Dentrix Sole Source Justification Redacted_Redacted.pdf

SIMPLIFIED ACQUISITION BRAND-NAME JUSTIFICATION

FOR ACQUISITIONS UNDER $250K

Activity: The Department of Health and Human Services, Indian Health Service (IHS) intends to solicited from a of single source for the following acquisition as implemented by FAR Subpart 13.106-1(b).

1. Requisition#: IHS1513771

2. Description of Supplies or Services: Electronic Dental Record Support for the WSSU at the Warm Springs Health and Wellness Center. The system manages all health information for patient records. To ensure the efficient operation of the Electronic Dental Record (EDR) system across our main outpatient clinics, there is a critical need to establish a dedicated help desk support service.

3. Period of Performance: 09/01/2025-08/31/2030 (including options)

4. Estimated Value of Procurement: $ (Including options)

5. Recommended Sources: Henry Schein One, 1220 South 630 East, American Fork, Utah 84003

6. Reason for Sole Source/Limited Sources/Expedited Processing:

[X] Only one source (unique capabilities) [ ] 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: The installed electronic health record system the service unit currently utilizes is Dentrix Enterprise. IHS DOH has contracted with Leidos which manages the electronic dental record (EDR). When completing the market research it was found that the Dentrix Software was then only product that fulfilled all of our requirements with being FEDRAMP approved and interfaces with RPMS. RPMS (Resource and Patient Management System) is a comprehensive, decentralized integrated solution designed to manage both clinical and administrative information within healthcare settings. Federal Risk and Authorization Management Program, is a government-wide program that standardizes the security assessment, authorization, and continuous monitoring of cloud products and services used by the U.S. federal government.

b. Impact to the Government if not awarded in accordance with the above: If the contract is not executed, the service unit would no longer have access to patient records in the system. Will not be able to utilize surveys that are required by HQs, unable to perform changes or customizations to the software without Dentrix support and guidance. Without being able to adjust or customize software it limits providers to give new/other staff permissions to utilize and gain access to charts as well in Electronic Dental Records. Certain circumstances if software malfunctions then patient charts are also unable to be updated. Staff have estimated a 6 to 12-month delay if a different system was selected and procured to store patient records.

7. Program Office Certification