Elevator Preventive Maintenance at Gallup, NM

Form / Attachment / Pricing Sheet

This document is the Indian Health Service (IHS) Buy Indian Act Indian Economic Enterprise (IEE) Representation Form. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as defined by the Buy Indian Act and HHSAR 326.601. This form is required in response to Sources Sought Notices, Requests for Information (RFIs), or Solicitations.

• Eligibility Requirements: Offerors must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period. Failure to meet these requirements necessitates immediate written notification to the Contracting Officer.
• Representation: Bidders must indicate whether they do or do not meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Required Information: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of the IEE Firm
  • Business Name
  • Certifying Signature
  • UEI Number
  • Print Name
• Legal Consequences: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.
• Additional Requirements: Successful offerors must also be registered with the System of Award Management (SAM).

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Completing and submitting this form accurately is a mandatory step in the self-certification process for IEEs. Failure to comply or providing inaccurate information can lead to disqualification or penalties. Bidders should ensure they meet the definition of an "Indian Economic Enterprise" before completing this form.

Sources Sought Notice

This Sources Sought Notice (SSN) is issued by the Indian Health Service (IHS) for market research to assess industry capabilities for providing elevator preventive maintenance support services at the Gallup Indian Medical Center in Gallup, NM. The IHS is seeking information to determine the appropriate acquisition method and potential set-aside strategies.

• Preventive maintenance support services for six (6) elevators.

• Monthly inspections to ensure continuous operations.

• Preventive maintenance work in accordance with ASME A17.1 Safety Code for Elevators and Escalators, Section 8.6.

• Emergency services available 24 hours a day, 365 days a year, including service callbacks.

• Services include routine inspections, lubrication, adjustments, testing of safety devices, minor repairs, documentation of deficiencies, and emergency callback support.

• All work must comply with manufacturer recommendations and applicable safety and building codes.

• Anticipated period of performance: One year from the date of award, with up to three additional one-year option periods.

• Due Date: Tuesday, May 2, 2026, no later than 3:00 pm EST.

• Submission Method: Email to dana.monroe@hhs.gov.

• Subject Line: "Correspondence Management Support – Your Company Name".

• Required Document: Completed and returned IEE Representation Form.

• Capability Statement: Must demonstrate expertise in technical areas outlined in the attached Statement of Work. Generic capability statements are insufficient.

• NAICS Code: 238290 – Other Building Contractors.

• The IHS is prioritizing responses from:

  1. Indian Small Business Economic Enterprises (ISBEE)
  2. Indian Economic Enterprises (IEE)
  3. Small business concerns

• Organizations not classified as ISBEE/IEE or small business under the applicable NAICS code should not respond.

• This is for market research only and not a solicitation.

• Respondents must be registered in the System for Award Management (SAM).

• A Statement of Work (SOW) is attached with full requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive preventive maintenance services for a total of six (6) elevators at the Gallup Indian Medical Center in Gallup, NM.

• Elevator Coverage: Includes four (4) passenger traction elevators in the Main Hospital Building (Building #2000) and two (2) 3-stop hydraulic elevators in the Outpatient Building (Building #2018).

• Preventive Maintenance: Services include monthly inspections, lubrication, adjustments, repair/replacement of worn parts, cleaning of car tops and hoistway pits, safety tests per ASME A17.1 and National Building Code, and preventive maintenance on exhaust fans.

• Emergency Services: Contractor must provide 24/7/365 emergency service. A maximum of 35 service callbacks per year are included; additional callbacks will be billed at overtime rates.

• Reporting: Provide hard copy and electronic service reports for all completed preventive maintenance, with a copy left on-site.

• Training: Train Gallup Maintenance Staff on elevator maintenance best practices.

• Compliance: Adhere to safety programs, OSHA requirements for PPE, and hospital policies including PCRA, ILSM, ICRA, and Above Ceiling Permits.

• Seasonal Requirements: Ensure all personnel have proof of influenza vaccination between October 1st and March 31st.

• Site Access: All personnel require background checks and must be accompanied by IHS staff. 120 hours' notice is required before conducting services.

• Work must be performed per current ASME A17.1 Safety Code for Elevators and Escalators, Section 8.6.

• Maintain elevators in excellent condition.

• Complete Preventive Maintenance on Exhaust Fans.

• Location: Gallup Indian Medical Center, Gallup, NM 87301.

• Period of Performance: One (1) base year (Date of Award to December 31, 2026) with four (1)-year option periods (January 1, 2027, to December 31, 2029).

• Contractor must be licensed in New Mexico, have a DUNS number, and be registered in SAM.gov.

• Include a line item for paying taxes on labor only.

• Contractors are required to be on-site during Annual Fire Alarm Testing of elevator shaft detectors at no additional cost.

• All contractor personnel must check-in and check-out with designated Points of Contact.