M-22-26 Dental Optics Loupes.pdf

Dental Optics Loupes Bristol Community College

May 2026

Request for Proposal

M-22-26

Proposals Due June 2, 2026

777 Elsbree Street

Fall River, MA 02720 Phone: (508) 678-2811 Fax: (508) 730-3279

Issued May 19, 2026

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Table of Contents

A. Procurement Purpose ……………………………….…………… Page 3 B. About Bristol Community College ……………………………… Page 3 C. Inquiries …………………………………………………………. Page 3 D. General Information …………………………………………….. Pages 3 - 4 E. Unforeseen Office Closure ……………………………………… Page 4 F. Confidentiality ……………………………………………….…. Page 4 G. Preparation Costs …………………………………………… Page 4 H. Specifications ……………………………………………………. Pages 4 - 5 I. Bidder Information ………………………………………………. Pages 5 - 6 J. General Conditions and Notice to Bidders ………………………. Pages 6 - 8 K. Submission of Proposal ………………………….………………. Pages 8 - 9 L. Timeline ………………………………………………….………. Page 10

Attachment A - Company Contact Information Attachment B - Non-Collusion Statement Attachment C - Tax Compliance Certification

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A. Procurement Purpose Bristol Community College (“Bristol or the “College”) is seeking proposals for Eye Loupes for 22 incoming freshmen students.

If a vendor is part of a purchasing program under a State or National contract and is offering contract pricing, the contract number must be noted on the proposal for reference.

This RFP does not obligate Bristol to take any specific action. The College reserves the right to select the proposal that, in its judgment, best aligns with its needs, taking into account the vendor’s overall ability to effectively provide the requested services.

B. About Bristol Community College

Bristol Community College has core values rooted in student success and lifelong learning.

For more than 60 years, Bristol has served as a leading resource for education and workforce development in the region including locations in Attleboro, Fall River, New Bedford and Taunton.

The College offers a rich variety of degrees, certificate and training programs along with flexible online offerings that lead to an associate degree, a career-ready certificate or the ability to transfer to baccalaureate colleges throughout the state and country.

Bristol’s Business Solutions & Partnerships provides customized training for businesses and the community. The College also strives to put the needs of learners first with support services and career advancement opportunities that lead to student success by reducing barriers to educational access.

The College is one of the largest employers in the region and is dedicated to fostering an inclusive environment with a rich diversity of beliefs, cultures, languages, abilities and lifestyles. Bristol is a public community college accredited by the New England Commission of Higher Education (NECHE). http://www.bristolcc.edu/.

C. Inquiries Please refer requests for additional information or clarification of requirement to Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with "M-22-26 Dental Optics Loupes" on the subject line.

The College will notify all bidders of any substantive clarification provided in response to any inquiry. The College will extend the due date if such information significantly amends this solicitation or makes compliance with the original proposed due date impractical.

No questions other than via this method will be accepted. No response other than via this method will be binding upon Bristol Community College.

D. General Information Unless otherwise specified in this RFP, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all http://www.bristolcc.edu/ mailto:Philicia.Pacheco@Bristolcc.edu%20

4 | P a g e price proposals or figures in U.S. currency. All times listed in this RFP are Eastern Daylight Time (EDT). All responses must be submitted in accordance with the specific terms of this

RFP.

Proposals must be available for acceptance for at least ninety (90) days after the proposal opening date unless otherwise noted in the proposal.

Vendors are prohibited from communicating directly with any employee of the College except as specified in this RFP and no other individual employee or representative is authorized to provide any information or respond to any question or inquiry concerning this

RFP.

Should a vendor find discrepancies in or omissions from the specifications, or shall be in doubt as to their meaning, the vendor should notify the College contact Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with "M-22-26 Dental Optics Loupes" on the subject line.

The College accepts no liability and will not provide any accommodation to bidders who submit a response based upon unsolicited and an out-of-date solicitation document.

The College retains the discretion to accept the proposal it determines to be in the best interest of both the College and the Commonwealth of Massachusetts. In making this decision, the College will consider which proposal most closely satisfies its requirements, with particular attention to the vendor’s demonstrated capability to deliver the requested services effectively.

E. Unforeseen Office Closure

If, at the time of the scheduled proposal deadline, the College is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or pandemic, the proposal deadline will be postponed until 2:00 p.m. on the next normal business day. Proposals will be accepted until that date and time.

F. Confidentiality

The College reserves the right to review the content of vendor responses with internal or external persons for the purposes of vendor selection.

G. Preparation Costs

Bidders are responsible for all costs incurred in responding to the RFP (including demonstrations). Bristol will not reimburse any costs under any circumstances, even if the RFP is canceled, no contract is awarded, or the project proceeds through another process.

All documentation submitted with an RFP response becomes the property of Bristol.

H. Specifications

1. Quantity: 22

• 22 Loupes

• 22 Lights

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• 22 Face Shields

2. 2.5x high resolution magnification, through the lens loupes, wide & deep viewing field

3. Loupes should be waterproof, with anti-fog coating, able to be washed and disinfected

4. Personalized fitting by a qualified representative-customized for optimal ergonomics

5. Anti-reflective and anti-scratch coating on lenses, head strap, storage case

6. Light weight, durable titanium frames in various sizes to ensure a good fit to meet

ANSI standards for safety glasses. If sport frame is not a good fit, then functional side shields must be provided.

7. Availability of a representative to manage issues that arise during the 2 year program

8. Student education prior to order being placed and after delivery of the orders

9. Sufficient trial period for freshman in the event of adjustments and changes needed

10. Troubleshooting of student issues for two years

11. Inclusion of prescription as required

12. Lifetime guarantee on frames breaking, carrier lens cracking or chipping and telescopes debonding.

13. Quote should include a wired headlight system with a two-year warranty on all parts.

I. Bidder Information

1. Bidders are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions in the order requested.

2. By submitting a proposal, the bidder acknowledges that they have read this RFP, understands it, and agrees to be bound by its requirements.

3. The bidder shall not use the College's name or any contract agreement information for advertising purposes without the written consent of Bristol.

4. Any responses that Bristol finds difficult to read will be rejected.

5. Any contract agreement resulting from the RFP responses will incorporate the terms and provisions of said documents.

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6. Bristol reserves the right to request additional information from all Bidders.

7. Bristol reserves the right to negotiate any points of the contract agreement, including cost.

8. Any contract agreement awarded will be made by the College, based on evaluation of all responses, applying all criteria and oral interviews, if necessary, that is determined to be the best qualified.

9. From the issue date of this RFP until a bidder is selected and the selection is announced; bidders are to communicate via e-mail. For violation of this provision, Bristol shall reserve the right to reject the proposal of the offending bidder. All questions concerning this RFP must be submitted to the College contact Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with "M-22-26 Dental Optics Loupes" on the subject line.

No questions other than via this method will be accepted. No response other than via this method will be binding upon Bristol.

10. Amendments or withdrawals of proposals will be allowed only if the amendment or withdrawal is received before the proposal due date. No amendment or withdrawals will be permitted after the due date, except as authorized by this RFP.

11. All proposals and other material submitted will become the property of Bristol and may be returned at the College's option. Proprietary information, if included, must be identified in the proposal or supporting materials as such.

12. Bristol will have the right to use any materials or ideas submitted in the proposal without compensation to the bidder.

13. All proposals will be open to the public after the contract has been awarded.

Proprietary information will remain confidential.

J. General Conditions and Notice to Bidders

1. The Commonwealth of Massachusetts or its agent, Bristol, will make payment for equipment or services after COMPLETE delivery to the satisfaction of the College.

2. The College retains the right to accept or reject any or all proposals, in whole or in part, and to overlook technical flaws, irregularities, or omissions if it determines that doing so serves the best interests of the College.

3. The College is exempt from Federal Taxes and Massachusetts Sales Taxes. Prices quoted shall not include taxes.

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4. No financial claim for any payment whatsoever shall be brought against the College for any contract delays.

5. All labor to be paid in accordance with Minimum Wage Rates and Health and

Welfare and Pension Fund contributors as determined by the Commissioner of Labor and Industries under the provisions of the Massachusetts General Laws, Chapter 149, Section 26 to 27D, inclusive as amended.

If the bidder has not been issued a Massachusetts Vendor Code Number, use the 9-character Federal Employee Identification number issued by the IRS if you employ two or more employees. Otherwise use your personal Social Security Number. The IRS Form W-8BEN-E form is also acceptable.

Purchase orders cannot be issued or payment made until this number is shown complete and correct.

6. All proposals must be submitted electronically and must be in PDF format and clearly labeled with the bid number and name, prior to or by the specified date and time. The College will not be held responsible if any proposal is not so marked and is unintentionally not recorded as being received.

7. By submitting a proposal, the bidder certifies that it is made in good faith and without fraud, collusion, or any connection with another bidder. The bidder affirms that it is competing solely on its own behalf and is not acting under any obligation to an undisclosed person or firm.

The undersigned further declares that the individuals or entities named in the proposal are the only parties with a financial interest in it; that the proposal has not been prepared in collusion with any other person, firm, or corporation; and that no officer or agent of Bristol has any direct or indirect interest in this bid.

The bidder agrees that, if the proposal is accepted, they will enter into a contract with Bristol in accordance with the specifications and the terms and conditions outlined in this RFP.

8. The award of this proposal will be for Bristol only. Massachusetts state higher education institutions have the option to engage the competitively selected bidder for a similar service but through a separate and independent contract agreement. Bristol will have no responsibility for other agency agreements or payments.

9. Affirmative Action, Equal Opportunity Employer and Non-Discrimination: The following regulations (Federal and State) will be considered an integral part of the

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RFP specifications. Bristol is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and other applicable statutes and College policies. Bristol prohibits sexual harassment, including sexual violence. Inquiries or complaints regarding the Americans with Disabilities Act, the Rehabilitation Act and related statutes and regulations shall be directed to the College’s Affirmative Action Officer, at the number and address below. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action Officer and Title IX Coordinator, Associate Vice President, Human Resources, located in the Hudnall Administration Building, (774-357-2195), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.

It is understood and agreed that it shall be a material breach of any contract resulting from this bid for the respondent to engage in any practice which shall violate any provisions of Massachusetts General Laws, Chapter 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex, age or ancestry, sexual orientation, or gender identity.

10. All materials submitted in response to this RFP, including the proposal selected for award, will be treated as public records under the Massachusetts Public Records Law once the contract referenced herein has been executed. These records may be accessed through the College’s Public Records Request process at https://bristolcc.edu/about/publicrecordsrequest/..

Respondents should clearly mark any information they consider proprietary or confidential; however, such designation does not guarantee exemption from disclosure.

K. Submission of Proposal

Proposals entitled for consideration must be made in accordance with the following instructions:

1. The following information must be submitted on the attached forms.

• Company Contact Information Exhibit A

• Complete Non-Collusion Statement. Exhibit B

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• Complete Tax Compliance Certification. Exhibit C

2. No faxed responses will be accepted.

3. Proposal must be delivered electronically via email in PDF format to:

Philicia Pacheco Director of Purchasing and Business Services

Philicia.Pacheco@Bristolcc.edu

4. Proposals will be received until 2:00 p.m. on Tuesday, June 2, 2026. The bid will be publicly opened and read forthwith in Room F103 in the Physical Plant Building.

5. Bristol will not accept proposals received after 2:00 p.m. EDT on June 2, 2026.

L. Timeline

1. Proposals Due Return this proposal clearly marked with "M-22-26 Dental Optics Loupes" in the subject line no later than 2:00 p.m. on Tuesday, June 2, 2026, to Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu. The bid will be publicly opened and read forthwith in Room F103 in the Physical Plant Building.

2. Proposal Awarded

The contract will be awarded by Monday, June 15, 2026.

Bristol shall use this RFP and the successful response as the basis for the final contract agreement. The winning bidder will be required to sign a Commonwealth of Massachusetts standard contract.

mailto:BusinessServices@Bristolcc.edu mailto:Philicia.Pacheco@Bristolcc.edu

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Appendix A

Company Contact Information

Please complete the following:

Company Name: ____________________________________________________________

Company Address: __________________________________________________________

City: ________________________ State: ___________ Zip Code: _______________

Phone Number: ________________________ Fax Number: ________________________

Authorized Signature: ________________________________________________________

Print Name: ___________________________ Title: _______________________________

Federal Employer ID Code (9 Digits): ___________________________________________

Purchase orders cannot be issued or payment made without the Federal Employer ID Code information.

W9 Form

Please provide a copy of your W9 form with your proposal.

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Appendix C

Non-Collusion Statement

The undersigned certifies under penalties of perjury that this Proposal or Proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Authorized Signature* Date

Printed Name of Person Signing Proposal*

Name of Business

*Must be signed in ink

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Appendix D

Tax Compliance Certification

Pursuant to M.G.L. c. 62C, Section 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Authorized Signature* Date

Printed Name of Person Signing Proposal*

Name of Business

*Must be signed in ink