Sources Sought Notice for Potential Equivalents for Reusable Medical Device Inventory System

Project ID: BN-GSUT2-20265925 FederalOpportunitiesSources Sought

Overview

Agency	Indian Health Service
Deadline	06/15/26
Posted	06/05/26
Estimated Value	$150,000 - $500,000 (AI estimate)
Set Aside	None
NAICS	541512 - Computer Systems Design Services
PSC	Not Provided
Location	Gallup, NM 87301 United States

Description

Primary Latest Change

Sources-Sought Notice

The Indian Health Service, Shiprock Service Unit has a requirement for a reusable medical device (RMD) inventory tracking system. The system will monitor and track the location and movement of RMDs throughout the sterilization process from initial documentation to assembly, sterilization, storage, and delivery to the point of use. The system should provide real-time visibility into the status and location of each RMD within the healthcare facility. This will include data collection from sterile processing equipment, integration with the RMD tracking system software allowing for comprehensive recordkeeping and workflow management. This sources-sought notice (SSN) is being issued to identify potential equivalents for the following items: M-Systems (Electronic Health Record Platform) Salient characteristics: Integrates with the existing M-Systems platform without replacement, major modification, or disruption to clinical workflows. Supports HL7 v2/v3 and/or FHIR messaging standards. Enables bidirectional data exchange between the RMD tracking system and EHR. Exchanges patient identifiers, surgical case data, provider information, and instrument utilization records. Associates instrument usage and sterilization records with patient encounters. Supports real-time or near-real-time data synchronization. Allows configurable data mapping for patients, procedures, and device tracking fields. Supports secure encrypted data transmission compliant with HIPAA and HHS IS2P requirements. Operates within IHS and HHS cybersecurity frameworks, including FISMA and NIST SP 800-53 controls. Steris (Mobile Sterile Processing Unit) Salient characteristics: Interfaces directly with automated sterile processing equipment, including washer-disinfectors, ultrasonic cleaners, cart washers, and sterilizers. Automatically captures cycle parameters and performance data without manual entry. Supports real-time or near-real-time data ingestion from equipment control systems. Supports standard communication protocols such as HL7, TCP/IP, serial interfaces, and vendor-neutral APIs. Accepts machine-generated output files, including cycle records and logs. Maintains compatibility with proprietary data outputs from existing sterile processing equipment. Functions within mobile sterile processing environments with constrained space and infrastructure. Operates effectively in high-temperature and high-humidity sterile processing environments. Links sterilization cycle data to individual instruments, trays, and patient cases. Maintains audit-ready records compliant with AAMI, AORN, FDA, and The Joint Commission requirements. Supports current STERIS Mobile Sterile Processing Unit operations while remaining adaptable to future equipment from other manufacturers. Cerner (Future-State Electronic Health Record Compatibility) Salient characteristics: Capable of integrating with commercial enterprise EHR platforms such as Cerner or equivalent. Supports FHIR-based APIs and modern interoperability frameworks. Allows interface reconfiguration without requiring full system replacement. Supports migration and retention of historical instrument tracking data. Links instrument tracking information to surgical case records, provider documentation, patient safety records, and infection control records. Maintains uninterrupted RMD tracking functionality during EHR transitions. Ensures data integrity and continuity across legacy and future EHR environments. Supports future integration requirements while maintaining compatibility with current RPMS and M-Systems environments. Other capable firms are also invited to respond to this SSN. The Contracting Officer will consider responses for Buy Indian Act (25 U.S.C. 47) opportunities first, then for set aside programs under the Small Business Act (41 U.S.C. 3104). The applicable North American Industry Classification System (NAICS) code assigned to this requirement is 541512- Computer Systems Design Services with a small business size standard of $34.0 million. THIS IS NOT A SOLICITATION. Information collected from this notice is purely for market research only and will be used to determine the contracting office's acquisition strategy including competition, set asides, and locating Indian-owned economic enterprises. Submission of any information in response to this market survey is purely voluntary. The government assumes no financial responsibility for any costs incurred in response to this request for information. In accordance with FAR 4.203-1(b), offerors and quoters must be registered in System for Award Management at SAM.gov, at the time an offer or quotation is submitted and at time of award.

Submission Instructions

Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this notice by 10:00AM (MDT) on 6/15/2026 to Rodney Brown, Contract Specialist, at Rodney.Brown@ihs.gov with the subject line BN-GSUT2-20265925. Your submission must include the following information, at a minimum: - Identification of potential equivalents and corresponding manufacturer/system information. - Statements/descriptions on how potential equivalents compare against each item's salient characteristics. - Company Profile that includes: UEI, Name and Address, Primary POC information, business size and type of ownership, socio-economic status/participation such as 8(a), WOSB/EDWOSB, SDVOSB and HUBZone, identification of Native American ownership, SAM.gov representations and certifications, and other related documentation. - A brief statement of the company's capability that relates to the described government requirement. Additional demonstration of capability may include current and past performance history for the same or similar requirement, established contracts such as GSA or VA Schedule, etc. - Indian-owned Small Business Economic Enterprises (ISBEEs) and Indian-owned Economic Enterprises (IEEs) must also submit a completed IHS IEE Representation Form (attached) in accordance with HHSAR 326.606-1(b). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Summary (Newest Update)

Background The Indian Health Service (IHS), specifically the Shiprock Service Unit, is seeking a reusable medical device (RMD) inventory tracking system to enhance the monitoring and tracking of RMDs throughout their sterilization process. The goal is to ensure real-time visibility into the status and location of each RMD within healthcare facilities, thereby improving workflow management and recordkeeping. Work Details The contractor will be responsible for providing a system that meets the following salient characteristics: - Integration with the existing M-Systems platform without major modifications or disruptions to clinical workflows. - Support for HL7 v2/v3 and/or FHIR messaging standards for data exchange. - Bidirectional data exchange capabilities between the RMD tracking system and Electronic Health Records (EHR). - Ability to exchange patient identifiers, surgical case data, provider information, and instrument utilization records. - Association of instrument usage and sterilization records with patient encounters. - Real-time or near-real-time data synchronization. - Configurable data mapping for patients, procedures, and device tracking fields. - Secure encrypted data transmission compliant with HIPAA and HHS IS2P requirements. - Operation within IHS and HHS cybersecurity frameworks, including FISMA and NIST SP 800-53 controls. Additionally, the system must interface directly with automated sterile processing equipment, capture cycle parameters automatically, support standard communication protocols, maintain compatibility with existing equipment outputs, function effectively in mobile sterile processing environments, link sterilization cycle data to instruments and patient cases, maintain audit-ready records compliant with relevant standards, and support current operations while being adaptable to future equipment. Period of Performance The geographic location(s) the contract will be performed (if provided) Place of Performance The contract will be performed at healthcare facilities serviced by the Indian Health Service. Bidder Requirements Bidders must demonstrate capability related to the described government requirement through past performance history for similar requirements. Additionally, they must provide information regarding their business size and type of ownership, socio-economic status/participation such as 8(a), WOSB/EDWOSB, SDVOSB, HUBZone status, identification of Native American ownership. Incumbent Analysis (see Incumbents section for more detail) This opportunity appears to have a confirmed incumbent and/or closely related prior contract, with Morris Systems identified on multiple IHS awards for M-Systems inventory management. Prior awards include 75H71221P00190 (M-SYSTEMS INVENTORY MANAGEMENT SYSTEM - FT YUMA) valued at $144,375 (08/24/21–09/30/26), as well as 75H71020P01700 (EXERCISING OPTION YEAR 2 OF M-SYSTEMS FOR the NNMC) valued at $131,481 (08/12/20–02/29/24) and 75H70625P00378 (M-SYSTEMS FOR THE LOWER BRULE SERVICE UNIT) valued at $11,996 (09/15/25–08/31/26). The current requirement’s emphasis on integrating an RMD tracking system with the existing M-Systems platform and supporting HL7/FHIR-based data exchange and near-real-time synchronization appears consistent with these prior M-Systems inventory management efforts, suggesting continuity in platform integration and inventory/workflow recordkeeping.

Contacts