State of Ohio
Department of Mental Health
and Addiction Services
REQUEST FOR PROPOSAL
Open Market Opportunity
Page 1 of 8
The original signed document must be submitted to receive
consideration for award.
PROPOSAL NUMBER: MHA17342
PROPOSAL DATE: 5/12/2020
PROPOSAL DUE: 5/26/2020 by 2:00 p.m.
Attn: Ohio Department of Mental Health and Addiction Services
STREET ADDRESS ☐Check if remit address is different and list on separate sheet
TOLL FREE NO.
CONTRACTOR’S E-MAIL ADDRESS
SELECT YOUR PREFERRED METHOD OF RECEIVING PURCHASE ORDERS AND ENTER THE E-MAIL OR FAX NUMBER INFORMATION (ONLY SELECT ONE METHOD)
In addition to the standard terms for payment, the payment terms for state agency(ies) will be 2%,10 Days, Net 30 Days unless
otherwise stated in the following space. If no discount is offered, bidder should provide terms
OH Dept. of MH & Addiction Svcs
OH Dept. of MH & Addiction Svcs
DELIVERY OFFERED (IF DIFFERENT)
MBE SET ASIDE IN ACCORDANCE WITH ORC 125.081
OhioMHAS competitive opportunity proposals are posted fourteen (14) business days in an Ohio Certified “MBE” Sheltered Market, if no
qualified proposals are received by the 2pm deadline, the Sheltered Market opportunity will be closed and the competitive opportunity
proposal will be reposted for fourteen (14) business days in an Open Market.
THIS REQUEST IS FOR:
Dental Clinic Services
TIME OF PERFORMANCE: This contract will become effective on 7/1/2020, or the date of the signature by the State of Ohio on
this contract, whichever is later. This contract shall remain in effect until 6/30/2021, or until terminated as provided in this
The original signed request must be submitted to the Department of Mental Health and Addiction Services by 2 o'clock p.m.
on the above listed opening date to receive consideration for award.
Submission of Proposal
Electronic bids must be sent to OhioMHASBidOpportunity@mha.ohio.gov. All attachments included in the posting
opportunity MUST be submitted with proposal. Original bid may be sent via U.S. mail Attn: Quan Howell. The bid number
must be clearly marked on the sealed envelope.
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INQUIRIES: All inquiries should be submitted a minimum of two (2) working days prior to the opening date through the Procurement
website, www.procure.ohio.gov. Click “Find it Fast,” select “Doc/Bid/Schedule#” in Step 1, enter the Bid/Quote Number in Step 2, click “Find
it Fast.” The “Submit Inquiry” button is at the bottom of the Opportunity Detail page. Bidders will not receive a personalized e-mail response
to their question, nor will they receive notification when the question is answered. Responses may be viewed by clicking the “View Q & A”
button located beneath the “Submit Inquiry” button. You may also access all open opportunity postings via the MHAS Website at
http://mha.ohio.gov/Default.aspx?tabid=725. The website provides a link directly to www.procure.ohi.gov.
The Ohio Department of Mental Health and Addiction Services, Northcoast Behavioral Healthcare, located
in Summit County, Ohio, is currently negotiating a personal service contract for in-house dental services
within our mental health facility. This invitation to Bid will cover services beginning July 1, 2020 through
June 30, 2021 but is subject to change at the discretion of Northcoast Behavioral Healthcare. This contract is
for: In-House Dental Services
Scope of Work
A. All services will be provided on the grounds of Northcoast Behavioral Healthcare to mentally ill patients in
an in-patient setting. The vendor shall provide all necessary dental equipment, instruments and dental
supplies for each visit. The vendor will certify and provide documentation that all appropriate staff is duly
licensed dentists or dental hygienists through the Ohio State Dental Board and remain as such during the
duration of this contract.
Northcoast Behavioral Healthcare shall provide the contractor with adequate, cleared and sanitary space to set
up dental equipment in order to provide treatment. Adequate space shall include access to water and electricity.
The Northcoast QA/PI department will monitor the clinical performance of the quality of dental services
provided on a quarterly basis and collaborate with the Office of the Chief Clinical Officer. The vendor will be
responsible for continuously monitoring the quality of services and outcomes of services provided. Such
findings will be reported and communicated to the facility contact person on a regularly established basis.
All medical equipment will meet the requirements for all Joint Commission and CMS Hospital Accreditation
Standards. All radiology equipment, operators and facilities will meet the standards and licensure as prescribed
by the Ohio Department of Health & Addiction Services. A licensed biomedical equipment technician or
testing firm will insect, test and attach appropriate labeling to all medical equipment before it is placed in
service on Northcoast Behavioral Healthcare grounds and thereafter on a semi-annual basis each calendar year.
All reusable dental instruments brought into Northcoast Behavioral Healthcare will have accompanying
sterilization cycle and spore testing documentation showing successful sterilization.
Dental Services shall include
• Routine examinations
• Prophylaxis (cleaning)
• Amalgam and composite restorations (fillings)
• Simple extractions
• Complete and partial dentures, including necessary repairs and relining
• Other necessary services within the scope of the staff dentists *
* Based upon the acute and immediate nature of the dental needs and the physical and mental
condition of the patient.
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Evaluation of Proposals and Award of Contract
Proposals will be scored and point values given by ODMHAS Northcoast Behavioral Healthcare based on
the following criteria.
Valid Ohio Licensure
Dentists are licensed by the Ohio State Dental
Proof of Insurance (liability & workers
Rating ( 0 – 4)
16 (possible) per
Knowledge and Experience
Weight Rating Score
Experience with working with patients whose
primary diagnosis is severe and persistent mental
History of successfully managing state or federal
Dental Services are performed on site
Vendor can provide all necessary equipment and
supplies to perform on-site dental services
Documentation is provided to show equipment
Contractor is providing pricing comparable to
Total Technical Score
Weight Rating Score
Weight Rating Score
16 (possible) per
12 (possible) per
16 (possible) per
12 ( possible)
per line criteria
PRICE SCHEDULE (if applicable)
• service rate for each service type performed
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INSTRUCTIONS, TERMS AND CONDITIONS
I-1. Bids are a Public Record. Once bids have been opened they may be considered public record as defined in Ohio Revised Code
(“O.R.C.”) Section 149.43 and are subject to inspection and copying. Bidder may request that certain information, such as trade secrets or
proprietary data, be designated as confidential and not considered as public records. Such requests must be accompanied by the statutory
exemption from Ohio’s Public Records Act, Chapter 149 of the O.R.C. Any confidential material shall accompany the bid in a sealed container
marked “confidential”, and shall be readily separable from the bid in order to facilitate public inspection of non-confidential portion. Prices,
makes, models, catalog numbers of items offered, deliveries and terms of payment shall not be considered as confidential. The decision as to
whether or not such trade secrets or proprietary data shall be disclosed at the bid opening rests solely with the State.
I-2. Bids are Firm for 90 Days. Unless stated otherwise, once opened all Bids are irrevocable for ninety (90) days. Beyond ninety (90) days,
bidder will have the option to honor their Bid or make a written request to withdraw their Bid from consideration.
I-3. Bid Preparation. The State of Ohio assumes no responsibility for costs incurred by the Bidder prior to the award of any Contract resulting
from this Bid. Total liability of the State is limited to the terms and conditions of a resulting Contract.
I-4. Suspension and Debarments. The State will not award a contract for supplies or services, funded in whole or in part with Federal funds,
to a person who has been suspended or debarred from doing business with the State of Ohio or who appears on the Federal List of Excluded
Parties Listing System https://www.sam.gov/portal/public/SAM/
I-5. Registration with the Secretary of State. The Bidder certifies that the Bidder is:
(A) an Ohio corporation that is properly registered with the Ohio Secretary of State; or
(B) a foreign corporation, not incorporated under the laws of the State of Ohio, but is registered with the Ohio Secretary of State pursuant to
O.R.C. Sections 1703.01 to 1703.31, as applicable.
Any foreign corporation required to be licensed under O.R.C. Sections 1703.01 to 1703.31, which transacts business in the State of Ohio,
without being so licensed, or when its license has expired or been canceled, shall forfeit not less than $250 nor more than ten thousand dollars.
No officer of a foreign corporation shall transact business in the State of Ohio, if such corporation is required by O.R.C. Sections 1703.01 to
1703.31 to procure and maintain a license, but has not done so. Whoever violates this is guilty of a misdemeanor of the fourth degree.
I-6. Certification Regarding Contract Eligibility With Other Governmental Entities. The Bidder certifies that Bidder has not, within the
last seven (7) years been the subject of any government action to limit the Bidder's right to do business with the government. If the Bidder
cannot so certify, the Bidder must provide a written explanation with the bid response.
I-7. Non-Collusion Certification. The Bidder certifies that he/she is (sole owner, partner, president, secretary, etc.) of the party making the
forgoing bid; that such bid is genuine and not collusive or sham; that bidder has not colluded, conspired or agreed, directly or indirectly, with
any bidder or person, to put in a sham bid; or colluded or conspired to have another not bid and has not in any manner, directly or indirectly,
sought by agreement or collusion, or communication or conference, with any person to fix the bid price of its bid or any other bidder, or to fix
any overhead, profit or cost element of the bid price, or of that of any other bidder, or to secure any advantage against any bidder or any person
or persons interested in the proposed contract and that all statements contained in the bid are true; and further, that the Bidder has not, directly
or indirectly, submitted this bid, or the contents thereof, or divulged any related information or data to any association or to any member or
agent of any association.
I-8. Electronic Commerce Program. The State of Ohio is an active participant in E-Commerce to include Electronic Data Interchange (EDI).
This program will benefit both the State and the Contractor by reducing time delays in receiving invoices and making payments that are
associated with the existing manual processes. The Contractor is encouraged to move toward compliance with electronic commerce
technologies, as this will be the preferred method of doing business with the State of Ohio. Information regarding E-Commerce is available on
the Office of Budget and Management’s website at http://obm.ohio.gov/StateAccounting/edi/default.aspx
I-9. Use of Social Security Numbers as Federal Tax Identification Numbers. The State requires vendors and contractors wishing to do
business with the State to provide their Federal Taxpayer Identification Number to the Department. The Department does this so that it can
perform statutorily required “responsibility” analyses on those vendors and contractors doing business with the State and, under limited
circumstances, for tax reporting purposes. If you are a vendor or contractor using your Social Security Number as your Federal Taxpayer
Identification Number, please be aware that the information you submit is a public record, and the Department may be compelled by Ohio law
to release Federal Taxpayer Identification Numbers as a public record. If you do not want to have your Social Security Number potentially
disclosed as a Federal Taxpayer Identification Number, the Department encourages you to use a separate Employer Identification Number
(EIN) obtained from the United States Internal Revenue Service’s to serve as your Federal Taxpayer Identification Number.
I-10. Expenditure of Public Funds on Offshore Services. The Contractor affirms to have read and understands Executive Order 2011-
12K and shall abide by those requirements in the performance of this Contract. Notwithstanding any other terms of this Contract, the State
reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a
waiver. The State does not waive any other rights and remedies provided the State in this Contract.
The Offeror must complete the attached Contractor/Subcontractor Affirmation and Disclosure form 5.2.8 to abide with Executive Order 2011-
12K affirming no services of the Contractor or its subcontractors under this Contract will be performed outside the United States. During the
performance of this Contract, the Contractor must not change the location(s) of the country where the services are performed, change the