5-DB26-003 Student Dental Services RFP Document.pdf

GRANITE SCHOOL DISTRICT

REQUEST FOR PROPOSAL

PREVENTATIVE AND PRIMARY DENTAL CARE AND EDUCATION FOR STUDENTS

Solicitation # DB26-003

I. PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified firm to provide no-cost or low-cost primary dental care and oral health education to students in Granite School District (“District”). It is anticipated that this RFP may result in a contract award to multiple contractors.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals that meet the minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

Granite School District will not be liable for any costs proposers may incur in the preparation or presentation of this proposal.

II. BACKGROUND

In the past, the District has worked with various partners to provide students with prophylactic, no-cost or low-cost primary dental care and oral health education on a school-by-school basis.

The District intends to formalize relationships with dental care providers and oral health experts willing to serve students in need. The services contemplated will provide students who cannot access proper dental care or oral health information with basic services and education, allowing many students to remain in school and focus on academics rather than be distracted by painful oral health conditions or miss school for invasive procedures.

III. ISSUING OFFICE AND RFP REFERENCE NUMBER

The District’s Purchasing Department is the issuing office for this document and all subsequent addenda relating to it, on behalf of the District. The transaction reference number is Solicitation #DB26-003. This number must be referenced in all proposals, correspondence, and documentation related to the RFP.

NOTICE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711.

IV. LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a 3-year period.

The contract may be extended beyond the original contract period for two additional one-year periods (up to two additional years) at the school District’s discretion and by mutual agreement.

The District reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

The District reserves the right to award multiple contracts if it is in the best interest of the District.

V. PRICE GUARANTEE PERIOD

It is contemplated that the services provided to students will come at no cost to the District, but service providers may recover costs by billing students’ families' insurance, Medicaid, or by obtaining grants or donations from other sources.

VI. STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include, but not be limited to, the District’s Standard Terms and Conditions (see Attachment A). Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc., submitted after the date and time for receipt of proposals will not be considered. Website URLs or information about website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The District retains the right to refuse to negotiate on exceptions if the exceptions are excessive, not in the best interest of the District, or if negotiations could result in excessive costs to the District or adversely impact existing time constraints.

If negotiations are required, the contractor must provide all documents in MS Word format for redline editing. Contractor must provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations.

VII. DETAILED SCOPE OF WORK

The Contractor shall provide comprehensive, school-based dental services to students at the District’s twenty-six (26) Title I schools in accordance with the requirements set forth below.

The Contractor may provide services to the other schools throughout the district.

1. Service Delivery

1.1 The Contractor shall provide on-site dental services during the school day at participating schools.

1.2 The Contractor shall supply all equipment, staffing, and materials necessary to deliver services.

1.3 The Contractor shall coordinate scheduling and service delivery with school administration and designated District personnel.

1.4 The Contractor shall ensure services are delivered with minimal disruption to instructional time.

2. Preventive Services

2.1 The Contractor shall provide preventive dental services to one hundred percent (100%) of students who return signed parent/guardian consent forms.

2.2 Preventive services shall include, at a minimum:

• Oral screening/exam

• Dental cleaning

• Fluoride treatment

• Sealants, where clinically appropriate

3. Restorative Services

3.1 Eligible Students

a. Restorative services shall be provided to insured students, as clinically indicated.

b. Restorative services shall be provided to a minimum of ten percent (10%) of uninsured students, prioritized based on clinical need (triage).

3.2 Scope of Services

The Contractor may provide the following limited restorative procedures:

• Simple fillings

• Pulpotomies on primary teeth

• Extractions of primary teeth

• Pulp caps

No additional restorative procedures shall be performed without prior written approval from the District.

3.3 Consent Requirement

The Contractor shall obtain documented consent from the parent or legal guardian prior to providing any restorative services.

3.4 Referral for Advanced Care

The Contractor shall refer students requiring services beyond the approved scope to an appropriate dental provider and provide referral information to parents/guardians.

4. Consent and Family Communication

4.1 The Contractor shall provide and manage the distribution and collection of consent forms, including multilingual materials as needed.

4.2 The Contractor shall provide families with post-service communication, including a summary of services provided and recommended follow-up care.

5. Reporting Requirements

5.1 The Contractor shall submit monthly reports to the Director of Community Schools.

5.2 Reports shall include, at a minimum:

• Schools served and dates of service

• Number of students with returned consent forms

• Number of students receiving preventive services

• Number of students receiving restorative services, disaggregated by insured and uninsured

• Percentage of consented students served

6. Access and Equity

6.1 Services shall be provided to all eligible students regardless of race, ethnicity, gender, disability, or ability to pay.

6.2 The Contractor shall demonstrate the ability to effectively serve diverse and high-need student populations.

7. Compliance and Data Privacy

7.1 The Contractor shall comply with all applicable federal and state laws, including FERPA and HIPAA, regarding confidentiality of student information.

7.2 The Contractor shall provide aggregated service data to the District as required and in accordance with District reporting timelines.

7.3 The Contractor shall comply with all terms and conditions outlined in Attachment A.

VII. PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS AND EXPERIENCE

The following requirements, qualifications, and experience must be met:

1. Each site will be served by dentist(s) and hygienist(s) and/or dental assistants licensed in the State of Utah. Provide copies of licensing.

2. There is no charge to the Granite School District or individual schools.

3. The Contractor must maintain insurance at the levels required by the attached terms and conditions and indemnify GSD for any malpractice or service that does not conform to industry standards.

VIII. ANTICIPATED SOLICITATION TIMELINE

Event Date Release RFP May 1, 2026 Questions Deadline May 8, 2026 RFP Due May 29, 2026 Evaluation Period June 2026 Tentative Award to Presented to School Board July 2026 Contract Negotiations July 2026

IX. QUESTIONS

All questions must be submitted through the U3P. Answers will be given via the U3P site.

X. PROPOSAL RESPONSE FORMAT

All proposals must include a technical proposal and cost proposal. Formats for both documents follow:

A. Technical Proposal Format Hard copies are to be tabbed by section.

Tab 1. Executive Summary. The one or two page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Protected information requests should be identified in this section.

Tab 2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

1. A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed. Please indicate if you cannot provide services to all 26 required schools, how many schools you could provide services too.

2. A specific point-by-point response, in the order listed, to each requirement in the RFP.

Tab 3. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section.

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63-2-304, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63-2-308 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63-2-308;

3. (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality.

To protect information under a Claim of Business Confidentiality, the offeror must:

provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63-2-308(1)).

If you submit a proposal containing confidential information you must submit an electronic “redacted” (excluding protected information) copy of your proposal response.

Copy must clearly be marked “Redacted Version.”

A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality- Updated.pdf

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such.

To ensure the information is protected, you must include all protected information in Tab 3 of the proposal response. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the District.

All materials submitted become the property of Granite School District. Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee. Materials submitted may be returned only at the District’s option.

B. Cost Proposal Format

Cost will not be evaluated in this proposal. No cost will be passed onto the District.

Offerors will receive compensation only through billing student’s insurance including Medicaid. Please review entire proposal, the District does require a minimum of 10% of uninsured students receive restorative services at no charge.

XI. SUBMITTING YOUR PROPOSAL

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be received electronically through Utah Public Procurement Place (U3P) or in hard copy. For this RFP if you are submitting hard copies one original and 4 identical copies of your proposal must be received at Granite School District Purchasing Department, 2500 S. State Street, Salt Lake City, Utah 84115.

When submitting a proposal electronically through U3P, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

Electronic proposals may require uploading of electronic attachments. U3P’s site will accept a wide variety of document types as attachments. However, the District is unable to view certain documents. Therefore, you MAY NOT submit documents that are embedded (zip files), movies, wmp, and mp3 files. All documents must be attached as separate files.

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the purchasing agent prior to the closing date and time for submission of the proposal.

XII. PROPOSAL EVALUATION CRITERIA

A committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in proposal. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the RFP.

WEIGHT EVALUATION CRITERIA

50 % Demonstrated ability to meet the scope of work at no cost to GSD.

20 % Demonstrated technical capability (proven track record), etc.

20 % Qualification and expertise of staff proposed for this project.

10 % Performance references for similar projects.

Understandability and comprehensiveness of information supplied in this RFP will affect the evaluation of the above criteria.

XIII. DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the District. However, the District may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense.

XIV. SHORTLIST

Unless there is a successful offeror based on the initial review of the responses, the evaluation committee will develop a shortlist of the highest scoring offerors based on the stated criteria.

To be included on the short list an offeror must have a total score of no less 70% of the total technical evaluation score. Vendors with a score lower than 70% will not be considered further in the evaluation. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection.

XV. BEST AND FINAL OFFERS

Vendors should offer their best offer in the original technical and cost proposals. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

a. no single proposal addresses all the specifications stated in the RFP;

b. all or a significant number of the proposals are ambiguous on a material point and the evaluation committee requires further clarification in order to conduct a fair evaluation of proposals;

c. the evaluation committee needs additional information from all offerors to complete the evaluation of proposals;

d. the differences between proposals in one or more material aspects are too slight to allow the evaluation committee to distinguish between proposals;

e. all cost proposals are too high or over budget; or

f. another reason exists supporting a request for best and final offers, as provided in rules established by the applicable rulemaking authority It is important to understand this so as not to anticipate that a best and final process will allow for a vendor to “sharpen their pencil” in a subsequent phase.

XVI. AWARD OF CONTRACT

Contracts will be awarded to one or multiple offerors who demonstrate compliance with the requirements of the Statement of Work and the District’s Terms and Conditions by scoring at least 70 points in the evaluation process. A contract award does not guarantee any work within our schools, but will add the vendor to an approved contract pool that our school principals will review and make a best value determination.

Score will be assigned as follows:

1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Good, meets minimum requirement 4 = Very Good, exceeds minimum requirement 5 = Excellent

GRANITE SCHOOL DISTRICT

REQUEST FOR PROPOSAL

PREVENTITIVE AND PRIMARY DENTAL CARE AND EDCUATION FOR STUDENTS

Solicitation # DB26-003

Firm Name:

Evaluator:

Date:

Point Possible Score

(1-5) Weight

Points

1. Demonstrated Ability to meet scope of work 50 X 10

2. Demonstrated Technical Capability 20 X 4

3. Qualification and Expertise of Staff 20 X 4

4. References 10 X 2

TOTAL EVALUATION POINTS 100 Total