11-IEHP-iRFP-25-06606 Emergency Supply Distribution Assesment Services 8.25.25.pdf

Inland Empire Health Plan Informal Request for Proposal # iRFP-25-06606 Supply Chain Management – Procurement Department Closing Date: 9/17/25 on or before 2:00 PM Pacific Time

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Informal Request for Proposal iRFP-25-06606

EMERGENCY SUPPLY DISTRIBUTION ASSESSMENT

SERVICES

10801 6th Street Rancho Cucamonga, CA 91730

This iRFP and any ensuing Addenda are available at the following link:

https://iehp.bonfirehub.com

Note: Bidders are responsible for reading all the information that is stated in this

Informal Request for Proposal and provide a response as requested https://iehp.bonfirehub.com/

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1. Solicitation Timeline:

The following timeline is based on IEHP’s requirements and will be strictly adhered to unless modified by written addendum:

Release of Informal Request for Proposal Date: 8/25/25 Deadline for Submission of Questions Bidders must submit their questions via EUNA Procurement

Date: 9/2/25 Time: 2:00 PM Pacific Time

Deadline for Proposal via EUNA Procurement Date: 9/17/25 Time: 2:00 PM Pacific Time

Tentative Date for Award

5-90 days, contingent upon bidder(s) responsiveness and

IEHP internal evaluations

2. Term:

The period of performance anticipated for this Informal RFP (iRFP) shall be for a project-based term not to exceed one (1) year. This iRFP does not commit IEHP to award a contract, and there is no obligation by IEHP to purchase any specified amount of goods or services. IEHP will award a contract, if any, in its best interest and based on a proposal that best meets its needs as set forth herein.

3. Background:

Inland Empire Health Plan (IEHP) is a local public entity of the State of California and is a rapidly growing Medi-Cal and IEHP DualChoice (HMO D-SNP [Dual Eligible Special Needs Plans]) health plan in California. Since September of 1996, IEHP has consistently focused on our mission: “We heal and inspire the human spirit”. As a result of the Healthcare Reform and participation in the California Coordinated Care Initiatives, IEHP grew to over 1 million members. With a provider network of over 7,500 providers and more than 3,200 employees, we now serve more than 1.5 million residents of the Riverside and San Bernardino counties who are enrolled in Medi-Cal or D-SNP.

IEHP’s Membership totals as of August 2025 are listed in the table below:

Line of Business Member Count Medi-Cal 1,439,893

D-SNP 38,099

CCA 53,627

Total Membership 1,531,619

4. Statement of Work:

IEHP’s Procurement Department, on behalf of IEHP’s Business Continuity Department, is soliciting proposals for Emergency Supply Distribution Assessment Services as detailed in this iRFP, Exhibit A. IEHP reserves the right to

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3 | P a g e award to multiple vendors. IEHP does not guarantee any minimum amount of purchases from the awarded Bidder(s).

5. Description of Proposer’s Products and Services:

This iRFP contains a list of requirements for Emergency Supply Distribution Assement Services on behalf of IEHP. IEHP is soliciting responses from qualified vendors to address the stated requirements of this iRFP. A qualified vendor, for the purpose of this iRFP, is one that can reliably and independently provide the required services to IEHP for the entire term of the agreement.

6. Key Selection Criteria:

At the discretion of the Evaluation Team, 65 points will be allocated between the scope and company scores, 30 points will be assigned to price, and 5 points will be given for local preference. If demos are held, an additional 10 points will be allocated to demo scores. IEHP reserves the right, at its sole discretion, to award the contract to the responsive, responsible Bidder whose Proposal is most advantageous to IEHP; price, delivery, and other factors considered. Additional information on evaluation criteria can be found in Exhibit B (iRFP Bidder Terms and Conditions).

7. Clarifications, Exceptions, or Deviations:

All Bidders shall describe any exception or deviation from the requirements of the iRFP with their response. Each clarification, exception, or deviation must be clearly identified. If your firm has no clarifications, exceptions, or deviations, a statement to that effect shall be included. IEHP’s standard contract terms are discussed in the iRFP Bidder Terms and Conditions document incorporated herein by this reference, and attached hereto as Exhibit B.

Any objection by a Bidder to the prescribed procedures, terms, conditions or requirements set forth in this iRFP or any of its component documents must be submitted to IEHP as part of, or contemporaneously, with the Bidder’s proposal.

Failure to timely submit an objection, or failure to submit a proposal, shall constitute a final and conclusive waiver of any and all rights to thereafter such objection for any purpose including, without limitation, any protest or legal action to challenge an award of a contract pursuant to this iRFP.

8. Evidence of Insurability/Business Licenses

All Bidders shall submit evidence of all required insurance in the corresponding document slot on the EUNA Procurement website. An Acord cover page will suffice and if awarded the contract the bidder has ten (10) calendar days to produce the required insurances, including a certified endorsement naming IEHP as additionally insured. The bidder shall certify to the possession of any and all current required licenses or certifications. Do not purchase additional insurance until this bid has been awarded. Provide a copy of current business license or other applicable

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4 | P a g e licenses. Failure to provide the required document may be grounds for disqualification of bidder from the iRFP process, at IEHP's discretion.

9. IEHP Background Check Requirements for Bidders:

IEHP will require all individuals assigned to provide services to IEHP pursuant to this iRFP, to undergo a background check prior to commencement of performance, at the Contractor’s expense, to include any and all background checks required by law.

10. Out of Country Services Notice:

A. IEHP will only consider service offerings within the continental United States, defined as the 49 States including Alaska and the District of Columbia:

excluding Hawaii.

B. Proposed solutions that create, transmit, receive and/or maintain IEHP data must always reside within the United States.

C. IEHP’s data must always remain in the United States.

D. All persons, electronic processes, information systems, and computer devices accessing IEHP’s information systems and/or data in any capacity as part of the proposed solution must be physically located in the United States.

11. Executive Order N-6-22 – Russia Sanctions:

On March 4, 2022, California Governor Gavin Newsom issued Executive Order N-6- 22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs all California state agencies and departments to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. All contractors and grantees are obligated to comply with the Economic Sanctions. Accordingly, should the State of California (the State) or IEHP determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Agreement. Contractor shall be provided with advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State or IEHP.

12. Required Documents:

All required documents listed below shall be uploaded to their corresponding document slot in the Requested Information section at https://iehp.bonfirehub.com.

https://iehp.bonfirehub.com/

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Note: Failure to provide the required documents listed below at time of bid may be grounds for disqualification of bidder from the informal RFP (iRFP) process, at IEHP's sole discretion.

A. Certification of Non-Debarment (IEHP provided form)

B. Non-Collusion Declaration (IEHP provided form)

C. Evidence of Insurability (ACORD Certificate of Insurance)

D. Business License(s)

E. Cost Proposal (Bid Table BT-01CM)

F. Local Preference Affidavit (if applicable – IEHP provided form)

G. Company W-9 form listing Bidder’s Tax Identification Number (TIN)

H. Principal Certification Binding Bidder’s Response (IEHP-provided form)

I. Contractor’s Certificate Regarding Workers’ Compensation (IEHP-Provided form)

J. Acknowledgment of Non-Negotiable Contract Terms (IEHP-Provided form)

K. Bidder’s DUNS Number

L. Proof of Registration: Documentation verifying corporate registration with the California Secretary of State or if not a corporation, proof of tax registration with the California Franchise Tax Board.

M. Pricing Narrative

N. Redacted Pricing Narrative

O. Bidder’s Standard Agreement Template, including detailed pricing and Scope of Work (for consideration). If not available, include a detailed proposal on Bidder’s letterhead including detailed pricing and Scope of Work (for consideration).

P. A list of three (3) contracts of similar value awarded to your company in the past three (3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

Q. References (Questionnaire Q-26FV)

R. Company Profile and Evaluation Criteria (Questionnaire Q-18FV)

S. Bidder Response Questions (Questionnaire Q-34EL)

T. IEHP Security Risk Assessment (IEHP-Provided form)

U. Data Sharing Assessment (IEHP-Provided form)

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V. Vendor Security Documents Checklist

W. Bidder’s Security Documents

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Required data listed below shall be answered in the Requested Information section at http://iehp.bonfirehub.com.

Note: Failure to provide the required data listed below at time of bid may be grounds for disqualification of bidder from the iRFP process, at IEHP's sole discretion.

1. IEHP is a public agency with a Board of Directors composed of elected officials and public members. The elected officials are restricted from voting on any action concerning a contract whose owners have made a campaign contribution of $250 or more in the previous 12 months. To assist them in their decision-making process, please indicate the owners of the company, and if any contributions were made to the Elected Officials.

2. Eligibility to Participate in Federal and State Health Care Programs

In accordance with 42 C.F.R. 438.610, 422.503 (b)(4)(vi)(F), 423.504 (b)(4)(vi)(F) and California Welfare and Institutions Code, §§ 14043.6 and 14123, IEHP is prohibited from employing, contracting, or issuing payments to an individual or entity that is excluded, ineligible, or terminated from participation in State and Federal health care programs. Contract awards are contingent upon the bidder, its principals’ and subcontractors’, eligibility to participate in State and Federal health care programs.

Bidders must certify that it or any of its subcontractors do not appear on State and Federal exclusionary lists in the Requested Information section of their response on EUNA Procurement.

3. Bidder’s DUNS Number

Required Data http://iehp.bonfirehub.com/

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Company Profile

This section of the proposal is designed to establish the Bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the iRFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 2 of Questionnaire Q-18FV, unless specifically stated otherwise below.

2.1 Company Name and Corporate Structure:

2.1.1 Business name and legal business status (i.e., partnership, corporation, etc.).

2.2 Company overview related to iRFP services or activities performed, including:

2.2.1 Number of years in business and the number of years of experience providing the proposed, equivalent, or related services.

2.3 Provision of Services:

2.3.1 Please provide a detailed response discussing how Bidder plans on providing the services requested in this iRFP; specifically, whether services will be provided by Bidder’s own forces, subcontractors.

2.4 Financial Interests:

2.4.1 Please indicate whether the Bidder holds controlling or interests in any other organization or is owned or controlled by any other person or organization. If none, please state N/A. Governmental agencies are exempt from this requirement if applicable.

2.4.2 Provide any financial interests in any other business. Individuals who are personally performing the contracted services and governmental agencies are exempt from this requirement.

2.4.3 Please indicate if the Bidder is privately or publicly held. If private, please provide details of financial stability. If public, please provide ticker symbol and copy of your most recent annual report.

2.5 Legal:

2.5.1 Provide a detailed explanation of any litigation involving the Bidder or any principal officers thereof in connection with any contract within the last five (5) years. Is your firm, or the principals corresponding with your firm, under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency? If none, state N/A.

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2.5.2 Has your company ever been or are you currently subject to any federal or state regulatory enforcement action including but not limited to exclusion and/or suspension from participation in a federal program?

2.5.3 List the officers of your organization who are authorized to negotiate the agreement with IEHP if awarded, and their positions within your organization.

2.5.4 Provide details of any failure or refusal to complete a contract. If none, that must be stated.

2.5.6 State whether your company, or the principals corresponding with your company, are under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency. If so, please provide details.

2.6 Financial Stability:

2.6.1 Please detail your insurance coverage, including the name of the carrier and coverage level for General Liability.

2.6.2 Please detail your insurance coverage, including the name of the carrier and coverage level for Tech Errors & Omissions (E&O).

2.6.3 Please detail your insurance coverage, including the name of the carrier and coverage level for Cyber Crime Insurance

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Company Evaluation Criteria

This section of the proposal is designed to further establish the Bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the iRFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 3 of Questionnaire Q-18FV, unless specifically stated otherwise below.

Questions that also require the upload of a (Required Document) to the associated document slot are noted.

3.1 Differentiators:

3.1.1 What do you consider to be your company’s strengths, and how do you see your company as differentiated from other Bidders?

3.1.2 Is there any other information you would like IEHP to know about your company including value-added services?

3.2. Organizational Information:

3.2.1 Provide a summary of the work plan and/or methodology and physical resources (staff and equipment) your company will commit to ensure successful services are provided pursuant to this iRFP.

3.2.2 What is your company’s Mission Statement?

3.2.3 What office will support IEHP?

3.3 Experience:

3.3.1 Describe your company’s experience/history with providing the services requested in this iRFP.

3.3.2 Describe your company’s experience with associated regulatory bodies such as Cal/OSHA.

3.3.3 Credentials/Resumes/Certifications/Licenses: (Required Document)

In the corresponding document slot on EUNA Procurement, please provide information for all employees/subcontractors responsible for administering or providing services. Provide a summary list of the organizational personnel that will actively participate and contribute their skills to this project. Include in this list:

Name Job title Work location and Responsibilities

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Qualifications/Experience Relevant experience in projects of similar size and complexity. (Responses may be one page per individual.)

Education Certifications/licenses, if applicable Years of service with your organization Total years of experience List other pertinent information that will assist in evaluating Bidder’s qualifications.

3.4 Awarded Contracts: (Required Document)

3.4.1 In the corresponding document slot, provide a list of three (3) contracts of similar value awarded to your company in the past three (3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

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EXHIBIT A

Emergency Supply Distribution Assessment Services

1. Program Details:

IEHP seeks a qualified vendor to assess current emergency supply systems and deliver practical, actionable strategies for effective storage, maintenance, transportation, and deployment during operational disruptions.

This request directly supports IEHP’s efforts to meet California Occupational Safety and Health Administration (Cal/OSHA) requirements, specifically those mandating that companies establish, vet, test, and maintain Emergency Contingency Plans to ensure workforce safety and operational continuity during disruptions.

A. IEHP has purchased emergency food, water, and shelter supplies to support its workforce during operational disruptions.

B. These items are currently stored in a warehouse approximately one mile from IEHP headquarters – the primary deployment site.

C. IEHP is seeking assistance with assessing the current state and providing a strategic plan that includes best practices on how to store, maintain, transport, and deploy supplies.

D. The plan should assess IEHP’s current capabilities and offer strategic recommendations to enhance operational efficiency, address gaps, and expedite successful implementation.

E. The plan should clearly define key operational tasks and responsibilities, outline required resources, and specify essential program requirements.

Where applicable, visual aids such as annotated images or process diagrams should be included to illustrate logistics such as storage configurations, workflows, setup procedures, and distribution strategies.

F. Note: All emergency supply protocols and assessments referenced in this document apply exclusively to IEHP’s workforce. Cal/OSHA standards cited herein pertain to employer obligations toward employees and do not extend to members, contractors, or external entities unless explicitly stated.

2. Scope of Work Overview:

Emergency Supply Distribution Assessment Services focus on evaluating and improving systems used to deliver critical resources to IEHP’s workforce during disasters. The scope includes, but is not limited to:

A. Assessment and Planning

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1) Evaluate existing Distribution Management Plans (DMPs) and Emergency Operations Plans (EOPs)

2) Identify gaps in supply chain resilience and distribution capabilities

3) Recommend improvements for coordination among local, state, tribal, and federal agencies

B. Resource and Infrastructure Analysis

1) Assess warehouse capacity, inventory systems, and transportation logistics

2) Evaluate staging areas, commodity points of distribution (C-PODs), and delivery routes

3) Review procurement and contracting mechanisms for emergency supplies within public procurement guidelines and IEHP’s Procurement Policies and Procedures

C. Operational Coordination

1) Analyze internal coordination protocols, and roles of supporting partners

2) Review communication strategies for informing IEHP’s workforce about resource locations and availability

3) Assess the effectiveness of internal task forces and emergency response teams

D. Distribution Methods Evaluation

1) Examine direct distribution (e.g., to workstations) vs. centralized distribution (e.g. designated supply hubs)

2) Evaluate traffic flow, access control, and safety measures at distribution sites

3) Recommend innovative solutions for rapid deployment and equitable access

E. Training and Exercises

1) Develop training modules for logistics personnel and volunteers

2) Conduct tabletop and full-scale exercises to test distribution plans

3) Provide after-action reports and improvement recommendations

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F. Monitoring and Reporting

1) Establish performance metrics for distribution efficiency and equity

2) Implement real-time tracking systems for resource movement

3) Prepare detailed assessment reports with actionable insights

4) Ensure recommendations align with relevant CAL/OSHA standards and guidance for Emergency Contingency Planning, including documented protocols for plan evaluation, revision and maintenance

G. Emergency Action Plan Compliance Review

The vendor shall evaluate IEHP’s emergency supply distribution strategy against the full set of Cal/OSHA requirements for Emergency Action Plans (Title 8, Section 3220), specifically as they apply to IEHP’s workforce. This includes:

1) Evacuation Procedures

Review and recommend procedures for emergency evacuation, including exit route assignments and types of evacuation.

2) Personnel Accountability

Assess methods for accounting for all of IEHP’s workforce post-evacuation, such as rosters or check-in protocols.

3) Rescue and Medical Duties

Identify any designated roles for rescue or medical response and ensure protocols are documented and compliant.

4) Alarm System Protocols

Evaluate the employee alarm system, including distinct signals for different emergencies and integration with supply deployment.

5) Training Requirements

Ensure training modules reflect Cal/OSHA triggers: initial plan development, changes in responsibilities, and plan revisions.

6) Plan Accessibility and Maintenance

Confirm that the Emergency Action Plan is written, maintained at the workplace, and available for review by IEHP’s workforce.

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QUESTIONS FOR BIDDER RESPONSES

Bidder Response Questions (Questions in this section must be answered in Questionnaire Q-34EL , unless specifically stated otherwise).

Bidder Questions

1. 0.1

Please describe your organization’s methodology for evaluating existing Disaster Management Plans (DMPs) and Emergency Operations Plans (EOPs), as they pertain to the organization’s workforce. Include how gaps are identified and recommendations are developed to meet Cal/OSHA standards (Title 8, Section 3220).

1.0.2

Please outline your organization’s approach to assessing warehouse capacity, inventory systems, and transportation logistics for emergency supplies intended for IEHP’s workforce. Include evaluation of staging areas, C-PODs, and delivery routes in compliance with workplace safety protocols.

1.0.3

What specific data or documentation should IEHP be prepared to provide to support your organization’s evaluation of staging areas, C-PODs, and delivery routes for Team Member-focused emergency supply distribution?

1.0.4

Please describe your organization’s methodology for reviewing procurement and contracting mechanisms for emergency supplies designated for IEHP’s workforce. Include how these mechanisms support timely and compliant resource deployment, as well as how your organization’s approach aligns with California Public Contract Code requirements for public entities, including competitive bidding, documentation standards, and vendor eligibility.

1.0.5

What information and/or access will your organization require from IEHP to evaluate procurement and contracting mechanisms in compliance with public sector regulations? Specify any public procurement documentation, contract templates, or historical purchasing data needed to assess compliance and effectiveness.

1.0.6

Please describe your organization’s approach and methodology for evaluating operational coordination efforts that directly affect IEHP’s workforce. This includes internal communication strategies, the effectiveness of internal task forces, and coordination with external partners (e.g., NGOs, VOADs, private sector) insofar as their involvement supports emergency preparedness, supply distribution, or safety protocols for IEHP’s workforce.

1.0.7 Please describe your organization’s methodology for evaluating emergency supply distribution methods for IEHP’s workforce, including direct vs.

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16 | P a g e centralized distribution, traffic flow, access control, and site safety measures in accordance with Cal/OSHA standards.

1.0.8

Please outline your organization’s approach to developing training modules and exercises that prepare IEHP’s workforce for emergency response roles, ensuring alignment with Cal/OSHA training triggers and documentation requirements.

1.0.9

Please describe your organization’s methodology for establishing performance metrics that measure the effectiveness of emergency preparedness and response activities involving IEHP’s workforce.

1.0.10

Please explain your organization’s approach to implementing real-time tracking systems for resource movement, specifically those that support accountability and safety for IEHP’s workforce.

1.0.11

Please provide samples of detailed assessment reports that include actionable insights relevant to emergency preparedness for IEHP’s workforce.

Upload sample reports to the associated document slot on the EUNA Procurement website.

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Cost Proposal/Budget Narrative

In Bid Table BT-01CM, please submit pricing for the services requested in this iRFP. Cost Proposals will be disclosed to the evaluators after the evaluation of the technical proposals has been completed. IEHP reserves the right to negotiate final fees with the selected Bidder(s). Proposals must fully describe all costs of charges to IEHP as part of this service/project. As stated in the Cost Proposal, Bidders must provide fully inclusive blended rates, which are all-encompassing of the Bidder’s project-related or supported expenses, including travel expenses. Bidders may also include any other documents as information to further explain the proposed costs. Any special government rates or considerations should be included in Bidder’s quotation.

Cost proposal must be all-inclusive and include, but not be limited to, administration, travel, training and related costs.

Item Milestone Description Cost for each item/service

1. Assessment and Planning $

2. Resource and Infrastructure Analysis $

3. Operational Coordination $

4. Distribution Methods Evaluation $

5. Training and Exercises $

6. Monitoring and Reporting $

7. Other (please describe) $

TOTAL PROPOSED ALL-INCLUSIVE COSTS

PRICING NARRATIVE (Upload EACH to its corresponding document slot)

1. Pricing Narrative (WITH PRICING):

In a separate document, provide a timeline with major milestones up to implementation. Define your proposed method of reimbursement for services at each stage of this project provided through your company and elaborate on the costs provided within the Bid Table submission. IEHP customarily prefers itemized

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18 | P a g e billing on a project basis (or as major milestones are accomplished for very large projects) with specific deadlines identified in the proposal.

Include a description of any additional costs that may be incurred in completion of this project and the circumstances that would trigger those costs. Please include the pricing for these additional costs in the Bid Table, not in the pricing narrative.

2. Pricing Narrative (WITH REDACTED PRICING):

Upload a copy of the above requirement with all pricing redacted.

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IT Security Documents

As part of the requirements related to services that will be provided under this Informal Request for Proposal (iRFP), Bidders must complete a detailed Security Risk Assessment.

This assessment is provided in the form of a spreadsheet with five distinct tabs, each covering different aspects of IT security. Bidders are required to thoroughly answer all questions in each tab.

In addition to the Security Risk Assessment, Bidders must also complete a Data Sharing Assessment. This assessment addresses what data will be shared and with whom it will be shared, the security measures in place to protect the data, and compliance with relevant data protection regulations.

Furthermore, Bidders must review a checklist of security documents. This checklist outlines the required security artifacts that Bidders shall upload to the associated document slot along with their proposal response.

All completed documents, including the Security Risk Assessment spreadsheet, Data Sharing Assessment, and security documents must be submitted along with the proposal response. Failure to include any of these documents may result in disqualification from the bidding process.

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Exhibit B

Terms and Conditions

NOTE: BIDDERS ARE RESPONSIBLE TO READ ALL INFORMATION THAT

IS STATED IN THIS DOCUMENT

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TABLE OF CONTENTS

A. INSTRUCTIONS AND CONDITIONS

1. Bidder Instructions

2. Definitions

3. Preparation of Responses

4. Inquiries by Bidders

5. Modifications/Amendment

6. Cancellation or Modification of Procurement

7. Withdrawal of Bids

8. Submitting Proposals

9. Evaluation Process

10. Proposal Selection and Contract Negotiations

11. HIPAA Business Associate Agreement (if applicable)

B. ATTACHMENTS

Attachment A: Principal Certification Binding Bidder’s Response Attachment B: Certification of Non-Debarment Attachment C: Non-Collusion Declaration Attachment D: Local Preference Affidavit Attachment E: Contractor’s Certificate Regarding Workers’ Compensation

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1. Bidder Instructions

a. EUNA Procurement (formerly known as Bonfire) is a third-party web-based e- Procurement service provider utilized by IEHP for solicitations. Registering takes just a few minutes and is completely free. For future bidding, opportunities please also register online at http://iehp.bonfirehub.com.

b. Format – Use the electronic format provided by http://iehp.bonfirehub.com.

If submitting more than one bid, separate the bid documents.

c. Return of Bid/Closing Date/Return – All proposals shall be submitted electronically to http://iehp.bonfirehub.com no later than 2:00 p.m. Pacific Time (PT) on the closing date listed in the Solicitation Timeline section of the Informal Request for Proposal, unless otherwise stated in the Informal Request for Proposal. Bid responses not received by IEHP Procurement on or before the closing date and time will not be accepted. IEHP will not be responsible for, and will not accept, late bids due to slow internet connection, or incomplete transmissions. If the Bidder cannot upload the bid response to the http://iehp.bonfirehub.com website, delivery of the bid response is accepted at Inland Empire Health Plan, 10801 Sixth Street, Rancho Cucamonga, CA 91730, by 2:00 p.m. PT on or before the bid closing date and time.

d. Pricing/Delivery/Terms/Tax – All pricing shall be quoted F.O.B. Destination, (e.g., cash terms less than 20 days should be considered net) excluding applicable tax, which is a separate line item. IEHP reserves the right to designate method of freight. IEHP is exempt from Federal Excise tax but pays California Sales Tax. In the event of an extension error, the unit price shall prevail.

e. Other Terms and Conditions – The terms and conditions as indicated in this document and/or attached are hereby included with full force and like effect as if set forth herein.

f. Period of Firm Pricing – unless stated otherwise elsewhere in this document, prices shall be firm for 120 days after the closing date, and prior to an award being made. IEHP reserves the right to ask for an extension of firm pricing if conducting active proposal evaluations.

g. Specification/Changes – Whenever brand names are used, the words "or equal" shall be considered to appear and be a part of the specification. If quoting another make or model, state this and replace IEHP’s nomenclature with that which you are proposing. If no make or model is stipulated, insert yours. Attach applicable specifications and/or brochures. Variations in manufacturers, design, etc., may be acceptable. Bidders are encouraged to offer alternatives. However, IEHP reserves the right to reject those alternatives as nonresponsive.

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h. Recycled Material – Wherever possible, IEHP is looking for items made from, or containing in part, recycled material. Bidders are encouraged to bid items containing recycled material as an alternative for the items specified.

However, IEHP reserves the right to reject those alternatives as nonresponsive.

i. Bidders must submit their questions online at http://iehp.bonfirehub.com and must be in written format. All responses to Bidder’s questions will be posted online at http://iehp.bonfirehub.com

2. Definitions

a. As used herein, “Addendum” refers to an amendment or modification to the Informal Request for Proposal (iRFP).

b. As used herein “Bid” refers to the proposal submitted by a Bidder on the Bid Form consistent with the Instructions to Bidders, to complete the Work for a specified sum of money and within a specified period.

c. As used herein, “Bidder” refers to an individual, firm, partnership or corporation that submits a qualified Bid for the Work, either directly or through a duly authorized representative.

d. As used herein “Board” refers to IEHP’s Governing Board.

e. As used herein, “CCA” means “Covered California”

f. As used herein, “Contractor” refers to any employee, agent, or representative of the contract company used in conjunction with the performance of the contract. For the purposes of this iRFP, Contractor, Vendor, Bidder and Respondent are used interchangeably.

g. As used herein, “DHCS” means California’s “Department of Health Care Services.”

h. As used herein, "FDR” means “First-Tier, Downstream and Related Entities”

i. As used herein, “HFP” means “Healthy Families Program”.

j. As used herein, “HIPAA” means the Health Insurance Portability and Accountability Act of 1996, Public Law 104-91, enacted August 21, 1996, and the regulations promulgated thereto.

k. As used herein, “HITECH” means the Health Information Technology for Economic and Clinical Health Act provisions of the American Recovery and Reinvestment Act of 2009, Public Law 111-5, enacted February 17, 2009.

l. As used herein, “IEHP” means “Inland Empire Health Plan”.

m. As used herein, “IPA” means “Independent Practice Associations”.

n. As used herein, “JPA” means “Joint Powers Agency” specifically for the

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24 | P a g e counties of San Bernardino and Riverside.

o. As used herein, “MQs” refers to minimum qualifications.

p. As used herein, “iRFP” means “Informal Request for Proposal”.

q. As used herein, “PT” means “Pacific Time”

3. Preparation of Responses

Before submitting a Proposal, each Bidder is expected to thoroughly examine the specifications in the solicitation, and all other related contractual documents included in this iRFP, including subsequent amendments to the iRFP. Failure to do so will be at the Bidder’s risk and may bar the Bidder’s performance if a contract is awarded pursuant to this iRFP.

Each Bidder shall review and complete all Required Documents according to their instructions and submit them as part of the Proposal.

Each Bidder must be satisfied by personal examination and by such other means as it may prefer, as to the actual conditions and requirements under which the contract will be performed.

4. Inquiries by Bidders

Requests for explanation must be submitted via the http://iehp.bonfirehub.com website by the time designated in the iRFP Solicitation Timeline Section “Deadline for Submission of Questions.” The Procurement Agent, or duly authorized personnel, will post a response to the inquiries via the EUNA Procurement website.

5. Modifications/Amendments

All proposals must be submitted in accordance with the standards and specifications contained within this iRFP.

Modification of Proposals – any Bidder who wishes to make modifications to a proposal delivered and received by IEHP before the iRFP submittal deadline must withdraw his/her proposal in order to make the modifications. If submitted in paper format, all modifications must be made in ink, properly initialed by Bidder’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. Modifications are allowed at any time up to the iRFP submittal deadline on the EUNA Procurement website. It is the responsibility of the Bidder to ensure that modified proposals are resubmitted before the iRFP submittal deadline.

Bidders are advised that IEHP reserves the right to amend the requirements of this iRFP prior to the date set for opening of bids, including, but not limited to, extending the iRFP submittal deadline. Such revisions will be formally incorporated into the

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25 | P a g e iRFP document via written addendum published on the EUNA Procurement website.

6. Cancellation or Modification of Procurement

a. IEHP reserves the right to modify or terminate the solicitation process at any time. IEHP may amend or modify the project scope of services prior to the award of contract, as necessity may dictate, reject any and all Proposals submitted (and rebid, if necessary), accept any or all Proposals submitted, negotiate with any qualified source, or cancel, in part or in its entirety, this iRFP if it is in the best interest of IEHP, at its sole discretion.

b. The procurement process may be canceled after opening, but prior to award if IEHP determines that cancellation is in the best interest of IEHP for reasons, including, but not limited to:

1) Inadequate, ambiguous, or otherwise deficient specifications.

2) The services are no longer required.

3) Proposals received are at an unreasonable cost.

4) Proposal did not arrive in open competition, were collusive, or not submitted in good faith.

5) IEHP determines, after analysis of the proposals that its needs can be satisfied through a less expensive method.

c. All Proposals will become the property of IEHP, and all such information submitted in connection with this iRFP becomes public record and may be disclosed through the Public Records Act. IEHP may keep submissions and negotiations confidential until the Governing Board approves the final contract and/or a Purchase Order contract is issued. Proposals may contain financial statements or other information which constitute a trade secret. In order to protect such data from disclosure, please identify the pages by clearly marking the applicable pages as confidential. Please note, disclosure of such data considered confidential by Bidder will only be withheld to the extent that IEHP determines that disclosure is improper under applicable law. It is important to further note that California law weighs heavily in favor of disclosing records submitted through an iRFP process. IEHP assumes no responsibility for disclosure or use of unmarked data for any purpose.

d. This solicitation does not commit IEHP to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request.

IEHP reserves the right to accept or reject any or all proposals received because of this request, to negotiate with any qualified source or to cancel in part or in its entirety this Request of Proposal if it is in the best interest of

IEHP.

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26 | P a g e

7. Withdrawal of Bids

Bidders may withdraw their proposals at any time prior to the due date and time by submitting notification of withdrawal signed by the Bidder’s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

8. Submitting Proposals

a. Late proposals will not be accepted. Postmarks or the inability to submit the proposal on the EUNA Procurement website will not be accepted in lieu of this requirement. Proposals submitted to any other IEHP office or location will be rejected.

b. If Bidder cannot upload their proposal on EUNA Procurement, Bidder is to submit the proposal to IEHP’s Corporate Offices at 10801 6th Street, Rancho Cucamonga, CA 91730. The proposal must be signed by an authorized agent and placed in a sealed package marked “Bidder Proposal,” and clearly marked with the iRFP’s designated bid number.

c. Binder capacity should be a minimum of 2” (two inches) in a 3-ring binder to allow for ease of referencing various sections. (Small binders that are overstuffed or difficult to open may count against the Bidder).

d. Proposals must be typed uniformly on letter size (8 ½” x 11”) sheets of white paper, single sided or double sided, each section clearly titled, with index dividers for each of the required documents listed in the iRFP, and each page clearly and consecutively numbered. Proposals must be clean and suitable for copying. Proposals must be specific unto themselves. For example, “See Enclosed Manual” will not be considered an acceptable proposal. Receipt of all addenda, if any, must be signed and included in the proposal.

e. The proposal shall be concise and to the point. A letter format in sufficient detail to allow thorough evaluation and analysis is required.

f. All work papers prepared in connection with the contractual services will remain the property of the successful Bidder. However, all reports rendered to IEHP are the exclusive property of IEHP and subject to its use and control.

IEHP will follow the California Public Records Act.

9. Evaluation Process

a. Proposals will be evaluated based on criteria determined to be appropriate by IEHP, which may include, but not necessarily limited to the following (in no particular order of precedence):

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1) Overall cost to IEHP. In no event will IEHP be limited to selecting a successful Bidder based solely upon total cost submitted. (Scored)

2) Bidder’s financial strength. (Pass/Fail)

3) Bidder’s corporate functional capabilities. (Scored)

4) Bidder’s responsiveness to the iRFP. (Pass/Fail)

5) References with demonstrated success with similar work to the Scope of Service. (Pass/Fail)

6) Contract Terms (Clarifications, Exceptions or Deviations). (Pass/Fail)

7) Technical capability and project methodology. (Scored)

8) IEHP may provide special consideration with all vendors located within either Riverside or San Bernardino counties.

9) The quantity and locations of facilities. (If applicable) (Scored)

10) Credentials/Certifications/Licenses Document (if applicable) (Scored)

11) Account Management Narrative (if applicable) (Scored)

12) Samples submitted. (If applicable) (Pass/Fail)

13) IT Security Documents (Pass/Fail)

14) Any other factors IEHP determines to be appropriate.

b. The following required documents will be assessed on a pass/fail basis to indicate Bidder’s responsiveness to the iRFP. However, these documents are not the only criteria used to determine overall responsiveness. Failure to provide any of the required documents may lead to Bidder’s disqualification from the iRFP process, at IEHP’s sole discretion.

1) Principal Certification Binding Bidder’s Response (IEHP-provided form)

2) Certification of Non-Debarment (IEHP-provided form)

3) Non-Collusion Declaration (IEHP-provided form)

4) Local Preference Affidavit (If applicable – IEHP-provided form)

5) Contractor’s Certificate Regarding Workers’ Compensation (IEHP- Provided form)

6) Acknowledgment of Non-Negotiable Contract Terms (IEHP-Provided form)

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7) Company W-9 Form listing company’s Tax Identification Number (TIN)

8) Evidence of Insurability (ACORD Certificate of Insurance)

9) Business License(s)

10) Bidder’s DUNS Number

11) Proof of Registration: Documentation verifying corporate registration with the California Secretary of State or if not a corporation, proof of tax registration with the California Franchise Tax Board.

12) Policy and Procedures document detailing Bidder’s background checking procedures and the name of any external company utilized to perform this service.

13) Pricing Narrative

14) Redacted Pricing Narrative

15) List of three (3) contracts of similar value awarded to your company in the past three (3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

All proposals will be given thorough review. All contact during the bidding process and review selection phase must be through IEHP’s Procurement Department.

Attempts by the Bidder to contact any other IEHP representative may result in disqualification of the Bidder.

Other than information publicly presented by IEHP, all evaluation material may be considered confidential and not released. IEHP reserves the right to split or make the award that is most advantageous to IEHP.

10. Proposal Selection and Contract Negotiations

a. If a proposal is accepted, IEHP will enter into a contractual agreement with the selected Bidder. Bidder shall review IEHP’s Standard Required Contract Terms, attached hereto as Exhibit C, and will be deemed to have agreed to the terms and conditions therein unless Bidder identifies an objection, and lists such objection Question Set 1 of the Company Profile and Evaluation Criteria Questionnaire located in EUNA Procurement. Should IEHP agree to a change of the contractual language, it shall do so in writing prior to the execution of the agreement. If an agreement cannot be reached, negotiations with the second ranking Bidder shall commence.

b. The award will be made, in whole or in part, to the responsive, responsible

Bidder whose Proposal is most advantageous to IEHP; price, delivery, and other factors considered. IEHP recognizes that prices are only one of several

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29 | P a g e criteria to be used in judging an offer and IEHP is not legally bound to accept the lowest offer.

c. IEHP reserves and may, in its sole discretion, exercise any one or more of the following rights and options with respect to proposal selection:

1) To issue a notice of intent to contract and/or execute a contract for any or all of the items in any proposal, in whole or in part, as IEHP, in its sole discretion, determines to be in IEHP’s best interest;

2) To discontinue negotiations with any applicant at any time prior to the execution of a final contract, whether or not a notice of intent to contract has been issued to the applicant, and to enter into negotiations with any other applicant, if IEHP, in its sole discretion, determines it is in the best interest of IEHP to do so;

3) To rescind, at any time prior to the execution of a final contract, any notice of intent to contract issued to an applicant, and to issue or not issue a notice of intent to contract to the same or a different applicant and enter into negotiations with that applicant, if IEHP, in its sole discretion, determines it is in the best interest of IEHP to do so;

4) To elect not to enter into any contract with any applicant, whether or not a notice of intent to contract has been issued and with or without reissuing the notice of contract opportunity, if IEHP determines that it is in IEHP’s best interest to do so;

5) To reject any or all offers, to waive…