IFB DHSS 0000000049SL

State of Missouri

DEPARTMENT OF HEALTH AND SENIOR SERVICES

Invitation for Bid (IFB) for Improving Oral Health in Schools With Preventive Dental Services

BID DUE NO LATER THAN: AT 3:00 PM CENTRAL TIME

Response should be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov but may respond by hard copy (see mailing instructions below)

MAILING INSTRUCTIONS: Print or type IFB Number and Return Due Date (End Date) on the lower left hand corner of the envelope or package. Bids must be in the Department of Health and Senior Services office 920 Wildwood Dr., Jefferson City, MO 65109 by the end date and time.

IFB CONTACT INFORMATION:

PROCUREMENT OFFICER: Janett Walker

PHONE NO.: (573) 751-6032

EMAIL: Janett.Walker@health.mo.gov See “IFB Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Missouri Department of Health and Senior Services Office of Dental Health PO BOX 570, Jefferson City, MO 65102

ATTENTION:

1. After reviewing the Invitation for Bid (IFB), the Vendor must complete and return Exhibit 1, Bid Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the IFB’s Vendor Response Exhibits, Vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The Vendor must be registered in MissouriBUYS , powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a response. The Vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

IFB Organization:

IFB

Attachments

IFB Vendor Response Exhibits (Return these exhibits with the bid)

BUSINESS COMPLIANCE EXHIBITS

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed bids for the provision to promote, provide services, and provide education on the benefits of evidenced-based preventive dental services via a school-based preventive services program to high-risk students and to collect data to enhance dental services in underserved areas as set forth herein for Department of Health and Senior Services (hereinafter referred to as “Department/state agency”).

Background and Historical Usage Information:

The Department was a recipient of the CDC Competitive Grant. This grant supplied funding to establish school-based dental programs around the state.

Previously awarded vendor(s) receiving Improving Oral Health in Schools with Preventive Dental Services funding from the Missouri Department of Health and Senior Services are ineligible for an award.

0. Current and/or Previous Contract Information:

0. Current contracts exist for the services being obtained via this IFB.

0. A copy of the contract can be requested at https://health.mo.gov/about/sunshine-requests.php. Please reference the contract number DH250056642 and or DH260058295 when requesting this document.

0. State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

IFB Questions:

Procurement officer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the IFB, the evaluation, etc., to the procurement officer indicated on the first page of this IFB. It is preferred that questions be emailed to the procurement officer.

Except as noted herein, Vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the IFB: It is the Vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Department if the Vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the Vendor’s ability to submit a response.

Vendor Question Deadline: Every attempt shall be made to ensure that the Vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all Vendors will be advised, via the issuance of an amendment to the IFB, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the bid end date and time of the bid. If not received prior to ten (10) calendar days before the bid end date and time, the Department may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Department’s consideration of questions and issues, if the Department determines that changes are necessary, the resulting changes will be included in a subsequently issued IFB amendment(s); if the Department determines the questions and issues did not provide further clarity to the IFB, the Department will notify the Vendor, and no IFB amendment will be provided. All Vendors will be advised of any change to the IFB’s language, specifications, or requirements by a formal amendment to the IFB. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

IFB is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the IFB and any amendments thereto.

Amendments:

If the Department determines that changes to the IFB are necessary, the resulting changes will be included in a subsequently issued IFB amendment(s) prior to the bid end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the IFB document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency/Department means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased. The Department is also responsible for payment, unless otherwise specified herein. Note: The terms “Department”, “state agency”, “state”, and “State of Missouri” are used interchangeably throughout the document and have the same meaning.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an IFB to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Bid End Date and Time and similar expressions mean the exact deadline required by the IFB for the receipt of sealed bids.

Procurement officer means the procurement staff member of the Department.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a Supplier, bidder, person, or organization who is a successful Vendor as a result of an IFB and who enters into a contract.

Exhibit applies to forms which are included with an IFB for the Vendor to complete and submit with their response prior to the specified end date and time.

Invitation for Bid (IFB) means the solicitation document issued by the Department to potential Vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the IFB); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the IFB Vendor Response Exhibits, Attachments, and Amendments of the IFB.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the Contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the Vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the IFB. The pricing pages must be completed and submitted by the Vendor with the response prior to the specified bid end date and time.

Purchase Order means the authorized document issued by the state agency to the Contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of the Department.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Subrecipient has the same meaning as the word, Contractor.

Supplier has the same meaning as the word, Vendor.

Vendor means the Supplier, bidder, person, or organization that responds to an IFB by submitting a bid with prices to provide the equipment, supplies, and/or services as required in the IFB document.

Department Glossary:

Evidenced-based preventive dental services are dental services that help prevent tooth decay and other oral/dental health problems. These services can include, but are not limited to oral health screenings, prophylaxis, fluoride varnish applications, and dental sealants.

Prophylaxis is preventive dental service that provides teeth cleaning after an oral health screening.

Fluoride varnish is preventive dental treatment that help prevent too decay, slow it down, or stop it from getting worse.

Dental sealant is preventive dental treatment that utilizes thin, protective coatings that shield the chewing surfaces of your back teeth from harmful, cavity-causing bacteria.

Quarters are defined for the purposes of this document as follows:

First Quarter (Q1): September 1– November 30 Second Quarter (Q2): December 1– February 28 Third Quarter (Q3): March 1– May 31 Fourth Quarter (Q4): June 1– August 31

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this IFB.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The Contractor shall provide Improving Oral Health in Schools with Preventive Dental Services for the Department of Health and Senior Services in accordance with the provisions and requirements stated herein and to the sole satisfaction of the Department.

The Contractor shall either provide the services directly or shall provide a person/personnel who must comply with the requirements stated herein. Therefore, references to “the Contractor” throughout this document shall also be deemed to include the person/personnel provided by the Contractor.

The Contractor shall comply with applicable Federal Funds Requirements, as amended by the federal government, which may include some or all of the paragraphs contained in Attachment A, Certifications and Special Provisions, which is attached hereto and incorporated by reference as if fully set forth herein, or other requirements identified by the federal government.

The Department has determined this contract is subrecipient in nature as defined in 2 CFR § 200.331. To the extent that this contract involves the use, in whole or in part, of federal funds, the Contractor shall comply with the special conditions contained in Attachment B, which is attached hereto and is incorporated by reference as if fully set forth herein.

After the award, unless otherwise stated in this contract, the Contractor shall use the below information for any correspondence regarding this contract:

Contractor’s Obligation: Unless otherwise specified herein, the Contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to provide the Improving Oral Health in Schools with Preventive Dental Services required herein.

Minimum Contractor Experience Requirements:

The Contractor must meet or exceed the following minimum experience requirements at the time of bid submission and for the duration of the contract:

The Contractor should have two (2) years of working in school-based evidenced-based preventive dental services programs.

Personnel Qualifications:

The Contractor shall include the following personnel to administer and perform the contract requirements:

Project Team:

The Contractor’s project team shall be licensed in the state of Missouri as a dental hygienist, dentist, and if applicable, a dental assistant.

The Contractor’s project team should have two (2) years of working in school-based evidenced-based preventive dental services programs.

Contact Person: The Contractor shall designate a contact person who shall serve as the Contractor’s contact and shall be the liaison between the Contractor and the state agency. By no later than five (5) state business days after authorization by the state agency to proceed with services, the Contractor shall provide the state agency with the name, address, email address, and telephone number of the Contractor’s contact person. The Contractor’s contact person shall:

Oversee all services being provided, Assume responsibility and liability for services performed per the contract, and Serve as the primary point of contact with the state agency.

Technical Requirements:

The Contractor shall develop, implement, educate, operate, provide services and report on an Evidenced-Based Preventive Dental Services Program, hereafter referred to as “the Program” in the Contractor’s County(ies) of services and surrounding area schools, that shall include, but is not limited to, the following:

The Contractor shall utilize State program data (https://health.mo.gov/families/healthy-families/oral-health/oral-health-data), Medicaid data (https://www.medicaid.gov/medicaid/benefits/early-and-periodic-screening-diagnostic-and-treatment/index.html#:~:text=EPSDT%20Data&text=Annually%2C%20states%20must%20provide%20CMS,of%20children%20receiving%20dental%20services) (evidenced-based preventive dental services), and Free-and-Reduced Lunch School Data to identify priority schools, focusing on geographic areas and populations with disparities in access to care.

The Contractor shall reach out to parents, caregivers and other interested parties in the community to educate on the Program and the benefits of all preventive dental services, such as fluoride varnish and dental sealants. This can include, but is not limited to, providing educational brochures, flyers, and posters and speaking and exhibiting at events/meetings where interested parties congregate.

The Contractor shall use the following link as an educational resource: https://www.cdc.gov/oral-health/prevention/index.html.

The Department’s educational brochures are located here: https://health.mo.gov/families/healthy-families/oral-health/oral-health-education. The Contractor may use the Department’s brochures, items from another reputable website such as the American Dental Association, Center for Disease Control, etc., or design their own. The Contractor shall submit to the Department any printed materials to be used for the purposes of this contract for approval before the items may be used.

The Contractor shall provide evidenced-based preventive dental services education to a minimum of 250 parents, caregivers, and other interested parties.

The Contractor shall purchase the necessary equipment and supplies required to provide evidenced-based preventive dental services (e.g., fluoride varnish, dental sealants, etc.) to children in school-based settings. The work shall be completed by a dental hygienist who is supervised by a dentist.

The Contractor shall provide evidenced-based preventive dental services to a minimum of 250 children.

The Contractor shall ensure signed parental/patient consent forms (Attachment C, which is attached hereto and incorporated by reference as if fully set forth herein) have been collected for all patients participating in the Program prior to receiving services. This consent must be sufficient to ensure compliance with all necessary reporting to the Department, as specified herein.

The Contractor shall develop and submit to the Department a schedule for Program events.

The Contractor shall agree and understand that the Department shall have total approval authority of the Contractor’s Program during the contract period and shall have the right to modify, delete, require changes, or require additional elaboration on all or any part of the Program at any time.

The Contractor shall make any such changes and submit the revised Program within a timeframe stipulated by the Department.

The Contractor shall submit to the Department, in writing, any significant change to occur to the Program. Such documentation must be received prior to the date of the change and as soon as the change is identified by the Contractor. Once Department approval has been obtained, the Contractor shall implement the changes to the Program.

The Contractor shall deliver Evidenced-Based Preventive Dental Services as follows:

The Contractor shall assess each child to determine if the child is eligible to receive preventive dental services, which may include an oral health screening, a prophylaxis, application of fluoride varnish, placement of dental sealants, and a referral to a dental home if after-care is required.

If dental sealants are placed, the Contractor shall apply sealants to only erupted, first and/or second molars, and other permanent and primary teeth as need is determined by the Contractor.

The Contractor shall use glass ionomer sealants and shall comply with manufacturer’s instructions regarding the storage of sealant material and placement of sealants on teeth.

The Contractor shall ensure that only trained dental professionals place dental sealants, in accordance with Missouri Dental Board regulations regarding capacity and supervision necessary to apply dental sealants.

The Contractor shall ensure that the Program operates in a safe, clean environment and using facilities that are necessary to correctly place glass ionomer sealants and other preventive treatments that may be diagnosed. Portable dental equipment or mobile dental vans/units may be used.

The Contractor may place dental sealants in a traditional dental clinic but must ensure that students are transported in accordance with policies in place for the school district that is participating in the program.

The Contractor shall ensure that any facility used for providing services related to this initiative operates in accordance with dental infection prevention and control guidelines for dental clinics, as outlined by the United States Centers for Disease Control and Prevention: Best Practices in Dental Infection Prevention and Control | Dental Infection Prevention and Control | CDC https://www.cdc.gov/dental-infection-control/hcp/dental-ipc-faqs/index.html).

The Contractor shall comply with American Dental Association guidelines for dental sealants: Sealants Clinical Practice Guideline | American Dental Association (ada.org) (https://www.ada.org/resources/research/science/evidence-based-dental-research/sealants-clinical-practice-guideline/).

The Contractor shall provide evidenced-based preventive dental services, including sealants, to all students in a school setting whose parents have provided consent regardless of whether they are covered by MO HealthNet, private dental insurance, or other ability to pay.

The Contractor or appointed designee shall complete annual IPC training, which may include webinars hosted by the Department, CDC Foundations: Building the Safest Dental Visit (https://www.cdc.gov/dental-infection-control/hcp/training/?CDC_AAref_Val=https://www.cdc.gov/oralhealth/infectioncontrol/foundations-building-the-safest-dental-visit.html), or other IPC courses as approved by the Department prior to the Contractor completing the course.

The Department will conduct an annual on-site visit with the Contractor to ensure proper IPC guidelines are being followed, as recommended by the CDC, American Dental Association and the Association for Dental Safety (https://www.ada.org/en/resources/ada-library/oral-health-topics/infection-control-and-sterilization).

The Contractor shall submit claims for reimbursement to MO HealthNet and/or private dental insurance as allowed by the paying entity’s policies and scope of practice.

The Contractor shall validate Medicaid eligibility for each student/patient via the MO HealthNet Division, either by telephone or through the use of www.emomed.com/. This validation shall include a determination of whether the coverage type is Fee-for-Service or a MO HealthNet managed care plan.

The Contractor shall maintain an electronic and/or paper system of documentation that allows the Contractor to ensure the following:

Data required for performance reporting and outcome measurement as specified herein are collected on an ongoing basis.

Billing and patient tracking for submission of claims to MO HealthNet, private dental insurance, and patient services paid for through this Contract.

The Contractor shall review the success of sealants placed at the beginning of the contract and by the end of the contract to determine effects of the effort; the acceptable one (1) year retention rate is 95%.

Other Reporting and Recordkeeping Requirements:

In the event of termination, the Department may exercise the rights set forth in 2 CFR § 200.315(b) to reproduce, publish, or otherwise use copyrighted material prepared, furnished or completed by the Contractor pursuant to the terms of the contract, and may authorize others to do the same. The Department may also exercise the rights set forth in 2 CFR § 200.315(d) to obtain, reproduce, or otherwise use the data prepared, furnished, or produced by the Contractor pursuant to the terms of the contract, and may authorize others to do the same. The Contractor shall be entitled to receive compensation for services and/or supplies performed in accordance with the contract prior to the effective date of the termination and for all non-cancelable obligations incurred pursuant to the contract prior to the effective date of the termination.

Periodic Reports: On a quarterly basis and by no later than the fifteenth (15th) day of the month following the Event Summary quarter in which services were provided, the Contractor shall provide the Department with online reports or upload the reporting information into Sealant Efficiency Assessment for Locals and States (SEALS) (CDC’s online reporting system - https://nccd.cdc.gov/SEALS/Default/Login.aspx) outlining the following on all students participating in the Program. The Department shall provide electronic reports through the RedCap reporting system or excel templates. The Department requires all patients seen to have consent for treatment and assumes the total number of patients seen detailed in the report have consent for treatment. The Event Summary report will ask for, but is not limited to, the following:

Date(s) of the event Length of event in days Number of parental consent forms distributed Number of students that received dental sealants Labor hours at school for each person who worked at the event Travel hours to the school for each person who worked at the event Miles to event location Number of vehicles (including trailers) to travel to the event Number of children screened Number of children who received sealants Number of teeth sealed Number of children who received a fluoride varnish application Number of children who received a prophylaxis

The Event Report shall be submitted to the Department within ten (10) business days after each event is completed and shall include, but is not limited to, the following:

Unique child identifier Type of services the child received Sex Race Ethnicity Age Grade Insurance type Items related to oral health screening to include but not limited to, oral hygiene, presence of dental sealants, history of rampant caries, treated decay, untreated decay, and treatment urgency Prophylaxis provided Fluoride varnish applied Number of decayed/filled first and second molars Number of first and second molars sealed, number of other permanent teeth sealed, number of primary teeth sealed If a retention check is being performed, number of molars with retained sealants, and number of first and second molars resealed, number of other permanent teeth resealed, and number of primary teeth resealed Description and outcome of follow-up care, if needed

The Contractor shall provide to the Department the following information along with the quarterly report:

A detailed financial data report on how MO HealthNet reimbursement for services occurred.

The percentage of children with parental consent who were not eligible for preventive dental services due to 1) tooth decay and/or 2) a lack of fully erupted molars and/or 3) absence on the day of the dental sealant event and/or 4) other reasons (please describe the circumstances).

Number of participants that required repair or replacement of dental sealants.

Number of Medicaid participants and the type of preventive dental services provided, including if fluoride varnish was applied and the number of sealants placed on those participants.

Number of participants that received education on evidenced-based preventive dental services and the benefits of said services.

Number of presentations or educational events to parents, teachers, school personnel, or other groups.

Types of educational events held along with details of the events such as date, venue, participation groups and numbers, etc.

Expenses associated with the Program.

Monitoring: The Department reserves the right to monitor the Contractor during the contract period to ensure financial and contractual compliance.

If the Department deems a Contractor to be high-risk, the Department may impose special conditions or restrictions on the Contractor, including but not limited to the following:

withholding authority to proceed to the next phase of the project until the Department receives evidence of acceptable performance within a given contract period;

requiring additional, more detailed financial reports or other documentation;

additional project monitoring;

requiring the Contractor to obtain technical or management assistance; or establishing additional prior approvals from the Department.

The Department may impose special conditions or restrictions at the time of the contract award or at any time after the contract award. The Department will provide written notification to the Contractor prior to the effective date of the high-risk status.

Retention of Records and Documents: Unless specified in writing as a shorter period of time, the Contractor shall preserve and make available with no limitation all books, documents, papers, and records involving transactions related to the contract for a period of ten years from the date of the cancellation, expiration, or termination of the contract. Records and supporting documentation under audit or involved in litigation shall be kept for two years following the conclusion of the litigation or audit. During the contract period, access to these items shall be provided through a vehicle specified by the Department. During the post contract period delivery and access to these items shall be at no cost to the Department.

Records: The Contractor must maintain financial and accounting records and evidence pertaining to the contract in accordance with accepted standard accounting principles or International Financial Reporting Standards (IFRS).

Once annually, or otherwise as reasonably required by the state, the Contractor shall make all such records, books, and other documents relevant to the contract available to the state, its designees, and the Missouri State Auditor in a commercially reasonable format acceptable to the state at all reasonable times during the term of the contract and for five (5) years after the cancellation, expiration, or termination of the contract or for any longer period of time required by law. The state will provide a minimum of fourteen (14) calendar days’ notice and will coordinate with the Contractor regarding the scope of the audit.

The Contractor shall permit the Missouri State Auditor’s Office, federal auditors and authorized representatives of the State of Missouri to perform an independent audit or examine, copy, or investigate any of the Contractor’s records, procedures, books, documents, papers, and records recording receipts and disbursements of any of the funds paid to the Contractor only for services performed under the contract. Failure to retain adequate documentation for any service billed may result in recovery of payments for services not adequately documented. Any audit exception noted by auditors shall not be paid by the state and shall be the sole responsibility of the Contractor. However, the Contractor may contest any such exception by any legal procedure.

The state shall not designate any individual, entity, or firm to conduct the audit that is a competitor of the Contractor. Any audit conducted or records reviewed under this provision shall be limited to services provided to State of Missouri and shall not require the Contractor to disclose information pertaining to any other customer or client of the Contractor.

The services required herein are not intended to be an audit, examination, attestation, special report or agreed-upon procedures engagements as those services are defined in the American Institute of Certified Public Accounts (AICPA) literature applicable to such engagements conducted by independent auditors. Accordingly, these services shall not result in the issuance of a written communication to third parties by the Contractor directly reporting on financial data or internal control or expressing a conclusion or any other form of assurance. The Contractor shall maintain a copy of the work products for documentation purposes for the AICPA.

Budget and Allowable Costs:

The Department will reimburse the Contractor for an amount not to exceed the total contract amount for only the allowable costs in the budget categories stated on the Pricing Page, Exhibit 3, which is attached hereto and is incorporated by reference as if fully set forth herein.

The Department reserves the right to reallocate or reduce contract funds at any time during the contract period due to underutilization of contract funds or changes in the availability of program funds. The Department will provide the Contractor with thirty (30) days prior written notification of any reallocation.

If the Contractor identifies specific needs within the Scope of Work, the Contractor may rebudget up to 10% of the total budget between object class categories of the budget without obtaining prior written approval of the Department. The Contractor and the Department must agree to a written contract amendment for any other rebudgeting.

Indirect costs

Indirect costs are those associated with the management and oversight of any organization’s activities and are a result of all activities of the Contractor. Indirect costs may include utilities, rent, administrative salaries, financial staff salaries, and building maintenance.

The Contractor shall not bill the Department for indirect costs that exceed the Contractor’s federally negotiated rate or, if no rate exists, then the Contractor shall not exceed 15% of the modified total direct costs as defined in 2 CFR § 200.1.

Modified Total Direct Cost Method (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $50,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

It is the Contractor’s responsibility to correctly apply the indirect rate to the applicable direct costs claimed on each invoice.

In the event the Contractor’s approved federally negotiated rate changes, the Contractor shall submit the new negotiated agreement to the Department at Procurement@health.mo.gov prior to submitting an invoice using the new rate.

The Contractor shall maintain records for salary and wages charged under the contract that accurately reflect the work performed.

The Contractor shall invoice and be reimbursed for actual and reasonable travel expenses either at the Contiguous US Per Diem Rates (CONUS) or the travel reimbursement rates set by the Contractor’s written travel policy, whichever is lower.

The Contractor must have the prior written approval of the Department for any travel related expenses which may exceed the CONUS rates.

The Contiguous US Per Diem Rates (CONUS) can be found by clicking on the link for “Per Diem Rates” at the following Internet address: http://www.gsa.gov.

The Contractor shall follow competitive procurement practices.

Electronic Funds Transfer, Invoicing, and Payment Requirements:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the Contractor at the remittance address listed in the Contractor’s MissouriBUYS supplier registration. However, the Contractor understands and agrees the state reserves the right to make contract payments to the Contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the Contractor must verify and update, if applicable, their supplier registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: The Contractor shall submit itemized invoices monthly. Invoices shall be due by the last day of the month following the month in which the Contractor provided services under the contract. The Contractor shall perform the services prior to invoicing the Department.

The Contractor shall invoice the Department on the Request for Payment form provided by the Department and submit the invoice to the following address:

Missouri Department of Health and Senior Services Office of Dental Health P.O. Box 570 Jefferson City, MO 65102-0570 Email: oralhealth@health.mo.gov

The Contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the Contractor’s MissouriBUYS (WebProcure/Proactis) Vendor registration.

The Contractor shall include the following certification statement on any invoice submitted to the Department to read as follows:

“I certify to the best of my knowledge and belief that the information provided herein is true, complete, and accurate. I am aware that the provision of false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative consequences including, but not limited to violations of U.S. Code Title 18, Sections 2, 1001, 1343 and Title 31, Sections 3729-3730 and 3801-3812.”

The invoice number will be listed on the state’s EFT amendment record to enable the Contractor to properly apply state payments to invoices. The Contractor must comply with all other invoicing requirements stated in the IFB.

The Contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

Payment:

Payments are due upon receipt of a valid itemized invoice, payable in 30 calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

The Contractor shall submit the final itemized invoice within thirty (30) calendar days after the contract ending date. The Department shall have no obligation to pay any invoice submitted after the due date.

The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

The State of Missouri assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the Contractor's expense.

The Contractor may obtain detailed information for payments issued for the past 24 months from the State of Missouri’s central accounting system (SAM II) on the Vendor Services Portal at https://www.Vendorservices.mo.gov/Vendorservices/Portal/Default.aspx.

Inspection and Acceptance Specifications: For purposes of acceptance, no equipment, supplies, and/or services received by the state pursuant to a contract shall be deemed accepted until the state has had reasonable opportunity to inspect said equipment, supplies, and/or services.

All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected by the state. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the Contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

The State of Missouri reserves the right to return any such rejected shipment at the Contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.

If the Department denies a request by the Contractor for reimbursement, the Department will provide the Contractor with written notice of the reason(s) for denial.

The Contractor agrees that any audit exception noted by governmental auditors shall not be paid by the Department and shall be the sole responsibility of the Contractor. However, the Contractor may contest any such exception and the Department will pay the Contractor all amounts which the Contractor may ultimately be held entitled to receive as a result of any such legal action.

Notwithstanding any other payment provision of this contract, if the Contractor fails to perform required work or services, fails to submit reports when due, or is indebted to the United States government, the Department may withhold payment or reject invoices under this contract.

If the Contractor is overpaid by the Department the Contractor, upon notification by the Department, shall provide the Department (1) with a check payable as instructed by the Department or (2) deduct the overpayment from the invoice(s) as requested by the Department.

The total payments and reimbursements to the Contractor for all services and expenses shall not exceed the guaranteed not to exceed total price stated on the Exhibit 3, Pricing Pages.

If the Department used a federal grant to pay the Contractor, the Catalog of Federal Domestic Assistance (CFDA) number assigned to the grant and the dollar amount paid from the grant is available on the State of Missouri Vendor Services Portal under the Vendor Payment section at https://www.Vendorservices.mo.gov/Vendorservices/Portal/Default.aspx. The CFDA name is available at https://sam.gov/content/assistance-listings.

Other than the payments and reimbursements specified in the contract, no other payments or reimbursements shall be made to the Contractor.

****END OF SCOPE OF WORK SECTION****

TERMS AND CONDITIONS SECTION

Applicable Laws and Regulations:

The contract shall be construed according to the laws of the State of Missouri. The Contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the Contractor and Department.

Non-Discrimination and Affirmative Action:

The Contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

Americans with Disabilities Act:

In connection with the furnishing of equipment, supplies, and/or services under the contract, the Contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA), ADA is 42 U.S.C. section 1201, et seq.

Authorized Personnel/E-Verify:

The Contractor shall be responsible for assuring that all personnel are appropriately qualified and licensed or certified, as required by state, federal or local law, statute or regulation, respective to the services to be provided through this contract; and documentation of such licensure or certification shall be made available upon request.

For work performed under the contract, the Contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section 285.530, RSMo and Executive Order 07-13. If the Contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

Prior to the performance of any services, a Contractor meeting the definition of a business entity in section 285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted services included herein. If the Contractor’s business status changes during the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to section 285.530, RSMo, then the Contractor shall enroll and participate in the E-Verify program.

The Contractor shall only be required to provide the affidavits required in section 285.530.2, RSMo, to the state on an annual basis. https://purch.oa.mo.gov/Vendor-information/affidavit-work-authorization-annual-renewal

The Contractor shall ensure that its subcontractors comply with section 285.530, RSMo.

Business Registration:

The Contractor must meet the requirements for conducting business in the State of Missouri, prior to performance of services under the contract, and for the duration of the contract. The Contractor must be registered and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies, as may be required by law or regulations. Such business requirements for formation and operation include, but are not limited to, those in Chapters 347-359, RSMo.

Elected or Appointed Officials and Employees:

Elected or appointed officials or employees of the State of Missouri or any political subdivision thereof, serving in an executive or administrative capacity, must comply with sections 105.452 and 105.454, RSMo, regarding conflict of interest.

Indemnification:

Unless expressly provided by Missouri law to the contrary, pursuant to the Constitution of the State of Missouri, Article III, section 39, subsections 2 and 5, the state shall not indemnify, hold harmless, or agree in advance to defend, any person or entity.

Legal Proceedings:

For any legal action or other proceedings, per section 27.050 and section 27.060, RSMo, the Missouri Attorney General is given the authority to represent the State of Missouri’s interests. The venue for any legal proceeding relating to or arising out of the IFB or resulting contract shall be in circuit court for Cole County, Missouri or the United States District Court for the Western District of Missouri, Central Division.

The Contractor and the state agree that if a dispute concerning the contract arises that the parties shall make an attempt to resolve the dispute through informal methods before initiating litigation.

The State of Missouri does not agree to any arbitration. The State of Missouri does not voluntarily agree to the payment of attorneys’ fees. The state may, but is not required to, mediate any dispute arising under the contract, and any Vendor provisions requiring mediation or dispute resolution processes shall not be binding upon the state.

Invoicing and Payment:

Invoicing and payments must follow section 33.120, section 34.055, and section 8.960, RSMo. All payments shall be made in arrears, unless the requirements of 1 CSR 10-3.010 allow for advance payment of goods or services.

Non-Appropriation of Funds:

The Contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the state for any period in which funds have not been appropriated, have been withheld, or have been restricted, and the state shall not be liable for any costs associated with termination caused by lack of appropriations or authority to spend. This includes, but is not limited to, the provisions of the Mo. Const. Article IV, sections 23, 27, 28 and in sections 33.030 and 33.065, RSMo and 1 CSR 10-3.010 (1)(B).

Work Outside the United States:

Unless work outside the United States is prohibited by the IFB, any work performed outside of the United States for the contract must comply with Executive Order 04-09.

Open Records:

Pursuant to section 610.021, RSMo, the contract and related documents are available for public review. Pursuant to section 610.021, RSMo, responses and related documents shall not be available for public review until after a contract is executed.

Protests:

Any bid award protest must be received within ten (10) state business days after the date of award in accordance with the requirements of 1 CSR 40-1.050.

Record Access:

The Contractor shall grant the State Auditor access to records/items as stated in section 29.235, RSMo.

Taxes:

0. The Contractor must timely file and pay all Missouri sales, withholding, corporate and any other required Missouri tax returns and taxes, including interest and additions to tax.