RFI_Europe_Dental_Final.doc

ARMY & AIR FORCE EXCHANGE SERVICE

PO Box 660202 (PL-K-PS)

Dallas, TX 75266-0202

PL-K-PS

TO ALL PROSPECTIVE RESPONDENTS:

This Request for Information (RFI) represents one of several steps taken to provide the Army and Air Force Exchange Service (the Exchange) with an understanding of capabilities of dental providers that are available in the marketplace. The contents of this RFI document are as follows:

I.

Introduction

II.

Exchange Overview

III.

RFI Questions

I. Introduction:

Purpose:

The Exchange is soliciting information and looking for sources to function as a concessionaire providing dental services for installations overseas. The Exchange is looking to expand our dental services to Germany therefore the Exchange is requesting information from US licensed host country providers who may be interested in operating a clinic on our behalf. Your responses will help us ensure we have obtained critical insight for future contracts with US licensed host country providers.

Your responses may be sent to Diana Morgan at MorganDia@aafes.com All responses will be reviewed and a formal Request for Proposal may be issued at a later date.

Responses to the RFI will provide the project with more detailed information to help further differentiate dental service provider solutions. In addition to highlighting the best alternative for the Exchange, this evaluation will increase the Exchange’s confidence in, and understanding of, the available dental providers in the marketplace.

Conditions

Several dental service providers will be solicited to respond to this RFI. Your response to this RFI does not imply any contractual obligation on the part of the Exchange nor does it create any further obligation on the part of the Exchange.

The Exchange considers this RFI and all correspondence, electronic, oral or written communications, documentation, business dealings, or related activity in connection with the RFI to be confidential in nature. The Exchange does not wish its activity with regard to this RFI to be available to anyone other than the service provider’s own personnel (on a “need to know” basis). Therefore, the service provider may not disclose to anyone other than (i) Exchange personnel directly involved with this RFI and (ii) the personnel authorized and assigned by the service provider to act on their behalf in connection with this RFI. All materials contained within your response to this RFI will be treated confidentially.

Responses to this RFI will be considered as informational in nature and only an executed contract between the parties will create any obligations on behalf of the Exchange. All written and oral information presented during the procurement process and all responses to this RFI may be made part of any final agreement or contract between the Exchange and the selected dental service provider. Responses must be signed by an individual authorized to make contractual commitments for the service provider.

In keeping with Exchange policy, issuance of this RFI does not commit the Exchange (i) to pay any costs incurred by a dental service provider in the preparation and submission of a response or (ii) to procure a contract for any services. No materials or labor will be furnished by the Exchange. Only an Exchange contracting officer can legally commit the Exchange to the expenditure of funds in connection with this proposed procurement.

Response Requirements

In order to control the RFI process and allow equal opportunity for each recipient of this RFI, the following guidelines must be followed without exception.

All responses must be in written electronic format. Note: A copy of this document will be provided in “form” format for your fill-in convenience. Responses can be entered and saved.

Please include any brochures, descriptions or technical documentation that supports your responses to this RFI or you think will be useful to us in our evaluation; however, we are more interested in the quality of your response rather than the quantity of your response. We are interested in assessing your capability and interest.

Your written response to the questions below and any hard-copy materials must be received by the Exchange on or before the deadline date specified in the cover letter.

We will rely upon all representations made by your representatives, whether verbal or written, during the acquisition and evaluation processes. As a result, only fact-based and realistic commitments/information should be conveyed. Your representations and expertise in this type of transaction will be documented in any agreement that results from the acquisition process.

Contract Documentation

Any final agreement executed in connection with or arising out of this RFI will be issued by the Exchange. A copy of the Exchange General Provisions, Labor Provisions, and Special Provisions are provided for information as part of this RFI. The Exchange, as an instrumentality of the U.S. Government, has limited flexibility to negotiate these provisions.

II. Exchange Overview:

The Army and Air Force Exchange Service (the Exchange) is a federal instrumentality that is a unique organization within the Department of Defense. The Exchange utilizes non-appropriated funds and sales revenue to offset operating costs. The Exchange returns its earnings to its customers through improved facilities and payments to Morale, Welfare and Recreation (MWR) programs.

The Exchange has a two-fold mission that has remained essentially unchanged since the military exchange system was established in July 1895:

· To make the lives of Soldiers and Airmen better through the goods and services we offer.

· To go where Soldiers, Airmen and their families go to improve their quality of life through retail goods and services.

The Exchange operates more than 2,700 facilities in 36 countries, 50 states, five U.S. territories (Guam, Puerto Rico, U.S. Virgin Islands, Northern Mariana Islands and American Samoa) and the District of Columbia. Facilities include 122 main stores, 166 Military Clothing stores, 500 convenience stores (troop stores, Express locations, and Class Six outlets), 117 specialty stores and 76 theaters. The Exchange also operates approximately 1,750 quick-serve restaurants under licenses such as Subway, Boston Market and Starbucks. The Exchange also manages more than 3,600 concession operations. Further, the Exchange operates 47 contingency locations in Afghanistan, Kuwait, Iraq, Saudi Arabia, Jordan, Qatar, United Arab Emirates, Romania, Poland, Bulgaria, Bosnia and Kosovo. From its headquarters in Dallas, Texas, the Exchange oversees a global organization that is divided into 5 regions: Eastern U.S., Central U.S., Western U.S., Europe and Pacific Rim.

The Exchange ranks among the top 10 of all retail organizations worldwide with annual revenue of $8.3 billion. The Exchange not only supports active-duty service members, but also military retirees and families. In fact, 54 percent of the Exchange's 12.9 million customers are military family members; 19 percent are retirees; 11 percent are active duty military; 9 percent are Guardsman/Reservists and 7 percent are civilians. On November 2017, the Exchange welcomed home approximately 13 million honorably discharged Veterans with a lifelong online exchange shopping benefit, marking the first time the Department of Defense has expanded exchange shopping privileges in nearly three decades.

Sales in FY 16 totaled $8.3 billion and earnings totaled more than $384 million. Dividends in the amount of $225 million were allocated to Morale, Welfare and Recreation programs benefiting soldiers, airmen, sailors and Marines.

For further information about our company, please refer to the Exchange website (www.shopmyexchange.com).

Dental Services at the Exchange

The Exchange has been providing dental services since 1993, which began at Ft. Hood, Texas. Today this clinic is approximately 7,500 square feet, has 19 chairs and sees about 9,000 patients a year. There are two additional dental clinics in operation, one at Ft. Irwin, California and the other at Ft. Stewart, Georgia. The Exchange has 17 more dental clinics planned with 15 of them in the Continental United States and two overseas. The Exchange has received Command approval to open a dental clinic at the Ramstein Air Base (KMCC) Exchange mall. Thus, the Exchange is requesting information from US licensed host country providers who may be interested in operating this clinic on our behalf. Your responses will help us ensure we have obtained critical insight for future contracts with US licensed host country providers.

The Exchange is looking to expand our dental clinic services to Germany. Our initial dental clinic will operate on KMCC. This clinic would care for active duty family members and legal dependents only. Our clinic would not care for active duty service members, retired service members and/or retired service members’ families. KMCC has approximately 31,654 eligible beneficiaries. The square footage of the clinic is 6,068. The clinic will provide all dental services, to include preventative care, comprehensive exams, X-rays and pantographs, periodontal therapy, restorative fillings, endodontic treatment, extractions, crowns, removable prosthodontics, orthodontics and cosmetic dentistry. Projected patient visits is 6,331 a year, which would result in an estimated dental revenue of approximately $3,655,688 per year.

In conclusion, the Exchange is seeking candidates to operate the KMCC dental clinic while ensuring the most advance and quality treatment for our patients. There will be additional opportunities for future clinics that we plan to open overseas.

III. RFI Questions

1. What is your Company’s official name?

Vendor Response:

2. Are you and all dental providers in your practice both US and host country (Germany) licensed?

3. Is your Company involved in any litigation, investigation, reorganization, receivership, filing, strike, audit, corporate acquisition or other action that could have an adverse impact on your ability to provide services? If so, please describe the nature of the item and its potential impact.

4. Does your company have any active (to include concessionaire) contracts with the US Government or any federal entity? If so, please provide contract number, agency, date of award, contract value, and if it is a concessionaire contract.

5. Please provide any professional references with contact names who know you and can attest to your professionalism, medical skills and business acumen.

6. What type of reports are available from your practice management system and can be provided to the Exchange for review (e.g., patients seen, claims by CPT code, monthly billings, outstanding claims balance, etc…)?

7. Where is your practice located today? How many offices do you operate?

8. Please explain your practice ownership structure (e.g., single ownership, associates practice, etc…)?

9. Describe any unique service or medical equipment that your practice offers/uses that differentiates it from another US/host country licensed practice.

10. Describe the human resource processes (including personnel training, background checks, license requirements and credentialing process) your company currently has in place or would establish to promote a professional staff (dentists and dental staff) that provides the best quality service to military members.

Technical Information (Sought – After Capabilities)

1. How long have you practiced dentistry? In what countries? Do you have more than one practice that you own and/or manage?

2. Please provide us with any applicable information (e.g. industry standards, host country regulations, etc.) that the Exchange should consider in fulfilling our requirement to provide dental care in Germany on a military installation.

3. Describe your practices capabilities for contacting customers for scheduling appointments, follow-ups, etc… (e.g., texts, phone calls, emails).

4. Are you an in-Network TRICARE provider in Germany currently? Can the Military Treatment Facility (MTF) refer patients to your practice today? Can you open a practice on the military installation without any conflict or issue from TRICARE (as it relates to billing)?

5. How are the reimbursement fees, determined? How often do the fees change?

6. Are the other dentists working for you in your practice, employees or contractors?

7. Do you utilize a practice management software package? If so, which one?

8. Do you bill TRICARE in Euros or US dollars?

Vendor Response:

9. Do you have a TRICARE representative that you work with relating to claims issues, reimbursement rates, etc…? If so, please provide their contact information.

10. Do you carry German malpractice and general liability insurance at your current practice? What insurance limits are you required to carry in a dental practice on the German economy?

11. What professional organizations or associations do you belong to?

12. Please explain the process to become host country licensed in Germany.

13. Is your practice branded? If so, please provide any pictures you may have available. Please embed them in this document.

14. Please list all of the dental services that you provide today?

15. Where and how do you maintain your Continuing Education (CE) credits?

Vendor Response:

16. In Germany, are dental services financed?

Vendor Response:

17. Are there local reputable niche dental service financiers in Germany such as CareCredit, Wells Fargo, and American Financial Service Incorporation? If so, please provide the financiers name.

Vendor Response:

Solicitation Information

If your company is interested in being included in the Request for Proposal (RFP), please provide pertinent contact information such as name, address, telephone and email information of the person that the RFP should be sent to.

Standard Contract Clauses Please indicate any issues or changes you would like to request in regards to the General Provisions, Labor Provisions and Special Provisions clauses, which are included in Attachment Number One (1) to this RFI. Identify the clause by title and paragraph. Please also identify whether or not you would Modify or Reject the clause. In the case of Modification, please include your proposed language and reason for the change.

Please submit your RFI responses by email to MorganDia@aafes.com to arrive no later than 2 PM, CST 09 March 2018. Using the format below, mail any additional information, brochures, manuals, etc. to:

Army and Air Force Exchange Service Attn: PL-K-PS (D. Morgan)

3911 S. Walton Walker Blvd.

Dallas, TX 75236-1598

Please inform us of any prior military experience you or your staff may have.

Exchange RFI – Europe Dental