720-5228 RFP - Region 5 - Professional Services.pdf

Professional Services RFP#720-5228-115358

1220 BANK STREET

RICHMOND, VA 23219

PROFESSIONAL SERVICES

REQUEST FOR PROPOSAL (RFP)# 720-5228 - 115358

ISSUE DATE: March 9, 2026

TITLE: Dental Services, Health Planning Regions (HPR) 5

CONTRACT TYPE: Dental Services

COMMODITY CODE(S):

94828 Dental Services 94874 Professional Medical Services (Including Physicians, Pharmacists, and All Specialties)

ISSUING AGENCY: Commonwealth of Virginia Department of Behavioral Health and Developmental Services

Using Agency and/or location(s) where work will be performed: Department of Behavioral Health and Developmental Services

Period of Contract: One year from date of execution and renewable in accordance with Section XII Paragraph 5.

Electronic Sealed Proposals Will Be Received Until April 08, 2026, at 3 p.m., local prevailing time, For Furnishing the Goods/Services Described Herein.

If an offeror has questions about the solicitation, questions shall be emailed to Fazalhaq Saberi at fazalhaq.saberi@dbhds.virginia.gov. Fazalhaq Saberi is the single point of contact for this procurement.

Communication, regarding this solicitation, with anyone else may result in disqualification of the Offeror(s) Also, see General Terms and Condition – Paragraph I. Clarification of Terms for further.

OPTIONAL, VIRTUAL, PREPROPOSAL CONFERENCE: An optional, virtual pre-proposal conference will be held on March 18, 2026, at 10 am

Microsoft Teams Meeting

Join on your computer, mobile app, or room device

Click here to join the meeting Meeting ID: 299 799 104 803 56 Passcode: zF2uy2No

Dial in by phone +1 434-230-0065,,634591585# United States, South Hill Find a local number Phone conference ID: 634 591 585#

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:fazalhaq.saberi@dbhds.virginia.gov https://events.gcc.teams.microsoft.com/event/308ef609-eee0-4150-8063-e15af5b153d4@620ae5a9-4ec1-4fa0-8641-5d9f386c7309 tel:+14342300065,,634591585 https://dialin.teams.microsoft.com/69fbdf03-a314-4206-b210-d4d007632545?id=634591585

TABLE OF CONTENTS

SECTION PAGE

I. PURPOSE 3

II. BACKGROUND 3

III. STAFF REQUIREMENTS 3

IV. STATEMENT OF NEEDS 3

V. PROPOSAL PREPARATION 7

VI. EVALUATION AND AWARD 9

VII. REPORTING AND DELIVERY 10

VIII. PRE-PROPOSAL CONFERENCE 10

IX. METHOD OF PAYMENT 11

X. PRICING SCHEDULE 12

XI. GENERAL TERMS AND CONDITIONS 13

XII. SPECIAL TERMS AND CONDITIONS 20

ATTACHMENTS

The below attachments are attached in Sourcing & Contracting as a separate pdf document.

A. Offeror Data Sheet.

(The Questionnaire must be completed, and the attachment must be signed.)

B. Small Business Sub-Contracting Plan C. State Corporation Commission Form

D. Proprietary/Confidential Information Identification E. Business Associate Agreement

Attachment 01- Dental Codes-Fee Schedule Attachment 02 - HPR-Regions

DEFINITIONS/ACRONYMS

ACRONYM/KEY TERM MEANING/DEFINITION

Professional Services

Work performed by an independent contractor within the scope of the practice of accounting, actuarial services, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy, professional engineering, and the services of an economist procured by the State Corporation Commission.

Request for Proposals

(RFP)

All documents, whether attached or incorporated by reference, utilized for soliciting proposals; the RFP procedure requires negotiation with offerors (to include prices) as distinguished from competitive bidding when using an Invitation for Bids.

DSBSD Department of Small Business and Supplier Diversity DUNS # The Dun & Bradstreet D-U-N-S Number is a unique nine-digit identifier for businesses.

Developmental Disabilities

(DD)

As defined by the U.S. Centers for Disease Control and Prevention (CDC), Developmental Disabilities (DD) are a group of conditions due to an impairment in physical, learning, language, or behavior areas.

HPR Healthcare Planning Regions

Standard of Practice In compliance with Title of Regulations: 18 VAC 60-21-10 et seq, the Statutory Authority: § 54.1-2400 and Chapter 27

FY Fiscal Year - DBHDS operates on a fiscal year that runs from July 1 to June 30.

I. PURPOSE: The purpose of this solicitation is to solicit sealed proposals to establish a contract(s) through competitive negotiation for Dental Practitioner(s) to provide dental services to individuals with Developmental Disabilities (DD), who are located in Healthcare Planning Regions (HPR) 5.

DBHDS’ intent is to award contracts to Dentists located in HPR’s 5. See Attachment 02-HPR-Regions, for this specific location.

II. BACKGROUND:

The DBHDS Office of Integrated Health (OIH), Health Supports Network (HSN) began to focus on addressing the dental needs of individuals with DD in 2014. The Health Supports Network was created to provide services to meet the needs of those former residents of Training Centers, Intermediate Care Facilities (ICFs) and Nursing Facilities (NFs) with DD. The immediate needs that were identified included gaps in access to dental assessments, treatment, and general oral health education aimed at reducing the risk of an adverse event and improving quality of care.

The goal of DBHDS OIH is to increase the number of individuals with a DD Waiver who can access an annual dental exam and close the gap between the current 69% met and the metric goal of 86%. As of June 30, 2025, there were approximately 17,000 individuals with a DD Waiver across the Commonwealth. The data suggests that 69% or 11,730 individuals have completed an annual dental exam. To achieve 86%, approximately 17% or approximately 2,890 individuals across the Commonwealth will need to complete an annual dental exam. That 86% needs to be maintained year over year. The projected addition of 3440 Waiver slots in FY25 and FY26 resulted in the addition of approximately 1,066 individuals who might need assistance to obtain an annual dental exam through FY26 and into FY27. (Assuming that a minimum of 69% have had an annual exam).

III. STAFF REQUIREMENTS:

The contractor shall provide Dental Hygienists, Board-certified Anesthesia providers, and/or Nurses that are graduates of accredited programs and/or be under the direct supervision of a dentist who has worked with the Developmental Disabilities (DD) population for a minimum of one year; or has completed a supplemental Dental education program focused on caring for individuals with DD.

IV. STATEMENT OF NEEDS:

Offerors should submit an offer for categories A, B, and C. If an offeror submits an offer for Sedation/Category B the offeror must submit a proposal for General Dentistry/Category A. Dentists can submit offer for C or A independently.

A. General Dentistry

The contractor shall provide all labor, supervision, equipment, tools, parts and materials, accordance with the professional and ethical standards of the Virginia Board of Dentistry and the American Dental Association to dental services to DBHDS patients in:

1. Perform services within the standards of practice as mutually agreed and negotiated.

2. Perform services to DBHDS patients at the Contractor’s Dental office during mutually agreed and negotiated days and times.

3. Provide services to individuals with DD that are consistent with the quality and availability of services provided to all other patients to whom services are provided.

4. Perform and document assessments and evaluations of patient’s dental problem(s) and develop an appropriate plan of treatment consistent with standards of practice before performing any service(s).

5. Provide initial assessment of the patient to develop and document the plan of care for the individual over the next 12-months for a flat quarterly fee (see section IX).

6. Provide treatment to include a minimum of two (2) oral exams, cleanings and related care/year. In accordance with determined plan of care, standards of practice, and flat-rate agreement, the individual will receive any of the below listed procedures as dictated by the plan of care and Dentist assessments:

a) Examinations

b) Bitewing x-rays (prn)

c) Teeth Cleaning

d) Full mouth x-ray series (initial and prn)

e) Topical fluoride and/or sealant treatments

f) Emergency care for pain relief

g) Amalgam fillings or composite fillings

h) Sedative fillings

i) Periodontal scaling and root planning

j) Oral hygiene education.

k) Simple Extractions paid separately (see fee schedule)

7. Assume full responsibility for the applicable medical care related to dental procedures care delivered and the

Commonwealth shall not be liable for any acts of omission, negligence, and/or medical malpractice related to actions of the Contractor.

8. Provide DBHDS patient information or documentation within 10 business days of request.

9. Provide patient information or documents to a current or future dental or medical treatment(s) in accordance with applicable law.

10. Provide dentoalveolar surgery (extractions, dentures, grafting, is as able). The funding sources for these procedures may vary.

11. Meet the following criteria, If the contractor is planning to perform any procedure that is not part of the DBHDS basic dentistry program or the DBHDS sedation program (items in section 1 and 2 on Attachment 01 Dental Codes/Fee Schedule):

a) Must use the listed DBHDS agreed upon rate for non-covered items

b) The individual shall receive a copy of the treatment plan including alternative options that are otherwise covered in the program i.e. extractions

c) The DBHDS dental lead will be sent a copy of the additional services treatment plan to determine if there are additional funds that can be contributed towards the proposed treatment.

d) If the DBHDS dental program is not able to include the additional services for any one individual, the individual and/or the individual’s family/guardian can assume the cost of the services if they choose to do so.

e) If the contractor has planned to conduct additional services on any individual and the Current Dental Terminology (CDT) dental code and approved fee is not already listed in the DBHDS fee schedule, an agreed upon rate must be established prior to the treatment being completed.

B. Sedation Dentistry

The contractor shall provide all labor, supervision, equipment, tools, parts and materials, as necessary to:

1. Provide sedation and dental treatment in an operatory within a dental clinic.

a. Sedation and dental treatment should include an individualized anesthetic plan will be assessed and determined at the time of consultation that will be tailored to the patient’s health history and dental needs.

2. Provide the following sedation services as needed:

a) Anxiolysis (Oral);

b) Moderate conscious sedation (Nasal, IM/IV), and

c) Deep sedation/general anesthesia (must provide documentation explaining why conscious moderate sedation could not be used)

3. Ensure that their offices meet the Americans with Disability Act of 1990 (ADA) requirements for accessibility.

4. Ensure every attempt will be made to serve the patient in the least restrictive manner possible. (The “least restrictive option” refers to choosing interventions that limit an individual’s freedom, independence, or rights as little as possible)

5. Ensure that their office is in compliance with the laws and regulations set forth in both the Title of Regulations:

18 VAC 60-21-10 et seq, the Statutory Authority: § 54.1-2400 and Chapter 27.

6. Cooperate with DBHDS staff and allow access to both the premises and records as requested by the DBHDS staff.

7. Notify DBHDS staff within two business days in writing if the contractor experienced any serious incidents with any patient or is unable to serve a patient in their clinic, and the reason for this inability to provide care.

The Contractor must also document the efforts made to serve them and what efforts were made to make a timely referral.

8. Provide the treatment in multiple visits to meet the needs of the individual, if it requires more than one appointment to provide the care agreed upon in the contract.

9. Provided service in an efficient, timely and safe manner, meeting standard of practice in the field of dentistry.

C. Mobile Dentistry The contractor shall:

1. Provide remote/telehealth consults as needed via phone or virtual Microsoft Teams call with the DBHDS dental hygienists.

2. Provided service in an efficient, timely and safe manner, meeting standard of practice in the field of dentistry.

3. Provide in person delivery of the following dental services on an as needed basis and as determined by the DBHDS dental staff and said remote dental contractor. These services will be conducted in the DBHDS dental Vans/Mobile dental program:

a) Examinations

b) Dental Extractions

c) Emergency care for pain relief

d) Amalgam fillings or composite fillings

e) Sedative fillings

4. Credential with Medicaid with the assistance of the DBHDS dental staff. This credential will only apply to patients seen in the DBHDS mobile program. Payment for DBHDS dental services to the contractor shall still be provided in the manner outline in section IX which directly follows this current section.

5. Cooperate with DBHDS staff and allow access to both the premises and records as requested by the DBHDS staff.

6. Notify the DBHDS Contract Administrator within two business days in writing if the contractor experienced any serious incidents with any patient or other DBHDS dental staff member. or is unable to serve a patient in the DBHDS mobile unit, and the reason for this inability to provide care. The Contractor must also document the efforts made to serve them and what efforts were made to make a timely referral.

7. Provide the treatment in multiple visits to meet the needs of the individual, if it requires more than one appointment to provide the care agreed upon in the contract.

D. Scheduled/Canceled/Re-Scheduled Appointments:

The contractor shall:

1. General Dentistry

a. Schedule appointments per the plan of treatment or as identified and needed.

b. Re-schedule missed appointments without penalty to the patient, if the patient (or the patient’s agent) provides no less than 24 hours’ notice of cancellation.

i. Should the patient (or the patient’s agent) not notify the Contractor’s office appropriately, the Contractor shall document in detail the event and submit the documentation to the department with the next invoice, if rescheduling is attempted without success at least twice (due to the recipient). See Attachment 01- Dental Codes-Fee Schedule, Code# D9986.

2. Sedation Dentistry

a. Schedule appointments per the plan of treatment or as identified and needed.

b. Re-schedule missed sedation appointments without penalty to the patient, if the patient (or the patient’s agent) provides no less than 24 hours’ notice of cancellation.

i. Should the patient (or responsible party) not notify the Contractor’s office appropriately, the Contractor shall document in detail the event and submit the documentation to the department with the next invoice, if rescheduling is attempted without success at least twice (due to the recipient). See Attachment 01- Dental Codes-Fee Schedule, Code# D9986.01.

E. The Purchasing Agency will:

1. Pay for rendered services in monthly or quarterly installments for fixed-rate basic care, preventative dental care and sedation services if applicable, as describe in the service agreement. Payment may reflect pro-rated adjustments to reflect the date of the participant ‘s enrollment.

2. Ensure that the providers will not be penalized for a lack of service provided, or be required to re-schedule a patient without payment, if the lack of service is due to an individual’s (or responsible party associated with the individual patient’s) negligence in keeping appointments.

3. Pay the Contractor to provide non-emergent dental services as described above at a fixed-rate fee per year per individual with DD.

4. Provide technical assistance and outside consultants when needed.

5. Designate an individual(s) as an authorized representative, the Purchasing Agency Contract Administrator, to administer all services performed in conjunction with this contract. As the Purchasing Agency Contract Administrator is, in the first instance, the interpreter of the conditions of the contract and the judge of its performance, the Contract Administrator will use all powers under this contract to enforce its faithful performance. The Purchasing Agency Contract Administrator or designated official will determine the amount, quality, acceptability, and fitness of all aspects of the services and will decide all other questions in connection with the services. The Contract Administrator, inspector, or designated official will have no authority to approve changes in the services which alter the contract terms or price. Any contract modifications made must first be authorized by the DBHDS Procurement office and issued as a written modification to the contract.

6. Work with individual Patient and responsible party to ensure:

a) Resident staff or individual’s family will escort patients to and remain available for all dental office appointments.

b) Medical/dental information will be provided to the dentist as applicable to ensure proper dental service, treatment, and billing.

c) All individuals will provide proper identification information to ensure eligible third-party billing and payment if indicated.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. OFFEROR SUBMISSION REQUIREMENTS:

This solicitation is RFP; DBHDS will only accept proposals electronically through eVA. Proposals will be received until the closing date and time specified in the solicitation. It is the Offeror’s responsibility to ensure that proposals are received timely. The eVA system allows for the secured and sealed electronic submission of proposals. The Offeror shall make no other distribution of the proposal. Proposals submitted elsewhere, including to other state or federal agencies, will not be accepted. Mailed, faxed or emailed proposals will not be accepted.

Offerors are solely responsible for reviewing, complying, and returning a complete and responsive proposal.

Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted.

In order to be considered for selection, Offerors should submit a complete response to this RFP. There must be:

One signed original proposal in pdf format, including all Attachments.

One signed copy of proposal in pdf format, including all Attachments, redacting any proprietary information, if applicable (must be labeled REDACTED COPY).

A redlined version of this RFP using track changes in Microsoft Word showing revisions requested of the entire RFP document, if applicable. Additionally, the Offeror shall indicate, using the comment tool, the reason for any language change and/or deletion.

In order to obtain this document in Microsoft Word; (1) select File, (2) select Export To and (3) select Microsoft Word.

Offerors must be registered in eVA in order to submit an electronic proposal. For more information on how to respond to a solicitation:

1. Go to www.eva.virginia.gov ;

2. Click on “Supplier Training”,

3. Click on “Viewing and Responding to Solicitations Video” under Sourcing.

If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care prior to the closing date and time. The contact information for eVA Customer Care is located at www.eva.virginia.gov under the “Get Help-Customer Care” tab.

Prior to the due date, Offerors should:

• Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business

Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.; and

• Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Offeror’s electronic submission.

• Always ensure that the proposal response is to the latest version of the solicitation.

If DBHDS issues an addendum to the solicitation, Offerors must submit their proposal after the addendum is issued. Any proposal(s) submitted before an addendum is issued the offeror will need to resubmit their proposal in order to be considered or evaluated.

2. PROPOSAL PREPARATION:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency.

Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

http://www.eva.virginia.gov/

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP.

All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The proposal should contain a table of contents which cross-references the RFP requirements.

Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements.

"Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Proposals font should be Times New Roman, the font size should be 12, the ink color should be black, and the spacing should be single.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the

RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. ORAL PRESENTATION: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation.

The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SSPECIFIC PROPOSAL INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the DBHDS may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

1. A written narrative statement to include:

a. Background information about the Offeror including: its size, number of employees, and annual volume of business.

b. Experience in providing the services described herein.

c. Resumes of staff to be assigned to a contract, if awarded.

d. Copies of degrees and/or certificates for all staff assigned to this contract, if awarded.

e. A copy of a valid license to provide dentistry services in the State of Virginia.

f. Credentials and training of staff assigned to provide services.

2. Specific plans for providing the proposed services including:

a. A plan of operation to achieve the objectives as defined in Section IV: Statement of Needs.

b. A plan including a narrative and timeline for transition of services.

c. What, when and how the service will be performed.

d. Time frame for completion/implementation (if not otherwise specified by the agency in the statement of work).

3. Description of the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services.

4. A list of all clients lost within the last three (3) years and include a contact name, title and telephone number.

In addition, state the length of service at the account and reason for loss.

5. Description of the Offeror’s method for dealing with problems and complaints presented by the Department of Behavioral Health and Developmental Services employees detailing at what point the problem would escalate to the next level of supervision/management.

6. Attachments: Offerors are required to submit the following items as a complete proposal:

Attachment A – Offeror Data Sheet/Questionnaire Attachment B – Small Business Sub-Contracting Plan Attachment C – State Corporation Commission Form Attachment D – Proprietary/Confidential Information Identification Attachment E – Business Associate Agreement

7. Key Performance Indicators (KPI). The Offeror shall identify metrics that will be used in measuring the

Contractor’s performance against the resulting contract. The KPIs must be:

i. Specific

ii. Measurable

iii. Attainable

iv. Reportable

v. Trackable

VI. EVALUATION AND AWARD CRITERIA:

A. EVALUATION CRITERIA: Proposals will be evaluated by the DBHDS using the below criteria.

Proposals will be evaluated based upon the following criteria:

CRITERIA: POINT VALUE:

Demonstrated experience 30%

Specific plans to provide the services 30%

Acceptance of Terms and Conditions 20%

Small Business Subcontracting Plan 20%

TOTAL: 100%

B. AWARD: Reference Section XII. Special Terms and Conditions, Paragraph 2.

VII. REPORTING AND DELIVERY INSTRUCTIONS:

A. Within thirty (30) calendar days after the award date of the contract, the contractor shall meet with the Contract

Administrator to establish a reporting structure which will be delivered monthly or quarterly to the (Contract Administrator).

1. The preliminary meeting will establish the protocol for billing procedures.

2. The contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic using a DBHDS billing template.

3. The agency shall have the right to edit, modify and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to insure the inclusion of all work required by the contract.

B. The contractor shall provide the following documentation and (monthly or quarterly) billing statement to

(Contract Administrator) outlining the following:

1. The specific accomplishments achieved during the reporting period. Number of patients seen, date of service and procedures rendered.

2. The specific tasks completed pursuant to the provisions of the contract and the completion dates of such tasks. Does the patient need ongoing care?

3. The projected completion dates for the remaining specific tasks required by the contract. Does the patient need additional procedures within or outside of the covered items.

C. The contractor shall provide the Contract Administrator with any updates on individuals needing new referrals, or procedures outside of the scope of their saif practice.

D. Submit Evidence of Compliance with Small Business Subcontracting Plan for each subcontractor listed, via the

Subcontractor Payment Reporting tool, accessible within the contractor’s eVA account, on a monthly basis.

Failure to do so may cause the Contractor to be in breach of contract.

E. Submit Evidence of Compliance with Small Business Subcontracting Plan for each subcontractor that is not a

DSBSD-certified business, via the Subcontractor Payment Reporting tool, accessible within the contractor’s eVA account, on a monthly basis. Failure to do so may cause the Contractor to be in breach of contract.

VIII. OPTIONAL, VIRTUAL PREPROPOSAL CONFERENCE: will be held via Microsoft TEAMS on March 18, 2026, from 10:00 am through 11:30 am, local prevailing time. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Have a copy of the solicitation with you during the meeting. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

Offerors interested in attending must email Fazalhaq Saberi at fazalhaq.saberi@dbhds.virginia.gov before March 16, 2026 in order to register for the pre-proposal conference. Requests to register received after this date may not receive a response. Email the following information: (1) your company’s name, (2) the name of the person attending the preproposal conference and (3) the person’s email address. We ask that one (1) representative per company attend the conference. After the registration closes, registrants will be sent instructions on how to attend.

mailto:fazalhaq.saberi@dbhds.virginia.gov

IX. METHOD OF PAYMENT:

A. Payment: DBHDS will make payments, in accordance with the Prompt Pay Act after receipt and acceptance of goods/services and an accurate invoice. Payment will be made based on the Contractor’s CARDINAL account.

CARDINAL is the Commonwealth of Virginia’s (COV) State Accounting System. Contractor’s can select to be paid via EPAY, via EDI/check or via VISA (the Commonwealth’s small purchase or gold card charge card).

• EPAY – when a Contractor is set-up for EPAY, payments will go onto a Virtual Credit/Debit Card.

• EDI/CHECK - when a Contractor is set-up for EDI/check, payment will be made by check or electronic payment. Checks will be mailed 30 calendar days after the receipt of the goods, services, or invoice, whichever is later; therefore, there could be a 7 – 10 day delay before the vendor receives the check. If EDI is selected, payments will show up in the Contractor’s selected bank account on the due date.

• VISA - VISA is the Commonwealth’s purchase charge card (pcard). When a Contractor is set-up for pcard payment, he/she will receive an encrypted email with the pcard holder's card information. When VISA is the payment of choice, the Contractor shall be responsible for eVA Transaction and Credit Card Merchant Processing Fees; fess shall not be applied to any invoice issued to the COV.

B. Invoices –

1. Contractors shall not receive duplicate payments (receiving funds through the HSN) for services completed on any individual.

2. Contractor shall submit, with each invoice, a copy of a care plan and a detailed reason for denial to the clinic providing the assessment for each individual that was denied access to the clinic. In addition, the Contractor must describe what if anything, would afford the individual acceptance by the clinic.

3. Submit monthly or quarterly billing to DBHDS in accordance with the fixed rate billing schedule for covered services as provided by the Office of Integrated Health Dental Program Lead

4. First bill Medicaid for DBHDS patients who are enrolled, if the contractor is Medicaid provider and their office actively bills Medicaid for services. If Medicaid claims are denied, then the provider could submit the dates of service and dental codes to the DBHDS dental program for review. **** If bidding on the remote supervision component the contractor will credential with Medicaid with the assistance of the DBHDS dental staff. This credential will only apply to patients seen in the DBHDS mobile program.

5. Submit complete billing to the DBHDS dental program in accordance with DBHDS fixed rate fee schedule.

If the contractor is not accepting new Medicaid patients and/or the contractor’s office does not actively bill Medicaid for services.

6. Submit complete billing to the DBHDS dental program in accordance with the DBHDS fixed rate fee schedule. If the contractor is NOT a Medicaid provider.

A. All invoices must include the unique contract and/or purchase order number. Failure to include required elements from the invoices may result in the invoice being returned for correction. The Contractor shall submit their invoice to the following address by the 10th day of the month following the month in which services were rendered. Invoices shall be sent via email to the Contract Administrator at casey.tupea@dbhds.virginia.gov so that it can be reviewed and the Contract Administrator will send the final billing statement to the accounts payable office indicating the date that the billing template was received by DBHDS.

If transmitting an invoice through an email system, the document needs to be sent to:

casey.tupea@dbhds.virginia.gov.

mailto:casey.tupea@dbhds.virginia.gov mailto:casey.tupea@dbhds.virginia.gov

X. PRICING SCHEDULE:

1. The contractor shall utilize the following fixed rate schedule for DBHDS covered items (section 1 of the

Attachment 01 Dental Codes/Fee Schedule).

New patients consult $100- 1 time per patient and is billed at the end of the quarter directly following completion of the procedure

OR

New patients consult sedation $150 – 1 time per patient and is billed at the end of the quarter directly following completion of the procedure

AND

Per patient basic care (for patients with dentition) $500 per appointment up to 2 visits ($1000) per year and is billed at the end of the quarter directly following the completion of the appointment.

OR

Per patient basic care (for the edentulous patient) $250 per appointment up to 2 visits per year ($500.00) and is billed at the end of the quarter directly following the completion of the appointment.

2. The contractor shall utilize the following payment schedule for dental extractions (section 2 of the attached Attachment 01 Dental Codes/Fee Schedule):

Extractions 1-5 teeth total- do not require special approval for 5 or less extractions on 1 patient.

Extractions 6 or more teeth- Anything exceeding 5 extractions on one patient would require a special treatment plan submitted to the OIH program lead for review prior to completion.

3. The contractor shall utilize the following payment schedule for dental sedation.

Minimum sedation- included in basic care

4. The following applies for sedation offices only:

Non-IV sedation (conscious moderate)- $325 per appointment up to 2 visits per year ($650) and is billed at the end of the quarter directly following the completion of the appointment. (this is in lieu of on quarter/off quarter payments as was done in the previous contracting period)

IV conscious moderate sedation - $925 per appointment for a maximum of 2 appointments per year ($1850) and is billed at the end of the quarter directly following the completion of the appointment. (this is in lieu of on quarter/off quarter payments as was done in the previous contracting period)

5. For any items not part of the DBHDS approved basic and sedation program, the provider will utilize section 3 of the Attachment 01 Dental Codes/Fee Schedule for any additional procedures and visits.

6. For ANY procedures not listed on the fee schedule, an agreed upon rate will be reached prior to formal treatment planning and services being rendered.

7. For contractors participating in the remote supervision program the billing compensation will be $100 per remote examination of any 1 patient and $500 per restorative appointment per patient conducted within the DBHDS mobile dental unit.

8. Upon award, the Contractor shall not exceed the purchase order amount without the approval of the Purchasing

Agency. Should an increase be warranted, the Purchasing Agency will issue a change order to the purchase order.

XI. GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their proposals, offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided;

however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, status as military family, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of

Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS:

Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to…