Puget Sound Dental Prosthetics PWS.docx

Performance Work Statement (PWS)

1. General:

The Contractor shall fabricate high quality dental prosthetics for the VA Puget Sound Health Care System (VAPUGHCS) Dental Service and provide transportation and delivery services directly to and from their Seattle and Tacoma WA clinics. The Contractor shall provide dental laboratory support for the fabrication of removable, fixed, maxillofacial, surgical, and implant prosthetics to the VAPUGHCS Dental Service.

Pick-up and delivery locations are listed below:

VA Puget Sound Health Care System Seattle 1660 S Columbian Way Seattle, WA 98108

VA Puget Sound Health Care System American Lake 9600 Veterans Drive Tacoma, WA 98493

The Contractor shall provide all transportation, shipping, delivery, labor, supplies, supervision, quality assurance and materials required to fabricate dental prosthetics in accordance with dental laboratory prescription specifications. The Contractor shall provide all necessary shipping and packaging materials to ensure safe and secure transit.

The Contractor shall be a full-service dental laboratory that can integrate the combined treatment needs of the dental prosthetic patient requiring simultaneous surgical, fixed, removable, maxillofacial, and implant supported prostheses.

2. Pickup and Delivery Timeliness:

The Contractor, at its own expense, shall pick up and deliver dental laboratory cases (dental laboratory prescriptions and dental laboratory case work), between the hours of 8:00am and 4:30pm, Monday – Friday, excluding federal holidays.

Orders placed no later than 12:00 noon shall be picked up the same day. Orders placed after 12:00 noon shall be picked up the following business day. Deliveries are to be made Monday – Friday, excluding federal holidays, between the hours of 8:00am to 4:30pm local time, Freight On Board (FOB) destination. Dental clinic pick-up and delivery locations shall be made to the appropriate VAPUGHCS locations listed in the paragraph above. The contractor shall deliver all finished orders in accordance with the laboratory’s established turnaround time. For same day repairs or relines pickup should be made by 9:30am and returned to the VAPUGHCS Dental Clinic ready for insertion not later than 3:30pm on the same day.

Turn Around Time (TAT):

Turnaround time, or TAT is the length of elapsed time between pickup from the VAPUGHCS Dental Clinic and delivery of the completed casework back to the appropriate VAPUGHCS Dental Clinic. Total TAT, inclusive of any specialized outsourced services shall not exceed fourteen (14) business days unless mutually agreed upon in advance and in writing. At times an urgent need will require a faster TAT. In the event the VAPUGHCS Dental Service desires expedited delivery, the ordering activity shall contact the Contractor and inquire into the feasibility of the expedited delivery. An expedited delivery date shall be mutually agreed upon at no extra cost to the VAPUGHCS Dental Service. If, for any reason, the delivery time will exceed routine expected TAT or other mutually agreed upon delivery time, the time agreed upon, the Contractor shall notify the VAPUGHCS Dental Service, in writing, as soon as possible.

3. Supplies/Services:

All metals and other materials used to deliver contracted supplies/services shall be in accordance with Federal Drug Administration (FDA) standards. Design, fabrication and assembly shall be accomplished in the United States of America.

a. All metal crowns/bridges shall be cast in high noble metal unless otherwise specified. Contractor shall specify brand and type of metal used for each case and include an Identalloy sticker for each case. All metal crowns and bridges shall be a flat fee per unit inclusive of design and metal.

b. Porcelain fused to metal crowns/bridges shall be cast in high noble metal unless otherwise specified. Contractor shall indicate brand and type of metal used for each case and include an Identalloy sticker for each case. All porcelain fused to metal crowns and bridges shall be a flat fee per unit inclusive of design and metal.

c. All ceramic restorations shall be a flat fee and include options such as Lava, Empress and, EMax, etc. All designs shall be a flat fee including metal.

d. Metal partial denture frameworks will be cast in Vitallium or Vitallium 2000 metal (or other agreed upon). All metal frameworks shall be a flat fee per unit inclusive of design and metal and may include necessary wrought wire clasps or modification spaces. Contractor shall specify brand and type of metal used for each case and include an Identalloy sticker for each case.

e. Full or partial dentures will use Portrait IPN teeth (or other agreed upon) and Lucitone 199 acrylic unless otherwise prescribed and include patient identification processed in denture.

f. Laboratory must be able to provide Nobel and Dentsply/Astra surgical guides, along with other major brands if indicated. Contractor shall provide radiographic and surgical guides for implant planning and placement, including bone reduction guides. Guides may be soft tissue supported or hard tissue supported. Contractor shall provide guides fabricated from both conventional and digital workflows. Contractor shall provide guides for fully guided cases as well as simple pilot guides. Guides shall be made of a material that is sterilizable and provide sterilization IFU’s when requested.

g. Contractor shall provide maxillofacial prosthetics according to the written prescription. Contractor shall be competent in fabricating mandibular resection prostheses, obturator prosthesis (with or without hollow bulbs), palatal augmentation prosthesis, cheek retractor appliances, prosthetics with guide flanges incorporated, lip bumpers, and others.

h. Contractor shall mount all cases on calibrated semi adjustable articulators with the following exceptions: crowns and fixed partial dentures when submitted as a triple tray impression, occlusal guards except when specified otherwise by the requesting provider, and digitally submitted cases.

VA cases shall not be mounted on a small “snake bite” or plastic articulators.

i. VAPUGHCS Dental Service utilizes Hanau semi-adjustable calibrated articulators. Cases should be returned on compatible mounting plates. If the Contractor is unable to accommodate mounting with this system, it is the responsibility of the Contractor to provide fifteen (15) semi adjustable calibrated articulators to be used during the contracts period of performance.

j. All materials used for VA cases will be in accordance with FDA regulations and ANSI standards and be in full compliance with all Buy American Act policies. Furthermore, all VA dental prostheses must be designed, fabricated, manufactured and/or assembled in the United States of America using metals and materials approved for use for dental prosthetics in the United States of America.

k. Patient’s last name will be processed into full dentures and acrylic partials, unless otherwise prescribed. The markings shall be made during fabrications and shall be permanent, legible, and cosmetically acceptable. The exact location of the markings and methods used to apply or embed shall be determined by the dentist or dental laboratory fabricating the prostheses. The identification marks may be omitted in their entirety if impractical or clinically indicated.

l. Same day repairs and readiness. The case will be picked up by the Contractor, completed and returned to the dental clinic the same day. The VAPUGHCS Dental Service shall be notified if the repair or reline is too complex for a same day delivery. Examples of same day repairs include but are not limited to hard denture relines and repairs, repair/replacement of denture teeth, addition of teeth and/or wrought wire clasps to existing partial dentures, repairs of chips or cracks to denture bases, and color matching.

m. Same day prosthetic supplies/services to repair defective prosthetics should be available at no additional cost. Examples of this type of service include open contact repair, re-polishing/re-glazing, minor shade correction, reshaping pontics, chipped porcelain.

n. Laboratory shall accommodate situations where the Veteran must physically visit the laboratory to complete custom shading or a prosthetic step. When beneficial to the veteran, the veteran may be sent directly to the dental laboratory for additional laboratory steps. There should not be any additional fees associated with these supplies/services.

o. Laboratory shall provide limited training and educational support to the Dental Service. These limited training and education opportunities shall be at no additional cost. (1). Up to 4 hours per year of on-site training and education on various topics such as custom shading, die preparation, digital and conventional prosthetic workflows, preparation design and material selection. (2). Annual organized day-long laboratory tour (maximum of 8 participants) primarily for resident education with the goal of understanding the processes of a commercial production dental laboratory.

p. Digital Services (1). All cases my be requested via conventional, digital, or combined workflows for prostheses fabrication.

(2). The Contractor shall provide a secured web portal where digital cases (prescriptions and casework) can be submitted seamlessly.

Product Line Items

Fixed Prosthetics Porcelain fused to metal crown, retainer or pontic Full or partial coverage all ceramic and full metal crown, retainer or pontic Rest/guide plane of any design for any of above, per tooth Resin retained bridge Additional pontic for resin retained bridge Additional retainer for resin retained bridge.

Captek crown, retainer or pontic

Removable Prosthetics Full dentures Cast and acrylic partial dentures Valplast prosthetics Sleep Apnea appliance Bruxism splints Repairs and relines

Implant Prosthetics Crown and bridge prosthesis Removable prosthesis Hybrid prosthesis

4. Packaging:

Each individual framework/product shall be delivered in a sealed see through plastic envelope, properly disinfected in accordance with current dental laboratory standards of care, with the service ticket attached to the envelope. The service ticket at a minimum shall have the description of prescriptions, description of service/product, patient’s name, and patient’s case number. Packaging shall be of protective quality to ensure that the product is undamaged during handling.

5. Sub-contracting:

Secondary Dental labs assigned as sub-contractors by the Contractor shall meet the same requirements outlined in this statement of work.

6. Quality Control:

The Government may evaluate the quality of the professional and administrative supplies/services provided but retain no control over the professional aspects of supplies/services rendered (e.g. professional judgments for specific dental fabrication).

a. Dental clinic POC will monitor number of remakes on a quarterly basis. Remakes shall not exceed 5% per quarter.

7. Quality/Workmanship:

VA dentists shall, at their sole discretion, determine the quality of fabrication that is acceptable. Each of the prostheses including fit, finish, esthetics, patient comfort and satisfaction shall be inspected by VA dental clinicians. Products returned for subsequent adjustments/reworks shall be adjusted, repaired, or remade at no additional cost to the Government. Contractor shall provide a statement of guarantee of satisfaction; policy on adjustments or remake of unacceptable prostheses; warranty; specific situations not covered by warranty and description of quality control program.

8. Qualifications:

Must have proof of applicable certifications and licenses pursuant to industry standards. Must have proof of a Dental Lab Certification by the National Association of Dental Laboratories. Documentation proof shall be submitted to the Contracting Officer with the Vendor’s quotation. The contractor is required to maintain the certification form the National Association of Dental Laboratories throughout the contract term to include all options periods.

9. Security Requirements:

Services provided will be by an individual/provider/facility that DOES NOT have access to patient records, the VA computer system, or to a potentially sensitive area.

10. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI):

Neither GFE, nor GFI, will be provided to the Contractor(s).

11. Contract Administration:

Invoices will be electronically submitted to the Tungsten website at https://www.tungsten-network.com/us/support/. Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA- FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support: Phone: 1-877-489-6135 Website: Support | Tungsten Network (tungsten-network.com) Contractor shall submit invoices no later than the 20th workday of the following month in which services were rendered to the following addresses:

Address: VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108.

Copy to: Dental POC Name: Melodi Ballard

12. Place of Performance:

All contract dental lab services will be performed at the contract dental lab site or it’s specialized subcontractors. The contract dental lab will travel to the VAPUGHCS Dental Clinics in both Seattle and Tacoma, WA to pick-up and deliver lab cases. All cases shall be picked up/delivered in the Dental clinic locations as defined in section 1, not in the facility mail room. These travel costs are to be considered by the contract dental lab in their fee schedule.