Request for Proposal Open Enrollment

This Open Enrollment Request for Proposal (“RFP”), issued by Virginia Commonwealth University (“VCU” or “University”), is part of a competitive procurement process that provides Firms with a fair opportunity for their services to be considered. With this Open Enrollment RFP, all Firms that meet the requirements specified in this RFP are expected to be issued a fully executed agreement and a contract number for future reference to be used for potential engagements.

This RFP allows for potential future open enrollment periods that permits proposals to be considered after the first generation of awards are made. This is Generation 1 (2026) of the New Dental School Equipment, Casework, Goods, and Services Request for Proposal (RFP). If your firm has already been awarded a contract/agreement from a previous RFP, and the term of the agreement is still active, DO NOT provide a proposal in response to this RFP. In addition, any Firm not a part of this solicitation, but meets the requirements as specified herein, may be added at a future time at the sole discretion of the University.

Title: New Dental School Equipment, Casework, Goods, and Services

RFP Number: RFP #218814894AZ

Issue Date: 08/21/2026

Proposal Due Date: 09/21/2026 11:00 AM Eastern Time

Issuing Agency:

Procurement Services Virginia Commonwealth University

Direct Inquiries to:

Abigail Zaremba, Category Manager apzaremba@vcu.edu

Proposal Submission:

Note: The eVA system may indicate "Solicitation only accepts paper responses" due to platform limitations— this is incorrect. Use Smartsheet exclusively.

Submit electronically via Smartsheet only (link:

[Smartsheet Link]). Paper, hand-delivered, or eVA submissions will not be accepted.

Access to Solicitation: This solicitation and any addenda are posted and may be accessed at any time at:

http://www.eva.virginia.gov

A VASCUPP Member Institution

I. INTRODUCTION

A. PURPOSE: Virginia Commonwealth University is preparing to build a new state of the art Dental School Building that will open in 2029. VCU invites prospective Firms to submit proposals to provide Dental Equipment, Casework, Goods, and Services. The RFP provides Firms with the relevant operational, performance, application and general requirements that the proposal must fulfill.

B. TERM: The term for any resulting agreement is expected to be three (3) year(s), with the option up to three (3) three (3)-year renewals, to be exercised upon mutual signed agreement by authorized representatives of both parties.

C. CONFIDENTIALITY: VCU is a public institution of higher education and as such is subject to the Virginia Freedom of Information Act (FOIA) (Code of Virginia §2.2-3700, et seq.).

Therefore, all proposals and other documentation submitted by Firm may be subject to disclosure to third parties as required by FOIA and other applicable provisions of law. The final Agreement documents and pricing are not confidential or proprietary pursuant to

FOIA.

D. COOPERATIVE PROCUREMENT: It is the intent of this solicitation and resulting agreement(s) to allow for cooperative procurement at the Firm’s discretion. Accordingly, any public body, public or private health, or educational institution, or lead-issuing institution's affiliated foundations may participate in any resulting agreement(s) if authorized by the Firm.

E. OPTIONAL-USE AGREEMENT: The resulting agreement(s) will be an optional use agreement.

VCU is in no way required to make purchases from the Firm and may in its sole discretion purchase the identical and/or similar goods/services from other sources. Any estimates/quantities contained herein do not represent a purchase commitment by VCU.

II. THE UNIVERSITY

Located in downtown Richmond, with an international arts campus in Qatar, VCU enrolls about 30,000 students in more than 200 certificate and degree programs. As one of the nation’s top research universities, VCU attracts more than $560 million a year in sponsored research funding.

The National Science Foundation ranks VCU as a top 50 national public research university and U.S.

News and World Report lists VCU in the top 20 percent of global universities. VCU is one of just 84 public universities nationwide with an academic medical center to receive Carnegie Foundation designations of “Highest Research Activity” and “Community Engaged.”

As a university-based health system, VCU Health spans multiple locations across Virginia and includes: the VCU Massey Comprehensive Cancer Center (one of only two NCI-designated comprehensive cancer centers in Virginia); the Children’s Hospital of Richmond at VCU, the region's only full-service children's hospital which is nationally ranked in multiple specialties; the VCU Medical Center, the No. 1 hospital in Richmond and the No. 2 hospital in Virginia; and renowned programs that include the Pauley Heart Center, Hume-Lee Transplant Center, Stravitz-Sanyal Institute for Liver Disease and Metabolic Health and more.

The university and its health system are the largest employer in the Richmond area, with more than 27,000 employees, including more than 2,000 full-time instructional faculty — many of them nationally and internationally recognized in their fields. VCU’s economic impact on Virginia is $9.5 billion.

VCU’s 17 varsity sports compete at the NCAA Division I level as members of the Atlantic 10 Conference and have won numerous team and individual conference championships since joining in 2012.

III. COMMITMENT TO INCLUSIVITY IN PUBLIC PROCUREMENT

VCU is dedicated to institutional excellence by fostering a competitive, results-driven procurement process. Our ability to deliver exceptional education, research, healthcare, and public service is strengthened by the expertise and capabilities of our broad range of vendors, suppliers, and contractors. An important part of our procurement program involves a commitment to doing business with Small Business and Supplier Diversity (SBSD) certified businesses.

To further this commitment, VCU has established a goal of 42% SBSD certified businesses, which includes an aspirational goal for a 10% increase in expenditures with local businesses. The most competitive suppliers will have SBSD utilization plans that support VCU’s supplier diversity commitment.

IV. RFP PROCESS

A. GENERAL INFORMATION

1. Communications with VCU During the RFP Process

Communications regarding this Request for Proposals shall be formal from the date of issue for this RFP until either a Firm has been selected or the University rejects all proposals. Communications shall be directed to the buyer listed on the solicitation cover sheet. Communications, including requests for information or comments or speculations regarding this RFP, to any University employee other than the buyer on the front of the solicitation cover sheet, may result in the rejection of the Firm’s proposal.

2. Qualifications of Firms

VCU may make such reasonable investigations as deemed proper and necessary to determine the ability of the Firm to perform the services/furnish the goods. The Firm shall furnish to VCU all such information and data for this purpose as may be requested. Additionally, VCU reserves the right to inspect the Firm's physical facilities prior to award to satisfy questions regarding the Firm's capabilities. VCU reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Firm fail to satisfy VCU that such Firm is properly qualified to carry out the obligations of the agreement and to provide the services and/or furnish the goods contemplated. VCU further reserves the right to disqualify a Firm from further participation in the evaluation process should VCU find or know that statements submitted are inaccurate or misleading.

3. Addenda

a. If this solicitation is amended by published addenda, unmodified terms and conditions remain effective.

b. Firms shall acknowledge receipt of any addendum to this solicitation by signing and returning the addendum.

4. Proposal Acceptance Period

Any proposal in response to this solicitation shall be valid for ninety (90) days. At the end of the ninety (90) days, the proposal may be withdrawn at the written request of the Firm. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is cancelled.

5. Cancellation of Solicitation

The University may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous.

B. PROCUREMENT SCHEDULE OVERVIEW

1. Event/Milestone Snapshot (subject to change):

Event/Milestone Date/Date Range

Issue Date of RFP 08/21/2026

Optional Pre-proposal Conference 08/27/2026

Questions Due Date 09/08/2026

Proposal Due Date 09/21/2026

Anticipated Agreement Award 11/30/2026

2. The steps above are further described below. It is incumbent upon all Firms to read the entire solicitation to understand the solicitation process.

C. PRE-PROPOSAL CONFERENCE (OPTIONAL)

An optional pre-proposal conference will be held at 2:30 PM Eastern, Thursday, August 27, 2026.

The purpose of the conference is to allow Firms an opportunity to ask questions and obtain clarification relative to any facet of this solicitation. Firms are strongly encouraged to submit questions in advance by emailing them to apzaremba@vcu.edu prior to the conference.

While attendance at this conference is optional, Firms who intend to submit a proposal are highly encouraged to attend and to have a copy of this solicitation to reference. Any questions and answers that are presented during the conference or any changes to the solicitation resulting from this conference will be issued in a written addendum.

Firms may participate in the pre-proposal conference via Zoom. Zoom information is below:

https://us02web.zoom.us/j/85380751122

Meeting ID: 853 8075 1122

D. DEADLINE FOR SUBMITTING QUESTIONS

If any prospective Firm has questions about the specifications or other solicitation documents, the prospective Firm should contact the buyer whose name appears on the solicitation cover sheet. Any revisions to the solicitation will be made only by addendum issued by the buyer. Questions concerning this RFP must be received via email no later than the date listed in the procurement schedule above.

E. PROPOSAL DUE DATE

Proposals must be submitted via Smartsheet (link on cover sheet) by the designated due date and time; late submissions, per the Smartsheet timestamp, may be rejected. Firms should submit early to account for technical delays. See "Submission of Proposals" for details.

F. AWARD

It is the intent of the University to make awards to all Firms that meet the requirements as outlined in this RFP.

V. STATEMENT OF NEEDS

This Section describes VCU’s requested goods and/or services and the areas to be addressed in Firm’s Proposal. Please note that the utilization of the words “shall” or “must” indicates a mandatory requirement.

This Request for Proposal (RFP) will include a broad spectrum of goods and services that are procured to build out the New Dental School Building as well as goods and services that will be used to increase dental knowledge, apply increased dental knowledge, explore the potential of dental discoveries and improvements in technology to advance dental knowledge. Please provide VCU the full portfolio of the Firms(s) goods and services. Please be advised that the quantities listed below are estimates and subject to change.

A. Equipment:

1. Patient Chair- Quantity 330- Powered chairs to seat a patient in the proper position to perform a dental procedure. Adjustable height and recline angles. Features should include a narrow backrest for clinical access, and synchronized movements controlled by touchpads or foot pedals, an articulating headrest, motorized positioning, and seamless upholstery. The chairs must be ADA compliant.

2. Oral Surgery Patient Chair- Quantity 25- A heavy duty, motorized dental surgery chair that is ADA compliant with low entry height, articulating headrest, facilitates surgical access, armrest with IV board, and synchronized movements controlled by touchpads or foot pedals.

3. Delivery System- Quantity 330- Multiple delivery systems including chair base mounted over the patient, continental, and 12 o-clock. The system should include: air syringes, high-speed handpieces, and ultrasonic scalers.

4. Assistant's Instrumentation Delivery System- Quantity 330- Delivery system should include high-volume evacuation suction and saliva ejectors.

5. Dental LED Lights Track Mounted and Chair Mounted- Quantity 330- Lights to be mounted overhead or to the chair base. Light to be focused and shadow free.

6. Doctor's Stool- Quantity 330- A five-wheel mobile seat that is comfortable for long procedures, is height adjustable, may or may not have a backrest, has seamless, antimicrobial, and disinfectant cleanable synthetic fabric.

7. Assistant's Stool- Quantity 330- A five-wheel mobile seat that is comfortable for long procedures, is height adjustable, may or may not have a backrest, has seamless, antimicrobial, and disinfectant cleanable synthetic fabric. May include arm support and footing.

B. Simulation Equipment:

Simulator Station- Should be a productive learning environment providing equipment which accelerates the transition from simulator lab to clinic, providing a chairside simulation utilizing actual office materials in a student learning setting.

1. Simulation Bench- Quantity 110- A heavy duty cabinet with solid surface, chemical resistant countertop, pre-clinical workstation for training dental students. A manikin system with an adjustable, realistic head with gum typodont jaw set and universal articulation. The bench will be equipped with high and low speed handpieces connections and air and water syringe. Water, waste, and suction system may be included. LED exam lights, digital screens cameras may be included. Benches will be predominantly double sided.

2. Mobile Simulator- Quantity 110- A mobile heavy-duty cabinet with solid surface, chemical resistant countertop, pre-clinical workstation for training dental students. A manikin system with an adjustable, realistic head with gum typodont jaw set and universal articulation. The bench will be equipped with high and low speed handpieces connections and air and water syringe. Water, waste, and suction system may be included. LED exam lights, digital screens cameras may be included. Benches will be predominantly double sided.

3. LED Dental Light, Simulator Mount- Quantity 110- A high intensity operating lamp mounted to either a dental chair or on an overhead track. The light should be bright, shadow free with white light. The light should be able to rotate on a flexible arm for positioning.

4. Monitor- Quantity 110- The energy efficient monitor screen of medical grade high brightness, mounted from the patient chair or adjacent wall. Surfaces must be chemical safe and resistant to disinfectants.

5. Doctor's Stool- Quantity 110- A five-wheel mobile seat that is comfortable for long procedures, is height adjustable, may or may not have a backrest, has seamless, antimicrobial, and disinfectant cleanable synthetic fabric.

6. Digital Haptic Simulator- Quantity 12- Digital simulator with haptics and 3D graphics simulation, and integrated internet based instructional module. Student interface should include replicate soft and hard tissue and simulate force through feedback technology.

7. Component ETO Core- Quantity 11.

C. X-Ray Units:

1. Intraoral (FMX) X-Ray- Quantity 35- A medical imaging device providing high resolution radiographs of teeth and surrounding bone structure from inside patient mouth.

2. Panoramic, Cephalometric & Cone Beam Computed Tomography (PanCeph / CBCT )- Quantity 11- An advanced extraoral dental imaging device capable of 2D panoramic overviews, side profile skull views and 3D volumetric scans. The system should be multi-functional, provide low dose radiation and higher resolution and meet all of the imaging needs across all dental specialties.

3. Intra-Oral Scanner- Quantity 15- Devices used in scanning patient mouth/teeth so that it can produce crowns and other dental appliances with our 3D printer.

4. 3D Printing System- Quantity 10- The system should be a fully automated system that allows continuously printing without human intervention. Both wet/dry capabilities milling items to include plastic PMMA, wax, lithium desilicated, porcelain, zirconia, titanium and cr-co alloy.

5. Dental X-Ray Chair- Quantity 11- A specialized, seat used for patient examinations and radiography. The chair should have an adjustable headrest, reclining backrest, swivel and locking base.

D. Operating Room:

1. Operating Room Lighting- Quantity 2- A dual head operating room LED lighting unit with articulating arms and accessories. Provides consistent light intensity, integrated high-definition video camera, and supports laminar airflow in a surgical space. Accessories to include flat panel monitor and arm, drop tubes, and all necessary mounting columns, booms, and components.

2. Surgical Table- Quantity 2- A specialized, adjustable table used to support and position patients during operation. The table should have a floor mounted electro - hydraulic operable column. The tabletop should be adjustable, tilting with a dense foam mattress pad and side rails. Table should have a 1200 lb. weight capacity.

3. Anesthesia Machine- Quantity 8 - Device used to generate and deliver a continuous, precise mixture of medical gases to include: oxygen, nitrous oxide, and medical air, and volatile anesthetic vapors to a patient. The device will include all necessary flowmeters, vaporizers, and common gas outlets with the ability to mix gases safely and scavenging system to remove waste anesthetic gases.

4. Reprocessing Sink- Quantity 4- A height adjustable counter and backsplash for accessories. Wash bays, air and water pistols, tips, and holders. multiple water faucets for pre-rinse and faucet, and treated water faucet.

5. Sonic Irrigator- Quantity 2- Free standing sonic irrigator and ultrasonic cleaner for sterile processing.

6. Single Chamber Washer / Disinfector- Quantity 4- Automated decontamination unit for healthcare. The system will clean and thermally disinfect reusable surgical instruments, utensils, and trays using steam. The unit shall comply with ANSI/AAMI ST 15883-2 and ISO 15883-2 standards. System will include all necessary parts and accessories for installation.

7. Carts and Trays- Quantity 8- Stainless steel carts that dock and transfer to chamber washers. Racks to be 5-level manifold racks or similar.

8. Cart and Utensil Washer/Disinfector- Quantity 1- A high-capacity institutional mechanical washer/disinfector for sterile processing dental instruments. Capable of high-volume throughput. HEPA filtered forced air drying. Provide all necessary parts and accessories for installation and operation.

9. Cart Washer Container Rack - Quantity 4- A stainless steel specialized medical-grade accessory for use in automated washer-disinfectors.

10. Pass Through Windows- Quantity 1- Stainless steel motorized or manual cleanroom compatible transfer units.

11. Prep & Pack Tables- Quantity 4- Stainless steel tables with task drawers and magnification lights.

12. Sterilizer - Quantity 1- A vaporized hydrogen peroxide (VHP) sterilizer designed to safely process heat and moisture sensitive surgical instruments, scopes, and 3D printed medical devices. Include all necessary accessories and components such as biological indicator, incubator, and chemical indicator.

13. Steam Sterilizer- Quantity 3- Stainless steel high throughput, autoclave with rectangular chamber. automated vertical sliding door, pre-vacuum and gravity cycles. Capable of processing 25-lb trays. Include options for low water usage.

E. Casework:

1. Central Consoles- Quantity 330- Modular casework, a treatment cabinet set between two open operatories. To include a sink and other utilities such as air, water, and electrical as required. Includes cabinet space for supplies and other tools and devices accessible to both spaces.

2. Side Console Cabinets- Quantity 330- Modular casework, wall mounted cabinet space to include a sink and other utilities such as air, water, and electrical as required. Includes space for supplies and supports a work surface.

3. Mobile Dental Storage Carts - Quantity 330- A rolling cabinet for supplies and PPE with locking drawers and swivel casters.

4. 12 O'clock Dental Cabinets and Treatment Consoles- Quantity 330- A free standing or wall anchored cabinet set directly behind the dental chair, it serves as a central storage and delivery hub in the dental operatory. May house utilities, storage, and a computer monitor.

5. X-Ray Simulation Cabinets- Quantity 8- Cabinets should contain high frequency Xray tube heads and accessories within a lead lined cabinet.

F. Goods:

1. Student Dental Kits- Quantity 250

2. Digital Dental Equipment and Maintenance Services- Quantity 12

3. Digital Dental Supplies- Quantity 100

G. Custom Prosthetic Products:

1. Custom Abutments. Quantity 200

2. Surgical Guides. Quantity 200

3. Dental Blocks and Burs. Quantity 400

H. Services:

1. Digital Dental Services.

2. Maintenance Services.

3. Installation & Labor & Training.

4. Blanket Wrap Service.

VI. CONTENT/FORMAT OF PROPOSAL

Firms must complete and submit the attached RFP Open Enrollment Response Form.. The Master Agreement (see attached Draft Master Agreement) and the RFP Open Enrollment Response Form will govern any potential purchases from the Firm.

VII. CONFIDENTIAL / PROPRIETARY DATA AND INFORMATION

IMPORTANT: Pursuant to § 34 (F) of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth (Governing Rules), VCU may withhold confidential information identified as proprietary or as a trade secret, submitted by a Firm in connection with a procurement transaction only if, prior to or at the time of submission of such information, the Firm invokes the protections of Governing Rules § 34 (F), identifies the information to be protected, and states the reasons why protection is necessary. To this end, when submitting responses containing such information, the Firms must:

Clearly denote on the cover page of your proposal if your proposal contains proprietary information.

Include as the first section of the proposal a written notice that identifies by section and page number the information to be protected, as well as specific reasons why protection is necessary.

Clearly denote by some distinct method, such as highlighting or underlining, the words, figures or paragraphs within the proposal identified in the written notice.

Failure to follow these instructions shall result in Firm’s full proposal being subject to public disclosure.

PLEASE NOTE: Firms may not request that its entire proposal, pricing, fees or total proposal cost be treated as trade secrets, proprietary or confidential information. The classification of an entire

Proposal document, or line-item prices, or total Proposal prices as proprietary or trade secrets is not acceptable and, if Firm does not promptly agree to withdraw this classification following submission, shall result in rejection and return of proposal.

This requirement, Confidential/ Proprietary Data and Information, shall apply to all documents submitted by the Firm throughout the duration of any negotiations, agreements, renewals, and extensions resulting from this solicitation.

VIII. SUBMISSION OF PROPOSALS

A. Proposals must be submitted electronically via Smartsheet (link on cover sheet) by the due date and time specified. Late submissions, per the Smartsheet timestamp, may be rejected.

No paper, facsimile, hand-delivered, or eVA submissions will be accepted. Smartsheet is the sole submission method. Firms are responsible for ensuring timely delivery. Consider submitting at least one day early to account for potential technical delays. Note: eVA may indicate "paper responses only" due to system constraints—disregard this and use

Smartsheet exclusively.

B. When submitting via Smartsheet, individual file sizes are limited to 30 MB. This form allows for a total of 250 MB in attachments per form submission. Acceptable file formats: .pdf, .docx, .pptx, .xlsx, .jpg, .png, .gif.

C. By selecting “Send me a copy of my responses” within the Smartsheet form, you will receive a receipt. Please keep this receipt for your records. If you do not believe you received a receipt, please first check your spam folder. If you have questions regarding a receipt or, lack thereof, please direct inquires to the buyer listed on the page one cover sheet of this

RFP.

IX. EVALUATION CRITERIA

Proposals will be evaluated based upon the information provided in the Firm’s proposal in response to this RFP. The Firm’s failure to accept all the terms, conditions, and specifications of this RFP may result in rejection of their proposal.

X. GENERAL INFORMATION

A. PURCHASING MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and their Vendors and any revisions thereto, which are hereby incorporated into this agreement in their entirety.

A copy of the manual is available for review at the purchasing office. In addition, the manual may be accessed electronically at https://vascupp.org/sites/vascupp/files/2020- 09/hem.pdf.

B. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Firms certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Firm, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

C. DEBARMENT STATUS: By submitting their proposals, Firms certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on agreements for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

D. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Firms to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article, which VCU, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Firm is responsible for clearly and specifically identifying the product being offered and to provide sufficient descriptive literature, catalog cuts, and technical detail to enable VCU to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Unless the Firm clearly indicates in its proposal that the product offered is an "equal" product, such proposal will be considered to offer the brand name product referenced in the solicitation.

E. AWARD: Upon the award or the announcement of the decision to award an agreement as a result of this solicitation, the University will publicly post such notice electronically at http://www.eva.virginia.gov for a minimum of 10 days. VCU reserves the right to award to multiple Firms as a result of this solicitation.

F. NONDISCRIMINATION OF CONTRACTORS: A Firm, or contractor, shall not be discriminated against in the solicitation or award of this agreement because of race, religion, color, sex, national origin, age, disability, or against faith-based organizations or any other basis prohibited by state law relating to discrimination in employment. If the award of this agreement is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this agreement objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of the objection, access to equivalent goods, services, or disbursements from an alternative provider.

As applicable, federal law requires compliance with the following for all federal government agreements:

1. 41 CFR § 60-1.4 Equal Opportunity Clause prohibiting discrimination on the basis of race, color, religion, sex, or national origin.

2. 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of disability 60-741.5(a) and protected veteran status 41 CFR 60-300.5(a), and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities and qualified protected veterans.

XI. ATTACHMENTS

RFP Open Enrollment Response Form

DRAFT Master Agreement