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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 20, 2015 FBO #5018
DOCUMENT

65 -- Dental Prosthetics Services - Attachment

Notice Date

8/18/2015
 

Notice Type

Attachment
 

NAICS

339116 — Dental Laboratories
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Northern California HealthCare System;150 Muir Road;Martinez CA 94553-4668
 

ZIP Code

94553-4668
 

Solicitation Number

VA26115Q1024
 

Response Due

9/1/2015
 

Archive Date

10/1/2015
 

Point of Contact

Angela Oppenheimer
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The commercial items procedures of FAR Part 12 will be used. NAICS code is 339116, size standard 500 employees. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-83 effective August 3, 2015. This is a small business set-aside. This acquisition is being conducted under the authority of the commercial item test program at FAR 13.5. Only electronic offers will be accepted. Offers are due to angela.oppenheimer@va.gov by 1:00 PM. Pacific Time, September 1st, 2015. CONTRACT ADMINISTRATION DATA 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: b. GOVERNMENT: Contracting Officer 00261 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 150 Muir Road Martinez CA 94553-4668 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: [X]52.232-34, Payment by Electronic Funds Transfer-Other Than System For Award Management, or []52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly[] b. Semi-Annually[] c. Other[X] Upon Government acceptance 4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Department of Veterans Affairs FMS-VA-2(101) Financial Services Center PO Box 149971 Austin, TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NODATE PERFORMANCE WORK STATEMENT (PWS) DENTAL PROSTHESTICS VA Sierra Nevada Health Care System, Reno, Nevada 1.Scope of Work: The Contractor shall provide the VA Sierra Nevada Health Care System (VASNHCS) with dental prosthetics to include all labor, materials, unique dental laboratory tools, supplies, equipment, supervision, and shipping in accordance with this Performance Work Statement (PWS). All services will be performed at the Contractor's facility. 2. Specific Tasks: 2.1The Contractor shall fabricate dental prosthetic items in strict accordance with the dental laboratory prescription for the following items: "Complete dentures and removable partial dentures. All denture teeth will be furnished by the VA. "Gold and porcelain fixed restorations. "Temporal Mandibular Joint (TMJ) mouth guards, obturators, and sleep apnea devices. "Implant abutments and fixed implant supported restorations. 2.2.Remakes shall not exceed 10% of the number of orders placed per month or the total number of orders placed for this contract period. 3.Qualifications: 3.1.The contractor will be responsible for ensuring that each employee providing service under this contract is fully trained and completely competent to perform the required services covered by this contract in accordance with State Requirements. 3.2.Personnel assigned by the contractor to perform the services covered by this contract shall be licensed in a State, Territory, or commonwealth of the United States or the District of Columbia. 4.Delivery: The turn-around-time is defined as the length of time between pickup from (VASNHCS) to the receipt of the finished prosthesis returned to (VASNHCS). Working days are defined as Monday through Friday, excluding Federal Holidays. 4.1.Denture repairs, including denture relines, shall be returned within eight (8) work hours. 4.2.Denture steps shall be returned within four (4) VA work days. 4.3.Crowns shall be returned within seven (7) work days. 4.4.Metal RPD frameworks in fourteen (14) work days. 4.5.TMJ night guards shall be returned within five (5) work days. 4.6.The Contractor will return all prosthetics appliances in sterile vacuum sealed plastic bags. Each bag shall be marked with Veterans last name and Dentists initials. 4.7.Delinquent delivery shall not exceed 10% of the number of orders placed per month or the total number of orders placed for this contract period (year). 5. Quality Management. 5.1. The Contractor shall perform services under this contract in accordance with the ethical, professional, and technical standards of the healthcare industry, and must meet, or exceed, the current quality assurance standards recognized by Joint Commission and mandated by VHA quality assurance policies and/or performance measures. A copy of these standards, policies, and performance measures may be viewed by contract personnel in the Office of the Chief of Staff. 5.2. The Contractor will not participate in, nor be a party to, any activities which are in conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. 5.3. The Contractor shall perform the functions required in this statement of work in accordance with the rules of medical ethics, Federal, State and local laws, rules and regulations, and the Joint Commission requirements. The Contractor will not participate in, nor be a party to, any activities which are in conflict with Federal and/or State guidelines. In the event the Contractor encounters said conflicting situations, the Contractor will notify the COR or the Contracting Officer to resolve such issues. The Contracting Officer will document and be responsible for resolution of any such situations. Neither the VA nor the Contractor will be responsible for any delays or failures to perform due to causes beyond each party's control. 5.4. In order to adequately protect VA patients, the Contractor shall not introduce new procedures or services without prior recommendation to, and approval from, the Chief of Staff or Clinical Medical Director. 5.5. All services provided under this contract will be subject to Quality Assurance and Utilization Review procedures of VA Sierra Nevada Health Care System. 6. Contract Monitoring Procedures 6.1. In order to adequately document services provided under this contract, a record keeping system of Contractor work hours shall be established and implemented by the COR. The COR is responsible for verifying the number of actual hours worked by each contract person through medical records and/or other appropriate methods and certifying payment of each hour worked. Documentation of actual work hours must be sufficient to ensure proper payment and allow audit verification that services were provided. Moreover the COR shall monitor the response of contract personnel to all VA calls/pages and requests for callback. 7. Quality Assurance Surveillance Plan - incorporated herein. 8.Quality Standards: The Contractor shall meet the following timeliness and accuracy rates and standards. 8.1.Due to reports of lead contamination in dental appliances fabricated in China, all dental appliances supplied to VA dental clinics are to be manufactured in the United States using high quality materials that meet ANSI and FDA regulations. Moreover all dental appliances must comply with the Buy American Act. 8.2.To prevent allergic reactions only precious metals shall be used, therefore no nickel will be allowed. 8.3.No toxic materials, such as lead shall be used in the fabrication process. 8.4.ANSI Requirements: Standards by the American National Standards Institute (ANSI) in cooperation with the American Dental Association Department of Standards require that all materials used for fabrication of dental appliances meet the Standard Practices for Biological Evaluation of Dental Materials. 8.5. FDA Requirements: Dental laboratories must comply with the regulations governing Food and Drug Administration (FDA) Quality System/Good Manufacturing Practices for products distributed in the United States dental laboratories. FDA regulations prohibit the use of lead in the surface material used to fabricate dental prostheses. 8.6. Cleanliness: Adheres to OSHA standards and disinfects all dental impressions and prosthetics. End of PWS Price / Cost Schedule SALIENT CHARACTERISTICS: The following salient characteristics are essential, significant and functional to the Government's requirements: 1) The Contractor shall provide the VA Sierra Nevada Health Care System (VASNHCS) with dental prosthetics to include all labor, materials, unique dental laboratory tools, supplies, equipment, supervision, and shipping in accordance with this Performance Work Statement (PWS). All services will be performed at the Contractor's facility. 2) Essential/significant physical, functional, or performance characteristics. a) Require a local Laboratory to provide Dental Prosthetics within time frames outlined in Performance Work Statement (PWS). b) Shall fabricate dental prosthetic items in strict accordance with dental laboratory prescription for the following items: "Denture upper "Denture lower "Upper cast (Vitallium) framework "Lower cast (Vitallium) framework "Upper acrylic partial denture "Lower acrylic partial denture "Valplast flexible partial denture "Denture relines, upper and lower "Bruxism bite splints "Denture repairs "Bite blocks for dentures "Custom trays for dentures "Study models (yellow stone) "Porcelain crowns (wol-ceram or empress) "Porcelain fused to high noble crowns "Gold crowns "Pin dies for fixed crowns and bridges (models to be used by VA main lab to fabricate actual crowns and bridges) "Custom Atlantis Abutments for Implants "Regular Abutments for Implants "PFM for Implants "Die trim 3) Quality Management and Quality Standards will be met in accordance with the PWS. a)Due to reports of lead contamination in dental appliances fabricated in China, all dental appliances supplied to VA dental clinics are to be manufactured in the United States using high quality materials that meet ANSI and FDA regulations. Moreover all dental appliances must comply with the Buy American Act. b)To prevent allergic reactions only precious metals shall be used, therefore no nickel will be allowed. c)No toxic materials, such as lead shall be used in the fabrication process. d)ANSI Requirements: Standards by the American National Standards Institute (ANSI) in cooperation with the American Dental Association Department of Standards require that all materials used for fabrication of dental appliances meet the Standard Practices for Biological Evaluation of Dental Materials. e)FDA Requirements: Dental laboratories must comply with the regulations governing Food and Drug Administration (FDA) Quality System/Good Manufacturing Practices for products distributed in the United States dental laboratories. FDA regulations prohibit the use of lead in the surface material used to fabricate dental prostheses. f)Cleanliness: Adheres to OSHA standards and disinfects all dental impressions and prosthetics. 4) Contractor will meet Qualifications as described in PWS. 5) The Contractor will return all prosthetics appliances in sterile vacuum sealed plastic bags. Each bag shall be marked with Veterans last name and Dentists initials. ? SOLICITATION PROVISIONS and CONTRACT CLAUSES: Clauses "FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998) For the purposes of this clause, the fill-in's are http://www.acquisition.gov/far/index.html and http://www.va.gov/oal/library/vaar/ respectively. "FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (May 2015) "FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (May 2015) For the purposes of this clause, items (b) 1, 4, 8, 14, 16, 22, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 40, 41, 44, and 51 are considered checked and applicable. "FAR 52.216-1 Type of Contract (April 1984) For the purposes of this clause, the fill-in is "Firm Fixed Price." "FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (July 2013) "VAAR 852.203-70 Commercial Advertising (Jan 2008) "VAAR 852.211-70 Service Data Manuals (Nov 1984) "VAAR 852.211-73 Brand Name or Equal (Jan 2008) "VAAR 852.246-71 Inspection (Jan 2008) "VAAR 852.232-72 Electronic Submission of Payment Requests (Nov 2012) "VAAR 852.246-70 Guarantee (Jan 2008) For the purposes of this clause, the fill-in is "one year". 52.217-8 Option to Extend Services (Nov 1999). The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of contract expiration date. 52.217-9 Option to Extend the Term of the Contract (Mar 2000). (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed three (3) years [or three (3) years and six (6) months, if clause 52.217-8 is exercised]. Provisions "FAR 52.252-1 - Solicitation Provisions Incorporated by Reference (Feb 1998) For the purposes of this provision, the fill-in's are http://www.acquisition.gov/far/index.html and http://www.va.gov/oal/library/vaar/ respectively. "FAR 52.212-1 Instructions to Offerors - Commercial Items (April 2014) "FAR 52.212-2 Evaluation - Commercial Items (Oct 2014) "FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Mar 2015) "FAR 52.217-5 Evaluation of Options (July 1990) Quality Assurance Surveillance Plan (QASP) Dental Prosthetics VA Sierra Nevada Health Care System (VASNHCS) 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: "What will be monitored. "How monitoring will take place. "Who will conduct the monitoring. "How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a "living document" and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 2.GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel shall oversee and coordinate surveillance activities. a.Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance. Assigned CO: Organization or Agency: Network Contracting Office 21 (NCO 21) b.Contracting Officer's Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor's performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Assigned COR: TBD Organization or Agency: VA Sierra Nevada Health Care System (VASNHCS) 3.CONTRACTOR REPRESENTATIVES The following employee(s) of the contractor serve as the contractor's program manager(s) for this contract: 4.PERFORMANCE STANDARDS The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards. The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract. 5. INCENTIVES/DEDUCTS The Government shall use past performance as incentives. Incentives shall be based on ratings received on the performance standards. 6. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP. a. DIRECT OBSERVATION. 100% surveillance: Surveillance will be performed by dentist or designee and forwarded to COR, as necessary. b. MONITORING: Electronic record will be kept in Dental Service of Pick-up and date of delivery of finished prosthesis to VASNHCS. This electronic record will be forwarded to the COR quarterly. SAMPLE PERFORMANCE MEASURES MeasuresPWS ReferencePerformance RequirementStandardAcceptable Quality LevelSurveillance MethodIncentiveDisincentive/Deduct 1 - Timeliness4.1.Delivery of dental prostheticsDenture repairs, including denture relines, shall be returned within eight (8) work hours.90% of the time that they deliver on timeReview of electronic delivery record quarterly.Favorable contactor performance evaluation.Unfavorable contractor performance evaluation 2 - Timeliness4.2.Delivery of dental prostheticsDenture steps shall be returned within four (4) VA work days. 90% of the time that they deliver on timeReview of electronic delivery record quarterly.Favorable contactor performance evaluation.Unfavorable contractor performance evaluation 3 - Timeliness4.3.Delivery of dental prostheticsCrowns shall be returned within seven (7) VA work days.90% of the time that they deliver on timeReview of electronic delivery record quarterly.Favorable contactor performance evaluation.Unfavorable contractor performance evaluation 4 - Timeliness4.4.Delivery of dental prostheticsMetal RPD frameworks in fourteen (14) VA work days.90% of the time that they deliver on timeReview of electronic delivery record quarterly.Favorable contactor performance evaluation.Unfavorable contractor performance evaluation 5 - Timeliness4.5.Delivery of dental prostheticsTMG night guards shall be returned within five (5) VA work days 90% of the time that they deliver on timeReview of electronic delivery record quarterly.Favorable contactor performance evaluation.Unfavorable contractor performance evaluation 6 -Remakes2.1.Dental perscriptionCompliance with work prescription for dentists preferences..Remakes shall not exceed 10% of the number of orders placeced per month or the total number of orders placed for this contract period (year)Direct Observation Favorable contractor performance evaluation.Unfavorable contractor performance evaluation 3 - Quality Standards8.Will meet all Dental Standards as listed in PWS.ANSI, FDA, OSHA.100%Contractor to provide documented evidenceFavorable contractor performance evaluation.Unfavorable contractor performance evaluation. 3 - Maintains licensing, registration, and certification3.2.Maintain Licensing, registration and certification will be provided as they are renewed.Licensing and registration information current.100%Will be given to COR by Dental Staff.Favorable contractor performance evaluation.Unfavorable contractor performance evaluation 4 - Mandatory Training3.1.Contractor completes all mandatory required trainingContractor will complete all required training per VAMC policy100%Contractor to provide documented evidenceFavorable contractor performance evaluation.Suspension or termination of all physical and/or electronic access privileges and removal from contract until such time as the training is complete 5 - Privacy, Confidentiality and HIPPAContractContractor is aware of all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPPA and complies with all standards Zero breaches of privacy or confidentiality100% Contractor to provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6.Favorable contractor performance evaluation. Termination for Default 6 - Timely Invoicing 6.1.Within 30 days of the end of each month services were provided, as described above, the contractor shall provide itemized invoicingAll itemized invoices provided within 30 days of end of each month services delivered100%COR Will Certify invoicesFavorable contractor performance evaluation.Unfavorable contractor performance evaluation 7.RATINGS Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used: EXCEPTIONAL:Performance meets contractual requirements and exceeds many to the Government's benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective. Note: To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also there should have been NO significant weaknesses identified. VERY GOOD:Performance meets contractual requirements and exceeds some to the Government's benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective. Note: To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also there should have been NO significant weaknesses identified. SATISFACTORY:Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory. Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified. MARGINAL:Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor's proposed actions appear only marginally effective or were not fully implemented. Note: To justify Marginal performance, you should identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g,. Management, Quality, Safety or Environmental Deficiency Report or letter). UNSATISFACTORY:Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element being assessed contains serious problem(s) for which the contractor's corrective actions appear or were ineffective. Note: To justify an Unsatisfactory rating, you should identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. However, a singular problem could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g. Management, Quality, Safety or Environmental Deficiency Reports, or letters). 8.DOCUMENTING PERFORMANCE a.The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and perparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR). b. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify 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 has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance and the acceptability of the Contractor's corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. 9. FREQUENCY OF MEASUREMENT a.Frequency of Measurement. The frequency of measurement is defined in the contract or otherwise in this document. The government (COR or CO) will periodically analyze whether the frequency of surveillance is appropriate for the work being performed. b.Frequency of Performance Reporting. The COR shall communicate with the Contractor and will provide written reports to the Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review Contractor performance.
 

Web Link

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Document(s)

Attachment
 

File Name: VA261-15-Q-1024 VA261-15-Q-1024_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2258740&FileName=VA261-15-Q-1024-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2258740&FileName=VA261-15-Q-1024-000.docx

 

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Record

SN03844231-W 20150820/150819000505-d9d5f498a38b65922f3e3777e923caea (fbodaily.com)
 

Source

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