Reverse Osmosis Equipment Preventive Maintenance and Service

Solicitation / RFP / RFQ

This document is a solicitation (Request for Quotation - RFQ) issued by the Phoenix Area Indian Health Service for commercial products and services. The specific services or products to be procured are detailed in an attached price schedule.

• The "Schedule of Supplies/Services" is referenced for detailed requirements, indicating that specific items or services will be listed there.

• The solicitation is for an estimated value of $47.0 Million.

• The NAICS code is 562211.

• Offer Due Date: May 28, 2026, at 4:30 PM MST.

• The solicitation is being issued as a Request for Quotation (RFQ).

• Federal Acquisition Regulation (FAR) clauses 52.212-1, 52.212-4, and 52.212-5 are incorporated by reference and attached.

• This acquisition is set aside 100% for Small Business.

• The solicitation is posted on May 20, 2026.

• Contact for solicitation information is Paul Carr at paul.carr@ihs.gov.

• Delivery is FOB Destination to the Whiteriver Service Unit in Whiteriver, Arizona.

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

To provide annual preventive maintenance, repairs, parts replacement, labor, and travel for a reverse-osmosis (RO) water treatment system used in Central Sterile Reprocessing at the Whiteriver Service Unit (WRSU) in Whiteriver, Arizona.

• Provide full service for one Getinge MRG 2400 RO water system (Serial #: G140036).

• Perform all preventative maintenance on schedule.

• Repair or replace all components necessary to return the unit to Original Equipment Manufacturer (OEM) specifications.

• Provide all supervision, labor, parts, materials, tools, supplies, maintenance, calibration, ground transportation, and equipment service.

• Warrant all services performed and ensure units remain defect-free for 30 days post-acceptance.

• Services must conform to OEM specifications, NFPA 99 and 101, Joint Commission standards, and Federal, Tribal, State, and local regulatory guidance.

• Contractor must comply with HIPAA security requirements.

• Submit legible field service and test reports within 15 calendar days after completion of service or repair work.

• Location: Whiteriver Indian Health Service Hospital, 200 West Hospital Drive, Whiteriver, Arizona 85941.

• Work Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding federal holidays.

• Response Time: Respond to repair requests no later than the following business day.

• Contractor must be authorized by the manufacturer to perform all work.

• Contractor must obtain and maintain all required Federal, State, and local licenses and certifications.

• All parts replaced must be new OEM parts.

• Contractor personnel must comply with IHS visitation policies and obtain facility "Guest" ID badges.

• Submit documentation of technician's training and current manufacturer's authorization with the offer.

• Provide a detailed schedule for WRSU POC approval prior to commencing work.

• Label all equipment serviced upon completion with service details.

• Travel expenses must comply with GSA Federal Travel Regulation (FTR).

Solicitation / RFP / RFQ

This document contains contract clauses and solicitation provisions that will apply to the opportunity. It outlines the terms and conditions for potential bidders and the awarded contractor.

• FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services is supplemented with an addendum regarding electronic submission of payment requests.

• 352.232-71 Electronic submission of payment requests (DEC 2015) mandates electronic submission via the Department of Treasury Invoice Processing Platform (IPP) or successor system, unless alternate procedures are authorized in writing by the Contracting Officer.

• FAR 52.217-8 Option to Extend Services allows the Government to extend services for up to 6 months.

• FAR 52.217-9 Option to Extend the Term of the Contract allows the Government to extend the contract term, with the total duration not exceeding 1 Year 6 Months.

• The contract may include options for extension of services and term, with a maximum total duration of 1 Year 6 Months.

• FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services provides instructions for submission.

• FAR 52.212-2, Evaluation-Commercial Products and Commercial Services states that the award will be made on a lowest price Technically Acceptable (LPTA) basis.

• Evaluation factors are: 1. Technical Acceptability (demonstrating compliance with all solicitation requirements) and 2. Price (evaluated for reasonableness).

• Offers for award purposes will include the total price for all options.

• FAR 52.215-70 Late Proposals and Revisions applies to proposal submissions.

• FAR 52.219-6 Notice of Total Small Business Set-Aside indicates this opportunity is set aside for small businesses.

• This document references several other attachments, including a Statement of Work, Price Schedule, and SCA WD 2015 5477 REV 29.

• Various FAR and HHSAR clauses and provisions are incorporated by reference, covering areas such as whistleblower rights, confidentiality, SAM maintenance, subcontracting, electronic payments, options, small business set-asides, labor standards, equal opportunity, trafficking in persons, sick leave, sustainable products, text messaging while driving, EFT, accelerated payments to subcontractors, protests, applicable law, security, and Buy American requirements.

Other / Unclassified

This document is a U.S. Department of Labor, Service Contract Act, Wage Determination (No. 2015-5477, Revision No. 29) for the state of Arizona, specifically for the counties of Apache, Gila, and Navajo. It lists various occupations and their corresponding minimum hourly wage rates and fringe benefits required for federal contracts in that region.

This document is crucial for potential bidders on federal contracts in the specified Arizona counties. It establishes the minimum wage and benefit rates that must be paid to service employees working on such contracts. Bidders must review this wage determination to accurately calculate labor costs for their proposals and ensure compliance with federal labor laws if awarded a contract.

Form / Attachment / Pricing Sheet

This document is the Indian Health Service (IHS) Buy Indian Act Indian Economic Enterprise Representation Form. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act (25 U.S.C. 47) and HHSAR 326.601.

• Self-Certification: Offerors must certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Eligibility Period: The enterprise must meet the definition throughout the offer submission, contract award, and full contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is subject to legal penalties.
• Required Fields: The form requires the Offeror to provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete and submit this form to self-certify their eligibility as an "Indian Economic Enterprise." Failure to meet the criteria or accurately complete the form may disqualify the offer.

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

To provide annual preventive maintenance, repairs, parts replacement, labor, and travel for a reverse-osmosis (RO) water treatment system used in Central Sterile Reprocessing at the Whiteriver Service Unit (WRSU) in Whiteriver, Arizona.

• Provide full service for one RO water treatment system.

• Ensure all preventative maintenance is performed on schedule.

• Repair or replace all components to meet Original Equipment Manufacturer (OEM) specifications.

• Provide supervision, labor, parts, materials, tools, supplies, maintenance, calibration, ground transportation, and equipment service.

• Warrant all services performed and ensure units remain defect-free for 30 days post-acceptance.

• Services must conform to OEM specifications, NFPA 99 and 101, The Joint Commission standards, and relevant Federal, Tribal, State, and local regulatory guidance.

• Contractor must comply with HIPAA security requirements.

• Contractor shall submit legible field service and test reports within 15 calendar days after completion of service or repair work.

• Location: Whiteriver Indian Health Service Hospital, 200 West Hospital Drive, Whiteriver, Arizona 85941.

• Work to be performed during normal business hours (Monday-Friday, 8:00 a.m. to 5:00 p.m.), excluding federal holidays.

• Contractor must be authorized by the manufacturer to perform all work.

• Contractor must obtain and maintain all required manufacturer, Federal, State, and local licenses and certifications.

• Technicians must have valid documentation of training and current manufacturer authorization (to be submitted with offer).

• Contractor must have ready access to new OEM parts; all replaced parts must be new OEM.

• Contractor personnel must report to Human Resources and comply with IHS visitation policies, obtaining a "Guest" ID badge.

• Contractor must provide a detailed schedule for POC approval prior to work commencement.

• Contractor must notify the POC before starting and upon completion of services.

• Equipment serviced must be labeled upon completion with service details.

• All shipments of materials/supplies to the project site are addressed to the Contractor, not IHS.

• Contractor-supplied checklist and technician qualifications/authorization are due within seven (7) calendar days after notice of award.

• Service and repair reports are due within fifteen (15) calendar days from the performance date.