Dental Equipment Preventative Maintenance (PM) Services at 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 OEM recommendations. PM services shall generally be performed on a quarterly basis or less frequently as are required per the manufacturer’s instructions. Services include inspection, calibration, lubrication, adjustments, and functional testing. 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. -- 1 of 6 -- Task 3 – Minor Repairs and Parts Replacement The Contractor shall perform minor repairs and replace worn or defective parts as necessary to maintain operational readiness. All replacement parts shall be OEM or OEM-equivalent and meet manufacturer standards. 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, documenting work performed, equipment condition, parts replaced, and any recommended follow-up actions. Reports shall be submitted to the Government within 10 business days of service completion. Task 6 – Emergency/Unscheduled Service Calls The Contractor shall provide on-call support for emergency repairs as requested by the Government. Response time shall be within 48 hours unless otherwise coordinated. Task 7 – Coordination with Government Personnel The Contractor shall coordinate all services with the designated Technical Point of Contact (TPOC) to minimize disruption to clinical operations. 6. REQUIREMENTS: a. No remote connectivity will be required or allowed for the completion of required services. 7. DELIVERABLES AND DELIVERY SCHEDULE: a. The first Preventive Maintenance (PM) Services will be completed within 30 days of contract award and then completed quarterly thereafter. b. Services are to be completed during normal business hours. Monday – Friday 8:00 am – 4:30 pm Mountain Time except for Federal Holidays. Any after-hours services will require preauthorization by the Technical Point of Contact, COR or CO. c. Service Reports are to be submitted within 10 business days after each service visit. d. Repair Services: Completed within mutually agreed timeframe based on severity e. Emergency Service Response: Within 48 hours of notification. 8. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: The Government will provide access to all dental equipment, facility space, and relevant equipment inventories necessary to perform services. The Government will also provide access to -- 2 of 6 -- equipment maintenance records, if available. All Government-furnished property shall be used solely for contract performance. 9. PLACE OF PERFORMANCE: Services shall be provided at: Northern Cheyenne Service Unit 420 N. Cheyenne Ave Lame Deer, MT 59043 10. PERIOD OF PERFORMANCE: The period of performance is for a one-year base period plus four one-year option periods. 11. SECURITY: N/A 12. DENTAL EQUIPMENT INVENTORY TO BE SERVICED: Dental Equipment Inventory Category Unit / Description Model # Serial # Notes M11 Sterilizer #1 9A259001 V1918649 M11 Sterilizer #2 9A259001 V1918648 M11 Sterilizer #3 M11-042 V2730215 M11 Sterilizer #4 M11-042 V2730219 Ultrasonic Small H Schein 741 15034 - 151125 Ultrasonic Large ESMA E889 88935 X-Ray Arm A 537 F37601 X-Ray Arm B-C 537 F37606 X-Ray Arm D-E 537 F37413 X-Ray Arm F-G 537 F3715 X-Ray Arm H-I 537 F37602 X-Ray Arm J-K 537 F37604 Pro Clean Suction 1 PC2800 2020938 Pro Clean Suction 2 PC2800 20201952 Pro Clean Suction 3 PC2800 20201937 Pro Clean Suction 4 PC2800 20201935 -- 3 of 6 -- Category Unit / Description Model # Serial # Notes Pro Clean Suction 5 PC2800 20201955 Pro Clean Suction 6 PC2800 20201633 Pro Clean Suction 7 PC2800 20201710 Pro Clean Suction 8 PC2800 20203376 Pro Clean Suction 9 PC2800 20203370 Pro Clean Suction 10 PC2800 20203355 Additional Equipment Vacuum and Compressor Maintenance included; serial numbers not provided Additional Equipment Cabinetry Components Some parts of cabinetry Radiology Equip Cone Bea…