RFP 2504-002_Dental Equipment and Services.pdf

Request for Proposals (RFP) 2504-002 Dental Equipment and Services

April 18, 2025

Contact: Central Health Purchasing Office 1111 E. Cesar Chavez St. Austin, TX 78702 Jennifer Fidler, Senior Purchasing Analyst Phone: 512-978-9761 Email: CHPurchasing@centralhealth.net

PROPOSALS DUE: May 29, 2025 - 3:00 P.M. Prevailing Central Time mailto:CHPurchasing@centralhealth.net

RFP 2504-002 Dental Equipment and Services P a g e 2

Request for Proposals (RFP) 2504-002

Procurement Schedule

Action Date Time Responsibility Location / Details

Solicitation Issue Date

Thursday, April 18, 2025 5:00

PM

Central Health Bidnet and Electronic State Business Daily

("ESBD")

Question Submittal Due

Friday, May 16, 2025 5:00

PM

Proposers Bidnet or CHpurchasing@centralhealth.net

Question Responses

Wednesday, May 21, 2025 5:00

PM

Central Health Bidnet and ESBD

Proposal Submissions

DUE

Thursday, May 29, 2025 3:00

PM

Proposers Bidnet or 1111 E. Cesar Chavez, Austin TX 78702

Proposals received after the Proposal Submission time at the designated location will not be considered.

Protest Deadline

See Section II.A.11 Proposers

RFP Summary:

Central Health is seeking proposals for dental equipment and services from manufacturers, distributors, consultants, and installers for various future dentistry projects including general, pediatric, and specialty services.

This Request for Proposals is intended to identify Responsive and Responsible Contractors who may provide best value dental products and services described in Exhibit A: Scope of Work.

Contract Duration: One (1) 12-month initial term with two (2) 12-month renewal options.

Contract Award: Central Health desires to award multiple Delivery Order Contracts.

mailto:CHpurchasing@centralhealth.net

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PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means.

Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with Bidnet in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

http://www.centralhealth.net/finance/purchasing https://www.txsmartbuy.com/esbd https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhealth Registration is free.

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via Bidnet. Submission via Bidnet is the preferred method of submission.

A secondary option is to deliver one (1) printed Proposal via USPS mail, FedEx, DHL, etc.

DUE TO STAFF HYBRID WORK SCHEDULES AND CURRENT BUILDING ACCESS RESTRICTIONS, IF YOU PLAN TO DELIVER A PRINTED COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: RFP 2504-002 Dental Equipment and Services Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Proposer submit both a proposal via Bidnet and deliver a printed Proposal, the Bidnet submitted Proposal will be the proposal of record and will be used for the purposes of the RFP. Proposals submitted in a format other than 1) online via Bidnet or 2) delivery of a printed proposal to the address above will not be considered.

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on Bidnet the day they are released. In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals.

Proposals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing https://www.txsmartbuy.com/esbd

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TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology A. Pre-proposal Conference (RESERVED, not applicable to this RFP) B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Best and Final Offer of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Historically Underutilized Business (HUB) Program and Good Faith Effort

6. Suspension and Debarment Certification

7. Conflict-of-Interest Questionnaire (CIQ Form)

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Termination of RFP

C. Waive Minor Irregularities D. RFP Amendments E. Negotiate Additional Contract Terms F. Accept Contract Deviations G. Investigate Proposers H. Request Change in Proposer Representatives I. Assert Ownership of Proposals

V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required Table of Contents - Optional

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Proposal Summary - Optional Response to Narrative Prompts – Required Completed Exhibit B: Cost Proposal - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation 14

Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Proposal Narrative Prompts

Exhibit A: Scope of Work Attached

Exhibit B: Cost Proposal Attached

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: Historically Underutilized Business (HUB) Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

Exhibit G: Sample Contract with Required Contracts Terms and Conditions Attached

Exhibit H: Business Associate Agreement Attached

Exhibit I: Certificate of Interested Parties Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

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I. INTRODUCTION

A. Entity Background The Travis County Healthcare District d/b/a Central Health (“Central Health” or the “district”) is a hospital district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing or arranging for the provision of hospital and medical care to low-income residents of Travis County.

Central Health’s mission is to improve the health of the community by caring for those who need it most

– particularly the uninsured and underinsured. Central Health is making healthcare better through the direct practice of medicine, partnerships and collaborations with other providers, and building facilities to provide care in the communities most in need. The district’s Healthcare Equity Plan, adopted in early 2022, is guiding up to $700 million in investments to close the gaps that persist throughout the safety-net healthcare system.

Central Health owns Sendero Health Plans, a community nonprofit insurer that covers members through the Affordable Care Act Health Insurance Marketplace. Central Health clinical partner, CommUnityCare Health Centers, is a federally qualified health center network with more than 27 primary care locations throughout Central Texas. A network of partners, including Integral Care (behavioral health), Lone Star Circle of Care (a Federally Qualified Health Center), and the Dell Medical School at The University of Texas at Austin, help Central Health extend services deeper into the community.

B. Purpose of Request for Proposals

Central Health is seeking proposals for dental equipment and services from manufacturers, distributors, consultants and installers for various future dentistry projects including general, pediatric and specialty services.

This Request for Proposals is intended to identify Responsive and Responsible Contractors who may provide best value dental products and services described in Exhibit A: Scope of Work.

Once a project for which equipment and services is identified and required, Central Health’s Procurement staff will select the best value company based on their proposal, manufacturer lines, and self-reported services to provide a firm quote to order. If the project team requires more information prior to committing to a quote to order, Central Health may ask for further clarification, including but not limited to a product demonstration, supporting cut sheets, or other supporting documentation.

A contract amendment or purchase order may be awarded to a single or multiple Contractors for specified projects, depending on equipment availability and service capability. If a Best Value Contractor substantially deviates from their initial proposal offerings once a quote to order is requested, Central Health may rescind the Contractor’s designation as Best Value, Responsive, or Responsible, and will select another Contractor for a quote to order.

Central Health expressly reserves the right to reject any or all proposals part(s) of any proposal received in response to this RFP and/or to solicit and contract with other entities for provision of the services related to this RFP. It is not guaranteed that any Proposer will be awarded a Project if they are identified as a Responsive, Responsible, or Best Value Contractor.

Central Health’s sample contract with required terms and conditions is attached as Exhibit G (Sample Contract). Responding to the RFP represents the Respondent’s acceptance of the Sample Contract, and all its terms and conditions, as the Contract to be entered into for work on any future project. If a Contractor would like to make any revision request, those requests must be expressly stated on Exhibit C (Acknowledgement of Receipt) Form. Substantial contract revision requests made after the Proposal

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Submissions Due date may be grounds for determining the Proposer is Non-Responsive or Non- Responsible and disqualify their proposal from further consideration.

C. Procurement Authority Central Health has designated a Procurement Authority who is responsible for the conduct of this procurement on behalf of Central Health; therefore, all deliveries (including Proposal delivery) shall be addressed as follows:

RFP 2504-002 Dental Equipment and Services Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 CHpurchasing@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on Bidnet and Central Health’s Website: http://www.centralhealth.net/finance/purchasing.

Inquiries must reference the solicitation number on any and all correspondence. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this solicitation.

Such contact may result in disqualification of the Proposer initiating the contact.

D. Definition of Terminology This section contains definitions and abbreviations that are used throughout this procurement document.

“BAFO” request for a Best and Final Offer.

"Bidnet Website" is the following link:

https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhealth

"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Determination" means the written documentation of a decision by the Procurement Authority, including findings of fact supporting a decision. A Determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

“Duly Authorized Representative” means the individual who is authorized to submit a Proposal to this RFP on behalf of Proposer and to bind the Proposer to any Contract that may result from the Submission of Proposal.

“ESBD” is the Electronic State Business Daily at the following link: https://www.txsmartbuy.com/esbd https://www.txsmartbuy.com/esbd

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"Finalist" is defined as a Proposer who meets all the Mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Procurement Authority.

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Proposer's Proposal.

“Principal” is a person in charge of an organization who takes leadership.

"Proposer" is any person, entity, corporation, or partnership that submits a Proposal.

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal. For this RFP such person or designee will also perform the evaluation of Proposals.

"Procurement Authority Report" means a document prepared by the Procurement Authority for Contract/s award. It contains all written Determinations resulting from the RFP.

"Request for Proposal" or “RFP” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Proposals.

"Responsible Proposer" means a Proposer who submits a Proposal and who has furnished, when required, information and data to prove that on the basis of demonstrated competence and qualifications, its financial resources, production and service facilities, personnel, service reputation and experience are adequate to satisfactorily perform the Services or provide items of tangible personal property described in the Proposal.

"Responsive Proposal” means a Proposal that includes all required documentation and conforms in all material respects to the requirements set forth in the Request for Proposals. The Proposal to this Request for Proposals must include responsive information, which support the Proposer’s competence, qualifications, and ability to perform the Services, including, but not limited to, quality, quantity, and delivery requirements.

“Timely Response” means the potential vendor or contracted vendor will respond to all requests from the Procurement Authority or any Central Health representative by the deadlines provided in the request. Vendor may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond timely to requests may be grounds for invalidating a bid or canceling an awarded contract.

II. PROCUREMENT SCHEDULE

This section of the RFP describes all major events listed in the RFP Schedule. The Procurement Authority will make every effort to adhere to the Procurement Schedule set forth in this RFP.

A. Pre-proposal Conference (RESERVED, not applicable to this RFP)

B. Deadline to Submit Questions

All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP. Additionally, it

P a g e 9 is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions by email to the address listed on the coversheet or via Bidnet.

C. Response to Written Questions Written responses to all questions submitted by potential Proposers will be addressed in either an RFP addendum or question and answer document that will be posted on Bidnet by Close of Business per the Question Response Date as indicated in the Procurement Schedule on page 2 of this RFP.

Any verbal statement made by Central Health regarding the RFP prior to the award will be considered non-binding. The only formal interpretation of the RFP will be made by addendum or a question-and-answer document issued by the Procurement Authority.

D. Submission of Proposal The Procurement Authority or designee must receive all proposals for review and evaluation no later than 3:00 PM Central Time per the Proposal Submission Due Date as indicated in the Procurement Schedule on page 2 of this RFP. Proposals received after this deadline will not be accepted. Refer to Proposal Instructions on page 3 of this RFP for Proposal Submission instructions.

Proposals submitted via Bidnet (preferred method), Bidnet.com will automatically record the date and time of receipt of each correctly submitted Proposal.

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above.

Proposals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Proposal. Unless required by law, the contents of any Proposal will not be disclosed to competing Proposers prior to Contract award.

E. Proposal Evaluation The Procurement Authority will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers.

F. Selection of Finalists The evaluation process may be conducted in two steps. In step one, the Procurement Authority may determine and issue a Notice of Intent to Negotiate to clarify and further evaluate written Proposals for Responsiveness, Responsibility, and Best Value. Based on the outcome of the Notice of Intent to Negotiate, the Procurement Authority, as a second step, may proceed to issuance of a Notice of Intent to Award. Both Notices are subject to the execution of a written contract. Central Health reserves the right to cancel any or all notices prior to the execution of a written contract with any Proposer.

G. Best and Final Offer of Short-listed Finalists As part of step one of the selection process, Notice of Intent to Negotiate, Central Health, at its sole discretion, may determine that it is necessary to obtain Proposal clarifications from the Proposer. The purpose of a Best and Final Offer, if conducted, is to ensure the Procurement Authority’s understanding of the Proposals and Proposer’s qualifications.

H. Contract Award

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Central Health may but is not obligated to award one or more Contracts to the Proposer/s that best satisfies Central Health’s requirements and provides the best overall value to Central Health for the Scope of Work.

As of the date of issuance, multiple awards are contemplated.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten (10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal. Central Health's decision on appeal is final.

Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals. Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

Withdrawing Proposals Proposers will be allowed to withdraw their Proposals at any time prior to the deadline for receipt of Proposals. To withdraw a Proposal, the Proposer must submit a written withdrawal request signed by the Proposer’s Duly Authorized Representative and addressed to the Procurement Authority.

Designating Proposal Contents as Confidential or Proprietary Proposers may mark, stamp, or imprint the words “proprietary” or “confidential” on any pages of the Proposal that include information of this type. However, Proprietary or confidential information should be readily separable from the Proposal in order to facilitate eventual public inspection of the other portions of the Proposal. Central Health will not sort, otherwise isolate, or redact proprietary or confidential information embedded within the body of a Proposal.

B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal.

However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria contained in section VII. EVALUATION CRITERIA of this RFP.

Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that

P a g e 11 results from this RFP and to execute the Business Associate Agreement contained within Exhibit H, of this RFP.

2. Costs Associated with Procurement Any and all costs incurred by the Proposer in preparation, transmittal, and presentation of any Proposal or material submitted in response to this RFP will be borne solely by the Proposer.

3. Electronic Mail Address A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Therefore, all Proposers must have a valid e-mail address to receive correspondence.

4. Identification and Selection of Subcontractors The term “subcontractor” includes sub-consultants. Proposer’s intended use of subcontractors must be clearly explained in its Proposals, and major subcontractors must be identified by name. The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

5. Historically Underutilized Business (HUB) Program and Good Faith Effort Proposers are asked to make a "good faith effort" to take all necessary and reasonable steps to ensure that certified HUBs (see next paragraph) have the maximum opportunity to participate in the performance of any Contract that results from this RFP as subcontractors.

HUB contractors and subcontractors must be certified as a HUB, Minority/Women-Owned Business Enterprises, or Disadvantaged Business Enterprise source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other certification entity recognized by Travis County, Texas

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission and that is identified, as a HUB will be required to submit a copy of its certification with this Proposal. Central Health reserves the right to verify any entity's HUB status prior to Contract award.

6. Suspension and Debarment Certification The Proposer will certify, by signing the Acknowledgement of Receipt Form, attached hereto as Exhibit C, that to the best of its knowledge and belief that the Proposer and/or its Principals or subcontractors are not and have not been debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any federal department or district.

7. Conflict-of-Interest Questionnaire (CIQ Form) Pursuant to Chapter 176 of the Texas Local Government Code, the awarded Proposer, if any, will be required to complete the Conflict-of-Interest Questionnaire ("CIQ"), which is attached to this RFP as Exhibit E, and submit it together with the Contract, if the Proposer has: (i) an employment or other business relationship with a local government officer of Central Health or a family member of same; (ii) given a local government officer of Central Health or a family member of same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer

P a g e 12 of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/conflict/.

8. Certificate of Interested Parties (Form 1295) Section 2252.908 of the Texas Government Code prohibits a governmental entity, like Central Health, from entering into certain Contracts, unless the business entity submits a Certificate of Interested Parties form, attached to this RFP as EXHIBIT I, to the governmental entity at the time the business entity executes a Contract. Form 1295 is applicable to any of awarded Proposer’s directors, officers, or employees who hold a controlling interest (10% or more ownership) in the business entity and who actively participated in facilitating the Contract or negotiating the terms of same (broker, intermediary, advisor, and/or attorney), if any.

The Proposer for such Contract award will be required to electronically file a Form 1295 with the Texas Ethics Commission upon notification of selection from Central Health. The online filing process will generate a Certificate Number and Date Filed. The Proposer will submit that information Central Health as part of its contract.

For more information, visit:

https://www.ethics.state.tx.us/filinginfo/1295/

9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers. Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals.

Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations. Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

Central Health reserves the right to negotiate the price and any other term with any, all, or none of the Proposers. Any oral negotiations must be confirmed in writing prior to an award.

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Central Health may:

1. Reject any or all Proposals without obligation or liability to any Proposer;

2. Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for

Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

5. Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or

7. Not award any Contract.

Termination of RFP

This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if Central Health determines such action to be in Central Health’s best interest.

https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/filinginfo/1295/

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C. Waive Minor Irregularities The Procurement Authority reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals. The Procurement Authority also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Procurement Authority’s sole discretion.

D. RFP Amendments Central Health reserves the right to issue amendments to this RFP before the date on which Proposals are due.

E. Negotiate Additional Contract Terms Central Health reserves the right to modify and negotiate with a successful Proposer provisions in addition to those attached to this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer's Proposal will be incorporated into and become part of the Contract.

F. Accept Contract Deviations Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between Central Health and the selected Proposer and will not be deemed an opportunity to amend the Proposer’s Proposal. If a Proposer requests significant changes to either the required Contract terms or the terms of the Business Associate Agreement, Proposer’s Proposal may be considered non- Responsive and result in Proposers’ disqualification or, if such changes are requested post-Proposal submission in violation of this RFP, will result in termination of negotiations and Contract award.

G. Investigate Proposers The Procurement Authority may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP. The Procurement Authority will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives Central Health reserves the right to require a change in the representatives that Proposer submits with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

I. Assert Ownership of Proposals All documents submitted in response to this Request for Proposals will become the property of Central Health.

V. PROPOSAL FORMAT AND ORGANIZATION

This section of the RFP describes the format and organization of the Proposer's Proposal. Failure to conform to the requirements contained herein may result in disqualification of the Proposal.

A. Proposal Format

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All Proposals, electronic or printed, must delineate each section. The page limit should be no more than forty (40) pages (20 front/back if printed) not including tabs and required forms (see item B. below), or as further instructed in this RFP. If submitting a printed Proposal, the Proposal must be in a binder with tabs delineating each section.

Proposal Organization The Proposal must be organized and indexed in the following format and must contain, as a minimum, all items that are listed as required in the sequence indicated.

Letter of Transmittal – Required

a. Identify the submitting organization;

b. Identify the name, title, e-mail address and telephone number of the person authorized to contractually obligate the organization or individual proposing;

c. Identify the name, title, e-mail address, and telephone number of the person authorized to negotiate a Contract on behalf of the organization;

d. Identify the names, titles, e-mail addresses, and telephone numbers of persons to be contacted for Proposal clarification;

e. Explicitly indicate acceptance of Sections II through IV of this RFP;

f. Be signed by the person authorized to contractually obligate the organization; and

g. Acknowledge receipt of all, if any, addenda to this RFP.

Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts – Required Completed Exhibit B: Cost Proposal - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

The forms listed behind the numbers 5, 6, 7, 9 and 10 must be thoroughly completed, executed and witnessed, if and as required, and included in the appropriate section of the Proposal. Proposals must include all Attachments and Exhibits in order to be considered Responsive.

Any Proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers must respond in the form of a detailed narrative to each of the narrative prompts, contained below, in Item A: Proposal Narrative Prompts and complete the cost proposal, Exhibit B: Cost Proposal.

Responses to prompts contain information directly related information provided in Exhibit A: Scope of Work and in Exhibit B: Cost Proposal. The narratives, along with supporting materials will be evaluated for compliance with the RFP requirements.

Failure to respond to the following mandatory narrative prompts will result Proposal being deemed unresponsive and will be disqualified.

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A. Proposal Narrative Prompts

1. Staffing Qualifications

a. Clearly indicate what your group’s role in dental equipment and servicing.

b. Provide the number of technicians and/or dental coordinators and/or design consultants in your group. Include the following:

i. The number of technicians and/or dental coordinators and/or design consultants available who will be assigned to our Central Health account and where they are located.

ii. If staff is not available in the Austin, TX area, provide a description of a plan to provide in-person site servicing.

c. Provide the organizational chart of lead staff who will be assigned to Central Health’s account once work is identified.

i. Include names, office locations, titles, roles, and years in dental equipment and serving role.

d. Provide the resumes of the individuals who will be primarily responsible for the Central Health account once work or equipment need is identified.

i. Each resume should not exceed one (1) page. It must identify any professional licenses in Texas, including the registration number, as well as any specialty certifications maintained, related to the individual’s role in dental equipment and servicing.

2. Experience in Dental Equipment & Servicing

a. Describe your group’s experience providing dental equipment and/or servicing, including routine service maintenance, if applicable.

i. Size of projects your group has provided dental equipment and/or servicing for.

(Square feet for buildings and number of treatment rooms and/or labs, or chairs covered by project).

ii. Number of projects in the Austin area.

b. Describe your group’s experience with approval processes for any compliance, licensing, or registration related requirements related to dental equipment and its servicing.

c. Provide the project data listed below for at least four (4) representative projects, but not more than seven (7) projects in total, each completed within the past ten years. Each project presented should not exceed three (3) pages with photographs and drawings included. Include the following:

i. Project name.

ii. Owner information (name, type of entity, address, contact information)

iii. Project size (square feet for buildings) and number of treatment rooms and/or labs, or chairs covered by project.

iv. Type of dentistry clinics serviced or equipped (general, pediatric, or specialty dental services).

v. Project construction cost (initial construction budget, final construction cost, relevant causes of impacts to cost and schedule).

vi. Description of work performed.

vii. Period of performance of services

viii. Key project team members who worked the project – who will be assigned to our Central Health account.

ix. Project relevance to this RFP.

x. Photographs or other examples of work product.

xi. References: Name, role in the project, company or entity, address, contact information.

xii. If the firm’s services were performed as a subconsultant, identify the prime firm.

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3. Planning and Processing Procedures

a. Describe your group’s planning and processing procedures for the items below. Provide examples.

i. Equipment purchase to storage and/or equipment purchase to installation.

ii. Installation to patient-readiness.

(If your group’s role is only involved in some phases, provide descriptions for these roles your group is involved with).

4. Location for Warehouse and Storage Spaces Used & Equipment Logistics

a. Provide information on your office location and how your group plans to provide services in the

Austin area.

i. Provide information on any warehouses or storage spaces your facility utilizes (clearly indicate if these are owned/leased or spaces contracted temporarily by your group).

b. Describe your group’s handling of equipment logistics.

5. Ability to Meet Deadlines

a. Describe your group’s ability to meet timelines set by a client and client’s third-party representatives.

6. Additional Equipment Pricing

a. If your group is offering equipment product pricing, provide more information on any maintenance agreements and warranties included. Clearly indicate the product associated to any maintenance agreement and/or warranty in addition to the pricing listed on Exhibit B: Cost Proposal.

b. If your group has required shipping terms and conditions, provide a description of the terms and conditions.

Exhibit A: Scope of Work

I. Background Central Health is seeking proposals for dental equipment and services from manufacturers, distributors, consultants and installers for various future dentistry projects including general, pediatric and specialty services.

II. Existing Dental Equipment Below is a list of what our organization currently uses at existing dentistry sites. We will be accepting proposals from equal or better manufacturers able to provide these products or similar products.

• Brassler

• Buffalo Dental

• Dexis

• HuFriedyGroup

• Midmark

• Ultradent

• VaTech

Our dental clinics currently utilize the Epic electronic medical record system. If applicable, dental equipment must be able to be integrated with our medical record system.

III. Equipment Purchases

a. If a product awarded under step-one of this solicitation is removed or recalled by the Contractor or manufacturer due to defects, it is the Contractors responsibility to notify Central Health of the update if Central Health requests to purchase or contract with the Contractor.

i. If the product has been replaced by a similar product, the Contractor will need to provide Central Health with a statement description of the replacement and proof of documentation (recall notice and dates), information on the replacement product and clearly identify the changes from the initially contracted product.

b. It is the Contractors responsibility to review the required delivery dates provided by Central Health upon a potential equipment purchase request and provide Central Health with a response by the deadline requested for each individual request.

c. If a product cannot be delivered by the required date, the Contractor must notify Central Health immediately. Failure to disclose this information in a timely manner may result in termination of an equipment purchase contract and removal from the pre-qualified step-one list if Contractor was qualified as a result of this solicitation.

d. It is the Contractors’ responsibility to review the current software list provided by Central Health and confirm the Contractors products can be integrated with Central Health’s software.

i. Contractor may be required to meet with Central Health’s IT team to test the products prior to purchase completion.

e. Contractor must notify Central Health of any changes to the contracted point of contact if contracted under step-one of this solicitation.

IV. Storage of Equipment

If storage of equipment is required by Central Health, Contractor must ensure that any purchased equipment is properly stored and secure.

V. Equipment Installation

a. The Contractor will provide Central Health’s assigned project manager with a timeline and overview of the initial installation process prior to delivery/installation. The assigned project manager will provide the Contractor with approval once initial installation can begin.

b. Contractor will coordinate with Central Health’s assigned project manager to begin installation once approved to install.

c. Contractor must notify Central Health’s project manager of any issues or potential issues immediately when in the initial installation phase. All issues and concerns must be addressed immediately to minimize any risk of future issues that may impact operations.

d. If, during installation, an installer notices equipment may not function properly in the live setting, the Contractor should not install the equipment and should immediately contact Central Health’s assigned project manager and provide a description of the issue or potential issue. Central Health will provide the installer with further direction at that time.

e. Contractor must ensure all urgent issues are relayed to Central Health’s assigned project manager as soon as possible.

f. If the approved initial installation plan or timeline is changed or falls behind schedule, the

Contractor must notify Central Health’s assigned project manager as soon as possible.

i. If the timeline is delayed by the Contractor for more than three business days, the

Contractor must provide Central Health’s assigned project manager with a written plan to get the project back on track to meet any deadlines set at the start of the project. This plan must be approved by Central Health, unless directed otherwise by Central Health’s assigned project manager in writing.

VI. Equipment Training

a. Once equipment has been installed, Contractor must provide Central Health’s assigned project manager with a written report of any and all equipment installed, a guide or guides on how to properly use and maintain the equipment as a user, and any maintenance recommendations within two business weeks of successful installation, unless prior approval is provided by Central

Health’s assigned project manager.

b. The Contractor must provide a thorough initial equipment training for the site’s staff and any other stakeholders necessary.

i. The attendee list for the initial training will be provided by Central Health’s assigned project manager or a site contact delegated by the assigned project manager in writing.

c. The Contractor must be able to provide periodic updated training on an annual basis to the site’s team, and as requested by Central Health’s assigned project manager.

d. If equipment software is to be updated, training must be provided to the site staff prior to the update and once the update has gone live, unless directed otherwise by Central Health’s assigned project manager.

e. Contractor must be able to provide in-person and virtual training and/or demonstrations of the equipment.

f. Prior to any final contract closeout, the Contractor will be required to provide a final training for the dental team and relevant stakeholders as directed by Central Health’s assigned project manager, to ensure relevant users are using the equipment properly and are able to maintain it according to the manufacturer’s recommendations.

VII. Updates to Equipment Software

a. Contractor must notify Central Health’s assigned project manager of any potential equipment software updates as soon as possible, ideally three months in advance.

b. Contractor must notify Central Health’s assigned project manager and/or site staff (as directed by

Central Health’s assigned project manager) of any changes that may occur due to a software update. The updated changes should be clearly identified for Central Health site staff to be aware

of. Software updates must not impact the care of our patients.

c. Contractor must provide Central Health’s assigned project manager with the support line information for any equipment software issues.

VIII. Design Planning and Development

a. Contractor must provide dentistry design consulting services to architects, assist with designs and drawings of dentistry operatories and dental lab spaces, as required.

b. Contractor must provide design consulting services to Central Health’s team, including Central

Health-contracted architects and construction managers, as needed.

c. Contractor must attend bi-weekly meetings with assigned Central Health project manager.

d. Contractor will coordinate with Central Health’s assigned project manager for all on-site activities.

e. Contractor must assist with the implementation of technology.

a. All software must be able to integrate with any software used by Central Health at the time a new project is contracted. (Refer to SOW Section II: Existing Dental Equipment for current software).

f. Contractor must provide expert insight on dental equipment to be purchased.

g. Once contracted for a project, Contractor must work with assigned Central Health project manager to track all dental equipment purchases and expected installation and service dates.

h. Contractor must track all maintenance agreements and warranties.

i. Upon termination of a contract for a specific project, the Contractor must provide Central Health with an updated log that includes all equipment serial numbers, documented service repairs, maintenance agreements and warranty information linked to any equipment purchased while Contractor was contracted.

IX. Equipment Service Requests

a. Contractor must be able to maintain a service technician within close proximity to the Austin region who is able to provide emergency assistance, if ever needed, to avoid interruptions to quality patient care.

b. Contractor is to provide help desk support during regular central prevailing time business hours.

c. For emergency situations, Contractor must respond to service requests within three (3) hours of notification.

d. Should a technician be required, the Contractor must have a technician assigned and scheduled within 24 hours of the report being made.

e. For general requests, Contractor must respond to all service requests within two (2) business days or by the deadline set by Central Health.

i. For non-emergency requests requiring a service visit, Contractor must notify Central Health’s assigned project manager of any requests made by site staff. A purchase order must be issued prior to work being performed.

ii. Contractor must only complete service visit requests that are approved by Central Health’s assigned project manager, unless instructed otherwise by the assigned project manager.

f. If Central Health equipment is not operational for more than two business days, the Contractor must provide loaner equipment to prevent additional delays to patient care.

g. Contractor must provide Central Health’s assigned project manager with weekly updates while equipment is in repair or in the process of being replaced, unless instructed otherwise by the assigned project manager.

h. While working a service request, the Contractor should immediately notify Central Health’s assigned project manager of any urgent matters regarding the equipment when they are discovered. For instance, if the Contractor notices a pipe needs to be replaced immediately to avoid a disruption or potential larger issue, the Contractor should let the assigned project manager know as soon as possible so it can be addressed.

i. Contractor must provide the on-site staff with a briefing on any servicing completed and have the site manager, at the time of the visit, sign off on completion of the service completed.

j. All service requests must be maintained and properly logged by the Contractor.

k. Contractor must provide Central Health’s assigned project manager with a bi-weekly written report that includes all service requests and their statuses. The due date for bi-weekly reports will be provided by Central Health’s assigned project manager when a new project is assigned.

X. Routine and Preventative Maintenance

a. If responsible for preventative maintenance, Contractor will be required to maintain a service log that easily identifies equipment services and dates.

b. Contractor must maintain all records related to the equipment installed, including any repairs, replacements, warranties.