SOLICITATION NOTICE
Q -- MOBILE DENTAL SERVICES
- Notice Date
- 4/2/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621498
— All Other Outpatient Care Centers
- Contracting Office
- Department of the Army, National Guard Bureau, USPFO for Louisiana, USPFO for Louisiana, 495 3rd Street, Camp Beauregard, Pineville, LA 71360
- ZIP Code
- 71360
- Solicitation Number
- W912NR-09-R-0009
- Response Due
- 5/4/2009
- Archive Date
- 7/3/2009
- Point of Contact
- Patti Woods, 318-290-5988<br />
- 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; proposals are being requested and a written solicitation will not be issued. The request for proposal is being issued as unrestricted. Small businesses are encouraged to respond under NAICS 621498 in accordance through FAC 2005-15. This is a requirement for a contractor to provide for mobile dental services performed by Louisiana licensed personnel, material to perform the services, and /or OSHA, HIPPA, ADA, and Privacy Act Compliant Mobile, Self-Contained Dental Practices depending on the individual site needs for the LAARNG throughout the state of Louisiana. The contract shall be awarded as an indefinite-quantity, indefinite-delivery type contract with a Base Year with 4 Option Years. The minimum order amount will be $25,000 with a maximum order amount of $1,000,000.The service performance statement of work is as follows: The objective of this SOW is to conduct and complete the requirements of LAARNG IMR/FMR - Dental Readiness on all eligible (mobilizing or not) Service Members (SMs) in the LAARNG utilizing an HIPPA, Privacy Act, and OSHA-Compliant mobile health facility. Medical services shall be performed by Louisiana licensed medical professionals with oversight by the LAARNG, Office of the State Army Surgeon. As well, the LAARNG that are Class 3 Dental Status (non-deployable without approved dental treatment) require an OSHA & ADA-Compliant mobile dental facility (cannot be portable dental equipment inside boxed truck). Those requirements include: "Clinical evaluation by a licensed dentist of the oral cavity using a visual, clinical exam supported by bitewings taken by dental technicians. "Each exam will be entered into the DENCLASS reporting system and annotated on the SF 603 (Health Record Dental) and the SF 5570 (Health Questionnaire for Dental Treatment) of the Soldiers dental records, posted in the Soldiers Dental Record per AR 40-66, and entered into the DENCLASS module of the Medical Operational Data System (MODS). "A photo print of each digital bitewing radiograph (Radiograph) and (if necessary) digital panographic radiograph will be posted in the Soldiers Dental Record per AR 40-66, and entered into the DENCLASS module of the Medical Operational Data System (MODS). Thermal printers printing film radiographs are preferred as clarity of radiographs is superior. "Personnel performing the dental screening examination have a moral and ethical obligation to inform the Soldier if they observe or are apprised of any sign or symptom for which the Soldier should obtain further evaluation or care. "A dental screening examination identified deficiencies but does NOT include the dental treatment required to restore those deficiencies unless Class 3 Status. "Dental treatment may be called upon as well for Class 3 Status. "Case Management services for non-remediated (remaining Class 3) Soldiers. "Hardcopy medical documentation file and organization in accordance with AR 40-66 in the Soldier Treatment Record (STR). "Prescription Medication & Case Management Services through subcontracted local pharmacies "Onsite during dental events & post-event Case Management of General & Specialty Dental Treatment through subcontracted local network of fixed-site practices nearby events, service members homes, or duty location. 3. REFERENCES (http://www.usapa.army.mil/) "AR 40-501 Standards of Medical Fitness "AR 40-35 Dental Readiness & Community Oral Health Prevention "NGB Memorandum Post Deployment Health Re-Assessment Screen (attached) "NGB Memorandum Periodic Health Assessment Interim Guidance (attached) 4. ACRONYMS ADAAmerican Dental Association ARArmy Regulation DADepartment of the Army DDDoD (Defense) Department FMRFully Medically Ready HIPAAHealth Insurance Portability and Accountability Act IMRIndividual Medical Readiness MODSMedical Operational Data System NGBNational Guard Bureau OSArSOffice of the State Army Surgeon OSHAOccupational Safety and Health Administration PHAPeriodic Health Assessment RDARegistered Dental Assistant SRCSoldier Readiness Check SRPSoldier Readiness Processing STRSoldier Treatment Record SOWStatement of Work TMCTroop Medical Clinic LAARNGLouisiana Army National Guard 5. SERVICES The contractor shall provide all management, labor, material, equipment, certifications and supplies necessary to provide all listed services in a mobile, HIPAA, Privacy Act, OSHA & ADA compliant, stand-alone environment. An undetermined number (which will be provided in each delivery order) of each services listed in the SOW will be delivered throughout the period of performance, at multiple armories with the possibility of simultaneous requirements. The services will provide mandated dental requirements to meet readiness and deployability standards to ensure mission capability of the LAARNG. Contractor shall also create expansive network of local dental providers (general & specialty) to provide Case Management function. Contractor shall have network of local pharmacies for prescription medication services available for service members during contracted events. 6. GOVERNMENT-FURNISHED PROPERTY AND INFORMATION: Only parking will be provided for HIPAA, Privacy Act, OSHA& ADA-Compliant, Self-Contained Mobile Medical/Dental Practices. No inside armory, TMC, or office space will be provided or utilized unless prior approval from the Office of the State Army Surgeon. 7. CONTRACTOR FURNISHED ITEM: Contractors shall provide all items and licensed personnel needed to perform the Dental Readiness requirements, any employee benefits, vacation days, paid Holidays and sick leave plan. Mobile Dental Practice support shall meet all OSHA, ADA, & HIPAA standards to ensure a safe and productive workspace for medical services under the Individual Readiness Requirements. The Mobile Dental Practice must contain minimally 3 fully equipped & private medical exam rooms, a lab with eye-wash stations, biohazard separated work areas, a significant size reception area with full office capabilities, and handicap accessibility. Mobile Dental Practices shall be a fully functional administrative office whereby no additional space will be given inside military buildings during events as these events may be in remote areas such as artillery ranges. Each Mobile Dental Practice shall contain lead-lined walls for radiograph radiation protection, digital bite-wing and panoramic to provide digital radiograph files at the end of the event, all emergency medical resources consistent with OSHA such as eye-wash station, distilled water tanks, 3 separate and walled dental operatories to provide confidentiality for patients, individual temperature controlled rooms consistency with OSHA standard, sterilization equipment in separate sterilization lab area, biohazard waste receptacles, fully functional standard dental chairs, a designated reception area with fully functional office technology including a LAN with redundant computer systems and printing/copying capabilities, and a ventilation system on-board to minimize air-born pathogens. For dental treatment to be performed, the Mobile Dental Unit shall have full treatment functionality consistent with traditional, fixed-site, private practice dental offices. This includes non-portable and professional quality dental chairs, compressor systems, vacuum systems, and treatment instruments for fillings, extractions, root canals, and other authorized treatment by National Guard Bureau. The contractors safety program includes equipment training, occupational safety, health, and fire protection guidance to ensure the protection and health of all work personnel. Due to the size of the LAARNG force and need for very large, short-termed events, Contractor shall possess an owned & operated fleet of mobile health practices containing a minimum of 20 vehicles to accommodate multiple large events at the same time. All vehicles must be OSHA/ADA/HIPAA compliant and have wheel chair access hallways and an onboard wheel chair lift. Internet connectivity must be available for any Mobile Health Practice deployed to allow for real-time data entry at events. Patient Education screens are ideal to ensure soldiers receive continuing education. Due to nature of many drill weekends, annual training events, and a busy schedule for soldiers, Mobile Dental Practices must be able to be moved at short notice of a minimum of 1-hour notice to follow movement of patient base to be served. Government property shall also be protected during the period of time the property is under the control or possession of the contractor. Contractor shall have on-base, local, and national network of Case Managers available to assist with expanded dental Case Management function during & post-event to ensure remediation of Class 3 soldiers. Contractor will have fully licensed & accredited State licensed network of general & specialty dental providers that can treat authorized Class 3 LAARNG Service Members. (see Para 5 Addl Dental Resources) Contractor will fulfill prescription medication services through local pharmacies as needed during dental events when required. 8. SPECIFIC TASKS: 8.1 Digital Bitewings, Digital Panoramic Radiographs & Dental Exams: The contractor shall perform required dental examinations to include digital bitewings and digital panoramic radiographs if clinically indicated in support of the annual dental screenings in accordance with the AR 40-501 and AR 40-35 in an undetermined number of Armories and training sites in Louisiana to be determined in each delivery order. The contractor must use HIPAA, Privacy Act, OSHA & ADA-Compliant Mobile Dental Practice or Portable Dental equipment. The contractor shall have experience in and capability to upload all exam and digital radiographs into the DENCLASS system. The contractor shall ensure all soldiers have a current Panoramic Radiograph on file and if missing, the contractor shall perform new radiographs. Adherence to all OSHA requirements, State and Federal Regulations are mandatory. Film or digitized radiographs will not be accepted. Exam. A periodic oral evaluation shall assess the current state of oral health, risk for future dental disease as well as assessing general health factors that relate to the treatment of the patient. The following measures are required for each periodic oral evaluation: a. Caries risk assessment Classify Soldiers as low, moderate or high risk for caries as outlined by the American Dental Associations 1995 Special Supplement. This assessment will allow the ADCS to identify those at high risk for future disease and appropriately manage their care. b. Periodontal assessment Periodontal Screening and Recording (PSR), a screening procedure endorsed by the American Dental Association and the American Academy of Periodontology, should be utilized to determine the need for periodontal treatment. c. Tobacco risk assessment Classify Soldiers as a smoker, user of smokeless tobacco or as both. d. Oral cancer screening Perform a thorough oral cancer screening on all beneficiaries as part of all annual examinations. e. Digital radiographs should be taken only for clinical reasons according to FDA guidelines as determined by the patients dentist. Radiographs should be of diagnostic quality, properly identified and dated. A panograph is required to be present in dental record and that it is of adequate quality for diagnostic/identification purposes. There is no time requirement on updating panographic radiographs. However, the panographic radiograph will adequately represent the current oral condition of the Soldier. Digital radiographs shall be performed on all service members who do not have a Panograph on file in the DENCLASS system, regardless of when the hardcopy panograph is dated. Each exam shall be entered into the DENCLASS reporting system and annotated on the SF 603 (Health Record Dental) and the SF 5570 (Health Questionnaire for Dental Treatment) of the Soldiers dental records. Setup of contractors dental equipment is to be completed by the day prior to event commencement. Setup of contractors dental equipment is the sole responsibility of the contractor. Breakdown of the contractors dental equipment is the sole responsibility of the contractor. As required provide timely feedback and work progress/ status of number of Dental examinations completed to the Office of the State Army Surgeons POC (or designated representative) as to timelines or factors that may negatively impact processing 8 Soldier exams per hour. Provide completion status to Office of the State Army Surgeons POC (or designated representative) as to time requirements to complete jobs to insure processing 8 Soldier exams per hour. Contractor must notify the Office of the State Army Surgeons POC (or designated representative) at the end of the event. Electronic entry of data into the DENCLASS database is required within 5 days of completion of the Dental Screening mission to include the upload of any radiographs taken during the event. Contractor shall be licensed on any services rendered and equipment operated during mission. 8.2 Dental Treatment: Based on National Guard Bureaus national statistics, it is estimated that 30% of the alerted & eligible soldier exams will be Classification 3, Non-Deployable without Dental Treatment. This creates an estimated population of soldiers will required dental treatment to get those soldiers to a Class 2 Status, or deployable, before their Mobilization. The Contractor shall provide approved dental treatment only within an OSHA & ADA-Compliant Mobile Dental Practice at armories and training sites throughout the State of Louisiana. See Appendix C- Authorized Dental Treatment. 8.11 Prescription Medication Services: "Contractor shall setup network & account with local pharmacies near event location "Upon need of dentally treated soldiers & recommended by licensed dentist, Contractor to arrange for fulfillment of prescription medication for soldier "Government, Soldier, and/or Contractor to provide transportation of soldier to local pharmacy to fill prescription "Contractor shall be invoiced by & submit payment to subcontracted local pharmacy utilized "Local Pharmacy & Contractor to explain prescription medication instructions to LAARNG treated soldier and any other POC at the direction of the Office of the State Army Surgeon: oFollow-up conversations between Contractor and LAARNG treated soldier & Supervisor may be necessary depending on complexity of treatment and prescription medication "Contractor to collect & tally all expenses of prescription medication services & case management related oContractor shall submit costs to authorized Government representative "Government will pay contractor for invoices of subcontracted prescription medication.. 8.12 Onsite at Event & Post-Event Case Management of Dental Exam & General/Specialty Treatment Services: "Contractor to setup network & account with local general & specialty fixed-site dental facilities and offices near event location and/or home of LAARNG soldier "Upon need of dentally treated soldier & recommended by licensed dentist, Contractor to arrange for fulfillment of dental treatment for soldier "Government, Soldier, and/or Contractor to provide transportation of soldier to local dental facility/office for treatment depending on if at event or post-event. "Contractor shall be invoiced by & submit payment to subcontracted local dental office utilized "Local dental office & Contractor to explain post-operatory instructions to LAARNG treated soldier and any Supervisor if necessary oFollow-up conversations between Contractor and LAARNG treated soldier & Supervisor may be necessary depending on complexity of treatment and, if any, prescription medication for post-operatory. "Contractor to collect & tally all expenses of general & specialty dental treatment services & case management related oContractor will submit costs to authorized Government representative "Government will pay invoices of subcontracted case management fees & general & dental treatment at fixed-site dental offices. 9. APPLICABLE DOCUMENTS The contractor will ensure that all appropriate DA or DD forms (in accordance with references) are utilized for each service supplied. The forms will be made available through the Louisiana Medical Detachment office. The contractor will provide all documentation concerning dental & medical treatment to the LAARNG. Contractor will also provide proof of Louisiana license to the State Surgeron. 10. PLACE OF PERFORMANCE Throughout entire state of Louisiana. To Be Determined on each delivery order. Contractor must be able to respond within a minimum of 2 day notice anywhere within the state. 11. PERIOD OF PERFORMANCE "To Be Determined on each delivery order. Contractor must be able to respond within a minimum of 2 day notice anywhere within the state 12. OTHER CONDITIONS/ SECURITY 12.1 Safety: The contractor has established a safety and health program in accordance with the standards of the Federal Occupational Safety and Health Standard (OSHA), Health Information Portability and Accountability Act (HIPPA), and The Privacy Act. Dental services shall be performed by licensed medical professionals. Contractor shall be held liable and is responsible for ensuring and verifying the appropriate level of Credentialing / Privileging (Licensure, Diploma, background checks, etc.) for all contact providers in support of any LAARNG event. 12.2 Performance work statement is UNCLASSIFIED and under HIPAA guidelines. OSArS shall notify the Contractor if requirement exists for a secret classification and circumstances requiring secret classification for Readiness impact reporting. 12.3 Quality Control: The contractor shall create a quality assurance program that monitors all servicers being provided. The program must be approved by the LAARNG. 12.4 Hours of Operation: Soldiers will be made available to the contractor during regular drill weekends and training periods between the normal hours of operations to be estimated at 10 hours a day. Usual hours are between 0700 and 1900 unless special arrangements are made. 12.5 Security Requirements: Base security will require all employees and affiliated personnel of the contractor to carry a State recognized identification card or drivers license and all vehicles are subject to search without reason. The contractor shall comply with all installation security requirements. 12.6 Reporting: The contractor shall provide a final report for all services provided to include a by name, unit, and social security number roster of all soldiers receiving services. The report must be approved and verified by the LAARNG liaison with the office of the State Surgeon of the LAARNG. 12.7. Contractor shall consolidate all medical & dental services performed on an individual event basis and submit an invoice to the Contracting Officer for certification and payment processing. 13. ACCEPTANCE PLAN: All work performed, all materials and tasks data to be submitted under this task will be made available to be inspected for compliance with the SOW and accepted by the COR or authorized representative as specified herein. Section F - Deliveries or Performance See Appendix of Dental Classification 14. APPENDICES: A. Estimated Workload Data B. Dental Classification C. Authorized Dental Treatment The following clauses and provisions are applicable to this requirement. 52.212-1 Instructions to Offerors - Commercial Items. 52.217-5 Evaluations of Options. 52.217-8 Option to Extend Services. 52.217-9 Option to Extend the Term of the Contract. 52. 212-2 Evaluation - Commercial Items, factors are as follows: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: The offeror shall provide the following information for source selection. 1. Information concerning the company offering the proposal 2. Technical information concerning mobile equipment to be used to fulfill the contract. 3. Resumes of personnel (health professionals and support staff) key personnel intended to be assigned to work on this effort. 4. Resumes of key administrative personnel intended to work on this contract. 5. Past Performance references: Include the name of the agency/company, telephone number, name of an individual that has knowledge of your past performance. 6. Price. Provide pricing or a published price list outlining : a. Daily Equipment costs b. Equipment set-up, teardown c. Daily technician charges, include per diem for travel. d. mobilization, e. Option year increases should be stated as a percent increase. Technical evaluation of equipment and personnel based on the information provided and past performance references, when combined, are significantly more important than price in determining the best value source selection. The Government intends to award without discussion unless it is determined to be necessary by the Contracting Officer. Completion of 52.212-3 Offeror Representations and Certifications - Commercial Items or notice of electronic representations and certifications at ORCA websit. 52.212-4 Contract Terms and Conditions - Commercial Items. 52.212-5 Contract Terms and Conditions Required to Implement Statu tes or Executive Order - Commercial Items (a) (b)(3)(5)(10)(14)(15)(16)(17)(18)(19)(20)(32)or (33)(c)(1)(2)(3)(d)(e). 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Comme rcial Items (a)(b)(4). Proposals shall be accepted electronically by e-mail to patti.woods@us.army.mil or jason.meyers@us.army.mil not later than 4 May 09, 10:00 CST. Questions regarding this solicitation must be received by the Contracting Officer not later than 24 April 2009. All prospective contractors must be registered in the Central Contractor Registration Database (CCR) (www.ccr.gov). If you are not registered you may request an application through the CCR website at http://www.ccr.gov.
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- Place of Performance
- Address: USPFO for Louisiana 420 F Street, Camp Beauregard Pineville LA<br />
- Zip Code: 71360<br />
- Zip Code: 71360<br />
- Record
- SN01783868-W 20090404/090402220121-9934b238e9d1c71f00a26fe34e70bb48 (fbodaily.com)
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