BPA for Stainless Steel Surgical Equipment Repairs

Statement of Work (SOW)

To procure services for the repair, refurbishment, and assessment for replacement of surgical instruments used in operating room procedures for the Oklahoma City Area Service Units (Pawnee, Lawton, and Clinton Indian Health Centers). The goal is to maintain equipment in optimal condition for safe and effective use.

• Furnish all labor, transportation, materials, and expertise for sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, adjusting, and replacing parts of surgical instruments and operating room procedural instrument trays and case carts.
• Etching of instruments with stencils provided by IHS.
• Instruments to be maintained in proper operating conditions as specified by the manufacturer and in compliance with ANSI-AAMI standards.
• Retrieval and delivery of instruments to Pawnee, Lawton, and Clinton Indian Health Centers.
• Mobile repair capability with a van equipped for on-site services.
• Repair 10-15 sets per visit monthly, with a requirement for one technician for on-site repair.
• Utilize magnification technology for diagnosis and documentation.
• Test instruments for alignment, sharpness, insulation, and calibration.
• Maintain instrument part numbers and catalog numbers on repaired/refurbished instruments.
• Prohibited from repairing Pakistan surgical instruments.

Five Years BPA

• Instruments to be returned in "as good as new" condition.

• Stain-free finish complying with SPS specifications.

• Delicate sharp, pointed eye instruments to be returned with tip protectors.

• Summary document upon delivery detailing date of repair, instrument type, type of repair, and cost.

• On-site repair service and mail-in repair service.

• Turnaround time for repairs to be completed within specified timeframes (e.g., "Emergency Instruments" by next business day, "Urgent Instruments" by 5 business days).

• Contractor personnel must comply with HHSAR 304.1300(b) and obtain visitor's passes.

• The work environment is tobacco/smoke-free.

• Contractor personnel must contact the government designated point of contact upon arrival and adhere to premises regulations.

• Contractor shall not disclose any information concerning operations of the service units.

• Deliveries must be made before 4:15 pm; drivers need a valid ID.

• Contractor must provide a toll-free telephone number for service calls, answered 8:00 am to 4:30 pm, Monday through Friday.

• Contractor employees are subject to daily COVID-19 screening and may be denied entry if they fail.

• All changes to the SOW must be authorized and approved in writing by the Contracting Officer.

• Summary document with repair details for processed instruments.

• Coordination of delivery, installation, and training dates.

• A designated point of contact (POC) for coordination.

• Recommendations for instrument replacement.

• Checklist/delivery slip for returned instruments.

• Monthly progress reports (implied by monitoring and invoicing requirements).

Pawnee Indian Health Center, Lawton Indian Hospital, and Clinton Indian Health Center.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for BPA Stainless Steel Surgical Equipment Repairs/Sharpening. The government is procuring these services to support multiple Indian Health Service facilities.

• Stainless Steel Surgical Equipment Repairs/Sharpening services.

• Vendors must adhere to the attached Statement of Work (SOW) for specific requirements.

• All contractors must be registered in the System for Award Management (SAM).

• Contract Type: BPA (Blanket Purchase Agreement).

• Period of Performance: 04/01/2026 – 03/31/2031 (Five years).

• Estimated Value: Not explicitly stated, but pricing is evaluated cumulatively over five years.

• Submission Method: Electronic via email to misti.bussell@ihs.gov. No fax quotations accepted.

• Submission Deadline: Not explicitly stated, but quotes are due by the date specified in the RFQ.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA). Price is more important than other factors combined. Technical understanding of the SOW and planned execution, and Past Performance (3 references) will also be evaluated.

• This acquisition is 100% FULL AND OPEN SET-ASIDE.

• PSC: 6515, NAICS: 811210.

• Locations for service: Clinton Indian Health Center, El Reno Indian Health Center, Watonga Indian Health Center, Lawton Indian Hospital, Pawnee Indian Health Center.

• Required submissions include: Completed Price Schedule, Completed IEE Form, Technical Documentation, and Past Performance references.

• Key clauses incorporated by reference include FAR 52.212-4, 52.217-8, 52.217-9, and HHSAR 352.203-70.

Form / Attachment / Pricing Sheet

This document is a scheduled pricing list for dental handpieces and related repair services, as well as various surgical and dental instruments. Bidders should use this list to understand the types of items and potential costs associated with the opportunity.

• Dental Handpiece Repairs: Lists specific A-dec (W&H) dental handpiece models (e.g., LT Star SYNEA, WA-99LT, WA-56LT, TA-96LW) and associated repair services, often referencing specific serial numbers.
• Dental Air Motors: Includes listings for (W&H) Dental Air Motors with serial numbers.
• Surgical/Dental Instruments: Itemizes various instruments such as scissors (general, cast/bandage, serrated, delicate), osteotomes, curettes, elevators, rongeurs, forceps, clamps, skin hooks, needle holders, and miscellaneous quote items.
• Podiatry Items: Specific listings for podiatry-related miscellaneous items and extensive instrument labor.

This pricing list provides a detailed breakdown of items and services that may be required under the opportunity. Bidders should review this list to understand the scope of potential procurements, prepare their pricing strategies, and ensure their offerings align with the listed items and services.

Form / Attachment / Pricing Sheet

This document is the "Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm their status as an "Indian Economic Enterprise" (IEE) in accordance with the Buy Indian Act. This form is required in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Requirements: The enterprise must meet the definition of an "Indian Economic Enterprise" at the time of offer, contract award, and throughout the contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility, and awards may be subject to protest.
• Registration: Successful Offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is punishable under federal law.
• Representation Section: Offerors must indicate whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, DUNS Number, Certifying Signature, and Print Name.

Bidders must complete and submit this form to self-certify their eligibility as an Indian Economic Enterprise. Failure to properly complete or meet the requirements of this form may impact their ability to be considered for awards under the Buy Indian Act.

Form / Attachment / Pricing Sheet

This document establishes a Blanket Purchase Agreement (BPA) for surgical instruments, including repairs and maintenance services, with the Oklahoma City Area Services Units (Pawnee, Lawton, Clinton, El Reno, and Watonga Indian Health Centers).

• Supplies/Services: Surgical instruments, repairs, and maintenance.
• Term: Base Year from April 1, 2026, to March 31, 2031 (five years).
• Pricing: Refer to an attached scheduled pricing list. Any changes require mutual agreement.
• Government Obligation: Limited to authorized purchases made under the BPA.
• Individual Purchase Limit: Maximum of $250,000.00 per purchase.
• Authorized Individuals: Contracting Officers Edson Yellowfish, Shelton Bruce, and Krishna Harriman are authorized to place orders up to $250,000.00 each.
• Shipment Requirements: Delivery tickets or sales slips must include specific information (Contractor Name, Address, Phone, BPA Number, Date, Invoice Number, Itemized list, Quantity, Unit Price, Discounts). Deliveries are F.O.B. destination.
• Delivery Locations: Clinton Indian Health Center, El Reno Indian Health Center, Watonga Indian Health Center, Lawton Indian Hospital, and Pawnee Indian Health Center.
• Invoicing: Summary invoices are required at least monthly or upon BPA expiration. Specific invoice requirements are detailed, including contractor information, BPA number, invoice date, unique invoice number, order number, discount terms, item description, and amount. Invoices are to be submitted to the Oklahoma City Area Office Finance & Accounting Office or electronically via www.ipp.gov.
• Estimated Maximum Value: The government estimates purchases between $0.00 and a maximum of $1,250,000.00 over the BPA term.
• Tax Exemption: All purchases are tax-exempt as IHS is a Government entity.

This BPA outlines the terms and conditions for providing surgical instruments and related services to specific Indian Health Centers. Bidders should review the attached pricing schedule and understand the ordering, delivery, invoicing, and authorization procedures. The estimated maximum value and individual purchase limits provide an indication of the potential contract size. Vendor acceptance is required.