Rosebud IHS Heavy Equipment Loader Repair

Sources Sought: Loader Repair

Sources Sought Notice Number: IHS-SS-25-1503703

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), 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. This industry comprises establishments primarily engaged in the repair and maintenance of commercial and industrial machinery and equipment. Establishments in this industry either sharpen/install commercial and industrial machinery blades and saws or provide welding (e.g., automotive, general) repair services; or repair agricultural and other heavy and industrial machinery and equipment (e.g., forklifts and other material handling equipment, machine tools, commercial refrigeration equipment, construction equipment, and mining machinery).

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 complete this mission, Rosebud IHS is requesting a firm-fixed price, non-personal service contract to repair a heavy equipment loader.

1. Objective 

Rosebud IHS requires repair services on a heavy equipment loader to be performed at our location in Rosebud, SD 57570.

2.1       Scope

1. 1. shall come to the Rosebud Hospital in Rosebud SD to do the maintenance as follows on loader.
2. 1. Change engine oil and install case approved fluid
   2. Change Transaxle fluid and install case approved fluid
   3. Grease up whole unit
   4. Change all filters in unit, Cab, Air, Fuel X-2, Oil, Hydraulic, Engine Blow,
   5. Change V belt on unit
   6. Remove and Replace Starter
   7. Remove and Replace 2 coupler assemblies
   8. Install new Def Hose assemblies
   9. Install new Def Injectors

3.0       Work Schedule/Availability

Rosebud IHS hours of operations are Monday through Sunday 7:00am to 3:00pm.

1.        Period of Performance 

60 Days after contract award

5.0       Place of Performance

Rosebud IHS

800 Hospital St

Rosebud, SD 57570

6.0       Contracting Officer’s Representative Designation 

The designated COR for this contract is: Edward Arcoren COR Level 2

Rosebud IHS Hospital 800 Hospital St, Rosebud, SD 57570

The COR is responsible for:

1. Monitoring the Contractor’s technical 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:

Edward Arcoren, Maintenance Supervisor

Rosebud IHS

800 Hospital St. Rosebud, SD 57570

7.0       Contractor Compliance

The Contractor shall adhere to all official coding and billing rules as published by the American Hospital Association (AHA), Centers for Medicaid and Medicare Services (CMS) regulations and guidelines to ensure the highest levels of integrity compliance and ethics. 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.

8.0       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.

Equipment Failure – Any delays or downtime due to Contractor equipment failure shall be communicated to the COR or their designee as soon as possible via telephone or email. The Contractor shall not be penalized for delays due to Service Unit equipment failure or updates that are beyond the Contractor’s control (e.g., IHS server downtime).

9.0       Government Furnished Property/Equipment/Information

No Government furnished property, equipment, or information is provided.

10.0      Reports

A weekly statue update report will be submitted to the COR Every Friday by 3:00PM until the work is completed.

A final itemized report of all work completed will be submitted to the COR within 30 days after completion.

11.0      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, at jarrod.cole@ihs.gov.  Must include Sources Sought Number IHS-SS-25-1503703 in the Subject line. The due date for receipt of statements is September 04, 2025, 11:00 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.