Attachment 1_PWS_Area_Wide_EDR_REVIEWED.pdf

PERFORMANCE WORK STATEMENT

Dentrix Enterprise Electronic Dental Record (EDR) services - PAIHS

1. DESCRIPTION: The purpose of this contract is to provide continued area-wide access to Dentrix

Enterprise Electronic Dental Record (EDR) services, software maintenance, and technical support. The system shall support essential dental clinic operations, including the creation and storage of patient clinical notes, appointment scheduling, clinical workflow management, treatment planning, dental charting, imaging integration, billing report generation, and the storage, maintenance, and retrieval of legacy dental records. The Contractor shall provide ongoing software support and maintenance necessary to maintain system functionality, support continuity of dental services, and minimize disruptions to clinical operations.

2. LOCATION(S): The contractor will provide area-wide support to seven service units.

3. PERIOD OF PERFORMANCE:

The Government anticipates establishing an area-wide ordering vehicle with an ordering period specified in the solicitation. Requirements for each of the seven Service Units (SUs) will be solicited and ordered separately, with each individual call/order identifying the applicable SU and location, required services, pricing, and period of performance (POP).

The Government intends to align the period of performance and option-year dates across all service locations, to the extent practicable. Any differences in start dates or period of performance among service locations shall be identified in the applicable contract documentation.

4. AT A MINIMUM, THE CONTRACTOR SHALL PROVIDE THE FOLLOWING:

• Annual Help Desk Support: Provide annual help desk support for Dentrix Enterprise, including assistance with troubleshooting, software functionality, and resolution of reported issues.

• Software Updates and Releases: Provide all software updates, patches, and new releases of Dentrix

Enterprise made available during the period of performance and covered under the applicable software agreement. The Contractor shall identify any installation requirements and compatibility considerations associated with each update or release.

• Replacement of Covered Software Components: Provide replacement options for covered software components, in accordance with the applicable software agreement and warranty or support terms.

• Remote and Telephone Technical Support: Provide remote and telephone technical support, as needed, during normal clinic operating hours, Monday through Friday, 6:00 a.m. to 6:00 p.m.

Mountain Standard Time (MST).

• User Support: Provide technical and functional assistance to all authorized Service Unit users, including dental providers, clinic staff, and contract dental coders. Support shall address clinical documentation, appointment scheduling, clinic management, billing reports, and access to legacy data.

• Technical Issue Resolution and Coordination: Assist with identifying, troubleshooting, and resolving technical issues related to Dentrix Enterprise. The Contractor shall coordinate support activities with the designated Service Unit Technical Point of Contact (TPOC) and communicate issue status, recommended corrective actions, and resolution.

• Software Update Coordination: Coordinate planned software updates, patches, and new releases with the TPOC before installation. Installation activities, when required and included in the scope of work, shall be scheduled and performed in accordance with Government approval and applicable operational requirements.

Services Responsibilities

Clinical documentation

The Contractor shall provide and maintain Dentrix Enterprise functionality that enables authorized users to create, electronically sign, and store dental clinical documentation for each patient encounter. Documentation shall include, as applicable, medical and dental histories, clinical notes, odontograms, treatment plans, diagnoses, and completed dental procedures.

Patient scheduling The Contractor shall provide and maintain Dentrix Enterprise functionality that enables authorized users to schedule and manage dental appointments and provider schedules.

Clinic management

The Contractor shall provide and maintain Dentrix Enterprise functionality to support daily dental clinic operations and workflows, enabling authorized dental providers and clinical staff to accurately and consistently document examinations, diagnoses, treatment recommendations, procedures performed, and follow-up care.

Coding & billing reports

The Contractor shall provide and maintain Dentrix Enterprise functionality that enables authorized users to access clinical and operational reports to support patient care coordination, workload monitoring, quality assurance, and required administrative reporting.

Legacy data

The Contractor shall provide and maintain Dentrix Enterprise functionality to ensure historical dental records are securely stored, protected from unauthorized access, and retrievable by authorized users as needed.

Treatment Planning and

Dental Charting:

The Contractor shall provide and maintain Dentrix Enterprise functionality to support electronic dental charting, treatment planning, procedure documentation, and tracking of completed and outstanding dental treatments.

Imaging and Supporting

Documentation

The Contractor shall maintain Dentrix Enterprise compatibility with existing dental imaging systems, digital radiography systems, and other Government-authorized clinical applications and interfaces, as applicable to the existing system configuration.

System Maintenance and

Technical Support

The Contractor shall provide maintenance, troubleshooting, software updates, and technical support necessary to maintain Dentrix Enterprise functionality and minimize disruptions to dental clinic operations.

Data Security and Privacy

The Contractor shall Support appropriate access controls, protection of sensitive patient information, data integrity, backup and recovery capabilities, and compliance with applicable federal privacy and security requirements.

Training and User Support The Contractor shall provide technical guidance, user support, and training resources, as needed, to enable authorized personnel to use Dentrix Enterprise effectively.

5. INVOICE SUBMISSION/PAYMENT:

Each Service Unit (SU) call/order will be independently funded, invoiced, received, and accepted. The applicable dental practice/clinic will be invoiced separately for the annual Dentrix Enterprise software support plan or subscription renewal, identifying the applicable period of performance (POP). Payment shall be made electronically through the Government’s designated payment system upon receipt and acceptance of the services or deliverables, in accordance with FAR 52.232-33, Payment by Electronic Funds

Transfer—System for Award Management.

6. Contracting Officer Representatives (CORs):

Phoenix Area Indian Health Service POC: Tara Van Orden

Each Service Unit (SU) shall have its own designated Contracting Officer’s Representative (COR) responsible for providing technical oversight of the Contractor’s performance under the applicable call/order. Each SU COR shall coordinate technical matters, inspect and evaluate services and deliverables against the requirements of the applicable call/order, and verify satisfactory performance.

The COR assigned to each SU shall perform the following duties, as authorized by the Contracting Officer

(CO):

a. Conduct technical evaluations, as required, for the applicable SU call/order;

b. Perform inspections and final acceptance of services and deliverables in accordance with the requirements and acceptance criteria of the applicable call/order;

c. Assist the Contractor in resolving technical issues encountered during performance that pertain to the applicable SU;

d. Review and verify invoices, service records, deliverables, and system functionality, as applicable, to confirm satisfactory performance;

e. Certify receipt and acceptance of services for the applicable SU call/order and ensure the required receiving documentation is completed and submitted through the Government's designated system; and

f. Promptly notify the CO of any deficiencies, performance issues, or nonconforming services associated with the applicable SU call/order.

Each SU COR shall be responsible only for the technical oversight, inspection, and acceptance of services and deliverables associated with their respective SU call/order. COR responsibilities and acceptance authority shall not extend to other SUs unless specifically authorized in writing by the CO.

The COR shall perform only those duties authorized by the CO. No COR is authorized to modify or otherwise change the scope of work, pricing, period of performance, funding, or any other terms and conditions of the overall ordering vehicle or an individual call/order. Any changes to the ordering vehicle or an individual call/order must be authorized in writing by the CO.