A1_Statement of Work (SOW).pdf

Statement of Work (SOW)

1. PROJECT TITLE: Preventive Maintenance Services for Dental Equipment

2. BACKGROUND/PURPOSE: The Northern Cheyenne Service Unit requires preventive maintenance (PM) and minor repair services for dental equipment to ensure continuous, safe, and effective operation of clinical dental services. The dental program supports direct patient care and must maintain equipment in accordance with manufacturer recommendations, accreditation standards, and infection control requirements.

3. SCOPE: The Contractor shall provide preventive maintenance, inspection, testing, and minor repair services for dental equipment located at the Northern Cheyenne Service

Unit. Services shall be performed in accordance with original equipment manufacturer

(OEM) specifications for equipment including, but not limited to, A-dec, Dentsply, and

Cavitron systems.

The objective is to ensure all dental equipment remains fully operational, compliant with manufacturer and regulatory standards, and minimizes downtime impacting patient care.

The Contractor must be authorized or certified to service OEM equipment and provide qualified technicians and OEM-compliant parts.

4. APPLICABLE DOCUMENTS:

a. OSHA Standards (29 CFR 1910) – Occupational Safety and Health

b. CDC Guidelines for Infection Control in Dental Health-Care Settings

c. Joint Commission accreditation standards

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

e. NCSU Infection Control Policy

f. NCSU Quality Control of Sterilized Items Policy

5. TASKS: The Contractor shall provide:

Task 1 – Preventive Maintenance Services

• The Contractor shall perform scheduled preventive maintenance on all covered dental equipment in accordance with the applicable Original

Equipment Manufacturer (OEM) recommendations. Preventive maintenance shall be performed at the frequency specified by the manufacturer for each individual piece of equipment (e.g., quarterly, semiannually, annually, or other recommended interval). Services include inspection, calibration, lubrication, adjustments, and functional testing.

• Within 30 days of contract award, the Contractor shall provide a preventive maintenance schedule identifying the planned service frequency for each covered piece of equipment based on OEM recommendations.

Task 2 – Inspection and Compliance

The Contractor shall inspect equipment to ensure compliance with safety, infection control, and operational standards. The Contractor shall identify deficiencies and recommend corrective actions.

Task 3 – Minor Repairs and Parts Replacement

• The Contractor shall perform minor repairs necessary to restore covered equipment to normal operating condition during scheduled preventive maintenance visits or authorized service calls. Minor repairs include adjustment, tightening, lubrication, calibration, and replacement of routine minor repair parts and standard wear items, including tubing, O-rings, seals, fuses, filters, bulbs, switches, handles, drawer slides, hinges, latches, mounting hardware, and similar components that do not require major disassembly or replacement of major assemblies. Labor associated with these minor repairs and routine minor repair parts and standard wear items shall be included in the Contractor's firm-fixed price.

• Special-order parts and major replacement components are not included in the firm-fixed price under this contract. Examples may include compressors, vacuum pumps, motors, circuit boards, X-ray tubes, and other major equipment assemblies. When the Contractor determines that a special-order part or major replacement component is required, the Contractor shall identify the equipment deficiency and provide the Government sufficient information regarding the recommended replacement part or component. The major replacement part and all costs associated with its subsequent installation, including technician labor, service-call charges, travel time, mileage, transportation, and other associated costs, will be acquired separately by the Government through an authorized acquisition method and are outside the scope and pricing of this contract.

• Parts furnished under this contract shall be OEM or OEM-equivalent and compatible with the equipment being serviced and shall not adversely affect applicable manufacturer warranties, equipment safety requirements, or OEM servicing requirements. The determination of whether OEM-equivalent parts are appropriate will be made by the certified technician performing the repair.

• Minor maintenance and replacement of standard wear components associated with dental cabinetry and delivery units, including hinges, drawer slides, latches, handles, mounting hardware, and utility access panels, are included in the firm-fixed price. Structural cabinetry repairs, countertops, finish work, and replacement of complete cabinetry are excluded from this requirement.

Task 4 – OEM Authorization Requirement

The Contractor shall be authorized or certified to service (but not limited to) A-dec, Dentsply, and Cavitron equipment. Documentation of authorization shall be provided upon request. Services must comply with manufacturer warranty and servicing requirements.

Task 5 – Service Documentation and Reporting

The Contractor shall provide service reports for each visit. Reports shall be submitted to the Government within 10 business days of service completion. The

Contractor is not required to use a Government-provided service report format. At a minimum, documentation and/or invoices shall include:

• Date of service

• Equipment serviced

• Services performed

• Parts replaced

• Recommended future maintenance or repairs

Task 6 – Emergency/Unscheduled Service Calls

The Contractor shall be capable of having a qualified technician onsite within 48 hours of

Government notification when an equipment failure significantly impacts clinical operations, such as failure of a compressor or other service-dependent equipment.

For pricing purposes, the Government estimates four (4) emergency/unscheduled service calls per year. Historically, emergency service calls have occurred approximately two (2) times per year; however, four (4) calls per year are estimated to account for potential variability and additional unforeseen equipment failures. This quantity is an estimate for pricing purposes and does not guarantee that the Government will require four emergency service calls in any contract year.

The firm-fixed price for each emergency/unscheduled service call shall include all costs necessary for the Contractor to respond onsite, including service-call charges, technician labor for diagnosis and troubleshooting, travel time, mileage, transportation, and other associated costs necessary to evaluate the equipment and perform minor repairs within the scope of this contract.

Once onsite, the Contractor shall diagnose and troubleshoot the equipment failure and perform repairs that are within the scope of this contract. Routine minor repair parts and standard wear items identified under Task 3 shall be included in accordance with the contract requirements.

If diagnosis determines that a special-order part or major replacement component is required, the Contractor shall document the deficiency and provide the Government sufficient information regarding the recommended corrective action. The major replacement part and any subsequent service call, travel, labor, and installation required to install the major component will be acquired separately by the Government through an authorized acquisition method and are not included in the pricing of this contract.

Task 7 – Coordination with Government Personnel

The Contractor shall coordinate all services with the designated Technical Point of Contact (TPOC) to minimize disruption to clinical operations.

6. REQUIREMENTS:

a. No remote connectivity will be required or allowed for the completion of required services.

7. DELIVERABLES AND DELIVERY SCHEDULE:

a. The initial preventive maintenance for all covered equipment shall be completed within 30 days of contract award. Thereafter, preventive maintenance shall be performed at the frequency recommended by the applicable OEM for each piece of equipment.

b. Services are to be completed during normal business hours. Monday – Friday

8:00 am – 4:30 pm Mountain Time except for Federal Holidays. Any after-hours services will require preauthorization by the Technical Point of Contact, COR or

CO.

c. Service Reports are to be submitted within 10 business days after each service visit.

d. Repair Services: Completed within mutually agreed timeframe based on severity

e. Emergency Service Response: Qualified technician onsite within 48 hours of

Government notification.

f. The Dental Technical Point of Contact (TPOC) will verify that the serviced equipment is functioning properly following maintenance or repair. Payment will be made only for satisfactorily completed services.

8. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: The Government will provide access to all dental equipment, facility space, and relevant equipment inventories necessary to perform services. The Government will also provide access to equipment maintenance records, if available. All Government-furnished property shall be used solely for contract performance.

9. PLACE OF PERFORMANCE: Northern Cheyenne Service Unit, 420 North Cheyenne

Avenue, Lame Deer, Montana 59043.

10. PERIOD OF PERFORMANCE: The period of performance is for a one-year base period plus four one-year option periods.

11. SECURITY: N/A

12. DENTAL EQUIPMENT INVENTORY TO BE SERVICED:

Dental Equipment Inventory

Category Unit /

Description Model # Serial # Notes

M11 Sterilizer

#1 9A259001 V1918649

M11 Sterilizer

#2 9A259001 V1918648

M11 Sterilizer

#3 M11-042 V2730215

M11 Sterilizer

#4 M11-042 V2730219

Ultrasonic Small H Schein 741 15034 - 151125

Ultrasonic Large ESMA E889 88935 X-Ray Arm A 537 F37601 X-Ray Arm B-C 537 F37606 X-Ray Arm D-E 537 F37413 X-Ray Arm F-G 537 F3715 X-Ray Arm H-I 537 F37602 X-Ray Arm J-K 537 F37604 Pro Clean Suction

1 PC2800 2020938

Pro Clean Suction

2 PC2800 20201952

Pro Clean Suction

3 PC2800 20201937

Pro Clean Suction

4 PC2800 20201935

Pro Clean Suction

5 PC2800 20201955

Pro Clean Suction

6 PC2800 20201633

Pro Clean Suction

7 PC2800 20201710

Pro Clean Suction

8 PC2800 20203376

Pro Clean Suction

9 PC2800 20203370

Pro Clean Suction

10 PC2800 20203355

Vacuum and Compressor

Ramvac Bison 5 818E.1050.1

BN2004136

Unit /

Description Model # Serial # Notes

Vacuum and Compressor

BeaconMedaes 4107106801 HOP352683 Located in the Maintenance Department

Vacuum and Compressor

RAMVAC Osprey OSP 285 CR1603156 Located in the Maintenance Department

Vacuum and Compressor

Acadia Air Techniques A1250

Amalgam Separator

Additional Equipment

Cabinetry Components

N/A N/A

Minor cabinetry hardware (hinges, drawer slides, latches, handles);

excludes structural repairs.

Radiology Equip

Cone Beam CT / Pano Machine

Orthopantomograph OP 3D Type: PCX-1

DB2419655

Dentsply Rotary and Reciprocation Drive

AEU-27T

EMT1662017-

Dentsply Rotary and Reciprocation Drive

AEU-27T

EMT1662017-

Ultrasonic Scaler

Cavitron Plus GEN131 G131-30461

Ultrasonic Scaler

Cavitron Plus GEN-136 G136-26402

Ultrasonic Scaler

Cavitron Plus GEN-136 G136-36503

Dental Chair

Operatory A 511A 19H511- A16658

Dental Chair

Operatory B 511A

A16583

Operatory C 511A 17j511- A14357

Operatory D 511A

17J511- A13288

Description Model # Serial # Notes

Dental Chair

Operatory E 511A

A13276

Operatory F 511A

A13301

Operatory G 511A

A15256

Operatory H 511A

A16577

Operatory I 511A

A15222

Operatory J 511A

A16639

Operatory K 511A

A15237

Operatory L 511A

A16671

Operatory M 511A

A15210

Overhead Light

Operatory A 572L 19H572L- A16356

Operatory B 572L

A16359

Operatory C 575L

171575L- A18250

Operatory D 575L

A18244

Operatory E 575L

A11891

Operatory F 575L

17J575L- A18260

Operatory G 575L

A10877

Operatory H 572L

A16369

Operatory I 575L

A10883

Operatory J 572L

A16374

Operatory K 575L

A12897

Operatory L 572L

A16378

Description Model # Serial # Notes

Overhead Light

Operatory M 575L

A10907

Delivery Unit/Table

Operatory A 4635 A954473

Delivery Unit/Table

Operatory B 4635 A954467

Delivery Unit/Table

Operatory C 4635 A954470

Delivery Unit/Table

Operatory D 4635 A954466

Delivery Unit/Table

Operatory E 4635 A954468

Delivery Unit/Table

Operatory F 4635 A954465

Delivery Unit/Table

Operatory G 4635 A954461

Delivery Unit/Table

Operatory H 4635 A954462

Delivery Unit/Table

Operatory I 4635 A954464

Delivery Unit/Table

Operatory J 4635 A954469

Delivery Unit/Table

Operatory K 4635 A954471

Delivery Unit/Table

Operatory L 4635 A954463

Delivery Unit/Table

Operatory M 4635 A954472

Intra Oral Scanner

MEDIT i700

MD-IS0300 BF2403100247

Intra Oral Scanner

MEDIT i700

MD-IS0300 BF2403100248

Intra Oral Scanner

MEDIT i700

MD-IS0300 BF2403100233

Printer NextDent 3D printer for Intra Oral Scanners

NextDent 5100 10801565106