VA Roseburg Healthcare System Fixed Dental Prosthetics PWS.docx

Performance Work Statement (PWS)

1. General:

The Contractor shall fabricate high quality dental prosthetics for the VA Roseburg Health Care System (VARHCS) Dental Service and provide transportation and delivery services directly to and from the Roseburg and Eugene clinics. The Contractor shall provide dental laboratory support for the fabrication of fixed prosthetics to the VARHCS Roseburg Dental Service.

Pick-up and delivery locations are listed below:

VA Roseburg Health Care System 913 NW Garden Valley Blvd Roseburg, OR 97470

Eugene Healthcare Center 3355 Chad Dr Eugene, OR 97408

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 fixed 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 4:00pm, Monday – Friday, excluding federal holidays.

Orders placed before 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 4:00pm local time, Freight On Board (FOB) destination. Dental clinic pick-up and delivery locations shall be made to the appropriate VA Roseburg/Eugene 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 VA Roseburg/Eugene Dental Clinics 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 VARHCS Dental Clinics and delivery of the completed casework back to the appropriate VARHCS 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 VARHCS 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 VARHCS Dental Service. If, for any reason, the delivery time will exceed routine expected TAT or other mutually agreed upon delivery time, the Contractor shall notify the VARHCS 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. All porcelain fused to metal crowns/bridges shall be cast in high noble metal unless otherwise specified. Contractor shall 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 shall 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 shall use Portrait IPN teeth (or other agreed upon) and Lucitone 199 acrylic unless otherwise prescribed and include patient identification processed in denture.

f. 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.

g. VARHCS 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.

h. 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.

i. Patient’s last name will be processed into full dentures, 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.

j. Digital Services (1). All cases may 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

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 PWS.

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 address:

VA Roseburg Health Care System 913 NW Garden Valley Blvd Roseburg, OR 97470

Copy to: Dental POC Name: Connie Harting Connie.harting@va.gov

12. Place of Performance:

All contract dental lab services will be performed at the contract dental lab site or its specialized subcontractors and then delivered to the respective VA sites. These travel costs are to be considered by the contract dental lab in their fee schedule.