RFP 240000002841 - Schedule A1 - Dental Equipment & Supplies.docx

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Michigan.gov/MiProcurement

RFP 240000002841

Schedule a1 – statement of work contract activities – Dental Equipment and supplies Request for Proposal (RFP) No. 240000002841 Dental Equipment and Supplies This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

The State of Michigan requires dental equipment, supplies, maintenance, and repair services to support the care of patients at the Michigan Department of Health and Human Services (MDHHS) psychiatric hospitals and prisoners at the Michigan Department of Corrections (MDOC) correctional facilities. MDHHS has four hospitals and MDOC has 27 facilities across the State. The State is responsible for the health and safety of the population in their facilities which includes dental health. They need to be able to provide services onsite.

SCOPE

The purpose of this RFP is to establish a Statewide contract which will initially serve MDOC and MDHHS to purchase needed dental supplies and equipment.

The State reserves the right to modify the contract to meet the needs of other State Agencies and MiDEAL members.

REQUIREMENTS

1. General Requirements

1.1. Product Specifications

1.1.1 The Contractor must:

1) Provide a full line catalog of dental equipment and supplies.

2) Provide products with an expiration date of at least three years from the date of manufacture and have at least six-month shelf life from acceptance by the State.

3) Maintain sufficient inventory levels to meet the State’s need, whether it is direct sales or through wholesalers.

4) Notify the ordering entity within 24-hours of order placement if the products ordered are on backorder, provide the expected timeline of availability, reason for the backorder, and explanation on how the issue will be resolved in the future. If there is a substitution available, the vendor may provide like-kind products at the same or lower price with written approval from the ordering entity.

5) Provide 60-day written notice if a product is to be discontinued.

List all exception(s):

1) Bidder must identify how they maintain inventory levels to meet the States needs whether through direct sales or through wholesalers.

2) What are your subcontractors, manufacturers, and/or major suppliers lead times?

1.2. Warranties

Describe any warranties included in the bid – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Bidder must provide detailed information requested below:

1) Describe any warranties included in the bid (if none, write N/A):

2) Provide the length of the warranty:

3) Explain the process for reporting warranty issues:

4) Explain how any repairs or replacements are made, including timing, etc.:

5) If the warranty is provided through a third-party or manufacturer, the Bidder must confirm that the manufacturer’s warranty passes through to the State.

6) Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

1.3. Recall Requirements and Procedures

1.3.1 The Contractor must provide notice to the State within three days of becoming aware of any products purchased being recalled. Contractor will comply with any process mandated by the Federal Drug Administration (FDA) or other regulatory body to address the recall process. Any costs associated with return of the recalled product will be at the Contractor’s expense.

List all exception(s):

Bidder must explain their recall process and how they will provide notification to the State.

1.4. Quality Assurance Program

Bidder must explain their quality assurance program:

1.5. Incentives

Bidder must explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc. If none, enter N/A.

1.6. Transition

1.6.1 Post-Contract Transition:

Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

List all exception(s):

1.7 Specific Standards

1.7.1 ADA Compliance

The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) and has adopted standards and procedures regarding accessibility requirements for websites and software applications. All websites, applications, software, and associated content and documentation provided by the Contractor as part of the Solution must comply with Level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0.

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2. Service Requirements

2.1 Timeframes

All dental supplies must be delivered within three business days from the receipt of the order unless a different timeframe is mutually agreed.

All dental equipment orders must be acknowledged within one business day and delivery and installation must be scheduled for a mutually agreed upon time. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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1) Bidder must explain how they will ensure dental supplies are delivered within three business days.

2) Bidder must explain how they will handle new equipment orders and schedule delivery and installation.

2.2 Delivery

2.2.1 Delivery to State Facilities, the Contractor must:

1) Deliver equipment to the location specified in the Delivery Order. Delivery to any other location or warehouse will not be accepted. MDOC reserves the right to require that delivery be made directly to the specified location which may be located inside a correctional facility.

2) Schedule mutually agreed upon delivery dates and times with MDOC’s or MDHHS’s Program Manager or designee. No deliveries will be accepted on the following State of Michigan observed holidays:

a) New Year’s Day

b) Martin Luther King Day

c) Presidents Day

d) Memorial Day

e) Juneteenth

f) Independence Day

g) Labor Day

h) Election Day (even years)

i) Veterans Day

j) Thanksgiving

k) Day after Thanksgiving

l) Christmas Eve

m) Christmas Day

n) New Year’s Eve

3) Be aware there is a possibility of a delay at any of the correctional facilities which prohibits delivery carriers entering the facility at time of arrival. MDOC will not be responsible for any additional charges which may arise due to delivery delays caused by a mobilization or any other reason.

4) Contact MDOC dental clinic staff at least 24-hours prior to delivery of equipment and provide the information for Law Enforcement Information Network (LEIN) clearance of the delivery driver and rider(s). Failure to provide the required information may result in the Contractor being denied access to the correctional facility.

5) Delivery trucks entering MDOC’s secure perimeter must only contain the items ordered by the MDOC, unless prior approval is received from the Warden at the MDOC correctional facility.

List all exception(s):

Bidder must explain how they schedule deliveries to meet the requirements above.

2.2.2 Installation

Installation will be expected within a mutually agreed upon time from the date of order. Installation will be considered complete when equipment is installed and functioning to the manufacturer’s requirements.

The State will be responsible for preparing the facility for installation of new equipment to include clearing space, running required electrical, etc.

The Contractor will be responsible for installing all equipment to meet manufacturer requirements at no additional cost.

List all exception(s):

1) Bidder must describe how they schedule delivery and installation of new equipment.

2) Bidder must provide a list of loaner equipment that is readily available:

2.3 Contractor Provided Training

The Contractor must provide training to applicable staff on new equipment as requested at no cost to the State. Training may be required to be onsite as determined by the applicable Program Manager.

List all exception(s):

Bidder must describe how they will train dental staff on new equipment purchases as requested by the State.

2.4 MDOC Required Training

1) Contractor and subcontractor personnel must:

Any Contractor or subcontractor staff who do not complete training by the annual September 30th training deadline may have their permission to provide contract deliverables revoked, as determined by the Program Manager or designee.

List all exception(s):

2.5 Reporting

The Contractor must submit to the Program Manager or their designee the following written reports:

1) A Sales Record Report must be submitted upon request which includes the following:

a) Name of the ordering entity

b) Date of order

c) Date of delivery

d) Description of the items ordered including part number(s) and price

e) Total dollar value of the order

f) Invoice number

g) Delivery Order number The State reserves the right to request other reports as need.

List all exception(s):

1) Bidder must provide a sample report outlining the following requirements:

A Sales Record Report must be submitted upon request which includes the following:

a) Name of the ordering entity

b) Date of order

c) Date of delivery

d) Description of the items ordered including part number(s) and price

e) Total dollar value of the order

f) Invoice number

g) Delivery Order number The report can be attached as a separate attachment labeled “Sales Record Report”.

2.6. Meetings

The Contractor must attend the following meetings:

The State may request other meetings as it deems appropriate.

List all exception(s):

2.7 MDOC Procurement, Monitoring and Compliance Division:

The Procurement, Monitoring, and Compliance Division (PMCD) provides oversight of MDOC contracts and ensures contractors are delivering services according to contract requirements. They will ensure the contractual requirements are being met through monitoring activities such as: scheduling kick off meetings, developing monitoring plans, managing service level agreements and transition timelines, and partnering with the MDOC program manager to ensure deliverables are met.

Should any issue(s) arise with a contractor’s performance, PMCD is engaged to document the issue(s) and may pursue a model of progressive discipline that leverages tools such as meetings, Corrective Action Plan Requests, and Vendor Performance letters. When a Corrective Action Plan Request is issued, the State requires that the Contractor confirm receipt and submit their Plan of Action within the timeframe outlined in the request. The State also requires that the Contractor must cure, at no additional cost to the State, any deficiency identified in a Corrective Action Plan Request. The Plan of Action must include a solution that resolves the issue so that it does not reoccur.

List all exception(s):

3. Staffing

3.1 The State reserves the right to approve, decline, or remove Contractor and subcontractor staff from providing services on this Contract.

3.2. Contractor Representative

The Contractor must appoint two Contract Representatives (primary and alternate) specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representatives.

List all exception(s):

1) Bidder must identify the Primary Contract Representative:

Name:

Phone Number:

Email Address:

2) Bidder must identify the Alternative Contract Representative:

Name:

Phone Number:

Email Address:

3.3. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10-calendar days before removing or assigning non-key personnel.

The State requires the following non-key personnel:

List all exception(s):

1) Bidder must identify the Billing Representative:

Name:

Phone Number:

Email Address:

3.4. Organizational Chart

The Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as “Organizational Chart”.

3.5. Customer Service Number

The Contractor must specify its telephone number for the State to contact the Contractor Representative who must be available for calls during the hours of 8:00a.m to 5:00 p.m. Eastern time Monday through Friday. Identify customer service availability for this proposal by hours and days of the week.

List all exception(s):

1) The Bidder must specify its phone number for the State to contact the Contractor Representative.

2) Identify customer service availability for this proposal by hours and days of the week.

3.6. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

3.6.1 The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

3.6.2 The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

3.6.3 A complete description of the Contract Activities that will be performed or provided by the subcontractor.

3.6.4 Geographically Disadvantaged Business Enterprise Sub-Contractors: If contractors plan to utilize subcontractors to perform more than 20% of the deliverables under this contract, at least 20% of that subcontracted work must be awarded to Michigan-based Geographically Disadvantaged Business Enterprises (GDBE). Contractor will submit a plan detailing all subcontractors to be used, including the percentage of the work to be done by each. Contractor must inform the State to the name and address of the GDBE, the percentage of the work they will complete, the total amount estimated to be paid to the GDBE, and provide evidence for their qualifications as a GDBE. If contractor cannot find GDBE subcontractors to meet this requirement they must provide reasoning and justification to receive an exemption from this requirement from the State. (Existing business relationships will not be an approved reason for this.)

GDBE definition: "Geographically Disadvantaged Business Enterprise" means a person or entity that satisfies one or more of the following: (i) Is certified as a HUBZone Small Business Concern by the United States Small Business Administration. (ii) Has a principal place of business located within a Qualified Opportunity Zone within Michigan. (iii) More than half of its employees have a principal residence located within a Qualified Opportunity Zone within Michigan, or both.

Additional information on GDBEs can be found here:

Michigan Qualified Opportunity Zone (QOZ) Map Michigan Supplier Community (MiSC) Page Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

3.7. Security

3.7.1 MDOC Security Requirements. Contractor personnel and subcontractor personnel assigned to this contract will be subject the following security procedures for MDOC:

https://www.michigan.gov/documents/dtmb/1340.00.01_Acceptable_Use_of_Information_Technology_Standard_458958_7.pdfl.

Contractor and subcontractor personnel must agree to the State's security and acceptable use policies to perform work for MDOC. The Contractor must present these documents to prospective Contractor and subcontractor personnel before presenting them to MDOC as a proposed resource. Contractor and subcontractor personnel must comply with all physical security procedures in place within the facilities where they are working.

17) Follow facility entry, exit, manifest process, including the following:

List all exception(s):

3.7.2 MDHHS Security Requirements.

The Contractor will be subject the following security procedures:

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

List all exception(s):

3.8 Prison Rape Elimination Act of 2003 (PREA), 42 U.S.C. § 15601

3.8.1 The Contractor and the Contractor Personnel must:

As is deemed necessary, MDOC’s Program Manager or their designee will provide the Contractor with current copies of all PREA documents via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

List all exception(s):

3.9 MDOC Vendor Rules and Regulations:

The Contractor will require all contractual staff, including temporary and subcontractor staff, working inside an MDOC correctional facility to review and verify acceptance of MDOC Vendor Rules and Regulations upon award of Contract. The purpose of MDOC Vendor Rules and Regulations is to provide the Contractor with general information regarding basic requirements of providing services to MDOC and provide notice of work rules. Any revisions to the document will be provided to the Contractor throughout the Contract period, and all contractual staff, including temporary and subcontractor staff, must comply with all documentation provided. The Contractor must maintain copies of their staff’s completion certificates for auditing purposes.

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4. Pricing

4.1 Price Term

Pricing is firm for the entire length of the Contract.

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4.2 Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

To project the financial impact of any price increase for each agency, all price increase requests will require the vendor to submit a current rolling 1-year usage report in an excel spreadsheet in the below format with all other supporting documents.

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5. Ordering

5.1 Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

5.2 Order Verification

The Contractor must have internal controls approved by to verify abnormal orders and to ensure that only authorized individuals place orders.

List all exception(s):

Bidder must describe what internal controls they have in place to verify abnormal orders and ensure only authorized individuals place can place orders.

6. Delivery

6.1 Delivery Programs

1) Bidder must explain in detail its delivery programs (e.g.) standard delivery and quick ship, including any limitations such as quantity.

2) Bidder must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-part carrier) it intends on utilizing in delivery of the Contract Activities.

6.2 Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

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7. Invoice and Payment

7.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order (DO); (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price.

Invoices are for payment purposes only. No additional terms, conditions, fees, or price adjustments will be allowed. If included, invoices will be sent back to the Contractor for correction. The due date to pay an invoice will coincide with the newly submitted invoice date from the vendor.

The State reserves the right to modify the invoice criteria throughout the contract term.

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7.2. Payment Methods

The State will make payment for Contract Activities by Electronic Funds Transfer (EFT).

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7.3. Procedure

1) The Contractor must forward invoices to MDOC at MDOC-Accounting@michigan.gov.

2) The Contractor must forward invoices to the MDHHS Bureau of Finance and Accounting at MDHHS-CPU@michigan.gov.

List all exception(s):

8. Additional Requirements

8.1. Environmental and Energy Efficiency Product Standards

The Contractor must identify any energy efficient, bio-based, or otherwise environmentally friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States Department of Agriculture certified bio-based product label. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

8.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

8.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

8.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

8.5 Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS)

The Contractor must confirm that the provided products do not intentionally contain PFAS. This consists of all components of the provided products, including product packaging.

OR

The Contractor must disclose whether a product or its components contain intentionally added PFAS. If the product or its components contain intentionally added PFAS the Contractor must:

a. provide an explanation with respect to the intentionally added PFAS contents, including the purpose for which PFAS are used in the product or its components, the types of PFAS used in the product or its components, and the amount of each PFAS used in the product or its components.

b. indicate whether the product will be labeled or packaged with information about the intentionally added PFAS contents.

c. identify any alternative products that do not contain intentionally added PFAS.

d. provide any additional information that would further the Department’s implementation of ED 2021-08.

List all exception(s): (Add rows as necessary.)

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

9. Service-Level Agreements (SLAs)

9.1 The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

9.2 The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

9.3 Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

9.4 Service Level Agreements for this Contract will be as follows:

Metric 1: Reporting

a) Name of the ordering entity

b) Date of order

c) Date of delivery

d) Description of the items ordered including part number(s) and price

e) Total dollar value of the order

f) Invoice number

g) Delivery Order number

The acceptable standard is 100% compliance.

Extenuating circumstances will be reviewed by MDOC or MDHHS Program Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.

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Metric 2: Training (MDOC Only)

MDOC-provided training must be completed each training year (defined as October 1st through September 30th). The annual deadline for training completion is September 30th.

1. MDOC MI-TRAIN web site training data.

2. Other forms of training documentation (electronic or hard copies).

3. Contractor organizational chart.

4. MDOC Contractor Roster.

5. Correspondence with MDOC Staff or the Contractor.

The acceptable standard is 100% compliance.

List all exception(s):

Metric 3: Responsiveness to Corrective Action Plan Requests (MDOC only)

1. Corrective Action Plan Request.

2. Corrective Action Plan confirmation of receipt.

3. Corrective Action Plan response/plan of action.

4. Written pre-approval of an alternative submission date.

5. Internal MDOC correspondence with Program Area staff.

6. Additional correspondence with Contractor.

The acceptable standard is 100% compliance.

Extenuating circumstances will be reviewed by MDOC Program Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.

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Metric 4: Reoccurring or Unresolved Corrective Action Plan Requests (MDOC only)

1. Corrective Action Plan Request.

2. Corrective Action Plan Response/Plan of Action.

3. Corrective Action Plan Implementation Documentation.

4. Documentation of non-compliant contract activities.

5. Notification to the Contractor of non-compliant contract activities.

6. Internal MDOC correspondence with Program Area staff.

7. Additional correspondence with Contractor.

The acceptable standard is 100% compliance. Reoccurring or unresolved contract deficiencies are unacceptable.

Occurrence 1 Amount: $500.00 Additional service credits may be assessed for each additional occurrence:

Occurrence 2 Amount: $1,000.00 Occurrence 3 Amount: $2,000.00 Extenuating circumstances will be reviewed by MDOC Contract Manager Program Manager before any Service Credits are assessed. At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State of Michigan. Payments made directly to the State of Michigan shall be completed within 10 calendar days upon demand.

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