Materials Marketing and E-Ordering Software System

Introductory

This is a Sources Sought set aside for Indian Economic Enterprise (IEE) and Indian Small Business Economic (ISBEE). This is NOT a solicitation for proposals, proposal abstracts, or quotations. The objective of this Sources Sought # IHS1523433 is to identify potential IEE and ISBEE vendor that can provide materials marketing and e-ordering software system services for the Cheyenne River Health Center, 24276 166th St Eagle Butte, SD 57625.

Project Description

B.1 Background:

The U.S. Department of Health and Human Services (HHS), Indian Health Service (IHS), is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government to government relationship between the federal government and Indian tribes. The IHS is the principal federal health care provider and health advocate for the Indian people. The goal is to assure that comprehensive, culturally acceptable personal and public health services are available and accessible to American Indians and Alaska Natives. The IHS currently provides health services to approximately 1.5 million American Indians and Alaska Natives who belong to more than 557 federally recognized tribes in 34 states.

The Indian Health Service (IHS) requires a standardized materials management system to maintain inventory control and ensure the availability of critical supplies. The system is essential for tracking supply usage, maintaining historical data, and supporting reporting requirements. Failure to maintain such a system would significantly impact patient care and operational functionality.

B.2 Requirements:

The Health and Human Services (HHS), Office of Mission Acquisition Solutions (OMAS) is conducting market research to prepare for the continued requirement of providing telecommunications services to the Indian Health Service (IHS). The Contractor shall provide a software solution that performs the following functions:

- Inventory management and tracking of medical and office supplies

- Electronic requisitioning and order processing

- Monitoring of supply usage and consumption trends

- Automated tracking of stock levels and reorder points

- Historical data retention for reporting and audit purposes

- Support for multiple departments and within the service unit

- Reporting capabilities to support operational and compliance needs

B1. Scope

The Contractor shall provide a comprehensive, web-based Materials Management and Electronic Requisition (E-Ordering) Software System to support the Property and Supply Department in managing inventory, ordering, and tracking of office and medical supplies necessary for direct patient care and supporting administrative functions. The system shall include all licensing, maintenance, technical support, and software updates necessary to ensure continuous and effective operation throughout the period of performance.

Eligible Vendors: 

Businesses must be Indian Economic Enterprises (IEEs) (at least 51% Indian owned and controlled).

Business size and type of business (e.g., ISBEE/IEE, 8(a), SDVOSB, etc.). All respondents should be registered on the System for Award Management (SAM) located at https://www.sam.gov. Submission of Invoices: The contractor will submit invoices in accordance with FAR 52.212-4(g) on a monthly basis.

Anticipated Period of Performance:

The anticipated start of performance is June 1, 2026.

D.1 Place of Performance

The system shall be delivered and maintained as an online service or required hardware would be provided at no cost upon program installation to authorized users within the Service Unit.

Compliance Requirements:

Functional Requirements:

- Integrated materials management and e-ordering capability within a single platform

- Real-time inventory tracking and visibility

- Automated requisition and approval workflow

- Ability to track supply usage by department and cost center

- Historical data storage and reporting functionality

Performance Requirements:

- Reliable system availability with minimal downtime

- Secure, role-based user access controls

- Scalable to support facility-wide operations

- Capability to support direct patient care supply needs without disruption

Technical Requirements:

- IT requirements must align with Indian Health Service safety and security guidelines and requirements.

- Ongoing software updates and maintenance included

Support Requirements:

- Vendor-provided technical support during business hours.

- Routine system maintenance and updates included in subscription

- User assistance and troubleshooting services

Required Services and Deliverables

The Contractor shall deliver the following:

- Materials Management Software System (M-System or equal)

- Electronic Requisition System (E-Order or equal)

- Monthly software licensing

- Ongoing maintenance and technical support

G.1 Experience:

The Contractor shall possess knowledge, skills and abilities to maintain and provide software licensing and support services on a monthly basis.

The contractor shall define license and all relative documents.

Licensing and Service:

              Inspection: all services rendered will be inspected, reviewed, and monitored by the COR.

              Contracting Officer Representative (COR): TBD

                            Department Point of Contact: TBD

SMALL BUSINESS STATUS: Provide business size and socioeconomic status (e.g., ISBEE, IEE), along with your UEI, organization name, address, and point of contact. The anticipated NAICS code for this requirement is (ENTER HERE) - Other Computer Related Services-Information Technology Value Added Resellers.

ADDITIONAL INFORMATION: Provide any additional information that may assist the Government in refining its acquisition strategy or determining whether a competitive set-aside or other RFO-aligned commercial approach is appropriate.

CLOSING STATEMENT: Point of Contact: Maliaka Pinkney, Contract Specialist, at maliaka.pinkney@hhs.gov. Submission Instructions: Interested parties shall submit capability statement via email to maliaka.pinkney@hhs.gov. Must include Sources Sought Number SS-IHS1523433 in the Subject line and complete the attached IEE Representation Form. The due date for receipt of statements is May 25, 2026, 12:00 PM, EST. 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 HHS. HHS/OMAS 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, HHS/OMAS 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 HHS shall arise as a result of a response to this notice or HHS’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 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.

Information Submission Instructions

Questions regarding the contents of this Sources Sought shall be submitted via email to: maliaka.pinkney@hhs.gov no later than 9:00am EST on May 20, 2026. Phone calls will not be accepted. The Government reserves the right to respond to some, all, or none of the questions that will be submitted.

Interested companies should review the attached and then submit a response that provides feedback, if any, on the attached and that addresses all of the information listed under “Capability Statement/Information Sought”. Capability statements and responses shall be submitted via email to maliaka.pinkney@hhs.gov no later than 12:00 PM EST on May 25, 2026. The subject line for the email heading shall be “Software Licensing and Support Services”– SS-26-HHS-1523433. Please provide succinct detail and depth to enable Government review and assessment.

Please add a cover letter to your response with the following information:

1. Company Name
2. Company Unique Entity ID number
3. Company points of contact, mailing address, telephone and website address
4. Any Governmentwide Acquisition Contract (GWAC), General Services Administration (GSA) Schedule vehicle, or other available procurement vehicles your company maintains that could meet this requirement
5. Business Size relative to NAICS code 513210 – Software Publishers
6. Type of Company (e.g., large business, small business, 8(a), woman owned, veteran owned, etc.) as registered in the System for Award Management (SAM)
7. Identify any/all teaming arrangements
8. Indian Economic Enterprise (IEE) Representation Form

Disclaimer and Important Notes:

This notice does not obligate the Government to award a contract or pay for the information provided in response. The Government reserves the right to use information provided by the 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.

Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondent 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.

Any solicitation resulting from the analysis of information obtained will be announced to the public in SAM in accordance with FAR Part 5. However, responses to this notice will not be considered adequate to responses to a solicitation.

Confidentiality:

No proprietary, 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).