Eaton UPS Maintenance and Support Services - Fort Yuma Service Unit

REQUEST FOR QUOTATIONS (RFQ)

RFQ No. RFQ-26-PHX-049

Eaton UPS Maintenance and Support Services

Indian Health Service

Fort Yuma Healthcare Center

Winterhaven, California

1. GENERAL INFORMATION

This Request for Quotations (RFQ) is issued in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services, utilizing the simplified acquisition procedures prescribed in FAR 12.201-1.

This acquisition is a 100 percent Indian Small Business Economic Enterprise (ISBEE) Set-Aside under the authority of the Buy Indian Act (25 U.S.C. § 5307) and HHSAR Subpart 326.6.

The Government intends to award a single Firm-Fixed-Price Purchase Order consisting of one (1) base year and four (4) one-year option periods.

2. DESCRIPTION OF REQUIREMENT

The Contractor shall provide all labor, supervision, transportation, tools, equipment, materials, replacement parts, and incidental services necessary to perform maintenance and support services for the Government-owned Eaton 93PM 30 kVA Uninterruptible Power Supply (UPS) system and associated battery infrastructure located at the Fort Yuma Healthcare Center.

Services shall be performed in accordance with the attached Performance Work Statement (PWS).

3. PERIOD OF PERFORMANCE

Base Year - August 1, 2026 – July 31, 2027

Option Year 1 - August 1, 2027 – July 31, 2028

Option Year 2 - August 1, 2028 – July 31, 2029

Option Year 3 - August 1, 2029 – July 31, 2030

Option Year Four - August 1, 2030 – July 31, 2031

4. QUOTATION PREPARATION INSTRUCTIONS

Quoters shall submit one electronic quotation consisting of the following:

Technical Quotation

The technical quotation shall include:

• Company name, UEI, CAGE Code, and point of contact.
• Documentation demonstrating eligibility as an ISBEE.
• Documentation demonstrating Eaton manufacturer certification or authorization to service the Eaton 93PM UPS system.
• A brief description of the firm's experience performing maintenance and repair services for Eaton UPS systems or similar mission-critical UPS equipment.
• A statement confirming the firm's ability to provide qualified technicians capable of meeting the required four (4) hour emergency response time.
• A statement acknowledging compliance with all requirements of the Performance Work Statement.

Generic marketing materials or boilerplate capability statements that do not specifically address this requirement may be determined technically unacceptable.

Price Quotation

Quoters shall submit a firm-fixed-price quotation for the services described in the Performance Work Statement. Quotations may be submitted in the quoter's standard commercial quotation format.

The quotation shall include, at a minimum:

• The firm's total price for the Base Period.
• The firm's total price for each Option Period.
• A total evaluated price for the Base Period and all Option Periods.
• Any assumptions or exclusions affecting the quoted price.

Quoted prices shall include all labor, supervision, travel, materials, replacement parts, equipment, overhead, profit, and all other costs necessary to perform the required services.

The Government reserves the right to request clarification of any pricing information necessary to evaluate the quotation.

Required Representations

The following shall be submitted with the quotation:

• Completed Indian Economic Enterprise Representation (HHSAR 352.226-7)
• Any additional representations required by the solicitation

5. BASIS FOR AWARD

Award will be made to the responsible quoter whose quotation is determined to be Technically Acceptable and offers the Lowest Evaluated Price.

The Government intends to evaluate quotations and issue a Purchase Order without discussions; however, the Government reserves the right to conduct exchanges if determined necessary.

6. EVALUATION FACTORS

Factor 1 – Technical Acceptability

Technical quotations will be evaluated on an Acceptable/Unacceptable basis.

To be rated Acceptable, the quotation shall demonstrate:

• Eligibility as an ISBEE.
• Ability to provide Eaton-certified technicians.
• Ability to meet the required four (4) hour emergency response requirement.
• Experience performing maintenance and repair services for Eaton UPS systems or similar mission-critical UPS equipment.
• Submission of all information required by this solicitation.

A quotation rated Unacceptable is ineligible for award.

Factor 2 – Price

The Government will evaluate prices for completeness, fairness, and reasonableness.

Award will be made to the responsible quoter submitting the lowest evaluated price among quotations determined to be technically acceptable.

Price Evaluation

The Government will evaluate the total evaluated price for completeness, fairness, and reasonableness.

For evaluation purposes, the Government will add the total price for the Base Period and all Option Periods to determine the lowest evaluated price.

Quoters are encouraged to submit pricing that reflects a clear understanding of the requirements of the Performance Work Statement. Prices should represent the quoter's best commercial pricing.

The Government may evaluate whether quoted prices appear materially unbalanced or unrealistically low to the extent such pricing indicates a lack of understanding of the requirement or presents an unacceptable risk to successful performance.

Evaluation of Options

In accordance with FAR 52.217-5, Evaluation of Options, the Government will evaluate the total price for the base period and all option periods in determining the lowest evaluated price for award purposes.

Evaluation of options does not obligate the Government to exercise any option.

Quoters are advised that the Government intends to award a Firm-Fixed-Price Purchase Order. Quoted prices should include all costs necessary to perform the requirements of the Performance Work Statement for the Base Period and all Option Periods. The Government will not consider requests for equitable adjustment or price increases based on errors in judgment, underestimated costs, or other circumstances that should have been considered when preparing the quotation, except as otherwise provided by the terms and conditions of the resulting Purchase Order.

7. QUESTIONS

Questions regarding this solicitation shall be submitted in writing via email to the Contract Specialist no later than 7/21/2026 @ 2pm MST

8. SUBMISSION OF QUOTATIONS

Quotations shall be submitted electronically to:

Contract Specialist: Dekovan Cook

Email: Dekovan.cook@ihs.gov

Subject Line: RFQ-26-PHX-049 – Eaton UPS Maintenance

Quotations are due no later than: July 22, 2026 @ 3pm MST

Late quotations may not be considered.

9. ATTACHMENTS

Attachment A – Performance Work Statemen

Attachment B – Wage Determination

Attachment C – Indian Economic Enterprise Representation

Attachment D – Solicitation Provisions and Contract Clauses