Description
This is a Unrestricted Sources Sought Notice for Homeless Dental Services for the William Jennings Bryan Dorn VA Medical Center, Columbia, South Carolina, 29209. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified business concerns: service-disabled veteran-owned small business concerns, veteran owned small business concerns, 8(a) small business concerns, HUBZone business concerns, woman-owned small business concerns, small business concerns and large business concerns; (2) business size classification shall be relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your response to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. This sources sought notice affords all business concerns the opportunity to respond with their capability to provide the requested services. Services shall be performed in the Columbia, South Carolina geographical location servicing homeless veterans. The NAICS code is 621210. Background: This is a new requirement for homeless dental services in the Columbia, South Carolina area. DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT 1. Contractor shall provide Dental Services to the William Jennings Bryan Dorn Veterans Affairs Medical Center (WJBDVAMC), 6439 Garners Ferry Road Columbia SC 29209. Contractor shall provide non-personal healthcare dental services to the eligible/entitled veterans who are enrolled in the Homeless Veterans Dental Program as requested by WJBDVAMC. 2. Performance Measures: a) Adequate Facilities and Capacity – ability to provide timely dental care to the volume of eligible veterans (approximately 200+/year) with minimal waits and delays. b) Quality Assurance – must have a program in place to monitor/assure that the veterans are receiving the highest quality of care. c) Public Transportation – reasonable access to available public transportation or utilization of HCHV staff transportation for the veterans to get to and from that facility. d) Administrative Processes – has adequate administrative support to process all of the essential paperwork between the facilities. e) Emergency Medical Services – has the ability to address the urgent medical problem immediately, refer back to the VA, or have the capacity to treat at nearby medical facility. 3. Outcomes: Adequate Dental Specialty Services – has the capability of providing any and all dental specialty dental services to which the veterans are eligible/entitled. 4. Services are required for a period of 5 years to include a base year and four additional one year option periods. 5. The contractor shall furnish all labor, materials and equipment necessary to provide the necessary dental procedures pending VA approval of their dental treatment plan. The American Dental Association’s Current Dental Terminology (CDT) listing and coding shall be used to identify the procedures and services performed. Reimbursement rates established are to be inclusive of all costs associated with overhead, equipment, support personnel, and supplies associated with the rendering of services with no exclusions for support staff, supplies or the use of equipment. The contractor agrees in accordance with the terms and conditions stated herein, to furnish the WJBDVAMC Dental Service the services as outlined in this contract. 6. Fees will be submitted all inclusive of malpractice insurance. This fee shall be identified by CDT Code. 7. The WJB Dorn VA Medical Center staff will identify eligible veterans to receive treatment by the Contractor. Upon receipt of this identified eligible veteran, the Contractor is authorized to conduct necessary dental examinations and attain essential diagnostic services (i.e. dental radiographs) in order to develop a treatment plan for this entitled veteran. 8. The Contractor shall provide same day service for dental emergency examinations and treatment throughout the duration of this contractual agreement. 9. The Contractor shall provide the WJBDVAMC staff all original dental treatment plans and appropriate radiographs for authorization approval. All original dental treatment plans shall become property of the Department of Veteran Affairs and will become part of the patient’s medical/dental record. 10. The Contractor shall provide the patient’s name, date of birth, social security number and date of exam on all dental records. 11. The Contractor shall perform all authorized dental services as approved by the WJBDVAMC Dental Service staff within the time frame of this contractual agreement. 12. The Contractor shall ensure that all of their personnel have met qualifying criteria, including current and valid licenses and certifications of personnel as required by law. All dental specialists should be either boarded or board-eligible by a recognized specialty board. 13. EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General & Professional Liability as well as Workers Comp) has been obtained and such policy shall state, “This policy may not be changed or cancelled without written notice to the VA Contracting Officer. Said policy must bear an appropriate “loss payable clause’’ to the United States as its interest may appear. Such evidence of insurance will not be waived. 14. TORT CLAIMS: The Contractor and/or its employees are not covered by the Federal Tort Claims Act. When the group or its employees has been identified as a provider in a tort claim, the Group or Group Employee is responsible for notifying their own legal counsel and/or insurance carrier. Any subsequent settlement or judgment arising from a group or Group employee’s act or omission under this agreement is the responsibility of the Group, Group employee and/or insurance carrier unless such act or omission was at the direction of the VA clinical staff member or other VA employee. 15. SUBCONTRACTING: Due to the complexity of the services required herein, it is required that the VA approve any subcontractors. 16. SERVICES: a) The dental services specified/listed may be changed by written modification to this contract by the VA Contracting Officer prior to becoming effective. b) The dental services to be performed by the contractor shall be performed in accordance with applicable guidelines of the American Dental Association. c) The dental services to be performed by the Contractor shall be under the direction of the VA Contracting Officer’s Technical Representative (COTR). d) Contractor shall provide dental services for patients referred by the WJBDVAMC at the Contractor’s place of business in accordance with the requirements of this contract. e) The Contractor shall certify that all prosthesis (dentures, partials, crowns, bridges) are fabricated within the United States using ADA approved materials. f) The Contractor shall designate one person who can be contacted for any clinical problems or issues that may arise in the performance of this contract. The designee for the Government is the Contracting Officer Technical Representative (COTR) for this contract and will be identified after contract award. 17. PERSONNEL POLICY: The contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following to the personnel: • Worker’s compensation • Professional liability insurance • Health examinations • Income tax withholdings, and • Social Security payment Payment for any leave, including sick leave or vacation time is considered the sole responsibility of the contractor. The contractor shall comply with all existing local, state, federal and/or union laws, regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor. 18. RELEASE OF MEDICAL INFORMATION: The Contractor and their staff shall only release medical information obtained during the course of this contract to those VA staff members involved in the necessary care and treatment of that individual patient. Patient list and name of patients are considered privileged information and shall not be disclosed or revealed in any way for use outside the VA without prior written permission from the VA COS or his/her designee. Release of all Veterans records are in accordance to HIPPA (Public Law [Pub.L.] 104-191) Privacy Act. 19. RECORDS AND CONFIDENTIALITY: Records created by the Contractor in the course of the treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal laws and regulations. 20. SITE INSPECTION: The Contractor will make all records accessible for any requested reviews. 21. CONFLICT OF INTEREST: The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs, unless such person seeks and receives approval in accordance with VA Regulations. Nor shall the Contractor employ any person who as a member would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations or terms of the contract. In any such case, Department of Veterans Affairs (VA) must review the matter and give its approval in accordance with agency ethics rules. 22. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT: Contractor shall take reasonable measures to ensure patient privacy and confidentiality. The contract service providers herein agree to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as “strong� user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer workstations; that hard copy patient files are in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked, i.e., keys are available, and the locking mechanisms work properly. This precaution also includes the proper transfer of patient information via electronic means, such as faxing or system to system transmission. No patient information of any type shall be given to outside parties, agencies or organizations of any type without the expressed written consent of the patient and the WJBDVAMC, and only in capacities directly related to the provision of the services contracted in this instrument. Only the minimum necessary patient information is used to provide appropriate service to the correct patient. The undersigned understands that all parties are bound by the requirements of the “Health Insurance Portability and Accountability Act of 1996�, which provide guidance on the protection of patient privacy and confidentiality. This Act mandates that all government agencies and those bodies with whom they contract must be in compliance with the directives of the Act. Details of the Act are still under development by the Congress of the United States. Once these detailed directives are released, this current contract may require a modification to be in compliance depending on the effective date of the Act as decided by the Congress and President of the United States. HIPAA (Public Law [Pub.L.] 104-191) implemented by 45 CFR Parts 160 and 164 applies during the terms of this agreement. The Contractor must maintain Privacy rules when creating, maintaining, using, and disclosing individually identifiable health information. 23. ADP SECURITY RESPONSIBILITIES: If contractor has access to printed and/or electronic files containing sensitive information in the performance of official duties, all information or data must be protected under the provision of the Privacy Act of 1974 and other applicable laws and regulations. The contractor is responsible for: 1) protecting the information from unauthorized release, from loss, alteration or unauthorized deletion; and 2) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in the computer access agreement and VA Policy Memorandums. 24. EQUIPMENT: Contractor’s facility must meet all Federal, State and local fire and life safety codes. Equipment shall meet State inspection requirements. A copy of annual inspection reports shall be submitted to the Contracting Officer’s Technical Representative (COTR). 25. The Contractor shall be subject to the same quality assurance standards as established by the Joint Commission (JC). Contract personnel shall be responsible for compliance with all procedures in accordance with applicable WJBDVAMC written policies and procedures. They shall not introduce new procedures or services without prior recommendation to and approval of the WJBDVAMC or authorized representative and the Contracting Officer’s Technical Representative (COTR). 26. The Contracting facility must be accessible and convenient for both wheelchair and ambulance patients. 27. SITE INSPECTION: Contractor shall make all records accessible for a review. 28. CONTRACT PERFORMANCE MONITORING: The Contracting Officer’s Technical Representative (COTR) shall be the VA official responsible for verifying compliance with the terms and conditions of this contract and monitoring contractor performance. The COTR will be responsible for monitoring the contractor’s performance to ensure all specifications and requirements are fulfilled. The contractor is advised that only the Contracting Officer has the authority to make changes to the contract. After contract award, any incidents of noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The contractor shall be notified of the designation of the COTR upon contract award. 29. POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer will schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes. 30. BILLINGS: Billings rendered by the contractor to the referring WJBDVAMC for services furnished to the referring WJBDVAMC under the terms of this contract shall be billings in full. Neither beneficiary, his/her insurer, nor any other third party shall be billed. 31. INVOICING: Payments to the Contractor for Approved Treatment for eligible patients shall be made upon receipt of a properly prepared invoice. All invoices submitted shall contain: Veteran’s Name Last four Social Security Numbers Date(s) of Procedures CDT Codes with cost per procedure Contract Number and Obligation Number All invoices are to be mailed/ faxed or hand carried to the address as listed below: Department of Veterans Affairs P.O. Box 14997 Austin, TX 78714 32. CHANGE IN CONTRACT REQUIREMENTS: It is possible that requirements may change or additional procedural sub-specialties may be required during the term of the contract. Any such changes or additions determined to be within the general scope of the Federal Acquisition Regulation (FAR) part 43 shall not necessitate the initiation of new solicitation proceedings. 33. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA computer systems designated as sensitive. Contractor and subcontractor personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basis of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows: Level of Sensitivity Background Investigation Level Approximate Cost Low Risk National Agency Check with Written Inquiries $200.00 Moderate Risk Minimum Background Investigation $795.00 High Risk Background Investigation $2,765.00 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. 34. Contract Health Care Provider's personnel shall be subject to the same quality assurance standards of a quality meeting or exceeding current recognized national standards as established by the Joint Commission (JC). The Contractor shall perform services in accordance with the ethical professional and technical standards of the healthcare industry. Persons provided by the Contractor shall be technically proficient in the skills necessary to fulfill the Government's requirements (see item 2. in the Work statement), the ability to speak, understand, read and write English fluently. Contractor shall comply with all Local, State and Federal Requirements/Laws required of the healthcare industry. 35. POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer will schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes. 36. Acronyms WJBDVAMC: William Jennings Bryan Dorn Veterans Affairs Medical Center HCHV: Health Care for Homeless Veterans CDT: Current Dental Terminology COTR: Contract Officer Technical Representative VA COS: Veterans Affairs Chief of Staff HIPAA: Health Insurance Portability and Accountability Act VA: Veterans Affairs JC: Joint Commission