Pipette Calibration System and accessories

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) under Solicitation #IHS1526048. The Indian Health Service (IHS) – Phoenix Area Office requires a Pipette Calibration System and related accessories. This announcement is the only solicitation; written quotes are requested, and oral offers will not be accepted. All responding firms must be registered with the System for Award Management (SAM).

• 1 each – Pipette Calibration System (PCS-510)

• 1 each – Pipette Installation validation training and guide

• 1 each - Compliance key for ArtelWare software

• 1 each – Advanced Care Service Agreement (PCS)

• PCS kits

• This procurement is for NEW Equipment ONLY.

• Vendors must be an Original Equipment Manufacturer (OEM) authorized dealer, distributor, or reseller.

• The quote MUST include a copy of the authorized distributor letter from the manufacturer.

• Items are to be shipped FOB Destination. Shipping cost must be included in the vendor quote and cannot be a separate line item.

• Delivery LOCATION: Phoenix Indian Medical Center, 4212 N. 16th Street, BLDG 9, Phoenix, AZ 85016.

• QUOTE DUE DATE: 06/17/2026 5:00 PM EDT.

• Submit written quotes only.

• Quotes must include all aspects of the RFQ (equipment, services, options).

• The government will award a purchase order to the responsive and responsible vendor offering the lowest price technically acceptable.

• Evaluation procedures will be IAW FAR 13.106.

• Evaluation factors: Price, Technical Acceptance of Product, Delivery, and Past Performance.

• Past performance will be evaluated via PPIRS and FAPIIS data; no submission is required.

• Invoices must be prepared monthly and submitted electronically via the Invoice Processing Platform (IPP).

• This requirement is a 100% Small Business set-aside on SAM.GOV.

• Offerors that do not fall into this category will not be considered for award.

• Technical questions may be directed to deana.thompson@ihs.gov.

• The solicitation incorporates numerous FAR and HHSAR provisions and clauses by reference, including those related to commercial items, representations and certifications, contract terms and conditions, and payment by electronic funds transfer.

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

To provide a portable counter-top Pipette Calibration System (PCS) for the Phoenix Indian Medical Center (PIMC) Laboratory Department to improve quality assurance and ensure precise, accurate data for regulatory compliance. The system will not be networked.

• Provide the latest software (ArtelWare 2.4) installed prior to delivery.

• Deliver a portable counter-top PCS with specific technical specifications:

  • Time: < 3 minutes for 10 data points
  • Volume Range: 0.1 uL to 5000uL
  • Uncertainty: 0.6%
  • Random Error: 0.3%
  • Size: 8.8”W x 13” L x 5.8” H
  • Weight: 13 lbs
  • COM Port: USB
  • Built-in scanner for 2D reagent barcodes
  • Operational Temp: 15 °C to 30 °C
  • Relative Humidity: 10% to 90% (non-condensing)
  • Electrical: 90 – 260 VAC, 50 – 60 Hz, 2 A max

• Provide a PCS computer meeting specified requirements (x64 Processor, 8GB+ RAM, 2 USB ports, Gigabit Ethernet/WIFI, 40GB storage, Windows 11 compatible).

• Provide a new, upgradeable version of the PCS if available at no additional cost.

• Ensure instrument software is up-to-date and includes anti-virus software compliant with Indian Health Services (IHS) IT policies.

• Replace damaged or non-operational PCS due to manufacturer default.

• Contractor staff must complete HIPAA and Computer Security Awareness Training.

• Comply with IHS, HHS, and DHS security compliance requirements for any network access.

• Provide off-site and on-site training for staff competency.

• Perform independent risk analysis for sensitive information misuse.

• Provide a replacement UPS device and instrument printer at no cost.

• Provide the latest version of Windows to comply with IHS IT policies.

• Ensure all cloud-based services meet FedRAMP Authorization (Moderate or High) or have a FedRAMP In Process designation with a waiver request.

• Implement two-factor authentication (2FA) for remote access.

• Comply with vulnerability management and patching timelines (Critical: 15 days, High: 30 days, Medium: 60 days).

• Flow down all security requirements to subcontractors.

• Provide supplies and parts within five (5) business days of order.

• Notify IHS COR immediately for backordered items or changes in product availability/specifications.

• Fulfill urgent overnight delivery requirements at no cost.

• Allow returns or provide credit for items with short shelf life (< 3 months).

• Provide a designated representative for technical/contractual issues and a customer service representative for consumables/reagents.

• Preventive Maintenance and Service Agreement required, including labor, travel, parts, and software upgrades.

• Technical support and repair services, including routine preventive maintenance.

• Dispatch qualified technician within 24 hours if phone support cannot resolve issues.

• On-call response within 60 minutes for emergencies (weekends, holidays, after hours).

• Remote capabilities for troubleshooting.

• 24/7/365 services with response within 4 hours and resolution within 24 hours for emergency calls.

• Unlimited emergency service calls and all necessary warranted repair parts/labor.

• Phone support (24-hour toll-free technical troubleshooting).

• Required engineering updates and reliability enhancements.

• Base period plus four (4) one-year option periods.

• Delivery and installation within 90 calendar days of award.

• Delivery to PIMC Materials Management Department, Phoenix, Arizona.

• Contractor staff must complete HIPAA and Computer Security Awareness Training.

• Adherence to IHS, HHS, and DHS security compliance requirements for network access.

• Compliance with IHS Information Technology policies for remote connection and anti-virus software.

• FedRAMP Authorization for cloud services.

• Two-Factor Authentication (2FA) for remote access.

• Vulnerability management and patching in accordance with NIST 800-53.

• Energy-efficient products (ENERGY STAR or FEMP compliant) are required.

• Contractor must provide a designated representative for technical/contractual issues and a customer service representative for consumables/reagents.

• Unit prices for supplies are fixed and will not increase.