Statement of Work.pdf

MATHC_DENTAL PANORAMIC XRAY PAGE 1 OF 4

Mid-Atlantic Service Unit

HHS/IHS Nashville Area Office

Mid-Atlantic Tribal Health Center

DENTAL PANORAMIC XRAY

Statement of Work

May 5, 2025

MATHC_DENTAL PANORAMIC XRAY PAGE 2 OF 4

Statement of Work (SOW) for

Panoramic Dental X-Ray Unit

1.1 Background

The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level. Our Vision is for healthy communities and quality health care systems through strong partnerships and culturally responsive practices. This acquisition will enable the unit to provide quality dental diagnoses to the Virginia Native populations.

The Nashville Area is the most geographically and culturally diverse Area within IHS. This poses unique challenges to our staff and requires the use of creativity, flexibility, and understanding in accomplishing our mission. The Mid-Atlantic Service (MASU) was founded in 2019 after seven tribes in the Commonwealth of Virginia received federal recognition.

The Mid-Atlantic Service Unit serves the Pamunkey, Chickahominy, Eastern Chickahominy, Monacan, Nansemond, Rappahannock, and Upper Mattaponi tribes. As there are currently no brick-and-mortar IHS clinics in Virginia, the Commonwealth will soon be opening the main clinic, the Mid-Atlantic Tribal Health Center (MATHC) in Charles City, VA. This clinic will be serving all federally recognized tribal citizens who cross its threshold. This clinic will be providing primary care, behavioral health, dental, pharmacy services, and much more.

In order for the MATHC to be successful in its mission to serve the Native populations in the western part of Virginia, the proper diagnostic equipment is required in dental. A panoramic x-ray unit will serve just that purpose for the dental staff to view and map out tooth growth and decay.

1.2 Objective

The Mid-Atlantic Tribal Health Center requires the purchase of a panoramic x-ray machine to take digital images of patient teeth.

1.3 Scope of Work

The purpose of this requirement is to select a vendor that shall serve as a single reliable source for a Dental 2D Panoramic X – Ray Machine with an upgradeability option to 3D operating systems, with installation and maintenance. That service shall be comprehensive and shall include the activities required to deliver, setup, install and maintain all necessary services needed to ensure that dental panoramic x-ray machine is working properly.

The contractor must meet or exceed all requirements included in the statement of work.

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The contractor will deliver, unpack, place, and install the equipment into the appropriate location within the clinic in accordance to the schematic outlined in the statement of work.

The contractor will remove packing material and any debris associated with the delivery, unpacking or placement of the Dental Equipment, from the premises at the time of unpacking and properly dispose of all boxes off of the IHS property.

The contractor must install the panoramic x-ray machine and ensure that it is working with the digital x – ray and electronic dental record software being utilized, which are MiPACs and Dentrix, respectively.

The contractor shall ensure that the panoramic x-ray machine meets the following specifications for general panoramic imaging functionality:

- The panoramic x-ray machine must have autofocus for the focal layer.

- The panoramic x-ray machine shall be able to take extra-oral bitewings.

- It must have a selectivity compliant articulated robotic arm to ensure an anatomically accurate image.

- It must have full view, live patient positioning. It must have easy entry access and adjustability that allows accommodation of all patient presentations including wheelchair accessibility.

- It must have Twain support and full DICOM/PACS compliance.

- It must be able to take 2D PA images.

- It must be able to be upgradable to include 3D imaging

- It must have multiple imaging modalities to include, but not limited to:

o Standard panoramic imaging o pediatric panoramic imaging o bitewing imaging o interproximal pan o lateral TMJ imaging (closed and open) o PA TMJ imaging (closed and open) o horizontal and vertical segmenting for the panoramic program.

- It also must have Dynamic Exposure Control and utilize ultra-low dose radiation exposure.

The contractor shall ensure the panoramic x-ray machine meets the following specifications for 2D imaging and scanning functionality. The panoramic x-ray machine must be able to be upgraded to 3D capabilities. It must have field of views (FOVs) of 14 x 30 cm (5.5 x 12 in.). It must have patient movement correction, adaptive image noise optimization, and artifact removal algorithm.

The contractor shall provide training on the panoramic x-ray machine and the software.

In the event of an operating system malfunction, error or power issue the contractor shall ensure a technician is onsite within 12 hours to address and correct the issue.

The contractor will provide yearly support and maintenance for the 5 years following the initial installation.

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All equipment and materials shall come with a standard one-year warranty. Warranty shall begin after installation of equipment and completion of tests.

The Contractor shall provide qualified personnel to assemble and test all equipment. The Contractor shall provide a system Installation Plan (IP) and sample schedule to the Contracting Officer (CO) with their proposal. The Installation Plan (IP) shall include estimated timeline of start and completion.

1.4 Period of Performance

Delivery to the site shall be coordinated at least 72 hours prior to delivery date with the Technical Point of Contact (TPOC), the Mid-Atlantic Tribal Health Center Supervisory Dentist:

Kristianne Sinclair 804-970-4864 kristianne.sinclair@ihs.gov

The equipment shall be delivered and installed within 60 days of contract award.

Support and maintenance for the following years shall be provided, and subject to change based on installation date, but not to exceed five years.

Base Year: September 1, 2025 or Date of Delivery/Installation for 12 months Option Year 1: September 1, 2026 – August 31, 2027 or for 12 months following Base Year Option Year 2: September 1, 2027 - August 31, 2028 or for 12 months following Option Year 1 Option Year 3: September 1, 2028 – August 31, 2029 or for 12 months following Option Year 2 Option Year 4: September 1, 2029 – August 31, 2030 or for 12 months following Option Year 3

1.5 Place of Performance

The items in this contract will be delivered to:

Indian Health Service Mid-Atlantic Tribal Health Center

2401 Roxbury Rd.

Charles City, VA 23030 mailto:kristianne.sinclair@ihs.gov