REVISED SOW.doc

VA OED

Contract/Acquisition Strategy

Statement of Work

1. Purpose. The Salt Lake City VA Dental Clinic (“SLCVADC”) is seeking a contract with a local dental lab to provide prompt, high-quality laboratory service.

2. Description. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform dental laboratory services as defined in this Statement of Work (“SOW”). The Contractor shall perform to the standards in this SOW.

3. Background. The SLCVADC provides a variety of dental services that that are both in house provided services and those that are performed outside of the facility. The SLCVADC does not have the capacity or ability to make all the necessary prostheses required to meet the Veteran’s needs in house. Therefore, an outside Dental Laboratory(s) is required to fabricate dentures and other dental appliances.

4. Objectives.

a. Establish a contract with a dental lab local to Salt Lake City that will promptly provide the high-quality prostheses required by the dental clinic. The Contractor shall provide all requested lab services without outsourcing any fabrication steps for the prostheses to other labs.

b. Develop easier communication between VA dentists and Contractor for higher levels of collaboration through means such as an online communication platform.

c. Develop a warranty system offered by the dental lab to cover the prostheses for five years.

d. Establish a seamless, personal delivery system organized by the dental lab that is free of charge and does not involve mailing lab cases.

e. Improve the dental clinic’s digital services.

f. Open new CE opportunities for SLC VA Dental employees and residents.

5. Scope. The Contractor shall provide:

· Services: The contractor will pick up lab cases daily from the dental clinic, be easily available for collaboration with dentists, fabricate high-quality prostheses which will be warrantied for five years, and deliver these prostheses in a prompt fashion. The contractor will provide an online platform to facilitate communication and have pathways that facilitate digital dentistry. The contractor will also provide CE courses for dental clinic staff, including general practice residents. The contractor will be full service, local dental lab providing the following broad categories of services:

· Deliverables: The Contractor shall provide the following general types of prostheses, as ordered by the dental clinic on an as needed basis. The volume of these orders will fluctuate over time, depending on patients’ needs. The contractor shall accommodate any orders of the SLCVADC without outsourcing any of the steps of fabrication of the prostheses. The estimated amount of prostheses ordered by the dental clinic per year are as follows:

Procedure Category Breakdown Estimates

# of Units per year

6. Schedule for Mandatory Deliverables: The Contractor shall pickup impressions, models, etc., fabricate and deliver these prostheses back to the VA dental clinic according the following timeframes:

The Contractor will not use a courier or mail service to transport VA cases.

The contracted dental lab will provide CE courses for the dental clinic’s staff, including residents at a discounted rate.

7. Period of Performance. The period of performance shall be from the date of award for a base period. The contract will be effective for one year with the option to renew each year for each of the four years following.

8. Place of Performance. The Contractor shall support this effort at the local location of their private dental lab. The contractor will personally pick up the lab cases from the dental clinic and return the finished prosthesis to the dental clinic without the use of a mailing service.

9. Type of Contract. A Firm- Fixed Price per prosthesis, appliance, or service will be issued for this effort. This is a non-personal services contract to provide dental laboratory services to the VA Medical Center, Salt Lake City, UT Dental Clinic—590 Foothill Dr, Salt Lake City, UT 84113.

11.

Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

12.

The Contractor shall accomplish the following:

a. Impressions, teeth, prescriptions, finished product, etc. shall be picked up by the Contractor from SLCVADC, and transported to the Contractor’s laboratory. Pick-ups shall be made daily.

b. “Daily basis” means Monday through Friday, excluding Federal Holidays, including the following:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

Presidents Day

Veterans Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

And any other day declared by executive order of the President of the United States

c. Pick-up and delivery shall be between the hours of 8:00 a.m. to 4:30 p.m., Mountain Time. The Contractor shall not charge the VA for the pick-up and delivery service required herein. The Contractor shall ensure that casework arrives on time and safely.

d. The Contractor shall provide custom porcelain shade selection by the VA patient, and/or staining, which would include the patient being seen at the Contractor’s laboratory or local place of business for such shade selection. The Contractor’s location for such shade selection by the patient shall be convenient for the patient to attend such shade selection location within the Salt Lake City, Utah metropolitan geographic area, including a 30-mile radius from the SLCVADC.

e. The Contractor shall include documentation of the types of metal used in furnishing dental products to the VA Medical Center.

f. The Contractor shall maintain sufficient records of each item picked up at the SLCVADC, worked on by the Contractor, and delivered back to the SLCVADC, including date and time of each pick- up and delivery. The Contractor’s records shall be available to the VA Contracting Officer or the Contracting Officer’s Representative to review upon reasonable notice, in writing or via email, to the Contractor of the VA’s intent to review.

g. Warranty: Contractor shall be responsible for remaking all dental products that are not correct due to Contractor’s error. If a partial denture framework does not fit the master cast, it shall be considered the fault of the Contractor and the framework shall be remade by the Contractor at no additional expense to the Government. If the framework fits the master cast, but not the patient’s mouth, it will be considered the fault of the Government, and the remake will be at the Government’s expense. If, in the case of processing denture teeth, the denture tooth de-bonds within twelve months of processing, it shall be considered the fault of the Contractor and be remade by the Contractor at no additional expense to the Government. The Contractor will remake failures due to inadequacy of materials or fabrication processes up to five years after delivery of prostheses.

h. The Contractor shall provide professional case consultation, responsive and knowledgeable customer support representatives.

i. The Contractor shall offer unit pricing.

j. The Contractor laboratory shall perform all services in-house.

k. The Contractor shall provide a thorough infection control process for all incoming and outgoing cases.

13. Quality Standards for Deliverables - Performance Measures:

13.1 Deliverables shall be timely according to the previously included schedule (see section 6).

13.2 A Quality Assurance Program: The Contractor shall provide to the Government a Quality Assurance Process (QA) that shall guarantee a product that meets the patient’s natural esthetics & superior fit with minimal chair time. The Contractor shall use high quality raw materials purchased from ISO 9001/CE registered companies, as applicable. The Contractor shall comply with FDA regulations and ANSI standards.

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

14. Period of Performance:

14.1 The period of performance shall be for one (1) Year of 12 months from the start date of the contract. The SLCVADC will have the option to renew the contract each year for four (4) additional years following the first year.

ESTIMATED:

BASE: 07/15/2021 through 07/14/2022

OY 1: 07/15/2022 through 07/14/2023

OY 2: 07/15/2023 through 07/14/2024

OY 3: 07/15/2024 through 07/14/2025

OY 4: 07/15/2025 through 07/14/2026

15. General Information

1. Hours of Operation: The Contractor is responsible for conducting business, between the hours of 8:00 a.m. to 4:30 p.m., Mountain Time, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2. Place of Performance: The work to be performed under this contract shall be performed at the Contractor’s place of business or any alternate location, the address of each location of the Contractor shall be provided to the Government on award.

3. Type of Contract: The government will award a firm fixed-price contract.

4. Special Qualifications: The Contractor is required to maintain a minimum of one (1) qualified Dental Technician as employed full-time for the Contractor within the United States, as provided hereinabove. The Contractor is responsible for ensuring that the Dental Technician working on VA products possesses and maintains currency and certification as a Dental Technician pursuant to the requirement stated above.

5. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Part 42.5. The Contracting Officer, Contracting Officers 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.

6. 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; and monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies. A letter of designation issued to the COR, a copy of which will be 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 or conditions of the awarded contract.

7. Contracting Officer: The Contractor is advised that only the VA Contracting Officer, or his/her designee, or NCO 19, acting within the scope of his/her duties and responsibilities and, after advice and consultation from the COR, has the authority to make changes to the contract which affect: 1) contract prices; 2) quality of products; 3) quantity of products; or 4) delivery terms and conditions.

8. Security Responsibilities and Business Associates Agreement:

a. If the Contractor has access to printed and/or electronic files containing sensitive information in the performance of official duties, or inadvertently comes in contact with any such information, all information or data must be protected under the provision of the Privacy Act of 1974 and other applicable laws and regulations. The Contractor shall be responsible for: 1) protecting the information from unauthorized release, from loss, alteration or unauthorized deletion; and 2) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in VA Policy Memorandums.

b. The Successful Offeror shall be required to sign a Business Associate Agreement (BAA) like the one attached to the Solicitation prior to contract award.