BPA for Surgical Items to include repairs & maintenance services

Form / Attachment / Pricing Sheet

This document establishes a Blanket Purchase Agreement (BPA) for surgical instruments, including repairs and maintenance services, exclusively with the Oklahoma City Area Services Units. It outlines the terms and conditions for placing orders under this agreement.

• Agreement Type: Blanket Purchase Agreement (BPA) pursuant to FAR 13.303.
• Supplies/Services: Surgical instruments, including repairs and maintenance services.
• Term: Base Year from 06/01/2026 to 05/31/2031 (five years).
• Pricing: Refer to attached scheduled pricing lists 1 & 2. Any subsequent pricing changes require mutual agreement.
• Government Obligation: Limited to authorized purchases actually made.
• Individual Purchase Limit: Not to exceed $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.
• Delivery Requirements: Shipments must include specific information on delivery tickets/sales slips. Deliveries are F.O.B. destination to specified Indian Health Centers.
• Invoicing: Summary invoices are required monthly or upon BPA expiration. Specific invoice requirements are detailed, including submission to the Oklahoma City Area Office Finance & Accounting Office or via electronic submission per HHSAR 352.232-71.
• Estimated Volume: Government estimates purchases between $0.00 and a maximum of $1,250,000.00.
• Funds Obligated: This BPA does not obligate any funds.
• Order Placement: Orders can be placed via telephone, fax, or on-line.
• Tax Exemption: All purchases are tax-exempt as IHS is a Government entity.

This document is crucial for vendors interested in supplying surgical instruments, repairs, and maintenance services to the specified Indian Health Centers. It details the ordering process, pricing structure, delivery locations, invoicing procedures, and the overall terms and conditions of the BPA. Bidders must review the attached pricing lists and understand the ordering and invoicing requirements to participate effectively.

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 to minimize malfunctions.

• Provide sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, and replacing parts for various surgical instruments and operating room procedural instrument trays.

• Includes etching of instruments with stencils provided by IHS.

• Instruments must be maintained in compliance with manufacturer specifications and ANSI-AAMI standards.

• Contractor must provide a mobile repair unit with necessary equipment.

• Onsite repair services are required, with a maximum travel time of 3 hours from the contractor's location.

• Repair of 10-15 sets per visit is expected.

• Specific instrument types include dental handpieces, air motors, scissors, osteotomes, curettes, elevators, rongeurs, forceps, clamps, skin hooks, dental instruments, and needle holders.

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

• Finish of surgical instruments must meet IHS specifications.

• Instrument part numbers and catalog numbers must be preserved.

• "Emergency Instruments" require next-business-day service; "Urgent Instruments" require service within 5 business days.

• Contractor must provide a summary document with date of repair, instrument type, type of repair, and cost for processed instruments.

• Period of Performance: Five Years BPA

• Locations for pickup and return: Clinton Indian Health Center, El Reno Indian Health Center, Watonga Indian Health Center, Lawton Indian Hospital, Anadarko Indian Health Center, Carnegie Indian Health, and Pawnee Indian Health Center.

• Contractor personnel must comply with IHS security clearance and visitor policies.

• The work environment is tobacco/smoke-free.

• Contractor personnel must wear visible identification.

• Contractor must not disclose information concerning IHS operations.

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

• COVID-19 screening protocols must be followed for entry into CIH facilities.

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

Form / Attachment / Pricing Sheet

This document is a scheduled pricing list for "Instrument Management Services." It details various service categories and specific "items" (instrument models or types) with associated "descriptions" of the service to be performed. Bidders can use this list to understand the pricing structure for potential instrument repair or maintenance services.

• Category: Broad classification of instruments (e.g., MOBILE VAN).
• Item: Specific instrument model or type (e.g., SC.ONL2191).
• Description: Detailed explanation of the service provided for the item, often including inspection, cleaning, lubrication, adjustment, sharpening, and repair of specific components.
• Price: A column for pricing, which is left blank in this document, indicating it may be a reference or a template for future pricing.

This pricing list is crucial for bidders to understand the cost structure associated with instrument management services. It outlines the types of services offered and the specific instruments they apply to, enabling potential vendors to assess the scope and pricing of their proposed services if this opportunity involves instrument repair, maintenance, or refurbishment.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for BPA Stainless Steel Surgical Equipment Repairs/Sharpening. The acquisition is 100% Full and Open.

• BPA Stainless Steel Surgical Equipment Repairs/Sharpening services.

• Vendors must provide completed Price Schedule, IEE Form, technical documentation, and past performance references.

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

• Contract Type: BPA (Blanket Purchase Agreement)

• Period of Performance: 06/01/2026 – 05/31/2031 (Five Years)

• Locations: Services required at multiple Indian Health Centers across Oklahoma (Clinton, El Reno, Watonga, Lawton, Anadarko, Carnegie, Pawnee).

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

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

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA). Price is more important than other factors combined.

  • Price: Evaluated based on a cumulative total of Schedule Pricing List 1 and the first 100 items of Schedule Pricing 2, compared against the government's Independent Government Cost Estimate (IGCE).
  • Technical: Evaluated based on understanding of the Statement of Work and planned execution.
  • Past Performance: Requires 3 references of similar work.

• This acquisition is 100% FULL AND OPEN.

• Vendors must price ALL items on both Schedule Price List 1 and 2, even though only a portion will be used for evaluation.

• Additional documents needed to determine ability to meet technical requirements must be submitted.

• Specific provisions and clauses (FAR and HHSAR) are incorporated by reference and apply to this solicitation.

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 they meet the definition of an "Indian Economic Enterprise" (IEE) as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Requirements: The enterprise must meet the IEE definition at the time of offer, contract award, and throughout the contract performance period. Any change in eligibility requires immediate written notification to the Contracting Officer.
• Documentation: Contracting Officers may request documentation of eligibility before awarding Buy Indian Act contracts. Awards may be subject to protest if eligibility is questioned.
• Registration: Successful Offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.
• Representation Section: Bidders must indicate whether they do or do not 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.

This form is critical for any bidder seeking to be considered for opportunities designated under the Buy Indian Act. Bidders must accurately complete this form to self-certify their eligibility and provide the necessary information to demonstrate compliance with the Buy Indian Act requirements. Failure to meet these requirements or accurately represent the business's status can lead to disqualification or penalties.

Form / Attachment / Pricing Sheet

This document is a scheduled pricing list for various dental handpieces, repair services, and surgical instruments. Bidders should use this document to understand the types of items and potential services that may be procured under this opportunity, and potentially to inform their pricing strategies if required to submit detailed pricing.

• Item Descriptions: Lists specific dental handpieces (e.g., LT Star SYNEA Slow Speed Handpiece, A-dec (W&H) Dental Handpiece Repair) and various surgical instruments (e.g., SCISSORS, FORCEPS, CURETTES).
• Item Numbers: Unique identifiers for each item or category (e.g., WA-99, 1001-00, MOBILE VAN SC.ONL1301).
• Serial Numbers: Specific serial numbers are listed for some handpiece repair items.
• Service Levels: For some instrument categories (e.g., MOBILE VAN SC.ONL1301), different service levels (e.g., LEVEL 1, LEVEL 2) are indicated, often with descriptions of inspection and cleaning processes.

This pricing list provides a detailed breakdown of specific dental equipment and instruments, as well as associated repair and inspection services. Bidders should review this list to ascertain the scope of potential procurements related to these items and to prepare their pricing proposals accurately if required by the solicitation.