DRAFT SOW 442_554 Dental Lab Implants.docx

STATEMENT OF WORK

Dental Laboratory Services for the VA Eastern Colorado Health Care System (ECHCS) and the VA Cheyenne Health Care System (CVAHCS).

1. GENERAL: This is a non-personal services contract to provide dental laboratory implants to the Rocky Mountain Regional VA Medical Center ("RMR VAMC"), 1700 N. Wheeling Street, Aurora, CO 80045, PFC James Dunn VA Clinic (“Pueblo CBOC”) 4776 Eagleridge Circle, Pueblo, CO 81008, Cheyenne VA Medical Center (“Cheyenne VAMC”), 2360 E. Pershing Boulevard, Cheyenne, WY 82001, and Northern Colorado VA Clinic (“NOCO CBOC”), 4575 Byrd Drive, Loveland, CO 80538.

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 Statement of Work (SOW). The Contractor shall perform to the standards in this SOW.

1.2. Background: The VA Eastern Colorado Health Care System (“ECHCS”) and VA Cheyenne Health Care System (“CVAHCS”) provide a variety of dental services that are both in-house provided services and those that are performed outside of the facility. The ECHCS and CVAHCS Dental Clinics do not have the capacity or ability to make all the necessary items required to meet the veterans’ needs in-house. Therefore, an outside Dental Laboratory(s) is required to fabricate dentures, indirect restorations, and other dental prostheses.

1.3. Objectives: These are the primary objectives:

1.3.1. Obtain the best quality dental laboratory services available to the veterans being served by ECHCS and CVAHCS;

1.3.2. Obtain the best quality dental laboratory products from the Contractor to fulfill the requirements of the VA; and

1.3.3. Obtain these services from a high-quality laboratory with highly skilled and technically capable employees and staff.

1.3.3.1. These objectives fulfill the requirements of the VA Eastern Colorado Health Care System Dental Service and VA Cheyenne Health Care System Dental Service by providing the highest-quality care in the most efficient manner, with convenient and timely responses to the needs of our veteran patients.

1.4. Scope: The Contractor shall provide services for the following broad categories of dental services:

1.4.1. Complete dentures - custom impression trays, bite rims, setup, and process;

1.4.2. Complete denture repair – acrylic resin, denture teeth;

1.4.3. Partial dentures - custom impression trays, frameworks, setup, and process;

1.4.4. Partial denture repair - acrylic resin, denture teeth, clasp;

1.4.5. Partial denture repair - laser welding;

1.4.6. Traditional occlusal guard;

1.4.7. Complete denture reline/rebase;

1.4.8. Partial denture reline/rebase;

1.4.9. Precision attachments; and

1.4.10. Fixed prosthetics to include multi-unit bridges, single units, implant crowns, custom dental implant abutments, and lithium disilicate, zirconia, all metal restorations.

1.4.11. The above is a general list only and a complete itemized list of services is attached as the Price/Cost Schedule.

1.5. The Contractor shall accomplish the following:

1.5.1. Impressions, teeth, prescriptions, finished product, etc. shall be picked up by the Contractor or a Contractor- provided courier from each clinic location and transport such items to the Contractor's laboratory. Pick-ups shall be made on a daily basis.

1.5.2. Finished products and items ordered by the VA shall be transported by the Contractor or a Contractor-provided courier from their laboratory or place of production to each clinic location on a daily basis, or as needed, as product requirements are completed by the Contractor, without delay.

1.5.3. "Daily basis" means Monday through Friday, excluding Federal Holidays, which are listed in paragraph 1.7.2.

1.5.4. Pick-up and delivery shall occur during normal clinic business hours. 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. Specific pick-up/drop-off location and other specific requirements are as specified:

1.5.4.1. RMR VAMC

1.5.4.1.1. Location: Building D, Floor 2, Room D2-162

1.5.4.1.2. Clinic Hours: 7:00am to 4:30pm Mountain Time

1.5.4.1.3. Pick-up required after 1:30pm

1.5.4.1.4. Drop-off required before 11:00am

1.5.4.2. Pueblo CBOC

1.5.4.2.1. Location: Floor 2, Room 2407

1.5.4.2.2. Clinic Hours: 7:00am to 4:30pm Mountain Time

1.5.4.3. Cheyenne VAMC

1.5.4.3.1. Location: 2360 E. Pershing Boulevard, Cheyenne, WY 82001

1.5.4.3.2. Clinic Hours: 7:00am to 4:30pm

1.5.4.4. NOCO CBOC

1.5.4.4.1. Location: 4575 Byrd Drive, Loveland, CO 80538.

1.5.4.4.2. Clinic Hours: 7:00am to 4:30pm

1.5.5. The Contractor and/or Contractor-provided courier shall obtain appropriate vendor badge and follow established check-in procedures as required by local facility.

1.5.6. All denture tooth set-ups shall be completed within three (3) working days from the day of arrival at the Contractor's laboratory. Partial metal frameworks shall be completed within five (5) days from the arrival at the Contractor's laboratory. All other complete and partial denture steps shall be completed within five (5) working days of pick-up from the VA Medical Center. Laser welding framework repairs shall be completed within 1-3 days from arrival in laboratory. Fixed single units shall be completed within 10 days of arrival in the Contractor's laboratory. Fixed bridge work (2-9 units) shall be completed within twelve (12) working days from the arrival at the Contractor's laboratory

1.5.7. Denture Teeth, stock implant abutments, and implant consumable items will be provided by the VA.

1.5.8. The Contractor shall include documentation of the types of metal and ceramic material used in furnishing dental products to the VA Medical Center.

1.5.9. All dental lab fabrication/manufacturing shall be performed in the United States.

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

1.5.11. The Contractor shall return all VA-provided case transport boxes, articulators, etc. at the conclusion of the contract.

1.5.12. 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.

1.5.13. Certification: The Contractor's lab shall be certified by the National Association of Dental Laboratories. The Contractor shall provide a copy of this certification before award.

1.5.14. The Contractor shall provide professional case consultation, responsive and knowledgeable customer support representatives, and personalized delivery services.

1.5.15. The Contractor shall offer unit pricing.

1.5.16. 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 900 I/CE registered companies, as applicable. The Contractor shall comply with FDA regulations and ANSI standards.

1.5.17. The Contractor's Laboratory shall perform all services in-house with the exception of services such as CAD-CAM substructure/abutment fabrication. When not performed in-house, the Contactor must provided information regarding the manufacturer and unique device indicator (UDI).

1.5.18. Additional Service: The Contractor shall provide a thorough infection control process for all incoming and outgoing cases.

1.6 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

1.7 General Information

1.7.1 Quality Assurance: 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).

1.7.2 Federal Holidays:

Independence Day

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

1.7.3 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:00 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.

1.7.4 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.

1.7.5 Type of Contract: The Government contemplates the award of one firm fixed-price Indefinite Delivery-Indefinite Quantity (IDIQ) contract(s). This contract will be for a Base Year and four (4) one-year option periods, at the sole discretion of the Government.

1.7.6 Special Qualifications: The Contractor shall maintain a minimum of two (2) qualified and certified Dental Technicians as employed full-time for the Contractor within the United States, as provided hereinabove. The Contractor shall ensure that all Dental Technicians working on VA products possess and maintain currency and certification as Dental Technicians pursuant to the requirement stated above.

1.7.7 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, Government POC, 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 Contractors performance and the Contractor shall apprise the government of pro, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.7.8 Contracting Officer: The Contractor is advised that only the VA Contracting Officer, acting within the scope of his/her duties and responsibilities and, after advice and consultation from the POC, 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.

1.7.9 Infection Control Requirements: The Contractor shall submit proof of the following with their proposal.

1.7.9.1 Occupational Safety and Health Administration (OSHA) Regulation Concerning Occupational Exposure to Bloodborne Pathogens - The Contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

1.7.9.2 The VA will notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The Contractor's occupational health provider shall adhere to current Centers for Disease Control and Prevention/ Health Care Infection Control Practices Advisory Committee (CDC/HICPAC) Guideline for Infection Control in health care personnel/ American Journal of Infection Control (AJIC 1998; 26:289-354). If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee's clearance to return to the workplace prior to their return

1.7.10 Evidence of Insurance Coverage: The Contractor shall furnish to the Contracting Officer, with their proposal, a Certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day written notice of cancellation or change is furnished to the Contracting Officer.

1.7.11 Security Responsibilities and Business Associates Agreement.

1.7.11.1 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.

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