IHS Expanded Function Dental Assistant (EFDA) Coordinator

Added: Nov 17, 2017 8:23 am See attached amendment.

Added: Oct 25, 2017 3:15 pm Modified: Oct 25, 2017 3:30 pmTrack Changes

INTRODUCTION

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified sources that are: Indian Small Business Economic Enterprises (ISBEEs) and other than small Indian Economic Enterprises (IEEs); and (3) their size classification relative to the North American Industry Classification System (NAICS) code, 611430, for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition set-aside.

BACKGROUND

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 566 federally recognized Tribes across the U.S.
The Indian Health Service has been training dental assistants to place restorations since the 1960s. The main location for training was the Haskell Service Unit in Lawrence, Kansas. The courses were standardized and consistent in scope. Dental assistants traveled to Haskell for the training. Eventually, trainings were provided on site at SIPI, Shiprock, Rapid City and Phoenix as the Haskell training center scaled back courses. An effort was made to revitalize the EFDA training program after the demise of the Haskell training center. A train-the-trainer course was held in 2010 in Mesa, Arizona where 6 dentists were trained as EFDA instructors, only 4 of which remain in the IHS and one of those is planning their retirement. Decentralization of the CDE program has led to sporadic EFDA courses being presented. Only one contract instructor has presented EFDA courses in the last few years. There have been over 250 EFDAs trained in the last 6 years.

RESPONSE INFORMATION

THE CAPABILITLY STATEMENT MUST CLEARLY DEMONSTRATE THE FIRM'S CAPABILITY AND EXPERIENCE AS A EXPANDED FUNCTION DENTAL ASSISTANT COORDINATOR IN THE LAST SEVEN YEARS; KNOWLEDGE AND EXPERIENCE IN AN IHS, TRIBAL, OR IHS-FUNDED URBAN (I/T/U) DENTAL PROGRAM; BASIC UNDERSTANDING OF THE IHS CONTINUING DENTAL EDUCATION PROGRAM AND THE PROVISION OF TUITION PAYMENT.

In order to respond to this notice, interested firms should address the depth and breadth of professional and technical capabilities, and must be able to clearly convey their experience
and/or ability to perform in the following areas, which are identified as core services. It is to be noted that capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responders SHALL address each of the following for their submission to be considered a response to this notice:

• Contractors demonstrated knowledge and subject matter expertise on periodontal and restorative EFDA trainings in an I/T/U/ setting;
• Contractor's capability to plan and develop curriculums for the restorative EFDA program in the following course areas:
1. Restorative BASIC EFDA Course
2. Restorative ADVANCED EFDA Course
3. Restorative ADVANCED EFDA Posterior Composite Course
4. Restorative REFRESHER/RECERTIFICATION EFDA Course
5. Restorative EFDA Utilization Course for Dental Directors
6. Periodontal BASIC EFDA Course
7. Periodontal ADVANCED EFDA Course
8. Periodontal REFRESHER/RECERTIFICATION EFDA Course
9. Periodontal EFDA Utilization Course for Dental Directors
10. Other EFDA courses (prosthodontic, etc.) potentially;
• Contractor's capability to develop a periodontal and restorative EFDA educator certification and recertification process;
• Contractor's ability to coordinate training dates and locations with periodontal and restorative EFDA educators;
• Contractor's past performance information that is relevant to this requirement in terms of type and magnitude of work.
• Brief overview of contractor and/or contractor staff qualifications/certifications (e.g. Doctor of Dental Surgery (DDS) or Doctor of Medicine in Dentistry (DMD) etc.)

INSTRUCTIONS TO INDUSTRY

Indian Small Business Economic Enterprises (ISBEEs) and other than small Indian Economic Enterprises (IEEs) are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responses must directly demonstrate the company's capability, experience, and ability to effectively and efficiently perform the objectives described above.

The Government requests interested parties submit a written response to this notice which includes:

a. Company Name.
b. Company DUNS number.
c. Company point of contact, mailing address, and telephone number(s), and website address
d. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.
e. Date submitted.
f. Applicable company GSA Schedule number or other available procurement vehicle.
g. Company's System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). Responses must be submitted via email, no later than 12:00pm EST on November 3, 2017. No questions will be accepted.

Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is eight (8) pages. Interested parties shall submit their response to this notice to the individuals listed below in order to be considered compliant.

Added: Oct 25, 2017 3:15 pm A. BACKGROUND INFORMATION

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 566 federally recognized Tribes across the U.S.

The Indian Health Service has been training dental assistants to place restorations since the 1960s. The main location for training was the Haskell Service Unit in Lawrence, Kansas. The courses were standardized and consistent in scope. Dental assistants traveled to Haskell for the training. Eventually, trainings were provided on site at SIPI, Shiprock, Rapid City and Phoenix as the Haskell training center scaled back courses. An effort was made to revitalize the EFDA training program after the demise of the Haskell training center. A train-the-trainer course was held in 2010 in Mesa, Arizona where 6 dentists were trained as EFDA instructors, only 4 of which remain in the IHS and one of those is planning their retirement. Decentralization of the CDE program has led to sporadic EFDA courses being presented. Only one contract instructor has presented EFDA courses in the last few years. There have been over 250 EFDAs trained in the last 6 years.

B. PURPOSE AND OBJECTIVE OF THE PROCUREMENT

The purpose of this procurement is to secure the services of an Expanded Function Dental Assistant (EFDA) Coordinator for FY 2018, with the contract annually renewable.
 

C. PERIOD OF PERFORMANCE

October 1, 2017 - September 30, 2018, annually renewable.
An average of 8-10 hours per week or 600 hours total annually.

D. CONTRACTOR RESPONSIBILITIES

The Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the tasks below:

1. Provide oversight of all Expanded Function Dental Assistant (EFDA) programs operated by the IHS Division of Oral Health Continuing Dental Education (CDE) Program, including the restorative EFDA program, the periodontal EFDA program, and potentially other EFDA programs.
2. Create a standardized training curriculum for the restorative EFDA program and provide training and oversight of training for restorative EFDA educators as dictated by the IHS Division of Oral Health.
3. Create a periodontal and restorative EFDA educator certification and recertification process, working in coordination with the IHS National Periodontal Consultant, existing restorative EFDA educators, and the IHS CDE Coordinator.
4. Working with current and to-be trained periodontal and restorative EFDA educators, develop a standardized training curriculum for the following courses: Might want to develop train-the-trainer curriculum (#11 below notwithstanding).
 a. Restorative BASIC EFDA Course
 b. Restorative ADVANCED EFDA Course
 c. Restorative ADVANCED EFDA Posterior Composite Course
 d. Restorative REFRESHER/RECERTIFICATION EFDA Course
 e. Restorative EFDA Utilization Course for Dental Directors
 f. Periodontal BASIC EFDA Course
 g. Periodontal ADVANCED EFDA Course
 h. Periodontal REFRESHER/RECERTIFICATION EFDA Course
 i. Periodontal EFDA Utilization Course for Dental Directors
 j. Other EFDA courses (prosthodontic, etc.) potentially
5. Coordinate training dates, locations, and instructors with periodontal and restorative EFDA educators and provide complete list of courses to the IHS CDE Coordinator for inclusion of courses in the IHS CDE Catalog.
6. Provide IHS CDE Coordinator with cost estimates for IHS Division of Oral Health support of each EFDA course, including EFDA educator training courses.
7. Serve as the subject matter expert on restorative EFDA trainings as serve as a primary resource for EFDA educators and a secondary resource for EFDA trainees (with course directors as the primary resource).
8. Serve as a subject matter expert on periodontal EFDA trainings by serving as a secondary resource for EFDA educators and trainees (with the IHS National Periodontal Consultant as the primary resource).
9. Works with the IHS CDE Coordinator to ensure that EFDA course participants and instructors are aware of tuition fees and works with the IHS CDE Coordinator to collect unpaid tuition fees.
10. Provides routine reports to IHS CDE Coordinator on course outcomes (number trained, problems encountered) and a semi-annual/annual summary report of the EFDA program.
11. Provide an EFDA Train-the-Trainer course to train at least eight (8) restorative EFDA educators by January 31, 2018.
12. Working in collaboration with the IHS CDE Coordinator and the IHS Division of Oral Health Program Assistant, the Contractor will order supplies necessary to carry out EFDA trainings and maintain supplies and equipment throughout the duration of the contract. Upon completion of the contract, all remaining supplies and equipment will be returned to the IHS Division of Oral Health.
13. Replenish supplies (such as new teeth in typodonts) and ship supplies and equipment in advance to support EFDA training courses, maintaining accountability of all equipment before, during, and after shipment. Receive shipment of equipment and maintain an inventory of all EFDA-related equipment (mannequin heads, typodonts, electric toothbrushes, scalers, etc.).
14. Provide follow-up instruction to EFDA home dental program directors on post-course requirements, answering questions and providing ongoing support and oversight of the grading of post-course requirements by preceptors.
15. Following completion of post-course requirements, and ensuring that those requirements have been met satisfactorily, and working in collaboration with the IHS CDE Coordinator, provide EFDAs with certification information.

E. KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS
Due to the nature of this work, the Contractor should already possess the knowledge, skills, and abilities to carry out the functions of this contract immediately. As such, the Contractor should possess the following prior to employment:
1. The Contractor should have previous experience as a Restorative EFDA Educator/Trainer, having taught dental assistants at least three courses in the past five years.
2. The Contractor should be a dentist with a valid license from a U.S. State.
3. The Contractor should possess a thorough understanding of the IHS Restorative and Periodontal EFDA Program, including the existing training curriculum, the existing certification process, and how the courses are conducted in IHS and Tribal host sites.
4. The Contractor should have working knowledge and experience in an IHS, Tribal, or IHS-funded Urban (I/T/U) dental program within the past five years.
5. The Contractor should be an effective communicator with dentists, dental hygienists, and dental assistants.
6. The Contractor should have at least a basic understanding of the historical and current role of periodontal and restorative EFDAs in an I/T/U setting.
7. The Contractor should have at least a basic understanding of the IHS Continuing Dental Education Program, including the provision of tuition payments.

F. REPORTING REQUIREMENTS

1. WEEKLY: The Contractor should provide an invoice weekly to the Contracting Officer Representative (COR). Any time in excess of 10 hours must be pre-approved by the IHS CDE Coordinator and/or COR. The Contractor invoice should detail the work performed in the reporting period.
2. QUARTERLY: The Contractor should provide a quarterly, semi-annual, and annual summary of activities to the IHS CDE Coordinator to include:
a. Number and types of EFDA Educator Trainings
b. Number and types of EFDA Trainings
c. Detailed costs of all trainings, including travel, equipment, supplies, etc.
d. Number of trained EFDAs
e. Number of certified EFDAs (completing post-course work)
f. Problems encountered, lessons learned, suggestions for improvement


G. DELIVERABLES

1. By October 13, 2017: Working with existing periodontal EFDA educators and the IHS National Periodontal Consultant, provide the IHS CDE Coordinator with a list of all planned FY 2018 periodontal EFDA training courses and cost estimate (travel, supplies, host site support).
2. By October 20, 2017: Complete requisitions, funding transfers for potential trainers, and Memorandum of Agreement for Restorative EFDA Train-the-Trainer Course and submit to the IHS CDE Coordinator and IHS Division of Oral Health Director.
3. By November 3, 2017: Complete requisitions and funding transfer agreements in support of periodontal EFDA trainings and submit to the IHS CDE Coordinator.
4. By December 1, 2017: Develop and present complete restorative and periodontal EFDA course curriculum for basic, advanced, advanced posterior composite (restorative), and refresher/recertification courses.
5. By December 29, 2017: Develop and present restorative EFDA train-the-trainer course curriculum to IHS CDE Coordinator. Provide first quarter report to IHS CDE Coordinator and COR.
6. By January 12, 2018: Complete restorative EFDA train-the-trainer course for a minimum of 10 trainers and a maximum of 20 trainers.
7. By January 26, 2018: Working with newly trained educators, develop list of restorative EFDA courses for the remainder of FY 2018. Complete requisition for supplies and equipment, and funding transfers in support of restorative EFDA courses, and submit to the IHS CDE Coordinator for further processing.
8. By February 23, 2018: Receive equipment in support of restorative EFDA courses, begin system of shipping equipment and maintaining inventory log.
9. By March 30, 2018: Provide second quarterly report to IHS CDE Coordinator and COR.
10. By April 27, 2018: Develop and submit recertification procedures for EFDAs and EFDA instructors, restorative and periodontal.
11. By June 29, 2018: Submit third quarterly report to IHS CDE Coordinator and COR.
12. By September 14, 2018: Provide IHS CDE Coordinator with complete list of FY 2019 restorative and periodontal basic, advanced, and refresher/recertification courses along with requisitions for supplies and equipment, funds transfers, and budget for 2019.
13. Year 2 deliverables will be determined by the IHS Division of Oral Health Director, IHS Continuing Dental Education Coordinator, and Contracting Officer Representative and communicated to the Contractor no later than September 28, 2018.

H. PROGRAM MANAGEMENT AND CONTROL REQUIREMENTS

Contractor(s) will work under the direction of the IHS CDE Coordinator and the Contracting Officer Representative.

I. INSPECTION/ACCEPTANCE CRITERIA

The IHS Division of Oral Health Continuing Dental Education Coordinator, working in collaboration with the IHS Division of Oral Health Director and the Contracting Officer Representative, will inspect and approve all deliverables as set forth in section G. of this statement of work.