FIRM-FIXED PRICE, COMMERCIAL ITEM, MULTI-YEAR PURCHASE ORDER TO PROVIDE HOUSEKEEPING STAFF SERVICES FOR THE HOUSEKEEPING DEPARTMENT AT ROSEBUD IHS, ROSEBUD, SOUTH DAKOTA.

Sources Sought: Housekeeping Staff

Sources Sought Notice Number: IHS-SS-26-1525449

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 Economic Enterprises (IEE) businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition 561720 Janitorial Services. This industry comprises establishments primarily engaged in cleaning building interiors, interiors of transportation equipment (e.g., aircraft, rail cars, ships), and/or windows. Examples: Custodial services, Service station cleaning and degreasing services, Housekeeping (i.e., cleaning) services, Washroom sanitation services, Maid (i.e., cleaning) services.

1. Background

 The Mission of the Rosebud IHS is to provide the best possible healthcare services to the patients on the Rosebud Sioux Reservation in South Dakota. To meet this mission, the Rosebud IHS is requesting a Base Plus Four (4) Option Year, firm-fixed price, non-personal service contract to provide Housekeeping/ Custodial Services.

1. Objective 

Rosebud IHS requires up to four (4) qualified Housekeeping (Custodial) Personnel as full-time equivalents (FTEs). These Housekeepers (Custodians) will ensure a clean and safe environment for patients, visitors, and staff. The contract company shall furnish well-experienced or certified personnel, with the relevant background in accordance with the terms and conditions specified in the resulting contract. 

2.1       Scope

The contractor shall furnish experienced and/or certified Housekeeping (Custodial) services. Contract services shall cover the range of housekeeping (custodial) services typically provided in rural areas, including the following:

1. Sweeps, mop, scrubs, apply floor wax and polishes surfaces throughout the hospital including stairways and elevators.
2. Maintains custodial equipment by cleaning, oiling, or adjusting machines to ensure maximum use. Reports on all major repairs to the Housekeeping Supervisor. Maintains other supplies in similar manner.
3. Empties waste baskets and trash cans from rooms and offices throughout the hospital. Take trash outside to the trash dumpster.
4. Washes windows and screens inside and out, and dust. May replace burnt out light bulbs.
5. Brings bundles of clean linen to the ward and gathers soiled linen and bundles in preparation for pick up by commercial laundry. Inspects, sorts, folds, counts and distributes clean linen following protocol.
6. Keeps restrooms in a clean, orderly and sanitary condition.
7. Cleans various areas such as in-patient rooms, bathrooms, public restrooms, exam/procedure rooms, isolation rooms, pharmacy, Emergency department, Lab, X-ray, halls, walls, floors, furnishing, equipment, windows, offices, etc.
8. Wears Personal Protective Equipment (PPE) as required.
9. Mixes and uses chemicals as per direction and follows material safety data sheet guidelines.
10. Removes non-infectious waste and infectious waste such as biological materials, blood, and other body fluids, and properly handles and disposes in proper containers. Removes and disposes of hazardous waste following established protocols.
11. Responds to emergency cleaning needs such as infectious, chemical spills, flooding, etc.
12. Washes and disinfects all discharge and transferred beds, bedside tables, stands, mattresses, pillows, and other equipment used for the treatment of patients, excluding medical equipment (cleaned by nursing staff). Fogs or sprays for contamination of Isolation rooms, exchanges privacy curtains as directed.
13. Keeps area secured and controls the use of issued keys which support facility security and safety.
14. Follows policies for patient confidentiality and standards of conduct at all times.
15. Contract staff shall comply with all RSU infection control and safety procedures, practices and standards. This includes COVID-19 policies/procedures, appropriate use of Personal Protective Equipment (PPE), and hand hygiene policies
16. Contract staff shall respect and maintain basic rights of patients to include but not be limited to personal dignity
17. Prioritizes calls to respond, and promptly shifts duties to accommodate, without sacrificing the completion of primary duties.
18. Performs other environmental services related duties as assigned by the supervisor.

3.0       Work Schedule/Availability

Tour of duty is an eight (8) hour day and will be worked between the hours of 7:00 am-3:30pm; 3:00-11:30 pm; 11:30pm-7:00 am. 7:00 am-11:30 pm is classified as Regular Hours. Monday through Sunday.

1.        Period of Performance 

Base year:          08/01/2026 to 07/31/2027

Option Year 1:   08/01/2027 to 07/31/2028

Option year 2:    08/01/2028 to 07/31/2029

Option Year 3:   08/01/2029 to 07/31/2030

Option Year 4:   08/01/2030 to 07/31/2031

5.0       Place of Performance

Rosebud IHS

400 Soldier Creek Dr.

Rosebud, South Dakota 57570

6.0       Contractor Responsibility

• The contractor shall submit an invoice on a minimum monthly basis, via email.

• Contractor shall include the approved timesheet(s) and approved HICF(s) with each invoice.

• Contractor staff will be required to follow RSU procedures for obtaining a full Federal background investigation and preliminary clearance. The preliminary clearance process ranges from 15-30 business days.
• The Contractor shall adhere to RSU Employee Health Program policy. The purpose is to provide uniform guidelines for ensuring all staff are free from communicable disease or any other diseases, which may be debilitating or render the Contractor not able to perform his/her, assigned duties.
• Each contractor shall complete each of the requirements per the SOW and receive pre-employment clearance from GPA/RSU prior to performing services under this contract.

7.0       Contracting Officer’s Representative Designation 

The designated COR for this contract is: Edward Arcoren, COR Level II

Rosebud Indian Health Service Facility 400 Soldier Creek Dr. Rosebud, SD 57570

The COR is responsible for:

1. Monitoring the Contractor’s 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:

Tobianne Beauchman, Housekeeping Supervisor

Tobianne.beauchman@ihs.gov.

Rosebud Indian Health Services

400 Soldier Creek Dr. Rosebud, South Dakota 57570

8.0       Contractor Compliance

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.

10.0      Government Furnished Property/Equipment/Information

RSU will provide equipment and supplies used in the facilities for the required duties, ensuring a safe and clean quality of care environment.

11.0      Reports

12.0      Closing Statement

Point of Contact: Jarrod Cole, Purchasing Agent, at jarrod.cole@ihs.gov.   

Submission Instructions:

Interested parties shall submit capability via email to Jarrod Cole, Purchasing Agent, atjarrod.cole@ihs.gov. Must include Sources Sought Number IHS-SS-26-1525449 in the Subject line. The due date for receipt of statements is May 21, 2026, 11:00 a.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.