Firm-Fixed Price, Commercial Item, Purchase Order to provide Dental Equipment Repair Services for the Dental Department at Rosebud IHS, Rosebud, South Dakota.
Contact and place of performance
Jarrod Cole
Rosebud, SD 57570
USA
Sources Sought: Dental Service Sources Sought Notice Number: IHS-SS-26-1525373 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 (IHS). This notice is intended strictly for market research to determine the availability of Indian Economic Enterprises (IEE). Your responses to the information r...
View moreObjective
Rosebud IHS requires preventative maintenance on all dental equipment and emergency repair services to prevent service interruptions to patient care.
Scope
Work Schedule/Availability
The Rosebud IHS hours of operations are Monday through Friday 7:00am to 4:30pm.
Period of Performance
Base year: 08/01/2026 to 07/31/2027
Option Year 1: 08/01/2027 to 07/31/2028
Option Year 2: 08/01/2028 to 07/31/2029
Option Year 3: 08/01/2029 to 07/31/2030
Option Year 4: 08/01/2030 to 07/31/2031
Place of Performance
Rosebud IHS
400 Soldier Creek Dr.
Rosebud, SD 57570
Contractor Responsibility
The Contractor shall perform all require duties upon request from the COR according to the SOW.
Contracting Officer’s Representative Designation
The designated COR for this contract is:
Terry Yellow Hawk, COR Level 1
Rosebud IHS 400 Soldier Creek Dr.
Rosebud, SD 57570
The COR is responsible for:
Subject matter expert for this contract is:
Terry Yellow Hawk COR 1
Rosebud IHS
400 Soldier Creek Dr. Rosebud, SD 57570
Contractor Compliance
The Contractor shall adhere to all official Health Insurance Portability and Accountability Act (HIPAA), Privacy Act of 1974, Alcohol and Drug Abuse Patient Records, Freedom of Information Act (FOIA), and other pertinent Federal regulations.
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.
Equipment Failure – Any delays or downtime due to Contractor equipment failure shall be communicated to the COR or their designee as soon as possible.
Government Furnished Property/Equipment/Information
The government shall provide the Dental Equipment to be serviced.
Reports
The Contractor shall report all flaws/defects and fixes to the COR or designee before leaving the facility/ department and provide a written report on work performed via email.
Payment
Payment via IPP.gov upon delivery
Invoice Processing Platform (IPP)
The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system.
In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.
IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasurys Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date.
The IPP website address is: https://www.ipp.gov
If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or [email protected]
Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer.
The Government reserves the right to accept or reject services, if the level of performance is unacceptable.
Closing Statement
Point of Contact: Jarrod Cole, Purchasing Agent, at [email protected]
Submission Instructions:
Interested parties shall submit capability via email to Jarrod Cole, Purchasing Agent, at [email protected]. Must include Sources Sought Number IHS-SS-26-1525373 in the Subject line. The due date for receipt of statements is May 28, 2026, 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.
The Indian Health Service is conducting market research to identify available Indian Economic Enterprises capable of providing dental equipment repair and maintenance services for the Rosebud Indian Health Service facility in Rosebud, South Dakota. This requirement is classified under NAICS code 339114, Dental Equipment and Supplies Manufacturing, and PSC 6520, Dental Instruments, Equipment, and Supplies. At this stage, there is no set-aside assigned to the procurement. The primary objective is to secure annual preventative maintenance and emergency repair services for all dental equipment at the facility to ensure uninterrupted patient care.
The scope of work involves performing preventive maintenance repair services on an annual basis or at 1500-hour intervals as requested by the government. The anticipated contract structure is a firm-fixed-price, non-personal services agreement consisting of a base year and four option years. The performance period is scheduled to begin on August 1, 2026, and extend through July 31, 2031. Services will be performed on-site at the Rosebud IHS Dental Department during standard operating hours, Monday through Friday, 7:00 a.m. to 4:30 p.m.
Interested parties must submit capability statements via email to Purchasing Agent Jarrod Cole by May 28, 2026, at 11:00 a.m. Central Time. Responses will assist the agency in determining the appropriate acquisition method and whether a formal set-aside is feasible. Documentation for this notice includes a Statement of Work and a specific Sources Sought instructional document. The contractor will be responsible for reporting all defects and repairs in writing and must comply with HIPAA and the Privacy Act of 1974. All invoicing for the eventual award will be processed through the Invoice Processing Platform (IPP).
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