Firm-Fixed Price, Commercial Item, Purchase Order to provide a HVAC Services for Quoters for the Facility Maintenance Department at Rosebud IHS, Rosebud, South Dakota.

Sources Sought: HVAC Services for Quarters

Sources Sought Notice Number: IHS-SS-26-1524553

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.

This notice is intended strictly for market research to determine the availability of Indian Economic Enterprises (IEE).

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 333415, Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing. This U.S. industry comprises establishments primarily engaged in (1) manufacturing air-conditioning (except motor vehicle) and warm air furnace equipment and/or (2) manufacturing commercial and industrial refrigeration and freezer equipment.

1. Background 

The Mission of the Rosebud IHS is to provide the best possible healthcare services to the patients on the Rosebud Sioux Reservation in South Dakota. To meet this mission, the Rosebud Indian Health is requesting a Base Plus Four (4) Option Year, firm-fixed price, non-personal service contract to provide HVAC repairs to geothermal furnaces.

1. Objective 

Rosebud IHS has housing quarters for staff, and we strive to provide comfortable living conditions so they can perform to the best of their abilities.

2.1       Scope

• The contractor shall perform repairs and emergency repairs per the Statement of Work (SOW).
• The contractor shall be able to be on site within 4 hours for emergencies.
• The contractor shall service all parts according to the SOW upon request of the Contracting Officer Representative (COR).

3.0       Work Schedule/Availability

The contractor must be available 24 hours for emergency calls according to the SOW.

1.        Period of Performance 

Base year: 08/01/2026 to 07/31/2027

Option Year 1: 08/01/2027 to 07/31/2028

Option Year 2: 08/01/2028 to 07/31/2029

Option Year 3: 08/01/2029 to 07/31/2030

Option Year 4: 08/01/2030 to 07/31/2031

5.0       Place of Performance

Rosebud IHS

400 Soldier Creek Dr.

Rosebud, SD 57570

6.0       Contractor Responsibility

The Contractor shall perform all require duties upon request from the COR according to the SOW.

7.0       Contracting Officer’s Representative Designation 

The designated COR for this contract is:

Edward Arcoren, COR Level II

Rosebud IHS 400 Soldier Creek Dr.

Rosebud, SD 57570.

The COR is responsible for:

1. Monitoring the Contractor’s technical progress.
2. Interpreting the statement of work.
3. Technical evaluation as required.
4. Technical inspections and acceptance required by this contract; and
5. Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Subject matter expert for this contract is:

Edward Arcoren

Rosebud IHS

400 Soldier Creek Dr. Rosebud, SD 57570

8.0       Contractor Compliance

Perform work requested by COR.

9.0       Administrative

Compensation – Billing will be at a fixed rate for all services.

Meetings/Conference Calls – The Contractor shall attend meetings or conference calls scheduled by the Contracting Officer’s Representative (COR) to address areas of concern and exchange information to ensure all contract requirements are being met. The COR shall be responsible for scheduling and coordination of all meetings and conference calls.

Equipment Failure – Any delays or downtime due to equipment failure shall be communicated to the COR or their designee as soon as possible.

10.0      Government Furnished Property/Equipment/Information

No Government furnished property, equipment, or information is provided.

11.0      Reports

The Contractor shall report all repairs to the COR or designee and provide a written report on work performed via email.

12.0      Closing Statement

Point of Contact: Jarrod Cole, Purchasing Agent, at jarrod.cole@ihs.gov  

Submission Instructions:

Interested parties shall submit capability via email to Jarrod Cole, Purchasing Agent, at jarrod.cole@ihs.gov. Must include Sources Sought Number IHS-SS-26-1524553 in the Subject line. The due date for receipt of statements is May 28, 2026, 11:00 a.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.