Dental Equipment Preventative Maintenance (PM) and Repair Services for the Northern Cheyenne Service Unit, Lame Deer, Montana

Statement of Work (SOW) 1. PROJECT TITLE: Preventive Maintenance Services for Dental Equipment 2. BACKGROUND/PURPOSE: The Northern Cheyenne Service Unit requires preventive maintenance (PM) and minor repair services for dental equipment to ensure continuous, safe, and effective operation of clinical dental services. The dental program supports direct patient care and must maintain equipment in accordance with manufacturer recommendations, accreditation standards, and infection control requirements. 3. SCOPE: The Contractor shall provide preventive maintenance, inspection, testing, and minor repair services for dental equipment located at the Northern Cheyenne Service Unit. Services shall be performed in accordance with original equipment manufacturer (OEM) specifications for equipment including, but not limited to, A-dec, Dentsply, and Cavitron systems. The objective is to ensure all dental equipment remains fully operational, compliant with manufacturer and regulatory standards, and minimizes downtime impacting patient care. The Contractor must be authorized or certified to service OEM equipment and provide qualified technicians and OEM-compliant parts. 4. APPLICABLE DOCUMENTS: a. OSHA Standards (29 CFR 1910) – Occupational Safety and Health b. CDC Guidelines for Infection Control in Dental Health-Care Settings c. Joint Commission accreditation standards d. Manufacturer Operation & Maintenance Manuals (A-dec, Dentsply, Cavitron) e. NCSU Infection Control Policy f. NCSU Quality Control of Sterilized Items Policy 5. TASKS: The Contractor shall provide: Task 1 – Preventive Maintenance Services • The Contractor shall perform scheduled preventive maintenance on all covered dental equipment in accordance with the applicable Original Equipment Manufacturer (OEM) recommendations. Preventive maintenance shall be performed at the frequency specified by the manufacturer for each individual piece of equipment (e.g., quarterly, semiannually, annually, or other recommended interval). Services include inspection, calibration, lubrication, adjustments, and functional testing. -- 1 of 8 -- • Within 30 days of contract award, the Contractor shall provide a preventive maintenance schedule identifying the planned service frequency for each covered piece of equipment based on OEM recommendations. Task 2 – Inspection and Compliance The Contractor shall inspect equipment to ensure compliance with safety, infection control, and operational standards. The Contractor shall identify deficiencies and recommend corrective actions. Task 3 – Minor Repairs and Parts Replacement • The Contractor shall perform minor repairs necessary to restore covered equipment to normal operating condition during scheduled preventive maintenance visits or authorized service calls. Minor repairs include adjustment, tightening, lubrication, calibration, and replacement of routine minor repair parts and standard wear items, including tubing, O-rings, seals, fuses, filters, bulbs, switches, handles, drawer slides, hinges, latches, mounting hardware, and similar components that do not require major disassembly or replacement of major assemblies. Labor associated with these minor repairs and routine minor repair parts and standard wear items shall be included in the Contractor's firm-fixed price. • Special-order parts and major replacement components are not included in the firm-fixed price under this contract. Examples may include compressors, vacuum pumps, motors, circuit boards, X-ray tubes, and other major equipment assemblies. When the Contractor determines that a special-order part or major replacement component is required, the Contractor shall identify the equipment deficiency and provide the Government sufficient information regarding the recommended replacement part or component. The major replacement part and all costs associated with its subsequent installation, including technician labor, service-call charges, travel time, mileage, transportation, and other associated costs, will be acquired separately by the Government through an authorized acquisition method and are outside the scope and pricing of this contract. • Parts furnished under this contract shall be OEM or OEM-equivalent and compatible with the equipment being serviced and shall not adversely affect applicable manufacturer warranties, equipment safety requirements, or OEM servicing requirements. The determination of whether OEM-equivalent parts are appropriate will be made by the certified technician performing the repair. • Minor maintenance and replacement of standard wear components associated with dental cabinetry and delivery units, including hinges, drawer slides, latches, handles, mounting hardware, and utility access panels, are included in the firm- fixed price. Structural cabinetry repairs, countertops, finish work, and replacement of complete cabinetry are excluded from this requirement. -- 2 of 8 -- Task 4 – OEM Authorization Requirement The Contractor shall be authorized or certified to service (but not limited to) A- dec, Dentsply, and Cavitron equipment. Documentation of authorization shall be provided upon request. Services must comply with manufacturer warranty and servicing requirements. Task 5 – Service Documentation and Reporting The Contractor shall provide service reports for each visit. Reports shall be submitted to the Government within 10 business days of service completion. The Contractor is not required to use a Government-provided service report format. At a minimum, documentation and/or invoices shall include: • Date of service • Equipment serviced • Services performed • Parts replaced • Recommended future maintenance or repairs Task 6 – Emergency/Unscheduled Service Calls The Contractor shall be capable of having a qualified technician onsite within 48 hours of Government notification when an equipment failure significantly impacts clinical operations, such as failure of a compressor or other service-dependent equipment. For pricing…