STATEMENT OF WORK/REQUIREMENTS FOR SERVICES FOR THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS AFFAIRS VETERANS CENTERS/HOMES/ARMORIES

  1. CONTRACT OVERVIEW: This Contract forOn-SiteDental Services (identified here and in the other documents as the “Contract”) will cover the requirements for On-SiteDental Servicesfor the Department of Military & Veterans Affairs (DMVA), Hollidaysburg Veterans Home, 184 Veterans Blvd, Duncansville, PA 16635.
  1. STANDARD TERMS AND CONDITIONS: The Standard Terms and Conditions of this agreementwith the DMVA are as attached and referenced as Terms and Conditions.
  1. TERM OF CONTRACT: The term of the Contract shall commence on the Effective Date (as defined) and shall end on the Expiration Date identified in the Contract, subject to the other provisions of the Contract. The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the "Validfrom" date printed on the Contract, whichever is later.

It is DMVA’s intention to establish a 3 contract with the option for 2 renewal years, one year at a time.

CONSENT TO RENEW: Please take note that this contract includes (2) optional renewal years exercised through mutual agreement of the awarded Contractor and the contracting Agency.

  1. NOTICE TO PROCEED:A copy of the PO will be supplied to the awarded Contractor and the facility point of contact. Receipt of the fully executed Purchase Order by the facility and the awarded Contractor will serve as notice to proceed.
  1. OPTION TO EXTEND: DMVA reserves the right, upon notice to the Contractor, to extend the Contract or any part of the Contract for up to 90 days under the same Terms and Conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to 90 days, to enter into a new Contract.
  1. SUPPLIER REGISTRATION: Supplier Registration is active via the Supplier Portal. All procurementsuppliers are encouraged and required to log on to enter a new registration, or to validate their existing account with the Commonwealth. No contract can be awarded to a supplier that has not registered and obtained an SAP/SRMContractor number to do business with the Commonwealth.
  1. NO SUBSTITUTIONS: The items/services listed in this bid represent a specific requirement of DMVA. No substitutions will be accepted for the requirements that are specified by DMVA.
  1. NO SUB-CONTRACTING: For this particular Contract for services, there will be no sub-contracting allowed. The awarded Contractor will provide all services directly.
  1. CONTRACT EMPLOYEES: This bid invitation will result in a Contract for a firm to provide Contractors that will work at a DMVA location and may be working with both Federal and State employees. The individuals on site working under the Contract must be identifiable at all times as a Contractor with a badge. Any correspondence that is sent by the Contractors while working under the Contract must include the following statement: “I am not a government employee and have no legal authority to obligate any Federal or State government in any way”.
  1. FACILITY ACCESS: All individuals working on-site for the awarded Contractor or Subcontractors will be required to report to Becky Clapper, Administrative Officerto obtain badges or sign in prior to the commencement of work under this Contract.
  1. METHOD OF AWARD:Except as otherwise provided, award will be made to oneresponsible and responsive bidder(s), who meets the “Eligibility Requirements”.
  1. RESULTS OF AWARD: The result of this bid may be a Service Purchase Contract (SPC Funds Commitment) or a Purchase Order (“PO”) based Contract. If the result of the award is a SPC Funds Commitment, the Contractor will be required to sign and return the SPC Funds Commitment form to DMVA prior to the award of the Contract. The Contract will not be valid until the SPC Funds Commitment documents are signed and the Contractor has received a “fully executed” copy of the Contract and a notice to proceed. In the case of a PO based Contract, the Contract will not be valid until the Contractor has received a “fully executed’ copy of the PO and a notice to proceed. The awarded Contractor should not proceed with providing any goods or services until they have received the “fully executed” documents and a notice to proceed.
  1. BID SUBMISSION: Contractors will submit their bid packages electronically, via the Commonwealth of Pennsylvania’s supplier portal. All bids, submitted electronically must meet the bid submission deadline requirements. The Commonwealth reserves the right to reject any and all bids, to waive technical defects or any informality in bids, and to accept or reject any part of any bid if the best interests of the Commonwealth are thereby served. Written (paper) bid submissions, faxed or emailed will not be accepted. This bid must be submitted electronically through the PA Supplier Portal.
  1. PRICING AND BILLING REQUIREMENTS:The awarded contractor will invoice DMVA for services provided under the awarded Contract, as specified. Pricing will be a flat fee for one (1) yearly examination per resident and one (1) yearly prophylaxis/cleaning per resident. The awarded contractor will submit a monthly invoice for the examination and cleaning services that are provided to the residents for each month. These monthly invoices will contain an itemization of the residents’ name, date of service and service provided. DMVA will be responsible for payment of one (1) yearly examination and one (1) prophylaxis/cleaning per year for each resident, as provided. The resident will be responsible for payment for any dental services provided that are referenced in Attachment (A).
  1. ELIGIBILITY REQUIREMENTS: To be eligible for this Contract the Contractor shall provide all required bid documents as stated in the bid solicitation. Bidders who fail to providethis information and any other required bid response documents with their bid responsemay have their bid rejected. Prospective Contractors are required to provide pricing for all dental services listed on Attachment (A) to be considered as a responsible and responsive bidder.
  1. DOCUMENT PROVISION: The awarded Contractor is responsible for providing all required documentation relevant to the awarded Contract to the Hollidaysburg Veterans Home, to Becky Clapper at the following address:

Becky Clapper, Administrative Officer

Department of Military & Veterans

Hollidaysburg Veterans Home

184 Veterans Blvd, Duncansville, PA 16635

Telephone Number: 814-696-5210

Fax: 814-696-5260

Email Address:

  1. SCOPE OF WORK: Contractor shall provide on-site services at each Resident Care buildingon the Hollidaysburg Veterans Home Campus. The current complement of authorized beds at this facility is 514.

The Awarded Contractor is to be aware that part of the population may be bed bound patients, and additional time may be required to service this group.

Compliance with contract specifications will be under the direction of HVH’s Business Manager or designee.

Services provided for this Contract will be provided on an as needed basis. The awarded Contractor will be an independent contractor. The awarded Contractor will not be an Employee of the Commonwealth of Pennsylvania. At all times in the performance of this Contract, the Contractor shall render professional services in accordance with HVH policies, procedures, rules, and standards. The Contractor must also be in compliance with all federal, Commonwealth of Pennsylvania, and local laws and regulations.

The Awarded Contractor will provide one (1) yearly examination and one (1) yearly prophylaxis/cleaning to HVH’s residents. The Awarded Contractor is responsible DMVA will be responsible to pay the Contractor for the examination and cleaning services that the Awarded Contractor provides to HVH’s residents for each month.

The Awarded Contractor will provide all services as required in accordance with Pricing List, Attachment (A). The items on this pricing sheet are Optional Services provided by Awarded Contractor to resident and paid for by resident. The facility will not be responsible to pay for optional services listed on Attachment (A).

The facility shall assist residents in obtaining routine and twenty-four (24) hour emergency dental care if required.

Prior to treatment of any dental emergencies (this includes, but is not limited to the following: abscesses, fractured, luxated or avulsed dentition, lost amalgams and/or crown/bridges), the facility must complete the “Certification of Medical Necessity”form (attached)and forward it to the Medical Director and/or the DMVA’s Bureau of Veterans Homes, Chief, Clinical Services, so that they can determine if emergency service(s) are required or not.

Please note that cosmetic procedures to complete dentures and/or partial dentures are not classified as an emergency.

Awarded Contractor must possess a current license to practice dentistry with the Commonwealth of Pennsylvania, State Board of Dentistry. Contractor must provide the facility with practitioner license number, expiration date, and if appropriate, Drug Enforcement Agency (DEA) Number.

Awarded Contractor must provide a back-up dentist in the event of an extended absence. This individual must also be approved by the facility. The back-up dentist must follow the specifications as stated in this Statement of Work.

Prior to providing services, Awarded Contractor must provide current evidence that the service provider is free of communicable diseases. This includes but is not limited to tuberculosis and PPD (Purified-Protein-Derivative) with negative/no reaction results within the past 90 days as required by the Department of Health.

If services are to be provided off-site the Awarded Contractor’s facility/office must be accessible by ramps and/or elevators for the handicapped (i-e. wheelchair) patients. HVH may provide transportation, at the discretion of the Commandant for residents receiving any optional services not performed on-site by the Awarded Contractor. Prior to treatment of any off-site, optional services (as outlined in Attachment A) the Awarded Contractor must complete the “Certification of Medical Necessity” and forward it to the Medical Director and/or the DMVA’s Bureau of Veterans Homes, Chief, Clinical Services, for approval.

The Awarded Contractor will coordinate the appointment scheduling for the residents with HVH. Prior to beginning services under this Contract, Awarded Contractor will provide a schedule for the dates and times that services will be provided. All residents requiring treatment shall be seen on that scheduled date. Awarded Contractor will provide the resident schedules to the facility scheduling clerk at least one week in advance of schedule dates.

The Awarded Contractor will provide a monthly, written report to HVH with the resident’s name, services provided, and date services were provided. The Awarded Contractor will be responsible for maintaining accurate records.

The Awarded Contractor will document all encounters in an approved format as outlined by the Commandant at HVH.

  1. RESIDENTS OPTION OF SERVICES: Each resident of HVHreserves the right to accept or reject participation in the service offered under the awarded Contract. The residents or residents’ families may choose to obtain these services from another Contractor at their own discretion and expense.
  1. ESTIMATED QUANTITIES: Quantities will be estimated. DMVA reserves the right to increase or decrease quantities based on actual need. The Contractor will be paid for services and supplies satisfactorily delivered.
  1. LIKE SERVICES; DMVA reserves the right to include additional like services to the contract if a future need arises.
  1. MANDATORY ATTRIBUTES: Please ensure that you answer all Mandatory Attribute questionsas a requirement of the bid package. Bidders who fail to provide answers to the Mandatory Attribute questions with their bid response may have their bid rejected.
  1. FACILITY LISTING: The facility listing provided represents current need. DMVA reserves the right to add or delete facilities from the attached listing as we deem necessary.
  1. WORK SCHEDULE: Awarded Contractor must perform the provisions of this contractbetween the hours of 8:30 a.m. until 4:30 p.m (Monday-Friday). However, the schedule of what days/week services are performed must be determined, and approved, by the Awarded Contractor and the HVH Commandant.
  1. OPTIONAL SITE VISIT: If you would like to visit the Hollidaysburg Veterans Home please contact Melody Edmiston at (814) 696-5357 to make arrangements. This is not mandatory.
  1. QUALIFICATION/SCOPE OF WORK CHANGES: DMVA reserves the right to change qualifications and or scope to enhance the success of the service, work by issuing a flyer and posting it to the DGS website prior to bid opening date.

All flyers must be signed and returned with bid submission.

  1. PERSONNEL: The Contractor’s personnel shall complete all required services within the specified hours of service. By mutual agreement with the Contractor DMVA may modify the specified hours of service to meet the facility’s needs.
  1. SUPPLIES AND EQUIPMENT:On-site operatories are available to provide services; to include radiographic equipment, autoclave, dental chair w/light. This equipment may be used by the Awarded Contractor. However, all supplies (x-ray films, sterilization solutions would be at the expense of the Awarded Contractor). Should HVH’s radiological equipment be utilized, the Awarded Contractor must assume responsibility for compliance with the applicable radiological health regulations as outlined by the PA Department of Environmental Protection.

HVH will not be responsible or liable for any Awarded Contractor equipment/supplies left on site.

Awarded Contractor shall furnish all equipment needed for the sterilization of equipment/instruments, resident dental examinations and prophylaxis (cleaning), and supply their own staff to assist and complete services. Sanitization of all equipment must be in accordance with all infection control protocols.

  1. WORK LOCATION SECURITY: The Contractor shall follow all required security procedures at each worksite for signing in and out, obtaining and displaying contractor badges or other necessary identification or other requirements as deemed necessary by DMVA. Particularly sensitive areas may require Commonwealth staff to accompany Contractor representatives. These procedures may vary from work location to work location and must be adhered to.
  1. INSPECTION AND ACCEPTANCE: Unless otherwise specified in a Purchase Order, DMVAreserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this Contract.
  1. SERVICE DEFICIENCIES: DMVA will notify awarded Contractor verbally and in writing of any unsatisfactory services rendered. The Contractor shall correct the deficiency within the timeframe as specified by DMVA after such notification. If service deficiencies are ongoing and documented, DMVA will issue a Cure letter to the awarded Contractor, stating the ongoing deficiencies, with a requirement that the awarded Contractor submit a formal Plan of Corrective Action for resolution of the deficiency issues, as specified in the letter. The formal Plan of Correction must be submitted to DMVA within ten (10) calendar days of the date on the Cure letter. Ongoing service deficiencies that are not resolved may result in termination of the contract.
  1. COMPLIANCE: All services provided must be compliant with the most current applicable Federal, State, and Local Standards, Laws and Regulations. In any event where the awarded Contractor creates a scenario where the Contracting Agency is found to be out of compliance with any Federal, State, and Local Standards, Laws and Regulations (Department of Health, Labor & Industry, etc.), the awarded Contractor will be liable and responsible for any damages (Administrative, Operational, Monetary) suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded Contractor within (48) forty eight hours of notification by DMVA.
  1. INVOICE/PAYMENT INQUIRIES: For Invoice/Payment inquiries the awarded Contractor should utilize the online “Contractor Invoice Inquiry” available by visiting the Office of the Budget home page at

On the left hand side of the page, Contractors should choose “Contractor Services” and then click on the link for “Contractor Invoice Inquiry”.

•Contractors will need to provide the following information:

•Invoice Number – Enter the company’s invoice number as printed on the invoice.

•Invoice Date – Enter the date of the invoice as printed on the invoice in the format MM/DD/YYYY.

•Invoice Amount – Enter the amount of the invoice in dollars and cents.

•SAP Contractor Number (optional) – Enter your six digit commonwealth-issued Contractor number, if desired.

•After you have entered the required information listed above, select the Submit button. You will receive one of the following responses:

•Invoice Received - This means that your invoice has been received by the commonwealth and is ready for processing.

•In Process - This means that your invoice has been received by the commonwealth and is currently being reviewed for payment. This step must occur before the invoice is approved for payment.

•Cleared for Payment - This means that your invoice has been approved by the Office of the Budget and has been presented for payment. If your invoice remains in this status for more than two weeks, please see below under IF YOU STILL NEED HELP. Paid by Treasury - This means that your invoice has been paid. Specific payment details will be included such as payment date and payment method (check or Automated Clearing House).

•The search criteria you entered did not result in any records found. Please email the Payable Services Call Center at with your invoice search requirements and your contact information for additional assistance. – You may receive this response for any number of reasons. Your invoice may not have been received by the commonwealth; you may have entered incorrect data in a required field of the Contractor Invoice Inquiry report; your invoice amount may have been adjusted due to a billing error; or there may be another issue with your invoice that is preventing us from processing. If you receive this message, please re-examine the data you entered and try your search again. If you receive this message a second time, please e-mail the Payable Services Call Center with the search criteria you entered.