Attachment 4 - Brand Name Justification.pdf
PDF 211 KB Posted
- Solicitation number
- 75H71326Q00030
About this file
This is a Simplified Acquisition Justification for a federal procurement under $350,000 by the Department of Health and Human Services, Indian Health Service (IHS).
The Indian Health Service seeks to procure a Dental Panoramic X-Ray Unit from Planmeca through a sole-source acquisition using RFO FAR 12.102(a) procedures. The requisition number is IHS1520640, with a 12-month period of performance. The justification for sole-source procurement is based on proprietary drawings, specifications, engineering data, patents, and copyrights associated with Planmeca's Romexis software platform. The panoramic x-ray unit is required for comprehensive dental imaging to support diagnosis and treatment planning for impacted teeth, oral infections, bone loss, trauma, and other dental conditions. Planmeca is identified as the sole developer, owner, and authorized service provider for the Romexis software platform; all upgrades and implementation services rely on proprietary source code and licensed components that cannot be modified or serviced by third parties. Vendor-provided training will cover equipment operation, patient positioning, exposure procedures, and quality assurance. The IHS dental department has utilized Planmeca equipment for nearly 20 years, with all staff trained on the system. Procurement of an alternative brand would require staff retraining and software reconfiguration, disrupting patient care and access to dental services. Additionally, IHS must maintain patient panoramic x-ray records for 75 years within the Romexis system, making alternative imaging software procurement costly and operationally burdensome. The acquisition was certified by Michael J. McLaughlin, DDS (Chief Dental Officer), CDR Kenneth Stearns (Deputy Chief Executive Officer), and Contracting Officer Sheila Sells.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 3 - IHS IEE Representation Form.pdf | ||
| Attachment 1 - Schedule of Items Fillable.pdf | ||
| Attachment 2 - Specifications.docx | DOCX document |
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Text version
SIMPLIFIED ACQUISITION JUSTIFICATION
FOR ACQUISITIONS UNDER $350K
Activity: The Department of Health and Human Services, Indian Health Service (IHS) proposes to issue a purchase order on a basis of other than full and open competition for the following acquisition as implemented by RFO FAR 12.102(a).
1. Requisition#: IHS1520640
2. Description of Supplies or Services: Dental Panoramic X-Ray Unit
3. Period of Performance: 12 months
4. Estimated Value of Procurement:
5. Recommended Sources: Planmeca
6. Reason for Sole Source/Limited Sources/Expedited Processing:
[ ] Only one source (unique capabilities) [X] Proprietary drawings, specifications, and/or engineering data, patents, copyrights.
[ ] Brand Name essential to the Government’s needs.
[ ] Standardization Program supported by Agency Head Determination and Findings (D&F).
[ ] Unusual and Compelling Urgency [ ] Authorized or required by statute
a. Justification Narrative:
A panoramic dental x-ray unit is necessary for a dental practice because it provides a single comprehensive image of the teeth, jaws, supporting bone, and surrounding oral structures. This imaging capability is essential for diagnosis and treatment planning involving impacted teeth, oral infections, bone loss, trauma, extractions, and other dental or maxillofacial conditions. It also improves clinical efficiency by allowing providers to evaluate the entire dentition and related structures in one image when multiple intraoral radiographs would be insufficient or impractical.
Training for the new panoramic x-ray unit will be provided as part of the purchase and implementation of the unit. This training will include equipment operation, patient positioning, exposure procedures, and basic quality assurance to ensure safe and effective use by department personnel. Department staff are already familiar with and trained in the use of the associated Romexis software, and integration of the unit into the existing clinical workflow should be seamless.
Vendor-provided training will focus primarily on the operation of the new hardware.
Planmeca is the sole developer, owner, and authorized service provider for the Romexis software platform. All upgrade packages, and implementation services rely on proprietary source code, proprietary drivers, and licensed components that cannot be legally or technically modified, serviced, or upgraded by any third party. See A19 Screenshot 2026-03-16 134434 and A19 TERMS
AND CONDITIONS.
b. Impact to the Government if not awarded in accordance with the above: Planmeca has been utilized in the WOSU Dental Department for nearly 20 years. All Dental staff are trained in utilizing this system. Procurement of another brand would require downtime for staff training and software changes, which would greatly impact direct patient care and patient access to Dental. Furthermore, specialized panoramic x-ray software (Romexis) has been purchased, configured, and interfaced with the existing Planmeca panoramic x-ray unit. Procurement of another system would require
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