Closed Solicitation · DEPARTMENT OF HEALTH AND HUMAN SERVICES
AI Summary
This Sources Sought Notice seeks information for preventative maintenance on three ice machines at the Quentin N Burdick Memorial Health Care Facility in Belcourt, ND. The maintenance will occur quarterly, and interested parties should provide capability statements detailing their experience and capacity to perform the work.
Sources Sought: Preventative Maintenance on Three (3) Ice Machines for Quentin N Burdick Memorial Health Care Facility (QNBMHCF) in Belcourt, ND
Sources Sought Notice Number: IHS-SS-26-1522546
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), or Other Small 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 is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance- other relevant NAICS codes will be considered based on responses received (such as conference centers, etc.)
The IHS is an agency within the Department of Health & Human Services and is responsible for providing federal health services to American Indians and Alaska Natives. The Indian Health Service provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to 567 federally recognized tribes, in 35 states. The Indian Health Service Headquarters is located in Rockville, MD and then divided into twelve (12) physical areas: Alaska, Albuquerque, Bemidji, Billings, California, Great Plains, Nashville, Navajo, Oklahoma, Phoenix, Portland, and Tucson.
The Great Plains Area Office (GPAO) works in conjunction with 19 Indian Health Service Units and Tribal Managed Service Units to provide health care to approximately 130,000 Native American located in North Dakota, South Dakota, Nebraska, and Iowa.
QNBMHCF falls under the GPAO and provides medical care to approximately 14,550 tribal members living on the Turtle Mountain Indian Reservation. The Service Unit was built in 1967 with renovation and clinic expansion completed in 1992, to provide an expanded level of outpatient health care services specifically designed to meet the needs of our population. Services include: 24 Hour Emergency Services, Laboratory, Radiology (CAT Scan & Mobile MRI) and 24-Hour Pharmacy Services, Optometry, Dental, Clinic, Emergency, Podiatry, Same Day Clinic, and Behavioral Health.
Preventative maintenance on Three (3) Ice machines located at the Quentin N. Burdick Memorial Health Care Facility in Belcourt, ND.
The work covered by these specifications consists of labor and materials for performing all necessary requirements for Preventive Maintenance, as defined above.
Ice machines are located in 1) Dietary Services, 2) Emergency Room, and on
3) Medical-Surgical Ward.
Preventive Maintenance will be on a quarterly basis per calendar year (see Schedule).
THE PROPOSED SCHEDULE FOR ICE MACHINE CLEANING:
2026 CALENDAR YEAR:
March – Preventive Maintenance
June – Preventive Maintenance
September – Preventive Maintenance
December – Preventive Maintenance
Contractor must use and comply with the Instructions for Use (IFU) from the Scotsman HID525 Ice Machine User’s Manual and shall provide satisfactory protection of property and the environment.
Overall, the following steps are included. However, please follow Scotsman IFUs.
(Quick Servant Company, Inc., USA)
The contractor shall have a prior successful history in providing services that demonstrate an ability to provide these services to the Government.
Preventive Maintenance disinfecting may require cleaning to a depth where protective clothing, for both worker and machine, is needed (e.g., disposable gowns). Exam gloves must be worn and changed as needed.
Lab cultures are taken from both the ice and water portals of each of the three (3) ice machines prior to Preventive Maintenance and again two (2) days after Preventive Maintenance is completed. Each culture takes approximately two days for any growth to occur.
The contractor shall be responsible for all positive laboratory cultures after Preventive Maintenance is completed. This entails repeating all steps of the Preventive Maintenance process within a seven (7) day period from the day of the positive culture result.
This is a firm fixed price purchase order.
The anticipated period of performance will consist of a base year of twelve (12) months, followed by four (4) twelve-month option periods, for a potential total period of performance of five (5) years, contingent upon continued need, contractor performance, and availability of funds.
Quentin N Burdick Memorial Health Care Facility
1300 Hospital Loop
Belcourt, ND 58316
N/A
Payment will be rendered once all supplies are shipped and accounted for and invoice is uploaded into IPP to be paid.
10.0 Capability Statement/Information:
Interested parties are expected to review this notice to familiarize themselves with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:
1. A general overview of the respondents’ opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.
2. Information in sufficient detail about the respondent’s (a) current capability and capacity to perform the work; (b) prior completed events of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.
3. The respondents’ UEI number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, or comparable NAICS
4. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.
5. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11-inch paper size, and 1 inch top, bottom, left and right margins.
6. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address). Responses will be reviewed only by IHS personnel and will be held in a confidential manner.
11.0 Closing Statement
Point of Contact: Farrah Azure, Purchasing Agent, at Farrah.Azure@ihs.gov
Submission Instructions:
Interested parties shall submit capability via email to Farrah Azure, at Farrah.Azure@ihs.gov . Must include Sources Sought Number IHS-SS-26-1522546 in the Subject line. The due date for receipt of statements is February 12, 2026, 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.
PREVENTATIVE MAINTENANCE ON THREE (3) ICE MACHINES FOR QUENTIN N BURDICK MEMORIAL HEALTH CARE FACILITY IN BELCOURT, ND is a federal acquisition solicitation issued by DEPARTMENT OF HEALTH AND HUMAN SERVICES. Review the full description, attachments, and submission requirements on SamSearch before the response deadline.
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