Project Title: Dental Health Lab Services on a Requirements Basis
Project #: RFP-34-2019
Issued by: Multnomah County view agency website
Publish Date: 8/10/2018
Due Date: 9/12/2018

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Description

PRE-PROPOSAL CONFERENCE: There will be a pre-proposal conference for this sourcing event on August 16, 2018, 8:30am at 501 SE Hawthorne Blvd, First Floor, Room 126 along with instructions how to do business with Multnomah County's new Multco Marketplace Supplier Portal: https://multco.us/purchasing/multco-marketplace-supplier-portal Attendance is: Optional SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEW The Multnomah County Department of Health Dental Program is seeking Proposers from whom it may purchase Dental Laboratory Services. Services are to assist our dental clinics and locations throughout Multnomah County.INTRODUCTION AND PROGRAM HISTORY The Multnomah County Health Department (MCHD) is Oregon’s largest public health department and has provided health services to low-income county residents since 1860. As part of array of services, MCHD operates 10 dental clinics in various settings, including schools and correction facilities. Our services include providing preventive, routine and urgent care; coordinating referrals to specialty and urgent dental appointments; promoting oral health and prevention; and improving access to dental services.This RFP has been designed to meet our needs based on our experience with various vendors in the past. We prefer vendors who can provide dental lab services locally with trained, local professionals.GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS Our goal for this process is to have a long-term relationship with a qualified vendor who can provide quality Dental Appliances and a timely turnaround for these appliances. We prefer a vendor that can also provide adequate customer service from the initial request for lab services through invoicing/billing.The Dental Program is a part of the Integrated Clinical Services which provides quality health services for people who experience barriers to accessing care.  The Dental Program works with many community partners serving underserved populations in Multnomah County to ensure access to dental services including providing education, prevention and dental treatment.TARGET POPULATION SERVED  Our ten (10) dental clinics (including Corrections Health) serve a diverse patient population throughout Multnomah County. Our patients are both insured and uninsured/self-pay. Our insured patients are typically covered through Medicaid.GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS The County operates dental clinics at the following locations. These sites shall be included in the contract agreement. East County Dental Clinic600 NE 8th Avenue, Gresham, OR 97030Hours: Monday- Friday, 7:30a.m. to 6:30p.m.Mid-County Dental Clinic12710 SE Division Street, Portland, 97236Hours: Monday- Saturday, 7:30 a.m. to 6:30 p.m.Northeast Dental Clinic5329 NE MLK, Jr. Blvd., Portland, OR 97211Hours: Monday- Friday, 7:30 a.m. to 6:30 p.m.Southeast Dental Clinic3653 SE 34th Avenue, Portland, OR 97202Hours: Monday- Friday, 7:30 a.m. to 6:30 p.m.Rockwood Community Health Clinic2020 SE 182nd Avenue, Gresham, OR 97233Hours: Monday- Thursday, 7:30 a.m. to 6:30 p.m.Billi Odegaard Dental Clinic33 NW Broadway, 3rd Floor, Portland, OR 97209Hours: Monday- Friday, 7:30 a.m. to 6:30 p.m.Multnomah County reserves the right to change service delivery sites throughout the contract period. New sites may be added and/or others may be deleted. There shall be no change in cost for delivery site additions or deletions. Closing or deletion of any such sites shall not change contractor’s obligations to provide services described herein to all remaining or added County sites. Contractor may be requested to provide Dental Laboratory Services at a school within Multnomah County.FUNDINGThe funding source of this contract is a combination of clinic revenue, grants, and Multnomah County General Fund. Services will be provided on an as needed basis.  Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending of availability of funding.MATCH REQUIREMENTSNot applicable to this solicitation.SCOPE OF SERVICES Contractor Services are to include the fabrication of Full Metal Crowns; Porcelain to Metal Crowns; Upper and Lower Temporary (flipper) Partials; Upper and Lower Complete Dentures; Upper and Lower Cast Metal Partials; Hard and Soft relines; Denture repairs; Bruxing Appliances; Fixed and Removable Space Maintainers.Contractor Responsibilities are to include Pouring of Models (if necessary), Mounting and Articulation Models, Custom Trays, Die Trim, Fabrication of Bite Rims, Setting and Finishing Full and Partial Dentures, Providing Custom Shading (if necessary)Materials:Contractor must indicate the type of plastic teeth used and identify the precious metal used for fixed prosthetics on each lab invoice.  Contractor should provide a shade guide (or specification to obtain one) upon request.The use of toxic chemicals in the manufacture of prosthetics should be limited to the minimum and their proper disposal must be ensuredPick Up and Delivery:Clinic locations may be added or deleted at any time.  Clinics will contact contractor for pick-up on an as needed basis. Denture repairs and/or special pick-up requests will be initiated by individual dental clinics.In accordance with County sustainability practices. contractor shall not leave vehicles idling while parked for pickup and delivery of items, Contractor is encouraged to collaborate with the County and other entities utilizing this contract through cooperative purchasing arrangements on ways to reduce fossil fuel usage when providing pickup and delivery services. Steps to improve fuel efficiency may include use of alternative fuels, use of vehicles with higher fuel efficiency, and optimization of schedules to maximize fuel efficiency.Turnaround Time: Contractor will provide a five (5) day turn around for complete and partial denture services. Contractor will provide a ten (10) day turn around for crown and bridge services Contractor will provide same day denture repair, unless agreement is made to extend, with extension not to exceed three (3) days. FISCAL REQUIREMENTS AND REPORTINGNot applicable to this solicitation.PERFORMANCE MEASURES/PERFORMANCE CONTRACTINGThe Contractor will provide consistent high quality workmanship in the fabrication of fixed and removable prosthetics. If there is any question about appropriateness of design or impression quality, the Contractor will contact the dentist at the clinic site directly to discuss options. If contact is not made and the appliance has to be remade, it will be at the expense of the Contractor.The following will be used to measure contract performance: Completed lab cases will be delivered on time 90% of the time to accommodate for unforeseen circumstances, severe weather, etc. Invoices will be 100% accurate and reflect agreed upon pricing and materials. Any pricing changes must be requested in advance, in accordance with contract amendment procedures. All complaints will be addressed in a timely, professional manner. Recurring or significant complaints from dentists will be tracked by Multnomah County and may lead to contract cancellation. It is expected that good faith efforts will lead to satisfactory resolution of any and all complaints. CONTRACT NEGOTIATIONThe County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.CONTRACT AWARD  Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM  The contract term shall be one (1) year. The County shall have the option to renew this contract for four (4) additional one (1) year period(s).  The contract start date is estimated to be approximately November 1, 2018.COMPENSATION AND METHOD OF PAYMENT  Payment will be made within 30 days of submission of reconciled, itemized invoices of services that include date, costs of services, clients name and documentation of authorized site designee. It is highly recommended that payments can be accepted by electronic fund transfer.COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.INSURANCE REQUIREMENTS  The Proposer awarded a Contract as a result of this RFP will be required to provide the insurance described in Exhibit 2 of the attached Multnomah County Services Contract. JOINT PROPOSALS  Not applicable to this solicitation. MULTIPLE OR ALTERNATE PROPOSALS  Multiple or alternate proposals shall not be accepted unless specifically provided for in this section. In the event alternate proposals are not accepted and a proposer submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the proposer. MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. 

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About Multnomah County

Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

If you'd like to know more about our MWESB outreach programs, please visit https://multco.us/purchasing/minority-women-and-emerging-small-business.

You can find the authoritative listing for procurement opportunities on our Bids and Opportunities webpage, https://multco.us/purchasing/bids-proposal-opportunities.

If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

  1. First, read over the opportunity description.
  2. Next, go to the Multnomah County Bids and Opportunities page for this specific solicitation: https://solutions.sciquest.com/apps/Router/ViewSourcingEvent?AuthToken=0%3AAES2%23CNhT5A5CQiHhP2v9ZjBvlnnOdk4wveJRfRyJsBC9YVU%2BPuT%2BvbLlXGW4R8jAYoIr%2FkiwnAnWkLkMLoPKd5wyeURGm2ZKUOaqss9hRxsi7ik06ht3kmNMnhOSLQ%2BrIVAKJdMTbZ5%2B3pMDQ9figYTfwVjBwHUmjXSZVA%3D%3D&tmstmp=1534489900583
  3. Please review all of our solicitation documents carefully, to ensure that the opportunity is is a good fit for your firm!
  4. Register for the solicitation here. This will ensure you receive any addenda or updates that we may post from time to time.
  5. That's it! You'll receive an email confirming your interest. If you have questions, please contact the Purchasing Contact assigned to the project, or visit our Contact Us page.

Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.