Statement of Work.pdf

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Mid-Atlantic Service Unit

Monacan Service Unit

HHS/IHS Nashville Area Office

Mid-Atlantic Tribal Health Center

Monacan Health Center

Statement of Work

June 1, 2026

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Statement of Work (SOW) for

Intraoral Scanner Medit i900 Classic (brand name or equivalent)

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 to develop healthy communities and quality health care systems through strong partnerships and culturally responsive practices. This acquisition will enable the service units to provide quality dental diagnoses and expedite restored dental function 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) and Monacan Service Unit (MSU) were founded in 2019 after eight 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 at the Mid-Atlantic Tribal Health Center (MATHC) in Charles City, VA. The Monacan Service Unit serves the Monacan tribe at the Monacan Health Center (MHC) in Madison Heights, VA. Both clinics will be serving all federally recognized tribal citizens who cross their threshold. The clinics will be providing primary care, behavioral health, dental, pharmacy, and dietary services.

For MATHC and MHC to be successful in its mission serving Native populations in western Virginia, the proper diagnostic and chronic disease management tools are required for comprehensive dental services. An intraoral scanner will serve as a highly effective tool for managing chronic dental diseases and restoring function in diabetic patients by enhancing diagnostic accuracy, improving treatment planning, and increasing patient comfort and engagement. The precision and digital nature of the scan directly addresses the unique oral health challenges associated with diabetes, including higher risks for periodontal disease and delayed healing.

1.2 Objective

Mid-Atlantic Tribal Health Center and Monacan Health Center require the purchase of an intraoral scanner to take intraoral digital images of patients’ teeth and supporting structures for directly addressing the unique oral health challenges associated with diabetes, including higher risks for periodontal disease and delayed healing.

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1.3 Scope of Work

The purpose of this solicitation is to select a vendor that will serve as a single reliable source for an intraoral scanner and all necessary accessory equipment, to include installation and maintenance. The service should be comprehensive and include the activities required for delivery, setup, installation and maintenance of all necessary services required to ensure that the intraoral scanner is functioning appropriately.

The contractor must meet or exceed all requirements included in the statement of work in procuring a Medit i900 Classic Intraoral Scanner, brand name or equivalent.

The Contractor shall provide, deliver, and support the Medit i900 Classic Intraoral Scanner and associated accessories to each individual IHS clinic. The Contractor must ensure that all hardware, software, support services, and system integrations comply with the technical requirements outlined in this document to facilitate high-quality, efficient dental care for American Indian and Alaska Native populations.

Saliant Characteristics:

1. Hardware and Accessories:

The Contractor must supply the following hardware components with the initial scanner purchase:

Scanning Tips: Four (4) autoclavable tips, capable of 150 uses each (totaling 600 uses).

Must be available in three sizes: small, medium, and large.

Power & Mounting: Two (2) power cords (one primary, one backup), one (1) desktop cradle, and one (1) wall mount.

Training Aid: One (1) practice model for clinical staff training and onboarding.

2. Technical Specifications and Scanner Characteristics:

The scanner must include the following embedded features and physical characteristics:

Advanced Scanning: Built-in UV LED disinfection, an antifogging device on the internal aspect of the scanner, and touch interface support for hands-free scanning.

Software: Open system software capable of connecting with any dental laboratory for case submission.

Integrated Software Tools: Trimming, scan body recognition, color filters, tissue filters, reliability map, shade guide, intraoral camera, HD mode, and margin marking.

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Specialized Workflows: An integrated All-on-X grammetry solution within the scanning software.

Design Capabilities: Full CAD design suite access.

Data Storage: Up to 2GB of free cloud storage for case file management.

3. Software Integrations and Applications:

The system must directly support and integrate with the following ecosystems and applications:

Practice Management: Direct integration with Practice Management software including Open Dental and Dentrix.

Imaging: Integration with standard dental imaging software.

Diagnostics: Connection to Auraview with Overjet.

Production: Direct integration with 3D printers and milling machines.

Applications: Free use of the Realtime Intelligence app.

4. Warranty, Protection, and Support:

To minimize clinical downtime and protect the IHS investment, the Contractor must provide:

Warranty: A standard 3-year manufacturer’s warranty included in the base price.

Support: Lifetime free technical support for the scanner.

Damage Protection: Unlimited drop protection during the 3-year warranty period, with a guaranteed 48-hour replacement policy for damaged units.

5. Deliverables:

Initial Delivery: Delivery of the Medit i900 Classic, or equivalent, scanner and all specified accessories (cradle, wall mount, practice model, cables, and tips) to each designated IHS facility.

Software Setup & Integration: Installation of the scanning software on clinical workstations and verification of connections to local practice management software, imaging systems, and 3D printers.

Training: Provision of clinical and technical training for IHS staff utilizing the included practice model.

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The contractor will deliver, unpack, and place the equipment in the appropriate location within the clinic in accordance with TPOC and POC guidance, see 1.4 Period of Performance.

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 the IHS property.

The contractor must install the intraoral scanner and all associated software to ensure function within the Dentrix electronic dental record software being utilized.

The contractor shall provide training on the equipment and software.

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

All warranties shall begin after installation of equipment and completion of tests.

The Contractor shall provide qualified personnel to assemble and test all equipment.

1.4 Period of Performance

Mid-Atlantic Tribal Health Center:

Delivery shall take place no earlier than October 1, 2026. Delivery to the site shall be coordinated at least 72 hours prior to delivery date with the Technical Point of Contact (TPOC) and Contracting Officer Representative (COR):

Kristianne Sinclair

(804) 970-4864 kristianne.sinclair@ihs.gov

Monacan Health Center:

Delivery shall take place no earlier than October 1, 2026. Delivery to the site shall be coordinated at least 72 hours prior to delivery date with the Point of Contact (POC), the Monacan Acting CEO:

Lindsey Taylor

(434) 322-8900 Lindsey.taylor@ihs.gov

Support and maintenance shall be provided to minimize clinical downtime and protect the IHS investment.

The Contractor must provide:

Warranty: A standard 3-year manufacturer’s warranty included in the base price.

mailto:kristianne.sinclair@ihs.gov mailto:Lindsey.taylor@ihs.gov

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Support: Lifetime free technical support for the scanner.

Damage Protection: Unlimited drop protection during the 3-year warranty period, with a guaranteed 48-hour replacement policy for damaged units.

1.5 Place of Performance

The items in this contract will be delivered to:

Mid-Atlantic Tribal Health Center 2401 Roxbury Road Charles City, VA 23030

Monacan Health Center 108 Dixie Airport Road Madison Heights, VA 24572

Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

a. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

c. (c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

d. (d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

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Qualifications of Employees

a. The Contracting officer or a designated representative may require the Contractor to remove any employee(s) from IHS controlled buildings or other real property should it be determined that the individual(s) are either unsuitable for security reasons or otherwise unfit to work on IHS controlled property.

b. The Contractor shall fill out and cause each of its employees performing work on the Contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

c. Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

Suitability Determinations

a. All Contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

b. Failure of a Regular Employee to receive a favorable suitability determination shall be cause for removal of the employee from the work site and from other work in connection with the Contract.

c. Contract employees working less than 6 months (Temporary Employees) may, at the Government's option, be required to undergo a lesser form of suitability determination. Prior to the time that an identification card is issued, if at all, such Temporary Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badge, and escorted entry, as applicable.

d. Temporary Employees who have not received a favorable suitability determination shall be escorted government at all times while in non-public space, as directed by the CO or designee. The CO or their designee shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

e. The Government, at its sole discretion, may grant temporary suitability determinations to Regular or Temporary Employees. However, the granting of a temporary suitability determination to any such employee shall not be considered as assurance that a favorable suitability determination will follow.

f. The Contracting Officer or his/her designated representative shall provide the Contractor with required forms for obtaining necessary clearances. The Contractor shall

Intraoral Scanner Page 8 of 8 be required to cause such forms to be returned to the Government for processing not later than 14 days following being provided by the Government.

g. The Contractor shall be responsible for planning and scheduling its work in such a manner as to account for facility access issues. Difficulties encountered by the Contractor in gaining access to facilities by its employees and subcontractors shall not be an excuse to any Contractor performance under the Contract.

Compliance with Security Requirements

a. The Contractor shall comply with all IHS security requirements in the building(s) where work is being performed. Contractor personnel requiring access to IHS’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with IHS Division Information Resource Management (DIRM) IT policies, i.e., all IHS IT systems needing network connectivity must reside on the IHS network.

b. When a controlled personnel identification access system is used at a site where work is performed, the Agency will be responsible for providing any required access credentials. Credentials shall be displayed at all times or as otherwise required by the Agency.

c. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.