Elevator Maintenance for Wagner IHS Healthcare Center

Active

Contract Opportunity

Sources Sought: Elevator Maintenance

Sources Sought Notice Number: IHS-WAG-26-1519291

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 Small Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether an ISBEE set-aside is possible. The anticipated applicable NAICS code for this acquisition is 333921 Elevator and Moving Stairway Manufacturing.

The Government requests interested parties submit a written response to this notice, which includes:

a. Company Name

b. Company Socioeconomic Status

c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number

d. Company point of contact, mailing address, and telephone number(s), and website address

e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses from government representatives.

f. Cage Code:

g. Tax ID

h. Date submitted

i. Applicable company GSA Schedule number or other available procurement vehicle

j. Company’s System for Award Management (SAM) registration status. All respondents must register on SAM located at http://www.sam.gov/.

1.0 Background

The Mission of the Wagner Health Care Center is to provide the best possible healthcare services to the patients on the Yankton Sioux Reservation in South Dakota. To meet this mission, the WHCC is requesting a Base Plus Four (4) Option Year, firm-fixed price, non-personal service contract to provide elevator maintenance services.

2.0 Objective

The Wagner Health Care Center requires following all federal, state and local requirements pertaining to the safe handling, transport and disposal of regulated and non-regulated medical waste. Specifically, compliance with all applicable Resources Conservation and Recovery Act (RCRA), Occupational Safety and Health Act (OSHA), LDEQ and Department of Transportation (DOT) restrictions and guidelines must be obeyed.

2.1 Scope

The contractor shall provide full maintenance, inspections and testing of the hydraulic elevator. Routine maintenance shall be made during the normal business hours, Monday through Friday from 8:00am to 4:30pm. Contractor shall notify the Facility Manager or his designee prior to commencement of providing services. Contractor shall utilize a written service receipt to record each visit. This receipt shall indicate date, hours on site, technician name, and elevator service. Type of service shall be recorded and shall include specific tasks completed. The receipt shall be signed by the Facility Manager or his designee, and a copy shall remain with the Wagner IHS Healthcare Facility.

Contractor shall clean, adjust and lubricate the equipment and determine the nature and extent of any maintenance required to restore the elevator to satisfying service and, if conditions warrant, furnish and install parts as noted herein. All equipment, materials and installation shall conform to the American National Standard Safety Code for Elevators and Escalators, and NFPA 101 Life Safety Code (monthly operations of Fire Fighter’s Emergency Operations in elevator).

Additional work outside of the scope of this purchase order requires a price quote, purchase order, and scheduled start date prior to commencing work. The Government will not be obligated to pay for services performed outside of the scope of this purchase order without an authorized purchase order. Additional work may be bid competitively for cost effectiveness.

3.0 Work Schedule/Availability

WHCC hours of operations are Monday through Sunday 7:00am to 11:00pm.

4.0 Period of Performance

Base year: 01/01/2026 to 12/31/2026

Option Year 1: 01/01/2027 to 12/31/2027

Option Year 2: 01/01/2028 to 12/31/2028

Option Year 3: 01/01/2029 to 12/31/2029

Option Year 4: 01/01/2030 to 12/31/2030

5.0 Place of Performance

Wagner Health Care Center

111 Washington Ave. NW

Wagner, South Dakota 57380

6.0 Contractor Responsibility

Submittals have no format requirement but shall contain the following:

• Total cost for the proposed purchase order including TERO fees.

• Proposed schedule of on-site service dates or frequencies.

• Contractor shall provide, along with bid package, proof of current service mechanics certification issued by the International Union of Elevator Constructors.

• Contractor shall provide, along with bid package, the name and telephone number of service technician who will be performing this purchase order work.

• Proposed Technician’s checklist that he/she will use to ensure all tasks identified in the Statement of Work section is completed.

• Name of all oils, chemicals, greases, etc. that will be used during servicing and the Material Safety Data Sheets for each item.

• Three (3) references for past performance.

Award will be based on lowest cost and completeness/review of the above-mentioned item.

7.0 Contracting Officer’s Representative Designation

The designated COR for this contract is: Dwight Janis COR Level 1

Wagner Health Care Center, 111 Washington Ave. NW Wagner, SD 57380

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:

Chad Zephier, Facilities Manager

Wagner IHS Health Center

111 Washington AVE NW Wagner, South Dakota 57380

8.0 Contractor Compliance

The Contractor shall adhere to all official coding and billing rules as published by the American Hospital Association (AHA), Centers for Medicaid and Medicare Services (CMS) regulations and guidelines to ensure the highest levels of integrity compliance and ethics.

The Contractor shall maintain records of confidentiality in accordance with the Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974, Alcohol and Drug Abuse Patient Records, Freedom of Information Act (FOIA), and other pertinent Federal regulations.

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 Contractor equipment failure shall be communicated to the COR or their designee as soon as possible via telephone or email. The Contractor shall not be penalized for delays due to Service Unit equipment failure or updates that are beyond the Contractor’s control (e.g., IHS server downtime).

10.0 Government Furnished Property/Equipment/Information

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

11.0 Reports

The contractor shall sign the log-in book in Maintenance upon arrival for each visit.

Contractor shall report to the Facility Manager or designee at the completion of each service and provide a written receipt of services performed that meets the record keeping requirements of ASME A17.1 – 2004. These receipts shall advise the government of any repair or part required which is not covered under this purchase order. The Wagner IHS Healthcare Facility shall provide a logbook in the elevator room for the contractor’s detailed maintenance and callback actions.

The contractor shall maintain a complete, orderly and chronological file including drawings, complete part lists and copies of all reports as required by these specifications. The contractor shall maintain a record of all callbacks and repairs. Record shall indicate any difficulty experienced and the corrective measures taken to eliminate the difficulties. This file shall be available for inspection upon request and a copy furnished to the Wagner IHS Healthcare Center annually.

12.0 Closing Statement

Point of Contact: John Archambeau, Purchasing Agent, at john.archambeau@ihs.gov

Submission Instructions:

Interested parties shall submit capability via email to John Archambeau, Purchasing Agent, at john.archambeau@ihs.gov. Must include Sources Sought Number IHS1519291 in the Subject line. The due date for receipt of statements is December 5th, 2025, 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.

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