SOLICITATION NOTICE
Q -- Mobile Dental Services.
- Notice Date
- 8/9/2006
- Notice Type
- Solicitation Notice
- NAICS
- 621210
— Offices of Dentists
- Contracting Office
- USPFO for Pennsylvania, Department of Veteran and Military Affairs, Annville, PA 17003-5003
- ZIP Code
- 17003-5003
- Solicitation Number
- W912KC-06-R-W90P886048N0002
- Response Due
- 8/21/2006
- Archive Date
- 10/20/2006
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation in accordance with FAR part 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicita tion will not be issued. The Solicitation Number is W912KC-06-R-W90P886048N0002. This synopsis/solicitation has been set aside for small business, NAICS code 621210. The Pennsylvania Army National Guard, United States Property and Fiscal Office (USPFO) proposes to enter into a firm fixed price blanket purchase agreement for a contractor to provide mobile dental services such as examinations and accompanying radiographs, to be performed at Fort Indiantown Gap, Annville, Pennsylvania and various armories t hroughout the state of Pennsylvania. Services shall consist of annual dental exam, annual bite wing x-rays, panograph x-rays (as needed), and DENCLASS/MEDPROS data input. Contractor must provide all labor, equipment, and supplies required for the dental exams. The PAARNG will contact the contractor as to location, date(s) of mission, start time of mission, number of soldiers to be examined, and POC with phone number. This will be done on an as needed basis. Contractor must be able to respond to a call within 3 days notice or possibly less. Initial services are to begin 1 SEP 2006. Base year performance shall be through 31 AUG 2007 with four (4) option years. Base year will have a maximum order limitation of $200,000.00 with four (4) option years to fo llow. The following is the Statement of Work (SOW): STATEMENT OF WORK FOR PARNG MOBILE DENTAL SERVICES 1. DESCRIPTION OF SERVICES. The contractor shall provide all management, labor, material, equipment, certifications and supplies necessary to provide mobile dental services at designated locations for the Pennsylvania Army National Guard. These services will be delivered at various armories and training locations throughout the state. These services will provide mandated dental examinations necessary to meet Department of the Army standards to meet medical readiness and deployability standards to ensure mission capability of the Army National Guard. 1.1. BASIC SERVICES. The contractor shall provide customized comprehensive dental readiness services to include: annual dental examinations (ADA Code 0120), clinically indicated radiologic studies (to include panorex), and oral health education. These se rvices will be completed by using contractor provided mobile dental equipment. Upon completion of services, medical information will be documented in accordance with Department of the Army Policy and be updated into DENCLASS/MEDPROS system. Monthly and a nnual reports will be generated and provided to the Office of the Chief Surgeon of the Army National Guard. The contractor shall also ensure the requirements of Occupational Safety and Health Administration (OSHA) and applicable Federal regulations are met . The contractor shall develop and maintain record files within the State Medical Command that documents serviced performed, examination results, and names of soldiers referred to dental specialists. a. The contractor provided mobile system shall include the following: (1) Fully digital operation. (2) Lead Lined Walls around the operatory. (3) Regulated individual operatory temperature control. (4) Professional quality sterilization equipment including Bio-sonic cleaners and Satim sterilizers. (5) Ventilation system on-board to minimize airborne pathogens. (6) Waste management for bio-hazardous waste. (7) Designated clean area for sterilization. (8) Must have emergency kit, eye wash kits, 02 tanks, and allergic reaction kits. (9) Must be ADA compliant and wheel chair access and an onboard wheel chair lift. (10) OSHA/HIPAA compliant sterilization and dental laboratory. 1.2. Exam. A periodic oral evaluation shall assess the current state of oral hea lth, 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 described by the American Dental Associations 1995 Special Supplement. This assessment will allow the ADCS to identify those at high risk for future disease an d 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. 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. 1.3. Documentation. All Soldiers must have a complete military dental record. No dental record is considered complete unless the documentation is complete and in the proper order as outlined in TB MED 250. Contractor is responsible to provide all forms. The contractor shall provide electronic documentation (to include radiographs) in the ARNG approved system and a paper copy as outlined below. A complete record includes the following: a. Military dental record jacket, DA Form 8005 through 8005-9 b. The automated Health History Form or DA Form 5570 (signed), Health Questionnaire envelope c. DD Form 2005 (signed), Privacy Act Statement d. SF 603/603A, Record of Dental Exam e. Supporting radiographs (panograph and four bitewings reflecting existing) (1) All radiographs will be uploaded into the ARNG automated system. (2) A diagnostic quality copy of all radiographs must be placed in the Dental Record. f. The entries on the SF 603/603A should include the following: date, location, periodic oral examination , indication/date of x-rays taken, indication/date of x-rays consulted, oral cancer screening, caries risk assessment (based upon caries incide nce), Periodontal Screening and Reporting (PSR), charting of current oral condition class 2 issues identified and a listing of class 3 treatment needs, printed name of examining dental officer and dental officers signature/initials. These required dental documentation elements will be made in the DENCLASS/MEDPROS system and printed and placed into the dental record. 2. GENERAL INFORMATION. 2.1. QUALITY CONTROL. The contractor shall adopt a quality assurance program that monitors all service activities and ensures the highest quality customizable dental services available. 2.2. QUALITY ASSURANCE. The government will periodically evaluate the contractors performance in accordance with the Quality Assurance Surveillance Plan. 2.3. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (May 1997), for contractors failure to correct nonconforming services. 2.4. HOURS OF OPERATION. The contractor shall have the capability of providing dental services seven days a week. 2.5. SECURITY REQUIREMENTS. Security will be in accordance with DD Form 254 (Department of Defense Contract Security Classification Specification). 2.6. SPECIAL QUALIFICATIONS. Contractor must maintain appropriate credentialing files on all employees. 2.7. PARTNERING AGREEMENT. The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is t he creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership en vironment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the State Dental Officer, the government inspector, the government contract administrator, the contractor s manager and the contractors quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of coo peration to execute the terms of the agreement. 2.8 Contractors will ensure compliance with the following requirements prior to utilizing any x-ray producing device on Soldiers; a. Have established written policies and procedures to assure compliance with applicable Federal, State, DOD, and Army radiation safety regulations and directives. These documents include staff emergency reaction plans, as necessary, and procedures fo r investigating and reporting radiation accidents or incidents, possible radiation overexposures to Soldier patients or contractor staff, and provisions to ensure the safe use of x-ray producing devices on humans. b. Upon request by the Contracting Officer's Representative (COR), provide documentation regarding the Contractor's employee radiation safety training commensurate with potential radiation hazards with the x-ray producing devices they are using. c. Upon request by the Contracting Officer's Representative (COR), provide copies of a Qualified Health Physics Expert's acceptance test and most recent health physics survey of each diagnostic x-ray machine. The acceptance test and the most recent su rvey include tests of electrical, mechanical, image quality and radiation (output) dose tests or measurements. This also includes verification of the adequacy of radiation protection shielding in and around the x-ray machine and x-ray facility (e.g., mobi le van). Regulations and directives include the applicable State Radiation Control Regulation, U.S. Food and Drug Administration requirements for certification of x-ray producing devices, and Army requirements for radiation safety and health: State Radiation Control Regulation Applicable State regulations or NGB Directives (e.g., CECOM Radiation Safety Program) U.S. Food and Drug Administration TITLE 21, Code of Federal Regulations (FOOD AND DRUGS), CHAPTER I , (FOOD AND DRUG ADMINISTRATION, DEPARTMENT OF HEALTH AND HUMAN SERVICES ), SUBCHAPTER H--MEDICAL DEVICES , PART 872, DENTAL DEVICES. TITLE 21, Code of Federal Regulations (FOOD AND DRUGS), CHAPTER I , (FOOD AND DRUG ADMINISTRATION , DEPARTMENT OF HEALTH AND HUMAN SERVICE), SUBCHAPTER J Certain radiation emitting products require the submission of product reports to FDA and the retention of records as included in 21 CFR Part 1002 All manufacturers of electronic products are subject to the reporting of accidental radiation occurrences, as required by 21 CFR 1002.20. http://www.fda.gov/cdrh/radhlth/xraystandard.html Army AR 11-9, The Army Radiation Safety Program, 28 May 1999. http://www.ar my.mil/usapa/epubs/pdf/r11_9.pdf AR 40-5, Preventive Medicine, 22 July 2005. http://www.army.mil/usapa/epubs/pdf/r40_5.pdf TB MED 52, Occupational and Environmental Health, Management and Control of Diagnostic, Therapeutic, and Medical Research X-Ray Systems and Facilities, 26 February 2002. http://www.army.mil/usapa/med/DR_pubs/dr_a/pdf/tbmed521.pdf 3. APPENDICES. A. Estimated Workload Data B. Dental Classification C. Authorized Dental Treatment APPENDIX A ESTIMATED WORKLOAD DATA The following data elements will be reported at the end of an event: Date Location List of contract employees (providers, dental technicians and administrative staff) Total number of patients scheduled Total number of patients examined Total number of Soldiers by dental classification: 1, 2, 3 Total number of bitewing x-rays (sets of 4 per patient) taken Total number of panograph x-rays taken Verification of entry into DA or ARNG automated systems A by name listing of all Soldiers examined and the dental classification of the Soldier APPENDIX B Department of Defense Oral Health and Readiness Classification System The oral health status of uniformed personnel shall be classified as follows: a. Class 1 (Oral Health): Patients with a current dental examination, who do not require dental treatment or reevaluation. Class 1 patients are worldwide deployable. b. Class 2: Patients with a current dental examination, which require non-urgent dental treatment or reevaluation for oral conditions, which are unlikely to result in dental emergencies within 12 months. Class 2 patients are worldwide deployable. P atients in dental class 2 may exhibit the following: (1) Treatment or follow-up indicated for dental caries or minor defective restorations that can be maintained by the patient. (2) Interim restorations or prosthesis that can be maintained for a 12 month period. This includes teeth that have been restored with permanent restorative materials for which protective cuspal coverage is indicated. (3) Edentulous areas requiring prostheses but not on an immediate basis. (4) Periodotium that: (a) requires oral prophylaxis (b) requires maintenance therapy (c) requires treatment for slight to moderate periodontitis and stable cases of more advanced periodontitis (5) Unerupted partially erupted or malposed teeth that are without historical, clinical or radiographic signs or symptoms of pathosis, but which are recommended for prophylactic removal. (6) Active orthodontic treatment. The provider should consider placing the patient in passive appliances for deployment up to six months. For longer periods of deployment, the provider should consider removing active appliances and placing the patient in passive retention. (7) Temporomandibular disorder patients in remission. The provider anticipates the patient can perform duties while deployed without ongoing care and any medications or appliances required for maintenance will not interfere with duties. c. Class 3: Patients who require urgent or emergent dental treatment. Class 3 patients normally are not considered to be worldwide deployable. (1) Treatment or follow-up indicated for dental caries, symptomatic tooth fracture or defective restorations that cannot be maintained by the patient. (2) Interim restorations or prostheses that cannot be maintained for a 12 month period. (3) Patients requiring treatment for the following periodontal conditions that may result in dental emergencies within the next 12 months. (a) Edentulous areas or teeth requiring immediate prosthodontic treatment for adequate mastication or communication or acceptable esthetics. (b) Active progressive moderate or advanced periodontitis. (c) Periodontontal abscess (d) Progressive mucogingival condition (e) Periodontal manifestations of systemic disease or hor monal disturbances (f) Heavy subgingival calculus (4) Edentulous areas or teeth requiring immediate prosthodontic treatment for adequate mastication or communication or acceptable esthetics. (5) Unerupted, partially erupted or malposed teeth with historical, clinical or radiographic signs or symptoms of pathosis that are recommended for removal. (6) Chronic oral infections or other pathologic lesions including: (a) Pulpal, periapical or resorptive pathology requiring treatment. (b) Lesions requiring biopsy or awaiting biopsy report. (7) Emergency situations requiring therapy to relieve pain, treat trauma, treat acute oral infections or provide timely follow-up care (e.g., drain or suture removal0 until resolved. (8) Acute Temporomandibular disorders requiring active treatment that may interfere with duties. d. Class 4. Patients who require periodic dental examinations or patients with unknown dental classifications. Class 4 patients normally are not considered to be worldwide deployable. APPENDIX D AUTHORIZED DENTAL TREATMENT 1. The following dental procedures are authorized: D0120-Periodic Oral Evaluation D0150-Comprehensive Oral Evaluation D0330-Panoramic Film D0272-Bitewings-Two Films D0274-Bitewings-Four Films D0220/D0230- Periapical (limited) -End of Statement of Work- The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-12. The following is added to FAR 52.212-2 Evaluation Commercial Items incorporated herein by reference: Award shall be based on the best value to the government. The best value proposal will be determined by evaluating the contractors offer based on Price and Past Performance and the following technical factors in descending order of importance: 1) Contractors ability to mee t the requirements of Section 1 of the Statement of Work. 2) Contractors experience with and knowledge of Dental operations/regulations of the Army National Guard. 3) Contractors ability to meet 3 day response time. The technical evaluation factors a nd past performance, when combined, are approximately equal in value to cost or price. Offerors shall ensure that the above factors are listed in their proposals. Line Item Pricing should be on a per day basis, indicating any limitations on the number of soldiers that can be seen, hours of operation, etc. The provision at 52.212-4, Contract Terms and Conditions Commercial items, applies to this acquisition. Offerors shall include a completed copy of the provisions at FAR 52.212-3, Offeror Representation s and Certifications Commercial items with its proposal. The provisions at FAR 52.212-5, Contract Terms and Conditions required to implement statutes or Executive Orders commercial items, are included and incorporated by reference. These clauses apply: F AR52.219-6 Notice of Total Small Business Set-aside, 52.219 Utilization of small business concerns, 52.222-3 Convict Labor, 52.222-21 Prohibition of segregated Facilities, 52.222-26 Equal Opportunity, 52.222-35 Equal Opportunity for special disabled vetera ns, veterans of the Vietnam Era, and other eligible veterans, 52.222-36, Affirmative Action for Workers with Disabilities, 52.232-33 Payment by electronic funds transfer-Central contractor registration. The following is listed as supplemental data to the Provision FAR 52.212-1 Instructions of Offerors incorporated herein by reference: Proposals shall include the following: 1. Price list 2. Past Performance Information/References 3. Description of ability to meet Statement of Work Requirements 4. Evidence of knowledge and experience working with dental operations of the Army National Guard 5. Evidence of ability to meet 3 day response time 6. Representations and Certifications 7. Document OSHA/HIPAA compliance To submit a proposal, please mail to USPFO for Pennsylvania, Attn: Michele Hostetter, FTIG, Annv ille, PA 17003-5003, fax (717) 861-8604, or E-mail: michele.hostetter@pa.ngb.army.mil. Contractors are required to be registered in the CCR database. You may also request a separate copy of the Statement of Work from the listed Point of Contact. Proposa ls are due 21 AUG 06 at 1400 hrs.
- Place of Performance
- Address: USPFO for Pennsylvania Department of Veteran and Military Affairs, Annville PA
- Zip Code: 17003-5003
- Country: US
- Zip Code: 17003-5003
- Record
- SN01110454-W 20060811/060809221401 (fbodaily.com)
- Source
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