delivery timeframe.

12. Warranty: Provide evidence that the item has warranty options.

13. If American Indian/Native American owned small business, then complete attached IEE Representation Form.

All small businesses (not only ISBEE/IEE) must be instructed to submit capability statements addressing experience, staffing, performance history, and capacity.

B. Closing Statement:

Point of Contact: Ursula Maslonka, Contract Specialist, @ Ursula.Maslonka@ihs.gov

Submission Instructions:

Interested parties shall submit capability only via email to Ursula Maslonka, Contract Specialist, @ Ursula.Maslonka@ihs.gov; the following information: 

Sources Sought Number: SSN-IHS1529571 in the Subject line. The due date for receipt of statements is July 30, 2026, 12:00 pm Central Time.

All responses must be received by the specified due date and time to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract based on responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise because of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not oblige \the Government to award a contract or pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.