Dental Equipment Preventative Maintenance (PM) Services at the Northern Cheyenne Service Unit, Lame Deer, Montana.

Sources Sought Notice

This notice is to identify potential sources for Indian Small Business Economic Enterprises (ISBEEs), Indian Economic Enterprises (IEE), and other vendors capable of performing electronic and precision equipment repair and maintenance services for the Indian Health Service (IHS). The IHS intends to use the Buy Indian Act authority to give preference to Indian Economic Enterprises (IEE) for this requirement, if authorized and practicable.

• Preventive maintenance, inspection, testing, and minor repair services for Government-owned dental equipment.

• Services must be performed in accordance with Original Equipment Manufacturer (OEM) specifications and recommendations.

• Contractor must be authorized or certified to service specific OEM dental equipment (e.g., A-dec, Dentsply, Cavitron).

• Qualified technicians trained to service dental equipment are required.

• OEM or OEM-equivalent replacement parts must be furnished.

• Written service reports documenting maintenance, equipment condition, deficiencies, parts replaced, and corrective actions are required within ten (10) business days of each service visit.

• Emergency repair services must have a response time of no more than 48 hours after notification.

• No remote connectivity is permitted.

• Covered equipment includes dental chairs, delivery units, overhead lights, ultrasonic scalers, sterilizers, x-ray equipment, cone beam CT/panoramic imaging equipment, vacuum systems, compressors, and suction systems.

• NAICS Code: 811210 - Electronic and Precision Equipment Repair and Maintenance

• Size Standard: $47.0

• Duration: One (1) Base Year with Four (4) Option Year Periods.

• Place of Performance: Northern Cheyenne Service Unit, 420 North Cheyenne Ave, Lame Deer, MT 59043.

• Work Schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m. Mountain Time, excluding Federal Holidays. Preventive maintenance services shall be performed quarterly.

• Interested parties capable of performing the services should submit a capability statement.

• Responses must demonstrate the company's capability, experience, and ability to provide the services.

• Specific requirements for the capability statement include:

  • Minimum of five (5) years of experience in preventive maintenance and repair of dental equipment.
  • Documentation of authorization, certification, or training for OEM dental equipment.
  • Capability statement describing ability to perform all required services.
  • List of current or previous contracts (last 5 years) for similar services, including customer name, period of performance, and service description.
  • Demonstration of ability to provide qualified technicians and OEM/OEM-equivalent parts.
  • Demonstration of ability to provide on-site service and emergency response.
  • Demonstration of how the company will receive at least 51% of the earnings from the contract (and how this applies to partnerships/subcontractors).
  • Demonstration of management and daily operations being controlled by one or more individuals who are Indians.

• Submission Deadline: June 26, 2026, at 4:00 p.m. (MST).

• Submission Method: Email to Clarette.Yellowrobe@ihs.gov.

• Include a copy of the Buy Indian Act Indian Economic Enterprise Representation Form.

• Preference will be given to Indian Economic Enterprises (IEE) under the Buy Indian Act.

• ISBEEs are highly encouraged to respond.

• The definition of an Indian Economic Enterprise (IEE) requires that Indians or Indian Tribes, together, own at least 51% of the enterprise and receive at least 51% of the earnings from the contract, with management and daily business operations controlled by one or more Indians.

• This is a Sources Sought notice, not a solicitation for proposals.

• Responses will assist in determining the acquisition strategy.

• Sources Sought ID: 75H70926BAO_058SS.

Statement of Work (SOW)

To ensure continuous, safe, and effective operation of clinical dental services by providing preventive maintenance (PM), inspection, testing, and minor repair services for dental equipment at the Northern Cheyenne Service Unit.

• Perform PM, inspection, testing, and minor repairs on dental equipment, including but not limited to A-dec, Dentsply, and Cavitron systems.

• Services must adhere to original equipment manufacturer (OEM) specifications.

• Ensure equipment remains fully operational and compliant with manufacturer and regulatory standards.

• Contractor must be authorized or certified to service OEM equipment and use OEM-compliant parts.

• PM services to be performed quarterly or as per manufacturer's instructions.

• Service reports to be submitted within 10 business days of service completion.

• Emergency repair response time within 48 hours unless otherwise coordinated.

• Place of Performance: Northern Cheyenne Service Unit, 420 N. Cheyenne Ave, Lame Deer, MT 59043.

• Period of Performance: One-year base period plus four one-year option periods.

• Contractor must be authorized or certified to service specified OEM equipment.

• Services to be performed during normal business hours (Monday-Friday, 8:00 am – 4:30 pm Mountain Time), except for Federal Holidays. After-hours services require preauthorization.

• No remote connectivity will be required or allowed.

• Contractor shall coordinate all services with the designated Technical Point of Contact (TPOC).

• OSHA Standards (29 CFR 1910)

• CDC Guidelines for Infection Control in Dental Health-Care Settings

• Joint Commission accreditation standards

• Manufacturer Operation & Maintenance Manuals (A-dec, Dentsply, Cavitron)

• NCSU Infection Control Policy

• NCSU Quality Control of Sterilized Items Policy

A detailed inventory of dental equipment to be serviced is provided, including Category, Unit/Description, Model #, and Serial # for various sterilizers, ultrasonic units, X-ray arms, suction units, radiology equipment, dental chairs, and overhead lights.

Form / Attachment / Pricing Sheet

This document is the Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form. It is used by offerors to self-certify their eligibility as an "Indian Economic Enterprise" in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation, and for resultant contracts.

• Requires the offeror to represent whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership" under the Buy Indian Act.

• Includes fields for the Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, and UEI SAM Number.

• Requires a Certifying Signature and Print Name.

• Bidders must complete and submit this form to self-certify their status as an Indian Economic Enterprise.

• Eligibility must be maintained throughout the offer, award, and contract performance periods.

• Failure to meet eligibility requirements requires immediate notification to the Contracting Officer.

• Individual Contracting Officers may require documentation of eligibility.

• False or misleading information is subject to legal penalties.

• Successful offerors must be registered with the System of Award Management (SAM).