NTX Dental lab outsource
The North Texas VA Health Care System (NTXVAHCS) is seeking Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB) or Small Business (SB) sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 13.
NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR INFORMATION PAGES (VIP) DATABASE.
The North American Industry Classification System (NAICS) is 339116. Any SDVOSB, VOSB or Small Business firms who wish to identify their interests and capability to provide this service must provide information by notifying the Contract Specialist no later than NOON PM Central Time August 02, 2018. Notification shall be e-mailed to Lula Hill, at lula.hill3@va.gov.
DISCLAIMER
This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.
SCOPE
Title of Project: Dental Laboratory Support for North Texas Dental Laboratory.
Background: The Department of Veterans Affair, North Texas Dental Laboratory (NTDL) Workload for the NTDL exceeds the capacity of existing staff, requiring an outsourcing contract to manage excess workload.
Scope of Work: The contractor shall furnish all necessary personnel, materials, equipment, services and facilities to fabricate the following:
Flexible Partial Dentures Fully fabricated
Flexible Partial Dentures Setup for Try-in
Flexible Partial Dentures Process and Finish
Complete Denture Fully fabricated (Premium Teeth, IPN or equivalent)
Complete Denture Setup for Try-in (Premium Teeth, IPN or equivalent)
Complete Denture Process and Finish
Transitional Removable Partial Denture (RPD) w/ Wrought Wire Clasps
Partial Denture Setup for Try-in
Partial Denture Process and Finish
Fabrication of custom trays, Record Bases and Occlusal wax rims
Fabrication of Hard Acrylic Night Guards
Fabrication of dual Laminate bite guards
Fabricate Diagnostic Wax-ups
Fabricate Provisional Crowns and Fixed Partial Dentures
Performance Period: October 1, 2018 through September 30, 2019.
List of duties to be performed by the contractor:
Flexible Partial Dentures with the following characteristics:
a. Natural Appearance Fabricated to match color that blends into the patients mouth and resemble Natural look
b. Comfortable Custom fabricated to patient s mouth and durable lightweight material.
c. Completely Metal-Free All Acrylic
d. Minimum Preparation Designed to fit patient s mouth with minimum Dentist s preparation.
e. Durable Material that is flexible, strong and durable. Resists breakage due to stress and pressure in the mouth
Flexible Partial dentures to include the following steps:
Setup
Flask & process prostheses
Break out and finish prostheses, ready for delivery
Adjust and verify the occlusion, according to the bite record supplied
Accurately adapt the gingival base to the master cast
Polish properly
Complete Denture Setups / with Premium teeth
Mount casts with the included bite record
Follow the prescription exactly
No anterior tooth contact in centric
All posterior teeth are contacting in the prescribed occlusion
Gingival wax is trimmed and polished, with no excess wax on the denture teeth or casts.
Record bases do not contact when the teeth are in occlusion
Complete Denture Process and Finish
Confirm wax- up and seal down
Flask, boil out and process
Finish, confirm occlusion and polish
Transitional RPD/Wrought Wire Partials from start to finish
Mount casts with the included bite record
Follow the prescription exactly
Duplicate the master cast and fabricate/process the RPD on it
Guide planes in acrylic
No anterior tooth contact in centric
All posterior teeth are contacting in the prescribed occlusion
Gingival wax is trimmed and polished, with no excess was on the denture teeth, on the casts, or under the framework (except saddle areas)
Record bases do not contact when the teeth are in occlusion
Finish the prosthesis to fit on the master cast
Partial Denture Setups
Mount casts with the included bite record
Follow the prescription exactly
No anterior tooth contact in centric
All posterior teeth are contacting in the prescribed occlusion
Gingival wax is trimmed and polished, with no excess wax on the denture
Record bases do not contact when the teeth are in occlusion
Partial Denture Process and Finish
Flask, process and finish or Pour technique
Finish, confirm occlusion and polish
Custom Trays, Record Bases, Wax Rims
Follow the prescription exactly
Accurately adapt the base/tray to the designated cast
Metal handle on the anterior of the custom tray
Upper wax rim is 22mm long in the anterior
Lower wax rim is 18mm long in the anterior
Borders are smooth and polished
Cast is neat, with excess wax removed
Bite Guards
Mount casts with the included bite record
Duplicate the master cast and fabricate/process the prosthesis on the duplicate cast
Follow the prescription exactly
Anterior guidance
Pinpoint anterior and posterior contacts
Fit the final prosthesis on the master cast
The prosthesis is smooth and polished
Dual Laminate Bite Guards
Mount casts with the included bite record
Duplicate the master cast and fabricate/process the prosthesis o the duplicate cast
Follow the prescription exactly
Anterior guidance
Pinpoint anterior and posterior contacts
Fit the final prosthesis on the master cast
The prosthesis is smooth and polished
Diagnostic Wax-ups
Anterior teeth waxed up to portray an Ideal arch form
Posterior teeth waxed up to proper Occlusion and maximum intercuspation
Provisional Crowns and Fixed Partial Dentures
Fabricated to either pre-operative or prepped impression models
Temporary Crowns fabricated with durable tooth shade acrylic resins
QUALITY CONTROL INSPECTION PROCEDURE CHECKLIST
The contractor shall be evaluated in accordance with the following QASP.
For: Department of Veterans Affairs, NCO 17
Contract Number:
Contract Description: Fabrication of Flexible Partial Dentures from start to finish
Contractor s name: (hereafter referred to as the contractor).
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 shall be monitored.
How monitoring shall take place.
Who shall conduct the monitoring.
How monitoring efforts and results shall 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. 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:
Department of Veterans Affairs
Network Contracting Office (NCO)17
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: James Houston
3. CONTRACTOR REPRESENTATIVES
The following employees of the contractor serve as the contractor s program manager for this contract.
a. Program Manager -
b. Title:
4. PERFORMANCE STANDARDS
Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.
The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).
ID
Performance Objective
Performance Threshold
AQL
Method of Surveillance
Incentive/Disincentive
1
Timeliness -Contractor shall deliver finished products within the timeframe outlined in the PWS
Completion of services within timeframe
98%
COR will track pick-up and return of packages
Incentive: favorable contractor performance evaluation
Disincentive: Unfavorable contractor performance evaluation.
A Contract Discrepancy Report (CDR) will be issued on the first instance of failure to provide the acceptable level of service
Two or more issued CDRs may result in contract termination procedures.
2
Flawed Product - The Contractor must rework flawed products within the allowed timeframe outlined in the PWS
Completion of services within timeframe
95%
Dentist will document and report flawed products to COR. COR will monitor timeframe between return and delivery
Incentive: favorable contractor performance evaluation
Disincentive: Unfavorable contractor performance evaluation.
A Contract Discrepancy Report (CDR) will be issued on the first instance of failure to provide the acceptable level of service
Two or more issued CDRs may result in contract termination procedures.
3
Case Consultation The Contractor must provide Case Consultation within 24 hours of the request
Case Consultation within 24 hours
95%
COR will monitor customer service and document instances of poor service
Incentive: favorable contractor performance evaluation
Disincentive: Unfavorable contractor performance evaluation.
A Contract Discrepancy Report (CDR) will be issued on the first instance of failure to provide the acceptable level of service
Two or more issued CDRs may result in contract termination procedures.
5. INCENTIVES/DISINCENTIVES
The Government shall use favorable contractor performance evaluations as incentives. Incentives/Disincentives shall be based on exceeding, meeting, or not meeting performance standards.
6. PROCEDURES/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. (Can be performed periodically or through 100% surveillance.)
b. Receipt of properly completed documents
7. RATINGS
Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:
Positive outcome: No more than 1incident of not meeting the performance standard during the period of performance.
Neutral outcome: No more than 3 incidents of not meeting the performance standard during the period of performance
Negative outcome: More than 3 incidents of not meeting the performance standard during the period of performance.
8. DOCUMENTING PERFORMANCE
a. ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.
b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the Contracting Officer (CO). This shall normally be in writing unless circumstances necessitate verbal communication. In any case the COR and CO shall document the discussion and place it in their respective file.
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor s program manager for corrective action.
The contractor shall acknowledge receipt of the CDR in writing. The CDR shall 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 shall also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.
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.
During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.
b. Frequency of Performance Assessment Meetings.
The COR shall meet with the contractor quarterly to assess performance and shall provide a written assessment.
1. Read and compare: Work ticket, Doctor Preferences, prescription, case pan number, date requested. (All Must Correlate)
The lab prescription is followed exactly
Tooth set up results, as requested
Finish and polish produce acceptable contours that are smooth to the touch on the external surfaces
Internal prosthetic surfaces are not adjusted by the laboratory
Rounded borders
Occlusion (all posterior teeth touch a flat plane, using mounting jig to verify)
Correct shade-denture tooth and gingival
2. Contract monitoring and record keeping procedures to be used.
Regular quality assurance forms completed by dental providers
Each case tracked via lab prescriptions
3. Include any other essential elements to ensure both parties have any equal understanding of the services to be provided by the Contractor.
Work guarantee
Free remakes
On-time delivery guarantee
Guaranteed turn-around times within a maximum time of 10 days or less
CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
The COR and the contractor will assure that:
No other information except what is in this contract will be shared with the contractor in any follow-up communication.
None of the information in the contract includes Protected Health Information (PHI) or Individually Identifiable Information (III). Only de-identified data as defined by the HIPPA Privacy Rule, to include first initial of last name and last four of SSN will be entered on the website.
Contract performance does not require access to VA systems.
RECORDS MANAGEMENT
1.B B Citations to pertinent laws, codes and regulations such as 44 U.S.CB ChapterB 21 , 29, 31
and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR
Part 1222 and Part 1228.
2.B Contractor shall treat all deliverables under the contract as the property of the U.S.
Government for which the Government Agency shall have unlimited rights to use, dispose
of, or disclose such data contained therein as it determines to be in the public interest.
3.B Contractor shall not create or maintain any records that are not specifically tied to or
authorized by the contract using GovernmentB IT equipment and/or Government records.
4.B Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains
information covered by the Privacy Act of 1974 or that which is generally protected by the
Freedom of Information Act.
5.B Contractor shall not create or maintain any records containing any Government Agency
records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1.
6.B The Government Agency owns the rights to all data/records produced as part of this
contract.
7.B The Government Agency owns the rights to all electronic information (electronic data,
electronic information systems, electronic databases, etc.) and all supporting
documentation created as part of this contract.B Contractor must deliver sufficient technical
documentation with all data deliverables to permit the agency to use the data.
8.B Contractor agrees to comply with Federal and Agency records management policies,
including those policies associated with the safeguarding of records covered by the Privacy
Act of 1974.B These policies include the preservation of all records created or received
regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or
state of completion [draft, final, etc.].
9.B No disposition of documents will be allowed without the prior written consent of the
Contracting Officer.B The Agency and its contractors are responsible for preventing the
alienation or unauthorized destruction of records, including all forms of mutilation.B Willful
and unlawful destruction, damage or alienation of Federal records is subject to the fines
and penalties imposed by 18 U.S.C. 2701.B Records may not be removed from the legal
custody of the Agency or destroyed without regard to the provisions of the agency records
schedules.
10.B Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure
of information, documentary material and/or records generated under or relating to this
contract.B The Contractor (and any sub-contractor) is required to abide by Government and
Agency guidance for protecting sensitive and proprietary information.
SAMPLE TECHNICAL EVALUATION
Prior to award of the contract, sample prostheses will be provided by all offerors based on a dental laboratory prescription and casts sent from NTDL via overnight delivery. The prescriptions will request:
Valplast Partial Denture
Set-up and fully fabricate Valplast Partial Denture as designed/requested on the Rx and casts submitted and returned to offeror for evaluation.
Transitional Removable Partial Denture /Wrought Wires Clasps
Set-up and fully fabricate Transitional Partial Denture as designed/requested on the Rx and casts submitted and returned to offeror for evaluation.
Technical Evaluation will be based on the following:
The lab prescription is followed exactly
Accurate mounting of casts
Tooth set up as requested
Finish and polish produce acceptable contours that are smooth to the touch on the external surfaces
Internal prosthetic surfaces are not adjusted by the laboratory
Rounded borders
Occlusion - all teeth touch a flat plane, verified with a mounting jig, if there is no opposing occlusion; or denture teeth touch opposing teeth, if present.
Correct shade denture tooth and gingival
Offerors will ship completed samples to the following address for technical evaluation:
Central Dental Laboratory (160L)
VA North Texas Health Care System
4500 South Lancaster Road
Dallas, TX 75216
Attn: Jim Houston
Offerors are responsible for cost of shipping samples. All offerors must adhere to the restrictions of the Buy American Act and provide confirmation that materials utilized in the fabrication
Lula Hill
972-708-0842
LULA.HILL3@VA.GOV
