SAM #SS_IHS1530628

DataRay Labeling System Upgrade from D3 to D4 for Cass Lake IHS Hospital

The Indian Health Service (IHS) OMAS Strategic Buying Center - Information Technology is seeking information from Indian Small Business Economic Enterprises (ISBEE) and Indian Economic Enterprises (IEE) for a planned upgrade of its labeling and printing system at Cass Lake Healthcare Facility. - Government Buyer: - Indian Health Service (IHS) - OMAS Strategic Buying Center - Information Technology - Cass Lake Healthcare Facility, Minnesota - OEM Highlight: - DataRay is the sole source Original Equipment Manufacturer (OEM) for the labeling system upgrade - Products/Services Requested: - Upgrade of DataRay labeling and printing system and server from D3 model to D4 model - System supports label and card printing for pharmacy, patient ID, specimen collection, lab accession, radiology, urgent care, outpatient prescriptions, and wristbands - Integrated barcoding technology for RPMS/EHR interface - Installation, training, utilities for data capture and formatting, and ongoing support - Unique Requirements: - DataRay must have VPN access to D4 network devices for installation, training, and support - Upgrade is required due to end-of-life security updates for the D3 system - Compatibility with existing RPMS/EHR interface software is mandatory - Ongoing support and maintenance covered under an existing service agreement - No specific part numbers or quantities are provided in the solicitation - Procurement is a one-time equipment purchase with ongoing support

Description

Sources Sought Notice – SS_IHS1530628

Title:               DataRay Labeling System/Printer Server Equipment Upgrade from D3 to D4 Model

Agency:           Indian Health Service

Issue Date:      Tuesday, August 18, 2026

Due Date:        Tuesday, August 25, 2026, no later than 12:00pm EST

POCs:             Responses must be submitted via email to dana.monroe@hhs.gov. Include “DataRay Labeling System/Printer Server Equipment Upgrade – Your Company Name” in the Subject of the email and complete/return the IEE Representation Form.

This Sources Sought Notice (SSN) is for market research and planning purposes only and shall not be construed as a solicitation or an obligation or commitment to issue a solicitation by the Indian Health Service (IHS). This SSN is seeking information from the specific types of entities listed below to assess their capabilities in fulfilling the requirements set forth in this SSN. The information from this SSN will be used to determine the appropriate set-aside, if any, in accordance with the applicable regulations listed. The Government encourages the identified to respond to this Notice and will be assessed of their capabilities in the following priority:

Indian Small Business Economic Enterprises (ISBEE) Indian Economic Enterprises (IEE) in accordance with HHSAR 326.603-1

Responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether any ISBEE/IEE set-aside is possible based on the Contracting Officer’s reasonable expectation of obtaining offers from two or more relevant concerns that will be competitive in terms of market price, product quality, and delivery capability. An organization that is not considered an ISBEE/IEE firm under the applicable NAICS code should NOT submit a response to this notice. The applicable primary NAICS code for this requirement is 334111 – Electronic Computer Manufacturing. This is a one-time equipment purchase, then the entire system, including this upgrade, will continue to be supported and maintained by DataRay as part of the existing midterm service agreement in effect presently. Generic capability statements are not sufficient and may not be considered when assessing entity capabilities.

Background

The Indian Health Service (IHS) is the principal federal health care provider and health advocate for Indian people, and its goal is to raise their health status to the highest possible level. IHS provides a comprehensive health service delivery system for approximately 2.3 million American Indians and Alaska Natives (AI/AN) who belong to 573 federally recognized Tribes in 37 states.

Project Details

This sources sought notice is for an upgrade from Model D3 to Model D4 of an existing DataRay labeling/printing system and server before the D3 end of life expires for the existing system at the Cass Lake, MN Bemidji IHS Area. DataRay is in the middle of a 5-year service and support contract that was awarded to them to keep the Cass Lake IHS Hospital supported. This includes installation and training on the upgrade, installing utilities needed to capture data output from the customer's system, analyzing the data stream, and developing custom formatting instructions to meet the label formatting needs of that system. To support this, DataRay requires VPN access to the D4 Network Devices at the hospital. The D4 devices provide advanced tools and diagnostics for troubleshooting networking problems, system output changes, printer status, and other issues. DataRay’s contract ensures the security and integrity of the hospital’s network and Protected Health Information, in accordance with the signed HIPAA Business Associates Agreement.

Statement of Work

A complete Statement of Work is attached with the full requirements outlined.

Purpose and Objectives

IHS currently has an agreement with DataRay to maintain the existing specimen labeling system software, with two option years remaining. This requirement is for an upgrade to the existing DataRay system at the IHS Bemidji Area Cass Lake Healthcare Facility in Minnesota. The upgrade from D3 to D4 is necessary due to security updates reaching end of life in 2026. DataRay is the sole provider offering the compatible upgrade for the IHS Resource and Patient Management System (RPMS). DataRay’s software supports printing various labels and documentation, integrating barcoding technology to enhance productivity and patient safety, and helping the hospital meet EHR requirements.

Capability Statement/Submission Instructions

A capability statement demonstrating your expertise and experience in the relevant areas is required. Please include the following:

Cover Page

Company Name Company Designation (ISBEE/IEE/SB) Type of Business – e.g., 8(a), Woman Owned Small Business, HUBZone, etc. UEI Number Point of contact, email, and phone number Primary NAICS Code(s) Existing federal contracting vehicle(s) numbers, if applicable SAM registration status (must be registered at http://www.sam.gov/)

Executive Summary

Provide a high-level overview of your services and how they will benefit the Indian Health Service.

Technical Areas

Respondents should demonstrate their expertise and capabilities in the areas outlined further below. Refer to the attached Statement of Work for full requirements.

Past Performance

Include any relevant past performance information supporting your capabilities in the technical areas and scope of work.

Other Information (Optional)

Include any additional information that may assist in developing or finalizing the acquisition requirements.

Submission Format

The capability statement should be organized as follows:

Cover page Executive Summary Technical Areas (as listed) Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form Other Information, as applicable

The capability statement should not exceed 10 pages, excluding Past Performance. Font size must be at least 10 point. Submissions can be in Microsoft Word or PDF format, standard 8.5 x 11 inches. Mark proprietary information accordingly.

Important Notes and Disclaimer

This notice does not obligate the Government to award a contract. Responses are voluntary and will not be returned. The Government may use the information for any necessary purpose. Respondents should ensure their responses are complete and detailed. The Government is not obligated to acknowledge receipt. A pre-solicitation or solicitation may be published separately. Responses to this notice are not responses to any future solicitation.

Confidentiality

No classified, confidential, or sensitive information should be included in your response. The Government may use non-proprietary technical information in any resultant solicitation.

Thank you for your interest in IHS programs.

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