The following information will become the contract between the awarded vendor and the Illinois Department of Public Health. Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

Illinois Department of Public Health 67200013N Stockpile Warehouse Bid 26-482DPH-PREPD-B-51637

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

The Illinois Department of Public Health IDPH, Office of Preparedness and Response OPR, seeks a Vendor to provide a secured warehouse facility and comprehensive medical logistics support for the storage, management, and deployment of federally funded medical supplies and equipment maintained for emergency response.

The Vendor shall provide and maintain warehouse space, operational workspace, and refrigerated storage for medical countermeasures and durable medical equipment. The Vendor shall also support IDPH preparedness mission by providing logistics and asset management services, including the receipt, maintenance, tracking, rotation, and deployment of assets during routine and emergency operations.

IDPH seeks to procure 20,000 square feet of storage space, including 400 square feet of refrigerated storage and 5000 square feet of operational workspace. During a declared public health emergency, as determined by the Illinois Department of Public Health, the Vendor shall make available up to twenty thousand square feet of additional secured warehouse space for Receipt, Stage, and Storage operations. The additional space shall be in addition to the baseline twenty thousand square feet and represents the maximum surge warehouse space required under this contract. The warehouse and associated office areas must meet the minimum size and configuration requirements specified in this contract.

The facility shall store and support distribution of pharmaceuticals, personal protective equipment, test kits, durable medical equipment, and other emergency medical supplies as directed by the Illinois Department of Public Health. The facility must comply with all requirements of the United States Department of Health and Human Services Administration for Strategic Preparedness and Response Division of the Strategic National Stockpile Receipt, Stage, and Storage Site Survey, the United States Food and Drug Administration Current Good Manufacturing Practice regulations found in Illinois Administrative Code Title 68 Part 1330, and Federal Code of Regulations Title 21 Section 205.50. Compliance with these state and federal regulations will be an essential aspect of contract performance.

This solicitation covers warehouse operations, product storage, transportation of materials, maintenance of medical equipment, inventory management, and equipment rental. In the event of an emergency, the Vendor must also provide warehouse staff and equipment to receive, process, and repackage materials and support the rapid deployment of federal emergency medical countermeasures. The mission of the program is to enable the rapid distribution of emergency medications and medical assets to the public within forty-eight hours of a declared public health event.

To maintain operational readiness, the Vendor must ensure that all stored equipment and medical supplies remain ready for immediate deployment. This includes facilitating biomedical preventative maintenance and repair of ventilators and other medical devices, including Bilevel Positive Airway Pressure units stored at the Receipt, Stage, and Storage site. IDPH maintains an inventory of approximately 449 ventilators that require ongoing inspection, testing, and servicing to ensure they are functional and ready for deployment to healthcare facilities across Illinois during medical emergencies. The Vendor shall track all maintenance activities, document completion dates, and verify equipment readiness. Weekly reports to the Department based on this tracking are required. Preventative maintenance must be performed directly by the Vendor or through approved subcontractors to ensure continuous statewide support capability.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

The Awarded Vendor shall provide or subcontract any of the requirements listed in this section, allowing IDPH a single point of contact to facilitate the logistic needs of IDPH.

The Vendor is solely responsible for providing all staffing required to perform the services under this contract. The Illinois Department of Public Health shall not perform, direct, or participate in Vendor hiring, staffing classifications, employment decisions, or subcontracting arrangements.

Warehousing

1.2.1. The Vendor shall provide a baseline of twenty thousand square feet of secured warehouse storage space for the duration of the contract. This baseline space shall include four hundred square feet of refrigerated storage and five thousand square feet of operational workspace.

The Vendor shall also have the capability to provide additional secured warehouse space, such that the total warehouse space available under this contract equals up to forty thousand square feet.

Activation of space beyond the baseline twenty thousand square feet shall occur only during a declared public health emergency, as determined by the Illinois Department of Public Health. When activated, additional space shall be made available in increments of five thousand square feet, based on operational need.

The forty thousand square feet represents the maximum total warehouse space that shall be required under this contract. No warehouse space beyond this maximum shall be requested, required, or compensated.

Upon activation of the Strategic National Stockpile Receipt, Stage, and Storage operations, the Vendor shall provide a minimum of one thousand square feet of office space, including two phone lines, with immediate accessibility for State Receipt, Stage, and Storage response staff. If the office space is located separately from the warehouse, it must be within walking distance of the warehouse facility.

1.2.2. The Vendor shall comply with all State and Federal regulatory requirements governing the service and maintenance of laboratory instrumentation, including, but not limited to:

Illinois Administrative Code Title 68 Part 1330 https://www.ilga.gov/commission/jcar/admincode/068/06801330sections.html Federal 21 CFR 205.50 https://www.ecfr.gov/current/title-21/chapter-II/part-205#p-205.50 Administration for Strategic Preparedness and Response Division of Strategic National Stockpile Receipt, Stage, and Storage Site Survey requirements Strategic National Stockpile | SNS | HHS/ASPR United States Food and Drug Administration Current Good Manufacturing Practice regulations https://www.ecfr.gov/current/title-21/chapter-I/subchapter-C/part-211 These URLs are provided to ensure Vendors access the most current official versions of these regulatory documents. The State shall not attach or reproduce these regulations in the solicitation, consistent with standard procurement practice and to maintain version control with official published sources.

1.2.3. The Vendor shall provide trained warehouse personnel to support receipt, inventory, picking, packing, and shipping operations during routine and emergency activities. Staffing levels must be adequate in amount to meet all operational needs to perform all contractual requirements, and the personnel available must comply with and meet all qualification, training, and readiness requirements described in Sections 1.2.7, 1.2.10, 1.3, and 1.3A. The Vendor may use employees or subcontractors to meet the above staffing level requirements. All personnel must meet required training and performance standards prior to performing work. Staffing must be scalable to support after hours, weekend, and emergency activation workloads as directed by the Illinois Department of Public Health.

The Vendor shall provide a Warehouse Management System that is vendor owned and vendor hosted. The Warehouse Management System shall not interface with State of Illinois systems, shall not require State hosting or licensing, and does not require Illinois Department of Innovation and Technology review. The system must meet the United States Department of Health and Human Services Administration for Strategic Preparedness and Response Inventory Data Exchange requirements as published at https://aspr.hhs.gov/SNS/Pages/Inventory-Management-Tracking-System.aspx?utm_source=chatgpt.com shall include at minimum, the Warehouse Management System must include the Inventory Data Exchange fields listed in this section and generate accurate export files for use by the Illinois Department of Public Health.

The Warehouse Management System shall include at minimum the following Inventory Data Exchange required fields: Facility Type Code, ZIP Code, National Drug Code, lot number, expiration date, product name, catalog stock number, size, and on hand units. The system shall alert IDPH staff to expiration dates based on product and manufacturer specifications for items that need to be cycled into use to ensure continuity and quality.

The Warehouse Management System shall include user authentication, role based access controls, activity logging, and encryption for transmitted export files. Because the Warehouse Management System is vendor hosted and does not connect to State of Illinois networks, no State system security requirements apply. Data shall be exchanged through standardized export files provided to the Illinois Department of Public Health.

1.2.4. The Vendor shall provide a total of 30 dedicated parking spaces for use by Illinois Department of Public Health personnel. A minimum of 15 spaces must be available at all times during routine warehouse operations. An additional 15 spaces must be available immediately upon activation of an emergency response involving the warehouse. All required spaces must be located on the Vendor property, within walking distance of the warehouse entrance, and must remain accessible 24 hours a day during emergency activation.

1.2.5. The Vendor must provide one large meeting room with a minimum of 2,000 square feet with the capacity to hold up to 100 persons during Strategic National Stockpile Receipt, Storage, and Staging drills and exercises or activation of the State Strategic National Stockpile plan. The meeting room must have tables and chairs to fit one hundred people comfortably.

1.2.6. The Vendor shall provide all warehouse operations and equipment to fulfill the program mission of disseminating emergency materials during emergencies and disasters. At a minimum, the facility must have 2 functional forklifts and 5 functional pallet jacks capable of picking up 27 X 48” standard pallets for loading, unloading, and moving materials within the facility.

1.2.7. The Vendor shall adhere to the following minimum security requirements. The facility must maintain secure access controls, intrusion detection systems, physical barriers, lighting, and continuous monitoring sufficient to protect Illinois Department of Public Health inventory and the operational areas used for Receipt, Stage, and Storage activities. Security personnel shall be Vendor employees or subcontractors, and all security personnel shall meet all required certifications prior to performing work

1.2.7.1. The Vendor shall provide on site security whenever the facility is not occupied by employees. At least one security guard must hold a current security officer certification issued by the Illinois Department of Financial and Professional Regulation prior to performing work under this contract. Certification is a requirement of contract performance and is not required at bid submission. The Vendor can assign an existing employee or subcontracted personnel to the security role. Proof of certification must be provided to the Illinois Department of Public Health before the individual begins security duties. The facility must maintain perimeter fencing that restricts unauthorized entry, and the surrounding area must not include a residential neighborhood within 2,640 feet of the facility.

1.2.7.2. Warehouse facilities must have fire and intrusion alarms monitored by the local fire district and police authority. Alarm systems must include automated notifications, continuous monitoring capability, and intrusion detection features sufficient to alert law enforcement or emergency responders to unauthorized access or safety hazards.

1.2.7.3. The warehouse facility must be located within 2 miles of an interstate highway to support rapid deployment of emergency medical countermeasures and allow emergency personnel immediate access during activation. The facility must also be located within 20 miles of an international airport to ensure timely receipt of federally delivered medical supplies, including Strategic National Stockpile assets.

1.2.8 The Vendor shall participate in quarterly and annual trainings and exercises conducted by the Illinois Department of Public Health. Trainings shall be delivered in person or virtually as directed by the Illinois Department of Public Health and shall be scheduled for two to eight hours per session based on training content and federal guidance updates. Participation in all scheduled sessions is mandatory for all Vendor personnel assigned to this contract. The training is based on the State Strategic National Stockpile plan and United States Department of Health and Human Services Administration for Strategic Preparedness and Response guidance on responding to a Medical Countermeasure Strategic National Stockpile response.

1.2.9. The facility manager and at least two additional warehouse personnel shall participate in State and federal Strategic National Stockpile and warehouse logistics training coordinated by the Illinois Department of Public Health. Training shall be delivered in person or virtually as directed by the Illinois Department of Public Health and the Administration for Strategic Preparedness and Response. Sessions shall be scheduled for four to eight hours and shall be provided in single day or multi day formats based on the federal training cycle. If in-person attendance is required, IDPH shall provide advance notice and identify the training location. The Vendor is responsible for ensuring the designated personnel attend all required sessions.

1.2.10. The Vendor shall maintain the capability to activate trained warehouse personnel and begin full warehouse operations within 3 hours of notification by the Illinois Department of Public Health. Notification can occur at any time, including after hours, weekends, or holidays. The Vendor shall ensure that personnel assigned to emergency activation duties are on call and available to report to the warehouse when notified. At a minimum, the Vendor shall have 10 trained warehouse personnel available for small scale responses and up to 25 trained personnel available for large scale responses. The Illinois Department of Public Health shall determine activation staffing levels based on incident scope, and the Vendor shall provide staffing consistent with the Illinois Department of Public Health direction, within the minimum and maximum levels stated in this section and consistent with the requirements in Sections 1.2.7, 1.3, and 1.3A.

1.2.11. The facility must have concrete floors in the unloading areas so containers, pallet jacks, and forklifts can smoothly roll without hitting holes, rocks, or door jams.

1.2.12. The facility must have at least 10 loading docks to receive materials and supplies from the federal government. Docks shall be 48 to 52 inches high. Dock doors shall be 100 inches wide and have a minimum height of 8 feet, up to 14 feet high.

1.2.13. Vendor contracted personnel must have the ability to reach the facility within thirty minutes of initial notification to meet IDPH staff and begin operations in the event of an emergency. If any of the contact information changes, the Vendor shall, within twenty four hours, provide updated information to IDPH whenever the change occurs.

1.2.14. The Vendor must allow properly identified and authorized federal, State, and security personnel, including city, county, and Illinois State Police officers, access into and around the warehouse, including the loading and unloading areas, while emergency response activities are being conducted.

The Vendor shall ensure that Vendor employees, officers, and agents keep Receipt, Stage, and Storage information, operations, and location confidential and do not disseminate, disclose, publish, or otherwise release information concerning this contract. Authorization from the IDPH Strategic National Stockpile Program Manager, Deputy Director, or Division Chief are the only sources of authorization.

1.2.15. The Vendor must maintain the temperature at the usual and customary working environment of sixty eight degrees Fahrenheit to seventy seven degrees Fahrenheit, which allows for ranges between fifty nine degrees Fahrenheit and eighty six degrees Fahrenheit similar to those in pharmacies, hospitals, and warehouses. Provided the temperature remains in the allowed range, transient spikes up to one hundred four degrees Fahrenheit are permitted, provided they do not exceed four hours.

1.2.16. The Vendor must have alarms in place to monitor temperature. If temperatures fall below fifty nine degrees Fahrenheit or rise above eighty six degrees Fahrenheit, alarms shall be triggered. The warehouse shall have visual thermometers and environmental controls in place. The Vendor shall maintain an automated temperature log that documents warehouse ambient temperature at least hourly, shall retain the information locally for a minimum of six months, and shall provide a monthly report to the Illinois Department of Public Health.

Temperature compliance shall be verified through an automated temperature monitoring system that records readings at least once per hour. The Vendor shall maintain and retain digital temperature logs for a minimum of six months and provide monthly temperature summary reports to IDPH. The monitoring system shall record the minimum, maximum, and average temperatures and identify any periods when readings fall outside the acceptable range.

IDPH reserves the right to conduct on site inspections or audits of temperature monitoring equipment and records to confirm compliance. Failure to maintain required environmental conditions will result in corrective action or contract penalties.

1.2.17. The Vendor must have humidity control systems to ensure ambient air relative humidity does not exceed sixty percent. Control systems shall include alarm and notification capability to alert staff when relative humidity exceeds sixty percent. The Vendor shall maintain an automated relative humidity log that documents warehouse ambient conditions at least hourly, shall retain the information locally for a minimum of six months, and shall provide a monthly report to the Illinois Department of Public Health.

1.2.18. The Vendor shall ensure the facility is clean and free from infestation by insects, rodents, birds, or vermin, or from chemical and mechanical hazards, and is cleaned regularly to avoid dust harming stored IDPH products.

1.2.19. The Vendor must ensure power backup systems are in place to prevent loss of refrigeration on all pharmaceuticals that require temperature control.

1.3. MILESTONES AND DELIVERABLES:

Warehouse

1.3.1. Before commencing work under this contract, the Vendor shall sign and submit a Non Disclosure Agreement to the Illinois Department of Public Health within thirty days of the Notice of Award being published.

1.3.2. The Vendor shall ensure that all personnel and agents maintain strict confidentiality regarding this contract and all related operations. The Vendor shall not disseminate, disclose, publish, or otherwise release any information concerning this contract or the anticipated arrival, reconfiguration, or storage of materials to any non essential Vendor employee or third party, except for authorized legal counsel and as required by law.

To ensure compliance, the Vendor shall:

• Require all employees, subcontractors, and agents with access to IDPH facilities, information, or materials to sign individual non disclosure agreements prior to performing any work under this contract.

• Provide confidentiality and security training to all such personnel prior to assignment, including instruction on the handling of sensitive information and the consequences of unauthorized disclosure.

• Maintain a current list of authorized individuals who have access to the warehouse and related information, and provide the list to IDPH upon request.

• Immediately report to IDPH any suspected or confirmed breach of confidentiality or unauthorized disclosure of information.

• Cooperate fully with IDPH in any investigation of a potential breach and implement corrective actions as directed by the Agency.

IDPH reserves the right to review confidentiality records, training materials, and non disclosure agreements to verify compliance. Failure to meet the requirements of this section can be considered a material breach of contract.

1.3.3. The Vendor shall provide all warehouse operations necessary to support IDPH mission to distribute medications, medical supplies, and other materials during a public health emergency.

These operations shall be performed at the request and under the direction of IDPH. Activities must include:

• Receiving and unloading materials and supplies from federal or State sources.

• Inspecting, recording, and storing received items.

• Managing inventory within the Warehouse Management System.

• Picking, packaging, and labeling materials for redistribution.

• Blanket wrapping, palletizing, and loading shipments for transport.

• Supporting the staging and coordination of outbound deliveries.

During emergency activations, the Vendor shall provide the personnel, equipment, and supervision required to complete these operations efficiently and safely. IDPH shall provide operational priorities and destination lists, and the Vendor shall execute all assigned warehouse activities in accordance with those directions.

1.3.4. The Vendor shall provide up to 15,000 square feet of configurable operating space within the existing warehouse to support the preparation and staging of medical materials during routine and surge operations. During a declared public health emergency, the Vendor shall also make available up to forty thousand square feet of secured surge space for Receipt, Stage, and Storage operations. The 40,000 square feet of secured surge space referenced in this section is the same surge space required under Section 1.2.1 and does not represent an additional or separate space requirement. Prior to the arrival of bulk or surge medical supplies, the Vendor shall make the configurable operating space available for sorting, packaging, and staging activities; upon arrival of bulk or surge supplies, IDPH shall direct the reconfiguration and use of the designated surge space consistent with the operational needs of the emergency.

1.3.5. The Vendor shall designate at least one qualified employee who shall serve as the primary point of contact for coordination with the Illinois Department of Public Health Office of Preparedness and Response. This individual must complete IDPH provided training on Strategic National Stockpile, Medical Countermeasure, Receipt, Stage, and Storage, and Illinois Pharmaceutical Stockpile operations.

The designated employee shall become familiar with the IDPH warehouse layout and operational procedures through the required training described in Sections 1.3 and 1.3A. After completing this training, the designated employee must be available, as required, to oversee or assist with the reconfiguration of storage areas for receiving, unloading, and repackaging medical materials during routine and emergency operations. This knowledge is obtained after contract award and does not limit vendor eligibility or require prior experience with IDPH procedures.

1.3.6. The Vendor shall maintain documentation of completed training and ensure that a qualified alternate is designated in the event the primary contact is unavailable.

The Vendor shall provide a quarterly documented report for the duration of the contract to assess the status of the materials in the stockpile and identify any needs, such as rotating expiring materials or improving handling methodologies.

1.3.7. When materials are present at the facility, the Vendor shall permit authorized State employees unimpeded twenty four hour access to all materials, loading and unloading areas, and related equipment, as directed by IDPH.

Access to the storage space shall be limited to authorized IDPH employees and authorized Vendor personnel who have been pre approved in writing by IDPH. For purposes of this contract:

1.3.7.1. Authorized Vendor personnel are individuals employed by the Vendor or its approved subcontractors who have completed identity verification, required non-disclosure agreements, security and confidentiality requirements described in Sections 1.2.7, 1.3, and 1.3A, and who have completed Illinois Department of Public Health provided Strategic National Stockpile and Receipt, Stage, and Storage access training. Training shall be provided by the Illinois Department of Public Health after contract award. Authorization does not require any specific license or certification prior to bid submission. Individuals become authorized only after completion of required training and inclusion on the Vendor access roster approved by the Illinois Department of Public Health.

1.3.7.2. Authorized State employees are IDPH staff or other State agency personnel specifically identified by the IDPH Strategic National Stockpile Program Manager, Deputy Director, or Division Chief as having operational need for access to the facility.

IDPH shall provide the Vendor with an initial list of authorized individuals and shall update this list as necessary. The Vendor shall maintain an access log for all entries into the storage space, recording the name, agency or employer, date, and time of each entry.

All State employees shall present a valid State of Illinois issued identification badge before being granted entry. The Vendor shall deny access to any individual whose name does not appear on the most current list provided by IDPH.

Maintenance

1.3.8. The Vendor shall submit monthly updates that reflect the most current inventory. The report shall include the serial number, State tag number, preventative maintenance and or repair completed, initiated, or scheduled, and documentation of quality assurance in a format provided by IDPH.

1.3.9. The Vendor shall ensure that all ventilator and Bilevel Positive Airway Pressure devices, including associated supplies, undergo a comprehensive inspection at least once every twelve months.

Inspections shall include functional testing, calibration, verification of performance specifications, and visual examination for damage or wear. All work shall be conducted in accordance with the manufacturer guidelines, preventive maintenance schedules, and applicable biomedical service standards.

The Vendor must perform these inspections directly or subcontract the work to a certified biomedical equipment service provider. Subcontracted work must meet the same technical and quality requirements applicable to the Vendor, and all subcontractors must be pre approved by IDPH prior to performing maintenance activities.

The Vendor shall maintain complete documentation of each inspection, including the date of service, name and certification of the technician, results of all tests performed, corrective actions taken if any, and certification of equipment readiness. Inspection records shall be made available to IDPH upon request.

1.3.10. The Vendor must document warranty and certification. The Vendor shall work with IDPH to ensure all documentation, including hard copies of warranty and certification materials for each device, is organized and up to date.

1.3.11. The Vendor must inspect ventilator device supplies as per manufacturer specifications. Many supplies were purchased to accompany the ventilators. Supplies must undergo an inspection, have expiration dates and batch or lot codes documented, and be organized and packaged. Supplies must be bundled with equipment boxes so they remain together in the event of deployment or potential relocation.

1.3.12. The Vendor must repair ventilators. Ventilators purchased in a used condition must be thoroughly inspected by one or more licensed and certified biomedical preventive maintenance engineers within the first sixty days of the contract. The Vendor shall perform repairs using qualified staff or subcontracted biomedical service providers, provided all technicians hold manufacturer required certifications and the work meets the technical standards applicable to ventilator maintenance. Before initiation, IDPH shall approve extensive repair costs, defined as costs over two thousand dollars per unit. It is anticipated that the number of repairs needed shall be identified following the initial inspection of the ventilators currently in the IDPH cache. The Vendor shall work with IDPH to develop the best value options for additional repair .1.3.13. The Vendor shall maintain and update an inventory list that contains the following for each device:

1.3.13.1. Serial number.

1.3.13.2. State inventory tag number.

1.3.13.3. Current ventilator location status in warehouse, deployed, or out for maintenance or repair.

1.3.13.4. Dates of ventilator last battery charge.

1.3.13.5. Dates ventilator preventative maintenance was conducted.

1.3.13.6. Dates ventilator preventative maintenance is scheduled.

1.3.13.7. Dates and types of repairs.

1.3.13.8. Dates deployment was requested, shipped, and returned and the hospital names to which it was sent.

1.3.13.9. Inventory of all related supplies and expiration dates.

1.3.14. The Vendor shall perform routine visual inspections of all ventilators and Bilevel Positive Airway Pressure devices stored at the facility at least once per month.

Visual inspections shall include, at a minimum:

• Examination of each device for visible damage, wear, or corrosion.

• Verification that all cables, hoses, and accessories are intact and properly secured.

• Confirmation that identification labels, serial numbers, and State inventory tags are legible and correspond with IDPH inventory records.

• Confirmation that devices and associated supply kits are clean, properly packaged, and free from expired consumables.

• Verification that the storage environment meets the required temperature and humidity conditions.

Inspections shall be performed by trained Vendor personnel. Any equipment showing damage, missing components, or abnormal conditions shall be reported immediately to IDPH and referred for maintenance or repair in accordance with Section 1.3.8.

The Vendor shall maintain a written or electronic inspection log for all devices, including the inspection date, device identification number, condition, findings, corrective actions taken, and the name of the inspector. Records shall be retained for a minimum of twelve months and made available to IDPH upon request.

1.3.15. The Vendor must charge ventilator batteries every three months or as defined in the manufacturer guidelines.

1.3.16. The Vendor shall develop and maintain a preventive maintenance rotation schedule for all ventilator devices in accordance with manufacturer specifications and usage hours.

At a minimum, each ventilator shall receive full preventive maintenance every twenty four months, or sooner if required by the manufacturer guidelines or based on accumulated operating hours. Preventive maintenance shall include inspection, functional testing, calibration, replacement of filters and components as specified by the manufacturer, and installation of software or firmware updates as applicable.

Ventilators that are deployed to healthcare facilities or otherwise placed in active use shall undergo a full preventive maintenance inspection and performance verification upon return to the warehouse before being placed back into inventory.

1.3.17. The Vendor shall submit the preventive maintenance rotation schedule to IDPH for review and approval within thirty days of contract execution and shall update the schedule to reflect new equipment or revised manufacturer requirements.

The Vendor must identify supplies due to expire within six months and work with IDPH to make items available to healthcare partners to ensure use of supplies prior to expiration. Consumables shall be shipped separately without a ventilator device, and the State shall pay for shipping.

1.3.18. The Vendor shall ensure that a complete supply kit is maintained in inventory for each ventilator and Bilevel Positive Airway Pressure device stored under this contract. Each supply kit shall include all accessories and consumable components required for immediate deployment and operation of the device, such as breathing circuits, filters, tubing, power cords, and any other manufacturer recommended items.

The Vendor shall monitor the quantity and expiration dates of all supplies and consumables and maintain an accurate inventory record that links each kit to its corresponding device.

1.3.19. When supply quantities fall below established readiness levels or when items are approaching expiration, the Vendor shall notify IDPH in writing and coordinate with the Agency to reorder replacement supplies. The Vendor shall not purchase or replenish supplies without written authorization from IDPH but shall assist the Agency by providing inventory data, Vendor quotes, or order tracking as requested.

The Vendor shall adhere to all IDPH policies and guidance regarding ventilator and Bilevel Positive Airway Pressure device deployment to healthcare partners. The Vendor shall not release or deliver any devices without prior written or electronic authorization from IDPH.

Upon receipt of authorization from IDPH, the Vendor shall coordinate the preparation, packaging, and delivery of the approved devices to the designated healthcare facility. Deployment must occur within twenty four hours of receiving IDPH authorization.

The Vendor shall maintain documentation for each deployment, including the date and time of IDPH authorization, the facility name and address, the device serial and State tag numbers, the date and time of shipment, and the delivery confirmation. Copies of all deployment records shall be submitted to IDPH within five business days after delivery.

1.3.20. The Vendor shall ensure that all deployed equipment is clean, fully operational, and accompanied by the appropriate supply kits and usage documentation at the time of shipment.

1.3.21. The Vendor shall assist in coordinating the return of ventilator devices from healthcare partners. The State shall cover the expenses for shipping ventilator devices to and from healthcare partners.

1.3.22. The Vendor shall inspect all ventilator and Bilevel Positive Airway Pressure devices returned from healthcare partners after deployment to ensure each unit is clean, functional, and ready for future use.

Post deployment inspection shall include, at a minimum:

• Verification of serial numbers and State asset tags against deployment records.

• Visual inspection for damage, contamination, or missing parts.

• Cleaning and decontamination in accordance with manufacturer instructions and current Centers for Disease Control and Prevention infection control guidance.

• Functional testing to confirm proper operation, including power, airflow, alarms, and calibration checks.

• Replacement or replenishment of any consumables, filters, or accessories used during deployment.

• Documentation of inspection results, including the technician name, date of inspection, and a statement of readiness.

Any device that fails inspection or testing shall be immediately removed from inventory, labeled as out of service, and reported to IDPH for repair or replacement authorization.

All inspection and cleaning records shall be maintained by the Vendor for a minimum of three years and provided to IDPH upon request.

1.3.23. The Vendor must install any software updates for ventilator devices according to manufacturer recommendations.

1.3.24. The Vendor shall perform all ventilator and Bilevel Positive Airway Pressure device maintenance, quality assurance, and repair activities in accordance with recognized best practices and applicable federal and State standards.

All maintenance and repair work shall comply with manufacturer specifications and the requirements established by the Centers for Medicare and Medicaid Services, including 42 CFR 482.41(c)(2) and related Centers for Medicare and Medicaid Services guidance on medical equipment maintenance. The Vendor shall also adhere to current standards of practice issued by professional organizations such as the Association for the Advancement of Medical Instrumentation and The Joint Commission.

All preventive maintenance and repair activities shall be performed by trained and qualified biomedical engineers or technicians. The Vendor shall maintain complete records of all maintenance and repair work, including the date, description of service, results of functional testing, and name and credentials of the technician performing the work. These records shall be retained for a minimum of three years and made available to IDPH upon request.

1.3A. TRAINING REQUIREMENTS

The Vendor shall ensure that all personnel assigned to perform work under this contract complete the training programs required by the Illinois Department of Public Health and its federal partners before performing any work at the Receipt, Stage, and Storage warehouse or other designated locations. Required training shall be conducted either onsite at the warehouse, at IDPH facilities, at designated federal training locations, or through approved virtual learning platforms. IDPH shall specify the delivery method for each training module at the time it is assigned.

1.3A.1. Strategic National Stockpile Receipt, Stage, and Storage Operations Training All Vendor staff shall complete IDPH Strategic National Stockpile and Receipt, Stage, and Storage training curriculum prior to performing any work under this contract.

This training covers warehouse operations, inventory management, security, and safety protocols related to public health emergency preparedness. Training shall be provided or coordinated by IDPH, Administration for Strategic Preparedness and Response, or their designees.

1.3A.2. Ongoing and Refresher Training Ongoing and Refresher Training For purposes of this contract, refresher training means periodic training required to maintain personnel readiness, knowledge, and compliance with existing Strategic National Stockpile, Receipt, Stage, and Storage procedures.

Refresher training includes:

• Annual training required by the Illinois Department of Public Health or federal Strategic National Stockpile guidance to maintain authorization to perform work under this contract

• Training required when federal or State Strategic National Stockpile guidance, procedures, or protocols are updated

• Training required when equipment, systems, or operational processes used under this contract are materially modified Refresher training does not include unrelated professional development, general workforce training, or training outside the scope of the duties described in this IFB.

Refresher training shall be delivered in person, virtually, or through approved hybrid methods and ranges from two to eight hours per session, depending on the training content and federal or State requirements.

Completion of required refresher training is a condition of continued authorization to perform work under this contract.

All required Strategic National Stockpile and Receipt, Stage, and Storage refresher training mandated by the Illinois Department of Public Health or federal partners shall be provided or coordinated by IDPH at no cost to the Vendor. Any job specific or role specific training required to enable Vendor personnel to perform the duties described in this IFB shall be the responsibility of the Vendor and included in the contract price.

1.3A.3. Specialized and Safety Training The Vendor shall ensure staff receive all job specific training necessary to perform assigned tasks safely and effectively, including forklift operation, hazardous materials handling, personal protective equipment use, and biosafety procedures consistent with Centers for Disease Control and Prevention guidelines.

Job-specific training includes all instruction necessary for personnel to safely and effectively perform the duties assigned under this contract. This training is directly tied to the operational tasks already described in Sections 1.2, 1.3, and 1.4. Job-specific training must include, but is not limited to:

• Forklift operation and certification consistent with OSHA standards

• Operation of pallet jacks, liftgates, dock equipment, and loading systems

• Hazardous materials handling and spill response,

• Personal protective equipment use consistent with Centers for Disease Control and Prevention guidance

• Biosafety and contamination-control procedures relevant to the handling of medical supplies and durable medical equipment

• Temperature-controlled storage and transport procedures

• Basic warehouse safety, equipment safety, and facility security protocols

• Inventory management processes associated with the federally required Inventory Data Exchange fields

• Device-handling training for ventilators and Bilevel Positive Airway Pressure units, limited to transport, staging, storage, and non-clinical handling tasks All job-specific training must align with the duties the Vendor assigns to each employee under this contract. This training shall be delivered by the Vendor, an approved subcontractor, or IDPH, depending on the nature of the activity.

The training requirements described in Sections 1.3A.1 through 1.3A.3 collectively represent the complete mandatory training requirements under this contract. No additional training is required unless federal or State Strategic National Stockpile guidance is updated and communicated by IDPH in writing.

1.3A.4. Training Documentation and Reporting

1.3.4.1. The Vendor shall ensure that all required training is completed before any personnel perform work under this contract. Initial mandatory trainings identified in Sections 1.3A.1 through 1.3A.3 must be completed within thirty calendar days of contract execution, unless IDPH specifies a shorter timeline for federally required modules. Documentation of training completion, including certificates or equivalent proof, must be maintained by the Vendor and provided to IDPH within two business days upon request. Any newly assigned personnel must complete all required trainings prior to beginning work and must provide certificates or other proof of completion within five business days of assignment.

These training requirements represent the mandatory minimum training obligations for all personnel performing work under this contract. Additional training will be required when federal or State guidance, Strategic National Stockpile protocols, or Illinois Department of Public Health operating procedures are updated. Any supplemental training required by federal partners or the Illinois Department of Public Health shall be provided or coordinated by the Illinois Department of Public Health at no cost to the Vendor. No other training requirements apply beyond those specified in this section unless formally communicated by the Illinois Department of Public Health in writing.

1.3B Authorized Vendor Personnel Qualifications and Training For purposes of this IFB, personnel authorization is operational in nature and is not based on professional credentials at the time of bid submission.

IDPH does not require vendors to identify, name, license, certify, or otherwise pre qualify personnel at the time of bid submission. No specific licenses, certifications, or prior experience are required to be demonstrated at bid submission for personnel to become authorized.

Authorized Vendor personnel are individuals who meet the following requirements prior to performing work or accessing restricted areas under this contract:

Identity verification completed in accordance with IDPH security procedures.

Completion of confidentiality and security requirements as specified in Section 1.3.

Completion of Illinois Department of Public Health provided Strategic National Stockpile and Receipt, Stage, and Storage access training after contract award.

Inclusion on the Vendor access roster approved by IDPH.

IDPH shall provide or coordinate all required Strategic National Stockpile and Receipt, Stage, and Storage access training after contract award. Vendors are not required to have trained or pre authorized personnel at the time of bid submission.

Personnel performing specialized functions, including biomedical inspection, preventive maintenance, repair, or readiness verification of ventilators and related medical equipment, must meet the role specific qualifications and certifications identified elsewhere in this IFB prior to performing those functions. These qualifications are conditions of contract performance and are not bid responsiveness requirements.

Vendors will meet staffing requirements through employees, temporary staff, or subcontractors. All personnel, including subcontracted personnel, must meet the same authorization, training, and qualification requirements prior to performing work under the contract.

IDPH shall not participate in vendor employment decisions, staffing classifications, hiring practices, or subcontracting arrangements. The Agency role is limited to verifying that personnel performing work meet the authorization and training requirements established in this IFB.

1.4. VENDOR/STAFF SPECIFICATIONS:

Warehouse

1.4.1. The Vendor must have warehouse personnel available to receive, inventory, pick, repalletize, ship, and track the dissemination of emergency supplies and materials in a public health emergency. These operations shall be at the request of IDPH and shall include managing inventory, storing, picking, packaging, labeling, blanket wrapping, and loading pallets.

1.4.2. The Vendor shall possess the technical knowledge, trained personnel, and operational capabilities necessary to conduct a complete inventory of all materials stored under this contract at the time of execution. For purposes of this section:

• Technical knowledge means the ability to identify, classify, and document medical supplies, durable medical equipment, and Strategic National Stockpile materials in accordance with federal Inventory Data Exchange requirements, manufacturer specifications, and IDPH inventory practices.

• Trained personnel means staff who have experience in warehouse inventory processes, handling medical materials, using barcoding or electronic inventory systems, and performing reconciliation between physical inventory and prior records. Personnel can be Vendor employees or subcontracted staff, provided all individuals are trained prior to performing work under this contract.

• Operational capabilities mean the systems, equipment, and staffing capacity needed to complete a full wall-to-wall inventory of materials, update electronic records, reconcile discrepancies, and produce an initial inventory report within thirty calendar days of contract execution. The Vendor must have a Warehouse Management System capable of exchanging data with IDPH in accordance with United States Department of Health and Human Services Administration for Strategic Preparedness and Response Inventory Data Exchange requirements.

The Vendor must verify quantities, item descriptions, lot and expiration data where applicable, and overall condition of all materials, reconcile results with existing IDPH inventory records, and enter verified data into the Vendor’s Warehouse Management System.

1.4.3. The Vendor responsibilities shall include:

• Verifying quantities, item descriptions, and condition of all materials in IDPH storage.

• Reconciling the results of the physical inventory with IDPH existing inventory records.

• Entering all verified data into the Vendor Warehouse Management System.

• Completing and submitting an initial inventory report to IDPH within thirty calendar days of contract execution.

The Vendor Warehouse Management System must be capable of exchanging data with IDPH in accordance with United States Department of Health and Human Services Administration for Strategic Preparedness and Response Inventory Data Exchange requirements The quarterly reports and Inventory Data Exchange files required under this contract do not require real-time integration with any State of Illinois information system. Data shall be provided to IDPH through secure transfer methods established by the Agency, which will include encrypted email, secure file transfer, or other Department-approved mechanisms.

Because no system integration or State-hosted components are required, the Warehouse Management System…