Dental Assistant and Dental Hygienist Services for the Red Lake Service Unit

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) that is attached to and incorporated into a contract (RFP:75H70526R00012). It outlines the terms and conditions under which a "business associate" must safeguard Protected Health Information (PHI) when performing functions, activities, or services for the Indian Health Service (IHS), the "covered entity."

• Authority: Establishes the requirement for the BAA under 45 C.F.R. § 164.502(e).
• Definitions: Defines key terms such as Business Associate, Covered Entity, HIPAA Rules, and Master Patient Index (MPI).
• Obligations of Business Associate: Details requirements for compliance with HIPAA Rules, safeguarding PHI (including electronic PHI), reporting unauthorized uses/disclosures and breaches, providing individual access to PHI, accounting for disclosures, amending PHI, and carrying out covered entity obligations.
• Permitted Uses and Disclosures: Specifies how the Business Associate may use or disclose PHI, generally requiring individual authorization or adherence to specific HIPAA regulations.
• Obligations of Covered Entity: Outlines the IHS's responsibilities, including providing privacy notices and notifying the Business Associate of limitations or changes.
• Termination: Defines the term of the agreement and conditions for termination, including obligations for PHI return or destruction upon termination.
• Indemnification: Addresses reimbursement for costs related to investigations or legal actions concerning HIPAA non-compliance.

Bidders responding to RFP:75H70526R00012 must understand and agree to the terms of this Business Associate Agreement. It dictates the responsibilities and limitations regarding the handling of Protected Health Information (PHI) throughout the contract performance period and upon termination. Compliance with this BAA is mandatory.

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) for Dental Services required by the Red Lake Service Unit. The procurement is set aside exclusively for 100% Indian Economic Enterprise (IEE). The anticipated award will be a Firm Fixed Price contract with a base period and four (4) one-year options.

• Submission of a complete proposal is required.

• Proposals must include specific items identified in the document.

• The Government intends to award without discussions, emphasizing the need for proposals to represent relevant experience, past performance, and price.

• Contract Type: Firm Fixed Price

• Period of Performance: Base period plus Four (4) One-year Options.

• Proposal Due Date: July 8, 2026, at 1:00 PM CT.

• Required Proposal Components:

  • Standard Form 1449 (Sections 12, 17, & 30)
  • Section B.1, Contract Administration Data
  • Section B.5, Schedule of Price/Costs
  • Section E. 52.212-2 Evaluation Past Performance and Price: Requires a word document with three (3) current and available references for past performance, including Contract Number, Total Dollar Amount, Point of Contact, Telephone number, and email address.
  • Verification of Contractor Registration in System for Award Management (SAM) at www.sam.gov.
  • Acknowledgment of Business Associate Agreement (Attachment 1).
  • Completed/Signed IEE Representation (Attachment 2).

• Proposals must be clear and legible.

• Proposals are to be submitted via email.

• This procurement is set aside for 100% Indian Economic Enterprise (IEE).

• The office is not responsible for incomplete email transmissions.

• Submitted documents are subject to the Privacy Act and become property of DHHS.

• Agency Contacts:

  • Mary Simon, Contract Specialist, Division of Acquisition Mgt. (mary.simon2@ihs.gov)
  • Jennifer Richardson, Contracting Officer, Division of Acquisition Mgt. (Jennifer.Richardson@ihs.gov)

Solicitation / RFP / RFQ

This solicitation is for Dental Assistant and Dental Hygienist Services for the Red Lake Service Unit (RLSU) of the Indian Health Service (IHS). The IHS provides health services to American Indians and Alaska Natives. RLSU requires contracted dental support personnel to address staffing shortages, increased patient demand, and ensure continuity of care. The contract will provide up to 2 Dental Assistants and 1 Dental Hygienist.

• Provide qualified Dental Assistants and Dental Hygienists on an as-needed basis to support clinical dental operations.

• Furnish all personnel, supervision, and administrative support.

• Dental Assistants must have a graduate of an accredited Dental Assisting program (preferred), current state certification (if required), and current Basic Life Support (BLS) certification. At least one year of clinical experience is required. Duties include assisting dentists, preparing/sterilizing instruments, taking radiographs, maintaining infection control, charting in EHR, and patient education.

• Dental Hygienists must have a graduate of an accredited Dental Hygiene program, Minnesota RDH license, current BLS certification, and a minimum of two years of clinical experience preferred. Duties include prophylaxis, scaling, root planing, oral health assessments, interpreting radiographs, providing preventive care, applying sealants/fluoride, and documenting care in EHR.

• Contractor personnel must meet credentialing and licensing requirements, with proof provided prior to assignment.

• Ensure compliance with infection control standards, OSHA, and HIPAA regulations.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Base year plus 4 option years. The base year is 12 months after award. Continuation is subject to funding availability and contractor performance.

• Estimated Value: Not explicitly stated in the provided pages, but the bid schedule outlines hours and hourly rates for pricing.

• Offers must be submitted by the exact time specified in the solicitation.

• Evaluation Factors: Past Performance (60%) and Price (40%). Past Performance combined with price is greater than price.

• Offerors must provide relevant past performance for similar services, including contracts, period of performance, and references.

• Key Deadlines: Offer Due Date/Local Time is 07/08/2026 at 1:00 PM CT.

• This acquisition is set aside for Small Business (100%).

• NAICS Code: 561320 (Temporary Help Services/Contract Staffing Services).

• Size Standard: Not explicitly stated, but implied to be for small businesses.

• Overtime is NOT authorized.

• Services are required Monday through Friday, 7:00 AM – 3:30 PM (CST), excluding federal holidays.

• Cultural competency with AI/AN populations and experience in rural/underserved settings are preferred.

• Background checks and fingerprints are required prior to start date.

• Invoicing and payment will be processed through the U.S. Department of the Treasury's Invoice Processing Platform (IPP).

• Fringe Benefits are required as per the occupational listing (Dental Assistant: $28.69, Dental Hygienist: $44.19).

Form / Attachment / Pricing Sheet

This document is the "Indian Economic Enterprise Representation Form" for the "Dental Assistant and Dental Hygienist Services" solicitation (Solicitation/Sources Sought/RFI #: 75H70526R00012). It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as per the Buy Indian Act.

• Eligibility Requirement: Offerors must self-certify whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.
• Continuous Eligibility: The enterprise must meet this definition at the time of offer, contract award, and throughout the contract performance period. Immediate notification to the Contracting Officer is required if eligibility is lost.
• Documentation: Contracting Officers may require documentation of eligibility before awarding set-aside or sole source contracts.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is punishable by law.
• Required Fields: Offerors must provide:
  • Name of Federally Recognized Tribal Entity (if applicable)
  • Name of the 51% owner of IEE Firm
  • Business Name
  • DUNS Number
  • Certifying Signature
  • Print Name

This form is critical for bidders responding to the "Dental Assistant and Dental Hygienist Services" opportunity. Bidders must accurately complete and submit this representation to self-certify their eligibility as an "Indian Economic Enterprise" to be considered for awards under the Buy Indian Act. Failure to meet or properly represent eligibility can lead to disqualification or penalties.