Dental Operatory System Units

PROCUREMENT FOR
DENTAL OPERATORY SYSTEM UNITS
STATE OF HAWAII
DEPARTMENT OF HEALTH
DEVELOPMENTAL DISABILITIES DIVISION

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OFFEROR'S QUALIFICATION FORM
Please complete this form as fully and explicitly as possible to facilitate evaluation of your firm.
Use additional sheets and substantiating documents when necessary.
A. Exact Legal Name of Contractor:
Street Address
City State Zip Code
Contact Person Name: Cell No.:
Telephone No.: Fax No.:
E-mail Address:
B. Vendor Requirements:
1) Vendor Requirements
a) The Vendor shall be compliant through Hawaii Compliance Express (HCE)
https://vendors.ehawaii.gov to be able to enter into contracts for $2,500 or greater with
the State, pursuant to Chapter 103D, Hawaii Revised Statutes (HRS). If the vendor is
not compliant through HCE at the time of award, the vendor will not receive the award.
HCE is an electronic system that allows vendors/contractors/service providers doing
business with the State to quickly and easily demonstrate compliance with applicable
laws that replaces the necessity of obtaining paper compliance certificates from the
Department of Taxation; Federal Internal Revenue Service; Department of Labor and
Industrial Relations; and Department of Commerce and Consumer Affairs.
Vendors/contractors/service providers shall register with HCE prior to submitting an
offer at https://vendors.ehawaii.gov. The annual registration fee is $12.00, and the
"Certificate of Vendor Compliance" is accepted for both contracting and final payment.
The State will verify compliance on HCE.
b) Prior to the contract start date, the CONTRACTOR shall procure at its sole expense
and maintain insurance coverage acceptable to the State in full force and effect
throughout the term of the Contract. The Offeror shall provide proof of insurance for
the following minimum insurance coverage(s) and limit(s) in order to be awarded a
contract. The type of insurance coverage is listed as follows:
(1) Commercial General Liability Insurance
Commercial general liability insurance coverage against claims for bodily injury
and property damage arising out of all operations, activities or contractual liability
by the Contractor, its employees, and subcontractors during the term of the
Contract.
OFFER FORM
OF-2

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This insurance shall include the following coverage and limits specified or
required by any applicable law: bodily injury and property damage coverage with
a minimum of $1,000,000 per occurrence; personal and advertising injury of
$1,000,000 per occurrence; and with an aggregated limit of $2,000,000. The
commercial general liability policy shall be written on an occurrence basis and the
policy shall provide legal defense costs and expenses in addition to the limits of
liability stated above. The Contractor shall be responsible for payment of any
deductible applicable to this policy.
(1) Automobile Liability Insurance
Automobile liability insurance covering owned, non-owned, leased, and hired
vehicles with a minimum of $1,000,000 for bodily injury for each person,
$1,000,000 for bodily injury for each accident, and $1,000,000 for property
damage for each accident.
(2) Appropriate levels of per occurrence insurance coverage for workers'
compensation and any other insurance coverage required by Federal or State law.
c) The certificates of insurance shall contain the following clauses:
(1) The State of Hawaii and its officers and employees are additional insured with
respect to operations performed for the State of Hawaii.
(2) It is agreed that any insurance maintained by the State of Hawaii will apply in
excess of, and not contribute with, insurance provided by this policy.
d) A copy of current and signed W-9.
e) Offeror is advised that in order to be awarded a contract under this solicitation,
the vendor/contractor/service provider will be required to be compliant with all
laws governing entities doing business in the State including the following
chapters and pursuant to HRS 103D-310(c):
(1) Chapter 237, tax clearance;
(2) Chapter 383, unemployment insurance;
(3) Chapter 386, workers' compensation;
(4) Chapter 392, temporary disability insurance;
(5) Chapter 393, prepaid health care; and
(6) Section 103D-310(c), Certificate of Good Standing (COGS) for entities doing
business in the State.
Total Cost (inclusive of all taxes and fees): __________________________________
Offeror: _____________________________________________________________
Exact Legal Name of Company Name
OFFER FORM
OF-2

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SPECIFICATIONS
BACKGROUND
The State of Hawaii Department of Health, Developmental Disabilities Division (DDD), Hospital &
Community Dental Services Branch (HCDSB) (hereafter "STATE"), is seeking quotes for the
purchase, delivery, and installation of dental operatory system units to replace existing units at its
dental clinics located on Oahu.
SCOPE OF SERVICES
1. DELIVERY AND INSTALLATION SERVICES
The CONTRACTOR shall:
A. Provide all labor, materials, equipment, and services necessary to purchase, deliver,
install, connect, and replace four (4) dental operatory system units at the Oahu clinics.
The scope of work includes the complete removal and proper disposal of the existing
operatory units.
B. Replace and install four (4) dental operatory system units at the following Oahu
locations:
Lanakila Health Center, Dental Clinic:
1700 Lanakila Avenue, Room #202, Honolulu, Hawaii 96817
Replace one (1) dental operatory unit.
Leeward Health Center, Dental Clinic:
860 Fourth Street, Room #250, Pearl City, HI 96782
Replace two (2) dental operatory units.
Windward Health Center, Dental Clinic:
45-691 Keaahala Road, Building D, Kaneohe, HI 96744
Replace one (1) dental operatory unit
2. RESPONSIBILITIES
The Contractor shall:
A. Purchase and deliver four (4) dental operatory system units that meets all specifications
and configurations identified in Exhibit "A."
B. Install and connect the new dental operatory system units at the designated Oahu clinic
locations.
C. Test, verify, and ensure that the new dental operatory system units are fully operational,
functioning properly, and ready for immediate clinical use.

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D. Remove and properly dispose of the existing dental operatory system units being
replaced.
E. Coordinate all work, access, scheduling, and logistics with the Andrew Tseu, HCDSB
Branch Chief to minimize disruption to clinic operations.
F. Comply with all applicable federal, state, and local laws, regulations, and requirements
applicable to disposing of the dental operatory unit.
3. TIMELINE
The Contractor shall:
A. Purchase, deliver, install, and dispose of equipment completely within six (6) months
from the effective date of the contract. The Contractor shall make all reasonable efforts
to complete the installation within the required time.
INSTRUCTIONS
1. Refer to Exhibit "A" and the Exhibit "A" Instructions listed below:
A. Detailed dental operatory system unit specifications.
B. Required quantity and configuration.
C. Additional information needed for a complete and accurate quote.
D. Dental equipment and service warranty requirements.
E. Images of the clinic's dental operatory rooms and the existing dental operatory
system units.
2. The contract shall be awarded based on the "Total Price inclusive of all fees and taxes
based on the dental operatory system unit specifications and configuration described in
Exhibit "A."
The amount submitted in HIePRO must match the "Total Price inclusive of all fees and
taxes" based on the dental operatory system unit specifications, configurations, quantity
and warranties described in Exhibit "A." The total price shall include all labor, materials,
equipment, warranties, and services necessary to purchase, deliver, install, connect, and
replace the dental operatory system units, including the removal and proper disposal of
the existing units.
3. Partial bids will not be accepted.

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4. All purchases are contingent upon the availability of funds, subject to allotments made by
the Director of Finance, State of Hawaii, pursuant to Chapter 37, Hawaii Revised Statutes
(HRS).
CONTRACTOR'S REQUIREMENTS
The Contractor shall:
1. Licensing, Certification, and Qualifications
A. Ensure that personnel performing installation or specialized dental equipment work
are properly trained and qualified including holding any required current up to date
licensing and certifications.
B. Provide manufacturer authorized technicians if required for warranty compliance.
2. Site Assessment and Pre-Installation Requirements
A. Conduct in person site visits to verify accurate space dimensions, utilities, placement,
mounting needs, and compatibility with existing clinic infrastructure.
B. Notify the STATE immediately if site conditions require additional work,
clarification, or adjustments.
3. Equipment Documentation and Training
A. Provide all operation manuals, maintenance instructions, and manufacturer
documentation.
4. Work Schedule and Access
A. Perform work during STATE-approved hours unless otherwise authorized.
B. Submit a proposed installation schedule for approval prior to starting the project.
C. Provide at least forty-eight (48) hours' notice for any required power, water, or
service interruptions if required.
5. Disposal and Environmental Requirements
A. Remove and properly dispose of the existing dental operatory units.
B. Provide disposal documentation to the STATE.
C. Remove all debris, packaging, and waste resulting from installations.

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6. Dental Operatory System Unit Extended Warranty - Service and Labor (excluding parts)
A. Provide a ten (10) year extended warranty covering service, labor, and repair for all
four (4) dental operatory system units purchased.
CONTRACT TERM
The Contract term shall be for a period of twelve (12) months.
The STATE may terminate the Contract at any time in accordance with Exhibit "B", the "General
Conditions" number 14.
The STATE desires to commence this Contract on November 1, 2026. However, due to the time
required for evaluation, award, and execution of this Contract, the exact commencement date is
indeterminate at this time.
SUCCESSFUL BIDDER REQUIREMENTS
The successful Bidder shall comply with the following:
1) HRS 11-355 (Contributions by state and county Contractors prohibited);
2) HRS 103D-302(b) and HAR 3-122-21(8) (Disclosure of Joint Contractor or
Subcontractor Listing);
3) HRS 103D-310 (Responsibility of Offerors);
4) HAR 3-122-192 (Independent Price Determination);
5) HRS 103D-1002 and HAR 3-124 Subchapter 1 (Hawaii Product Preferences);
6) HRS 103D-1005 and HAR 3-124 Subchapter 4 (Recycled Product Preferences, if
applicable); and
7) HRS 103D-55 (Wages, hours, and working conditions of employees of contractors
performing services.)
OTHER
The CONTRACTOR shall be responsible for the completion of the entire services per its Bid
Quote.
PROCUREMENT OFFICER
The Procurement Officer is responsible for administering and overseeing the Contract, including
monitoring, and assessing CONTRACTOR performance. The Procurement Officer for the
Contract is:
Andrew Tseu
State of Hawaii Department of Health
Developmental Disabilities Division
1250 Punchbowl Street, Room 463
Honolulu, Hawaii 96813
Email: andrew.tseu@doh.hawaii.gov

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ISSUING OFFICER
The individuals listed below are the sole point of contact from the date of release of this
procurement until the selection of the Bidder to which a Contract will be awarded:
Primary Contact
Leimomi Fernandes-Otake
State of Hawaii Department of Health
Developmental Disabilities Division
1250 Punchbowl Street, Room 463
Honolulu, Hawaii 96813
Email: leimomi.fernandes-otake@doh.hawaii.gov
Alternate Contact*
Andrew Tseu
State of Hawaii Department of Health
Developmental Disabilities Division
1250 Punchbowl Street, Room 463
Honolulu, Hawaii 96813
Email: andrew.tseu@doh.hawaii.gov @doh.hawaii.gov
*If the Primary Contact is unavailable or absent, contact the Alternate Contact.
CONTRACT ADMINISTRATOR
For the purpose of this solicitation, the Contract Administrator is Leimomi Fernandes-Otake, or her
designated representative. The Contract Administrator or her designed designee is the sole contact
for matters related to the Contract. The Contractor shall communicate all Contract related matters
to the Contract Administrator or her designated representative for the duration of the Contract.
BIDDER QUALIFICATION
In addition to meeting the legal and other requirements of this solicitation, the Bidder must meet
these Bidder qualification requirements to be considered for award.
1. The Bidder is requested to submit its offer using the Bidder's exact legal name as
registered with the Department of Commerce and Consumer Affairs, if applicable; and to
indicate exact legal name in the appropriate space on Offer Form, page OF-1 and page
OF-2.
2. The Bidder shall be accessible by telephone calls or emails for questions about product
specifications and availability, order status, claim status for missing orders or products,
and/or inquiries for information which need immediate attention.
3. A summary listing of judgments or pending lawsuits or actions against; adverse Contract
actions, including termination(s), suspension, imposition of penalties, or other actions
relating to failure to perform or deficiencies in fulfilling contractual obligations against

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your firm. If none, so state.
4. The Bidder shall have at the time of bidding, a certificate for insurance that complies with
the requirements of this solicitation.
5. The Bidder, at no extra cost to the STATE, shall provide additional background
information and documentation on any of the above requirements if requested by the
STATE.
HAWAII COMPLIANCE EXPRESS
HCE is an electronic system used to quickly verify proof of compliance of
vendors/contractors/service providers doing business in the State. The HCE certificate,
Certificate of Vendor Compliance is a printable certificate that will provide compliant status in
real time. It is an online certificate process of the tax clearance from the Department of Taxation
and the Internal Revenue Service; certificate of compliance from the Department of Labor and
Industrial Relations and a Certificate of Good Standing from the Department of Commerce and
Consumer Affairs required pursuant to HRS 103D- 310(c) and Hawaii Administrative Rules
("HAR") 3-122-112.
Vendors/contractors/services providers are advised to register with HCE at
http://vendors.ehawaii.gov. Vendors/contractors/service providers will pay an annual fee of
$12.00, or as amended to the Hawaii Information Consortium, LLC.
COMPENSATION AND PAYMENT SCHEDULE
Payment shall be made upon the submission by the CONTRACTOR of invoices for the services
provided in accordance with the requirements specified in this solicitation and in accordance with
the "unit price per item with tax" identified in Exhibit "A." No additional compensation,
subsequent to procurement award, shall be allowed by reason of any misunderstanding or error
regarding services to be provided.