B2625630~2.pdf

Ronald Hovey Procurement Commissioner

Dental Equipment and Installation

B2625630

Issued by: City of Philadelphia Procurement Department Required by: Department of Health

Pre-Bid Meeting: Thursday, January 8, 2026 Bid Opening Date: Wednesday, January 28, 2026 Bid Opening Time: 10:30 AM Philadelphia Local Time Location for Bid Opening: Held via Video Conference Buyer: Cassandra Johnson

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia Procurement Department

Philadelphia, PA 19102-1685

Bid Number B2625630

Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications

2.1 Specifications

2.2 Warranty

2.3 Delivery Location

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

Philadelphia, PA 19102-1685

Bid Number B2625630

Section 1 General Bid Submission

1.1 Title

Dental Equipment and Installation

Schedule Number: N/A

1.2 Contract Term: Date of award through twelve (12) months (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term.

The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order “Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance Period (identified by commencement and termination dates) that is specified in the Renewal Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

Philadelphia, PA 19102-1685

1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for B2625630 for the City department specified herein during the contract period.

1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

Philadelphia, PA 19102-1685

Bid Number B2625630

1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $1,398,100.00

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2025 – June 30, 2026. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make- a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY26 Annual Bid Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the “Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

https://www.phila.gov/make-%20a-payment/ mailto:PHLcontracts@phila.gov

Philadelphia, PA 19102-1685

1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and Conditions.

1.9.7 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee http://www.phlcontracts.phila.gov/

Philadelphia, PA 19102-1685

Bid Number B2625630 electronically through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity (“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages of 10% of the awarded contract amount, and may be debarred by the Procurement Commissioner in accordance with the Procurement Department Debarment Regulation for a period up to three years.

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

Philadelphia, PA 19102-1685

Bid Number B2625630

To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.9 Alternates

If an alternate to any item is offered, the seller must follow instructions in Paragraph 4 of “SS&E Terms and Conditions of Bidding and Contract”. State the brand name and the model number of each alternate offered. Detailed technical information on the alternate should accompany the bid.

Failure to state alternates will obligate the seller to provide materials and/or services specified in the bid solicitation.

Any other product information submitted by a seller in connection with this bid is for purposes of product description, information, and specification only. The seller agrees that any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the bid.

1.9.10 Sole Product

If the contract award is a Sole Product:

(a) The award shall be made for the items specified only and alternates will not be considered.

(b) Paragraph 4 of the “SS&E Terms and Conditions of Bidding and Contract” does not apply.

1.9.11 Price List

A price list is not required for this bid.

1.9.12 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers

Philadelphia, PA 19102-1685

Bid Number B2625630 appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on PHLContracts regarding any interpretations/changes made to specifications or instructions. The City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

1.10 Seller Qualification

All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid. To demonstrate this, sellers should submit the following reference information with their bid. References provided should be pertinent to the commodity or service requested in this Bid Solicitation; and demonstrate the seller's ability to perform on a contract of this size and scope.

Please note that reference information in each section must be completed. Failure to submit this information may result in the seller's disqualification.

Philadelphia, PA 19102-1685

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

Date: Thursday, January 8, 2026 Time: 1:00 PM Location: Held via video conference

Non-Mandatory Pre-Bid Meeting The purpose of this meeting is to respond to questions from prospective sellers. Sellers are encouraged to submit questions in writing at this time. All questions that materially impact upon the bid process will be answered, in writing, in a formal amendment issued by the City. Oral responses by City employees or their representatives are not binding and shall not in any way be a commitment by the City.

Attendance at this Pre-Bid Meeting is not mandatory.

It is the seller’s responsibility to ensure that they arrive at the pre-bid meeting on time.

Sellers who arrive twenty minutes after the meeting has started may be denied entry to the meeting.

1.12 Site Inspection

Mandatory Site Inspection

Prior to submitting a quote, the seller is responsible for examining in detail the site(s) of the work to be done, shall acquaint him or herself with conditions affecting the work, and if applicable, shall take their own measurements for which they will be held responsible. The bid shall be prepared with due regard to the conditions existing or to be anticipated at the site(s) of the work.

Attendance at the site is mandatory. Failure to submit a signed Certification of Site Visit form will disqualify a seller. (See “Certification of Site Visit” form attached to the Bid Solicitation).

Mandatory Site Visit Certification

Bid Number: B2625630

To be submitted with the bid package.

Vendor must contact Leslie Reilly at Leslie.Reilly@phila.gov, to make arrangements to visit the site for inspection.

Philadelphia, PA 19102-1685

This form must be signed and dated by a representative of the Department of Health to certify that the below vendor inspected the area as per specifications.

Section 2 Specifications Successful bidder(s) shall be required to supply the City of Philadelphia's Department of Health with Dental Equipment and Installation as listed in Section 2 of this Invitation and Bid.

2.1 Specifications

Upholstery colors should be listed in bid and made available per request.

2.1.1 41771-000-050 - EZKleen 2.5 HD-4 Stage Ultra Clean Water System Under sink model produces distilled water required for sterilization machines. Yields 1 gallon/ 2minutes. Must include hard plumb kit (#9005) and permanent faucet mount (#9007).

2.1.2 41771-000-051 - Vista Cool Single System Polyethylene gray 10.75in W x 5.75in L x 13.75in H

1.50 gallons 5.70 Liters 15.0 lbs. Must include accessories based on design needs S7545 Vista Cool adjustable Tank stand for V7501S7550 Vista cool air gap assembly DH154 Drain hub 4port DH8200 Drain hub fittings accessory kit.

2.1.3 41771-000-052 - Ultratrim concept LR chair (3669-390) to include LED LR Operating LT Procenter (4770-081) LR Asst Center (153604LR) Asepsis 21 LR Unit (Midmark 153600- 010):

Hydraulic cantilever system. Automatic armrests Seamless upholstery Double- articulating headrest Programmable foot-switch control Two hip-post-mounted programmable controls Chair swivels 60 degrees (30 degrees each side of center) Concept LR chair swivels 30 degrees (15 degrees each side of center Color; Mineral 844. Aluminum backrest".

2.1.4 41771-000-053 - Vacstar 80H Wet Vacuum up to 7 users 220V Hydromiser Recycler Horsepower; 4. Motors; 2. Voltage 220.

Philadelphia, PA 19102-1685

2.1.5 41771-000-054 - AirStar 50 Compressor up to 8 users 220V Advanced oil-less operation with linear piston technology prevents contamination, minimizes mechanical wear, and delivers consistent, reliable airflow with reduced maintenance needs. Dimensions: 35.5 x

33.5 x 20.5. Voltage 220.

2.1.6 41771-000-055 - Apex Connect Apex Locator Kit - US. Device that works dry, wet, bleeding, filled with saline, EDTA, NaOCl, chlorhexidine, and delivers consistent readings in numerous environments.

2.1.7 41771-000-056 - RDH Hygienist Handpiece for Disposable Angles (pack of 3) Air powered hygiene handpiece. Material: Stainless steel.

2.1.8 41771-000-057 - 3M Elipar DeepCure-S Curing Light: DeepCure-S LED Curing Light delivers high performance with a focused output of 1,470 mW/cm2 Made with high- quality, durable stainless steel with no seams or vents, allowing for fast and easy cleaning and disinfection while helping to seal against contamination. Comes with a unique, magnetic light guide mount for quick and easy attachment and 360-degree rotation. Features a glass ceramic coating to protect against staining and fingerprints.

Includes a charging base with built-in light intensity meter and battery charge indicator charging time for drained battery is approximately 90 minutes.

2.1.9 41771-000-058 - Dentsply Sirona Capsule Mixer: Dentsply Sirona Capsule Mixer is a high speed triturator with three (3) time setting options of 6, 8 and 10 seconds. It offers accurate and consistent trituration suitable for all your capsule-based mixing needs, including amalgam and glass ionomer-based capsules. Contains: 1 Triturator, 1 Power Cord and 1 (3mm) Allen Key for Transit Screw Removal per Package.

Philadelphia, PA 19102-1685

Bid Number B2625630

2.1.10 41771-000-059 - Cavitron Plus Package with Tap-on Technology: designed to reduce leg and ankle discomfort associated with continued foot pedal usage. A single tap activates scaling, allowing you to rest your foot during the procedure. The finer water control allows for more precise and convenient adjustment of lavage on the handpiece to the preferred setting. The unit dimensions are 4" H x 7-3/8" W x 9-1/2" D and weighs 12 lbs.Plus Package: Cavitron Plus Ultrasonic Scaler with Tap-On Technology, Steri-Mate Sterilizable Detachable Handpieces, Tap-On Technology Wireless Foot Pedal, 4 Ultrasonic Inserts (1 FitGrip Focused Spray Slimline-10S Insert and an Insert Redemption Form for 3 additional Ultrasonic Inserts).

2.1.11 41771-000-060 - AirFlow handy 3.0 Perio Midwest: AIR-FLOW handy 3.0-unit, AIR-FLOW 120 spray handpiece, 300g bottle of Original AIR-FLOW Classic, AIR-FLOW Easy Fill 3.0 refill device, AIR-FLOW Easy Clean cleaning device and a maintenance set.

2.1.12 41771-000-061 - 430 SW LubeFree Handpiece w/o Swivel; 430 SW: Type: High speed with a swivel and replaceable autochuck turbine (Swivel sold separately.) Operating Air Pressure: 30 to 32 psi Air Consumption: 1.9 SCFM at 30 psi No Load Speed: 430,000 rpm Connection: 360 degree quick-disconnect swivel with 4-Line ISO configuration or 2/3-Line ISO configuration Power: 14 watts Weight: 47g.

2.1.13 41771-000-062 - Titan 3 20k motor No Lubrication Required Recommended Air Pressure: 40-45 psi (swivel motor) Air Flow: 2.1 SCFM @ 40-45 psi at Maximum Power Point (swivel motor) Rotation:

Forward and Reverse 4-Line Connection (Fixed Back End)".

2.1.14 41771-000-063 - DryShield Isolation System autoclavable retraction and suction system.

2.1.15 41771-000-064 - Power Plus Piezo Scaler Kit with EMS Type Handpiece: EMS Style. Desktop scaling unit includes EMS compatible handpiece, Control Unit, 2 water reservoirs (250ml each), Foot Control, Water Supply Connector, and accessories pack (sterilization tray, autoclavable tip wrench with torque control, autoclavable tip holder, plus 5 tips: P, PS, A, C & 90deg endo).

Philadelphia, PA 19102-1685

2.1.16 41771-000-065 - Assistant's Alabama Mobile cart; rolling multi-drawer, sliding top counter.

White laminated particle board or metal acceptable. Amalgamator well, power electrical board. 21in W x 18.75in D x 32.25in H.

2.1.17 41771-000-066 - C50 HD Camera w Diagnostics; intra-oral camera with caries detection. Sensor CMOS Resolution 1920 x 1080px Sensitivity 2 lux Frame per second (FPS) 25 -30 Aspect ratio 16/9 Lighting 6 white LEDs and 2 blue LEDS Focus adjustment Automatic focus or Single focus 4 Visions mode DAYLIGHT mode If option enabled: DAYLIGHT plus mode, PERIO mode and CARIO mode Depth of field from portrait to macro Image capture button or footswitch (optional) Angle of view 75degrees Cable length 3m USB output 3.0 Consumption 4.5W max Handpiece dimensions L: 200; W:

30; H: 24mm Handpiece weight 100g International Protection Marking (IP) Dust & waterproofness protection IP53.

2.1.18 41771-000-067 - Kavo IXS Combo Kit Sensors; intra-oral sensors. USB cord. Must be compatible with eCW practice management system.

2.1.19 41771-000-068 - Elements Connect Contra Angle; attachment for IC obturation.

2.1.20 41771-000-069 - Elements IC Obturation System (Dual) endodontic obturation system that combines a Downpack heat source with a Backfill extruder. Cordless battery.

2.1.21 41771-000-070 - Mini Dock USB 2.0 for existing Acteon intra - oral Key Features USB 2.0 docking station tailored for intraoral diagnostic cameras Includes a 2.5m linking cable and 0.8 m repeater for flexible installation Supports fast image and data transfer, ideal for diagnostic imaging workflows Compact and durable design integrates seamlessly into.

Philadelphia, PA 19102-1685

2.1.22 41771-000-071 - Celebrity Drs Stool: Scooped back support. Multi-position seat plate mechanism. contoured seat with waterfall edge. Polyurethane twin-wheel casters. Chrome hydraulic cylinder and tubular back support. Injection-molded back and under seat covers. Cylinder Size: 1025MB, Weight capacity: 350 pounds. Model # BCS40D. Color tan/almond and will be selected by AHS.

2.1.23 41771-000-072 - Celebrity Asst Stool: Scooped back support Multi-position seat plate mechanism Danish-inspired contoured seat with waterfall edge Polyurethane twin-wheel casters Chrome hydraulic cylinder and tubular back support Injection-molded back and under seat covers Cylinder Size:

1025MB Weight capacity: 350 pounds Features: Arm: Ratchet arm adjusts vertically and horizontally to allow user to operate comfortably. Back: Included Cylinder: Tall Foot ring: Adjustable Stool: Triple Lever Adjustment Specifications: Weight: 45 lbs. Stool Base Diameter: 23in Floor Seat Height: 24in - 30.5in Seat Measurements: Diameter 17in Contour Model BCS40ABT.

2.1.24 41771-000-073 - AirStar70 Compressor up to 12 users 220V Advanced oil-less operation with linear piston technology prevents contamination, minimizes mechanical wear, and delivers consistent, reliable airflow with reduced maintenance needs. Dimensions 47.75 x 35 x 21.75, Voltage 220.

2.1.25 41771-000-074 - Focus Xray 69" arm w/ remote switch option scissor arm with anti- drift mechanism, dose display, pre-programed setting options.

2.1.26 41771-000-075 - Focus Xray 75" arm w/remote switch option scissor arm with anti- drift mechanism, dose display, pre-programed setting options.

Philadelphia, PA 19102-1685

Bid Number B2625630

2.1.27 41771-000-076 - Provecta HD Xray Unit Short arm DC generator with a 0.4mm focal spot. 100- 120V, 60-70 kVp, 4-7mA, mounting plate and wire connections.

2.1.28 41771-000-077 - Provecta HD Xray Unit Medium arm*. DC generator with a 0.4mm focal spot.

100-120V, 60-70 kVp, 4-7mA, mounting plate and wire connections.

2.1.29 41771-000-078 - Provecta HD Xray Long arm. DC generator with a 0.4mm focal spot. 100- 120V, 60-70 kVp, 4-7mA, mounting plate and wire connections.

2.1.30 41771-000-079 - ProX Xray Unit, anti-drift xray arm. voltage 100 V~/110-115 V~/220-240 V~, 50/60 Hz, 60-70 kv, 8- 2 mA. 0.4mm focal spot.

2.1.31 41771-000-080 - Amalgam Separator Unit Wall-mounted unit, serves up to 10 users. 1 liter per minute flowrate. Must have replacement filter option to purchase. Voltage not to exceed 240V.

2.1.32 41771-000-081 - "M11 Autoclave, 1.4 gal (5.3 L) to full mark, multi-tiered chamber 11"" x 18"" (27.9 x 45.7 cm). 115 VAC, 12 Amp, 50/60 Hz 230 VAC, 6.4 Amp, 50/60 Hz, multi-cycle options".

2.1.33 41771-000-082 - Statim 2000 G4 Autoclave*, multi-cycle option, 110V, 60Hz, 11A

2.1.34 41771-000-083 - "M5800 Ultrasonic Cleaner*; Sweep frequency eliminates standing waves and creates consistent cavitation throughout the tank, eliminating dead zones for long life Includes 60-minute mechanical timer and continuous operation 40kHz industrial transducers Controls located above and behind in easily accessible control tower panel which is raised above tank to avoid damage from cleaning solutions Plastic body Chemical-resistant, 120V, must have valve drain, basket and lid cover".

Philadelphia, PA 19102-1685

2.1.35 41771-000-084 - M2800 Ultrasonic Cleaner*, Sweep frequency eliminates standing waves and minute mechanical timer and continuous operation 40kHz industrial transducers Controls located above cleaning solutions Plastic body Chemical-resistant, 120V, must have valve drain, basket and lid cover.

2.1.36 41771-000-085 - M3800 Ultrasonic Cleaner*, Sweep frequency eliminates standing waves and minute mechanical timer and continuous operation 40kHz industrial transducers Controls located above cleaning solutions Plastic body Chemical-resistant, 120V, must have valve drain, basket and lid cover.

2.2 Warranty

Dental Equipment shall include a minimum of 1 year warranty on parts and labor for all equipment.

2.3 Delivery Location

Successful seller (s) shall be required to provide inside delivery and assembly (no special training required to perform assembly) to the following locations during regular business hours:

Philadelphia, PA 19102-1685

Health Care Center #2 1700 South Broad Street, 2nd Floor Philadelphia, PA 19145 Teraysa Fisher, Director

Health Care Center #3 555 South 43rd street Philadelphia, PA 19104 Sherkira Custis, Assistant Director

Health Care Center #4 4400 Haverford Avenue Philadelphia, PA 19104 Gina Pacillio, Director

Health Care Center #5 1900 N. 20th Street Philadelphia, PA 19121 Jenny Bien-Aime, Assistant Director

Health Care Center #6 321 West Girard Ave.

Philadelphia, PA 19123

Shirley Crawford-Jones, Director

Health Care Center #9 131 East Chelten Avenue Philadelphia PA 19144 Bethany Hill, Director

Health Care Center #10 2230 Cottman Avenue Philadelphia, PA 19149 Shainy Thaiparambil, Director

Strawberry Mansion Health Center 2840 West Dauphin Street Philadelphia, PA 19132

Darnell Wilkerson, Director (215)685-2411

Philadelphia, PA 19102-1685

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and Conditions of Bidding and Contract”.

3.2 Evaluation and Award

3.2.1 This Invitation and Bid shall be awarded as a whole to the lowest responsive and responsible seller. Seller must bid on all items to be eligible for award.

3.2.2 While the contract will be awarded to the lowest responsive and responsible seller as otherwise provided in this Invitation and Bid, the City aspires to purchase articles manufactured in the City of Philadelphia or in the Commonwealth of Pennsylvania.

3.2.3 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Philadelphia, PA 19102-1685

Bid Number B2625630

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.4 Basis of Award for Evaluation Purposes

The prices used for the calculation of the Basis of Award must be the same prices as quoted in Section 5 - Pricing. In the event of a conflict between the prices quoted in Section 5 (“Pricing”) of the bid and those used in the Basis of Award, the prices quoted in the Pricing Section will prevail and will be used for calculations.

3.2.5 Performance Security and Bond

For purposes for this bid only, the successful seller is required to furnish an individual performance bond, issued by a surety approved by the City in the amount of $100% of contract.

Fees are paid electronically through the Revenue Department payment center at:

https://epay.phila.gov/PaymentCenter/AccountLookup/

Type of Fee Fee Amount Bid Processing Fee $25.00 Annual Master Bid Security Fee $100.00 Performance Security Fee Choose an item.

3.2.6 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section https://epay.phila.gov/PaymentCenter/AccountLookup/

Philadelphia, PA 19102-1685

Bid Number B2625630

4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

ii. the company's aspirational goals for the inclusion of females in executive positions and on the executive and full boards; and

iii. the intended efforts by the contractor to achieve the aspirational goals. This information should be submitted with the bid but the City reserves the right to allow seller to submit this information at any time prior to award of Contract.

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on the board of the seller

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.7 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

Philadelphia, PA 19102-1685

Bid Number B2625630 businesses desiring to do business with the City have an equal opportunity to compete under the City’s procurement process free from unlawful discrimination. In furtherance of this goal, the City will track the participation of small and local businesses at all tiers of City contracting. In accordance with City requirements and all applicable law, seller agrees to comply with the City’s requirements for the collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City's ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or (iii) limiting the City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this Contract which includes withholding payment, suspension or termination.

The City has no direct contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a waiver of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of 18 Pa.C.S. §4904 relating to unsworn falsification to authorities, which may include payment of a fine of at least $1,000 and a term of imprisonment of not more than two (2) years.”

3.2.8 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

• Insured must be in the same name and address as the successful seller.

• The insurance carrier must be rated “A” or better by AM Best.

Philadelphia, PA 19102-1685

Bid Number B2625630

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov

3.2.9 Upon request of the buyer, apparent low seller must submit the manufacturers' list price book in a PDF file. The seller must indicate the company name and bid number on the price list and the list must be submitted within seven (7) calendar days from the issuance date of the request by the buyer. Failure to submit the list within that time frame will render the seller ineligible for award.

For all invoices submitted, the successful seller must agree that pricing can be verified in the price list(s) submitted. If, during the term of the contract, a using agency orders an item that cannot be found on the manufacturer's price list, the successful seller must, at the time of the order placement:

(a) notify the using agency that the item cannot be found on the price list; and

(b) provide to the using agency and the Procurement Department written proof from the manufacturer of the list price of the item.

The successful seller must submit copies of all amendments, updates, etc. to the submitted price list(s) to the buyer.

All amendments, updates, etc. must reference the appropriate bid number and contract number.

To any Using Agency from whom successful seller receives a purchase order.

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

mailto:Proc.Contracts@phila.gov

Philadelphia, PA 19102-1685

Bid Number B2625630

(b) For Firm Limit contract types, products or services will be ordered and delivered at one-time in the quantity specified.

4.1.2 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”. Before any City payments are made, the awarded entity will be required to enroll in ACH and submit invoices through the City’s vendor payment portal at: https://vendor-payments.phila.gov/login

4.1.3 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the vendor requesting resolution by a specified date. A copy should be sent to the buyer. If vendor does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

4.1.4 Add-ons

The City reserves the right to add, delete and/or acquire products/services that the successful seller can supply that are similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows:

Procurement or the using department will obtain from the successful seller a letter (on his/her letterhead) verifying the items to be added. The letter shall include the complete description of the item, the location (if applicable), the bid number bid schedule number, the price to the City and the applicable contract period; and upon receipt and approval by the Procurement Department shall automatically become part of the contract. The City, however, reserves the right to accept or reject the letter and to acquire the supplies or materials in the open market.

4.1.5 Materials Testing:

The City of Philadelphia, may, during the life of this contract, supply a delivered product from this contract to the Materials Testing Laboratory. These products shall be tested to ensure conformance with bid specifications. If the product fails, or is different from the product supplied at the award stage, rejection procedures will be implemented.

https://vendor-payments.phila.gov/login

Philadelphia, PA 19102-1685

4.2 Vendor Responsibility

4.2.1 The awarded seller may deliver only products, services or equipment as authorized in the contract and only after receipt of a purchase order or other authorized document from the Procurement Department. All orders must be in writing. Contractor shall not accept verbal delivery requests until after receipt of purchase order or other authorizing document from Procurement.

4.2.2 The awarded seller may deliver only products, services or equipment at the prices quoted in the contract and that are reflected on a purchase order or a change to a purchase order (a change to a purchase order is issued whenever the items, unit price, total amount, or terms and conditions change from the original purchase order).

4.2.3 The awarded seller may deliver products, services or equipment up to the dollar limit of the purchase order and for the period shown on the purchase order. Sellers are requested to carefully monitor obligations against purchase orders and inform the departments of anticipated funding shortfalls.

4.2.4 Delivery

Unless otherwise specified in Section 2, noted by the seller in Section 5, and/or approved by the Using Agency, delivery of product and/or service will be made within 30 days from date requested by Using Agency. On the PHLContracts questions tab, specify if delivery is other than 30 days.

4.2.5 Liquidated Damages

Upon the occurrence of any event or omission listed below, there shall be imposed by the City of Philadelphia upon the seller liquidated damages of $100.00 for each event or omission per day until such actions are remedied by the seller:

(a) Failure to commence work within specified time

(b) Poor performance

(c) Failure to provide all equipment, materials and parts necessary for the performance of the work

(d) Failure to supply qualified personnel

Nothing in this section shall be deemed to limit the City’s rights or remedies in the event the City’s actual damage exceeds the amount withheld from the billing. Repeated events or omissions as described above shall be sufficient cause for the City, at its option, to declare seller in default and exercise all available rights and remedies available under the law.

The City’s failure at any time to enforce the provisions of this section shall in no way affect the City’s right to enforce this provision for subsequent events. The City/using agency shall notify

Philadelphia, PA 19102-1685

Bid Number B2625630 the seller in writing on a monthly basis of said liquidated damages imposed on seller; all assessments of liquidated damages must also be reported, in writing, to the Procurement Buyer as they occur.

In the event of assessment of liquidated damages, if the seller feels that extenuating circumstances contributed to the occurrence, a request for a waiver on the liquidated damages may be appealed in writing, within 30 days to the using agency and the Procurement Department who shall be the final arbiter in such matters.

4.2.6 In the event that the successful seller receives an order for products, services or equipment not specifically priced and incorporated into the contract, they must:

(a) bring this to the immediate attention of the Procurement Department specialist noted on the cover page.

(b) notify the ordering agency in writing and refuse to deliver.

4.2.7 Should products, services, or equipment be delivered that are not specifically incorporated and priced into the contract, and/or be delivered without purchase order, the City shall have no obligation for payment.

4.2.8 For delivery of products or equipment, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration.