SAM #IHS-SS-26_1525373

Annual Preventative Maintenance and Emergency Repair Services for Dental Equipment at Rosebud IHS

Rosebud Hospital, part of the Indian Health Service (IHS), is seeking qualified Indian Economic Enterprises and Small Businesses to provide annual preventative maintenance and emergency repair services for dental equipment. - Government Buyer: - Indian Health Service (IHS), Rosebud Hospital, South Dakota - Contact: Terri Yellow Hawk or designee - OEMs and Vendors: - A-dec (manufacturer of dental chairs, delivery systems, assistant's instrumentation, and LED dental lights) - Osprey (manufacturer of dental air compressor) - RAMVAC (manufacturer of dental vacuum system) - Products/Equipment Requested for Service: - 8 A-dec 511 dental chairs - 8 A-dec 532 delivery systems - 8 A-dec 545 assistant's instrumentation units - A-dec LED dental lights (quantity to be verified) - 1 Osprey dental air compressor - 1 RAMVAC Bison 5 vacuum system - Services Requested: - Annual scheduled preventive maintenance for all listed dental equipment - Emergency repair services during business hours (Monday-Friday, 8am-5pm CST) - Tasks include inspections, adjustments, lubrication, cleaning, filter and oil changes, component replacement, operational checks, troubleshooting, diagnosis, repair, and documentation - Unique/Notable Requirements: - Compliance with HIPAA, Privacy Act, FOIA - Use of Invoice Processing Platform (IPP) for electronic invoicing - Government furnishes all dental equipment to be serviced - Services performed per detailed Performance Work Statement (PWS) - Contract Structure: - Base year (365 days) plus four one-year option periods - Firm-fixed price, non-personal service contract - NAICS Code: 339114 (Dental Equipment and Supplies Manufacturing)

Description

Sources Sought: Dental Service

Sources Sought Notice Number: IHS-SS-26-1525373

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service (IHS).

This notice is intended strictly for market research to determine the availability of Indian Economic Enterprises (IEE) and Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 339114, Dental Equipment and Supplies Manufacturing. This U.S. industry comprises establishments primarily engaged in manufacturing dental equipment and supplies used by dental laboratories and offices of dentists, such as dental chairs, dental instrument delivery systems, dental hand instruments, dental impression material, and dental cements.

1.0       Background

 The Mission of the Rosebud IHS is to provide the best possible healthcare services to the patients on the Rosebud Sioux Reservation in South Dakota. To meet this mission, the Rosebud IHS is requesting a Base Plus Four (4) Option Year, firm-fixed price, non-personal service contract to provide Annual Preventative Dental Equipment Maintenance and emergency repair services.

2.0       Objective

 Rosebud IHS requires preventative maintenance on all dental equipment and emergency repair services to prevent service interruptions to patient care.

​​​​​​​​​​​​​​2.1       Scope

The contractor shall perform annual maintenance per the Performance Work Statement (PWS). The contractor shall perform Preventive Maintenance Repair (PMR) services on an annual basis or at 1500 hours upon request of the Contracting Officer Representative (COR) or designee.

3.0       Work Schedule/Availability

The Rosebud IHS hours of operations are Monday through Friday 7:00am to 4:30pm.

4.0      Period of Performance

Base year: 10/01/2026 to 09/30/2027

Option Year 1: 10/01/2027 to 09/30/2028

Option Year 2: 10/01/2028 to 09/30/2029

Option Year 3: 10/01/2029 to 09/30/2030

Option Year 4: 10/01/2030 to 09/30/2031

5.0       Place of Performance

Rosebud IHS

400 Soldier Creek Dr.

Rosebud, SD 57570

6.0       Contractor Responsibility

The Contractor shall perform all require duties upon request from the COR according to the PWS.

7.0       Contracting Officer’s Representative Designation

The designated COR for this contract is:

Terry Yellow Hawk, COR Level 1

Rosebud IHS 400 Soldier Creek Dr.

Rosebud, SD 57570

The COR is responsible for:

Monitoring the Contractor’s technical progress. Interpreting the statement of work. Technical evaluation as required. Technical inspections and acceptance required by this contract; and Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Subject matter expert for this contract is:

Terry Yellow Hawk COR 1

Rosebud IHS

400 Soldier Creek Dr. Rosebud, SD 57570

8.0       Contractor Compliance

The Contractor shall adhere to all official Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974, Alcohol and Drug Abuse Patient Records, Freedom of Information Act (FOIA), and other pertinent Federal regulations.

9.0       Administrative

Compensation – Billing will be at a fixed rate for all services.

Meetings/Conference Calls – The Contractor shall attend meetings or conference calls scheduled by the Contracting Officer’s Representative (COR) to address areas of concern and exchange information to ensure all contract requirements are being met. The COR shall be responsible for scheduling and coordination of all meetings and conference calls.

Equipment Failure – Any delays or downtime due to Contractor equipment failure shall be communicated to the COR or their designee as soon as possible.

10.0     Government Furnished Property/Equipment/Information

The government shall provide the Dental Equipment to be serviced.

11.0     Reports

The Contractor shall report all flaws/defects and fixes to the COR or designee before leaving the facility/ department and provide a written report on work performed via email.

12.0 Payment

Payment via IPP.gov upon delivery

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system.

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasurys Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer.

The Government reserves the right to accept or reject services, if the level of performance is unacceptable.

13.0     Closing Statement

Point of Contact: Farrah Azure, Purchasing Agent, at farrah.azure@ihs.gov   

Submission Instructions:

Interested parties shall submit capability via email to Farrah Azure, Purchasing Agent, at farrah.azure@ihs.gov. Must include Sources Sought Number IHS-SS-26-1525373 in the Subject line. The due date for receipt of statements is August 21, 2026, 12:00 p.m. Central Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.

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