Sources Sought : HVAC Preventative Maintenance at Ft . Yates , ND and Wakpala , SD

2026-11-03

Sources Sought : Comprehensive Preventative Maintenance for Heating , Ventilation , and Air Conditioning ( HVAC ) systems at the Standing Rock IHS Hospital in Fort Yates , North Dakota and the Youth Regional Treatment Center ( YRTC ) in Wakpala , South Dakota . Sources Sought Notice Number : IHS - SS - 26 - 1520227This 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 is 238220 , Heating , ventilation and air - conditioning ( HVAC ) contractors - other relevant NAICS codes will be considered based on responses received . 1 . 0 BACKGROUNDThe Indian Health Service ( IHS ) requires periodic maintenance to assure that obvious damages or changes that might affect the system ( s ) operability are visually identified . It is vital to have the inspection and testing required by code to ensure continued accreditation by the Center for Medicare and Medicaid Services and the Joint Commission of our facilities . 2 . 0 OBJECTIVEThe primary objective of this project is to provide preventative maintenance on HVAC systems in the buildings identified . The purpose is to assure operational reliability . LocationThis service is to be provided at multiple locations : Ft . Yates , North Dakota , and Wakpala , South Dakota . 3 . 0 SCOPECONTRACT REQUIREMENTS AND PERSONNEL QUALIFICATIONSA . The Contractor shall perform the following tasks : Preventative Maintenance Tasks : At a minimum , the following task shall be completed unless the manufactures recommendations require additional task or intervals . A . Air Handlers Units1 ) Operational – Minimum 3 per year2 ) Filter Change - Minimum 3 per year3 ) Comprehensive – Minimum 1 per year4 ) Coil Cleaning – Minimum 1 per yearB . Boilers1 ) Startup – Minimum 1 per year2 ) Combustion Analysis / Smoke Test - Minimum 1 per year3 ) Tube Brushing – Minimum 1 per year4 ) Operational – Minimum 1 during winter seasonC . Chiller1 ) Startup – Minimum 1 per year2 ) Operational – Minimum 1 during heating season3 ) Coil Cleaning – Minimum 1 per yearD . Pumps1 ) Operational – Minimum 3 per yearE . Variable Air Volume Box1 ) Comprehensive – Minimum 1 per yearF . Building Automation System ( JCI Metasys ) 1 ) Comprehensive ( all equipment ) – Minimum 1 per yearEmergency Service and Equipment Replacement : Contractor shall provide emergency services to troubleshoot and diagnose failed equipment . Contractor will be required to respond to emergency call within 4 hours . Equipment that needs to be replaced due to life expectancy or obsolete , contractor shall provide a quote prior to replacing . 4 . 0 TYPE OF ORDERThis is a firm fixed price purchase order . 5 . 0 ANTICIPATED PERIOD OF PERFORMANCEBase Period of Performance : 05 / 01 / 2026 to 07 / 31 / 2026 . Option Year One : 05 / 01 / 2027 to 07 / 31 / 2027 . Option Year Two : 05 / 01 / 2028 to 07 / 31 / 2028 . Option Year Three : 05 / 01 / 2029 to 07 / 31 / 2029 . Option Year Four : 05 / 01 / 2030 to 07 / 31 / 2030 . 6 . 0 PLACE OF PERFORMANCEA . Place of Performance / Hours of Operation1 ) Sites to receive service are Ft . Yates ( ND ) and Mobridge ( SD ), Standing Rock Hospital10 Standing Rock AveFort Yates , North Dakota 58538Youth Regional Treatment Center12451 Highway 1806Mobridge , South Dakota 576017 . 0 REPORT ( S )/ DELIVERABLES AND DELIVERY SCHEDULEInspection and testing shall be completed between the hours of 8 : 00 AM and 5 : 00 PM , M - F , unless otherwise approved by the Project Officer . No testing and maintenance shall be performed on a national holiday unless approved by the Project Officer . DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS DUE DATEHVAC inspectionsInspections to be completed at the facilities listed above after schedule is determined by the contractor and project officer . The contractor shall notify each Facility Manager a minimum of 72 hours before performing a service . 365 days after awardEmergency Repairs Emergency Repairs as needed throughout the period of performance Variable as needed8 . 0 PAYMENTThe Government will pay the Contractor a fixed price in arrears , which will constitute full compensation for all Contractor professional and incidental services , travel expenses , and materials necessary to furnish the complete project as required and specified in the SOW . Additional Information : Failed component replacement and repairs will not be included within the contractor ’ s responsibilities unless the failure of components is the result of the contractor ’ s activities . Contractors must be registered with the IRS Invoice Processing Platform ( IPP . gov ) at the time of award . IPP is a secure , web - based electronic invoicing system provided by the U . S . Department of the Treasury ' s Bureau of the Fiscal Service , in partnership with the Federal Reserve Bank of St . Louis ( FRSTL ). The Office of Management and Budget ( OMB ) M - 15 - 19 Memorandum " Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing " directs Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors . If your organization is not currently utilizing IPP , following award of an order , your organization will be automatically enrolled by IHS . Your company ' s IPP POC will be determined by the information listed in your SAM . gov account and will receive two e - mails from the Bureau of Fiscal Service , one with a username and one with a temporary password . Please ensure your SAM . gov information is up to date . 9 . 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 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 projects of similar nature / size ; ( c ) any relevant past performance ratings for similar projects within the last three years . 3 . The respondents ’ SAM UEI number , organization name , address , point of contact , and size and type of business ( e . g ., ISBEE / IEE , 8 ( a ), HUBZone , etc .) Pursuant to the North American Industry Classification System ( NAICS ) code : 561621 , Security Systems Services ( Except Locksmiths ), 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 . 10 . 0 Closing StatementPoint of Contact : Erin Doering , Contract Specialist , at Erin . Doering @ ihs . govSubmission Instructions : Interested parties shall submit capability via email to Erin Doering at Erin . Doering @ ihs . gov . Must include Sources Sought Number IHS - SS - 26 - 1520227 in the Subject line . The due date for receipt of statements is May 7 , 2026 4 : 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 .

North Dakota

2026-05-12