DataRay Labeling System/Printer Server Equipment Upgrade from D3 to D4 Model (for IEE Vendor)

Sources Sought Notice – SS_IHS1530628

Title:               DataRay Labeling System/Printer Server Equipment Upgrade from D3 to D4 Model

Agency:           Indian Health Service

Issue Date:      Tuesday, August 18, 2026

Due Date:        Tuesday, August 25, 2026, no later than 12:00pm EST

POCs:             Responses must be submitted via email to dana.monroe@hhs.gov. Include “DataRay Labeling System/Printer Server Equipment Upgrade – Your Company Name” in the Subject of the email and complete/return the IEE Representation Form

This Sources Sought Notice (SSN) is for market research and planning purposes only and shall not be construed as a solicitation or an obligation or commitment to issue a solicitation by the Indian Health Service (IHS). This SSN is seeking information from the specific types of entities listed below to assess their capabilities in fulfilling the requirements set forth in this SSN. The information from this SSN will be used to determine the appropriate set-aside, if any, in accordance with the applicable regulations listed. The Government encourages the identified to respond to this Notice and will be assessed of their capabilities in the following priority:

1. Indian Small Business Economic Enterprises (ISBEE)
2. Indian Economic Enterprises (IEE) in accordance with HHSAR 326.603-1

Responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether any ISBEE/IEE set-aside is possible based on the Contracting Officer’s reasonable expectation of obtaining offers from two or more relevant concerns that will be competitive in terms of market price, product quality, and delivery capability. An organization that is not considered an ISBEE/IEE firm under the applicable NAICS code should NOT submit a response to this notice. The applicable primary NAICS code for this requirement is 334111 – Electronic Computer Manufacturing. This is a one-time equipment purchase, then the entire system, including this upgrade, will continue to be supported and maintained by DataRay as part of the existing midterm service agreement in effect presently. Generic capability statements are not sufficient and may not be considered when assessing entity capabilities.

Background

The Indian Health Service (IHS) is the principal federal health care provider and health advocate for Indian people, and its goal is to raise their health status to the highest possible level. IHS provides a comprehensive health service delivery system for approximately 2.3 million American Indians and Alaska Natives (AI/AN) who belong to 573 federally recognized Tribes in 37 states.

This sources sought notice is for an upgrade from Model D3 to Model D4 of an existing DataRay labeling/printing system and server before the D3 end of life expires for the existing system at the Cass Lake, MN Bemidji IHS Area. DataRay is in the middle of a 5-year service and support contract that was awarded to them to keep the Cass Lake IHS Hospital will support installation and training on the upgrade, this includes installing utilities needed to capture data output from the customers system, analyzing the data stream, and developing custom formatting instructions to meet the label formatting needs of that system. In order for DataRay to provide support for the product, it is essential that the Cass Lake IHS Hospital grant DataRay VPN access to the D4 Network Devices. The D4 devices provide DataRay advanced tools and diagnostics to troubleshoot networking problems, system output changes, printer status, and other issues. DataRay needs direct network access to the D4 devices to operate these utilities. DataRay’s contract is in place to protect the integrity of the hospital’s network and of Protected Health Information, as is required by the signed HIPAA Business Associates Agreement.

A complete Statement of Work is attached with the full requirements outlined. 

Purpose and Objectives

IHS currently has an agreement with DataRay to maintain the existing specimen labeling system software, and there were are still two option years left. This requirement is for an upgrade to the existing DataRay system is already in place at the IHS Bemidji Area Cass Lake Healthcare Facility in Minnesota. An upgrade from the current D3 system to the D4 system is needed and necessary due to security updates going end of life in 2026. This is a sole source provider offering the only compatible upgrade to an existing system to the IHS Resource and Patient Management System (RPMS).  DataRay provides RPMS/Electronic Health Records (EHR) interface software that is used by other IHS Service Units with RPMS applications for the purpose of printing Pharmacy Med and IV labels, Patient ID labels, Medication Administration Documentation support labels, Ward/Room specimen collection labels, Lab accession labels, Radiology order cards, Urgent Care medical labels, Outpatient Prescriptions on Secure Script paper, and Patient identification wristbands. With each of these products, DataRay has integrated barcoding technology into the workflow process to increase productivity and improve patient safety. These solutions were designed specifically for sites running RPMS/EHR in efforts to consolidate label/card printing needs, replace old technology and hardware, and to assist the hospital in complying with the Meaningful Use requirements of EHR.

Capability Statement/Submission Information

A response to this SSN will be in the form of a capability statement to demonstrate capability and experience in the task areas identified further below. Specifically, please provide the following information below to demonstrate capabilities:

Cover Page

Please provide a cover page to include:

1. Company Name
2. Company Designation (ISBEE/IEE/SB)
3. Type of Business – as applicable (e.g. 8(a), Woman Owned Small Business, HUBZone, etc.)
4. UEI Number
5. Point of contact, email address, and phone number
6. Primary NAICS Code(s)
7. Existing federal contracting vehicle(s) numbers, as applicable (e.g. GSA MAS number, NITAAC/CIO SP3, other Government Wide Agency Contracts, etc.)
8. System for Award Management (SAM) registration status. Note, all respondents must be registered on the SAM located at http://www.sam.gov/ prior to any potential award.

Executive Summary

Provide a high-level overview of your services and include how it will benefit the Indian Health Service.

Technical Areas

Respondents are expected to submit a capability statement detailing and demonstrating their expertise and technical capabilities in the areas outlined further below in this SSN.  Please see attached Statement of Work for full requirements.

Past Performance

Please provide any past performance information to support demonstration of your capabilities in the relevant technical areas and magnitude of work.

Other Information (Optional)

You may include any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

Submission Format

To assist the Government in an expeditious review of your capabilities, the capability statement should be organized as follows:

• Cover page
• Executive Summary
• Technical Areas in the order listed
• Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form
• Other Information, as applicable

The tailored capability statement should not exceed 10 pages excluding Past Performance information. Font must not be less than 10 point (for readability) and may be submitted in either in either Microsoft Word or Adobe Portable Document Format (PDF) but must be a standard 8-1/2 by 11 inch in paper size. All proprietary information should be marked as such.

Generic capability statements are not sufficient and will not be considered compliant with the requirements of this notice.

Disclaimer and Important Notes

This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this SSN is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses or the Government's use of such information. 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 capabilities to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or

received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However,

responses to this Notice will not be considered adequate responses to any resultant solicitation.

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

The Government reserves the right to use any non-proprietary technical information in any resultant

solicitation(s). 

Thank you for your interest in IHS programs.