RFP 240000002841 - Schedule A2 - Dental Preventative Maintenance & Repair Services.docx

Michigan.gov/MiProcurement

Contractor must enter company name here.

Michigan.gov/MiProcurement

RFP 240000002841

Schedule a2 – statement of work contract activities – Dental Preventative Maintenance and Repair services 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 provide preventative maintenance and repair services.

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

1.1. Transition

1.1.1 Contract Execution:

The Contractor must work with the Program Managers to establish a maintenance schedule to meet the needs of each facility if maintenance services are required for the facility within 60 days of contract execution.

List all exception(s):

Bidder must describe how they will work with the Program Managers to establish a maintenance schedule which meets the needs of each facility within 60 days of contract execution.

1.1.2 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):

2. Preventative Maintenance Services

2.1 Preventative Maintenance (PM) Request

1) The Contractor must:

List all exception(s):

1) Bidder must describe how they will schedule PM services for MDOC and MDHHS each fiscal year.

2) Bidder must provide a list of suppliers that they currently have agreements with to obtain necessary parts.

2.2 Preventative Maintenance Inspection Procedures

1) The Contractor must:

a) Inspect all dental equipment (excluding the Panoramic and dental imaging sensors) annually at each facility unless extenuating circumstances prevent facility entry.

b) Inspect equipment at the scheduled time unless prior approval is received from Program Manager or designee.

c) Complete a work order for each preventative maintenance visit. Each work order must be signed by dental clinic staff, and the Contractor must attach the work order to the appropriate invoice for the service.

d) Receive written pre-approval from the dental supervisor for repairs costing less than $1,000.00 or written pre-approval from the Program Manager or their designee for repairs costing at or above $1,000.00. Written approval includes a signed note on the work order, or an additional signature by dental clinic staff on the work order where it notes the repairs that were completed. Work orders must not contain additional Contractor terms, conditions, or indemnifications. MDOC or MDHHS staff are not authorized to agree to additional terms outside of this contract.

e) Label each inspected piece of equipment with the date of inspection, the technician’s name and the next recommended inspection month and year.

f) Provide written summary of their findings to dental clinic staff within 48 hours of each PM.

g) Use Attachment 1– Preventative Maintenance Checklist for each onsite PM visit. This checklist must be signed and dated by the Contractor’s technician and MDOC or MDHHS dental staff and a copy provided to the MDOC or MDHHS dental staff and the MDOC or MDHHS Program Manager or designee.

2) PM inspections must include at a minimum:

a) Inspection of functionality

b) Cleaning of internal parts

c) Calibration

d) Sterilization

e) Electronics and software inspection

f) Tests to assure the equipment is functioning according to factory acceptable standards

g) Proper disposal of the parts that have been removed

h) Label last inspection date on equipment The State reserves the right to add or remove equipment, at any time throughout the Contract.

List all exception(s):

Bidder must describe how they will complete preventative maintenance services to meet the requirements above.

3. Repair Requests and Procedures

1) For repair requests the Contractor must:

2) For Repair Procedures the Contractor must:

(1) Number of hours of labor

(2) Hourly labor rate

(3) A list of parts

(4) Cost of Parts

(5) Total estimated cost

i) Complete a work order for each repair visit which must be signed by dental clinic staff after the repairs is completed. The work order must be attached to the corresponding invoice for the repair service.

The State reserves the right to request a second opinion regarding equipment replacement from either a different Contractor technician or from a different vendor. The cost for the second opinion of either a different Contractor technician or a different vendor will be at the cost of the State.

3) For Loaner Equipment, the Contractor must:

a) Provide loaner equipment for any equipment listed below by the end of the fifth business day after a repair has been requested if it is determined repairs cannot be completed within 10 business days. Loaner equipment must be provided at no additional cost to the State except for shipping and/or travel expenses when applicable.

(1) Autoclave

(2) Compressor

(3) Suction pump

(4) Ultrasonic scaler

(5) Dental stools

If same brand and/or model of equipment cannot be provided, the Contractor must submit a request to the Program Manager or designee to provide an alternate brand or model, along with all required specifications and any possible facility changes needed (electrical, plumbing, venting, etc.). The alternate brand and/or model must be approved by the Program Manager or designee prior to installation.

List all exception(s):

1) Bidder must describe how equipment in need of repair off-site will be transported to the Contractor’s place of business and then how it will be returned to State facility once repairs are completed. Transportation services must be provided at no additional cost to the State.

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

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):

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

1) A Quarterly Report indicating the date PM or repair was received, facility name, type of service provided, equipment serviced (including serial number when possible), description of repair, and date repair was complete. The report must be submitted by 11:59 p.m. EST on the following dates:

a) January 15

b) April 15

c) July 15

d) October 15

List all exception(s):

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

A Quarterly Report indicating the date PM or repair was received, facility name, type of service provided, equipment serviced (including serial number when possible), description of repair, and date repair was complete. The report can be attached as a separate attachment labeled “Sample Quarterly Report”.

6. Meetings The Contractor must attend the following meetings:

The State may request other meetings as it deems appropriate.

List all exception(s):

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):

8. Staffing

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

8.2. 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:

8.3 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 Technician Service Manager:

Name:

Phone Number:

Email Address:

2) Bidder must identify the Billing Representative:

Name:

Phone Number:

Email Address:

8.4 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”.

8.5 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.

8.6 Technical Support, Repairs and Maintenance

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

List all exception(s):

1) Bidder must identify the telephone number for technical support, repairs, and maintenance:

2) Bidder must identify the email address for requesting technical support, repairs, and maintenance:

8.7 Disclosure of Subcontractors

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

8.7.1 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.

8.7.2 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.

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

8.7.4 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:

9. Security

9.1 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):

9.2 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):

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

9.3.1 The Contractor and the Contractor Personnel must:

1) Comply with the Final Rule implementing PREA, all applicable PREA standards (see Attachment 3 – PREA Standards) and the agency’s policies.

2) Make itself familiar with and always observe and comply with all PREA regulations that in any manner affect the performance under this Contract. Failure to comply with the PREA standards and related polices of MDOC will be considered a breach of contract and may result in termination of the contract.

3) Complete PREA training Program A - Correctional Facilities Administration (CFA) Security Regulations prior to entrance in any MDOC Facility if they may have contact with prisoners. Upon completion, submit a signed memorandum to the Program Manager or their designee documenting completion of the training and date of completion.

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):

9.4 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.

List all exception(s):

10. Pricing

10.1 Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

10.2 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.

List all exception(s):

11. Ordering

11.1 Authorizing Document

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

11.2 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.

12. Invoice and Payment

12.1 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.

List all exception(s):

12.2 Payment Methods

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

List all exception(s):

12.3 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):

13 Additional Requirements

13.1 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.

13.2 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.

13.3 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.

13.4 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.)

13.5 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.

14 Service-Level Agreements (SLAs)

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

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

14.3 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.

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

SLA Metric 1. Compliance with the Maintenance Schedule

1. Annual Preventative Maintenance (PM) Schedule.

2. Contractor’s Detailed Work Order/Invoice.

3. Contractor’s Quarterly Report.

4. Preventative Maintenance Label.

5. Correspondence with facility staff and/or Contractor.

The acceptable standard is 100% compliance.

2. A $200.00 credit for each quarter thereafter until the PM is rescheduled and completed.

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.

List all exception(s):

Metric 2: Compliance with Requested Repair Services

1. Contractor’s Detailed Work Order/Invoice.

2. Contractor’s Quarterly Report.

3. Correspondence with facility staff and/or Contractor.

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.

List all exception(s):

Metric 3: Reporting

1. January 15

2. April 15

3. July 15

4. October 15 Quarterly Report submitted electronically.

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.

List all exception(s):

Metric 4: 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 5: 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.

List all exception(s):

Metric 6: 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.