Sources Sought: Food delivery service for the Pine Ridge Indian Health Service (IHS) Hospital
Sources Sought Notice Number: IHS1514048
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 Small Businesses Economic Enterprise (ISBEE) or Indian Economic Enterprises (IEE).
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 311999, All Other Miscellaneous Food Manufacturing.
1.0 BACKGROUND
The Pine Ridge IHS- Dietary Department utilizes tray line service assembly. This means that meals are served on trays and delivering the highest quality of food to patients, followed by a non-selective food service for the staff. The department is a set captive menu following spring/summer, then fall/winter 4-week rotating menu. The menu is designed with specific dietary restrictions such as low sodium, diabetic, low fat, heart health, etc., based on medical needs per doctor and/or dietitian. Requiring the department to not only consider very essential factors into the menu and customers, but to maintain all foods needed for nutritional purposes. Pine Ridge Service Unit is on the Pine Ridge Reservation in a very rural area, it is requiring the department to purchase a significant number of different types of food. The proposed contractor shall provide food delivery services to the Pine Ridge IHS Hospital-Dietary Department, located in Pine Ridge, SD.
2.0 OBJECTIVE
The primary objective of this project is to secure a food service provider able to deliver various food items to the Pine Ridge IHS Hospital located in Pine Ridge, SD. The food service provider will ensure timely, safe and high quality food deliveries that meet our standards and the dietary requirements of the patients, staff and visitors to the hospital.
2.1 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF APPLICABLE)
The Contractor will be required to deliver a variety of food to the Pine Ridge Hospital. Please see attached Statement of Work (SOW) for details.
3.0 TYPE OF ORDER
This is a firm fixed price purchase order.
4.0 ANTICIPATED PERIOD OF PERFORMANCE
Period of Performance: Date of award plus 365 calendar days
5.0 PLACE OF PERFORMANCE
607 Indian Health Rd. Pine Ridge, SD. Located on the Pine Ridge Indian Reservation
6.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE
Complete deliverables schedule listed below. Items must be able to meet high quality standards.
DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS Amount
1 Various Food Items TBD
Certain products may be considered special order and may require up to one week for fulfillment. Deliveries occur once or twice per week, based on the weekly menu, patient dietary requirements, and any additional specialty item requests.
The vendor will deliver directly into the department, following all food delivery protocols outlined by the FDA Food Code and/or ServSafe standards. All deliveries will be conducted in accordance with departmental safety and hygiene practices to ensure proper handling and storage.
7.0 PAYMENT
Invoices shall be processed through the Invoice Processing Platform (IPP).
A. Anticipated Period of Performance:
Period of Performance: Date of award plus one year
B. Capability Statement/Information:
Interested parties are expected to review this notice to become familiar 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 respondent’s opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.
2. Information in sufficient detail of 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. Documentation on the ability to provide a variety of Paragon28 surgical instruments and plates/ To be considered capable of fulfilling this requirement evidence of an Offerors ability to fully satisfy the requirements described above must be provided.
4. The respondents’ Unique Entity Identifier (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 311999- All Other Miscellaneous Food Manufacturing or comparable NAICS
5. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.
6. 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.
7. 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.
Closing Statement
Point of Contact: Mary Sarenana, Purchasing Agent, at mary.sarenana@ihs.gov
Submission Instructions:
Interested parties shall submit capability via email to mary.sarenana@ihs.gov. Must include Sources Sought Number IHS1514048 in the Subject line. The due date for receipt of statements is July 7th, 2025, 4:00 p.m. Mountain Standard 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.
