(2) 260000001453 Schedule A - Medical Services MVHCT.docx

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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 260000001453 Medical Services This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Michigan Department of Military and Veterans Affairs (DMVA), Michigan Veterans Affairs Agency (MVAA) operates three state run homes, the Michigan Veteran Homes D.J. Jacobetti (MVHDJJ) located at 425 Fisher Street in Marquette, MI, the Michigan Veteran Homes at Grand Rapids (MVHGR) located at 2950 Monroe Ave NE, Grand Rapids, MI and the Michigan Veteran Homes at Chesterfield Township (MVHCT) located at 47901 Sugarbush Road, Chesterfield Township MI. This RFP pertains to the Michigan Veteran Homes at Chesterfield Township only.

Other services include an in-house pharmacy, rehabilitation therapy, pastoral care and specialty clinics, such as dental and vision care. In addition, residents have numerous opportunities to participate in spiritual, social, recreational and educational activities, both on-site and in the surrounding communities, daily.

MVHCT invites bidders to provide contracted medical services. The purpose of this RFP is to solicit proposals from individuals, practices and or/firms with a clear understanding of Medicare/ Medicaid, CMS certifications, and long-term care (LTC) for the geriatric population.

SCOPE

This is a contract to provide onsite full and comprehensive physician services to include coordination of comprehensive regulator visits in coordination with the Members overall plan of care, establish and guide the total program of care for each Member. This should include evaluations of Member’s condition and development and review of Member’s current medical regimen.

The facility is licensed for up to 128-members living there.

1. Requirements

1.1. General Requirements

The contractor will exercise all duties under applicable federal and state laws, including but not limited to the following: Maintain a schedule of visits appropriate to the member’s medical condition depending on the patient's medical stability, recent and previous medical history. The frequency of visits shall be no less often than once every 30 days for the first 90 days after admission, and at least once every 60 days thereafter. Contractor must meet or exceed the MVHCT Facility’s performance and operational standards and the requirements of this Contract.

Medical Directorship:

1. Furnishing the Facility with a Medical Director a.) Minimum of 30 hours per month of oversight and management;

b.) Complying with all rules, regulations, and policies of the Facility.

c.) Requiring all Contractor Personnel involved in the provision of Services to comply the SMHV Business Associate Agreement;

d.) Responsible for the development and revision of medical policies at the Facility; e.) Not interfering with the Facility’s operations;

g.) Obtaining and maintaining all necessary licenses, permits, or other authorizations necessary for the performance of the Contract;

h.) Cooperating with the Facility, including the Facility’s quality assurance process improvement personnel, and any third party to achieve the objectives of the Contract;

k.) Providing the Facility priority in performance of the Contract except as mandated by federal disaster response requirements; and l.) Wearing identification issued by the Facility while on Facility property.

2. Designation of Medical Director. The Medical Director designated by the parties will be determined at the conclusion of the request for purchase process.

3. Contractor Personnel. Under this Contract, “Contractor Personnel” means all employees, subcontractors, representatives, and agents of Contractor (including any Medical Director furnished under this Contract), and all employees, subcontractors, representatives, and agents of any subcontractor involved in the performance of services to Facility.

a.) Contractor is solely responsible for all Contractor Personnel and for the payment of their compensation, including, if applicable, withholding of income taxes, and the payment and withholding of social security and other payroll taxes, unemployment insurance, workers’ compensation insurance payments, and disability benefits.

b.) The Facility reserves the right to require the removal of any Contractor Personnel found by the Facility to be unacceptable, and to perform its own background checks. Replacement personnel must be fully qualified for the particular position and approved in advance by the Facility in writing.

c.) Prior to any Contractor Personnel performing any services for Facility, Contractor must:

i. Ensure that such Contractor Personnel have the legal right to work in the United States;

ii. Ensure that Contractor Personnel obtain and maintain all licenses and permits necessary to perform the services under this Agreement;

iii. Require such Contractor Personnel to execute written agreements, in form and substance acceptable to the Facility, that bind such Contractor Personnel to confidentiality provisions that are at least as protective of the Facility’s information (including all “Confidential Information”) as those contained in this Contract, and provide the Facility with a copy of each such executed contract; and

iv. If requested by the Facility, and at Contractor’s sole cost and expense, conduct background checks on such Contractor Personnel, which background checks must comprise, at a minimum, a review of credit history, references, and criminal records, in accordance with applicable law.

Physician Services

1. Description of Services a.) Review the member's total program of care, including medications and treatments, at each regularly scheduled visit, including reasons for changing or maintaining current treatments or medications, and a plan to address relevant medical issues. Total program of care includes all care the facility provides members to maintain or improve their highest practicable mental and physical functional status, as defined by the comprehensive assessment and plan of care. Care includes medical services and medication management, physical, occupational, and speech/language therapy, nursing care, nutritional interventions, social work and activity services that maintain or improve psychosocial functioning.

b) Periodically review all medications and monitor both for continued need based on validated diagnosis or problems and for possible adverse drug reactions. The medication review should consider observations and concerns offered by nurses, consultant pharmacists and others regarding beneficial and possible adverse impacts of medications on the patient.

c) Properly define and describe patient symptoms and problems, clarify and verify diagnoses, relate diagnoses to patient problems, and help establish a realistic prognosis and care goals.

d) Participate as a member of the interdisciplinary care team in the development and review of the member's comprehensive care plan with the understanding that the minimum level of physician participation in interdisciplinary development and review of the care plan shall be a person-to-person conference with the registered professional nurse who has principal responsibility for development and implementation of the members care plan.

e) Determine progress of each patient's condition at the time of the regulatory visit by evaluating the patient, talking with staff as needed, talking with responsible parties and/or family as indicated, and reviewing relevant information, as needed.

f) In consultation with the facility's staff, determine appropriate services and programs for a patient, consistent with diagnoses, conditions, prognosis, and patient and family goals and wishes, focusing on helping patients attain their highest practicable level of functioning in the least restrictive environment.

g) Interventions when the member is determined to be terminally ill or has a life limiting condition that may benefit from these services.

h) Prepare, authenticate and date progress notes at each visit.

i) Maintain progress notes that cover pertinent aspects of the member’s condition and current status and goals.

j) Provide documentation needed to explain medical conclusions and decisions; permit effective, timely member care.

k) Over time, documentation related to physician visits should address relevant information about significant ongoing, active, or potential problems and cover at least the following:

1. Status of chronic medical conditions;

1. Status of any recent or current symptoms or changes in condition;

1. Pertinent physical findings;

1. How the individual’s acute and chronic conditions effect his/her functioning, quality of life, nutrition, hydration, cognition, mobility, prospects for improvement, and ability to socialize and participate in activities (for example, how a recent episode of pneumonia or exacerbation of COPD affected anticipated functional improvement);

1. Clinically important abnormal lab results;

1. Rationale for substantial changes in medication and treatment orders, including identification and management of complications of existing medications and treatments, and ensure that each medication has an indication for continued usage;

1. Identified special needs such as dental services or restorative care;

1. Review of the pertinence of the overall plan of care; and

1. Evaluation of any discharge potential.

2. Acute Illness Visits

1. Physician responsibilities Acute illness visits should be performed to meet the medical needs of the complex members in the nursing home.

1. Presence in the facility.

Physicians should schedule their visits to the facility as frequently as possible and as warranted by the number and condition of members to whom they provide medical care. This schedule should be made in advance and in consideration of facility resources in order to ensure that staff is aware of their scheduled visits. This reduces unnecessary phone calls for routine matters that can be deferred until the physician is present in the facility, reduces possible errors inherent in remote communications, and promotes direct physician-staff-member interaction thereby improving care management and patient safety. Desirable physician practice should allow, as optimally as possible, for frequent visits to and significant presence in the nursing home. In times of any facility, up to and including COVID-19, all efforts should be made available by virtual and telehealth visits.

The attending physician should:

a) Respond promptly, in a manner determined jointly by the facility, administrator, medical director and medical staff, to notification of, and assess and manage adequately, reported acute and other significant clinical condition changes in patients. This includes visiting the member whenever the member's medical condition warrants medical attention;

b) Make interim visits, as needed, for individuals with complex problems or unstable conditions that cannot be readily managed by phone;

c) Properly define and describe patient symptoms and problems, clarify and verify diagnoses, relate diagnoses to patient problems, and help establish a realistic prognosis and care goals;

d) Prepare, authenticate and date progress notes at each visit;

e) Respond in an appropriate time frame (based on a joint physician-facility-developed protocol) to emergency notification;

f) Note the presence of significant or previously unidentified medical conditions, or problems that cannot be handled readily by phone;

g) Whenever safe and concordant with patient and family goals and wishes, the staff and practitioners will monitor, evaluate and treat problems in the nursing facility instead of transferring members/patients to hospitals; and

h) Communicate with family members/member representatives as significant changes in medical condition occur.

3. Initial Patient Care/Care Transitions A. Physician Responsibilities The attending physician should assess a new admission in a timely fashion, based on a joint physician-facility-developed protocol and, depending on the individual's medical stability, recent and previous medical history, presence of significant or previously unidentified medical conditions, or problems that cannot be handled readily by phone.

B. The attending physician should:

a.) seek, provide, and analyze needed information regarding a patient's current status, recent history, and medications and treatments, to enable safe, effective continuing care and appropriate regulatory compliance;

b.) provide appropriate information and documentation to support the facility in determining the level of care for a new admission;

c.) authorize admission orders in a timely manner, based on a joint physician-facility-developed protocol, to enable the nursing facility to provide safe, appropriate, and timely care; and d.) for a patient who is to be transferred to the care of another health care practitioner, continue to provide all necessary medical care and services pending transfer until another physician has accepted responsibility for the patient.

C. Essential transfer information for new admissions or readmissions should include the following:

a.) Discharge summary;

b.) Authorization of level of care;

c.) Diet;

d.) Activity level;

e.) Laboratory and diagnostic tests (admission and follow-up);

f.) Frequency of monitoring (vital signs, finger sticks, weight, pacemaker checks, etc.);

g.) Medications and treatments, including indication for usage of medications;

h.) Medication and other allergies;

i.) Immunization status;

j.) Infection control related measures;

k.) Functional status;

l.) Precautions and contraindications (for example, limited weight-bearing or ambulation precautions);

m.) Consultations or follow-up evaluations; and n.) Advanced directives.

For readmissions, the staff and physician should review the transfer information carefully to identify any item included above and:

o.) Any changes during hospitalization in medications and treatments that had been administered prior to the transfer;

p.) Any medications and treatments that were added during hospitalization, as some of those may need to be monitored closely or may not be appropriate for extended use in various individuals;

q.) Any medications that may not have been given while the individual was hospitalized, or may have been omitted from the transfer summary; and r.) Any changes in advanced directives.

4. Discharges and Transfers A. Physician responsibilities a.) Communicate with a physician or another health care practitioner at a receiving hospital as needed at the time of or after the transfer of an acutely ill or unstable patient;

b.) Provide appropriate documentation and other information that may be needed at the time of transfer to enable care continuity at a receiving facility and to allow the nursing facility to meet its legal, regulatory, and clinical responsibilities for a discharged individual; and c.) Provide pertinent medical discharge information within 30 days of discharge or transfer of the patient.

B. Essential transfer information for new admissions or readmissions should include the following:

a.) Discharge summary;

b.) Duration of orders;

c.) Authorization of level of care;

d.) Diet;

e.) Activity level;

f.) Laboratory and diagnostic tests (admission and follow-up);

g.) Frequency of monitoring (vital signs, finger sticks, weight, pacemaker checks, etc.);

h.) Medications and treatments, including indication for usage of medications;

i.) Medication and other allergies;

j.) Immunization status;

k.) Infection control related measures;

l.) Functional status;

m.) Precautions and contraindications (for example, limited weight-bearing or ambulation precautions);

n.) Consultations or follow-up evaluations; and o.) Advanced directives.

C. For readmissions, the staff and physician should review the transfer information carefully to identify any item included above and:

a.) Any changes during hospitalization in medications and treatments that had been administered prior to the transfer;

b.) Any medications and treatments that were added during hospitalization, as some of those may need to be monitored closely or may not be appropriate for extended use in various individuals;

c.) Any medications that may not have been given while the individual was hospitalized, or may have been omitted from the transfer summary; and d.) Any changes in advanced directives.

5. Appropriate Care for Members A. The attending physician should:

a.) In consultation with facility staff, ensure that treatments, including rehabilitative efforts, are medically necessary and appropriate in accordance with relevant medical principles and regulatory requirements;

b.) In consultation with the facility staff, manage and document ethics issues consistent with relevant laws and regulations and with patients' wishes, including advising patients and families about formulating advance directives or other care instructions and helping identify individuals for whom aggressive medical interventions may not be indicated; and c.) Provide orders that ensure individuals have appropriate comfort and supportive care measures as needed, for example, when experiencing significant pain or in palliative or end-of-life situations.

6. Appropriate, Timely Medical Orders and Documentation A. The attending physician should:

a.) Provide timely medical orders based on an appropriate patient assessment, review of relevant pre- and post-admission information, and age-related and other pertinent risks of various medications and treatments;

b.) Provide sufficiently clear, legible written medication orders to avoid misinterpretation and potential medication errors, such orders to include pertinent information such as the medication strength and formulation (if alternate forms available), route of administration, frequency and, if applicable, timing of administration, and the reason for which the medication is being given;

c.) Verify the accuracy of verbal orders at the time they are given and authenticate, sign and date them in a timely fashion, no later than the next visit to the patient;

d.) Provide documentation required to explain medical decisions that promotes effective care and allows a nursing facility to comply with relevant legal and regulatory requirements; and e.) Complete death certificates in a timely fashion, including all information required of a physician.

7. Relationship With Members and Families A. Physicians should understand:

a.) Federal regulations require that nursing facilities provide members and their legal representative with their physician’s name, specialty, office address and telephone number;

b.) Physicians are required to respond to calls from members and their representatives to discuss the member’s medical care;

c.) It is important for physicians to contact families at critical times during a nursing facility stay, such as upon admission or at end of life, and approach families with sensitivity and compassion, particularly at these difficult times; and d.) Communicate with family members/member representatives as significant changes in medical condition occur.

8. Professional Conduct A. Professional conduct includes the following:

a.) Abide by pertinent facility and medical policies and procedures;

b.) Maintain a courteous and professional level of interaction with facility staff, patients, family/significant others, facility employees, and management;

c.) Work with the medical director to help the facility provide high quality care;

d.) Keep the well-being of patients/members as the principal consideration in all activities and interactions; and e.) Be alert to, and report to the medical director -- and other appropriate individuals as named through facility protocol -- any observed or suspected violations of member rights, including abuse or neglect, in accordance with facility policies and procedures.

9. General A. General responsibilities for attending physicians include: Participation in facility training programs to familiarize him or herself with State regulations and facility policies;

a.) Being informed of and reviewing the results of all Department of Health surveys related to medical service deficiencies; involvement in resolving problems;

b.) Designate prognosis and the potential for functional improvement, if possible. The components of a statement of prognosis should include the physician’s best professional judgment about the member’s expectations for medical and functional stability, the time frame for stability or not, and the potential for complications.

10. Non-physician Providers The presence of nurse practitioners and other non-physician practitioners who work collaboratively with attending physicians and medical directors will maximize the value of all members of the interdisciplinary care team. Studies demonstrate that collaboration with midlevel practitioners, particularly in the context of long-term care, may reduce emergency department use and hospitalization of nursing facility members and potentially improve primary care. Physicians should commit to fostering and strengthening this collaboration. Physicians and midlevel practitioners should document their collaboration and the supervision of care by physicians.

Physicians and midlevel practitioners should be familiar with VA and CMS regulations and interpretive guidelines for the state of Michigan.

These guidelines support and encourage interdisciplinary, team-based care and are committed to promoting and celebrating the many unique and valuable contributions and perspectives of all disciplines to enhance the quality of care. The guidelines also endorse efforts to improve the training of all health care providers, including non-physician providers, in the principles and practice of geriatric medicine in order to have all providers obtain a sufficient level of knowledge and skills so that care will be provided concomitant with patient’s complex needs.

Bidder to explain how it will meet each of the ten requirements above in detail:

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Bidder must describe how they comply with the above requirement(s):

1.2 Training

The Contractor must explain its training capabilities and any training that is included in its proposal.

The Contractor must provide documentation and training materials.

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Bidder must explain its training capabilities and any training that is included in its proposal:

1.3 Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

· retain all data for the entire length of the Contract.

· delete its data or request the deletion of its data, even data that may be stored offline or in backups.

· transfer its data back to the State or to a new vendor or new solution.

· transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

· retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

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Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

2. Acceptance

2.1 Acceptance, Inspection, and Testing

Contractor to refer back to Standard Terms and Conditions, Section 17.

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3. Staffing a.) Contractor Program Manager The Contractor must appoint a program manager specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”). Bidder must identify its Contractor Program Manager.

The Contractor must notify the Contract Administrator before removing or assigning a new Contractor Program Manager.

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Bidder must identify its Contractor Program Manager:

b.) Customer Service Phone Number The Contractor must specify its toll-free number or local number for customer service for the State to contact the Contractor Program Manager. The Contractor Program Manager must be available for calls during the hours of 8:00 am to 5:00 pm EST.

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Bidder must identify its Customer Service Toll-Free Number:

c.) Work Hours The Contractor must provide Contract Activities 24-hours per day, seven days per week.

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d.) Contractor Staff Roles and Responsibilities The Contractor must appoint individuals who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform.

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Key Personnel:

e.) Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

f.) Security The Contractor will be subject the following security procedures:

All visitors and Contractors must check in at the Front Lobby until State issued ID badge is provided.

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g.) HIPAA The contractor assures that it follows the Health Insurance Portability and Accountability Act (HIPAA) requirements including the following:

1. The contractor must not share any protected health data and information provided by the department that falls within HIPAA requirements except to a subcontractor as appropriate under this contract.

2. The contractor must only use the protected health data and information for the purposes of this contract.

3. The contractor must have written policies and procedures addressing the use of protected health data and information that falls under the HIPAA requirements. The policies and procedures must meet all applicable federal and state requirements including the HIPAA regulations. These policies and procedures must include restricting access to the protected health data and information by the contractor’s employees.

4. The contractor must have a policy and procedure to report to the department unauthorized use or disclosure of protected health data and information that falls under the HIPAA requirements of which the contractor becomes aware.

5. Failure to comply with any of these contractual requirements may result in the termination of this contract.

6. In accordance with HIPAA requirements, the contractor is liable for any claim, loss or damage relating to unauthorized use or disclosure of protected health data and information by the contractor received from the department of any other source.

7. The contractor will enter in a business associate contract should the department determine such a contract is required under the HIPAA.

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

4. Project Management a.) Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

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Bidder must submit its project plan as described above:

b.) Meetings The Contractor must attend the following meetings:

The State may request other meetings, as it deems appropriate.

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c.) Reporting Contractor will be required to provide written documentation and reports. Contractor will be required to maintain employee training reports, employee progress/evaluation reports, monthly staffing reports, disciplinary action, in-service trainings, re-education training, random drug screen testing, employee accident/injury reports, billing invoice and other monthly, quarterly, and annual reports. Copies of these reports will be provided upon request by the Contract Administrator or designee.

The Contractor will be allowed to utilize MVHCT printers and computer-based forms internal to the MVHCT for documenting member treatment and progress. If applicable, Contractor will provide samples of any internal forms/documentation with their proposal. Assessment and treatment plans will continue to be provided upon admission to the MVHCT and in the month of the member’s anniversary per MVHCT policy, unless a member has a change in status requiring an interim assessment.

Payroll Based Journal (PBJ) Reporting The contractor will be required to provide a written descriptive report as it relates to the duties of the Medical Director in accordance the CMS PBJ Manual:

1. Documents provided must be able to be auditable in the event of a third-party audit (i.e. timecards).

2. The contractor must submit the number of hours and description of task for each member of staff that is paid to deliver services for each day worked. Do not count meal break hours or hours paid for any type of leave or non-work-related absence from the facility or for any unpaid time worked. For example, if a salaried employee works 10 hours but is only paid for 8 hours, only 8 hours shall be reported.

3. Mealtimes, paid or unpaid, shall not be reported for staff

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Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder may provide samples of reports as attachments to this RFP. List file names here.

5. Pricing a.) Price Term Pricing is firm for the entire length of the Contract.

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b.) Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

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6. Ordering a.) Authorizing Document The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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7. Invoice and Payment a.) Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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b.) Payment Methods The State will make payment for Contract Activities by Electronic Funds Transfer (EFT) in accordance with Public Act 533 of 2004.

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8. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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