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COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900676 SPECIFICATIONS, TERMS & CONDITIONS for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW NETWORKING/BIDDERS CONFERENCES at 2:00 p.m. 10:00 a.m. on on March 10, 2010 March 11, 2010 at at Santa Rita Jail General Services Agency Upper Lobby 1401 Lakeside Drive 5325 Broder Boulevard Room1107, 11th Floor Dublin, CA 94568 Oakland, CA 94612 For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person listed below. Thank you for your interest! Contact Person: Jeff Thomas, Contracts Specialist II Phone Number: (510) 208-9613 E-mail Address: email@example.com RESPONSE DUE by 2:00 p.m. on April 12, 2010 at Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612 510 208 9600 FAX 510 208 9626 www.acgov.org/gsa I:\PURCHASING\Contracting Opportunities\Purchasing\Medical Consulting and QA Review\RFP_Medical Consulting and QA Review.doc Revision 9-22-09 COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900676 SPECIFICATIONS, TERMS & CONDITIONS for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW TABLE OF CONTENTS Page 1 of 2 Page I. ACRONYM AND TERM GLOSSARY ....................................................................................... 4 II. STATEMENT OF WORK A. Intent ...................................................................................................................................... 5 B. Scope ...................................................................................................................................... 5 C. Background ............................................................................................................................ 6 D. Vendor Qualifications ............................................................................................................ 6 E. Specific Requirements ........................................................................................................... 7 F. Debarment and Suspension ................................................................................................. 10 G. Deliverables/Reports............................................................................................................ 10 III. INSTRUCTIONS TO BIDDERS H. County Contacts ................................................................................................................... 11 I. Calendar of Events ............................................................................................................... 11 J. Networking/Bidders Conference ......................................................................................... 12 K. Submittal of Bids ................................................................................................................. 13 L. Response Format.................................................................................................................. 15 M. Evaluation Criteria/Selection Committee ............................................................................ 15 N. Contract Evaluation and Assessment .................................................................................. 20 O. Notice of Award................................................................................................................... 20 P. Bid Protest/Appeals Process ................................................................................................ 21 IV. TERMS AND CONDITIONS Q. Term/Termination/Renewal................................................................................................. 22 R. Quantities ............................................................................................................................. 22 S. Pricing .................................................................................................................................. 22 T. Award ................................................................................................................................... 23 U. Method of Ordering ............................................................................................................. 24 V. Invoicing .............................................................................................................................. 24 W. County Provisions ................................................................................................................ 24 X. Online Contract Compliance Management System ............................................................ 27 Y. Compliance Information and Records................................................................................. 28 Z. Account Manager/Support Staff .......................................................................................... 29 AA. General Requirements ......................................................................................................... 29 COUNTY OF ALAMEDA REQUEST FOR PROPOSAL No. 900676 SPECIFICATIONS, TERMS & CONDITIONS for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW TABLE OF CONTENTS Page 2 of 2 ATTACHMENTS Exhibit A – Acknowledgement Exhibit B – Bid Form Exhibit C – Insurance Requirements Exhibit D1 – Current References Exhibit D2 – Former References Exhibit E – SLEB Certification Application Package Exhibit F – Small and Local Business Subcontracting Information Exhibit G – Request for Small and Local or Emerging Preference Exhibit H – First Source Agreement Exhibit I – Exceptions, Clarifications, Amendments Exhibit J – Intentionally Omitted Exhibit K – Intentionally Omitted Exhibit L – RFP Vendor Bid List Exhibit M – Response/Content Submittal; Completeness Check List Exhibit N – Debarment and Suspension Certification Exhibit O – Sample Non-Disclosure Agreement and Conflict Of Interest Statement Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. ACSO Shall mean the Alameda County Sheriff's Office ADP Shall mean average daily population of the County's correctional facilities Audits Shall mean those analyses prepared by a specific contractor of Alameda County Bid Shall mean the bidders'/contractors' response to this Request Bidder Shall mean the specific person or entity responding to this RFP Board Shall refer to the County of Alameda Board of Supervisors CAO Shall mean the County Administrator's Office CSC Shall refer to County Selection Committee Contractor When capitalized, shall refer to selected bidder that is awarded a contract County When capitalized, shall refer to the County of Alameda Federal Refers to United States Federal Government, its departments and/or agencies GEDDF Shall mean the Glenn E. Dyer Detention Facility located in Oakland, CA History and Physical Shall refer to that group of individuals on the medical staff who meet Team with recently admitted inmates to discuss the inmate's full medical history Jones vs. Dyer Shall mean that civil case of the Superior Court of California, referenced by #H-114154-0 (1989), in which the settlement agreement stated that the ACSO would provide pre-natal care for pregnant inmates at the jail site, including medical, nutritional, and physical exercise care during their pregnancy. Medical care of pregnant inmates includes an established OBGYN clinic on-site which exceeds all requirements established by settlement Labor Code Refers to California Labor Code MAC Shall refer to the Medical Administrative Committee which includes medical, mental health, and pharmaceutical staff, the Lieutenant who overseeing prison health services and the Captain. The committee discusses any issues which occurred during the previous month OSHA Refers to California Occupational Safety and Health Administrations PHS Shall mean that department of ACSO called Prison Health Services Proposal Shall mean bidder/contractor response to this RFP PO Shall refer to Purchase Order(s) Request for Proposal Shall mean this document, which is the County of Alameda's request for contractors'/bidders' proposals to provide the services being solicited herein. Also referred to herein as RFP Page 4 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Response Shall refer to bidder's proposal submitted in reply to RFP RFP Request for Proposal Services Shall refer to the services provided by Contractor as described herein SRJ Shall mean the Santa Rita Jail located in Dublin, CA SLEB Small Local Emerging Business State Refers to State of California, its departments and/or agencies II. STATEMENT OF WORK A. INTENT The intent of this Request for Proposal (RFP) is to search for qualified vendors who are interested in providing medical consulting and quality assurance review services to the Alameda County Sheriff's Office (ACSO) regarding the ambulatory medical care provided to patients incarcerated at the County adult correctional facilities. The County intends to award a three (3) year contract (with option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to this RFP and meets the County's requirements. B. SCOPE The Contractor will review audits of the medical care provided to patients incarcerated in the County's correctional facilities. Contractor's responsibilities will include visiting the correctional facilities, preparing reports for the ACSO and County management, and advising the ACSO on correctional ambulatory medical care issues, accreditation and treatment standards. Contractor will be responsible for monitoring County compliance with the laws, rules and regulations of all governmental authorities (Services.) The Contractor shall perform these Services in reference to the non-acute, ambulatory inmates incarcerated at Santa Rita Jail (SRJ) located in Dublin, CA, and Glenn E. Dyer Detention Facility (GEDDF) located in Oakland, CA. Prison Health Services (PHS) is currently the Contractor who provides comprehensive inmate medical care at both detention and correction facilities. During 2008 the County incarcerated approximately fifty thousand four hundred (50,400) new offenders. The County's average daily population (ADP) varies; and many of these inmates are held under contracts with the State and Federal governments. The inmate ADP is cyclical, and generally is higher in the winter months. All inmates are processed through intake screening at the time of booking. Inmates are screened for all medical needs upon initial admission. Both SRJ and GEDDF are managed by the ACSO, which is responsible for the care, custody and control of inmates housed in these facilities. Page 5 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 1. Santa Rita Jail: a. Santa Rita Jail is the larger of the two facilities and houses an ADP of four thousand two hundred (4,200) inmates. Four hundred fifty (450) of these inmates are women, some of whom require special consideration due to pregnancy. There is an Obstetric-Gynecological (OB-GYN) clinic located in the women's housing area. b. The medical facilities and medical records are primarily housed in the Core Building at 5325 Broder Boulevard, Dublin, CA 94568. The records will be available to the Contractor to perform Services Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m., with the exception of County holidays. 2. Glenn E. Dyer Detention Facility: a. The smaller of the two facilities, GEDDF, currently houses an ADP of seven hundred fifty (750) inmates. b. The medical facilities and records are housed on a separate floor in the building at 550 6th Street, Oakland, CA 94607. The records will be available to Contractor to perform Services Monday through Fridays, between the hours of 8:00 am and 5:00 pm, with the exception of County holidays. C. BACKGROUND 1. The County and the ACSO are mandated by statutes of the State of California to provide adequate medical care to inmates at the County adult correctional facilities. 2. The medical records of non-acute, ambulatory inmates incarcerated at SRJ and GEDDF are the subject of regular service audits. D. VENDOR QUALIFICATIONS Vendor minimum qualification criteria include, but are not limited to the following. Contractor must: 1. Be a physician, duly licensed to practice medicine in the State of California, through the term of any contract which may be awarded; Page 6 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 2. Provide ACSO with license verification from the Medical Board of California, including certification number and area of specialty; 3. Pass an ACSO background check; 4. Possess two (2) years experience reviewing medical records for improving primary care to inmates in correctional medical care facilities; and 5. Possess two (2) years experience in auditing, accounting and/or medical related management. E. SPECIFIC REQUIREMENTS 1. Contractor will be allowed access to the detention facilities' medical areas at any time unless safety and/or security circumstances dictate otherwise. 2. Contractor shall: a. Review monthly quality assurance audits of medical care providers and evaluate the responses of the current health care provider to these audits; b. Conduct random unannounced visits to the medical services facilities in the jails; c. Receive findings of prisoner medical grievance claims and comment on them if appropriate, and identify larger, systemic medical concerns that may be the root cause of the grievance; d. Provide third party medical consultation to ACSO on medical issues as needed; e. Periodically sit in on nursing sick calls; f. Interview patients from time to time, specifically those in the infirmary; and g. Review medical records as requested by the Medical Director. 3. Regarding the admission, transfer and release of inmates, Contractor shall: a. Review each occurrence of an inmate transported to a hospital, including a chart review; Page 7 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review b. Review each occurrence when an inmate is admitted to a hospital, which may occur up to 7 times per week, including the circumstances leading to the admission, and a complete chart review; c. Visit and monitor inmate intake, transfer and release activities periodically; and d. Periodically review the History and Physical Team and its activities. 4. Regarding the medical care of female inmates, Contractor shall: a. Monitor medical care of female inmates on a monthly basis to confirm compliance with Jones vs. Dyer standards adopted by the ACSO; b. Evaluate and observe activities of the Women's Health Clinic; and c. Monitor and evaluate activities of the OBGYN clinic, including review of charts. 5. Regarding administrative responsibilities, Contractor shall: a. Attend monthly Medical Administrative Meetings (MAC); b. Attend quarterly Adult Inmate Medical Services panel meetings, and reports any issues of concern to members of the panel; c. Present annual report to the Board of Supervisors; d. Contractor shall meet on a regular basis with the PHS Lieutenant; e. Update the ACSO Detention & Corrections Administrative Captain, via the Contracts Lieutenant, regularly on findings, concerns, and recommendations and meet as appropriate with assigned ACSO staff to provide advice and guidance on quality assurance issues; f. Meet with ACSO executive staff as necessary to advise the County on the administration of the current health care provider's contract; g. Prepare for, attend and participate in the Adult Inmate Medical Services (AIMS) Review Panel; h. Convey AIMS Review Panel concerns, recommendations and advice to the ACSO Detention & Corrections Administrative Captain via the Contracts Page 8 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Lieutenant, and request assistance and action regarding the administration of the current health care provider's contract; i. Provide advice and recommendations as necessary related to medical facility licensure, accreditation, treatment protocols, and general medical quality assurance issues to ACSO as frequently as deemed necessary by ACSO; j. Perform in accordance with all generally accepted standards of the medical and profession and community; k. Comply with the laws, rules and regulations of all governmental authorities having jurisdiction over Services rendered under any agreement which may result from this RFP, including any accrediting agencies' rules and regulations as applicable; and l. Comply with all rules and regulations established by Alameda County and the ACSO. 6. Contractor shall monitor medical procedures and records regarding inmate deaths occurring at hospitals or ACSO adult detention facilities, including: a. Review medical records upon inmate's deaths, including suicides and attempted suicides; b. Attend monthly suicide prevention meetings; and c. As a member of the Clinical Mortality Review Committee, Contractor will report findings to: i. The ACSO executive staff; ii. The Board of Supervisors through the ASCO and County Administrator's Office (CAO); iii. Meets with the ACSO Contracts Lieutenant regarding the medical response and treatment history of deceased inmate; and iv. The AIMS Review Panel. 7. Confidentiality and conflict of interest requirements: a. Contractor shall not belong to, or have any affiliation with, the current County medical healthcare services provider or the current County medical Page 9 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review liaison officer, such that the selected medical consultant can independently make uncompromised evaluations, and review the medical care. Upon award of the contract, Contractor shall sign a non-disclosure agreement and conflict of interest statement to declare a lack of bias with the current County medical liaison officer, or County medical healthcare services provider. (See Exhibit O, Sample Non-Disclosure Agreement and Conflict of Interest Statement.) b. All documents reviewed by the Contractor shall remain confidential and County shall retain ownership of all data and documents collected by the Contractor. 8. Medical records are of a secure and confidential nature. Medical records may not be removed from the premises for any reason. No copies of medical records are to be made for any reason. Contractor shall agree to maintain the confidentiality of all health care records as is required by law. (See Exhibit O, Sample Non- Disclosure Agreement and Conflict of Interest Statement.) At contract termination, all records shall be returned to County to assure compliance with medical records retention practices. F. DEBARMENT/SUSPENSION POLICY: In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549. The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government. G. DELIVERABLES/REPORTS 1. Contractor shall prepare quarterly reports regarding the quality of medical care to adult inmates at ACSO detention facilities to the PHS Lieutenant and ACSO County Counsel, and assist the ACSO, County Counsel, and CAO's office as requested in presenting said reports to the Board of Supervisors. Page 10 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 2. Contractor shall provide a monthly schedule to the PHS lieutenant. 3. The reports prepared and submitted by the Contractor will provide conclusions and recommendations. The format of the report will be developed by the Contractor in consultation with the ACSO upon award of the contract. III. INSTRUCTIONS TO BIDDERS H. COUNTY CONTACTS GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only. The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder. All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by March 2, 2010 to: Jeff Thomas, Contract Specialist II Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 E-Mail: firstname.lastname@example.com FAX: 510-208-9626 The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities. I. CALENDAR OF EVENTS Event Date/Location Request Issued February 22, 2010 Written Questions BY 12:00 Noon on March 2, 2010 Due Site Security March 3, 2010 by 2:00 p.m. Clearance Form Request Due Page 11 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Completed Site Visit March 8, 2010 by 2:00 p.m. The site visit is only for Security Clearance vendors who submit a site Form Due visit security clearance form Networking/Bidders March 10, 2010 @ 2:00 p.m. AT: Santa Rita Jail Conference and Site Upper Lobby Visit 5325 Broder Boulevard Dublin, CA 94568 Networking/Bidders March 11, 2010 @ 10:00 a.m. AT: General Services Agency Conference 1401 Lakeside Drive Room 1107, 11th Floor Oakland, CA 94612 Addendum Issued March 25, 2010 Response Due April 12, 2010 by 2:00 p.m. Evaluation Period April 12- May 7, 2010 Vendor Interviews April 20-22, 2010 Board Letter Issued May 25, 2010 Board Award Date June 8, 2010 Contract Start Date August 1, 2010 Note: Award and start dates are approximate. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications. J. NETWORKING/BIDDERS CONFERENCE AND SITE VISIT Networking/bidders conferences and site visit will be held to: Provide an opportunity for small and local and emerging businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP. Provide bidders an opportunity to view the Santa Rita Jail medical facility. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification. Provide the County with an opportunity to receive feedback regarding the project and RFP. Written questions submitted prior to the networking/bidders conferences, in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conferences, will be addressed whenever possible at the networking/bidders conferences. All questions will be addressed and the list of attendees will be included in an RFP Page 12 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Addendum following the networking/bidders conferences in accordance with the Calendar of Events. Vendors interested in participating in the site visit to the Santa Rita Facility must contact Jeff Thomas at (510) 208-9613 no later than 2:00 p.m. to receive a site visit security clearance form. The completed form must be submitted to Jeff Thomas by 2:00 p.m. on March 3, 2010. Each vendor will be allowed one site visitor. Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List (see Exhibit L). Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing Services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference and site visit is strongly encouraged and recommended but is not mandatory. Networking/bidders conferences will be held on: March 10, 2010 @ 2:00 p.m. March 11, 2010 @ 10:00 a.m. at at County of Alameda General Services Agency Santa Rita Jail 1401 Lakeside Drive Upper Lobby Room 1107, 11th Floor 5325 Broder Boulevard Oakland, CA 94612 Dublin, CA 94568 Additional Information: Free parking Additional Information: Please allow available at on-site parking lot. enough time for parking at metered street parking or public parking lot and entry into secure building. K. SUBMITTAL OF BIDS 1. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events. NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING. Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a Page 13 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review place other than the stated address cannot be considered and will be returned to the bidder unopened. All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids. 2. Bids are to be addressed and delivered as follows: Medical Consulting and Quality Assurance Review RFP No. 900676 Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 3. Bidders are to submit an original plus four (4) copies of their proposal. Original proposals are to be clearly marked and must be either loose leaf or in a 3-ring binder, not bound. 4. Bidder's name and return address must also appear on the mailing package. 5. No telegraphic, email (electronic) or facsimile bids will be considered. 6. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform by submission of its bid. 7. Submitted bids shall be valid for a minimum period of 4 months. 8. All costs required for the preparation and submission of a bid shall be borne by Bidder. 9. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, "partnership" shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state's Corporations Code or an equivalent statute. 10. Proprietary or Confidential Information: No part of any bid response is to be marked as confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Additionally, all bid responses shall become the Page 14 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of "trade secrets" protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.). 11. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed their evaluation and, or if, an award has been made. Bidders will receive mailed award/non-award notification(s), which will include the name of the bidder to be awarded this project. In addition, award information will be posted on the County's "Contracting Opportunities" website, mentioned above. 12. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection. L. RESPONSE FORMAT 1. Bid responses are to be straightforward, clear, concise and specific to the information requested. 2. In order for bids to be considered complete, Bidder must provide all information requested. See Exhibit M, Response Content and Submittals, Completeness Checklist. M. EVALUATION CRITERIA/SELECTION COMMITTEE All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in medical consulting and quality assurance review. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC. All contact during the evaluation phase shall be through the GSA-Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder. The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed Page 15 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County's requirements as set forth in this RFP. Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension. As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response. The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidders' proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points including local and small and local or emerging and local preference points. The evaluation process may include a two-stage approach, the initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that would continue to the final stage of vendor presentation and interviews and reference checks. If a short list is included in these specifications, the preliminary scoring will be the total points excluding points allocated to references and oral presentation and interviews. All bidders will be notified of the preliminary score in the most expeditious manner (by e- mail or fax). Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. The zero to five-point scale range is defined as follows: Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory 0 Not Acceptable requirement this score will result in disqualification of proposal. Page 16 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Below average, falls short of expectations, is substandard to 1 Poor that which is the average or expected norm, has a low probability of success in achieving objectives per RFP. Has a reasonable probability of success, however, some 2 Fair objectives may not be met. Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each 3 Average item with adjustments based on interpretation of proposal by Evaluation Committee members. Above Very good probability of success, better than that which is 4 average or expected as the norm. Achieves all objectives per Average/Good RFP requirements and expectations. Exceeds expectations, very innovative, clearly superior to that Excellent/Excep which is average or expected as the norm. Excellent 5 tional probability of success and in achieving all objectives and meeting RFP specification. The Evaluation Criteria and their respective weights are as follows: Evaluation Criteria Weight A. Completeness of Response: Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/Fail B. Financial Stability (See RFP Exhibit M) Pass/Fail C. Debarment and Suspension: Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.epls.gov. Pass/Fail D. Technical Criteria: In each area described below, an evaluation will be made of the probability of success of and risks associated with the bidder's performance of the Services of this RFP and the bidder's ability to: 1. Review audits of medical care. Page 17 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 2. Update ACSO regularly on findings, concerns and recommendations of bidder's evaluations. 3. Prepare monthly and quarterly reports. 4. Monitor medical care of female inmates. 5. Ensure compliance with Jones vs. Dyer standards. 6. Review and analyze prisoner medical grievance claims. 7. Participate in the AIMS Review Panel. Also, in each area described below, an evaluation will be made of bidder's knowledge and understanding of: 1. Ambulatory correctional medicine. 2. Licensure, accreditation, treatment protocols and general medical quality assurance issues of correctional medical facilities. 3. Laws, rules, and regulations of all governmental authorities with jurisdiction over the Services performed under any contract pursuant to this RFP. 4. Medical procedures and regulations regarding inmate deaths in correctional facilities. 10 Points E. Cost: The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder's total proposed cost. 20 Points F. Relevant Experience: Proposals will be evaluated against the RFP specifications and the questions below: 1. Is the bidder, or does the bidder employ, a physician, duly licensed to practice medicine in the State of California? 2. Has the bidder provided the ACSO with license verification from the Medical Board of California, including certification number and area of specialty? 3. Will the bidder be able to pass an ACSO background check? 4. Does the bidder have two (2) years experience reviewing medical records for improving primary care to inmates in correctional medical care facilities? 5. Does the bidder have two (2) years experience in auditing, accounting and/or medical related management? 15 Points Page 18 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review G. References (See RFP Exhibit M) If a short list process is used for a solicitation, references are only performed on the short list vendors and the score is not included in the preliminary short list score. 5 Points H. Overall Proposal 10 Points I. Oral Presentation and Interview: Following evaluation of the written proposals, bidders receiving the highest scores may be invited to present an oral presentation and interview. The scores at that time will not be communicated to bidders. Following the evaluation of written proposals the five (5) bidders receiving the highest preliminary scores and at least 200 or points will be invited to an oral presentation and interview. The oral presentation by each bidder shall not exceed thirty (30) minutes in length, and fifteen (15) minutes for discussion and evaluation. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re- scored based on the oral presentation and interview. 15 Points J. Understanding of the Project: Proposals will be evaluated against the RFP specifications and the questions below: -Has bidder demonstrated a thorough understanding of the purpose and scope of the Services? -How well has the bidder identified pertinent issues and potential problems related to the Services? -Has the bidder demonstrated that it understands the deliverables the County expects it to provide? Has the bidder demonstrated that it understands the County's time schedule and can meet it? 15 Points K. Methodology: Proposals will be evaluated against the RFP specifications and the questions below: -Does the methodology depict a logical approach to fulfilling the requirements of the RFP? -Does the methodology match and contribute to achieving the objectives set out in the RFP? -Does the methodology interface with the County's time schedule? 10 Points Local Preference Five Percent (5%) Page 19 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Small and Local or Emerging and Local Preference Five Percent (5%) N. CONTRACT EVALUATION AND ASSESSMENT During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County, will meet with the Contractor to evaluate performance and to identify any issues or potential problems. The County reserves the right to determine, at its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems were evidenced which make it unlikely that the Contractor will meet the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor's performance under any awarded contract and/or Contractor's Services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. O. NOTICE OF AWARD 1. At the conclusion of the RFP response evaluation process ("Evaluation Process"), all bidders will be notified in writing by certified mail, return receipt requested, of the contract award recommendation, if any, by GSA-Purchasing. The document providing this notification is the Notice of Award. The Notice of Award will provide the following information: The name of the bidder being recommended for contract award; The names of all other bidders; and, In summary form [Bid numbers, evaluation points for each bidder.] 2. At the conclusion of the RFP process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror's bid with the Buyer. a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder, etc. b. Debriefing may include review of successful bidder's proposal. Page 20 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review P. BID PROTEST /APPEALS PROCESS GSA-Purchasing prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project once the Notices of Award/Non- Award have been issued. 1. Any bid protest must be submitted in writing to the Deputy Director of GSA, 1401 Lakeside Drive, Suite 907, Oakland, CA 94612. The bid protest must be submitted before 5:00 p.m. of the tenth (10th) business day following the date of the Notice of Award. a. The bid protest must contain a complete statement of the basis for the protest. b. The protest must include the name, address and telephone number of the person representing the protesting party. c. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. At a minimum, those parties listed in the Notices of Award/Non-Award shall be notified of such protest and the specific grounds therefore. d. The procedure and time limits are mandatory and are the Bidder's sole and exclusive remedy in the event of Bid Protest. 2. Bidder's failure to comply with these procedures shall constitute a waiver of any right to further pursue the Bid Protest, including filing a Government Code claim or legal proceedings. 3. Upon receipt of written protest/appeal Deputy Director, GSA will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise an appeal/protest decision within five (5) working days of review date. a. Responses will be issued and/or discussed at least five (5) days prior to Board hearing date. b. Responses will inform the bidder whether or not the recommendation to the Board is going to change. Page 21 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 4. The decision of the Deputy Director, GSA may be appealed to the Auditor- Controller's Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612, Fax: (510) 272-6502. All appeals to the Auditor- Controller's OCC shall be in writing and submitted within five (5) calendar days of notification of decision by the Deputy Director, GSA-Purchasing. 5. The decision of the Auditor-Controller's OCC is the final step of the appeal process. IV. TERMS AND CONDITIONS Q. TERM/TERMINATION/RENEWAL 1. The term of the contract, which may be awarded pursuant to this RFP, will be three (3) years. 2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for additional one year terms at agreed prices with all other terms and conditions remaining the same. R. QUANTITIES Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied. S. PRICING 1. Price escalation for the second and third years of any contract awarded as a result of this RFP, shall not exceed the percentage increase stated by Bidder on the Bid Form, Exhibit B. 2. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP. 3. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County. 4. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term. 5. The price(s) quoted shall be the total cost the County will pay for this project including taxes and all other charges. Page 22 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review 6. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions. 7. Price quotes shall include any and all payment incentives available to the County. 8. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension. 9. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages. T. AWARD 1. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled "Evaluation Criteria/Selection Committee." 2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price. 3. The County reserves the right to reject any or all responses that materially differ from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received. 4. The County reserves the right to award to a single or multiple contractors. 5. The County has the right to decline to award this contract or any part thereof for any reason. 6. Board approval to award a contract is required. 7. Contractor shall sign an acceptance of award letter prior to Board approval. A Standard Agreement contract must be signed following Board approval. 8. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. 9. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder's proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP. Page 23 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review U. METHOD OF ORDERING 1. A written PO and signed Standard Agreement contract will be issued upon Board approval. 2. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order. 3. POs and payments for Services will be issued only in the name of Contractor. 4. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract. 5. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County. V. INVOICING 1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of Services. 2. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of Services. 3. County shall notify Contractor of any adjustments required to invoice. 4. Invoices shall contain County PO number, invoice number, remit to address and itemized Services description and price as quoted and shall be accompanied by acceptable proof of delivery. 5. Contractor shall utilize standardized invoice upon request. 6. Invoices shall only be issued by the Contractor who is awarded a contract. 7. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs. 8. The County will pay Contractor monthly or as agreed upon, not to exceed the total lump sum price quoted in the bid response. W. COUNTY PROVISIONS 1. Preference for Local Products and Vendors: A five percent (5%) preference shall be granted to Alameda County products or Alameda County vendors on all sealed bids Page 24 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. Locality must be maintained for the term of the contract. Evidence of locality shall be provided immediately upon request and at any time during the term of any contract that may be awarded to Contractor pursuant to this RFP. 2. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than $7,000,000 in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County is one having annual gross receipts of less than one-half (1/2) of the above amount and has been in business less than five (5) years. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by the County as a Small or Emerging, local business. A certification application package (consisting of Instructions, Application and Renewal Application) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor. A locally owned business, for purposes of satisfying the locality requirements of this provision, is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by the County or a city within the County. The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County's purchase of goods and services. As a result of the County's commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP: a. If Bidder is certified by the County as either a small and local or an emerging and local business, the County will provide a five percent (5%) bid preference, in addition to that set forth in paragraph 1., above, for a total bid preference of ten percent (10%). However, a bid preference cannot override a State law, which requires the granting of an award to the lowest responsible bidder. b. Bidders not meeting the small or emerging local business requirements set forth above do not qualify for a bid preference and must subcontract with Page 25 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder's total bid amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract. The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less. The following entities are exempt from the Small and Emerging Local Business (SLEB) requirements as described above and are not required to subcontract with a SLEB. If you apply and are certified as a SLEB, you will receive a 5% SLEB bid preference: non-profit community based organizations (CBO); non-profit churches or non-profit religious organizations (NPO); public schools; and universities; and government agencies Non-profits must provide proof of their tax exempt status. These are defined as organizations that are certified by the U.S. Internal Revenue Service as 501(c) 3. If additional information is needed regarding this requirement, please contact the Auditor-Controller's Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at email@example.com. 3. First Source Program: The First Source Program has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County's relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections. Page 26 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Vendors awarded contracts for goods and services in excess of One Hundred Thousand Dollars ($100,000) as a result of any subsequently issued RFP are to allow Alameda County ten (10) working days to refer potential candidates to vendor to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Vendor will be pre-screened, qualified applicants based on vendor specifications. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Vendor. Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document. If compliance with the First Source Program will interfere with Contractor's pre- existing labor agreements, recruiting practices, or will otherwise obstruct the Contractor's ability to carry out the terms of the contract, the Contractor will provide to the County a written justification of non-compliance. If additional information is needed regarding this requirement, please contact the Auditor-Controller's Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at email@example.com. X. ONLINE CONTRACT COMPLIANCE SYSTEM As part of the Alameda County General Services Agency's commitment to assist contractors to conveniently comply with legal and contractual requirements, the County has established an online Contract Compliance System. The system was designed to help reduce contractors' administrative costs and to provide various work-flow automation features that improve the project reporting process. The Alameda County Contract Compliance System will be implemented to monitor contract compliance for County contracts through the use of a new interactive website, Elation Systems. The prime contractor and all participating subcontractors awarded contracts as a result of this bid process for this project, are required to use the secure web- based system to submit SLEB Program information including, but not limited to, monthly progress payment reports and other information related to SLEB participation. Page 27 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review The Alameda County Contract Compliance System has been designed to provide online functionality that streamlines the process, reduces paperwork and assists contractors and subcontractors in complying with the County's SLEB Program and its reporting requirements. Utilizing the Alameda County Contract Compliance System will reduce the amount of time currently required to submit hard copy documentation regarding contract compliance information and is provided for use by County contractors and subcontractors at no cost. Procedural differences between the previous conventional reporting and the new web- based system include: Monthly progress payment status reports will be submitted via the web-based system. Paper copies will no longer be required. Contractor will be required to enter data for payments made and subcontractors will be required to enter data for payments received into the web-based system. Alameda County Contract Compliance System training and ongoing support are provided at no charge to contractors and participating sub-contractors awarded a contract as a result of this bid process for this project. Contractors having contracts with the County should schedule a representative from their office/company, along with each of their subcontractors, to attend training. Training sessions are approximately one hour and will be held periodically in a number of locations throughout Alameda County. Upon award of contract, please view the training schedule http://www.elationsys.com/elationsys/support_1.htm or call Elation Systems at (510) 764-1870. A special access code will be provided to contractors and subcontractors participating in any contract awarded as a result of this bid process to allow use of the System free of charge. It is the Contractor's responsibility to ensure that they and their subcontractors are registered and trained as required to utilize the Alameda County Contract Compliance System. Please contact the Auditor- Controller's Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272- 6502 or via E-mail at email@example.com if you have any other questions regarding utilization of the Alameda County Contract Compliance System. Y. COMPLIANCE INFORMATION AND RECORDS As needed and upon request, for the purposes of determining compliance with the SLEB Program, the Contractor shall provide the County with access to all records and documents that relate to SLEB participation and/or certification. Proprietary information will be safeguarded. All subcontractor submittals must be through the prime contractor. Page 28 of 29 Specifications, Terms & Conditions for Medical Consulting and Quality Assurance Review Z. ACCOUNT MANAGER/SUPPORT STAFF 1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder's response to this RFP and any contract which may arise pursuant to this RFP. 2. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems. 3. Contractor account manager shall be familiar with County requirements and standards and work with the ACSO to ensure that established standards are adhered to. 4. Contractor account manager shall keep the County Specialist informed of requests from ACSO as required. AA. GENERAL REQUIREMENTS 1. Proper conduct is expected of Contractor's personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously. 2. County has the right to request removal of any Contractor employee or subcontractor who does not properly conduct himself/herself/itself or perform quality work. 3. Contractor personnel shall be easily identifiable as non-County employees (i.e., work uniforms, badges, etc.). Page 29 of 29 COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total. 2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding. 3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate. 4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California. 5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order. 6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder's expense. 7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check. 9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. 10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order. THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement. Firm: Address: State/Zip What advertising source(s) made you aware of this RFP? By:_______________ ________________________________________________ Date____________ Phone_____________________ Printed Name Signed Above:_______________________________________________________________________________________ Title:__________________________________________________________________________________________________________ EXHIBIT B COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW BID FORM Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay for the three (3) year term of any contract that is a result of this bid. Unit Of Estimated Three Year Hourly Rate Extended Description Measure Quantity (A) (B) Cost (C) A x B = C Medical Consulting Services as Hour 720 described in this RFP Total Cost Bidder agrees that the price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM: ____________________________SIGNATURE:________________DATE:_______ PRINTED NAME: _____________________TITLE:____________________________ Exhibit B Page 1 of 1 EXHIBIT C RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements: TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability $1,000,000 per occurrence (CSL) Premises Liability; Products and Completed Operations; Contractual Liability; Bodily Injury and Property Damage Personal Injury and Advertising Liability; Abuse, Molestation, Sexual Actions, and Assault and Battery D Professional, Medical and Hospital or Clinic Liability $3,000,000 per occurrence $10,000,000 aggregate Bodily Injury and Property Damage C Workers' Compensation (WC) and Employers Liability (EL) WC: Statutory Limits Required for all contractors with employees EL: $100,000 per accident for bodily injury or disease E Employee Dishonesty and Crime $1,000,000 per occurrence E Endorsements and Conditions: 1. ADDITIONAL INSURED: All insurance required above shall provide an additional insurance endorsement page that names as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives, with the exception of Professional Liability, Workers' Compensation and Employers Liability. 2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. 3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor's contractual obligation to indemnify and defend the Indemnified Parties. 4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a A.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise waived by Risk Management, and with deductible amounts acceptable to the County. Acceptance of Contractor's insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. 5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall maintain separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a "Named Insured (covered party), or at minimum named as an "Additional Insured" on the other's policies. – Joint insurance program with the association, partnership or other joint business venture included as a "Named Insured. 7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation. 8. CERTIFICATE OF INSURANCE: Before commencement of any operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance page (s), in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to: - Department/Agency issuing the contract Certificate C-13A Page 1 of 1 Form 2001-1 (Rev. 11/1/07) EXHIBIT D-1 COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW CURRENT REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Page 1 of 2 EXHIBIT D-2 COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW FORMER REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service: Company Name: Page 2 of 2 Exhibit E Small, Local And Emerging Business (SLEB) Program Certification Instructions RFP No. for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW 3 Easy Steps 1. Complete the appropriate application form for New or Renewal Certification: Current or previously certified businesses must complete the Renewal Certification Application on Page 4 of 4. To apply for a New Certification, complete the application form in Pages 2 and 3 of 4. Program Definitions Local Business: A business having a fixed office with a street address in Alameda County for a minimum period of 6 months and a valid business license issued by the County or a City within Alameda County Small Business: A business which has been certified by the County as local and meets the U.S. Business Administration (SBA) size standards for its classification. Size standards and classification codes information available at http://www.naics.com/search.htm Emerging Business: A business which has been certified by the County as local and meets one half of the U.S. SBA size standards for its classification and has been in business less than 5 years. If you own less than 51% interest in your business, please indicate other owner(s) name(s), title(s) and percentage of ownership. List all current business and professional licenses. If you have been in business for less than three years, please provide your actual gross receipts received for the period that you have been in business. If you have not been in business for a complete tax year, please provide actual gross receipts to date. If any item on the application form is not applicable, please put "N/A" in the designated area. If additional space is needed, please attach additional sheet(s). 2. Please sign* and mail Application to: Alameda County Auditor-Controller Agency Office of Contract Compliance 1221 Oak Street, Room 249 Oakland, CA 94612 *The application form must be signed by the owner, principal partner or authorized officer of the corporation. We will contact you within 10 days to schedule a site visit upon receipt of your application. 3. On-site Visit The following items must be available for our review during the visit to your business address: Signed Federal Tax Returns showing Gross Business Receipts for the last 3 years** Business Licenses Current Identification (i.e. Driver's License, Identification Card) Deed, Rental or Lease Agreement showing Business Address **Personal Net Worth Statement (if the business has never filed taxes) If you have questions regarding your certification, please contact the Office of Contract Compliance Telephone: (510) 891-5500 Email: firstname.lastname@example.com Page 1 of 4 (Revision 3-03-09) EXHIBIT E Small Local Emerging Business (SLEB) Program New Certification Application RFP No. for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW East Bay Interagency Alliance (EBIA) COMMON APPLICATION for LOCAL CERTIFICATION Alameda County – Alameda County Transportation Improvement Authority – City of Oakland – Port of Oakland Alameda County RFP# 900676, RFP Response Due Date: Check additional certifying agencies below that you would like your application to be forwarded to: Alameda County Transportation Improvement Authority City of Oakland Port of Oakland All the above The Common Application is a sharing of information between agencies and NOT a reciprocal certification. 1) Contact Information Legal Name of Entity Contact Person (Name & Title) Street Address of Entity (No P.O. Box) City State Zip Code County Telephone Fax # Cell# ( ) ( ) ( ) Email Address Web Site 2) Company Profile Primary Service undertaken/offered: Specialty Service undertaken/offered: Date Entity was established (mm/dd/yr) Does the entity have one or more additional offices outside Date Oakland office was established the city of Oakland, CA? Y N (mm/dd/yr) If yes, list other location(s) Method of Acquisition New Purchased existing Secured concession Federal ID Number: Merger or consolidation Inherited Other (explain) Has this entity operated under a different name during the past five years? Type of Firm Ethnicity Group of owners(s) that own greater than 50% of the Sole Proprietorship business. (for tracking purposes only) Joint Venture African American Hispanic Partnership Asian Native American Corporation Asian Pacific /Hawaiian Multi ethnic ownership Limited Liability Partnership Asian Indian Multi ethnic minority Limited Liability Corporation Caucasian ownership Publicly traded entity Filipino Other ______________ Non-Profit or Church Other ____________________ Gender (for tracking purposes only) Male Female Gross Receipts for the last three recent fiscal years: Year Ended________ Total Receipts $_____________________ Please attach copies of appropriate tax Year Ended________ Total Receipts $_____________________ returns: (e.g. Form 990, Form 1040, Form Year Ended________ Total Receipts $_____________________ 1120, etc) Page 2 of 4 (Revision 3-03-09) 2) Company Profile: (Continue) Number of Employees at the local office Seasonal Full Time ____ Permanent Full time ____ Temporary Full Time ____ Seasonal Part Time ____ Temporary Part Time ____ Permanent Part time ____ TOTAL Number of Employees at all locations. Temporary Full Time ____ Seasonal Full Time ____ Permanent Full time ____ Temporary Part Time ____ Seasonal Part Time ____ Permanent Part time ____ 3) Certifications: Expiration Name of Issuing Authority Type Number Date City / County Business Tax Certificate Internal Revenue Service (required) – If your firm is a Non-Profit, submit the Letter of Determination of Not For Profit Status. State of CA /CUCP Certification for DBE/ACDBE firm State of CA /SBA Certification for Small firm Other Certification Other Certification Other Certification 4) Professional Licenses, Permits and/or Certificates (e.g. contractor, architect, engineer, etc. – list all that apply - attach copies. List on a separate page if additional space is needed) Expiration Name of Issuing Authority Type Number Date State of CA Contractor's License Board – Contractor's License: State of CA Professional Service License or Permit: State of CA Service Provider License or Permit: Other: Other: 5) NAICS Codes: Please review the NAICS1 listing of work codes and indicate below your areas of expertise ranked in order of importance (begin with primary and specialty areas as indicated in the Company Profile section) NAICS Codes can be found at: http://www.naics.com/search.htm & http://www.census.gov/epcd/naics02/. Add separate sheet for additional NAICS codes if needed. NAICS Code Description of Work 6) Additional Information: Are you a Trucking Firm? Yes No Are you a Truck Broker? Yes No Both? Yes No A supplier? Yes No 7) I consent to the sharing of information contained herein with the certifying agencies I have checked on Page 1, and declare under penalty of perjury that all statements made in this Application are true and correct : Yes No Signature: ____________________________________________________________ Date:_______________ Printed Name: ___________________________________________________________ 1 North American Industry Classification System – www.naics.com Page 3 of 4 (Revision 3-03-09) EXHIBIT E Small Local Emerging Business (SLEB) Program Re-Certification Application RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW SLEB Certification Number: _____________________ Date of Initial Certification: ___________________ Business Name: Business Address: How long at this address: ________________________ Business Telephone Number: ___________________ Federal Tax Identification Number: ______________ Business Fax Number:________________________ Main Contact Name: Phone Number: Email Address: Ownership changed since last certification: Yes No Number of Employees:________________________ Gross Business Receipts for Last Three Years: $_____________________ 20____ $ ___________________ 20____ $____________________ 20____ Composition of Ownership Are you a publicly traded entity, a public school, or a government? Yes No Are you a non-profit, or a church? Yes No If "Yes" to one of the above, skip Ethnicity and Gender below. The Collection of ethnicity and gender data is for statistical and demographic purposes only. Please check the ONE most applicable in each category: Ethnicity African American or Black (greater than 50%) Hispanic or Latino (greater than 50%) American Indian or Alaskan Native (greater than 50%) Native Hawaiian/Pacific Islander (greater than 50%) Asian (greater than 50%) Multi-ethnic minority ownership (greater than 50%) Caucasian or White (greater than 50%) Multi-ethnic ownership (50% Minority–50% Non- Minority) Filipino (greater than 50%) Gender Female (greater than 50% Ownership) Male (greater than 50% Ownership North America Industry Classification System Codes (NAICS ) ________________________________________________________ _________________________________________________________ ________________________________________________________ _________________________________________________________ ________________________________________________________ _________________________________________________________ RENEWAL AFFIDAVIT I declare, under penalty of perjury all of the foregoing statements are true and correct. Signature: ________________________________________________________ Date: ________________ Printed Name: ________________________________________________________________________________ Title (Proprietor, Partner, Officer, etc.): ____________________________________________________________ Page 4 of 4 (Revision 3-03-09) EXHIBIT F SMALL LOCAL EMERGING BUSINESS (SLEB) PARTNERING INFORMATION SHEET COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW In order to meet the small local emerging business (SLEB) requirements of this RFP, all bidders must complete this form as required below. Bidders not meeting the definition of a SLEB (as stated in this RFP County Provisions) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.) Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own. Once a contract has been awarded, bidders will not be able to substitute the partner without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC). The OCC will monitor the contract for compliance with the SLEB requirements. BIDDER (CONTRACTOR) NAME:_______________________________________________________________ is Certified SLEB #____________________ through ___/___/___ (certification expiration date) BIDDER is not a SLEB and will subcontract ________% with the SLEB named below for the following service(s): __________________________________________________________________________________ SLEB Subcontractor Business Name: __________________________________________________________________________ Street Address: __________________________________________________________________________ City, State, Zip: __________________________________________________________________________ Phone: ___________________Fax: _______________ E-mail:___________________________ Tax ID Number: _________________________ SLEB Certification Number:_________________________ SLEB Certification Status (Small or Emerging) __________ SLEB Certification Expiration Date: ___/___/___ Principal Name: __________________________________________________________________________ SLEB Principal Signature: __________________________________________ Date:________________ Bidder Signature: _________________________________________________ Date:_______________ Revision 3-05-09 EXHIBIT G COUNTY OF ALAMEDA RFP No. 900676 for Medical Consulting and Quality Assurance Review REQUEST FOR PREFERENCE for LOCAL BUSINESS and SMALL AND LOCAL OR EMERGING AND LOCAL BUSINESS IF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS, SMALL AND LOCAL BUSINESS, OR EMERGING AND LOCAL BUSINESS PREFERENCE, COMPLETE THIS FORM AND RETURN IT WITH YOUR BID. IN ADDITION, IF APPLYING FOR LOCAL PREFERENCE, SUBMIT THE FOLLOWING: Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement. A five-percent (5%) preference will be granted to Alameda County products or vendors on all sealed bids on contracts except with respect to those contracts which State law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the date upon which a request for sealed bids or proposals is issued; and which holds a valid business license issued by the County or a city with the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. In addition, a five percent (5%) preference, for a total bid preference of ten percent (10%), shall be granted (except as noted above) if the bidder is certified by the County as either a small and local or an emerging and local business. Check the appropriate (2 maximum) boxes and provide the requested information below. Request for 5% local preference Request for 5% small and local preference OR Request for 5% emerging and local preference Company Name: Street Address: Telephone Number: Business License Number: The Undersigned declares that the foregoing information is true and correct: Print/Type Name: Title: Signature: Date: EXHIBIT H COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number: Full Legal Name: DBA Type of Entity: Individual Sole Proprietor Partnership Corporation Tax-Exempted Government or Trust Check the boxes that apply: Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services – Describe Other Federal Tax ID Number (required): P.O. Box/Street Address: Vendor Contact's Name: Vendor Contact's Telephone: Fax: Vendor Contact's E-mail address: Please check all that apply: LOC Local Vendor (Holds business license within Alameda County) SML Small Business (as defined by Small Business Administration) I American Indian or Alaskan Native (>50%) A Asian (>50%) B Black or African American (>50%) F Filipino (>50%) H Hispanic or Latino (>50%) N Native Hawaiian or other Pacific Islander (>50%) W White (>50%) Number of Entry Level Positions available through the life of the contract:___________ Number of other positions available through the life of the contact:_________________ This information to be completed by County: Contract #______________________ Contract Amount: _____________________ Contract Term: _____________________ EXHIBIT H COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor. Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre- screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.acgov.org/auditor/sleb/. If compliance with the First Source Program will interfere with Vendor's pre-existing labor agreements, recruiting practices, or will otherwise obstruct Vendor's ability to carry out the terms of the contract, Vendor will provide to the County a written justification of non-compliance in the space provided below. (Company Name) ______________________________________ _____________________ (Vendor Signature) (Date) ______________________________________ _____________________ (East Bay Works / One-Stop Representative Signature) (Date) Justification of Non-Compliance: _______________________________________________________________________ ________________________________________________________________________ EXHIBIT I COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW Exceptions, Clarifications, Amendments List below requests for clarifications, exceptions and amendments, if any, to the RFP and its exhibits, and submit with your bid response. The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification. Item Reference To: No. Page No. Paragraph Description No. _________________________________ _____________________________ ____________ Bidder Name Bidder Signature Date EXHIBIT K COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW Intentionally Omitted RFP No. 900676 MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW EXHIBIT L RFP VENDOR BID LIST Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 900676, and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program (described within this RFP). For additional information regarding the SLEB Program, please visit our website at http://www.acgov.org/auditor/sleb/ and/or contact the Auditor- Controller's Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at firstname.lastname@example.com Potential bidders are strongly encouraged, but not required, to attend the Networking/Bidders Conferences in order to further facilitate subcontracting relationships. Vendors who attend the Networking/Bidders Conferences will be added to the Vendor Bid List. Please see the RFP sections entitled 'Calendar of Events' and 'Networking/Bidders Conferences' for additional information. The Networking/Bidders Conferences scheduled for all current projects are posted on the GSA Calendar of Events website at http://www.acgov.org/calendar_app/DisplayListServlet?site=Internet&ag=GSA&ty=PUR. An RFP Addendum will be issued to all vendors on the Vendor Bid List following the Networking/Bidders Conferences and will include contact information for each vendor attendee. RFQ No. 900676 - MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW Business Name Contact Name Phone Address City St Email Calvin B. Benton, MD Calvin B. Benton, MD (510) 568-6743 3031 Telegraph Ave, # 217 Berkeley CA firstname.lastname@example.com Just Business Cards Beverley D. Sanders (510) 638-3471 Oakland CA email@example.com Freeman Fleming Group Owen Garrick, MD (510) 251-0490 810 Clay Street #200 Oakland CA firstname.lastname@example.com Bay Area Doctors Janak Sachdev (707) 694-6890 PO Box 7081 Napa CA firstname.lastname@example.com EXHIBIT M RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW RESPONSE CONTENT AND SUBMITTALS COMPLETENESS CHECKLIST 1. Bid responses must be signed in ink and include evidence that the person or persons signing the proposal is/are authorized to execute the proposal on behalf of the bidder. 2. Bidders shall provide all of the below noted Bid documentation and exhibits. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in the County's sole discretion. The content and sequence for each required Bid document/exhibit shall be as follows: CHECK LIST A. Title Page: Show RFP number and title, your company name and address, name of the contact person (for all matters regarding the RFP response), telephone number and quotation/proposal date. B. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal and their corresponding page numbers. Tabs should separate each of the individual sections. C. Cover Letter: Bid responses shall include a cover letter describing Bidder and include all of the following: 1) The official name of Bidder; 2) Bidder's organizational structure (e.g. corporation, partnership, limited liability company, etc.); 3) The jurisdiction in which Bidder is organized and the date of such organization; 4) The address of Bidder's headquarters, any local office involved in the Bid Proposal; and the address/location where the actual Services will be performed; 5) Bidder's Federal Tax Identification Number; 6) The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP response, with authorization to make representations on behalf of and to bind Bidder; Exhibit M Page 1 of 4 7) A representation that Bidder is in good standing in the State of California and will have all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP. This requirement includes the necessity for some out of state companies to be registered with the State of California by the effective date of the agreement. Information regarding this requirement can be located at the Secretary of State website, http://www.sos.ca.gov/.; 8) An acceptance of all conditions and requirements contained in this RFP; and 9) Cover letter must be signed in ink by a person or persons authorized to execute the proposal on behalf of the bidder. D. Letter of Transmittal: Bid responses shall include a description of Bidder's approach in providing its Services to the County in one or two pages stating its understanding of the work to be done and a positive commitment to perform the work as specified. E. Executive Summary: A brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood. F. Bidder's Qualifications and Experience: Provide a description of Bidder's capabilities pertaining to this RFP. This description should not exceed five (5) pages and should include a detailed summary of Bidder's experience relative to RFP requirements described herein, including references. G. Financial Statements. Bidder's most recent Dun & Bradstreet Supplier Evaluation Report. Dun & Bradstreet Supplier Qualifier Report (formerly Supplier Evaluation Report) must be ranked a 6 or lower for bidder to be considered for contract award. For information on how to obtain a Supplier Evaluation Report, contact Dun & Bradstreet at 1-866- 719-7158 or www.dnb.com. H. Key Personnel - Qualifications and Experience: Bid responses shall include a complete list of and resumes for all key personnel associated with the RFP. This list must include all key personnel who will provide services to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included: (1) the person's relationship with Bidder, including job title and years of employment with Bidder; (2) the role that the person will play in connection with the RFP (3) address, telephone, fax numbers, and e-mail address; (4) the person's educational background; (5) the person's relevant experience; and (6) relevant Exhibit M Page 2 of 4 awards, certificates or other achievements. This section of the bid response should include no more than two pages of information for each listed person. J. Description of the Proposed Services: Bid response shall include a description of the terms and conditions of Services to be provided during the contract term including response times. The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder's and County personnel involved, and the number of hours scheduled for such personnel. Finally, the description must: (1) specify how the Services in the bid response will meet or exceed the requirements of the County; (2) explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County; and (3) identify any limitations or restrictions of Bidder in providing the Services that the County should be aware of in evaluating its Response to this RFP. K. References, Exhibit D1 and D2: 1) Bidders are to provide a list of three (3) current and three (3) former clients on Exhibit D1 and D2, attached hereto. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions. 2) Reference information is to include: Company/Agency name Contact person (name and title), contact person is to be someone directly involved with the Services Complete street address Telephone number Type of business Dates of service 3) The County may contact some or all of the references provided in order to determine Bidder's performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process. L. Bid Form, Exhibit B: Pricing for the procurement Services by the County shall include all taxes, freight and all other costs, or credits, associated with Bidder's Services. Refer to "PRICING" under Section IV designated "TERMS AND CONDITIONS". Exhibit M Page 3 of 4 M. Evidence of Insurance Certificates of insurance are required per the attached Exhibit C from a reputable insurer evidencing all coverages required for the term of any contract that may be awarded pursuant to this RFP. The County's insurance requirements for Additional Insured reads, "All insurance required above with the exception… shall be endorsed to name as additional insured…"An endorsement is an amendment to a contract, such as an insurance policy, by which the original terms are changed. The insurance certificate (also known as the "Acord") carries a disclaimer, "This certificate is issued as a matter of information only and confers no rights upon the certificate holder. This certificate does not amend, extend or alter the coverage afforded by the policy below." Additional insureds listed in the description box are not a proper risk transfer. Any amendment or extension of the coverage such as an additional insured should be provided by a separate endorsement page or copy of the policy. N. Other required Submittals/Exhibits not included above that are required in the bid response: Exhibit A, Acknowledgement form for the RFP and for each Addendum, must be signed and returned. Exhibit E, SLEB Certification Application Package, completed, signed, required documentation attached (applicable to a small or emerging business, located within the boundaries of Alameda County, seeking certification or renewal certification). Exhibit F, Small Local Emerging Business (SLEB) Subcontracting Information Sheet, must be completed and signed. Exhibit G, Request for Preference for Local Business and Small Local or Emerging Local Business, completed and signed (read Exhibit G for applicability). If applying for local preference, submit the following: Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement. Exhibit H, First Source Agreement, must be completed and signed (applicable to contracts over $100,000). Exhibit I, Exceptions, Clarifications and Amendments Form, must be completed and signed. Any exceptions, clarifications and amendments should also address the attached Exhibits (The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification). Exhibit J, Intentionally Omitted. Exhibit K, Intentionally Omitted. Exhibit N, Debarment and Suspension Certification. Exhibit N, Sample Non-Disclosure Agreement And Conflict Of Interest Statement. Exhibit M Page 4 of 4 EXHIBIT N COUNTY OF ALAMEDA RFP No. 900676 for Medical Consulting and Quality Assurance Review DEBARMENT AND SUSPENSION CERTIFICATION For Procurements Over $25,000 The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its Principal, and any named and unnamed subcontractor: Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency; Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years; Does not have a proposed debarment pending; and Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years. If there are any exceptions to this certification, insert the exceptions in the following space. Exceptions will not necessarily result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification. BIDDER: _________________________________________________________________ PRINCIPAL: _______________________________ TITLE: ________________________ SIGNATURE: ______________________________ DATE: ________________________ Exhibit O COUNTY OF ALAMEDA RFP No. 900676 for MEDICAL CONSULTING AND QUALITY ASSURANCE REVIEW SAMPLE NON-DISCLOSURE AGREEMENT AND CONFLICT OF INTEREST STATEMENT This Addendum supplements and is made part of that Standard Services Agreement ("Agreement"), effective____________ __, ____, hereafter referred to in this agreement as "Effective Date", entered into by and between (enter Contractor's name) , hereafter referred to in this agreement as "Business Associate" and (enter County Agency's name) hereinafter referred to in this agreement as "Covered Entity". Recitals A. Covered Entity and Business Associate intend to protect the privacy and provide for the security of PHI disclosed to Business Associate pursuant to the Agreement in compliance with the Health Insurance Portability and Accountability Act of 1996, Public Law 104-101 ("HIPAA"), the Health Information Technology for Economic and Clinical Health Act, Public Law 111-005 ("the HITECH Act"), and regulations promulgated there under by the U.S. Department of Health and Human Services (the "HIPAA Regulations") and other applicable laws. B. As part of the HIPAA Regulations, the Privacy Rule and the Security Rule require Covered Entity to enter into a contract containing specific requirements with Business Associate prior to the disclosure of PHI, as set forth in, but not limited to, Title 45, Sections 164.413(a), 164.502(e) and 164.504(e) of the Code of Federal Regulations ("CFR") and contained in this Agreement. 1. Definitions. a. "HIPAA" means the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191. b. "HIPAA Regulations" means the regulations promulgated under HIPAA by the United States Department of Health and Human Services, including, but not limited to, 45 CFR Part 160 and 45 CFR Part 164. c. "Breach" shall have the meaning given to such term under the HITECH Act, 42 U.S.C. Section 17921. d. "Business Associate" (enter Contractor name) shall have the meaning given to such term under the Privacy Rule, the Security Rule, and the HITECH Act, Page 1 of 9 including, but not limited to, 42 U.S.C. Section 17938 and 45 CFR Section 160.103. e. "Covered Entity", Alameda County including but not limited to Santa Rita Jail, shall have the meaning given to such term under the Privacy Rule and the Security Rule, including, but not limited to 45 CFR Section 160.103 f. "Unsecured PHI" shall have the meaning given to such term under the HITECH Act and any guidance issued pursuant to such Act including, but not limited to, 42 U.S.C. Section 17932(h). a. Any terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms have under HIPAA and the HIPAA Regulations. 2. PERMITTED USES AND DISCLOSURES OF PROTECTED HEALTH INFORMATION (PHI) 2.1 Performance of Services. Except as otherwise limited in this Agreement, Business Associate is permitted to use or disclose PHI on behalf of, or to provide Services to, Covered Entity if such use or disclosure of PHI would not violate the HIPPA Regulations or the HITECH Act if done by the Covered Entity or the minimum necessary policies and procedures of the Covered Entity in connection with the performance of the Services provided under Agreement between (enter Contractor's name) and (enter County Agency's name) or such use or disclosure is expressly permitted under Section 2.2 of this Agreement. 2.2 Business Activities of the Receiving Party. Unless as otherwise limited in this Agreement, the Business Associate is permitted to: a. Except as otherwise limited in this Agreement, Business Associate may use PHI for its proper management and administration and to fulfill any present or future legal responsibilities of the Business Associate provided that such uses are permitted under state and federal confidentiality laws. b. Except as otherwise limited in this Agreement, Business Associate may disclose PHI to a third party for the purpose of its proper management and administration or to fulfill any present or future legal responsibilities, provided that the disclosure is required by law; or the Business Associate obtains reasonable assurances from the third party to whom the PHI is disclosed that it will (i) keep confidential and use or further disclose the PHI only as required by law or for the purpose for which it was disclosed to the third party; and (ii) the third party will notify the Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached. c. Except as otherwise limited in this Agreement, Business Associate may use PHI to provide data aggregation services to Covered Entity as permitted by 42 CFR 164.504(e)(2)(i)(B). Data aggregation services involve the combining by the Page 2 of 9 Business Associate of (a) PHI created or received by a Business Associate in its capacity as the Business Associate of a Covered Entity with (b) PHI received by the Business Associate in its capacity as a Business Associate of another Covered Entity, to permit data analyses that relate to the health care operations of the respective Covered Entities. d. Business Associate may use PHI to report violations of law to appropriate Federal and State authorities, consistent with 42 CFR 164.502(j)(1). e. Business Associate may de-identify any and all PHI created or received by Business Associate under this Agreement; provided, however, that the de-identification conforms to the requirements of the HIPAA Regulations. Such resulting de-identified information would not be subject to the terms of this Agreement. 3. RESPONSIBILITIES OF THE BUSINESS ASSOCIATE WITH RESPECT TO PROTECTED HEALTH INFORMATION 3.1 Responsibilities of the Receiving Party. With regard to its access, use and /or disclosure of PHI the Business Associate hereby agrees to do the following: a. Use and/or disclose the PHI only as permitted or required by this Agreement as defined in Section 2 or as otherwise required by law. b. Not use or disclose PHI for fundraising or marketing purposes. Business Associate shall not disclose PHI to a health plan for payment or health care operations purposes if the patient has requested this special restriction, and has paid out of pocket in full for the health care item or service to which the PHI solely relates, 42 U.S.C. Section 17935(a). Business Associate shall not directly or indirectly receive remuneration in exchange for PHI, except with the prior written consent of Covered Entity and as permitted by the HITECH Act, 42 U.S.C. Section 17935(d)(2); however, this prohibition shall not affect payment by Covered Entity to Business Associate for services provided pursuant to the Agreement. c. Report in writing to Covered Entity any access, use or disclosure of the PHI in violation of this Agreement, and any breach of unsecured PHI of which it becomes aware as soon as reasonably practicable. d. Establish procedures for mitigating, to the greatest extent possible, any deleterious effects from any improper access, use and/or disclosure of PHI that the Business Associate reports to the Covered Entity. e. Implement and use formal policies and procedures that address appropriate administrative, physical and technical safeguards to prevent any access, use or disclosure of the PHI other than uses and disclosures expressly provided for by this Agreement. f. Ensure that any agents, including subcontractors, to whom it provides PHI, agree in writing to the same restrictions and conditions that apply through this Agreement to Business Associate with respect to such PHI and implement administrative, physical and technical safeguards, 45 C.F.R. Sections 164.504(e)(2)(ii)(D) and 164.308(b). Business Associate shall implement and maintain sanctions against agents and Page 3 of 9 subcontractors that violate such restrictions and conditions and shall mitigate the effects of any such violation, 45 C.F.R. Sections 164.530(f) and 164.530(e)(1). g. Make available all records, books, agreements, policies and procedures relating to the access, use and/or disclosure of PHI to the Secretary of the Department of Health and Human Services ("Secretary") for purposes of determining the Receiving Entity's compliance with this Agreement, 45 C.F.R. Section 164.504(e)(2)(ii)(H). h. Upon prior written request, make available during normal business hours at Receiving Party's offices all records, books, agreements, policies and procedures relating to the access, use and/or disclosure of PHI to the Covered Entity within 30 days for purposes of enabling the Covered Entity to determine the Receiving Party's compliance with the terms of this Agreement. i. Document such disclosures of PHI and any information related to such disclosures as would be required for Covered Entity to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR 164.528 and the policies of Covered Entity. j. Provide to Covered Entity information collected in accordance with Section 3.1.i of this Agreement, to permit Covered Entity to respond to a request by an individual for an accounting of disclosures of PHI to enable Covered Entity to fulfill its obligations under the Privacy Rule, including, but not limited to, 45 CFR Section 164.528, and the HITECT Act, including but not limited to 42 U.S.C. Section 17935(c), and the policies of Covered Entity. Such information shall be provided in a time and manner designated by the Covered Entity. Business Associate agrees to implement a process that allows for an accounting to be collected and maintained by Business Associate and its agents or subcontractors for at least six (6) years prior to the request. However, accounting of disclosures from an Electronic Health Record for treatment, payment or health care operations purposes are required to be collected and maintained for only (3) years prior to the request, and only to the extent that Business Associate maintains an electronic health record and is subject to this requirement. At a minimum, the information collected and maintained shall include: (i) the date of disclosure; (ii) the name of the entity or person who received PHI and, if known, the address of the entity or person; (iii) a brief description of PHI disclosed; and (iv) a brief statement of purpose of the disclosure that reasonably informs the individual of the basis for the disclosure, or a copy of the individual's authorization, or a copy of the written request for disclosure, 45 C.F.R. Sections 164.504(e)(2)(ii)(G) and 165.528. k. When requested by Covered Entity, Business Associate agrees to provide access to PHI in a designated record set to Covered Entity or to an Individual in order to comply with the requirements under 45 CFR 164.524 and the policies of Covered Entity. Such access shall be provided by Business Associate in the time and manner designated by Covered Entity. l. When requested by Covered Entity or an Individual, Business Associate agrees to make any amendment(s) to PHI in a designated record set that the Covered Entity directs or agrees to pursuant to 45 CFR 164.526 and the policies of Covered Entity. Page 4 of 9 Such amendments shall be made by Business Associate in the time and manner designated by Covered Entity. m. Subject to Section 6.5 below, return to the Covered Entity or destroy, within 60 days of the termination of the Agreement, the PHI in its possession and retain no copies whether in paper, electronic, or any other form of media. n. Access, use and disclose to its subcontractors, agents or other third parties, and request from the Covered Entity, only the minimum PHI necessary to perform or fulfill a specific function required or permitted hereunder, 42 U.S.C. Section 17935(b) and 45 C.F.R. Section 164.514(d)(3). Business Associate understands and agrees that the definition of "minimum necessary" is in flux and shall keep itself informed of guidance issued by the Secretary with respect to what constitutes "minimum necessary." o. During the term of the Agreement, Business Associate shall notify Covered Entity within twenty-four (24) hours of any suspected or actual breach of security, intrusion or unauthorized access, use or disclosure of PHI of which Business Associate becomes aware and/or any actual or suspected use or disclosure of data in violation of any applicable federal or state laws or regulations. Business Associate shall take (i) prompt corrective action to cure any such deficiencies, (ii) any action pertaining to such unauthorized disclosure required by applicable federal and state laws and regulations and (iii) responsibility for the cost of notification. Business Associate is subject to same civil and criminal penalties as Covered Entity if Business Associate violates the Privacy Rule or the terms of the Agreement. 4. RESPONSIBILITIES OF THE COVERED ENTITY WITH RESPECT TO PROTECTED HEALTH INFORMATION 4.1 Covered Entity shall not request Business Associate to access, use or disclose PHI in any manner that would not be permissible under the HIPAA Regulations if done by Covered Entity or that is not otherwise expressly permitted under Sections 2 and 3 of this Agreement. 5. INFORMATION OWNERSHIP 5.1 Information Presumed Owned by Covered Entity. The following provisions control the ownership of PHI Disclosed under this Agreement. These provisions shall not apply to information which (a) is readily available or can be readily ascertained through public sources, (b) a party has previously Received from a source or sources legally entitled to Disclose such Information to the party, or (c) can be demonstrated by documentation to have been independently developed by the Business Associate without reference to any information provided by the Covered Entity. a. All information shall be deemed to be the exclusive property of the Covered Entity, unless (a) otherwise expressly agreed in writing or (b) the information was previously Page 5 of 9 received by the Covered Entity from another party to this Agreement, who did not disclaim ownership in Writing. b. A disclosure of PHI shall not transfer legal title to information to the Receiving Party, unless otherwise expressly agreed in Writing. 6. TERMS AND TERMINATION OF THE AGREEMENT 6.1 Term. This Agreement shall become effective on the Effective Date and shall continue in effect until all obligations of the Parties have been met, unless terminated as provided in Section 6 of this Agreement. 6.2 Termination by the Disclosing Entity. The Covered Entity may immediately terminate this Agreement and any related agreements if the Covered Entity makes the determination that the Business Associate has breached a material term of this Agreement. Alternatively, the Covered Entity may choose to: (i) provide the Business Associate within 30 days written notice of the existence of an alleged material breach; and (ii) afford the Business Associate an opportunity to cure said alleged material breach upon mutually agreeable terms. Failure to cure in the manner set forth in this paragraph is grounds for the immediate termination of this Agreement. 6.3 Termination by Receiving Party. If the Business Associate makes the determination that a material condition of performance has changed under this Agreement, or that the Covered Entity has breached a material term of this Agreement, Business Associate may provide thirty (30) days notice of its intention to terminate this Agreement. Business Associate agrees, however, to cooperate with Covered Entity to find a mutually satisfactory resolution to the matter prior to terminating. 6.4 Automatic Termination. This Agreement will automatically terminate without any further action of the Parties upon the termination or expiration of the Standard Services Agreement. 6.5 Effect of Termination. Page 6 of 9 Upon termination of the Agreement, for any reason, Business Associate shall return or destroy all PHI received from Covered Entity, or created or received by Business Associate on behalf of Covered Entity. This Business Associate shall retain no copies of the PHI. Notwithstanding the foregoing, in the event that Business Associate determines that returning or destroying the PHI is infeasible, Business Associate shall provide to Covered Entity notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the parties that return or destruction of PHI is infeasible, Business Associate shall extend the protections of this Agreement to such PHI and limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI, 45 C.F.R. Section 164.504(e)(ii)(2)(I). If Covered Entity elects destruction of the PHI, Business Associate shall certify in writing to Covered Entity that such PHI has been destroyed. 7. Miscellaneous a. Regulatory References. A reference in this Agreement to a section in HIPAA or the HIPAA Regulations or the HITECH Act means the section as in effect or as amended, and for which compliance is required. b. Survival. The respective rights and obligations of Business Associate under Section 5 of this Agreement shall survive the termination of this Agreement. c. Interpretation. Any ambiguity in this Agreement shall be resolved in favor of a meaning that permits Covered Entity to comply with applicable law protecting the privacy, security and confidentiality of PHI, including, but not limited to, HIPAA, the HIPAA Regulations, and the HITECH Act. d. State Law. Nothing in this Agreement shall be construed to require Business Associate to access, use or disclose PHI without a written authorization from an individual who is a subject of the PHI, or written authorization form any other person, where such authorization would be required under state law for such access, use or disclosure. e. Indemnification. Business Associate shall indemnify, hold harmless and defend Covered Entity from and against any and all claims, losses, liabilities, costs and other expenses resulting from, or relating to, the acts or omissions of Business Associate in connection with the representations, duties and obligations of Business Associate under this Agreement. f. Disclaimer. Covered Entity makes no warranty or representation that compliance by Business Associate with this Agreement, HIPAA, the HITECH Act, or the HIPAA Regulations will be adequate or satisfactory for Business Associate's own Page 7 of 9 purposes. Business Associate is solely responsible for all decisions made by Business Associate regarding the safeguarding of PHI. g. Amendment to Comply with Law. The parties acknowledge that state and federal laws relating to data security and privacy are rapidly evolving and that amendment of this Agreement may be required to provide for procedures to ensure compliance with such developments. The parties specifically agree to take such action as is necessary to implement the standards and requirements of HIPAA, the HITECH Act, the Privacy Rule, the Security Rule and other applicable laws relating to the security or confidentiality of PHI. The parties understand and agree that Covered Entity must receive satisfactory written assurance from Business Associate that Business Associate will adequately safeguard all PHI. Upon the request of either party, the other party agrees to promptly enter into negotiations concerning the terms of an amendment to this Agreement embodying written assurances consistent with the standards and requirements of HIPAA, the HITECH Act, the Privacy Rule, the Security Rule or other applicable laws. Covered Entity may terminate this Contract upon thirty (30) days written notice in the event (i) Business Associate does not promptly enter into negotiations to amend this Agreement when requested by Covered Entity pursuant to this Section or (ii) Business Associate does not enter into an amendment to this Agreement providing assurances regarding the safeguarding of PHI that Covered Entity, in its sole discretion, deems sufficient to satisfy the standards and requirements of applicable laws. Amendment of Attachment A. Attachment A may be modified or amended by mutual agreement of the parties at any time without amendment of the Agreement. a. Primacy. To the extent that any provisions of this Agreement conflict with the provisions of any other agreement or understanding between the parties, this Agreement shall control. IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement as of the Effective Date. Business Associate Covered Entity (Enter Contractor's Name) Enter County Agency's Name) (Enter Signator's Name) (Enter Signator's Name and Title) Street Address Date Page 8 of 9 City, State, Zip Code Date Signed Page 9 of 9
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