Dental Program Support at the Warm Springs Service Unit

WARM SPRINGS SERVICE UNIT (WSSU)

I. BACKGROUND

The Warm Springs Health and Wellness Center’s mission is to provide an innovative, caring, and diverse healthcare system that is trusted and responsive to the needs of the community. The Warm Springs Health and Wellness Center is a primary care clinic that provides quality healthcare to all eligible American Indians and Alaska Natives in the Warm Springs Service Unit Area.

The Warm Springs Health and Wellness Center provides a comprehensive system of healthcare services including medical, dental, optometry, pharmacy, laboratory, radiology, podiatry, and community health services. The dental program emphasizes prevention, restorative care, oral health education, and comprehensive family-oriented dental treatment.

Due to limited Purchase/Referred Care (PRC) resources and continued community demand for dental services, the Warm Springs Service Unit requires contracted Dental Provider and Dental Hygienist services to improve access to care and support continuity of dental treatment.

II. OBJECTIVE

The objective of this contract is to provide comprehensive dental and dental hygiene clinical services for eligible patients of the Warm Springs Service Unit.

Services shall include preventive, restorative, periodontal, pediatric, oral surgery support, patient education, emergency treatment, and related dental support services.

The contractor shall provide professional dental and/or dental hygiene services up to five (5) days per week as coordinated with the Contracting Officer Representative (COR).

III. PERIOD OF PERFORMANCE AND LOCATION

A. Location

Services shall be performed at:

Warm Springs Health and Wellness Center
1270 Kot-Num Road
Warm Springs, OR 97761

B. Period of Performance

The period of performance shall be on year from date of award.

C. Clinic Schedule

Clinic hours are generally:

• Monday, Tuesday, Thursday, Friday: 8:00 AM – 5:00 PM
• Wednesday: 12:00 PM – 5:00 PM

The contractor shall be entitled to a one-hour lunch period.

The clinic is closed on federally recognized holidays and during emergency or administrative closures.

IV. PERFORMANCE-BASED REQUIREMENTS

A. Performance Objectives

The Contractor shall provide comprehensive performance-based dental and dental hygiene services that improve access to care, maintain continuity of care, support preventive oral health initiatives, and ensure high-quality clinical outcomes for eligible beneficiaries of the Warm Springs Service Unit (WSSU).

The Contractor shall achieve measurable outcomes consistent with Indian Health Service (IHS) standards, Accreditation Association for Ambulatory Health Care (AAAHC) requirements, accepted standards of dental practice, and WSSU operational goals.

Performance shall be evaluated based on quality of care, patient access, documentation accuracy, professional conduct, clinical productivity, compliance with regulatory requirements, and timely completion of services.

B. Performance Standards

The Contractor shall:

• Maintain timely and accurate clinical documentation in Dentrix and RPMS/EHR;
• Provide patient care services in accordance with accepted professional standards;
• Maintain compliance with infection prevention and control standards;
• Demonstrate professionalism and cultural sensitivity in all patient interactions;
• Meet scheduled clinic coverage requirements;
• Coordinate continuity of care and referrals;
• Comply with HIPAA, Privacy Act, and all applicable federal requirements;
• Maintain active licensure, certifications, and credentialing throughout the contract period.

Performance deficiencies identified by the Government may require corrective action plans and may impact continuation of services.

V. SCOPE OF WORK

A. General Requirements

The contractor shall provide direct patient care services in a responsible, respectful, professional, and caring manner consistent with accepted standards of dental practice and Accreditation Association for Ambulatory Health Care (AAAHC) standards.

The contractor shall:

• Interview and examine patients;
• Review medical and dental histories;
• Perform diagnostic evaluations;
• Record findings and treatment in the electronic dental record system (Dentrix);
• Provide emergency dental care;
• Coordinate referrals when specialty care is required;
• Provide oral health education and prevention services;
• Maintain compliance with HIPAA and all applicable federal regulations;
• Utilize RPMS/EHR, Dentrix, Microsoft Office, Outlook, and other required systems;
• Collaborate with medical providers, dental staff, and community health programs.

The contractor shall document all patient care in accordance with WSSU policies and standards.

B. Dentist Services

1. Dentist Task Requirements

The Dentist Contractor shall independently perform professional dental services within the scope of granted clinical privileges and licensure.

Dentist responsibilities include, but are not limited to:

• Interviewing and examining patients;
• Reviewing and evaluating medical and dental histories;
• Performing oral examinations and diagnosis;
• Developing treatment plans;
• Performing restorative procedures;
• Performing endodontic procedures within privileges;
• Performing oral surgery procedures within privileges;
• Performing pediatric dental procedures;
• Performing periodontal procedures within privileges;
• Providing emergency dental treatment;
• Prescribing medications as appropriate;
• Interpreting radiographs and diagnostic findings;
• Coordinating specialty referrals;
• Providing patient consultations and follow-up care;
• Documenting all examinations, diagnosis, treatment, and referrals in Dentrix and RPMS/EHR;
• Supervising and coordinating with dental support staff as appropriate;
• Ensuring continuity of patient care.

2. Dentist Performance Outcomes

The Dentist Contractor shall:

• Deliver comprehensive dental care consistent with accepted standards of practice;
• Maintain accurate and timely patient records;
• Demonstrate professional clinical judgment;
• Maintain productivity and clinic efficiency;
• Ensure compliance with infection control standards;
• Provide culturally appropriate patient care;
• Coordinate continuity of care and referrals effectively.

C. Dental Hygienist Services

1. Dental Hygienist Task Requirements

The Dental Hygienist Contractor shall provide preventive and therapeutic dental hygiene services within the scope of state licensure and granted privileges.

Dental Hygienist responsibilities include, but are not limited to:

• Performing oral healthcare and risk assessments;
• Reviewing and documenting patient health history;
• Recording blood pressure and applicable screening information;
• Performing oral cancer screenings;
• Completing periodontal charting and assessments;
• Performing dental prophylaxis and periodontal maintenance;
• Removing plaque, calculus, and biofilm deposits;
• Applying fluoride and dental sealants;
• Taking and processing dental radiographs;
• Providing oral hygiene instruction and preventive education;
• Counseling patients regarding nutrition and oral health;
• Coordinating dental recall and preventive care scheduling;
• Administering local anesthesia and nitrous oxide when authorized;
• Performing temporary restorations and polishing procedures within licensure;
• Assisting with post-operative care and suture removal as authorized;
• Documenting all patient encounters and procedures in Dentrix and RPMS/EHR;
• Collaborating with dentists and healthcare providers regarding patient care.

2. Dental Hygienist Performance Outcomes

The Dental Hygienist Contractor shall:

• Deliver preventive oral healthcare services consistent with accepted standards;
• Maintain timely and accurate documentation;
• Promote preventive oral health education and patient engagement;
• Maintain infection prevention and patient safety standards;
• Support continuity of preventive dental care;
• Demonstrate professionalism and cultural sensitivity;
• Assist in improving overall oral health outcomes for the patient population.

D. Referral and Coordination of Care

The contractor shall refer patients requiring specialty care outside the contractor’s scope of practice or privileges.

All referrals shall be documented in Dentrix and coordinated with WSSU dental staff.

Under 42 CFR 36.24, referrals requiring Purchase/Referred Care authorization must receive prior approval before services are authorized for payment.

E. Recordkeeping and Documentation

The contractor shall:

• Maintain accurate, timely, and legible documentation;
• Record all patient encounters in electronic health records;
• Protect patient confidentiality;
• Utilize secure methods for electronic communications;
• Comply with HIPAA, Privacy Act, and all applicable federal privacy regulations.

VI. GOVERNMENT RESPONSIBILITIES

The Warm Springs Service Unit shall:

• Provide clinic space and operatory areas;
• Provide dental and non-dental equipment and supplies necessary for patient care;
• Provide orientation to the clinic, systems, and community;
• Provide access to EHR, Dentrix, RPMS, and required systems;
• Monitor quality and appropriateness of patient care;
• Coordinate credentialing and privileging processes;
• Notify contractors of clinic closures or emergencies as soon as practicable.

Equipment available onsite includes dental chairs, radiography systems, sterilization equipment, computers, and standard dental clinic equipment.

VII. QUALIFICATIONS

A. Dentist Qualifications

The Dentist Contractor shall possess:

1. DDS or DMD degree from an accredited dental school;
2. Current, unrestricted dental license in a State, District of Columbia, Puerto Rico, or U.S. Territory;
3. DEA registration, if applicable;
4. Minimum of two (2) years of clinical experience or completion of a residency program;
5. Current Basic Life Support (BLS) certification.

General Practice Residency (GPR) or Advanced Education in General Dentistry (AEGD) training is preferred.

B. Dental Hygienist Qualifications

The Dental Hygienist Contractor shall possess:

1. Graduation from an accredited dental hygiene program;
2. Current, unrestricted Dental Hygienist license in a State, District of Columbia, Puerto Rico, or U.S. Territory;
3. Current certifications required by state law for anesthesia or nitrous oxide administration, if applicable;
4. Minimum of one (1) year clinical experience preferred;
5. Current Basic Life Support (BLS) certification.

C. Required Documentation

The contractor shall complete and submit all required forms including:

• Certification of Immunization;
• Declaration of Employment;
• Certification of Education, Licensure, and Insurance;
• HIPAA Agreement;
• OF-306 and related federal employment forms;
• e-QIP documentation for background investigation.

The contractor must successfully complete credentialing and privileging prior to beginning work.

VIII. DELIVERABLES, QUALITY ASSURANCE, AND PERFORMANCE METRICS

A. Deliverables

The Contractor shall provide:

• Scheduled clinical coverage as assigned;
• Comprehensive dental and/or dental hygiene services;
• Timely and complete patient documentation;
• Coordination of specialty referrals;
• Preventive oral health education;
• Compliance with infection control and patient safety requirements;
• Participation in quality assurance activities as requested.

B. Performance Metrics

The Government may evaluate contractor performance using the following indicators:

Performance standards include:

• Clinical Documentation: 100% completed within required timeframes;
• Clinic Attendance: Contractor present and ready at scheduled clinic start times;
• Licensure/Credentialing: Maintained continuously during the performance period;
• Patient Care Quality: Meets accepted standards of care;
• Infection Control Compliance: Full compliance with OSHA, CDC, and IHS standards;
• Professional Conduct: Maintains professional and culturally appropriate interactions;
• Referral Coordination: Timely documentation and communication of referrals.

C. Quality Assurance Surveillance

The Contracting Officer Representative (COR) and/or Dental Chief may monitor performance through:

• Periodic chart reviews;
• Observation of clinical performance;
• Review of documentation compliance;
• Monitoring attendance and scheduling adherence;
• Patient satisfaction concerns;
• Credentialing and licensure verification.

Failure to meet performance standards may require corrective action and may result in contract remedies consistent with federal acquisition regulations.

IX. ON-SITE CONTACT AND SUPERVISION

The contractor shall:

• Provide scheduled clinical services;
• Maintain appropriate productivity and quality standards;
• Complete all required charting and documentation;
• Participate in quality improvement activities as requested;
• Maintain professional licensure and continuing education requirements.

The contractor shall comply with accepted standards of care and all applicable IHS and WSSU policies.

IX. ON-SITE CONTACT

The following individual or designee shall serve as the Government Representative:

To be determined
Warm Springs Service Unit
The Contracting Officer Representative (COR) shall coordinate scheduling, technical oversight, and review of contractor performance.

The COR does not have authority to modify contract terms or funding.

X. PAYMENT SCHEDULE

A. Rates

The hourly rate awarded shall be the accepted rate and shall include all costs associated with providing services onsite.

B. Payment

Payment shall be made only for services actually rendered and accepted by the Government.

Payment shall comply with the Prompt Payment Act and applicable federal regulations.

C. Travel

Travel costs shall not be reimbursed unless specifically authorized in writing by the Contracting Officer.

D. Electronic Funds Transfer

The contractor shall maintain active SAM registration and comply with EFT payment requirements.

XI. INVOICING

Invoices shall be submitted twice monthly on the 15th and last day of each month unless otherwise directed or at least once a month.

Invoices shall be submitted to:

[email protected]
IHS-NEW-PORTLAND
Portland Area Indian Health Service
1414 NW Northrup Street, Suite 800
Portland, OR 97209-2790

Invoices shall include:

• Contractor name;
• Invoice date;
• Purchase order number;
• Dates of service;
• Description of services;
• Hours worked;
• Rate and total amount due;
• Payment remittance information.

The contractor shall utilize approved IHS timekeeping documentation for verification of hours worked.

XII. ADDITIONAL TERMS AND CONDITIONS

A. Credentialing and Privileges

Failure to maintain qualifications, licensure, credentialing, or privileges may result in immediate termination of the contract without cost to the Government.

B. Government Furnished Equipment

The Government does not anticipate the need for contractor-furnished dental equipment.

If the contractor utilizes personal loupes or head-mounted illumination devices, the contractor shall furnish those items.

C. Privacy and Security Requirements

The contractor shall comply with:

• Privacy Act, 5 U.S.C. 552a;
• HIPAA Privacy and Security Rules;
• 42 CFR Part 2;
• All applicable federal information security requirements.

END OF PERFORMANCE WORK STATEMENT

APPLICABLE PROVISIONS AND CLAUSES

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 dated March 13, 2026.

52.212-1 Instructions to Offerors—Commercial applies to this acquisition, 52.212-2 Evaluation—Commercial Items applies to this acquisition, 52.212-4 Contract Terms and Conditions—Commercial Items applies.

CLAUSES INCORPORATED BY REFERENCE FAR 52.252-2

Full text available at http://www.acquisition.gov

52.202-1 Definitions (Jun 2020)
52.204-7 System for Award Management (Oct 2018)
52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)
52.212-4 Contract Terms and Conditions – Commercial Items (May 2026)
52.222-3 Convict Labor (Jun 2003)
52.222-26 Equal Opportunity (Sep 2016)
52.222-35 Equal Opportunity for Veterans (Jun 2020)
52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020)
52.223-6 Drug-Free Workplace (May 2001)
52.224-1 Privacy Act Notification (Apr 1984)
52.224-2 Privacy Act (Apr 1984)
52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024)
52.229-3 Federal, State, and Local Taxes (Feb 2013)
52.229-4 Federal, State, and Local Taxes (State and Local Adjustments) (Feb 2013)
52.232-1 Payments (Apr 1984)
52.232-8 Discounts for Prompt Payment (Feb 2002)
52.232-17 Interest (May 2014)
52.232-33 Payment by Electronic Funds Transfer—System for Award Management (Oct 2018)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
52.233-1 Disputes (May 2014)
52.233-3 Protest After Award (Aug 1996)
52.237-3 Continuity of Services (Jan 1991)
52.237-7 Indemnification and Medical Liability Insurance. $1,000,000.00 per occurrence.
52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATIONS (HHASR) CLAUSES

352.203-70 Anti-Lobbying Dec 2015
352.222-70 Contract Cooperation In Equal Opportunity Investigations Dec 2015
352.223-70 Safety And Health Dec 2015
352.224-70 Privacy Act Dec 2015
352.224-71 Confidential Information Dec 2015
352.226-1 Indian Preference Dec 2015
352.232-71 Electronic submission of payment request
352.237-70 Pro-Children Act Dec 2015
352.237-71 Crime Contract Act – Reporting Of Child Abuse Dec 2015
352.237-72 Crime Control Act – Requirement For Background Checks Dec 2015
352.237-73 Indian Child Protection And Family Violence Act Dec 2015
352.237-74 Non-Discrimination In Service Delivery Dec 2015
352.237-75 Key Personnel Dec 2015
352.239-74 Electronic And Information Technology Accessibility Dec 2015

SET-ASIDE AND NAICS INFORMATION

Set-Aside: Indian Small Business Economic Enterprise

NAICS Code:
621210 – Offices of Dentists

Size Standard:
$11 Million

INSTRUCTIONS TO RESPONDENTS AND EVALUATION CRITERIA

Submission of Quotes

Quotes shall be submitted electronically via email to [email protected]. The subject line shall include the solicitation number 75H71326Q00051 and the Respondent’s entity name.

Quotes shall include:

• Completed price quote (CLIN Schedule)
• Technical submission addressing demonstrated prior experience
• Past Performance
• Completed IEE Form

Questions

Questions regarding this solicitation shall be submitted in writing via email to [email protected] no later than four (4) business days prior to the closing date. The subject line shall include the solicitation number 75H71326Q00051.

BASIS FOR AWARD

The Government intends to award a contract to the Respondent responsible whose quote represents the best value to the Government, considering price and non-price factors. The Government may award other than the lowest-priced Respondent. This procurement is time-sensitive, and the Government will consider the Respondent’s ability to provide timely and reliable dental hygienist and dentist services to ensure continuity of dental operations and patient care.

The Government reserves the right to:

• Make no award
• Evaluate quotes without discussions
• Communicate with Respondents for clarification purposes only
• Exclude quotes that fail to follow solicitation instructions

EVALUATION FACTORS

Factor 1 – Demonstrated Prior Experience

The Government will evaluate the Respondent’s experience in providing comparable services. The Respondent shall submit a written narrative (maximum 5 pages) demonstrating:

• Experience providing dental hygienist and dentist services, including preventive care, oral examinations, diagnosis and treatment planning, restorative procedures, patient education, and related dental services
• Experience providing dental services in remote or rural healthcare environments where housing is limited
• Experience performing work in remote or rural locations

Respondents may submit up to three (3) recent Past Performance projects. Each example shall include:

• Customer name, phone number, and email
• Contract number and dollar value
• Description of work performed
• Period of performance

Factor 2 – Price

The Government will evaluate the total evaluated price based on the CLIN structure provided (Attachment No. 1). The price quote shall include all costs necessary to fulfill the requirement, including labor, professional dental hygienist and dentist services, supervision, travel (if applicable), and all incidental costs required to successfully perform dental services under the contract.

EVALUATION PROCESS

The Government may use a comparative evaluation in accordance with RFQ FAR 12.203(c)(2), Evaluation.

(End of Instructions and Evaluation Criteria)