36C25024Q0184.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 10

POINT OF CONTACT*

Contracting Specialist Lillie Grey lillie.grey@va.gov

PLACE OF PERFORMANCE

ADDRESS

Roudebush VA Medical Center

1481 West 10th Street

Indianapolis IN

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ (Request for Quote). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular #2023-02 (February 14, 2023).

This solicitation is a firm fixed price, small business set-aside for Dental Services in the Indianapolis Indiana Vicinity (refere to PWS for delivery schedule).

The associated North American Industrial Classification System (NAICS) code for this procurement is 339116, with a small business size standard of 500. The FSC/PSC is 6520.

The Department of Veteran Affairs, Richard Roudebush VA Medical Center, 1481 West 10th Street, Indianapolis, 46202-2803 is seeking to purchase one microscope to be used in the Department of The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

· FAR 52.212-1 Instructions to Offerors–Commercial Items (SEPT 2023)

· FAR 52.212-3 Offerors Representations and Certifications–Commercial Items (NOV 2023) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

www.sam.gov registration is required to be complete at time of submission of quote.

· FAR 52.204-7 System for Award Management (OCT 2018)

· FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) The Roudebush VA Medical Center in Indianapolis, Indiana is seeking a one (1) year contract for Dental Lab Services (creation of dental items).

All interested companies shall provide quotation for the following items:

Supplies/Services

Please refer to the Performance Work Statement (PWS) attached to this solicitation for further description and details of dental items.

Place of Pickup/Place of Delivery:

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2023)

· Addendum to FAR 52.212-4

· FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

· FAR 52.204-13 System for Award Management Maintenance (OCT 2018)

· FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)

· VAAR 852.211-70 Equipment Operation and Maintenance Manuals (NOV 2018)

· VAAR 852.212-71 Gray Market and Counterfeit Items (FEB 2023)

· VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

· VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

· VAAR 852.246-71 Rejected Goods (OCT 2018)

· End of addendum to 52.212-4

· FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services (NOV 2023)

· FAR 52.211-6 Brand Name of Equal (AUG 1999)

· VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

· VAAR 852.272-70 Late Offers (NOV 2021) All quotes shall be sent to the Contracting Specialist, Lillie Grey via email to Lillie.grey@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous and the BEST VALUE to the Government. Responses should contain your best terms, conditions.

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 1:00 PM EST ON DECEMBER 28, 2023.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail by 12 PM EST on December 21, 2023 to the Point of Contact for this solicitation; Lillie Grey, Contracting Specialist, NCO10 Contracting, lillie.grey@va.gov. No phone called will be accepted during this solicitation.

PERFORMANCE WORK STATEMENT (PWS)

DENTAL LAB SERVICES

Roudebush VA Medical Center Dental Services Department Indianapolis, Indiana

1. GENERAL:

This is a non-personnel services contract to provide dental laboratory services to construct fixed and removable prostheses for eligible veteran beneficiaries. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction:

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform dental laboratory services as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background:

The Richard L. Roudebush VAMC (RLRVAMC) at 1481 West 10th Street in Indianapolis, Indiana, provides health care services to veterans of the U.S. armed services. Part of the care provided to veterans involves providing dental prosthetics. While the RLRVAMC has a robust dental service it requires outside services for dental prosthetics to meet the needs of the Veterans.

Contractor shall provide both fixed and removable prosthetic items according to the specific list of dental prosthesis prescription authorized under a 12-month contract. Dental prosthesis shall be provided according to prescription written by the RLRVAMC dental provider and cases returned within specified timeframes. Contractor shall provide customized shade matching to teeth at the contractor’s site of business identical to the one at the RLRVAMC dental department.

1.3 Objectives:

· Provide transportation for pickup and delivery of dental prosthetic cases.

· Provide all necessary dental lab supplies to construct dental prostheses.

· Construct dental prosthesis as prescribed by the dentist to industry quality standards.

· Provide timely and accurate completion of dental lab cases:

· The contractor’s shipping/delivery times will add on only two (2) days to the contractor’s published turnaround times (one day for morning pick-ups and one day for delivery). However, for standard implant cases picked-up after 1:00 p.m., the contractor may add only one (1) additional day for shipping/delivery.

· The contractor shall pick-up dental molds and dentist’s prescription between the hours of 8:00 a.m. – 4:00 p.m, Monday through Friday by a representative of the company. The completed prescription of dental prosthesis shall be delivered based on the time schedule stated below for each different dental item (see table). When delivering the completed dental prosthesis, the contractor shall label the items by patient’s last name, patient’s next appointment date and patient’s provider/dentist last name. All of this information will be provided on the prescription that was provided to the contractor for the dental prosthesis item. NO SHIPPING WILL BE ALLOWED.

· The contractor shall meet the following turnaround times for Standard Implant cases:

Standard Implant Items

Schedule Deliver of Completed Items (business days)*

*Note: The contractor may add additional days to their published turnaround time based on the complexity of the prescription on a case-by-case basis and prescribers’ approval.

· The Contractor will also supply complex dental prosthesis that could include, full-mouth implant, dentures, crowns, or night guard cases when prescribed by the dentist. Consult with the dental prescriber as needed if further information is required to fill these supply orders.

1.4 TASKS (Additional to Objectives):

If the received dental prescription from the dental provider is not legible or not clearly understood, the Contractor shall contact the dental provider to obtain a legible prescription or for clarification of the requested procedure. All dental prosthesis work that is to be performed under this contract shall be performed at the Contractor’s facility.

The contractor shall provide all the necessary materials for the fabrication of fixed and removable dental prostheses as listed in the objectives. Provide transportation to pick up and deliver prosthetic cases, such as, mold impressions, teeth, prescriptions, finished product, etc. Pickup will be at the Roudebush VA Medical Center, 1st floor, Dental Services, and then delivered back to Dental Services department upon completion. Again, all pickup and delivery shall be between the hours of 8:00 a.m. – 4:00 p.m.

NO SHIPPING WILL BE ALLOWED.

1.5 Quality Control:

Flaws: The Contractor shall, at no additional expense to VA, re-make all dental items that are found to be flawed due to the Contractor’s error. For example, if a crown does not fit the mold/die, it shall be considered flawed and unacceptable. The crown shall be remade at no additional expense to the Government. If the crown fits the mold/die but not on the patient’s tooth, it shall be considered a flawed action of the Government prescription and the remake shall be at VA’s expense. If, in the case of porcelain work, the porcelain shatters within twelve months of fabrication, it shall be considered a flawed product from the Contractor and remade at no additional expense to VA.

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is how the contractor assures that the work complies with the requirement of the contract. A proposed Quality Control Plan shall be submitted within 30 days after contract award. After acceptance of the quality control plan the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

1.5.1 Quality Assurance:

The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government monitors to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6 Recognized Federal Holidays:

The ten holidays observed by the Federal Government are listed below and in addition, any other day specifically declared by the President of the United States to be a national holiday. The Contractor is not required to provide dental lab services on these Federal holidays.

1.7 Security:

The patient’s last name, dental provider’s last name, and date of the patient’s next appointment shall be used as an identifier both for the prescription and for billing purposes. No other personal patient identifiers shall be used. Patient information should be kept secured and confidential. Refer to Appendix C attached to this solicitation.

1.8 Type of Contract: The Government will award a firm fixed price single award contract to one dental lab contractor that meets or exceeds the requirements of this PWS. As well as provided the best value pricing listed in the table located in Section 5 of this PWS for each Dental Supply Item Description.

The contractor should be in the local vicinity of the RLRVAMC located in Indianapolis, Indiana and/or within reasonable travel distance to the medical center.

1.9 Period of Performance:

The awarded contract period of performance will begin on January 1, 2024 to December 31, 2024.

1.10 Special Qualifications: Contractor’s lab shall be certified by the National Association of Dental Laboratories. Contractor shall provide a current copy of the firm’s National Association of Dental Laboratories certification.

1.11 Post Award Conference/Periodic Progress Meetings:

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.12 Contracting Officer Representative (COR):

The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions; assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.13 Key Personnel:

No key personnel are specified as any lab awarded a contract shall possess and maintain site certification. Contractor’s lab shall be certified by the National Association of Dental Laboratories.

1.6.12 Organizational Conflict of Interest:

Contractor and Subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2. DEFINITIONS AND ACRONYMS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind for the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DEFINITIONS.

2.1.6 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.8. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.9. QUALITY ASSURANCE (QA). The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.11. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.12. SUBCONTRACTOR. One that enters into a contract with a Prime Contractor. The Government does not have privity of contract with the Subcontractor.

2.1.13. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.14. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

Materials: The Government will provide all necessary mold impressions, and/or casts along with dental providers prescription with those impressions.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 1 of this PWS.

4.2. Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.3. Equipment: The Contractor shall provide all the necessary equipment to meet the requirements under this PWS.

5. ESTIMATED YEARLY USAGE

6. INVOICING PROCEDURES

Invoicing shall be performed monthly and itemized by patients last name, item ordered, and dental provider’s last name. Submit your invoices through Tungsten with the funding purchase order number clearly identified.

Combined Synopsis/Solicitation Notice