SOW - Dental Surgical Guide Services.docx

Statement of Work (SOW) Dental Surgical Guide Service

I. Background:

The Department of Veterans Affairs (VA) Michael E. DeBakey VA Medical Center, Dental Service Line, located Houston & Conroe Texas, requires custom laboratory fabrication of patient- specific surgical guides to support Oral Surgery and Implant procedures. Surgical guides are critical for precise implant placement and other surgical interventions, directly impacting Veteran patient safety, clinical outcomes, and procedural efficiency.

Anticipated Period of Performance:

Base Year- 4/2026 – 4/2027 Option Year 1- 4/2027 – 4/2028 Option Year 2- 4/2028 – 4/2029 Option Year 3- 4/2029 – 4/2030 Option Year 4- 4/2030 – 4/2031

Scope of Work: The contractor shall provide complete fabrication services for custom dental surgical guides based on VA-provided digital imaging and planning data.

Services include:

· Receipt of digital CBCT imaging files

· Digital surgical planning collaboration (if required)

· Fabrication of patient-specific surgical guides

· Delivery of guides within required clinical timeliness.

· Secure handling of protected health information (PHI) if applicable.

II. Routine Submission:

Surgical Guides will be requested as per individual patient requirements, which may vary. The Contractor is obligated to deliver the results within 48-72 hours of the submission by the dental Provider/Specialist, or as specified by the prescription (RX) requirements. The laboratory must adhere to the precise instructions detailed on the order form. In case of any queries, the Contractor is expected to promptly contact the Provider/Specialist who placed the order.

III. Specific Tasks/Deliverable:

Task 1: Dental Providers/Specialists are required to submit a detailed order form online, specifically tailored for each patient. Upon submission, the Contractor will engage directly with the submitting Dental Personnel (Provider, Specialist, Resident).

A maximum of 50 orders per month will be accepted, encompassing both the Michael E. DeBakey VA Medical Center Hospital Dental Clinic and the Conroe Dental Clinic.

Task 2: The Contractor must provide the deliverables to the Dental Personnel who made the request, adhering to the timeframe indicated on the order form. In cases of potential delays, the Contractor is required to contact the submitting Dental Personnel verify if the adjusted timeframe aligns with the patient’s needs.

Task 3: The Contractor must ensure timely delivery of the deliverables to prevent potential cancellations of surgeries awaiting the surgical guides.

Task 4: Contractor shall be responsible for delivering guides that are suitable for the dental personnel’s needs.

Summary:

· Patient-specific surgical guides

· Case documentation if required

· Digital confirmation of guide completion

2. Hours of Operation:

2.1 Normal hours of coverage are Monday through Friday 7:00 am to 5:30 pm CST excluding Holidays. All services will be performed at the Houston Dental Service and the Conroe Dental Clinics Holidays include New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President’s Proclamation

2.2 Services shall be performed by dental professional at the patient’s appointments during normal business hours when work is completed. After all work has been completed the dental professional will submit the request online once the case is ready and surgery date is established. Contractor.

3. Performance Monitoring The COR will monitor performance of this contract via random direct observation.

a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Deficiency Report (CDR) and present it to the contractor's program manager.

The CDR will specifiy if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor must present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action, deemed necessary by the CO.

4. Security Requirements Vendor will not have access to VA Sensitive Information, patient records, or data.

5. Government-Furnished Equipment (GFE) / Government-Furnished Information None.

6. Contractor Personnel Contractor personnel shall not be considered a VA employee for any purpose and shall be considered employees of the contractor

7. GOVERNMENT PARTY TO EXECUTE AND MODIFY THE CONTRACT

After the contract has been in force for a period of time, it may be necessary to change and/or modify the operations to provide better service. Pursuant to FAR 52.212-4, no government personnel other than the Contracting Officer can execute contract modifications on behalf of the government.

8. IDENTIFICATION, PARKING, SMOKING AND VA REGULATIONS

Contractor personnel shall wear visible identification at all times while on the premises of the MEDVAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COR/VA Police Section. The MEDVAMC shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited on the VA medical center campus. Possession of weapons are prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

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