Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 19, 2015 FBO #5017
DOCUMENT

65 -- Custom Dental Prosthetics Laboratory Services - Attachment

Notice Date

8/17/2015
 

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

VA26115Q1023
 

Response Due

9/1/2015
 

Archive Date

10/1/2015
 

Point of Contact

Angela Oppenheimer
 

Small Business Set-Aside

Total Small Business
 

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 LAB SERVICES 1.GENERAL 1.1.SERVICES REQUIRED: VA Palo Alto Health Care System (VAPAHCS) requires contractor services to perform laboratory procedures that are required for the treatment of dental patients. These procedures include, but are not limited to: all laboratory fabrication of complete dentures, removable partial dentures, fixed partial dentures and crowns, and dental implant restorations; and bleaching of trays, surgical stents, mouth guards, and sleep apnea appliances. The Contractor shall pick up impressions and models and deliver the fabricated appliances, in a timely manner, to and from 3 VAPAHCS divisions: Palo Alto Division; Menlo Park Division; and Livermore Division. 1.2.PLACE OF PERFORMANCE: The Contractor shall perform all laboratory work at the Contractor's facility. 1.3.Scheduled pick-up and deliveries will be to the VAPAHCS Palo Alto Division, located at 3801 Miranda Avenue, Palo Alto, CA 94304; Livermore Division, located at 4951 Arroyo Road, Livermore, CA 94550; or Menlo Park Division, Core Building 334, located at 795 Willow Road, Menlo Park, CA 94025. 1.4.AUTHORITY/POLICY/HANDBOOKS: Contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 1.5.All standards related to prosthetic services shall be in agreement with the VA Central Dental Laboratory case requirements listed at http://vaww.infoshare.va.gov/sites/dental/PH/CDLWebsite.aspx. 1.6.DEFINITIONS/ACRONYMS: COR- Contracting Officer's Representative. Dental Laboratory Services- Those laboratory procedures that are required for the treatment of dental patients. These would include, but not be limited to, all laboratory fabrication of complete dentures, removable partial dentures, fixed partial dentures and crowns, and dental implant prosthesis. Miscellaneous other procedures may include such items as bleaching trays, surgical stents, athletic mouth guards, and sleep apnea appliances. Routine Handling- A dental laboratory work authorization that is usually performed and returned within specified timeframe. Special Handling- Unusual circumstance that may dictate the need for a dental order to be picked up specially and returned overnight, or processed within a shorter timeframe. Turnaround Time (TAT)- The length of elapsed time between pickup of the dental lab order by the Contractor and the receipt of the completed order by VAPAHCS Dental Service. Working Day- Any 24-hour period of the administrative work week, which is Monday through Friday. Federal holidays occurring during the administrative workweek, are not considered working days. Using Service- Same as VA Dental Service. VAPAHCS- VA Palo Alto Health Care System. VA Dental Service- Refers to the Dental Services located at the VAPAHCS Palo Alto Division, Livermore Division, and Menlo Park Division. VISN 21- Veterans Integrated Service Network 21, comprising the network of VA facilities within the VA Sierra Pacific Network, including VAPAHCS. 2.CONTRACTOR QUALIFICATIONS 2.1.The Contractor shall demonstrate the use of procedures, techniques, and current technology that are equivalent to or exceed current industry standards. 2.2.The Contractor's lab shall be certified by the National Association of Dental Laboratories. The Contractor shall provide a current copy of its National Association of Dental Laboratories certification. 2.3.The Contractor shall comply with the regulations governing Food and Drug Administration (FDA) Quality System/Good Manufacturing Practices for products distributed in the United States dental laboratories. Additionally, the Contractor shall comply with standards by the American National Standards Institute (ANSI), in cooperation with the American Dental Association Department of Standards, that require all materials used for fabrication of dental appliances meet the Standard Practices for Biological Evaluation of Dental Materials. 2.4.Contractor Personnel: Contractor personnel performing the required work under this contract shall not be considered Government employees. 2.5.Changes in Subcontracted Dental Laboratories: The Contractor shall notify the Contracting Officer of any proposed changes in subcontracted dental laboratories used. Changes in subcontracted dental laboratories must have prior written approval by the Contracting Officer before any changes are implemented. The Contractor is responsible for any additional costs that are a result of any changes in subcontracted laboratories. 3.CONTRACTOR TASKS/RESPONSIBILITIES 3.1.The Contractor shall furnish all labor, transportation, materials, general dental laboratory tools, equipment, and supervision required to provide dental prosthesis to VAPAHCS between the work hours of 8:00am and 5:00pm, Monday through Friday. 3.2.Federal Holidays: The Contractor is not expected to work on Federal Holidays. The holidays are: New Year's Day; Martin Luther King Jr.'s Birthday, President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any other day officially declared by the President of the United States to be a federal holiday. 3.3.The Contractor shall provide the following services: 3.3.1.Fabricate complete dentures and removable partial dentures, including the following steps: a.Box and pour preliminary and final impressions. b.Prepare working stone models. c.Fabricate custom impression trays. d.Fabricate base plates and wax rims. e.Mount working casts on articulator. f.Set teeth and wax for denture try-in. g.Flask and process dentures. h.Break out and finish dentures for delivery. 3.3.2.Fabricate full gold crowns and fixed bridges, including the following steps: a.Pour and prepare models for fabricating crowns. b.Wax crowns. c.Invest and cast wax patterns. d.Breakout, adjust and polish cast crowns for delivery. 3.3.3. Fabricate Porcelain Crowns and Fixed Bridges including the following steps: a.Pour and prepare models for fabricating crowns. b.Wax crowns. c.Invest and cast wax patterns. d.Breakout, adjust and polish cast copings. e.Apply porcelain, finish and polish for delivery. f.Pick-up and delivery from the facility. 3.3.4.The Contractor shall provide all packing and shipping materials, personalized shipping, shipment tracking and/or pickup and delivery services to ensure that casework arrives on time and safely to VAPAHCS: Palo Alto, Menlo Park, and Livermore Divisions. 3.3.5.Describe the method of referral, records management procedures, scheduling, and or documentation procedures. The Contractor shall be contacted by telephone for pick-up. Each case will be tracked by a dental lab prescription. Pick-up and delivery shall be between the hours of 8:00 a.m.- 4:00 p.m. Patient casework will be identified with the last name and last four digits of the patient's security number. The lab prescription shall include the date of the follow-up appointment for the Veteran. 3.3.6.The Contractor shall comply with Occupational Safety and Health Administration (OSHA) regulations. 3.3.7.The Contractor shall comply with the Health Insurance Portability and Accountability Act (HIPAA). 3.3.8.The Contractor shall meet or exceed VA standards and The Joint Commission standards for constructing dental prostheses. 3.4.Quality Control Plan (QCP): The Contractor shall develop and maintain an effective Quality Control Plan (QCP) which details how they will monitor their work to ensure they are meeting all of the requirements of the contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which the Contractor assures that their work complies with the requirements of the contract. The QCP shall be submitted in written form with an electronic copy to the COR for review within thirty (30) calendar days of the contract award. The COR or designated representative will review the QCP and return it to the Contractor if changes are required. If any changes are required, the Contractor has five (5) working days to complete the changes and resubmit the QCP. If any future changes are needed, the Contractor has five (5) working days to submit the agreed upon changes. 3.4.1. To ensure that both parties have an equal understanding of the services to be provided by the Contractor, the following quality assurance guidelines are to be incorporated: a.Services were received within the designated timeframe. b.Services were delayed no more than twice in a 30-day period. c.Performance problem occurred: ill-fitting denture or prosthesis was remade within 30 days. d.Description of problem conveyed to Contractor by the Dental Service provider. e.The Contractor was verbally informed and corrected the problem within the agreed upon turnaround times between VAPAHCS and the Contractor, plus one day. f.Informed problem in writing and contractor corrected within a reasonable timeframe. g.What actions were necessary: remake/adjustments- minor or major. h.Three or more patient delays caused within a 30-day period shall result in a disincentive. 3.4.2. Quality Control Inspection Procedures for Crown and Bridge: a.Read and ensure all of the following items correlate: work ticket, physician preferences, prescription, patient name, case pan number, dated wanted. b.Identify tooth number with physician's prescription. c.Check shade with shade guide. d.Check margins on die under magnification; ensure margins are closed. e.Inspect all surfaces for: black spots; fractures; bubbles in porcelain; and rough textures. f.Check anatomy and contours of crown and bridge: buccal and lingual contour in relation to adjacent teeth; marginal ridges in proper height to adjacent and opposing teeth; proper embrasures; proper length of anteriors; and proper emergence profile. g.Check occlusion, group function, and lateral excursions. h.Check contacts on solid model. Verify contacts for adequate contact and for proper form. i.Check work ticket for any specific physician preferences. j.Check to ensure that the inside of crown is sanded, free of glaze and is opaque. k.All transfer copings and specified margin dies boxes with outgoing crowns and bridges. l.On work ticket, write down alloy billing information immediately above or below the product codes. (this is not a quality control inspection step??) m. Verify product codes on work ticket for: alloy; wrong codes; wrong quantity; and missing codes. After verification is done, circle product and alloy codes on work ticket and initial next to the circle. Mark bottom of crown box with pan number. n.Check all model work for cleanliness. 3.6. Work Guarantee: The Contractor shall provide an On-Time Delivery Guarantee; guaranteed turnaround times; and remakes at no additional cost to the Government when the Contractor's products are flawed or defective. 4.PERIOD OF PERFORMANCE (POP) 4.1. The POP shall be for one (1) year starting on the effective award date of the contract, with the Base Year to begin on/about October 1, 2015 to September 30, 2016. No option years will be included. 4.2. The Contractor shall not perform work beyond the POP unless there is written authorization by the CO. Any work performed without prior authorization will be performed by the Contractor at no additional cost to the Government. 5.GOVERNMENT FURNISHED EQUIPMENT (GFP) 5.1. VAPAHCS will provide all necessary impressions, casts, and implant restorative hardware for all cases submitted to the Contractor. 6.CONTRACTOR FURNISHED EQUIPMENT/PROPERTY 6.1. Unless specified otherwise in this solicitation, the Contractor shall furnish all supplies, equipment, facilities, and services required to perform work required. 6.2. The Contractor shall use high quality raw materials. All items shall be manufactured in the United States. 7.OTHER ADMINISTRATIVE RESPONSIBILITIES 7.1. Invoices: Invoices will be paid in arrears monthly. Invoices must include at minimum, the following information: date of invoice; vendor name; contract number, purchase order number, services provided, and the period of service. Under no circumstances shall the Contractor commence with any additional services without the written approval of the CO. Any additional services performed without this approval will be at the Contractor's expense. 7.2. The Contractor shall be paid for actual services provided by Contractor personnel. The Contractor will not be paid for "availability" or "on-call" services unless otherwise provided herein. 7.3. Travel Costs: Unless otherwise specified in this solicitation, the Contractor shall include in its price, all labor, travel costs and its expenses, materials, tools, supplies, equipment, and other expenses necessary to perform this requirement. 7.4. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. 7.5Contracting Officer Representative (COR): The COR will be appointed and delegated by the Contracting Officer. A letter of designation will state the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The Contractor will receive a copy of the Delegation Letter from the Contracting Officer. The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority. 8.SECURITY REQUIREMENTS 8.1.1. A background check is required for all of the Contractor's employees providing services to the Government. This shall allow the Contractor to access areas within the VA such as offices, clinics, patient rooms, and other restricted areas. No employee shall be permitted to perform work or access non-public areas without a background check and written clearance by VA Police. 8.1.2. The position sensitivity has been designated as Low Risk. 8.1.3. The level of background investigation commensurate with the required level of access is Special Agreement Check (SAC) - Fingerprint Only. Fingerprinting will be done at a VA facility designated at the time of award. The VA will bear the cost of the initial SAC. The Contractor shall bear the cost of any subsequent SACs. The SAC shall be initiated five (5) days prior to entry on duty for Contractor personnel. The Contractor shall submit for its employee proof of a negative tuberculosis test within five (5) days of contract award to the Contracting Officer. 8.1.3. Privacy Training: The Contractor may be required to take on-site Privacy Training and any other training identified by VAPAHCS. 8.1.4. Access to VA Information and VA Information Systems: The Contractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. 8.1.5. All contractors, third-party servicers, and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. 8.1.6. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. 8.1.7. The contractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor's employ. The Contracting Officer must also be notified immediately by the contractor prior to an unfriendly termination. 8.1.8. VA Information Custodial Language: a.Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b.VA information should not be co-mingled, if possible, with any other data on the contractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct onsite inspections of contractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c.Prior to termination or completion of this contract, contractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d.The contractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e.The contractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor electronic storage media for restoration in case any electronic equipment or data used by the contractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f.If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g.If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h.The contractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i.The contractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. j.Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k.Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor is in receipt of a court order or other requests for the above mentioned information, that contractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l.For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. 8.1.9. SECURITY INCIDENT INVESTIGATION a.The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access. b.To the extent known by the contractor, the contractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor considers relevant. c.With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d.In instances of theft or break-in or other criminal activity, the contractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 8.1.10. Liquidated Damages for Data Breach: a.Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract. b.The contractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c.Each risk analysis shall address all relevant information concerning the data breach, including the following: (1)Nature of the event (loss, theft, unauthorized access); (2)Description of the event, including: (a)Date of occurrence; (b)Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code. (3)Number of individuals affected or potentially affected; (4)Names of individuals or groups affected or potentially affected; (5)Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6)Amount of time the data has been out of VA control; (7)The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8)Known misuses of data containing sensitive personal information, if any; (9)Assessment of the potential harm to the affected individuals; (10)Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11)Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. 9.QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) 9.1. The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. The QASP is primarily focused on what the Government shall do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 9.2. The QASP will be provided to the Contractor within fifteen (15) days after award of contract. The COR will monitor Contractor performance. Documentation of services performed will be reviewed prior to certifying payment. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided. 10.INVOICING/PAYMENT 10.1. The vendor shall submit a copy of the invoice prior to commencement of the training program to the COR prior to submitting it to DFAS Austin. The COR will verify the invoice and authenticate the invoice via Online Certification System (OLCS). This is the VA's process and procedure for submitting invoices for payment. Price / Cost Schedule SALIENT CHARACTERISTICS: The following salient characteristics are essential, significant and functional to the Government's requirements: "Shall provide dental laboratory services according to dental provider prescriptions. "Shall provide all supplies, equipment, facilities, and services required to fabricate fixed and removable dental prostheses and other appliances. "Shall pick up and deliver cases from Palo Alto, Menlo Park, and Livermore Divisions between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday. "Shall identify patient casework with patient's last name and last four digits of social security number only. "Shall provide completed fixed restorations within 10 working days from pickup. "Shall provide completed removable restorations within 8 working days from pickup. "Shall provide custom shade matching services for fixed prostheses as needed. "Shall remake all defective or flawed items due to contractor error including porcelain that shatters within 12 months of fabrication. "Shall meet or exceed the VA and The Joint Commission standards for constructing dental prostheses. "Shall comply with the Health Insurance Portability and Accountability Act (HIPAA). "Shall be certified by the National Association of Dental Laboratories. "Shall comply with the regulations governing Food and Drug Administration (FDA) Quality System/Good Manufacturing Practices for products as well as the standards set by the American National Standards Institute (ANSI) in cooperation with the American Dental Association Department of Standards requiring all materials used for fabrication meet the Standards Practices for Biological Evaluation of Dental Materials. "Shall fabricate prostheses that demonstrate acceptable level of marginal integrity 95% of the time when evaluated on dental stone model or implant abutment. No visible marginal opening when viewed under loupe magnification of 2.5. "Shall fabricate prostheses that demonstrate acceptable level of occlusion 95% of the time when evaluated on dental stone model or implant abutment. Evaluation with articulating paper will show even distribution of markings in light contact. "Shall fabricate prostheses that demonstrate proper anatomical contours and acceptable esthetics 95% of the time when compared with a shade guide. "Shall only use noble metal alloys made in the USA and provide certificating labels on invoices and/or appliances. ? 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. 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) ? DRAFT: Quality Assurance Surveillance Plan (QASP) Dental Prosthetics Draft copy is being provided for demonstration purposes only. Actual QASP will vary. 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 Palo Alto Health Care System (VAPAHCS) 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 Dr. TBD 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 VAPAHCS. 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 prescriptionCompliance with work prescription for dentists preferences..Remakes shall not exceed 10% of the number of orders placed 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 preparing 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

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANCHCS/VANCHCS/VA26115Q1023/listing.html)
 

Document(s)

Attachment
 

File Name: VA261-15-Q-1023 VA261-15-Q-1023_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2257785&FileName=VA261-15-Q-1023-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2257785&FileName=VA261-15-Q-1023-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03841370-W 20150819/150817234741-114760108de1da61d6bafba01a89aa1e (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |