Replacement Telehealth Audio/Visual System for the Rosebud IHS Facility in Rosebud, SD

Sources Sought: Replacement telehealth audio/visual system for the Rosebud IHS Facility in Rosebud, SD

Sources Sought Notice Number: IHS-SS-26-1528639

This Sources 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.

IHS is conducting market research to identify interested and capable vendors in all socioeconomic categories, including Small Business, 8(a), HUBZone, SDVOSB, WOSB, ISBEE/IEE, and other-than-small businesses. Responses from Indian Economic Enterprises are strongly encouraged but all qualified vendors may respond.

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 334310, Audio and Video Equipment Manufacturing- other relevant NAICS codes will be considered based on responses received.

1.0       BACKGROUND

The IHS is an agency within the Department of Health & Human Services and is responsible for providing federal health services to American Indians and Alaska Natives. The Indian Health Service provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to 567 federally recognized tribes, in 35 states. The Indian Health Service Headquarters is located in Rockville, MD and then divided into twelve (12) physical areas: Alaska, Albuquerque, Bemidji, Billings, California, Great Plains, Nashville, Navajo, Oklahoma, Phoenix, Portland, and Tucson.

The Great Plains Area Office (GPAO) works in conjunction with 19 Indian Health Service Units and Tribal Managed Service Units to provide health care to approximately 130,000 Native American located in North Dakota, South Dakota, Nebraska, and Iowa.

2.0       OBJECTIVE

The objective of this requirement is to furnish, deliver, install, configure, integrate, test, and place into service a complete Emergency Department telehealth audiovisual system using the equipment identified in Attachment A. The completed system shall provide reliable two-way video and audio communications suitable for clinical telehealth encounters and shall be fully operational at final acceptance.

 for Rosebud IHS in Rosebud, SD.

3.0       SCOPE

The contractor shall provide all labor, supervision, tools, materials, shipping, insurance, manufacturer support, incidental hardware, and professional services necessary to complete the requirement. Work includes pre-installation coordination, equipment delivery, mounting, cabling, configuration, network coordination, functional testing, user orientation, documentation, and warranty/support activation.

This PWS is written as a performance-based requirement. The contractor is responsible for determining the specific work methods and incidental materials needed to achieve the required results, except where the Government identifies a mandatory product, interface, security, safety, or facility constraint.

4.0       CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

Single Point of Responsibility. The contractor shall be responsible for the end-to-end operational             result, including compatibility of the furnished equipment, accessories, cabling, mounts, configuration, and professional services.

New Equipment. All equipment shall be new, unused, current-production manufacturer equipment unless the Contracting Officer authorizes otherwise in writing. Refurbished,                        remanufactured, gray-market, or previously registered equipment is not acceptable.

Authorized Supply Chain. The contractor shall furnish equipment through an authorized            distribution channel and shall provide manufacturer serial numbers, entitlement information, and       support-registration confirmation at acceptance.

Substitutions. No substitutions shall be made for identified Cisco components without prior        written approval from the Contracting Officer. Any proposed substitution shall be equal to or      better than the stated item and shall be fully compatible with the existing IHS telehealth and      network environment. Approval of a substitution does not relieve the contractor of performance           responsibility.

Coordination. The contractor shall coordinate all onsite work with the Contracting Officer             Representative (COR), facility Information Technology (IT), ED leadership, Biomedical/Clinical Engineering as applicable, Facilities Management, and Infection Prevention personnel.

5.0       TYPE OF ORDER

This is a firm fixed price purchase order.

6.0       ANTICIPATED PERIOD OF PERFORMANCE

The anticipated period of performance shall begin on the date of contract award and continue for Sixty (60) calendar days. All equipment shall be delivered, installed, configured, tested, and accepted by the Government within the 60-calendar-day period.  

7.0       PLACE OF PERFORMANCE

Rosebud IHS Facility

Emergency Department

800 Hospital Drive

Rosebud, SD 57570

8.0       REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

See Performance Work Statement (PWS)

9.0       PAYMENT

Payment will be rendered once all supplies are shipped and accounted for and invoice is uploaded into IPP to be paid.  

10.0     Capability Statement/Information:

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. A general overview of the respondents’ opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail about the respondent’s (a) current capability and capacity to perform the work; (b) prior completed events of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.

3. The respondents’ UEI number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 334310, Audio and Video Equipment Manufacturing, or comparable NAICS

4. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

5. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11-inch paper size, and 1 inch top, bottom, left and right margins.

6. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address). Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

11.0   Closing Statement

Point of Contact: Farrah Azure, Purchasing Agent, at Farrah.Azure@ihs.gov  

Submission Instructions:

Interested parties shall submit capability via email to Farrah Azure, at Farrah.Azure@ihs.gov . Must include Sources Sought Number IHS1514239 in the Subject line. The due date for receipt of statements is August 17, 2026, 12:00 p.m. Central Time.

All responses must be received by the specified due date and time in order 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 on the basis of 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 as a result 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 obligate the Government to award a contract or otherwise 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.