36C24726Q0566.docx

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INFORMATION

SHEET

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

DENTAL LAB SERVICES

DRAFT - Performance Based Work Statement

1. SERVICES: Contractor shall provide dental lab services 24 hours per day 7days per week and holiday coverage, the Contractor shall pick up twice daily, once in the morning and once in the afternoon and shall provide same day turnaround for applicable services. The Contractor shall provide services for: same day prosthetic relines, repair and replacement; same day acrylic partials and temporary treatment partials. The Contractor shall use Lucitone 199 high impact, Dental Diamond D Acrylic and Injectable Ivoclar in its processing to provide high tensile strength to the requested prosthetic. In addition, services related to digital dentistry is required to include (but not limited to): crowns, bridgework, surgical templates, implant supported prostheses, radiographic guides, as specified on the Listing of Services (Attachment A), for eligible dental patients of the Ralph H. Johnson Veterans Affairs Medical Center (VAMC), North Charleston Outpatient Clinic Charleston, 6450 Rivers Ave, North Charleston, SC. 29406.

A. General Requirements

The contract shall furnish services Monday through Friday between the hours of 7:30 A.M. and 4:00 P.M. local time, all labor, transportation, materials, general dental laboratory tools, equipment and supervision required to provide Dental Prostheses to the Ralph H. Johnson Veterans Affairs Medical Center (VAMC), North Charleston Outpatient Clinic Charleston, 6450 Rivers Ave, North Charleston, SC 29406.

The contractor shall fabricate dental prosthetic items in strict accordance with the dental laboratory order for the fabrication of dental prostheses, which shall include but not be limited to the following: all laboratory fabrication aspects of complete dentures, removable partial dentures, and dental implant prosthesis.

Special handling may be required on specific orders and will be authorized on a case by case basis by the VAMC and paid for under a separate purchase order.

The normal turnaround time (in working days as defined) for dental prosthetic items shall be:

I. Twenty-four hours:

1. Complete and Removable Partial Denture acrylic resin repairs

2. Complete and Removable Partial Denture, tooth additions/repairs

3. Removable Partial Denture, with wrought wire clasp retained by acrylic resin

4. Custom impression trays

5. Custom impression trays, altered cast impression cast

6. Poured impressions

7. Articulation of cast

8. Cast duplications

9. Fluoride application tray

10. Occlusal Night-guard, vacuuform oral appliances

II. Forty-eight hours:

1. Complete and Removable Partial Denture, relines

2. Complete and Removable Partial Denture, rebases

3. Complete and Removable Partial Denture, record bases and occlusion rims

4. Complete and Removable Partial Denture, record bases and occlusion rims, stabilized/processed

5. Lab processed surgical, bone reduction guides

6. Transitional Removable Partial Denture, processed

7. Removable partial denture clasp repairs/replacement with casted or soldiered metal clasps

I. Three Working Days:

1. Diagnostic wax-up, four teeth or less

2. Tooth Rearrangements, Complete and Removable Partial Dentures

3. Cast Post and Core restorations

4. Radiographic guides

II. Five Working Days:

1. Complete and Removable Partial Denture, process acrylic resin

2. Oburator, process acrylic resin

3. Tooth Arrangements, Complete and Removable Partial Dentures

4. Occlusal Nite-guard, processed acrylic resin

5. Diagnostic wax-up, five teeth or more

6. Surgical templates for implants

7. Complete denture frameworks

8. Lab processed denture bases

III. Less than two weeks from receiving case:

1. RPD frameworks

2. Implant supported cast meso/sub structures (Bars, etc)

IV. Less than Three weeks from receiving case:

1. Conventional or Digitally scanned crowns

2. Conventional or Digitally Scanned bridgework less than 7 units

V. Less than Four weeks from receiving case:

1. Digitally scanned bridgework 8 or mor units

The following materials shall be used in the fabrication of dental prostheses

III. Complete Dentures/Removable Partial Dentures:

Lucitone 199 acrylic resin Color coloration or equivalent Occlusal Scheme:

B. Contractor shall provide the following services at the Ralph H. Johnson Veterans Affairs Medical Center (VAMC), North Charleston Outpatient Clinic Charleston, 6450 Rivers Ave, North Charleston, SC. 29406:

I. Forms for the authorization of work at their facility

II. Once daily pickup and delivery Monday through Friday in the Ralph H. Johnson Veterans Affairs Medical Center (VAMC), North Charleston Outpatient Clinic Charleston, 6450 Rivers Ave, North Charleston, SC. 29406 to include but not limited to:

C. Contract shall consult with the appropriate Using Service at the VAMC regarding any specific dental laboratory order.

I. Qualifications, licenses and inspection of contractor

a. The VISN 7 contracting officer reserves the right to thoroughly inspect and investigate the contractor’s and subcontractor’s facilities and other qualifications.

b.. The contractor and all subcontractors’ facilities shall have all licenses and permits as required by local and state authorities. Current copies of these must be provided to the contracting officer upon request.

D. PERIOD OF PERFORMANCE: Base Year (to be determined at the time of contract award), with 4 subsequent one-year options to be exercised within the unilateral right of the Government.

E. CONTRACTOR QUALIFICATIONS: Attending dental personnel assigned by the contractor to perform the services covered by this contract, shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. The qualifications of such personnel shall also be subject to review by the VAMC Chief of Staff and approved by the VAMC Director.

F. QUALITY ASSURANCE MONITORING: This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: Contractor shall adhere to the following performance measures:

A. This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

I. What will be monitored.

II. How monitoring will take place.

III. Who will conduct the monitoring.

IV.. How monitoring efforts and results will be documented.

B. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a "living document" and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities at the time of contract award.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

A. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance.

B. Contracting Officer's Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor's performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf.

3. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

4. TASK ID INDICATOR STANDARD RATING

A. Determined at contract award

5. CONTRACT PERFORMANCE MONITORING

A. Monitoring of contractor's performance shall be done by the Contracting Officer's Technical Representative (COTR). Incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. Upon award, a Quality Assurance Surveillance Plan will be signed by the Contractor Program Manager and COTR, outlining the evaluation criteria to ensure the contractor is aware of the management and quality criteria required to meet the terms of the contract.

B. Frequency of Measurement: During contract performance, the COTR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. Annual reports are prepared by the COTR and sent to the contractor by the CO 60 days prior to contract option year renewal.

C. Frequency of Performance Assessment Meetings. The COTR shall visit/correspond with the contractor either on an as-needed basis or, at a minimum, once during the contract period: (1) middle of contract period and (2) end of contract period to assess performance and shall provide a written assessment. This written assessment will be forwarded to the Contracting Officer as documentation of contractor's performance and/or for a request to exercise option period, renewal of a contract or termination of a contract.

D. Contractor will review annual performance measure reports and acknowledge receipt of report by returning a signed copy, along with any comments, to the Contracting Officer within 30 days of receipt of the report

E. Failure to meet one or more of these performance measures will be brought to the attention of the Contractor for corrective action. Failure to correct or improve the identified problem(s) within a 30-day period will result in a reduction of 25% in the next monthly payment for these services.

F. Contractor shall document fees of clinical services provided. Such statements must be signed and submitted monthly for verification to the Dental Service Contracting Officer’s Technical Representative (COTR), Lana M Coppernoll (843-818-5100).Payment will be made ONLY for approved services actually performed. Services furnished to a VA beneficiary under this contract shall be billed in full. Complete billing shall be submitted within 6 months of service. If billing is received after 6 months, no payment will be processed. In these instances, the beneficiary, his/her insurer, or any other third party shall not be billed.

6. Definitions

A. VAMC: Veterans Affairs Medical Center

B. Special Handling: Unusual circumstance may dictate the need for a dental order to be picked up specially, shipped and returned overnight, or processed within a shorter time frame.

C. Routine Handling: A dental laboratory work authorization that is usually performed and returned within a specified time frame.

D. Turn Around time (TAT): The length of elapsed time between pickup of the dental lab order by the contractor until the receipt of the complete order by VA Dental Service.

E. Using Service: Same as VA Dental Service

F. COTR: Contracting Officers Technical Representative

G. Dental Laboratory Services: Laboratory procedures required for the treatment of dental patients include, but are not limited to, all laboratory fabrication aspects of complete dentures, removable partial dentures, fixed partial dentures and crowns, and dental implant prosthesis.

H. Working Day: Any twenty-four-hour period of the typical administrative work week, i.e. Monday through Friday. For example, if the contract is allowed 5 working days for a prosthesis and he picks it up on Monday, it would be due back to the VA the following Monday. Federal holidays occurring M-F are not considered a working day.

ATTACHMENT A

DENTAL LAB LIST OF SERVICES

*Please thoroughly complete the below information as accurately as possible for market research purposes* Complete and return if your organization is capable of providing the requested services without exception

Company Name:

UEI Number or CAGE Code:

Address:

Contact Name:

Phone No:

Email:

Business size information

Select all that applies:

· Small Business

· Emerging Small Business

· Small Disadvantaged Business

· Certified under Section 8(a) of the Small Business Act

· HubZone

· Woman Owned

· Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov)

· Veteran Owned Small Business (registered in VetBiz.gov)

· Large Business

· Other ________________________

FSS/ GSA Contract Number

Effective Date / Expiration Date

Answer the following questions:

1. Have you performed Dental Lab Services before?

2. Are you capable of fully meeting the requirements in the draft Statement of Work?

3. Will you be submitting an offer for Dental Lab Services?

The results of this market research will assist in the determination if a set-aside is in the best interest, but does not guarantee a solicitation at this time.