Urgent Warm Springs Service Unit Dental Vacuum, Compressor System, Removal, and Installation

AMENDMENT TO COMBINED SYNOPSIS/SOLICITATION

This amendment is issued to provide responses to a vendor inquiry. The Government received an inquiry regarding the number of dental chairs in the clinic. The number is six (6) dental chairs.

Acknowledgment Requirement:
Respondents must confirm in their quote submission that they have reviewed and will comply with all information, requirements, and conditions provided in this amendment. Failure to acknowledge this amendment may result in the quote being deemed non-responsive.

All other terms and conditions remain unchanged.

AMENDMENT TO COMBINED SYNOPSIS/SOLICITATION

This amendment is issued to (1) add set‑aside information and (2) provide responses to vendor questions. Respondents must confirm compliance with this information when submitting a quote.

1. ISBEE SET‑ASIDE
   This acquisition is hereby amended to reflect that this requirement is a 100% Indian Small Business Economic Enterprise (ISBEE) Set‑Aside. Only eligible ISBEE offerors will be considered for award.
2. Responses to Vendor Questions
   The Government provides the following answers to questions submitted:

Equipment / Site Condition Questions

1. 1. Request for photos of mechanical room configuration.
      Answer: Photos are attached.
   2. Verification of existing control system (e.g., RamVac OWL).
      Answer: The control system is a RamVac OWL system; see attached photos.
   3. Existing compressor phase and availability of two 40‑amp circuits.
      Answer: The existing compressor is 3‑phase. Two 40‑amp circuits are not currently available; however, there is space on the breaker to add them.
   4. Confirmation that existing vacuums are 230V / 3‑phase motors with wall‑mounted starters.
      Answer: This is confirmed.
   5. Whether the existing air tank is to be replaced.
      Answer: If the air tank can be detached from the current system, it may remain in place.
   6. Existence of an amalgam separator.
      Answer: An amalgam separator is already installed.
   7. Known plumbing or electrical issues.
      Answer: There are no known plumbing or electrical issues.

Logistical / Delivery Questions

1. 1. Work hours.
      Answer: Work is allowed during normal business hours, assuming the clinic is down. After-hours work may also be granted to minimize disruption.
   2. Access limitations.
      Answer: No stairs to the mechanical room; however, there is a narrow staircase to access the electrical panel.
   3. Delivery access and lift‑gate requirements.
      Answer: A semi‑truck can access the site despite ongoing construction. A forklift can be made available with advance notice; otherwise, a lift gate will be required.
2. Offeror Acknowledgment Requirement
   Respondents must confirm, in their quote submission, that they have reviewed and will adhere to all information, requirements, and conditions provided in this amendment. Failure to acknowledge and comply may result in the quote being deemed non‑responsive.
3. All other terms and conditions remain unchanged.

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 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

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.

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 coverage and user manuals for all installed equipment.  Coordinate all installations activities with Government personnel to minimize disruption to patient care.

Specific Tasks or Specification. 

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 pipping 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 systems 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

Ensuring 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 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.

a.  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

b.  Identification of Potential Conflicts of Interest (COI).

No known conflicts of interest are associated with this requirement

c. 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.

d. 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:

The Government will provide:

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 four (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)