M-System Software License and Support

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-IHS1523433-02 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: No Set-aside NAICS Code: 513210 – Software Publishers Small Business Size Standard: $47M CLIN 1 – Base Period: M-System Software License and Support Description of item(s) to be acquired: This requirement is issued by the Department of Health and Human Services (DHHS), Indian Health Service (IHS), for a M-System Software license. The Contractor shall provide the license agreement and IT/Technical Support for the M-System Materials Management and Electronic Requisition (E-Ordering) Software to support the Property and Supply Department at the Cheyenne River Health Center Indian Health Service located in Eagle Butte, South Dakota. This shall include all licensing, maintenance, technical support, and software updates necessary to ensure continuous and effective operation of the Morris Systems aka M-Systems software throughout the period of performance. Dates and Place of Performance: The period of performance contained in Section F.1: 1 year contract The place of performance: The system shall be delivered and maintained as an online service or required hardware would be provided at no cost upon program installation to authorized users within the Service Unit. The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition with no addenda. 52.212-2: Evaluation -- Commercial Items, applies to this acquisition and is contained in Section I. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition with no addenda. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition and is contained in Section I. Additional Contract Requirement or Terms and Conditions: as contained in Sections B through I. Proposal Submission Information: Reference Section L.2: Questions are due no later than 1 September 2026 at 10:00 am EST; offers are due no later than 4 September 2026 at 12:00 pm EST. Both shall be sent via email to Maliala.Pinkney@.hhs.gov. Notice to Offerors: The Government intends to award a single Firm Fixed Price contract for this requirement. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs incurred in the preparation of their quote. Section B – Products or Services and Prices/Costs B.1 BRIEF DESCRIPTION OF SERVICES This requirement is to acquire a web-based Materials Management and Electronic Requisition (E-Ordering) Software System to support the Property and Supply Department in managing inventory, ordering, and tracking of office and medical supplies necessary for direct patient care and supporting administrative functions. The system shall include all licensing, maintenance, technical support, and software updates necessary to ensure continuous and effective operation throughout the period of performance. B.2 TYPE OF CONTRACT The contract type is Firm Fixed Price contract. In accordance with Section F.1, the period of performance for this individual contract can extend beyond the expiration date up to 6 months. Section c: Description/Specifications/sTATEMENT OF Work Reference Attachment 1 SOW. SECTION D - Packaging and Marking D.1 PACKAGING AND MARKING All deliverables shall be delivered to the Contracting Officer’s Representative (COR) identified in Section G and shall be marked as follows: 1. Name and address of the Contractor; 2. Contract Number; 3. Description of item contained therein; and 4. Consignee's name and address. D.2 PAYMENT OF POSTAGE AND FEES All postage and fees related to submitting information including forms, reports, etc. to the Contracting Officer or COR shall be paid by the Contractor. SECTION E - Inspection and Acceptance E.1 INSPECTION AND ACCEPTANCE Pursuant to FAR clause 52.212-4, all work described in Section C to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the Contracting Officer’s Representative (COR), who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor. E.1.1 Inspection and Acceptance Criteria Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR. E.1.2 General Acceptance Criteria General quality measures, as set forth below, will be applied to each work product received from the Contractor under this Statement of Work. Accuracy ? Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style. Clarity ? Work Products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative. Consistency to Requirements ? All work products must satisfy the requirements of this Statement of Work. File Editing ? All text and diagrammatic files shall be editable by the Government. Format - Work Products shall be submitted in hard copy and electronic copy. The electronic copy must be in a format as indicated in the Deliverables Section. E.2 Approvals by the COR All services delivered to the COR will be deemed to have been accepted 30 calendar days after date of delivery, except as otherwise specified in this contract, if written approval or disapproval has not been given within such period. Section F – Deliveries or Performance F.1 PERIOD OF PERFORMANCE The period of performance will be from 9/10/2026 – 9/9/2027. Option to extend the term of contract period 9/10/2027 – 3/9/2028. F.2 REPORTING REQUIREMENTS/DELIVERABLES The contractor shall submit all required deliverables in accordance with the SOW. The contractor shall submit deliverables that are clear, concise, and complete, and that conform in format and structure to standards that shall be agreed to in advance between the Contractor and the COR. Certain types of deliverables shall be submitted in draft form initially, allowing the COR to review and provide additional information and/or clarification comments for possible inclusion in the final version. F.3 DELIVERABLES - Morris Systems M-System Inventory Management and e-Ordering software licensing - Ongoing maintenance, technical support, and system upgrades Section G – Contract Administration Data G.1 AUTHORITIES OF GOVERNMENT PERSONNEL Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of this contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government's points of contact during the performance of this contract: Contracting Officer Name: TBD Address: Phone: Email: Contracting Officer's Representative Name: TBD Address: TBD Phone: TBD Email: TBD Note: The Contracting Officer is the only individual authorized to modify the contract. G.2 CONTRACTING OFFICER'S REPRESENTATIVE (COR) AUTHORITY (a) Performance of work under this contract must be subject to the technical direction of the Contracting Officer's Representative identified above, or a representative designated in writing. The term "technical direction" includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily. (b) Technical direction must be within the scope of the specification(s)/work statement. The Contracting Officer's Representative does not have authority to issue technical direction that: (1) Constitutes a change of assignment or additional work outside the specification(s)/statement of work; (2) Constitutes a change as defined in the clause entitled "Changes"; (3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance; (4) Changes any of the terms, conditions, or specification(s)/work statement of the contract; (5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or (6) Directs, supervises or otherwise controls the actions of the contractor's employees. (c) Technical direction may be oral or in writing. The Contracting Officer's Representative shall confirm oral direction in writing within five workdays, with a copy to the Contracting Officer. (d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers, Representative. If, in the opinion of the contractor, any direction of the Contracting Officers, Representative, or his/her designee, falls within the limitations in (b), above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government workday. (e) Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes." G.3 INVOICES - COMMERCIAL The Contractor must submit invoices in IPP per the Invoicing Instructions. (1) Invoice Submission The Contractor shall submit invoices monthly or quarterly based on the setup of the purchase order. A proper invoice, with all required back-up documentation shall be sent electronically, via email, to the COR mailbox: Contracting Officer's Representative (COR): TBD A proper invoice, not including non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent electronically, via email, to: 1. Contracting Officers Representative (COR) via email. 2. Invoice Processing Platform (IPP) via link: https://www.ipp.gov The contractor shall submit invoices under this contract once per month. For indefinite delivery vehicles, separate invoices must be submitted for each order. Invoices must break-out price/cost by contract line item number (CLIN) as specified in the pricing section of the contract. Invoices that include time and materials or labor hours CLINS must include supporting documentation to (1) substantiate the number of labor hours invoiced for each labor category, and (2) substantiate material costs incurred (when applicable). Invoices submitted to IPP are limited to 10MB. Backup support should be sent to the contracting officer, contract specialist, and COR in the event it causes the file size to exceed the limit. Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc. All calls concerning contract payment shall be directed to the COR. Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315. (2) Invoice Elements In accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items, the Contractor shall submit an electronic invoice t