Dental Supplies, Equipment and Related Services

Agency: State Government of Connecticut
State: Connecticut
Level of Government: State & Local
Category:
  • 65 - Medical, Dental, and Veterinary Equipment and Supplies
  • Q - Medical Services
Opps ID: NBD00170052365697047
Posted Date: Sep 15, 2020
Due Date: Oct 29, 2020
Solicitation No: 683451
Source: Members Only
Organization University of Connecticut
Project/Solicitation # 683451
Solicitation Type Request for Proposal
Due Date 10/29/2020
Includes SBE/MBE Requirements NO
Qualified Partnership NO
Summary Dental Supplies, Equipment and Related Services
Contact Name Christine Belzer
E-Mail cbelzer@eandi.org
Phone (631) 630-8217
FAX
WebSite https://www.eandi.org/contract-finder/rfp-development/
Additional Description This is an E&I Cooperative Services RFP. Responses must be submitted through Jaggaer on our website. https://www.eandi.org/contract-finder/rfp-development/
Documents

Attachment Preview

E&I RFP # 683451
Dental Supplies, Equipment and Related Services
Table of Contents
1. General Overview ................................................................................................................. 2
Description of Cooperative....................................................................................................................................................... 2
Purpose and Intent of the Request for Proposal (RFP) ............................................................................................................. 2
Market Opportunity .................................................................................................................................................................. 2
Member Participation ............................................................................................................................................................... 2
2. Standard RFP Provisions ...................................................................................................... 3
Definitions ................................................................................................................................................................................ 3
Term ......................................................................................................................................................................................... 4
Sole Point of Contact................................................................................................................................................................ 4
Evaluation Process ................................................................................................................................................................... 4
Evaluation Criteria ................................................................................................................................................................... 5
Terms and Conditions of Agreement........................................................................................................................................ 6
Protest Procedures .................................................................................................................................................................... 6
3. Proposal Response Requirements ......................................................................................... 8
Tentative Schedule of Events ................................................................................................................................................... 8
Proposal Submission ................................................................................................................................................................ 8
Upload Instructions and Recommendations ............................................................................................................................. 9
Respondent Questions .............................................................................................................................................................. 9
Rights Reserved by E&I and Restrictions on RFP Process .................................................................................................... 10
4. Scope of Products and Services .......................................................................................... 11
Product Categories and Services ............................................................................................................................................ 11
No Exclusions......................................................................................................................................................................... 11
5. Supplier Performance Expectations....................................................................................12
Report of Sales ....................................................................................................................................................................... 12
Contract Administrative Fee (CAF) ....................................................................................................................................... 12
Effect on Termination............................................................................................................................................................. 12
Agreement Audit .................................................................................................................................................................... 12
Marketing and Sales Responsibilities – E&I .......................................................................................................................... 13
Marketing and Sales Responsibilities – Supplier and E&I ..................................................................................................... 13
Marketing and Sales Responsibilities – Supplier ................................................................................................................... 13
Supplier Commitment ............................................................................................................................................................ 14
6. Master Agreement Template .............................................................................................. 15
E&I Cooperative Services, Inc.
Request for Proposal 683451
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E&I RFP # 683451
Dental Supplies, Equipment and Related Services
1. General Overview
Description of Cooperative
Educational & Institutional Cooperative Services, Inc. (E&I) is a member owned New York non-profit corporation established
in 1934 and is governed by a Board of Directors. The Board of Directors is a group of professionals who are elected by the
E&I Membership. The Board provides oversight to ensure the Members’ needs are addressed and met. Our Membership is
comprised of public and private universities and colleges, community colleges, other affiliated members, K-12, and teaching
healthcare facilities throughout the United States.
Our mission is to assist our members in creating supply-chain efficiencies, lowering costs and reducing risks by collaborating
with our members, suppliers and strategic partners. We deliver exceptional value to higher education, K-12 and related
communities by making it easy for them to access high-quality contracts, strategic sourcing expertise, insights and unrivaled
customer service.
Purpose and Intent of the Request for Proposal (RFP)
The purpose of this RFP is to establish a cost-effective Master Agreement (“Agreement”) for Dental Supplies, Equipment and
Related Services which complies with our Member procurement requirements and will provide E&I Members a procurement
vehicle to acquire the products and/or services outlined within this RFP. All E&I Members will be eligible to participate in the
resulting agreement.
Products and/or services considered for award shall equal or exceed the quality level of industry standards as defined within
this RFP and shall comply with all applicable federal, state, and local technical, environmental, and performance standards and
specifications.
The awarded Respondent(s) is/are expected to be the manufacturer or a fully authorized dealer/distributor for any of the
manufacturers it proposes. The Respondent and its distributors must be able to provide service and timely deliveries to all
Members and campuses. Direct involvement by the awarded Respondent may be necessary to assist Members in understanding
the different types of products/services available and in selecting the best solution to fit their needs.
E&I is committed to utilizing purchasing and business practices in accordance with the National Association of Educational
Procurement Code of Ethics. The primary goals and objectives of E&I are to: (1) assist our Members to obtain the absolute
lowest cost and best value that exceeds other public sector consortia agreements, (2) establish a strategic sourcing partnership
with any selected manufacturer(s) and authorized dealers, and (3) enhance our position as the premier Procurement Cooperative
for Education.
Market Opportunity
By satisfying the above Member needs, the Cooperative anticipates significant Member purchases to be recorded against the
resulting Agreement(s). The Cooperative currently has more than 5,000 Members, comprised of roughly 50% public and 50%
private. K-12 school districts, academic healthcare and research institutions are eligible for membership in E&I. The
Cooperative’s expectations are a substantial opportunity for growth (in terms of Member purchases) with competitively
awarded Agreement(s) in these markets. There is also interest in utilizing the potential contract by the Participating Oregon
Community Colleges (POCC).
Member Participation
Once the awarded Respondent has been established and the Agreement finalized, individual E&I Members (in some situations
Member departments) will review the awarded Respondent’s program and determine their individual participation. See Section
B43 of E&I’s Master Agreement Template General Terms and Conditions for specific details on how members participate in
awarded Respondent’s program. The awarded Respondent’s program includes the Agreement along with additional supporting
materials (if any) developed by the awarded Respondent.
Upon award of a Master Agreement from this RFP, the Respondent shall be provided an electronic file listing of E&I Members.
Updated versions will be sent as needed. E&I will post the awarded Respondent’s program on the E&I internal web site which
is password protected and only available to E&I Members.
E&I Cooperative Services, Inc.
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E&I RFP # 683451
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2. Standard RFP Provisions
Definitions
The following are the definitions of general terms used in this RFP.
DAYS: All days specified are based on calendar days unless otherwise noted.
EDUCATION: The combination of Higher Education and K-12.
GO TO MARKET: Strategy or action plan specifying how the Respondent will utilize its inside and outside resources (e.g.
sales force and distributors, marketing initiatives, etc.) to deliver its products and/or services to the Education market
through an E&I contract.
Contract Region Key
Northeast
Mid-Atlantic
Southeast
Central
Great Lakes
Western
States
CT, MA, ME, NH, NY, RI, VT
DC, DE, MD, NJ, PA, VA, WV
AL, FL, GA, KY, MS, NC, SC, TN
AR, IA, KS, LA, MN, MO, ND, NE, OK, SD, TX
IL, IN, MI, OH, WI
AK, AZ, CA, CO, HI, ID, MT, NM, NV, OR, UT, WA, WY
GREATEST BENEFIT: The decision for award will be based on an overall combination of variables such as quality, price
and various elements of required service that in total are optimal relative to the needs of the E&I Membership.
HIGHER EDUCATION: All Universities, Colleges, Healthcare Facilities (private and public), i.e., Associate, Bachelor,
Master, and/or PhD in the United States, that provide for advanced learning and/or grant degrees. These Universities,
Colleges and Healthcare Facilities may or may not be members of E&I.
HUBS: Historically Underutilized Businesses e.g., minority, women-owned businesses (for the State of Texas, Certified HUBS
within the State of Texas).
K-12: All School Systems and Districts (private and public) in the United States that provide education for students in
Kindergarten through 12th Grade. These School Systems and Districts may or may not be members of E&I.
MANUFACTURER: Indicates an entity that makes the products from raw materials outlined in this RFP, all of its agents, and
employees.
MAY: Indicates something that is not mandatory but permissible/desirable.
MEMBERS: Includes Institutions, Universities, Colleges (private and public) and K-12 schools that are listed in the E&I
record.
MONTH END: Shall mean the last calendar day of each month.
MOST RESPONSIBLE: A Respondent whose reputation, past performance, and business and financial capabilities are such
that the Respondent would be deemed most capable of satisfying Member needs for a specific contract.
MUST, SHALL, WILL: The words “shall,” “must,” or “will” are equivalent and indicate mandatory requirements or
conditions. E&I will not waive Responder’s material deviation from any of the mandatory requirements.
MWBE: Minority, Woman-owned Business Enterprises.
NATIONAL AGREEMENT: E&I awards an Agreement which is available throughout the United States (including Alaska
and Hawaii).
REGIONAL AGREEMENT: E&I may elect to award an Agreement by Geographical Areas of the United States. See table
below for geographic breakdown:
RESPONDENT: Entity who submits a proposal to an RFP.
RESPONSIBLE: A Respondent is responsible if they are capable or qualified to perform the work.
RESPONSIVE: A proposal is responsive if it meets all of the requirements of the RFP.
SHALL, MUST, WILL: Indicates a mandatory requirement(s) that must be addressed. Failure to address these mandatory
requirements will result in rejection of your proposal as non-responsive. E&I may, but is not required to, reserve the right
to request additional information.
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SHOULD: Indicates something that is recommended but not mandatory. If the Respondent fails to provide recommended
information, E&I may, at its sole option, ask the Respondent to provide the information or evaluate the proposal without
the information.
SOLE POINT OF CONTACT: The Contract Manager or designee to whom Respondents shall address any questions regarding
the solicitation or award process. The sole point of contact shall be the arbitrator of any dispute concerning performance
of the Contract.
SUCCESSFUL RESPONDENT: The Respondent(s) or individual(s) who are the recommended recipient(s) of the award of a
contract under this RFP (also synonymous with “Payee,” “Offeror,” “Contractor,” “Vendor,” “Supplier,” and “Business
Partner”). If a Respondent is a manufacturer, its certified dealers and resellers may also furnish products under the Contract;
in choosing to do so, the dealers and resellers agree to honor the Contract and the term “contractor” shall be deemed to
refer to them. Unless awarded the Contract as a direct Respondent, however, dealers and resellers are not parties to the
Contract, and the Respondent that certifies them shall be responsible for their actions and omissions.
SUPPLIER: Indicates an entity that distributes/furnishes the products and or services of a company, all of its agents, and
employees. For the purposes of this RFP, the terms Supplier and Respondent may be used interchangeably.
Term
The Agreement term will be for five (5) years with the option of one five (5)-year renewal. Exercise of any renewal will require
formal written notification and mutual agreement between E&I and Respondent at least one (1) year prior to Agreement
expiration.
If this RFP results in an Agreement, a hold-over clause may be invoked by the E&I member on a month by month or year by
year basis as per the agreement between the member and Respondent utilizing the same terms and conditions as listed in
Agreement between the awarded Respondent and E&I.
Sole Point of Contact
Christine Belzer
Contract Manager, Research & Academic Healthcare
Educational and Institutional Cooperative Services, Inc.
2 Jericho Plaza, Suite 309
Jericho, New York, 11753-1671
Voice: 631-630-8217
E-Mail: cbelzer@eandi.org
Respondents to this RFP or persons acting on their behalf shall not contact any E&I employee, officer, or agent; any
E&I Board of Directors; or any E&I Member concerning any aspect of this RFP, except in writing to the Sole Point of
Contact or the Vice President, Strategic Sourcing & Contract Management, from the date of release of this RFP through
the official award date. Violation of this provision may be grounds for rejecting a proposal response. See Section 3.4 on how
to submit questions.
Evaluation Process
Any contract(s) resulting from this Request for Proposal will be awarded in writing to responsive and responsible Respondents
whose proposal, in the opinion of the evaluation team, offers the greatest benefit to our members when considering the total
value including the quality, service levels, customer service and total cost (including any trade, prompt payment discounts, and
other miscellaneous charges).
All proposals should be complete to be considered responsive. If the proposal fails to conform to the requirements of the RFP,
E&I and/or the RFP evaluation team will determine whether the variance is significant enough to consider the proposal.
The evaluation team conducts its evaluation in two stages: 1.) Technical Evaluation (all evaluation criteria excluding pricing)
2.) Pricing Evaluation. Each stage is independent of the other, and the evaluation team will not evaluate the pricing nor will
they be privy to the pricing until the technical evaluation is complete.
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As part of the evaluation process, E&I may require a demonstration/presentation before the award is made and the
demonstration/presentation may be considered as an additional factor in award. Selected Respondent(s) shall be given a script
and/or instruction for the presentation in order to provide the evaluation team further insight regarding their proposal and to
clarify any issues. Failure of a Respondent to conduct a presentation on the date scheduled may result in rejection of the
Respondent’s proposal. In addition, E&I may decide to make site visits, as needed, during the evaluation process which shall
be coordinated with the respective Respondent(s).
Evaluation Criteria
The RFP evaluation team will review and evaluate RFP responses according to the following weighted criteria based on a total
of 100 points.
CRITERIA
TECHNICAL EVALUATION
Adherence to Terms & Conditions/RFP Specifications
RFP closely aligns with Members’ institutional policies, federal, state, and local legal and regulatory
requirements and policies
o Form Certifications
Acknowledgment and acceptance of Terms and Conditions
o RFP – Standard Provisions / Proposal Response Requirements
o Execution of Offer
o Master Agreement Template
Response to Specifications
o Scope of Products and Services
o Supplier Performance Expectations
Points
20
Respondent’s Capabilities
Order Placement/Payment
Delivery/Installation
Service, Support, Product Warranty and Maintenance
Administration, i.e. Reporting Capabilities
On-Line/Technological Capabilities, including electronic ordering, E-commerce, procurement cards,
20
billing and access to Respondent’s electronic catalogs
Environmentally sustainable products and solutions
Supplier Diversity, including Historically Underutilized Businesses (HUBs), Minority and Woman-
Owned Business Enterprises (MWBEs) and Small Business Enterprises as defined by the Small
Business Administration (SBA)
Breadth and Quality of Products/Services
15
Respondent’s Qualifications
Financial Stability
References
5
Experience and Past Performance
Added Value Solutions/Incentives and other information as deemed relevant by E&I
5
PRICING EVALUATION
Pricing
Pricing and Terms that provide for increased discounts and lower overall cost
35
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