Statement of Work Final.docx

SOLICITATION NO. 75H71326Q00026

Dental Vacuum and Compressor System Acquisition and Installation Warm Springs Service Unit Dental Statement of Work

1. Introduction:

The Warm Springs Service Unit (WSSU) requires the emergency replacement, procurement, and installation of a new dental vacuum and compressor system to support its Dental Department, as the existing unit can no longer be used and has resulted in an immediate disruption to patient care. These systems are essential for routine dental procedures, providing necessary suction and compressed air to maintain a safe and functional clinical environment. This emergency action is necessary to restore services, minimize interruptions in dental care, protect patient safety, and ensure continued efficient and compliant clinic operations.

2. Background:

The Warm Springs Service Unit (WSSU) requires the emergency replacement, procurement, and installation of a new dental vacuum and compressor system to support its Dental Department, as the existing units can no longer be used due to significant performance degradation and loss of reliability. The current equipment includes Hitachi air compressors (Model 105OU-9.5CGH / 1.5OU-9.5CGH) and Bison dental vacuum systems (Model 818E), both of which have failed and are no longer operational. These systems are essential for supporting dental equipment and maintaining proper clinical functionality during patient care. The current condition creates an immediate risk of operational failure, resulting in disruptions to services and reduced access to care. Continued reliance on the existing equipment is not sustainable and increases the likelihood of prolonged downtime. This emergency acquisition, which includes delivery, removal of existing equipment, installation, and operational verification of the new system, is necessary to restore dependable operations, protect patient safety, and prevent further disruption to clinical services.

3. Scope:

The contractor shall provide dental vacuum and compressor systems, including delivery, removal of existing equipment, installation, and operational verification.

The contractor shall provide all labor, supervision, materials, equipment, tools, supplies, and transportation necessary to successfully deliver and install the systems. Installation shall include coordination with a vendor representative, certified electrician, and plumber to ensure proper setup and functionality of the equipment.

The contractor shall:

· Remove and properly dispose of existing dental vacuum and compressor equipment at WSSU.

· Furnish and deliver new dental vacuum and compressor systems.

· Install all required interface control assemblies and ancillary components.

· Calibrate and test the systems to ensure proper suction and compressed air performance.

· Ensure all systems meet manufacturer specifications and performance standards.

· Provide on-site training for clinic staff on operation, basic troubleshooting, and maintenance.

· Provide warranty documentation and user manuals coverage and user manuals for all installed equipment.

· Coordinate all installations activities with Government personnel to minimize disruption to patient care.

4. Specific Tasks or Specification.

Dental Vacuum System (Brand Name or Equal)

· Units:

· AERAS 10-10-user capacity 230V,3HP or equal

· AERAS 12-12-user capacity, 230V, 3HP or equal

· Suction Performance: Maintain vacuum pressure within manufacturer specifications at full load

· Interface: Compatible with existing dental operatories and centralized vacuum piping systems.

· Operation: Continuous duty, oil-free technology suitable for clinical environments

· Integration: Compatible with interface control assemblies for automated operation

· Centralized vacuum pipping system

· Continuous duty

Compressor System

· Type: Oil-free dental air compressor

· Air output: Continuous compressed air supply at required PSI and flow rate for multiple operatories.

· Air quality: Dry, oil-free, and suitable for clinical dental equipment

· Noise Level: Within manufacturer allowable operating limits

Installation & Operational Requirements

· Provide certified electricians and a licensed plumber for systems connections

· Removal and disposal of existing equipment in accordance with local regulations

· Install systems in accordance with manufacturer specifications and applicable electrical and plumbing codes

· Perform system startup, calibration, and operational testing

· Verify proper suction, airflow, and system functionality

· Ensuring integration with existing clinic infrastructure

Shipping & Delivery

· Delivery: Semi-truck freight to designated clinic location

· Coordinate delivery with Government POC at least 72 hours in advance

· Ensure proper placement, connection, and secure installation of all components

5. Healthcare Facility Installation Coordination & Infection Control:

All work shall be coordinated to minimize disruption to patient care operations.

The contractor shall comply with all Infection Control Risk Assessment (ICRA) procedures established by the facility, including:

· Use of dust containment measures during installation

· Prevention contamination in patient care areas

· Use of barriers or containment methods as required

· Daily cleaning of work areas and removal of debris

· Compliance with facility PPE and infection control protocols

· Maintenance of safe and secure work areas at the end of each workday

6. Security Requirements.

6.1 Facility Access:

All contractor personnel shall check in daily as visitors with front desk administration office. Contractor personnel shall comply with all facility access, identification, and security protocols.

6.2 Information Security:

Any digital or electronic components associated with the systems shall be accessed only by authorized personnel. Contractor personnel shall comply with all facility IT and security policies. Use of identification credentials may be required.

7. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work.

· Routine maintenance and service contracts

· Replacement or upgrade of components

· System calibration or performance verification

· Optional expansion of equipment or additional units

c. Risk Control:

The contractor shall coordinate with manufacturer support to ensure timely resolution of system issues. Pre-installation coordination and proper planning shall be conducted to minimize integration issues and operational downtime

d. Inspection and Acceptance Criteria.

Inspection shall be conducted at the time of delivery and after installation by the Contracting Officer’s Representative (COR) or designated receiving personnel. The Contractor shall provide final inspection and testing report upon completion, including documentation of calibration, system performance, and training completion.

8. Government Furnished Property/ Government Furnished Equipment:

The Government will provide:

· Access to the facility, installation site, and workspace

· Necessary utilities (power, space, environmental conditions)

· Access to existing electrical and plumbing infrastructure

· Designation of a Contracting Officer’s Representative (COR)

9. Place of Performance / Delivery Address.

10. Period of Performance:

The period of performance will begin on the date of award and continue through delivery, removal of the existing equipment, installation, and final system acceptance. Due to the urgent need to restore dental services, the work is expected to be completed within a short timeframe, with an estimated completion period of up to thirty (30) calendar days and a target of fifteen (15) calendar days from the date of award. This expedited timeline is critical to avoid further delays in providing patient care, as the current system is no longer operational and has already disrupted services. Prompt completion will help ensure that dental procedures can safely resume and that patients regain timely access to care. Following installation and acceptance, warranty coverage, support services, and any applicable maintenance will be required for one (1) year to ensure the system remains reliable, minimize the risk of future downtime, and support continued safe and efficient clinical operations.

11. Performance Requirements:

All work shall comply with manufacturer specifications, OSHA Safety requirements, and all applicable federal, state, and local electrical and plumbing codes.

(End of Statement of Work)