RFI -ATTACHMENT 1 - Draft Statement of Need- Mobile Dental.docx

VETERANS HEALTH ADMINISTRATION

Mobile Deployable Dental Clinic

STATEMENT OF NEED

1. TITLE OF CONTRACT: Veterans Health Administration Mobile Deployable Dental Clinic

2. SCOPE OF WORK: The Veterans Health Administration (VHA) currently requires the procurement of a Dental Mobile Clinic with a two-chair configuration. This unit will assist medical centers in providing dental care to Veterans who are eligible for this service in underserved communities as well as when a clinic is being built or under repair.

3. BACKGROUND: On January 2, 2025, the Elizabeth Dole 21st Century Veterans Health Care and Benefits Improvement Act of 2025 (Public Law 118-210) was enacted. This law required the Secretary of Veterans Affairs to provide a capability for Veterans in rural communities to receive Dental Care.

The Office of Emergency Management, in coordination with the Office of Dentistry, was tasked with providing a solution for additional resources that could deploy, provide the required space and equipment, and be transported into the impacted area to fulfill the mission. One (1) Mobile Deployable Dental Clinic would be procured and used as a proof of concept.

4. OBJECTIVES: The contractor shall perform the mandatory tasks and provide specific deliverables described below within the performance period stated in this Statement of Need (SON).

4.1 Mobile Deployable Dental Clinic

4.1.1 Vehicle configuration - The contractor will provide one (1) vehicle with the following requirements:

4.1.1.1 Outside of the vehicle

4.1.1.1.1 The vehicle will not exceed 40’ from front bumper to rear bumper.

4.1.1.1.2 The Gross Vehicle Weight Rating (GVWR) will not exceed 26000 lbs with all equipment on board.

4.1.1.1.3 The vehicle will have a diesel motor.

4.1.1.1.4 The vehicle model will be a 2024 or newer.

4.1.1.1.5 The vehicle will be equipped with all clearance lights as required by law.

4.1.1.1.6 The exterior of the rear body will be fiberglass that is free from any dents or scratches

4.1.1.1.7 The roof of the rear body will be seamless and made of a single piece of material.

4.1.1.1.8 The vehicle will have a battery cut-off switch installed to prevent the vehicle's batteries from failing due to an unknown power draw.

4.1.1.1.9 The vehicle will be equipped with a glow plug heater, and the connection will be mounted on the front of the vehicle, allowing for easy access.

4.1.1.1.10 The vehicle will be equipped with a backup alarm.

4.1.1.1.11 The vehicle will be equipped with a backup camera on the rear of the vehicle and a monitor to observe behind the vehicle in an unobstructed view of the driver.

4.1.1.2 Entry Ways - The mobile clinic will have a door for entry into the unit that enters into the clinic from the curbside of the vehicle.

4.1.1.3 Steps to Entry Way - The steps will be constructed of metal and will have a non-slip surface.

4.1.1.3.1 Handrail – A handrail will be supplied for installation on the steps providing entry and exit to the unit. The handrail will be constructed to allow for storage when not in use.

4.1.1.4 Windows – Each exam room will have a window that can be opened to allow air circulation as necessary. This window will be equipped with an egress window in each of the exam rooms.

4.1.1.5 Awning - The unit will feature a deployable awning that provides shade and shelter during rain or snow. It will be positioned on the curbside of the vehicle and centered on the entry door, entering the rear of the vehicle. The awning will also cover the wheelchair entry area as well as the lift.

4.1.1.6 Storage – Storage space will be provided on the outside of the vehicle. This space will have locking doors, and all compartments will be keyed the same.

4.1.2 Wheelchair Lift - A wheelchair lift will be installed on the curbside of the vehicle.

4.1.2.1 Doorway-- A door will be located on the curb side of the vehicle to allow for the use of the wheelchair lift. This door will be wide enough to allow the wheelchair lift to deploy and redeploy when opened.

4.1.2.2 Hydraulic Power – The lift will be equipped with a compact motor that powers hydraulic valves to operate the lift's functions. A manual backup that allows controlling the lift in the event of an electrical failure will be installed.

4.1.2.3 Operations – The lift will be operated from a device that allows operation both inside and outside the vehicle at the lift.

4.1.2.4 Storage - The lift will deploy, redeploy, and be stored inside the rear area of the unit.

4.1.2.5 Safety Roll Stop – The lift will be equipped with a hydraulic-powered roll stop that raises to a vertical position before the platform is operated, thereby eliminating the risk of rolling falls.

4.1.2.6 Threshold Warning Plate- This safety device will be installed at the entrance of the lift. If activated, the lift operations will stop. It will have a visual/audible alarm that will alert the passenger and attendant of unsafe conditions.

4.1.2.7 Lift Capacity - The lift capacity will be at a minimum of 750 lbs.

4.1.3 Power – Power for the unit will consist of the following

4.1.3.1 An appropriately sized generator will be installed on board the vehicle within a designated compartment. The compartment will have the appropriate exhaust system that directs the exhaust away from the vehicle. The compartment will be insulated to minimize the noise of the generator from being heard inside the unit.

4.1.3.2 The generator will be placed in a space that allows for preventive maintenance to be conducted and provides the maximum room for this maintenance.

4.1.3.3 A panel will be installed that allows the generator to be started, monitors the voltage and amperage, and contains the breakers for the rear of the unit.

4.1.3.4 The vehicle will have an outlet placed on the outside that allows it to be connected to shore power. A shore power cord with a minimum length of 25 feet, along with the proper connections to the vehicle outlet, will also be supplied.

4.1.3.5 Nine (9) duplex outlets, 110 Volts, will be located inside the unit. Three of these outlets will be placed in each exam room, as well as the admin area.

4.1.3.6 An appropriately sized inverted box will be provided, allowing the unit to be placed on shore power or generator power.

4.1.3.7 One duplex outlet will be positioned on the outside of the vehicle, located on the curb side of the vehicle.

4.1.4 Climate Control – The unit must be able to maintain a constant interior temperature of 68°F to 70°F, regardless of outdoor temperatures ranging from -25°F to 120°F.

4.1.4.1 The unit will be equipped with the appropriate number of rooftop air conditioning units, each with the corresponding BTUs, to cool both the exam rooms and the administrative area.

4.1.4.2 The unit will have a roof vent with a fan in each of the exam rooms and the admin area.

4.1.4.3 The unit will have the appropriate number of heating devices that provide heat to each of the exam rooms and the admin area.

4.1.5 Interior of mobile unit – The interior will be divided into three (3) different areas. Two (2) separate dental clinic operatories and one (1) admin area.

4.1.5.1 Interior Walls - The interior walls will be made of a solid material that will allow them to be cleaned and disinfected without causing any damage to the finish.

4.1.5.2 Insulation of Walls – The interior rear wall of the vehicle will be insulated to help maintain a regulated temperature in the area.

4.1.5.3 Flooring - The flooring inside of the rear of the unit will be of a membrane material that will allow the floors to be damp mopped without causing water damage. The floor should consist of a texture that prevents slippage under dry and wet conditions.

4.1.5.4 Securing Equipment—A mechanism for securing the equipment in the rear of the unit will be provided.

4.1.5.5 Entry Doors - Each dental operatory will have a door for entry/exit from the inside of the mobile clinic. The door into the structure and the doorway into the exam rooms will be ADA compliant. All door thresholds should be designed to allow a wheelchair to maneuver over them without difficulty.

4.1.5.6 Dental Operatories- Both dental operatories will have the same equipment installed in them.

4.1.5.6.1 Dental Chair – A DCI Dental Chair Series 5 standard will be installed in each dental operatory. The chair will be connected to the electrical system that allows each chair to operate all features.

4.1.5.6.2 Exam Light – The exam light for each room will be attached to the chair. The exam light will be connected to the electrical system making it functional.

4.1.5.6.3 Dental Cart – A Pro Cart III Self-Contained Dental Cart will be positioned in each dental operatory.

4.1.5.6.4 Dental Assistant Chairs – Two (2) dental assistant chairs will be positioned in each dental operatory.

4.1.5.6.5 Sink—Each dental operatory will have a self-contained sink that provides both hot and cold water. The sink will have a device that can hold a minimum of 5 gallons of potable water and a device that can hold a minimum of 7 gallons of gray water.

4.1.5.6.5.1 Water Holding Containers will be within the sink in a location that allows for easy removal and placement.

4.1.5.6.6 Cabinets—Upper and base cabinets will be installed in each of the dental clinic areas. Each cabinet will be equipped with a lock, and all cabinets will be keyed the same.

4.1.5.6.7 Countertops - Will be of a smooth surface that allows for easy cleaning and disinfection without damaging the surface. One will be placed in each of the exam rooms on the base cabinets.

4.1.5.6.8 Lighting- Lighting in the two (2) dental operatories will be LED lighting.

4.1.5.7 Dental Unit Admin Area – An area designed immediately inside of the entry/exit door of the unit. The following equipment will be installed in the admin area.

4.1.5.7.1 Cabinets—Upper and base cabinets will be installed in each of the dental admin area. Each cabinet will be equipped with a lock, and all cabinets will be keyed the same.

4.1.5.7.2 Countertops - Will be of a smooth surface that allows for easy cleaning and disinfection without damaging the surface. It will be placed on the base cabinets.

4.1.5.7.3 Lighting - Lighting in the admin area will be LED.

4.1.5.7.4 Refrigerator – A compact convenience refrigerator will be installed in this area. It will be connected to the unit to provide the power required to operate

4.1.5.7.5 Waiting Area – One (1) bench seat will be provided in the admin area, allowing patients to sit while waiting for their appointment. The bench seat will be constructed, allowing the seat cushion to be lifted and providing storage space on the inside.

4.1.6 Safety – The vehicle will be equipped with the following equipment

4.1.6.1 Fire Extinguisher – a 5lb fire extinguisher, class 3A, 40 BC will be provided. This will be mounted in the vehicle's cab. An additional fire extinguisher will also be mounted in the admin area of the unit.

4.1.6.2 Smoke Detectors – Smoke Detectors will be installed in the areas (Admin and Dental Operatories) of the unit.

4.1.6.3 CO2 Detectors – CO2 detectors will be installed in all areas (Admin and Dental Operatories) of the unit

4.1.7 Appearance – The Mobile Dental Unit will have a full wrap applied. The graphic will be supplied by VA to the contractor to produce and install.

5. DELIVERY - The contractor will be required to deliver the Mobile Dental Unit Medical Shelter to the locations listed in the SON upon completion. The units will be delivered to the destinations NLT September 15, 2025. The address for delivery will be:

Martinsburg VA Medical Center Office of Emergency Management 510 Butler Avenue – Bldg. 203B Martinsburg, WV 25405 Attn: Ronald Burgess 202-910-8959

6. WARRANTY – The contractor will provide a warranty on the vehicle and a list of the manufactures for the equipment enabling additional warranty coverage on equipment if desired.

7. TRAINING – The contractor will provide the appropriate training to the VHA Staff allowing the ability to deploy the unit and maintain the functionality. The location and time of the training will be coordinated with the PM/COR.

8. WRITTEN DOCUMENTATION – The contractor will provide a comprehensive owner’s manual and laminated quick operational guide for each unit.

END OF STATEMENT OF NEED