Electronic Dental Annual Help Desk Support

Sources Sought: Electronic Dental Annual Help Desk Support

Sources Sought Notice Number: IHS-WAG-27-1531279

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Economic Enterprises (IEE)Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 541330,Engineering Services.  This industry comprises establishments primarily engaged in applying physical laws and principles of engineering in the design, development, and utilization of machines, materials, instruments, structures, processes, and systems. The assignments undertaken by these establishments may involve any of the following activities: provision of advice, preparation of feasibility studies, preparation of preliminary and final plans and designs, provision of technical services during the construction or installation phase, inspection and evaluation of engineering projects, and related services.

1. Background

The Mission of the Wagner IHS is to use a proprietary electronic dental record (EDR) system called Dentrix Enterprise.  It is the only system approved by the Indian Health Service for  the Electronic Dental Record of patients.  It is proprietary software and software updates, patches, fixes that typically are needed only can be performed by the manufacturer of the software.

1. Objective

The Wagner Health Center is seeking Firm-Fixed Price, Non-Personal service contract purchase order for Electronic Dental Record Annual Help Support.

1. 1.        Scope

The contractor shall supply and deliver Annual Help Desk Support, Maintenance and Software updates provide support for the Dentrix (EDR) Dental software system.

3.0       Work Schedule/Availability

Wagner IHS Healthcare Center hours of operations are Monday through Friday 8:00am to 8:00pm.

1.        Period of Performance

The period of performance shall be from 01/01/2027 to 12/31/2027

5.0       Place of Performance

111 Washington Ave NW, Wagner, SD  57380

6.0       Contracting Officer’s Representative Designation

The designated COR for this contract is:

Dwight Josh Janis

COR Level 1

Wagner Health Care Facility

111 Washington Ave. NW

Wagner, SD 57380

The COR is responsible for:

1. Monitoring the Contractor’s technical progress;
2. Interpreting the performance workstation.
3. Technical evaluation is required.

Subject matter expert for this contract is:

Karrah Bruegman, Dentist

karrah.bruegman@ihs.gov

Wagner IHS Healthcare Center

111 Washington Ave NW, Wagner, SD  57380

7.0       Contractor Compliance

The Contractor shall adhere to the Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974.

8.0       Administrative

• Compensation - Billing will be at a fixed rate for all services.
• Meetings/Conference Calls – The Contractor shall attend meetings or conference calls scheduled by the Contracting Officer’s Representative (COR) to address areas of concern and exchange information to ensure all contract requirements are being met. The COR shall be responsible for scheduling and coordination of all meetings and conference calls.

9.0       Government Furnished Property/Equipment/Information

No Government furnished property, equipment, or information is provided.

10.0     Reports

The Contractor shall deliver standard or custom reports on demand, to monitor monthly usage.

11.0     Closing Statement

Point of Contact: John Archambeau, Purchasing Agent, at john.archambeau@ihs.gov.   

Submission Instructions:

Interested parties shall submit capability  via email to John Archambeau, Purchasing Agent, at john.archambeau@ihs.gov.  Must include Sources Sought Number IHS-WAG-27-1531279 in the Subject line. The due date for receipt of statements is October 13, 11:00 a.m. Central Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.