36C26225Q1091.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* (678) RFI for Dental Lab services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 90815

SOLICITATION NUMBER* 36C26225Q1091

RESPONSE DATE/TIME/ZONE 08-15-2025 16:00 PACIFIC TIME, LOS ANGELES,

USA

ARCHIVE 3 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 339116

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

POINT OF CONTACT*

Contract Specialist

Omar Majette omar.majette@va.gov

562-766-2249

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SOURCE SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. No formal solicitation document exists at this time. We are seeking information for market research purposes only. The Government will not pay for any information solicited. The VHA Network Contracting Office 22 (NCO 22) is conducting a market survey to find qualified vendors capable of providing comprehensive dental laboratory services for the VA SAVAHCS, Tucson Healthcare System. The purpose of this Sources Sought Notice is to determine the availability of potential contractors to provide the required services outlined below.

This is not a request for proposals but a market research effort to determine the capabilities and interest of small businesses.

1. Background: The VA SAVAHCS, Tucson Healthcare System requires dental laboratory services to meet the needs of its Veteran population. Services and products provided must adhere to the highest standards of quality, ensuring precision, durability, and care for dental prosthetics and restorations.

2. Scope of Work: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items necessary to perform dental laboratory services, including but not limited to: Complete Dentures: Design, set-up, and processing of full sets. Custom Impression Trays: Tailored to individual patient requirements. Bite Rims: Set-up and processing for accurate bite registration.

Partial Dentures: Design, set-up, and processing. Frameworks: Custom design and processing of partial denture frameworks. Denture Repairs: Repairs of dentures, including laser welding techniques. Occlusal Guards: Fabrication of traditional occlusal guards. Reline/Rebase Services:

Ensuring proper fit and comfort for dentures. Precision Attachments: Enhanced dental prosthetics attachments. Fixed Prosthetics: Multi-unit bridges, single units, porcelain composites, metal restorations, etc. Implant Restorations: Implant-supported crowns and guides.

3. Period of Performance: The estimated Period of Performance will be from 10/01/2025 through 09/30/30.

4. Submission Instructions: All interested parties should respond, in writing via email to Omar.majette@va.gov. No telephone inquiries will be accepted. In response, please include the following: Business name, address, point of contact, and UEI number. Information describing your interest. Indicate FSS/GSA contract number or Open Market, as applicable. FSS Category you qualify for Tax ID number Company Socio-Economic SIZE (example large, small, SDVOSB, VOSB, WOSB etc.) Proof of relevant certifications (e.g., National Association of Dental Laboratories certification). Relevant Past Performance Previous Contract of like or similar work along with contract award prices If subcontracting is contemplated provided subcontractors name and relevant past performance. If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). The NAICS 339116 Dental Laboratories is applicable to this acquisition; with a size standard of 500 Employees. Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for

Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, due to time constraints, vendors must be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award.

Submit email responses with the subject line: 36C26225Q1091 Sources Sought VA SAVAHCS, Tucson Healthcare System Dental Laboratory Services to Omar.majette@va.gov.

This notice does not commit the Government to award a contract, nor does it restrict the Government to a particular acquisition approach. Feedback and capability information received may be used to refine the acquisition strategy. Your response is required by 1600 PST on Friday August 15th, 2025.

Performance Work Statement (PWS) Dental Lab Services - Removable

Part 1 General Information

General: This is a non-personnel services contract to provide dental laboratory services to construct removable prosthesis for eligible veteran beneficiaries. The Government shall 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.

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 (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

Background: The Southern Arizona VA Health Care System (SAVAHCS) provides health care services to veterans of the U.S. armed services. Part of the care provided to veterans involves providing its own prosthetic replacements for missing teeth. While the SAVAHCS facility operates its own dental lab, not all construction of dental prosthesis required for care of the veteran may be performed by the in-house lab due to lack of equipment or personnel. As a result, some dental lab services need to be sent to a certified commercial/private lab for construction.

Objectives:

• Provide daily transportation for pickup and delivery of dental prosthetic cases

• Provide all necessary dental lab supplies to construct prosthesis mailto:Omar.majette@va.gov

• Construct prosthesis according to provider’s prescription

• Provide timely and accurate completion of dental lab cases:

o Impressions, teeth, prescriptions, finished product, etc., will be picked up from SAVAHCS Dental Service and then delivered back to the Dental Service daily, except on Federal Holidays. Pickup and delivery shall be between the hours of 8:00 a.m. and 3:00 p.m. Patient casework will be identified with patient’s last name and initial of first name only.

o All complete and partial denture steps shall be completed and delivered within five (5) working days after pickup. Denture wax cases must be transported and delivered without distortion from heat due to local Arizona weather conditions.

• Consult with the dental provider as needed

• Troubleshoot quality concerns with face-to-face meetings with providers

Scope: Contractors will provide both fixed and removable prosthetic services according to the specific list of dental lab services authorized under this contract (see estimated workload pricelist). Lab services will be provided according to lab prescription by SAVAHCS provider and cases returned within specified timeframes. Contractor must provide customized shade matching at contractor’s site of business.

General Information

Quality Control: 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 the means by which he assures himself that his 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 Quality Control system.

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 must 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).

Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Independence Day Christmas Day

Hours of Operation: The Contractor is responsible for conducting business to provide reasonable coverage and to ensure timely fabrication and consultation for dental prosthesis. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the PWS 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. There are no standard business hours.

Security: The patient’s last name and initial of first name will be used as an identifier both for the prescription and for billing purposes. No other personal patient identifiers will be used.

Place of Performance: The work to be performed under this contract will be performed at the contractor’s facility.

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

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 Subpart 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 will 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.

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 drawing, designs, specifications

• Monitor Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies

• Coordinate availability of government furnished property, and provider 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 with regard to 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 orders.

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.

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 (i.e., cost or pricing information, budget information or analysis, specification or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (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 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.

Part 2 Definitions and Acronyms

Definitions:

Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

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 the Government.

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.

Defective Service: A service output that does not meet the Standard of Performance associated with the Performance Work Statement (PWS).

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

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.

Physical Security: Actions that prevent the loss or damage of government property.

Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

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

Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Monday through Friday, unless specified otherwise.

Acronyms:

ACOR Alternate Contracting Officer’s Representative CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer’s Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 CO Contacting Officer OCI Organizational Conflict of Interest PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirement Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control

QCP Quality Control Program TE Technical Exhibit

Part 3 Government Furnished Property, Equipment, and Services

Government Furnished Items and Services:

Materials: The Government will provide denture teeth for removable cases when possible. The Government will also provide necessary impressions, casts, and implant restorative hardware for all cases submitted to the Contractor when possible.

Part 4 Contractor Furnished Items and Services

Contractor Furnished Items and Responsibilities:

General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

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

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

Part 5 Specific Tasks

The Contractor shall provide dental laboratory services to fabricate fixed and/or removable prosthesis following SAVAHCS dental provider’s prescription. If a lab prescription from the dental provider is not legible or not clearly understood, the contractor must contact the dental provider to obtain a legible prescription or for clarification of the requested procedure.

Provide the necessary materials for the fabrication of fixed and removable dental prosthesis.

Provide transportation to pickup and deliver prosthetic cases. Impressions, teeth, prescriptions, finished product, etc., will be picked up from SAVAHCS Dental Service, and then delivered back to Dental Service daily except on Federal Holidays. Pickup and delivery shall be between the hours of 8:00 a.m. and 3:00 p.m. Patient casework will be identified with patient’s last name and initial of first name only.

All crowns and bridge procedures shall be completed and delivered within ten (10) working days from the day of pickup from SAVAHCS. All complete and partial denture steps shall be completed and delivered within five (5) working days after pickup.

The Contractor will offer professional case consultation and responsive and knowledgeable customer service. Contractor must interact with patients one on one at Contractor’s site of business to provide local custom shade matching.

The Contractor will, at no additional expense to the government, remake all dental items that are not correct or flawed due to Contractor error. For example, if a crown does not fit the die, it will be considered flawed and unacceptable. The crown will be remade at no additional expense to the Government. If the crown fits the die but not on the patient’s tooth, it will be considered a flawed action of the Government and the remake will be at the governments expense. If, in the case of porcelain work, the porcelain shatters within twelve months of fabrication, it will be considered a flawed product from the Contractor and remade at no additional expense to the government.

Part 6 Applicable Publications

Applicable Publications (Current Editions):

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

The Contractor shall comply with the regulations governing Food and Drug Administration (FDA) Quality System/Good Manufacturing Practices for products distributed in the United States Dental Laboratories. Additionally, the Contractor shall comply with standards by the American National Standards Institute (ANSI) in cooperation with the American Dental Association Department of Standards that require all materials used for fabrication of dental appliances meet the Standard Practices for Biological Evaluation of Dental Materials.