Maryland Department of Health and Mental Hygiene Office of Oral Health
Bid Board Notice – Small Business Reserve Procurement
I.D. NUMBER: FHA-S581
ISSUE DATE: March 12, 2010
TITLE: Consultant Services for the development of Maryland State Oral Health Plan
Submission Deadline – March 23, 2010
PURPOSE: To lend technical support in the drafting of the Maryland State Oral Health Plan, while consulting with the Department of Health and Mental Hygiene Office of Oral Health and partnering with the Maryland Dental Action Coalition.
THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07
SMALL BUSINESS RESERVE: This solicitation is a Small Business Reserve (SBR) procurement. You must be a registered SBR vendor in order to submit a proposal. Please apply at https://www.smallbusinessreserve.maryland.gov/ to see if you qualify. The SBR website will provide you with an SBR number that you must include on the bid form.
PROCUREMENT OBJECTIVES
Summary Statement
The Department of Health and Mental Hygiene (DHMH) Office of Oral Health (OOH) is seeking the services of a consultant with the expertise in writing a state oral health plan. The selected consultant will establish a productive relationship with the OOH and partner with the Maryland Dental Action Coalition (MDAC) to ensure that the Maryland State Oral Health Plan is in line with the goals and objectives of policies being developed by OOH regarding Access to Oral Health Care, Oral Disease and Injury Prevention, as well as, Oral Literacy and Health Education for Marylanders. Once completed, the State Oral Health Plan will serve as a model of care or standard of service for health care practitioners throughout the state as they provide care.
The anticipated term of the contract resulting from this announcement is approximately nine (9) months, beginning on or about April 1, 2010 and continuing until December 31, 2010. Proposals of $20,000 or less will be considered.
Background
In 2008, the Office of Oral Health applied for and received an award from the Centers for Disease Control and Prevention through a funding opportunity entitled “State Based Oral Disease Prevention Program.” The goal of this program is to enhance state infrastructure and capacity to plan, implement, and evaluate oral disease prevention programs throughout the State of Maryland. As part of this program, one component includes a specification for OOH to support development of a statewide oral health plan in collaboration with the newly formed Maryland Dental Action Coalition.
The Maryland Dental Action Coalition was established in September 2009 and an Executive Director will be hired by May 2010. While an independent coalition, the organizations first charge is to assist with the development and implementation of a statewide oral health plan. To assist MDAC with its mission, the Office of Oral Health has produced a series of policy papers and an oral disease burden of health document, which will be useful to the consultant as they go about facilitating content generation and drafting the State Oral Health Plan.
Specifications
The selected vendor will be required to assume responsibility for all services required in this Bid Board Notice and shall have the expertise in developing statewide oral health plans or health plans that include oral health.
The successful vendor shall:
· Submit an Approach Document to OOH detailing the specifics of the consultation.
· Consult with OOH and MDAC leadership to review the goals and objectives for Maryland’s Oral Health Plan.
· Facilitate the development of the oral health plan content.
· Consult with and provide expertise to the coalition (as necessary) and its sub committees as it obtains support from external entities while developing the statewide oral health plan.
· Document all administrative procedures, communications and strategies that were utilized to develop the statewide oral health plan.
· An evaluation component should be included in the statewide oral health plan.
· Provide a final report detailing the overall results including recommendations for the future use and dissemination of the statewide oral health plan.
· The consultant should be available to provide additional assistance as necessary until December 31, 2010.
Proposal Submissions
The organization shall complete the attached Bid Form (page 7) and send a proposal that must be no smaller than 12-point font, double-spaced, with one-inch margins. The total proposal, including the approach document, background information, timeline and, line-item budget with justification and attachments shall not exceed THIRTY (30) pages in length. Only one proposal per organization will be accepted for this solicitation.
Technical proposals shall have the following sections:
A. Background Information that includes:
1. Vendor name, address, federal identification number, telephone number, e-mail address, fax number, and position/title of the individual who will serve as the primary contact for this contract.
2. The capabilities of the relevant information establishing qualifications as an expert in developing a state wide oral health plan. Please provide curriculum vitae for all project staff members as a part of this document.
B. An Approach Document that includes an approach with strategies:
1. To develop a state wide oral health plan: a plan to work with OOH and MDAC leadership to generate content of the oral health plan.
2. To develop an work plan: a plan for facilitating work groups to assist with an assessment of the oral health activities that currently underway throughout the state and provide recommendations for enhancement or growth that will be included in the statewide oral health plan.
3. To develop an evaluation plan: a plan developed with coalition members for evaluating the outcomes and objectives of the statewide oral health plan and the progress towards reaching those objectives.
4. To develop a dissemination plan: a plan to educate the coalition leadership, membership and other stake holders as to how they will inform health care practitioners about the statewide oral health plan.
C. Implementation Timeline and Reporting Procedures that include an approach to:
1. Include a timeline with specific strategies/activities that runs the course of the contract award (April 1, 2010 through December 31, 2010).
2. Report on the progress of the implementation of work described in the Approach Document
D. Disclosure of all conflicts of interest (obvious and non-obvious), if any, and describe in detail how the conflicts of interest will be ameliorated.
E. Budget Proposal (Not to exceed $20,000):
1. Each organization shall prepare and submit a project budget and corresponding narrative using a template similar to the one provided in Attachment A.
2. The Budget Narrative can be included as part of the project budget, or else provided separately. It should include the following items:
a. An explanation/rationale for each line item in the budget.
b. Any other information needed to explain income/expenses concerning the project.
Award
An award will be made on the basis of the most advantageous offer to the State of Maryland considering price and the evaluation criteria found in this solicitation.
Evaluation Criteria of Proposal
The State will evaluate proposals based on the following evaluation criteria. These are listed in descending order of importance.
A. Organizational Capability:
1. Extent of experience in writing a statewide oral health plan or health plans that include oral health.
2. Extent to which the consultant /organization has the capability to successfully implement the proposed plans outlined in the Approach Document.
B. Activity Plan:
1. Relevant plan of action with attainable objectives and strategies.
2. Relevant justification for selected strategies and activities.
C. Budget Proposal and Narrative
1. Does the budget seem reasonable for the planned activities?
2. Does the budget comply with the parameters stated in the solicitation?
Contract/Term
The anticipated term of the contract resulting from this solicitation will begin on or about April 1, 2010 through December 31, 2010.
Billing
Payment will be made upon receipt of acceptable quarterly progress reports and invoices from the contractor. Invoices must include contractor’s name, address, date, Tax ID #, Blanket Purchase Order (BPO) number, and a signature in order to be processed.
Submission Deadline – March 23, 2010
An original, plus three (3) copies of the bid proposals must be received by the Procurement Officer no later than 2:00 PM on March 23, 2010 in order to be considered. Bid proposals must be hand delivered or mailed.
Because of building security restrictions, organization who hand-deliver bids are requested to ask the security desk to telephone the FHA Procurement Officer at 410-767-5555
Bidders who mail bids should allow sufficient mail transit time to ensure timely receipt by the Procurement Officer. The envelope should be labeled with: 1) the offeror’s name and business address: 2) due date and time for receipt of bids/proposals; and 3) title and procurement I.D. number FHA-S581. Bids and/or unsolicited amendments to bids arriving after the closing hour and date noted above will not be considered.
Questions regarding this solicitation must be directed to the Procurement Officer.
Issuing Office
Harry Goodman, DMD, MPH
Director, Office Oral Health
Department of Health and Mental Hygiene
201 W. Preston Street, Room 425
Baltimore, MD 21201
Hgoodman@dhmh.state.md.us
Telephone: 410-767-5942
FAX: 410-333-7392
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