SAM #RFQ-26-IHS1525040

Solicitation for Nuvolo CMMS Support Services and License Renewals for Indian Health Service

The Department of Health and Human Services (HHS), Indian Health Service (IHS), is seeking support services for its Nuvolo Computerized Maintenance Management System (CMMS) used by the Office of Environmental Health and Engineering (OEHE). - Government Buyer: - Department of Health and Human Services (HHS) - Indian Health Service (IHS) - Office of Environmental Health and Engineering (OEHE) - OEM Highlight: - Nuvolo is the primary OEM for the CMMS platform - Vendors: - Services must be provided by a Nuvolo-certified partner - Products/Services Requested: - Annual software maintenance and upgrades for Nuvolo CMMS - Customization and application management - End-user training (in-person, virtual, on-demand) - License renewals for Nuvolo CMMS - Project management and solutions architecture - Support for third-party software integration and urgent software updates - Quantities: - License renewals and support services are annual, with option years for renewal - Unique/Notable Requirements: - Contractor must be Nuvolo-certified - Services must support healthcare compliance standards (CMS, FDA, Joint Commission, DNV-GL Healthcare, AAAHC) - Must incorporate maintenance standards (NFPA 99, NFPA 101, AAMI/ANSI EQ56, IEC 60601) - Solution must support mobile devices (iPad, Microsoft, Android) - Training credits or conference passes for IHS personnel included - Work may be performed at contractor facilities and onsite at IHS regional locations

Description

SECTION A – Streamlined Solicitation for Commercial Items This is a combined synopsis/solicitation for the acquisition of commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this announcement. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Number: RFQ-26-IHS1525040 This solicitation is issued as a request for quotation (RFQ). This solicitation document and incorporated provisions and clauses are in effect through Federal Acquisition Circular (FAC) 2026-01, Effective 3/13/2026. Contracting Officer's Business Size Selection: Indian Set-aside NAICS Code: 518210 – Other Computing Infrastructure Providers, Data Processing, Web Hosting and Related Services Small Business Size Standard: $40M CLIN 1 – Base Period: Computerized Maintenance Management System (CMMS) Description of item(s) to be acquired: This requirement is issued by the Department of Health and Human Services (HHS), Indian Health Service (IHS), for a Computerized Maintenance Management System (CMMS). The Contractor shall provide services aligned with CMMS healthcare industry best practices and offer the flexibility necessary to enable improvements and address agency initiatives in facility and biomedical operational and service management processes. The model should support a healthcare organization by: Improving facility and biomedical service delivery consistency, quality, and responsiveness. Enhancing visibility and collaboration across facility, biomedical, and IT support tiers. Providing reports and analytics for facilities and biomedical teams to track and communicate the value and support efforts they provide. Supporting mobile application functionality via iPads, Microsoft, or Android devices with offline capability and synchronization when connectivity is available. Meeting statutory requirements of CMS Conditions of Participation (42 USC), the Food, Drug and Cosmetic Act (21 USC), and others. Incorporating accreditation standards of entities such as TJC, DNV-GL Healthcare, AAAHC, and others. Incorporating maintenance standards/codes such as NFPA 99, NFPA 101, AAMI/ANSI EQ56, IEC 60601, and others. Dates and Place of Performance: The period of performance in Section F.1 will be 1 year (12 months) after the award. The place of performance: All implementation and configuration work shall be performed at the Contractor’s facility. Facilities are not reimbursed as ODCs, and ancillary charges must be identified in the proposal at submission. In some cases, space will be provided for Contractor support personnel at Government on-site locations. The contractor may propose onsite work at Indian Health Service Regional locations (including but not limited to: Albuquerque, NM; St. Michaels, AZ; Phoenix, AZ; Sacramento, CA; Bemidji, MN; Billings, MT; Nashville, TN; Aberdeen, SD; Oklahoma City, OK; Portland, OR) in support of Requirements Elicitation, Project Management, User Acceptance Testing, Training, and Go-Live Support. The provision at 52.212-1, Instructions to Offerors -- Commercial, applies with no addenda. 52.212-2: Evaluation -- Commercial Items, applies and is in Section I. Offerors shall include a completed copy of 52.212-3, Offeror Representations and Certifications -- Commercial Items, with their offer. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies with no addenda. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies and is in Section I. Additional Contract Requirements or Terms and Conditions are contained in Sections B through I. Proposal Submission Information: Offers are due no later than 8 September 2026 at 12:00 pm EST. They shall be sent via email to Maliala.Pinkney@hhs.gov. Notice to Offerors: The Government intends to award a single Firm Fixed Price contract. The Government reserves the right to cancel this solicitation before or after the closing date. If canceled, the Government has no obligation to reimburse costs incurred in preparing the quote. Section B – Products or Services and Prices/Costs B.1       Brief Description of Services The Office of Environmental Health and Engineering (OEHE) invites offerors to provide information on supporting the existing Nuvolo CMMS, including software enhancements and training. All responses must conform to the outlined requirements and instructions. B.2       Type of Contract The contract type is Firm Fixed Price. Per Section F.1, the performance period can extend beyond the expiration date by up to 6 months. Section C: Statement of Work Reference Attachment 1, SOW. Section D – Packaging and Marking D.1 Packaging and Marking All deliverables shall be sent to the Contracting Officer’s Representative (COR) in Section G and marked as follows: Name and address of the Contractor; Contract Number; Description of item contained; Consignee’s name and address. D.2 Payment of Postage and Fees All postage and fees related to submitting information shall be paid by the Contractor. Section E – Inspection and Acceptance E.1 Inspection and Acceptance Work is subject to final inspection and acceptance by the authorized Government representative, the COR. E.1.1   Inspection and Acceptance Criteria Final inspection and acceptance will be at the delivery location by the COR. E.1.2   General Acceptance Criteria Quality measures include: Accuracy in presentation, content, and style; Clarity and relevance of diagrams; Satisfaction of requirements; Editable files for the Government; Submission in hard and electronic formats as specified. E.2 Approvals by the COR Services will be deemed accepted 30 days after delivery unless otherwise specified, if no written disapproval is given. Section F – Deliveries or Performance F.1 Period of Performance From 9/10/2026 to 9/9/2027, with an option to extend to 3/9/2028. F.2 Reporting Requirements/Deliverables Deliverables must conform to the SOW and be clear, concise, and complete. Drafts may be required for review before final submission. F.3 Deliverables Computerized Maintenance Management System (CMMS) Labor, materials, supplies, equipment, and services as per C.3 Scope. Section G – Contract Administration Data G.1 Authorities of Government Personnel The following are the Government’s points of contact: Contracting Officer: Name: TBD, Address:, Phone:, Email: Contracting Officer’s Representative: Name: TBD, Address: TBD, Phone: TBD, Email: TBD Note: Only the Contracting Officer can modify the contract. G.2 Contracting Officer’s Representative (COR) Authority Work must be directed by the COR within the scope of the work statement. Technical direction must be confirmed in writing within five days. The contractor shall promptly notify the Contracting Officer of any directions that fall outside scope. Failure to agree on scope will be subject to the Disputes clause. G.3 Invoices - Commercial Invoices shall be submitted monthly or quarterly via email to the COR and IPP platform. They must include: Price breakdown by CLIN; Supporting documentation for labor hours and materials; File size should not exceed 10MB, with backup sent to relevant personnel if needed. Invoices must follow the payment schedule and be in accordance with the Prompt Payment Act. All payment inquiries go to the COR. Invoice elements include: Contractor’s name and address; Invoice date and number; Contract and CLIN numbers; Description, quantity, unit, and total price; Shipping info, discounts, and payment details; Taxpayer ID and EFT info. Payments will be made via EFT, with the contractor providing banking info as required by FAR 52.232-33 and the Debt Collection Improvement Act. PSC requires invoice breakdown by CLIN and DUNS number. G.4 Data to Be Delivered All working papers, reports, data, and results produced or obtained under the contract shall be delivered and formatted as directed by the COR. Proprietary data held by the contractor that is unrelated to the operation of the business shall not be delivered under this contract. Section H – Special Contract Requirements H.1 Equal Employment Opportunity Posters Contractors shall obtain posters from https://www1.eeoc.gov/employers/poster.cfm to comply with FAR clause 52.222-26. H.2 Key Personnel Key personnel are listed under HHSAR Clause 352.237-75. Names and titles are to be completed when applicable. To be completed when applicable. H.3 Prohibition Against Personal Services Contractors shall not perform personal services. Employees are under the Contractor’s control. The Contractor shall notify the Contracting Officer if any Government action appears to create a personal service relationship. No inherently governmental functions shall be performed by Contractor employees, and they shall not represent themselves as Government employees. H.4 Contractor Performance Evaluation(s) Performance will be evaluated via CPARS during the contract, accessible at http://www.cpars.gov. H.5 Post Award Organizational Conflict of Interest The Contractor shall have programs to identify, report, and mitigate conflicts of interest. All conflicts must be reported in writing. The Contracting Officer will determine resolution actions, which may include mitigation, termination, modification, or waivers per FAR 9.503. Section I – FAR Clauses I.1 Contract Clauses This contract incorporates FAR (48 CFR Chapter 1) and HHSAR clauses. Clauses included by full text: FAR 52.217-8 – Option to Extend Services (Nov 1999) The Government may extend performance within specified limits and rates, with adjustments based on labor rates. The option can be exercised more than once, but total extension shall not exceed 6 months. The Contracting Officer will notify in writing within one day prior to expiration. (End of Clause) FAR 52.217-9 – Option to Extend the Term of the Contract (Mar 2000) The Government may extend the contract by written notice, with at least 1 day’s notice before expiration. The total duration including options shall not exceed 60 months (5 years). (End of clause) FAR 52.252-2 – Clauses Incorporated by Reference (Feb 1998) This contract incorporates clauses by reference, accessible at http://www.acquisition.gov/far/ and http://www.hhs.gov/hhsar/. Clauses include: FAR 52.204-9 – Personal Identity Verification (Jan 2011) FAR 52.204-13 – System for Award Management (Oct 2018) FAR 52.204-18 – CAGE Maintenance (Aug 2020) FAR 52.204-19 – Representations and Certifications (Dec 2014) FAR 52.224-2 – Privacy Act (Apr 1984) FAR 52.237-3 – Continuity of Services (Jan 1991) FAR 52.237-10 – Uncompensated Overtime (Mar 2015) FAR 52.242-13 – Bankruptcy (Jul 1995) HHSAR clauses include 352.208-70, 352.223-70, 352.224-71, 352.239-73, all dated December 18, 2015. (End of clause) FAR 52.252-6 – Authorized Deviations in Clauses (Nov 2020) (a) Use of FAR clauses with deviations is indicated by “(DEVIATION)” after the date. (b) Use of HHSAR clauses with deviations is indicated by “(DEVIATION)” after the regulation name. (End of clause) Section J – List of Attachments Attachment 1 – SOW Section K – Representations, Certifications, and Other Statements K.1         North American Industry Classification System Code (1) NAICS code: 513210 – Software Publishers (2) Small business size standard: $47M K.2         Clauses and Provisions Incorporated by Reference FAR 52.204-17, 52.209-2, 52.212-3 (Oct 2025), 52.212-4 (Nov 2023), 52.212-5 (Mar 2026). K.3         Clauses and Provisions Incorporated by Full Text FAR 52.209-11 – Representation regarding delinquent taxes or felony convictions (Feb 2016). It details the obligations regarding unpaid taxes and felony convictions, and the offeror’s representations.

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