This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information in this notice. This solicitation has been prepared with the intent to award a Firm Fixed Price (FFP) contract, utilizing procedures under FAR part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
Solicitation # RFQ-25-PHX-057 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial commodities/services. Submit written quotes only; oral offers will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM).
This requirement is under North American Industrial Classification Standard (NAICS) codes: 334290; or any applicable NAICS code, along with the appropriate Small Business Size Standard. This requirement is a 100% set-aside for Small Business concerns. A tiered evaluation preference will be used to first evaluate quotes from Indian Small Business Economic Enterprises (ISBEE); if no award can be made to an ISBEE, quotes from other small business (SB) socio-economic designations will be reviewed; if no award can be made to a SB, other than small business quotes will be reviewed.
REQUIREMENTS: Indian Health Service (IHS) – The Phoenix Indian Medical Center (PIMC) has a brand name only requirement for Closed-Circuit Television (CCTV) surveillance upgrades involving removing and/or replacing existing CCTV equipment.
This procurement is for NEW Equipment ONLY; no remanufactured or "gray market" items. Vendor shall be an Original Equipment Manufacturer (OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system such that OEM warranty and service are provided and maintained by the OEM. All, warranty and service associated with the equipment shall be in accordance with the OEM terms and conditions. All Equipment must be covered by the manufacturer's warranty.
QUOTES MUST INCLUDE A COPY OF THE AUTHORIZED DISTRIBUTOR LETTER FROM THE MANUFACTURER TO VERIFY THAT THE VENDOR IS AN AUTHORIZED DISTRIBUTOR FOR THE PRODUCTS BEING QUOTED. Failure to provide an authorized distributor letter will deem a quote non-responsive, and will not be further evaluated.
Locations, Site Visits, Questions and Answers
Locations
- Chemehuevi Clinic, 1970 Palo Verde Drive, Havasu Lake, CA 92363
- Elko, 515 Shoshone Circle, Elko, Nevada 89801
- Fort Yuma Health Center, 401 Picacho Road, Winterhaven, CA 92283
- Hopi Health Care Center, HWY 264, Mile Marker 388, Polacca, AZ 86042
- Irene Benn Health Clinic, 1 Lincoln St., Moapa, NV 89025
- Peach Springs Health Center, 943 Hualapai Way, Peach Springs, AZ 86434
- Phoenix Indian Medical Center, 4212 North 16th Street, Phoenix, AZ 85016
- Sherman Indian School Health Clinic, 9010 Magnolia Ave, Riverside, CA 92503
- Whiteriver Indian Hospital WRSU), 200 W Hospital Dr., Whiteriver, AZ 85941
- Cibecue Health Center, Cibecue, AZ 85911
- Supai Clinic, Supai, AZ 86435
- Yavapai Apache Health Center, 2400 Datsi St., Camp Verde, AZ 86322
Onsite Visit Locations and Dates:
Week of July 28
July 28
WRSU 7/28/25 9:00am
Hopi 7/28/25 3:00pm
July 29
Peach Springs 7/29/25 11:00am
July 30
Moapa 7/30/25 9:00am
July 31
Yavapai Apache (at Camp Verde) 7/31/25 1:00pm
Week of Aug 4
Aug 4
Elko, Nevada 8/4/25 10:00am
Aug 7
PIMC 8/7/25 9:00am
Aug 8
Yuma 8/8/25 10:00am
If you have questions regarding this requirement after the onsite visits, please submit your inquiries immediately via email not later than August 21, 2025 5PM Pacific Standard Time. Questions with the Government’s responses will be posted to SAM.gov. Please be advised that the Government reserves the right to transmit those questions and answers of a common interest to all prospective Offerors.
Technical Proposal
- See SOW for more specific requirements.
- Site visits are highly recommended for all applicable locations. Site visits dates and times for each location will be established separately.
- Indian Small Business Economic Enterprise (ISBEE) Self-Certification
Element 1. ISBEE Self-certification
To identify and support responsible IEE/ISBEE(s) and prevent circumvention or abuse of the Buy Indian Act, interested, qualified, vendors must provide the following:
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- Representation must be made on the designated IHS Indian Economic Enterprise
- Representation form (attached) through which the offeror will self-certify eligibility; and,
- Identify the Federally Recognized Indian
Definitions:
Indian Small Business Economic Enterprise (ISBEE): An Indian Economic Enterprise (IEE) that is also a small business concern established in accordance with the criteria and size standards of 13 CFR part 121.
Indian: American Indian, Native American, Alaska Native, Indigenous American. Members of a Federally Recognized Tribal Entity of the United States.
- Technical Capabilities
Element 1: Executive Technical Summary
- The Offeror shall include an overview of the company’s key technologies and methodologies to be employed to meet the requirements. The submission shall include a clear delineation of each technology or methodology that will be utilized to support the original SOW tasks and how these will benefit the agency as a result.
Element 2: The Offeror’s Key Technical Approaches
- The quotation shall delineate the Offeror’s specific methodology(ies) to promote efficiency in utilizing resources and timely completion of the delivery, installation, and repair of this requirement. In addition, the Offeror must identify the key project tasks, corresponding schedules and areas requiring the Agency's resources.
Element 3: The quote shall list anticipated major difficulties and problem areas, along with recommended proactive measures to mitigate the issues.
Element 4. The Offeror’s solution to the major logistical considerations.
Element 5. The Offeror’s proactive measures to limit the disruption to the regular government operations due to the contract performance.
- Delivery and Installation
Element 1: Vendor shall submit a proposed delivery and installation schedule.
- Past Performance
Element 1: Offerors must submit past performance that is current and relevant as defined herein. Offerors may submit a maximum of 5 (minimum of 3) examples of their past performance with their offer to include prime contract and subcontracts. Past performance information should contain the following:
- Project title;
- Description of the project and equipment;
- Contract number;
- Contract amount;
- Government Agency/Organization;
- COR’s & CO’s name, address, and phone number;
- Current status, e.g., delivery after award date; and
- A brief narrative of why you deem the reference to be relevant to this effort.
Price Quote
Element 1: The price quote shall be a separate volume from your technical and past performance volume. The price quote is to be submitted as a Firm Fixed Price quote and may be in the Offeror’s preferred format. Excel worksheets shall have working cells and formulas, and be rounded to no more than 2 decimal places.
This is an open-market combined synopsis/solicitation for products and services, as defined herein. The government intends to award a purchase order (PO) as a result of this combined synopsis/solicitation to the responsive and responsible vendor, on an all or nothing basis, whose conforming response offers the best price to the Government. This means, an Offeror will submit one quote, including all items (equipment, services and supplies), which will be awarded under one contract.
Contracting Officer (CO) and Contracting Officer Representative(s) (COR(s)) Quality Assurance Personnel. The CO will appoint CORs for management of the day-to-day activities of this requirement. The identity, title, and authority of this representative will be provided in writing to the Contractor after award.
This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2022-04 dated January 30, 2022.
The provision at FAR 52.212-1, Instructions to Offerors - Commercial, applies to this solicitation.
The full text of FAR provisions or clauses may be accessed electronically at g
http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (SEP 2023)
FAR 52.212-3, Offerors Representations and Certifications Commercial Items (NOV 2021)
Offerors must complete annual representations and certifications on-line at http://www.SAM.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
CLAUSES INCORPORATED BY REFERENCE:
The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/far/ (FAR) and (HISR);
52.212-1 Instructions to Offerors – Commercial Items (SEP 2023)
52.212-3 Offeror Representations and Certification - Commercial Items (MAY 2024);
52.212-4 Contract Terms and Conditions Commercial Items (NOV 2023);
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Jan 2025);
52.217-5 Evaluation of Options (JUL 1990);
52.217-8 Option to Extend Services (NOV 1999);
52.217-9 Option to Extend the Term of the Contract (MAR 2000);
52.222-3 Convict Labor (JUN 2003);
52.222-21 Prohibition of Segregated Facilities (APR 2015);
52.222-26 Equal Opportunity (SEP 2016);
52.222-36 Equal Opportunity For Workers With Disabilities (JUN 2020);
52.222-41 Service Contract Labor Standards (AUG 2018);
52.225-1 Buy American Act – Supplies (OCT 2022);
52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021);
52.232-33 Payment by Electronic Funds Transfer–System for Award Management (OCT 2018) (31 U.S.C. 3332);
52.232-34 Payment by Electronic Funds Transfer – Other than System for Award Management (JUL 2013);
52.233-2 Service of Protest (SEP 2006)
52.252-1 Solicitation Provisions Incorporated by Reference
52.204-7 System for Award Management (NOV 2024);
13.5 ADDENDUM – ADDENDUM to FAR 52.212-5 Instructions to Offerors – Commercial Items Sub-Part 13.5 Simplified Procedures for Certain Commercial Items
CLAUSES INCORPORATED BY FULL TEXT:
52.212-2 – Evaluation – Commercial Items (SEP 2023)
The provision at FAR 52.212-1, Instructions to Offerors - Commercial, applies to this solicitation.
TECHNICAL PROPOSAL: Offerors shall provide a technical quote that includes warranty information and past performance. Quotes must include an authorized distributor letter; additionally, an estimated delivery schedule must be provided.
- Proposed Solution – CCTV Upgrades: The technical quote shall identify the Brand Name items requested, warranty coverage details and service maintenance support. Quotes may be evaluated for technical acceptance on a pass/fail basis; items not meeting the Brand Name requirement, may be deemed non-responsive and not further evaluated. Proof of Honeywell device approval must be submitted, if applicable.
- Delivery schedule: Vendor shall submit a proposed delivery and installation schedule.
RECENT & RELEVANT PAST PERFORMANCE: Offerors must submit past performance that is current and relevant as defined herein. Offerors may submit a maximum of 5 (minimum of 3) examples of their past performance with their offer to include prime contract and subcontracts. Past performance information should contain the following:
- Project title;
- Description of the project;
- Contract number;
- Contract amount;
- Government Agency/Organization;
- COR’s & CO’s name, address, and phone number;
- Current status, e.g., completed and/or if in progress, start and estimated completion dates; and
- A brief narrative of why you deem the reference to be relevant to this effort.
The Government may also consider information obtained through other sources. Past performance information will be utilized to determine the probability of success relative to the required effort.
Recent is defined as having been completed within the last 24 months from close date of this solicitation. Relevant is defined as any contract or subcontract valued at $50,000 or greater with a similar type requirement.
Relevant Past Performance evaluation via Past Performance Information Retrieval System (PPIRS). PPIRS records for the identified contract will be assessed and other records within PPIRS may be considered. No submission is required for this section.
PRICING: Price will be evaluated in whole, including all service options and optional accessories quoted. Failure to provide quotes for items may be deemed non-responsive and may not be further evaluated.
FAR 52.212-2, Evaluation – Commercial Items.
(a) Evaluation procedures will be IAW FAR 13.106. The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will perform a comparative evaluation of technical solution, past performance, and price. Technical solution will consist of the following:
- Technical solution
- Planned delivery schedule
Past performance consists of PPIRS and FAPIIS data and relevant past performance. For price, all line items will be evaluated together as a total contract value.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)
The Offeror shall not complete the representation in this provision if the Offeror has represented that it “does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument” in the provision at 52.204-26, Covered Telecommunications Equipment or Services-Representation, or in paragraph (v) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items.
(a) Definitions. As used in this provision—
“Covered telecommunications equipment or services”, “critical technology”, and “substantial or essential component” have the meanings provided in clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.
(b) Prohibition. Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Contractors are not prohibited from providing—
(1)A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or
(2) Telecommunications equipment that cannot route or redirect user data traffic or permit visibility into any user data or packets that such equipment transmits or otherwise handles.
(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for “covered telecommunications equipment or services”.
(d) Representation. The Offeror represents that it will, will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation.
(e) Disclosures. If the Offeror has represented in paragraph (d) of this provision that it “will” provide covered telecommunications equipment or services”, the Offeror shall provide the following information as part of the offer—
(1) A description of all covered telecommunications equipment and services offered (include brand; model number, such as original equipment manufacturer (OEM) number, manufacturer part number, or wholesaler number; and item description, as applicable);
(2) Explanation of the proposed use of covered telecommunications equipment and services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b) of this provision;
(3) For services, the entity providing the covered telecommunications services (include entity name, unique entity identifier, and Commercial and Government Entity (CAGE) code, if known); and
(4) For equipment, the entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known).
52.204-26 Covered Telecommunications Equipment or Services-Representation (NOV 2021)
(a) Definitions. As used in this provision, “covered telecommunications equipment or services” has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.
(b) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for “covered telecommunications equipment or services”.
(c) Representation. The Offeror represents that it □ does, □ does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument.
(End of Provision)
