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Office of Dentistry (OOD) (11DEN) Operations Manual SOW The Department of Veterans Affairs is seeking both manufacturers and/or distributors of the exact match or functionally equivalent equipment/ se... Office of Dentistry (OOD) (11DEN) Operations Manual SOW The Department of Veterans Affairs is seeking both manufacturers and/or distributors of the exact match or functionally equivalent equipment/ services to the following listed below on Monday August 8, 2022; NLT 8AM CST via e-mail only to Jesus Casiano; jesus.casiano@va.gov. Please title email with Solicitation Number and Proposal Submission. Offers received after the exact time specified in the solicitation are considered late and may not be considered if the action would not unduly delay the acquisition or are deemed to be in the best interest of the Government. Questions: All questions must be received by Monday August 8, 2022at 8AM CST. All questions submitted for this solicitation must be electronically sent to the following email address: to Jesus Casiano; jesus.casiano@va.gov. Please title email with Solicitation Number Questions/Proposal Submission. Questions received after the stated date and time, may be addressed at the discretion of the Contracting Officer. Vendors are asked to please provide negative responses and referenced as No Bid . Statement of Work: Veterans Health Administration Dental Operations Manual and Associated Training to VHA Dental Service Chiefs on the use of the manual Background The Veterans Health Administration (VHA) mission is to provide high-quality medical and dental care to eligible veterans. VHA OOD is responsible for policy, oversight, and new program development for veteran dental care. This manual will provide the dental guidance chiefs need to effectively operate a dental clinic and maintain and operate similarly at the different VA Medical Centers in a high-reliability organization. Scope of Work Create an Operations Manual for the Office of Dentistry (OOD) as well as provide education to dental services chiefs on implementing the use of manual. The contractor must have a history of writing manuals and implementing education programs to coincide with the created Manual. The contractor must have in-depth knowledge of dentistry and experience in hospital-based oral health care in a federal setting. The contractor will provide overall project management, content development, and training support to the Veterans Administration (VA) Office of Dentistry. The Manual and its content will be the property of the Department of Veterans Affairs, which will own all rights to the manual. All manuals, training aids, and recorded content will be the Department of Veterans Affairs property. Performance Period The period of performance for the contract resulting from this SOW will be 18 months, with the first 12 months to develop and deliver the manual and the last 6 months to create and deliver training. General Requirements and Key Deliverables Performance Objective Minimum Acceptance Standard Performance Threshold Frequency Method of Observations Conduct Post award conference 100% compliance At least 95% of the time, reports are submitted in accordance with the PWS Two weeks after award Per QASP guidance Assign a project manager to oversee process within 2 weeks of award 100% compliance COR/QA feedback, 100% inspection Two weeks after award Per QASP guidance Ensure coordination between the contractor and the GPO representative to deliver key project deliverables in a timely manner 100% compliance COR/QA feedback, 100% inspection Specified timeframe will be provided at Post Award conference Per QASP Guidance Identify the subject matter experts (internal experts from the VA Office of Dentistry and external experts from contractor) who will be responsible for producing all content and oversee the work to ensure that all content is developed in accordance with quality standards and delivered in a timely manner 100% compliance At least 95% of the time, reports are submitted in accordance with the PWS Specified timeframe will be provided at Post Award conference Per QASP Guidance At least one expert provided by the contractor must be an expert in the field of dentistry with at least a DDS or DMD, degree 100% compliance COR/QA feedback, 100% inspection Specified timeframe will be provided at Post Award conference Per QASP Guidance Oversee the collation of content into a cohesive Manual and editing to ensure content is consistent with other VA manuals, format, and style to be provided by the Office of Dentistry 100% compliance COR/QA feedback, 100% inspection Specified timeframe will be provided at Post Award conference Per QASP Guidance Submit first and final drafts to the VA Office of Dentistry for internal review and approval within 12 months and oversee all work required to complete project deliverables. 100% compliance COR/QA feedback, 100% inspection Specified timeframe will be provided at Post Award conference Per QASP Guidance Contractor will develop and record training sessions on key manual content specified in Va1 to ensure that all current and future VA dental leaders are trained in how to utilize this manual to create consistent, effective, and results-oriented dental programs. 100% compliance COR/QA feedback, 100% inspection Specified timeframe will be provided at Post Award conference Per QASP Guidance Description of Required Services Production of a Dental Operations Manual The OOD is seeking a contractor to develop and implement a Dental Operations Manual for VA dental clinics. In coordination with the Office of Dentistry, the contractor will plan and launch the initiative, manage the timeline and deliverables, and coordinate the manual's development, submission, and editing. The contractor with the VA Office of Dentistry will produce a comprehensive final draft of the manual for approval by the Veterans Administration. The contractor will work with the Office of Dentistry to create and record training sessions on select manual content to be completed by existing dental leaders and reviewed by new dental leaders as part of their orientation process. The operations manual is intended for use in all VA Dental clinic by both clinical and administrative personnel. The use of this manual will assist Dental services in planning and delivery of services to Veterans. It provides a framework to ensure that dental services can be provided in an integrated, efficient, cost efficient and quality assured manner. The contents of the manual should be referenced to all regulatory authorities and/or standard of care documents where applicable. The contents should include but is not limited to the following: 1: Dental Clinic Operations and Administration Dental Eligibility Dental Organization leadership Dental Clinic Functions 2: Dental Program Evaluation Safety Patient Satisfaction Oral Health Quality Access to Care Performance, Clinic Productivity Performance, Care in the Community 3: Staffing and Resource requirements Dental Panels- Resource modeler 4: Financial planning, Funds, Facilities and Material Financial Plan Facilities Medical Logistics-Supplies Medical Logistics-Equipment purchases 5: Infection Control-possibly put infection control guidelines here 6: DRM/EHRM 7: Professional Care of Patients 8: Dental Laboratory Administration Local Dental Laboratory Operations Utilization of Central Dental Laboratory National Contract Laboratory Workflow Contracting with Outside Laboratories 9: Personnel Management Functional Statements Performance Evaluations Employee and Labor Relations Performance and Conduct Adverse Actions HR Staffing Processes Traditional Fee-Basis Contract Pay and Leave Policies New Staff Orientation for Professional and Ancillary Staff 10: OPPE/FPPE/Credentialing and Privileging 11. Residency Program Administration CODA Accreditation Affiliation Agreements Training Development Contractor will develop and record training sessions on key manual content to ensure that all current and future VA dental leaders are trained in how to use the manual to create consistent, effective, and results-oriented dental programs. Monthly Status Report (MSR) The contractor shall provide a MSR ten business days following the end of the Contractor s accounting period in lieu of Not Later Than`` the tenth workday following the close of each calendar month. This report shall analyze the current task order and provide task order accounting information. The contractor is requested to provide an unofficially accounting of progress on a weekly basis, via email to the COR, but the MSR is the minimum requirement. The MSR shall include, but is not limited to, the following elements: A summary of work performed by task functional area for the reporting period Milestones and updates against task activities Progress toward open efforts New work started during the reporting period Deliverables submitted or progress on deliverable products Brief summary of activity planned for the next reporting period. Support for Development and Problem Resolution The contractor shall be responsible for the tracking of problem resolution with documentation such as keeping a correction logbook or files. Intellectual Property All manuals, training aids, and recorded content will be the Department of Veterans Affairs property. Terms of Contract This contract will include a base period that will begin at the Date of Award through September 30, 2023 and have four option periods (years). Option Year One October 1, 2023- September 30, 2024 Option Year Two October 1, 2024- September 30, 2025 Option Year Three October 1, 2025- September 30, 2026 Option Year Four October 1, 2026- September 30, 2027