Amendment 2: Price Schedule Update - Phoenix Area IHS Dental Equipment PM and Repair Services IDIQ contract

Questions & Answers / Clarifications

This document provides clarification regarding a requirement for the RFQ IHS1519384A - Phoenix Area IHS Dental Equipment PM and Repair Services IDIQ contract.

• ISO 13485:2016 Certification: The prime contractor is required to hold an active ISO 13485:2016 Certification that meets all requirements of the Medical Device Quality Management System standard. This certification is not acceptable for a subcontractor to hold.

This clarification confirms a mandatory requirement for the prime contractor, impacting eligibility and proposal preparation.

Solicitation / RFP / RFQ

This solicitation (RFQ IHS1519384) is a request for quotation for Dental Equipment Preventative Maintenance & Repair Services within the Phoenix Area Indian Health Service. The procurement is conducted under FAR part 12 (Acquisition of Commercial Products and Commercial Services) and FAR 13.5 (Simplified Procedures).

• Services: Preventative Maintenance (PM) and Repair Services for Dental Equipment.

• Minimum PM Services: 100 Standard Preventive Maintenance Services.

• Maximum PM Services: 1500 Standard Preventive Maintenance Services.

• Corrective Maintenance/Repair Service: Maximum of 100 hours.

• Pricing: Offerors must provide all-inclusive flat rates, covering all costs including travel, labor, supplies, materials, taxes, overhead, and other fees.

• Technical Requirements: Offerors must submit a technical narrative demonstrating:

  • Proven history of successfully providing preventative maintenance and repair services to multiple dental departments across different states and service units, meeting ANSI/AAMI EQ56:2013 standards.
  • Certificates of qualifications for all service technicians.
  • Proven experience with accreditation activities (TJC, AAAHC, CMS) and active ISO 13485:2016 certification.

• Past Performance: Offerors must submit 1-5 recent (within 5 years) and relevant past performance records, including customer, services, contract number, dollar value, period of performance, and verified contact information.

• Contract Type: Anticipated award of a single or multiple Indefinite Delivery Indefinite Quantity (IDIQ) Firm Fixed-Priced Contract(s).

• Period of Performance: Initial period from June 1, 2026, through May 31, 2027, with four (4) 12-month option ordering periods. The total contract duration, including options, shall not exceed five (5) years and six (6) months.

• NAICS Code: 811210 (Medical and surgical equipment repair and maintenance).

• SB Size Standard: $34.0 million.

• Offer Format: Sectioned into three volumes: Price, Technical, and Past Performance.

  • Volume I (Pricing): Complete Pricing Schedule (Attachment #1), Dental Equipment Summary (Attachment #4), and Cost Schedule (Attachment #5).
  • Volume II (Technical): Written narrative (max 15 pages).
  • Volume III (Past Performance): Written narrative (max 5 records).

• Quote Due Date: May 20, 2026, at 3:00 PM MST. Submissions via email only.

• Technical Questions Due: May 8, 2026, at 1:00 PM MST. Submitted in writing to the Contract Specialist.

• Evaluation: Best Value basis, considering price, technical factors, and past performance. The government reserves the right to award without discussions and to reject any non-responsive offers.

• Set-Aside: Full and Open.

• Numerous FAR and HHSAR clauses related to small business concerns, labor standards, and other compliance requirements are incorporated.

• The solicitation incorporates numerous FAR and HHSAR clauses by reference and in full text. Offerors are cautioned to review these carefully.

• Payment requests must be submitted electronically via the Invoicing Processing Platform (IPP).

• The Phoenix Area Indian Health Service is tax-exempt in Arizona.

Statement of Work (SOW) / Performance Work Statement (PWS)

To ensure all dental equipment within the Phoenix Area Indian Health Service (PAIHS) facilities is fully functional, safe, and effective for its intended use through routine maintenance, calibration, and repair services.

• Provide annual preventative maintenance (PM) and corrective maintenance (repair) services for dental equipment across multiple PAIHS facilities.

• Services must comply with Original Equipment Manufacturer (OEM) specifications, ANSI/AAMI EQ89:2015 standards, and The Joint Commission requirements.

• PM includes visual inspections, testing, calibration, and replacement of parts as needed.

• Repair services are required to restore faulty equipment to operational status.

• Contractor must furnish all necessary personnel, labor, facilities, equipment, parts, and supplies.

• An all-inclusive rate is expected, covering travel, lodging, equipment, and replacement parts.

• Specific tasks include but are not limited to maintenance of air compressors, vacuum systems, delivery systems, chairs, dental lights, sterilizers, and various other dental devices listed in Section VI.

• All scheduled maintenance must be completed in accordance with manufacturer's required maintenance intervals and The Joint Commission standards (EC.02.04.01, EC.02.04.03).

• A 100% compliance rate for required activities and frequencies is expected.

• Services must meet or exceed OEM requirements.

• Contractor must provide documentation of services performed, including test results and calibration certificates.

• ISO 13485:2016 certification is required.

• The agreement has a term of one year with four one-year option periods.

• Services will be provided at various Phoenix Area IHS facilities listed in Section V.

• Contractor must use certified/trained technicians.

• All parts must be new, manufactured by the OEM, and fully compatible.

• Contractor must obtain approval from the Contracting Officer Representative (COR) for any services or parts not covered under the agreement.

• Response time for emergency repair requests for critical dental equipment is within 72 hours.

• Routine maintenance and repair services are to be performed during normal operating hours (Monday-Friday, 8:00 am - 5:00 pm, excluding federal holidays).

• Contractor must maintain appropriate insurance coverage.

• Compliance with all applicable federal, tribal, and local regulations, including environmental and safety standards, is required.

• Confidentiality of government information must be maintained.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, issued as a Request for Quote (RFQ) for Indefinite Delivery Indefinite Quantity (IDIQ) Firm Fixed-Priced Contract(s). It covers Dental Equipment Preventative Maintenance (PM) and Repair Services. This announcement is the only solicitation; quotes are requested, and a written solicitation will not be issued. The NAICS Code is 811210 (Medical and surgical equipment repair and maintenance services).

• The specific requirements for goods and services are detailed in the attached Statement of Work, Dental Equipment Summary, and Cost Schedule.

• Offerors must propose on an all-or-none basis.

• Written proposals are required.

• Contract Type: IDIQ Firm Fixed-Priced Contract(s)

• Period of Performance: Base Year and Four (4) Option Years.

• Proposal Due Date: May 20, 2026, 3:00 p.m. MST.

• Submission Method: Email quotes to Kerri.Gilmore@ihs.gov.

• Questions Due Date: May 8, 2026, 1:00 PM MST. Submit RFIs via email to Kerri.Gilmore@ihs.gov.

• Evaluation: Not explicitly detailed in this excerpt, but FAR 52.212-1 Instructions to Offerors (Commercial Items) is included.

• Mandatory Registration: Offerors must have current System for Award Management (SAM) registrations to be eligible for award.

• Include CAGE Code, DUNS, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date with quotes.

• Acknowledgment of 120-day acceptance period is required.

• Applicable FAR/HHSAR provisions and clauses are included as an attachment.

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "Attachment 5 - RFQ IHS1519384 Dental Equipment Inventory.xlsx", provides a detailed inventory of dental equipment across various Indian Health Service (IHS) facilities. It lists asset tags, types, manufacturers, models, serial numbers, installation locations, and service capabilities.

• Asset Tag: Unique identifier for each piece of equipment.
• Asset Type: Categorization of the equipment (e.g., Acrylic Curing Units, Air Cleaners, Amalgamators).
• Asset Manufacturer: The company that produced the equipment.
• Asset Model Name: Specific model of the equipment.
• Serial Number: Unique serial number for each unit.
• Installation: The IHS facility where the equipment is located (e.g., Fort Duchesne PHS Indian Health Center, Parker Indian Health Center, Whiteriver Indian Hospital).
• Service Capability (Y/N): Indicates if the equipment has service capability.

This inventory is crucial for bidders responding to RFQ IHS1519384. It provides a comprehensive list of existing dental equipment, which may be relevant for understanding the scope of potential maintenance, repair, replacement, or new procurement needs. Bidders should review this list to assess the types, quantities, and locations of equipment to tailor their proposals effectively and identify potential service requirements or opportunities.

Form / Attachment / Pricing Sheet

This document is Attachment A, the Cost Schedule, for the Preventative Maintenance (PM) Services requirement. It outlines the structure for bidders to provide pricing for quarterly preventative maintenance and repair services for various healthcare facilities.

• Preventative Maintenance (PM) Services: Bidders must provide hourly rates for PM services across five option years for different facilities. Estimated device quantities and total PM labor hours are provided for each facility.
• Repair Costs: Bidders must provide standard and weekend/overtime hourly rates for repairs across five option years, categorized by equipment type (e.g., Dental Operatory Equipment, Sterilization Equipment, Software Support).
• Service Capability: Bidders need to indicate their service capability (Yes/No) for each repair equipment type.

This attachment is critical for bidders to understand the pricing structure required for the opportunity. It details the specific services (preventative maintenance and repairs) and equipment for which pricing must be submitted, along with the contract duration (Base Year plus four Option Years). Bidders must carefully complete this schedule to accurately reflect their proposed costs.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter from the Arizona Department of Revenue granting the Department of Health & Human Services, Phoenix Area Indian Health Service, an exemption from Arizona Transaction Privilege Tax and Use Tax. This exemption is effective January 1, 2025.

• The letter lists specific business codes and classifications for which the exemption applies, including Utilities, Pipeline, Publication, Job Printing, Restaurant, Personal Property Rental, Retail, and Use Tax.
• It also details exemptions from Cities Privilege Tax and Use Tax for various business classifications.
• Appendix A lists all locations claimed to be exempt by the organization.

Vendors contracting with the Department of Health & Human Services, Phoenix Area Indian Health Service, should be aware of this tax exemption. To substantiate the exempt status, the organization must present a copy of this Exemption Letter along with a properly completed Arizona Form 5000HC to their vendors.