SAM #75H71326Q00026

Emergency Procurement of Dental Vacuum and Compressor Systems for Warm Springs Service Unit

This opportunity involves an urgent procurement by the Indian Health Service (IHS) for the Warm Springs Service Unit Dental Department in Warm Springs, Oregon. - Government Buyer: - Department of Health and Human Services (Indian Health Service) - Warm Springs Service Unit (WSSU) - Contracting office: Indian Health Service Portland Area Office - OEMs and Vendors: - Hitachi (existing failed compressors: Model 105OU-9.5CGH / 1.5OU-9.5CGH) - Bison (existing failed dental vacuum: Model 818E) - AERAS (specified as brand name or equal for new dental vacuum systems) - Products/Services Requested: - Replacement of failed Hitachi and Bison dental equipment with new systems - AERAS 10-user and 12-user Dental Vacuum Systems (230V, 3HP, or equal) - Oil-free Dental Air Compressor System (continuous duty, suitable for clinical dental equipment) - Delivery, removal, and proper disposal of existing equipment - Installation, calibration, and operational verification of new systems - On-site training for clinic staff (operation, troubleshooting, maintenance) - One year of warranty and support services - Unique/Notable Requirements: - All work must comply with infection control, facility access, and security protocols - Contractor must provide all labor, supervision, materials, equipment, tools, supplies, and transportation - Set aside for Indian Small Business Economic Enterprises (ISBEE) - NAICS code 339114 (Dental Equipment and Supplies) - Expedited completion required: 15-30 days from award, plus one year of warranty - Place of Performance: - Warm Springs Health & Wellness Center, Dental Department, 1270 Kot-Num Road, Warm Springs, OR 97761 - Contracting office: 1414 N.W. NORTHRUP STREET SUITE 800, Portland, OR 97209

Description

Combined Synopsis/Solicitation for Commercial Items This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Part 12. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Details Solicitation Number: 75H71326Q00026 Solicitation Type: Request for Quotation (RFQ) Contract Type: Firm-Fixed-Price, Commercial Items (Services/Supplies) Issue Date: April 06, 2026 Response Deadline: April 13, 2026, 10:00 AM Pacific Time Requirement Overview This requirement is for one (1) Firm-Fixed-Price (FFP) purchase order for the emergency procurement, delivery, removal, and installation of a dental vacuum and compressor system for the Dental Department at the Warm Springs Service Unit (WSSU), Warm Springs, Oregon. This requirement is urgent due to the failure of the existing compressor and vacuum systems, which has resulted in an immediate disruption to dental services and patient care, requiring expedited action to restore full clinical operations. Attachments Attachment No. 1 – Pricing Schedule (Supplies or Services and Prices/Costs) Attachment No. 2 – Wage Determination Attachment No. 3 – IHS Indian Economic Enterprise Form Statement of Work Introduction The Warm Springs Service Unit (WSSU) requires the emergency replacement, procurement, and installation of a new dental vacuum and compressor system to support its Dental Department, as the existing unit can no longer be used and has resulted in an immediate disruption to patient care. These systems are essential for routine dental procedures, providing necessary suction and compressed air to maintain a safe and functional clinical environment. This emergency action is necessary to restore services, minimize interruptions in dental care, protect patient safety, and ensure continued efficient and compliant clinic operations. Background The Warm Springs Service Unit (WSSU) requires the emergency replacement, procurement, and installation of a new dental vacuum and compressor system to support its Dental Department, as the existing units can no longer be used due to significant performance degradation and loss of reliability. The current equipment includes Hitachi air compressors (Model 105OU-9.5CGH / 1.5OU-9.5CGH) and Bison dental vacuum systems (Model 818E), both of which have failed and are no longer operational. These systems are essential for supporting dental equipment and maintaining proper clinical functionality during patient care. The current condition creates an immediate risk of operational failure, resulting in disruptions to services and reduced access to care. Continued reliance on the existing equipment is not sustainable and increases the likelihood of prolonged downtime. This emergency acquisition, which includes delivery, removal of existing equipment, installation, and operational verification of the new system, is necessary to restore dependable operations, protect patient safety, and prevent further disruption to clinical services. Scope The contractor shall provide dental vacuum and compressor systems, including delivery, removal of existing equipment, installation, and operational verification. The contractor shall provide all labor, supervision, materials, equipment, tools, supplies, and transportation necessary to successfully deliver and install the systems. Installation shall include coordination with a vendor representative, certified electrician, and plumber to ensure proper setup and functionality of the equipment. The contractor shall: Remove and properly dispose of existing dental vacuum and compressor equipment at WSSU. Furnish and deliver new dental vacuum and compressor systems. Install all required interface control assemblies and ancillary components. Calibrate and test the systems to ensure proper suction and compressed air performance. Ensure all systems meet manufacturer specifications and performance standards. Provide on-site training for clinic staff on operation, basic troubleshooting, and maintenance. Provide warranty documentation and user manuals for all installed equipment. Coordinate all installation activities with Government personnel to minimize disruption to patient care. Specific Tasks or Specifications Dental Vacuum System (Brand Name or Equal) Units: AERAS 10 - 10-user capacity, 230V, 3HP or equal AERAS 12 - 12-user capacity, 230V, 3HP or equal Suction Performance: Maintain vacuum pressure within manufacturer specifications at full load Interface: Compatible with existing dental operatories and centralized vacuum piping systems Operation: Continuous duty, oil-free technology suitable for clinical environments Integration: Compatible with interface control assemblies for automated operation Centralized vacuum piping system Continuous duty Compressor System Type: Oil-free dental air compressor Air output: Continuous compressed air supply at required PSI and flow rate for multiple operatories Air quality: Dry, oil-free, and suitable for clinical dental equipment Noise Level: Within manufacturer allowable operating limits Installation & Operational Requirements Provide certified electricians and a licensed plumber for system connections Removal and disposal of existing equipment in accordance with local regulations Install systems in accordance with manufacturer specifications and applicable electrical and plumbing codes Perform system startup, calibration, and operational testing Verify proper suction, airflow, and system functionality Ensure integration with existing clinic infrastructure Shipping & Delivery Delivery: Semi-truck freight to designated clinic location Coordinate delivery with Government POC at least 72 hours in advance Ensure proper placement, connection, and secure installation of all components Healthcare Facility Installation Coordination & Infection Control All work shall be coordinated to minimize disruption to patient care operations. The contractor shall comply with all Infection Control Risk Assessment (ICRA) procedures established by the facility, including: Use of dust containment measures during installation Prevention of contamination in patient care areas Use of barriers or containment methods as required Daily cleaning of work areas and removal of debris Compliance with facility PPE and infection control protocols Maintenance of safe and secure work areas at the end of each workday Security Requirements 6.1 Facility Access All contractor personnel shall check in daily as visitors with front desk administration office. Contractor personnel shall comply with all facility access, identification, and security protocols. 6.2 Information Security Any digital or electronic components associated with the systems shall be accessed only by authorized personnel. Contractor personnel shall comply with all facility IT and security policies. Use of identification credentials may be required. Other Pertinent Information or Special Considerations Identification of Possible Follow-on Work Routine maintenance and service contracts Replacement or upgrade of components System calibration or performance verification Optional expansion of equipment or additional units Identification of Potential Conflicts of Interest (COI) No known conflicts of interest are associated with this requirement. Risk Control The contractor shall coordinate with manufacturer support to ensure timely resolution of system issues. Pre-installation coordination and proper planning shall be conducted to minimize integration issues and operational downtime. Inspection and Acceptance Criteria Inspection shall be conducted at the time of delivery and after installation by the Contracting Officer’s Representative (COR) or designated receiving personnel. The Contractor shall provide final inspection and testing report upon completion, including documentation of calibration, system performance, and training completion. Government Furnished Property / Government Furnished Equipment Access to the facility, installation site, and workspace Necessary utilities (power, space, environmental conditions) Access to existing electrical and plumbing infrastructure Designation of a Contracting Officer’s Representative (COR) Place of Performance / Delivery Address Warm Springs Health & Wellness Center Dental Department ATTN: TBD 1270 Kot-Num Road Warm Springs, OR 97761 Period of Performance The period of performance will begin on the date of award and continue through delivery, removal of the existing equipment, installation, and final system acceptance. Due to the urgent need to restore dental services, the work is expected to be completed within a short timeframe, with an estimated completion period of up to thirty (30) calendar days and a target of fifteen (15) calendar days from the date of award. This expedited timeline is critical to avoid further delays in providing patient care, as the current system is no longer operational and has already disrupted services. Prompt completion will help ensure that dental procedures can safely resume and that patients regain timely access to care. Following installation and acceptance, warranty coverage, support services, and any applicable maintenance will be required for one (1) year to ensure the system remains reliable, minimize the risk of future downtime, and support continued safe and efficient clinical operations. Performance Requirements All work shall comply with manufacturer specifications, OSHA Safety requirements, and all applicable federal, state, and local electrical and plumbing codes. (End of Statement of Work) Applicable Provisions and Clauses The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 dated March 13, 2026. FAR 52.212-1 Instructions to Offerors—Commercial applies to this acquisition. FAR 52.212-2 Evaluation—Commercial Items applies to this acquisition. FAR 52.212-4 Contract Terms and Conditions—Commercial Items applies. Clauses Incorporated by Reference FAR 52.252-2 Full text available at http://www.acquisition.gov 52.202-1 Definitions (Jun 2020) 52.204-7 System for Award Management (Oct 2018) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.212-4 Contract Terms and Conditions – Commercial Items (Mar 2026) 52.222-3 Convict Labor (Jun 2003) 52.222-26 Equal Opportunity (Sep 2016) 52.222-35 Equal Opportunity for Veterans (Jun 2020) 52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020) 52.223-6 Drug-Free Workplace (May 2001) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024) 52.229-3 Federal, State, and Local Taxes (Feb 2013) 52.229-4 Federal, State, and Local Taxes (State and Local Adjustments) (Feb 2013) 52.232-1 Payments (Apr 1984) 52.232-8 Discounts for Prompt Payment (Feb 2002) 52.232-17 Interest (May 2014) 52.232-33 Payment by Electronic Funds Transfer—System for Award Management (Oct 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) 52.233-1 Disputes (May 2014) 52.233-3 Protest After Award (Aug 1996) 52.237-3 Continuity of Services (Jan 1991) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984) Set-Aside and NAICS Information Set-Aside: Indian Small Business Economic Enterprise NAICS Code: 339114 – Dental Equipment and Supplies Size Standard: 750 Employees Instructions to Respondents and Evaluation Criteria Submission of Quotes Quotes shall be submitted electronically via email to PORAOAcquisition@ihs.gov. The subject line shall include the solicitation number 75H71326Q00026 and the Offeror’s entity name. Quotes shall include: Completed price quote (Attachment No. 1) Technical submission addressing demonstrated prior experience Completed IEE Form Questions Questions regarding this solicitation shall be submitted in writing via email to PORAOAcquisition@ihs.gov no later than three (3) business days prior to the closing date. The subject line shall include the solicitation number 75H71326Q00026. Basis for Award The Government intends to award a contract to the responsible Offeror whose quote represents the best value to the Government, considering price and non-price factors. The Government may award to other than the lowest-priced Offeror. This procurement is time-sensitive, and the Government will consider the Offeror’s ability to expeditiously deliver and install the required systems to restore dental services. The Government reserves the right to: Make no award Evaluate quotes without discussions Communicate with Respondents for clarification purposes only Exclude quotes that fail to follow solicitation instructions Evaluation Factors Factor 1 – Demonstrated Prior Experience The Government will evaluate the Offeror’s experience in providing and installing similar equipment, particularly in healthcare or dental environments. The Offeror shall submit a written narrative (maximum 5 pages) demonstrating: Experience providing and installing dental vacuum and compressor systems or similar equipment Experience performing work in active healthcare settings Experience performing work in remote or rural locations Respondents may submit up to three (3) recent projects. Each example shall include: Customer name, phone number, and email Contract number and dollar value Description of work performed Period of performance More weight may be given to experience as a prime contractor. Factor 2 – Price The Government will evaluate the total evaluated price based on the CLIN structure provided (Attachment No. 1). The price quote shall include all costs necessary to perform the requirement, including labor, materials, equipment, delivery, installation, training, warranty, and all incidental costs. Evaluation Process The Government will evaluate quotes to determine the level of confidence that the Offeror will successfully perform the requirements, with emphasis on the ability to meet the urgent need to restore dental services. The Government intends to select the best-suited Offeror from initial quotes without conducting discussions. If necessary, the Government may communicate with the apparent successful Offeror to resolve any remaining issues. Technical Rating Scale (Factor 1) High Confidence The Government has high confidence the Offeror demonstrates relevant experience and will successfully perform the requirement with minimal Government intervention, including meeting urgent timelines. Some Confidence The Government has some confidence the Offeror demonstrates relevant experience and can perform successfully with moderate Government involvement. Low Confidence The Government has low confidence the Offeror demonstrates sufficient experience to successfully perform the requirement. The Government may use a comparative evaluation approach in lieu of assigning adjectival ratings. (End of Instructions and Evaluation Criteria)

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