5-Attachment A DHHS TCs.pdf
PDF 167 KB Posted
- Attached to
- Praed Foundation
- Solicitation number
- KR27-1
- Issued by
- Utah
About this file
Summary
This is a Terms and Conditions document for contracts issued by the Utah Department of Health and Human Services (DHHS) that establishes the standardized legal framework governing all contractual relationships between DHHS and contractors. The document defines key terms including "Goods," "Services," "Work Product," "State Data," and "Subcontractors," and establishes that all contracts are governed by Utah law with venue in Salt Lake City's Third Judicial District Court. The contract incorporates comprehensive requirements across multiple operational domains, including insurance obligations (commercial general liability of $1,000,000 per occurrence and $3,000,000 aggregate, plus commercial automobile liability of $1,000,000 combined single limit when vehicles are used), invoicing procedures requiring submission within 20 days of service delivery or goods receipt, payment within 30 days of correct invoice receipt, and record retention requirements of at least six years after final payment. The document addresses termination rights, allowing DHHS to terminate for convenience with 30 days' written notice or for cause with a 10-day cure period followed by termination 40 days from the initial notice of default.
The Terms and Conditions impose extensive obligations regarding intellectual property, data protection, and regulatory compliance. All Work Product created specifically for DHHS under the contract is deemed work made for hire with ownership transferring to DHHS, including any software developed exclusively with contract funds. State Data must be protected through secure means, encrypted storage, and restricted access to authorized personnel only, with prohibitions against use in generative artificial intelligence without prior written permission. The contractor must comply with all applicable federal, state, and local laws including employment discrimination statutes, federal requirements such as the Uniform Guidance and False Claims Act, and specific health-related regulations including HIPAA and HITECH Act requirements. Additional requirements include maintenance of workers' compensation insurance, compliance with E-Verify employment eligibility verification, adherence to conflict-of-interest laws, debarment certification, and performance evaluation standards. The document maintains a strict order of precedence for interpreting contract conflicts, with the Contract Signature Page taking highest priority, followed by DHHS Terms and Conditions, the scope of work, and other attachments.
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Attachment A: Utah Department of Health and Human Services Terms and Conditions
1. Definitions:
“Authorized Persons” means the Contractor’s employees, officers, partners, Subcontractors, or other agents of the Contractor who need to access State Data to enable the Contractor to perform its responsibilities under this contract.
“Contract Signature Page(s)” means the DHHS coverpage(s), including the page(s) signed by the parties.
"DHHS" means the Utah Department of Health and HumanServices.
“Goods”meansalltypesoftangiblepersonalproperty(commodities),includingbutnotlimitedtomaterials, supplies, Work Product, and equipment that the Contractor is requiredtodelivertoDHHS.Totheextent this contract entails delivery or performance of services (including maintenance, installation, or product support) such serviceswillbedeemed“Goods”withinthemeaningoftheUtahUniformCommercialCode when reasonable to do so.
"Person" meansanygovernmentalentity,business,individual,union,committee,club,otherorganization, or group of individuals.
“Proposal” means the Contractor’s response to DHHS’sSolicitation.
"Services" means the furnishing of labor, time, or effort by the Contractor pursuant to this contract.
Services include those professional services identified in Section 63G-6a-103 of the Utah Procurement Code.
“Solicitation” means the documents used by DHHS toobtain the Contractor’s Proposal.
"State" means the state of Utah,initsentirety,includingitsinstitutions,agencies,departments,divisions, authorities, instrumentalities, boards, commissions, elected orappointedofficers,employees,agents,and authorized volunteers.
“State Data” means all confidential information, non-public data, personal data, and protected health informationthatiscreatedorinanywayoriginatingwiththeStatewhethersuchdataoroutputisstoredon the State’s hardware, the Contractor’s hardware, or exists inanysystemowned,maintainedorotherwise controlled by the State or by the Contractor. State Data includes any federal data that DHHScontrolsor maintains, that is protected under federal laws, statutes, and regulations.DHHSmayidentify,duringand after this contract,additionalreasonabletypesofcategoriesofinformationthatmustbekeptconfidential under federal and State laws.
"Subcontractor" means subcontractors or subconsultants atanytierthatareunderthedirectorindirect control or responsibility of the Contractor, and includes all independent contractors, agents, employees, authorizedresellers,oranyoneelseforwhomtheContractormaybeliableatanytier,includingaPersonor entity that is, or will be, providing or performing an essential aspect of this contract, including the Contractor’s manufacturers, distributors, and suppliers.
“UniformGuidance”meansUniformAdministrativeRequirements,CostPrinciples,andAuditRequirements for Federal Awards for the specified federal awarding agency set forth in Title 2 of the Code of Federal Regulations.
“Work Product” means every invention, modification, discovery, design, development, customization, configuration, improvement, process, software program, work of authorship, documentation, formula, datum, technique, know how, secret, deliverable, or intellectualpropertyrightwhatsoeveroranyinterest therein(whetherpatentableornotpatentableorregisterableundercopyrightorsimilarstatutesorsubject to analogous protection), that is specifically made, conceived, discovered, or reduced to practice by the ContractorortheContractor’sSubcontractors(eitheraloneorwithothers)pursuanttothiscontract.Work Product will be considered a work made for hire underfederal,State,andlocallaws;andallinterestand title will be transferred to and owned by DHHS. Notwithstanding anything in the immediately preceding sentence to the contrary, Work Product doesnotincludeanyDHHSintellectualproperty,theContractor’s intellectual property (that it owned or licensed prior to this contract) or third party intellectual property.
2. GoverningLawandVenue:Thiscontractisgovernedbythelaws,rules,andregulationsofUtah.Anyactionor proceedingarisingfromthiscontractmustbebroughtinacourtofcompetentjurisdictionintheState.Venueis in Salt Lake City, in the Third Judicial District Court for Salt Lake County.
3. Amendments:This contract may only be amended by mutualwritten agreement signed by both parties.
4. No Automatic Renewals:This contract will not automaticallyrenew.
5. ScopeChanges:AnychangestothescopeofGoodsorServicesrequiredunderthiscontractmustbeexecuted by written amendment signed by the parties.
6. Laws and Regulations: The Contractor shall comply with all applicable federal, state, and local laws, rules, codes, orders, and regulations,includingapplicablelicensureandcertificationrequirements.Ifthiscontractis funded by federal funds,eitherinwholeorinpart,thenanyfederalregulationrelatedtothefederalfunding, including CFR Appendix II to Part 200, will take precedence over any conflict with this Attachment A.
7. ConflictofInterest:TheContractorrepresentsthatnoneofitsofficersoremployeesareofficersoremployees of DHHS or the State, unless written disclosure has been made to DHHS. The Contractor shall comply and cooperate in good faith with all conflict of interest and ethic laws, including but not limited to, Utah Code § 63G-6a-2404, Utah Procurement Code.
8. IndependentContractors:TheContractorandSubcontractors,intheperformanceofthiscontract,shallactin an independent capacity and not as officers, employees, or agents of DHHS or the State.
9. Procurement Ethics: The Contractor shall not give or offer to give anycompensation,gratuity,contribution, loan,reward,oranypromisethereoftoanypersonactingasaprocurementofficeronbehalfoftheState,orto any person in any official capacity participating in the procurement of supplies, services, construction, or insurance, whether it is givenfortheirownuseorfortheuseorbenefitofanyotherPerson,anddoingsuch may subject the Contractor to criminal prosecution.
10. Certify Registration and UseofEmployment“StatusVerificationSystem”:TheStatusVerificationSystem, also referred to as “E-verify”, only applies to contractsissuedthrougharequestforproposalsprocessandto sole sources that are included within a request for proposals.
10.1. TheContractorcertifiesastoitsownentity,underpenaltyofperjury,thattheContractorhasregistered and is participating in the Status Verification System to verify the work eligibility status of the Contractor’s newemployeesthatareemployedintheStateinaccordancewithapplicableimmigration laws.
10.2. The Contractor shall require that each of its Subcontractorscertifybyaffidavit,astotheirownentity, under penalty of perjury, that each Subcontractor has registered and is participating in the Status Verification System to verify the work eligibility status of the Subcontractor’s newemployeesthatare employed in the State in accordance with applicable immigration laws.
10.3. The Contractor’s failure to comply with this section will be considered a material breach of this contract.
11. Invoicing: Unless otherwise stated in the scope of work, the Contractor shallsubmitinvoicesalongwithany supporting documentation within 20 days following the last day of the month in which the Services were providedorwithin20daysofthedeliveryoftheGoodstoDHHS.TheContractorshalllistthiscontractnumber on all invoices, freight tickets, and correspondence relating to this contract. The prices paid byDHHSwillbe thosepriceslistedinthiscontract,unlesstheContractoroffersapromptpaymentdiscountwithinitsProposal oronitsinvoice.DHHSmayadjustorreturnanyinvoicereflectingincorrectpricing.TheContractorshallsubmit allfinalbillingsunderthiscontractwithin14daysofexpirationorterminationofthecontract,regardlessofthe Contractor’s billing period. Notwithstanding the foregoing, the Contractor shall submit allbillingsforServices performed or Goods delivered on or before June 30th of a given fiscal year no later than July 14th of the following fiscal year, regardless of Contractor’s billing period or the expiration or termination date of this contract. DHHS may reject any invoice or claim for payment orreimbursementifreceivedbyDHHSafterthe requirementsstatedinthiscontract,butinnocasewillDHHSpayforitemsbilledlaterthantwelvemonthsafter the fiscal year ending June 30th that theContractor’sservicesorgoodswereprovidedorexpectedunderthe contract, or for contracts with Medicaid, later than Medicaid deadlines.
12. Payment:
12.1. DHHS shall pay the contracted amounts, less amounts collected by the Contractor from any other Person not a party to this contract legally liable for the payments for the Goods and Services.
12.2. DHHS shall make payments within 30 days after a correct invoice is received. All payments to the Contractorwillberemittedbymail,electronicfundstransfer,ortheState’spurchasingcard.Ifpayment hasnotbeenmadeafter60daysfromthedateacorrectinvoiceisreceivedbyDHHS,theninterestmay be added by the Contractor as prescribed in the Utah Prompt Payment Act. The acceptance by the Contractoroffinalpayment,withoutawrittenprotestfiledwithDHHSwithin10businessdaysofreceipt of final payment, will release DHHS and the State from all claims and all liability to the Contractor.
DHHS’s payment for the Services will not be deemed an acceptance of the Services and is without prejudicetoanyandallclaimsthatDHHSortheStatemayhaveagainsttheContractor.TheContractor shall not charge end users electronic payment fees of any kind.
12.3. IffundingtoDHHSisreducedduetoanorderbythelegislatureorthegovernor,orisrequiredbyState law, or ifapplicablefederalfundingisnotprovidedtoDHHS,DHHSshallreimbursetheContractorfor Goods delivered and Servicesperformedthroughthedateofcancellationorreduction,andDHHSwill not be liable for any future commitments, penalties, or liquidated damages.
12.4. Upon 30 days written notice, the Contractor shall reimburse DHHS for funds DHHS is required to reimburse a third party funding source resulting from the actions of the Contractor or its Subcontractors.
13. Nonappropriation of Funds, Reduction of Funds,orChangesinLaw:Uponwrittennoticedeliveredtothe Contractor, DHHS may immediately terminate this contractinwholeorinpart,orproportionatelyreducethe Goods and Services due and theamountsdue,ifDHHSreasonablydeterminesthat:(i)achangeinfederalor State legislation or applicable laws materially affects the abilityofeitherpartytoperformunderthetermsof this contract;or(ii)achangeinappropriations,availablefunds,orbudgetsaffectsDHHS’sabilitytopayunder this contract.Achangeofavailablefundsasusedinthisparagraphincludes,butisnotlimitedto,achangein federalorStatefunding,whetherasaresultofalegislativeactorbyorderofthePresidentortheGovernor.Ifa written notice is delivered under this section, DHHS shall pay the Contractor for the Goods and Services properly ordered until the effective date of said notice. DHHS will not be liable for any performance, commitments, penalties, or liquidated damages that accrue after the effective date of said written notice.
14. Insurance:
14.1. TheContractorshallatalltimescarryandmaintaincommercialgeneralliability(“CGL”)insurancefrom an insurance company authorized to do business in the State. The limits of theCGLinsurancepolicy must be no less than $1,000,000 per occurrence and $3,000,000 aggregate.
14.2. IftheContractorwilluseavehicleintheperformanceofthiscontract,theContractorshallatalltimes carry and maintain commercial automobile liability (“CAL”) insurance from an insurance company authorizedtodobusinessintheState.TheCALinsurancepolicymustcoverbodilyinjuryandproperty damage liability and be applicable to all vehicles used in the performance of this contract whether owned, non-owned, leased, or hired. The minimum liability limit must be at least $1,000,000 per occurrence, combined single limit.
14.3. The Contractor shall also maintain anyotherinsurancepoliciesrequiredinanyapplicableSolicitation.
TheContractorshallprovideproofoftheCGLinsurancepolicyandotherrequiredinsurancepoliciesto DHHS within 30 days of contract award. The Contractor shall add the State on the certificate of insurance with notice of cancellation.
14.4. Failuretoprovideproofofinsuranceasrequiredwillbedeemedamaterialbreachofthiscontract.The Contractor’sfailuretomaintainthisinsurancerequirementforthetermofthiscontractwillbegrounds for immediate termination of this contract.
15. Workers’CompensationInsurance:TheContractorshallmaintainworkers’compensationinsuranceforallits employees in accordance with applicable law and shall require any Subcontractors to maintain such insurance.
16. Sales Tax Exemption: The Services under this contract will be paid for from DHHS’s funds and used in the exerciseofDHHS’sessentialfunctionsasaStateentity.Uponrequest,DHHSwillprovidetheContractorwithits salestaxexemptionnumber.TheContractorshallascertainwhetheranytaxdeductionsorbenefitsapplytoany aspect of this contract and shall request and use DHHS’s sales tax exemption number as applicable.
17. Suspension of Work: DHHS shall give the Contractor written notice should DHHS suspend the Contractor’s responsibilities under this contract. The Contractor’s responsibilities may bereinstateduponadvancewritten notice from DHHS.
18. Indemnification:
18.1. If the Contractor is a governmental entity, the parties agree that each party assumes liability for the negligent and wrongful acts committed by its own agents, officials, or employees, regardless of the source of funding for this contract. Neither party waives any rights or defenses otherwise available under the Governmental Immunity Act.
18.2. The Contractor shall be fully liable for the actions of its agents, employees, officers, partners, and Subcontractors. The Contractor shall fully indemnify, defend, and save harmless DHHS and the State from all claims,losses,suits,actions,damages,andcostsofeverynameanddescriptionarisingoutof the Contractor’s performance of this contract caused by any intentional act or negligence of the Contractor, its agents, employees, officers, partners, or Subcontractors, without limitation; provided, however, that theContractorshallnotindemnifyforthatportionofanyclaim,loss,ordamagearising hereunderduetothesolefaultofDHHS.TheContractorissolelyresponsibleforallpaymentsowedto any Subcontractor arising from the Contractor's performance under this contract andwillholdDHHS harmless from any such payments owed to the Subcontractor.
18.3. The parties agree that if there are any limitations of theContractor’sliability,includingalimitationof liability clause for anyone for whom the Contractor is responsible, such limitations ofliabilitywillnot apply to injuries to persons, including death, or to damages to property.
19. IntellectualPropertyIndemnification:TheContractorshallindemnifyandholdDHHSandtheStateharmless fromandagainstanyandalldamages,expenses(includingreasonablelegalfees),claims,judgments,liabilities, andcostsinanyactionorclaimbroughtagainstDHHSortheStateforinfringementofathirdparty’scopyright, trademark, trade secret, or other proprietary right. The parties agree that if there are any limitations of the Contractor’s liability, such limitations of liability will not apply to this section.
20. Debarment:DHHSmayimmediatelyterminatethiscontractifDHHSdeterminesthattheContractorhasbeen debarred, suspended, or otherwise lawfully excluded from participating in any agreement issued by a governmental entity, including but not limited to, being determined ineligible as a subcontractor of any governmental entity. The Contractor certifies that it is not currently suspended, debarred, or otherwise prohibited to enter this contract. The Contractor shall immediately notify DHHS if the Contractor becomes suspended, debarred, or otherwise ineligible for this or any other agreement issued by a governmental entity.
21. Termination and Default:
21.1. TerminationforConvenience.DHHSmayterminatethiscontractwithoutcause,upon30dayswritten notice to theContractor.IftheContractorterminatesthiscontractwithoutcause,DHHSmaytreatthe Contractor's action as a default under this contract.
21.2. TerminationforCause.Eachpartymayterminatethiscontractwithcause.Ifthecausefortermination isduetothedefaultofaparty,thenon-defaultingpartyshallgivewrittennoticetothedefaultingparty ofitsintenttoterminate.Thedefaultingpartymaycurethedefaultwithin10daysofthenotice.Ifthe defaultisnotcuredwithinthe10days,thepartygivingnoticemayterminatethiscontract40daysfrom the date of the initial notice of default or at a later date. Time allowed for cure will not diminish or eliminate the Contractor's liability for damages.
21.3. Miscellaneous Grounds for Termination. In addition to other grounds for termination, DHHS may immediately terminate this contract if DHHS receives a notice of a lien against the Contractor’s payments or if the Contractor becomes debarred, becomes insolvent, files for bankruptcy or reorganization proceedings, is subject to an IRS levy, sells 30% or more of the company's assets or corporate stock, or gives notice of its inability to perform its obligations under this contract. The Contractor shall provide DHHS with proof of financial viability upon request.
21.4. Payment After Termination. DHHS shall pay the Contractor for the Goods delivered and Services properly performed under this contract up to the effective date of the notice of termination. The Contractoragreesthatintheeventoftermination,theContractor’ssoleremedyandmonetaryrecovery from DHHS or the State is limited to full payment for all Goods delivered and Services properly performed as authorized under this contract up tothedateoftermination,aswellasanyreasonable monies owed as a result of the Contractor having to terminate other contracts necessarily and appropriatelyenteredintobytheContractorpursuanttothiscontract.Intheeventofsuchtermination, theContractorshallpromptlydelivertotheStateallWorkProduct,whichincludesbutisnotlimitedto all manuals, forms, contracts, schedules, reports, and any and all documents produced by the Contractor under this contract up to the date of termination.
21.5. Cover. If DHHS terminates this contractforcause,DHHSmayprocurereplacementGoodsorServices upontermsandconditionsnecessarytoreplacetheContractor'sobligations.Iftheterminationisdueto theContractor'sfailuretoperform,andDHHSprocuresreplacementGoodsorServices,theContractor agrees to pay any excess costs associated with obtaining the replacement Goods or Services.
21.6. Default.AnyofthefollowingeventswillconstitutecauseforDHHStodeclaretheContractorindefault of this contract: (i) the Contractor’s non-performance of its requirements and obligations under this contract; or (ii) the Contractor’s material breach of any term or condition of this contract. If the Contractordefaultsinanymannerintheperformanceofanyobligationunderthiscontract,orifaudit exceptions are identified, DHHS may either adjust the amount of paymentorwithholdpaymentuntil satisfactoryresolutionofthedefaultorexception.Defaultandauditexceptionsforwhichpaymentmay be adjusted or withheld include disallowed expenditures of federal or State funds as a result of the Contractor's failure to comply with federal regulations or Staterules.Inaddition,DHHSmaywithhold amounts due the Contractor under this contract, any other current contract between DHHS and the Contractor, or any future payments due the Contractor to recover the funds. DHHS shall notify the ContractorofDHHS'sactioninadjustingtheamountofpaymentorwithholdingpayment.Thiscontract is executory until such repayment is made.
22. Remedies:InadditiontoterminatingthiscontractupondefaultorbreachoftheContractor,DHHSmaydoone ormoreofthefollowing:(i)exerciseanyremedyprovidedbylaworequity;(ii)imposeliquidateddamages;(iii) debarorsuspendtheContractorfromreceivingfuturecontractsfromDHHSortheState;and(iv)demandafull refund of any payment DHHS has made to the Contractor for Goods orServicesthatdonotconformtothis contract.
23. Reviews: DHHS may performplanchecksorreviewsandrequirechangeswhenneeded.Suchreviewsdonot waive the requirement of the Contractor to meet all of the terms and conditions of this contract.
24. PerformanceEvaluation:DHHSmayconductaperformanceevaluationoftheContractor’sServices,including the Contractor’s Subcontractors. DHHS may make the results of any evaluation available to the Contractor.
25. Public Information:TheContractoragreesthatthiscontractisapublicdocumentandmaybepostedonthe DHHS website. Related purchase orders, pricing documents, and invoices will also be public documents and maybeavailableforpublicandprivatedistributioninaccordancewiththeState’sGovernmentRecordsAccess andManagementAct(“GRAMA”).DHHSandtheStatearenotobligatedtoinformtheContractorofanyGRAMA requests.
26. Publicity:The Contractor shall not advertise or publicizematters relating to this contract, or publicly use DHHS’s name, without the prior written approval of DHHS. The Contractor shall impose this restriction on any subcontractors, and shall require subcontractors to impose this restriction on each lower tier of subcontractors.
27. InformationOwnership:Exceptforconfidentialmedicalrecordsheldbydirectcareproviders,DHHSshallown exclusive title to all informationgathered,reportsdeveloped,andconclusionsreachedinperformanceofthis contract. The Contractor shall not use or disclose, except in meeting its obligations under this contract, informationgathered,reportsdeveloped,orconclusionsreachedinperformanceofthiscontractwithoutprior written consent from DHHS. DHHS will own and retain unlimited rights to use, disclose, or duplicate all information and data (copyrightedorotherwise)developed,derived,documented,stored,orfurnishedbythe Contractor under this contract. The Contractor shall not use confidential federal, state, or local government information without prior written consent from DHHS, and shall bind any Subcontractor to the same requirement.
28. Information Practices: The Contractor shall establish, maintain, and practice information procedures and controlsthatcomplywithfederalandstatelawincluding,asapplicable,UtahCodeTitle26Bandtheprivacyand security standards promulgated pursuant to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”)&theHealthInformationTechnologyforEconomicandClinicalHealthActof2009(the“HITECHAct”).
DHHS may require the Contractor to enter into a business associate agreementifapplicable.TheContractor shall receive or request from DHHSonlyinformationaboutanindividualthatisnecessarytotheContractor's performance of its duties and functions. The Contractor shall use the information only for purposes of this contract.
29. Secure Protection and Handling of State Data:
29.1. IftheContractorisgivenaccesstoorstoresStateDataaspartofthiscontract,theprotectionofState Data must be an integral part of the business activities of the Contractor to ensure that there is no inappropriate or unauthorized use of State Data. The Contractor shall safeguard the confidentiality, integrity, and availability of the State Data. TheContractoragreestonotcopy,reproduce,sell,assign, license, market, transfer,orotherwisedisposeof,give,ordisclosesuchinformationtothirdpartiesor use such information for any purpose whatsoever other than the performance of this contract. The improper use or disclosure of confidential information is strictly prohibited.
29.2. Any and all transmission orexchangeofStateDatamusttakeplaceviasecuremeans.TheContractor shallcreate,store,andmaintainanyStateDataonsecureorencryptedcomputingdevicesorportable storagemediums.TheContractoragreestoprotectandmaintainthesecurityofStateDatawithsecurity measures including, but not limited to, maintaining secure environments that are patched and upto date with all appropriate security updates, network firewall provisioning,andintrusiondetection.The ContractoragreesthatanycomputingdeviceorportablemediumthathasaccesstoDHHS’snetworkor stores any non-public State Data is equipped with strong and secure password protection.
29.3. The Contractor shall: (i) limit disclosure of any State Data to Authorized Persons who haveaneedto know such informationinconnectionwiththecurrentorcontemplatedbusinessrelationshipbetween thepartiestowhichthiscontractrelates,andonlyforthatpurpose;(ii)adviseitsAuthorizedPersonsof the proprietary nature of the State Data and of the obligations set forth in this contract andrequire Authorized Persons to keep the State Data confidential; (iii) keepallStateDatastrictlyconfidentialby using a reasonable degree of care, but not less than thedegreeofcareusedbyitinsafeguardingits own confidential information; and (iv) not disclose any State Data received by it to any third parties, except as permitted by this contract or otherwise agreed to in writing by DHHS.
29.4. TheContractorshallpromptlynotifyDHHSofanymisuseormisappropriationofStateDatathatcomes to the Contractor’s attention. The Contractor shall be responsible for any breach of this duty of confidentiality by any of its officers, agents, Subcontractors at any tier, and any of its respective representatives,includinganyrequiredremediesornotificationsunderapplicablelaw(UtahCode§§13- 44-101 through 301). This duty of confidentiality is ongoing and survives the term of this contract.
Notwithstandingtheforegoing,ifthereisadiscrepancybetweenasignedbusinessassociateagreement and this provision, the business associate agreement language will take precedence.
30. Artificial Intelligence: The Contractor shall not use State Data in any generative artificialintelligence(“GAI”) queries,training,orprogramcreationwithoutpriorwrittenpermissionfromDHHS.TheContractoratteststhat its GAI models use only properly licensed material. The Contractor shall fully indemnify and hold DHHS harmless from all claims,loss,ordamagesrelatedtotheContractor’suseofGAI.ShouldtheContractorlearn thatStateDatahasbeenusedinGAIquerieswithoutDHHSpermission,theContractorshallimmediatelynotify DHHS. The Contractor shall inform DHHS of any GAI in the Goods or Services being contracted for prior to providingthoseGoodsorServicestoDHHS.TheContractorshallincludeannotationssufficienttocomplywith DTS Policy 4000-0008 (Generative AI Policy) when utilizing GAI inthecreationofGoodsandServiceswiththe potential to impact DHHS intellectual property rights.
31. Ownership, Protection, and Return ofDocumentsandDatauponContractTerminationorCompletion:
Except for records that must be retained for a longer period undersection43.2andforconfidentialmedical recordsheldbydirectcareproviders,alldocumentsanddatapertainingtoworkrequiredbythiscontractwill be the property of DHHS and must be returned to DHHS or disposed of within 30 daysafterterminationor expiration of this contract, regardless of the reason for contract termination, and without restriction or limitation to future use. If such return or destruction is not feasible, the Contractor shall notify DHHS. The Contractorshallextendanyprotections,limitations,andrestrictionsofthiscontracttoanyinformationretained aftertheterminationofthiscontractandshalllimitfurtherusesanddisclosurestothosepurposesthatmake the return or destruction of the data infeasible. Any disposal of State Data must be disposed of in such a manner that it cannot be recovered or recreated. Notwithstanding the foregoing, if there is a discrepancy betweenasignedbusinessassociateagreementandthisprovision,thebusinessassociateagreementlanguage will take precedence.
32. IntellectualPropertyOwnership:DHHSandtheContractorrecognizethateachhasnoright,title,orinterest, proprietaryorotherwiseintheintellectualpropertyownedorlicensedbytheother,unlessagreeduponbythe parties in writing. All deliverables, documents, records, programs, data, articles, memoranda, and other materials not developed or licensed by the Contractor prior to the execution ofthiscontract,butspecifically created or manufactured under this contract, is considered work made for hire, and the Contractor shall transfer any ownership claim to DHHS.
33. Work Product Ownership: In theeventthattheContractorprovidesWorkProducttoDHHSpursuanttothis contract,theContractorgrantstheownershipinWorkProduct,whichhasbeendevelopedanddeliveredbythe ContractorexclusivelyforDHHSandisspecificallywithintheframeworkoffulfillingtheContractor’sobligations underthiscontract.WorkProductwillbedeemedworkmadeforhire,suchthatallintellectualpropertyrights, title,andinterestintheWorkProductwillpasstoDHHS,totheextentthattheWorkProductisnotrecognized as work made for hire, the Contractor hereby assigns to DHHS any and all copyrights in and to the Work Product, subject to the following:
33.1. The Contractor has received payment for the Work Product,
33.2. Each party will retain all rights to patents, utility models, mask works, copyrights, trademarks, trade secrets, and any other form of protection afforded by law to inventions, models, designs, technical information, and applications (“Intellectual Property Rights”)thatitownedorcontrolledpriortothe effectivedateofthiscontractorthatitdevelopsoracquiresfromactivitiesindependentoftheServices performed under this contract (“Background IP”), and
33.3. TheContractorwillretainallright,title,andinterestinandtoallIntellectualPropertyRightsinorrelated to the Services, or tangible components thereof, including but not limited to (a) all know-how, intellectual property, methodologies, processes, technologies, algorithms, software, or development tools used in performing the Services (collectively, the “Utilities”), and (b) such ideas, concepts, know-how, processes, and reusable reports, designs, charts, plans, specifications, documentation, forms, templates,oroutputwhicharesuppliedorotherwiseusedbyoronbehalfoftheContractorin thecourseofperformingtheServicesorcreatingtheWorkProduct,otherthanportionsthatspecifically incorporateproprietaryorconfidentialinformationorWorkProductofDHHS(collectively,the“Residual IP”), even if embedded in the Work Product.
33.4. The Contractor shall not distribute ormarketWorkProduct,notincludingtheContractor’sIntellectual Property Rights, Background IP, and Residual IP, without written approval by DHHS.
33.5. The Contractor agrees to grant to DHHS a perpetual, irrevocable, royalty-free license to use the Contractor’sBackgroundIP,Utilities,andResidualIP,asdefinedabove,solelyforDHHSandtheStateto usetheWorkProduct.DHHSreservesaroyalty-free,nonexclusive,andirrevocablelicensetoreproduce, publish,orotherwiseuseandtoauthorizeotherstouse,forDHHS’sandtheState’sinternalpurposes, suchWorkProduct.FortheGoodsorServicesdeliveredthatconsistoftheContractor’sscriptsandcode and are not considered Work Product, for any reason whatsoever, the Contractor grants DHHS a non-exclusive, non-transferable, irrevocable, perpetual right to use, copy, andcreatederivativeworks fromsuch,withouttherighttosublicense,forDHHS’sandtheState’sinternalbusinessoperationunder thiscontract.DHHSandtheStatemaynotparticipateinthetransferorsaleof,createderivativeworks from, or in any way exploit the Contractor’s Intellectual Property Rights, in whole or in part.
34. SoftwareOwnership:IftheContractordevelopsorpaystohavedevelopedcomputersoftwareexclusivelywith fundsorproceedsfromthiscontracttoperformitsobligationsunderthiscontract,ortoperformcomputerized tasks that itwasnotpreviouslyperformingtomeetitsobligationsunderthiscontract,thecomputersoftware will be exclusively owned by or licensed to DHHS. If the Contractor develops or pays to have developed computer software which is an addition to existing software owned by or licensed exclusively with funds or proceeds from this contract,ortomodifysoftwaretoperformcomputerizedtasksinamannerdifferentthan previously performed, to meetitsobligationsunderthiscontract,theadditionwillbeexclusivelyownedbyor licensed to DHHS. In the caseofsoftwareownedbyDHHS,DHHSgrantstotheContractoranontransferable, nonexclusivelicensetousethesoftwareintheperformanceofthiscontract.Inthecaseofsoftwarelicensedto DHHS,DHHSgrantstotheContractorpermissiontousethesoftwareintheperformanceofthiscontract.This license orpermission,asthecasemaybe,terminateswhentheContractorhascompleteditsworkunderthis contract.IftheContractorusescomputersoftwarelicensedtoitwhichitdoesnotmodifyorprogramtohandle the specific tasks required by this contract,thentotheextentallowedbythelicenseagreementbetweenthe Contractorandtheownerofthesoftware,theContractorgrantstoDHHSacontinuing,nonexclusivelicensefor eitherDHHSoradifferentcontractortousethesoftwareinordertoperformworksubstantiallyidenticaltothe workperformedbytheContractorunderthiscontract.IftheContractorcannotgrantthelicenseasrequiredby this section, then the Contractor shall reveal the inputscreens,reportformats,datastructures,linkages,and relations used in performing its obligations under this contract in such a manner to allow DHHS or another contractor to continue the work performed by the Contractor under this contract.
35. Warranty of Goods:
35.1. The Contractor warrants, represents and conveys full ownership and clear title, free of all liens and encumbrances, to the Goods delivered toDHHSunderthiscontract.Ifnotmorespecificallysetoutin thiscontract,theContractorwarrantsforaperiodofoneyearthat:(i)theGoodsperformaccordingto all specific claims that the Contractor has made in its Proposal to the Solicitation; (ii) the Goods are suitable for the ordinary purposes for which suchGoodsareused;(iii)theGoodsaresuitableforany special purposes identified in the Proposal and Solicitation; (iv) the Goods are designed and manufacturedinacommerciallyreasonablemanner;(v)useoftheGoodsasmanufacturedcreatesno harm to Persons or property;and(vi)theGoodsarefreeofdefectsorunusualproblemsaboutwhich DHHShasnotbeenwarned.Unlessotherwisespecified,allGoodsprovidedmustbenew,unused,and of the latest model or design.
35.2. Notwithstanding the foregoing, the Contractor agrees that for a period of 90 days from the date of DHHS’s acceptance that the warrantieslistedin35.1applytoanysoftwareportionsoftheGoodsthat the Contractor licenses, contracts, or sells to DHHS under this contract.
36. Warranty Remedies: The Contractor acknowledges that all warranties granted to DHHS by the Uniform CommercialCodeoftheStateapplytothiscontract.Productliabilitydisclaimersandwarrantydisclaimersfrom the Contractor are not applicable to this contract. For any Goods or Services that DHHS determines do not conform with this warranty, DHHS may arrange to have the item repaired or replaced, or the Services performed either by the Contractor or by a third party at DHHS's option, at the Contractor'sexpense.Ifany GoodsorServicesdonotconformtothiswarranty,theContractorshallrefundthefullamountofanypayments made. Nothing in this warranty will be construed to limit any rights or remedies DHHS may otherwise have under this contract.
37. Updates and Upgrades: The Contractor grants to DHHS a non-exclusive, non-transferable license to use upgradesandupdatesprovidedbytheContractor.Suchupgradesandupdatesaresubjecttothetermsofthis contract.DHHSshalldownload,distribute,andinstallallupdatesasreleasedbytheContractor.TheContractor shallusecommerciallyreasonableeffortstoprovideDHHSwithwork-aroundsolutionsorpatchestoreported software problems that may affect DHHS’s use of the software during the length of this contract.
38. TechnicalSupportandMaintenance:IftechnicalsupportandmaintenanceisapartoftheGoodsorServices that the Contractor provides under this contract, the Contractor will use commercially reasonable efforts to respondtoDHHSinareasonabletimewhenDHHSmakestechnicalsupportormaintenancerequestsregarding the Goods or Services.
39. Equipment Purchase: The Contractor shall obtain prior written DHHS approval before purchasing any equipment, as defined in the Uniform Guidance, with contract funds.
40. Delivery: Unless otherwise specified in this contract, all deliveries will be F.O.B. destination with all transportationandhandlingchargespaidbytheContractor.Responsibilityandliabilityforlossordamagewill remainwiththeContractoruntilfinalinspectionandacceptance,whenresponsibilitywillpasstoDHHS,except as to latent defects, fraud, and the Contractor's warranty obligations. The Contractor shall ship all orders promptly in accordance with the delivery schedule.
41. Acceptance and Rejection: DHHS will have 30 days after the performance of theServicesordeliveryofthe Goods to perform an inspection of the Goods or Services to determine whether the Goods and Services conform to the standards specified in the Solicitation and this contract prior to acceptance of the Goods or ServicesbyDHHS.IftheContractordeliversnonconformingGoodsorServices,DHHSmay,atitsoptionandat the Contractor’s expense: (i) return the Goods or Services for a full refund; (ii) require the Contractor to promptly correct or re-performthenonconformingGoodsorServicessubjecttothetermsofthiscontract;or (iii)obtainreplacementGoodsorServicesfromanothersource,subjecttotheContractorbeingresponsiblefor any cover costs.
42. StandardofCare:TheServicesoftheContractoranditsSubcontractorsmustbeperformedinaccordancewith the standard of care exercised by licensed members of their respective professions having substantial experience providing similar Services, which similarities include the type, magnitude, and complexity of the Services that are the subject of this contract.TheContractorshallbeliabletoDHHSandtheStateforclaims, liabilities,additionalburdens,penalties,damages,orthirdpartyclaims,totheextentcausedbywrongfulacts, errors, or omissions that do not meet this standard of care.
43. Record Keeping, Audits, and Inspections:
43.1. Forfinancialreporting,theContractorshallcomplywiththeUniformGuidanceandGenerallyAccepted Accounting Principles (“GAAP”).
43.2. TheContractorshallmaintainorsupervisethemaintenanceofallrecordsnecessarytoproperlyaccount for the Contractor’s performance and the payments made by DHHS to the Contractor under this contract.TheContractorshallretaintheserecordsforatleastsixyearsafterfinalpayment,oruntilall auditsinitiatedwithinthesixyearshavebeencompleted,whicheverislater.TheContractorshallallow, at no additional cost, the State, federal auditors, and DHHS’s staff, access to all such records. The Contractor shall retain these records as required by GAAP, federal or state law, or specific program requirements, whichever is longer.
43.3. TheContractorshallretainallrecordswhichrelatetodisputes,litigation,andclaimsettlementsarising from contract performance or cost or expense exceptions, until all disputes, litigation, claims, or exceptions are resolved.
43.4. The Contractor shall comply with federal and state regulations concerning cost principles, audit requirements, and contract administration requirements, including, but not limited to, the Uniform Guidance.Unlessspecificallyexemptedinthescopeofwork,theContractorshallcomplywithapplicable federal cost principles and contractadministrationrequirementsifStatefundsarereceived.Counties, cities,towns,andschooldistrictsaresubjecttotheStateLegalComplianceAuditGuide.TheContractor shall send copies of required reports todhhsfinancialreports@utah.gov.
44. Employment Practices: The Contractor shall abide by the following employment laws, as applicable and as amended:TitleVIandVIIoftheCivilRightsActof1964(42U.S.C.§2000eetseq.)whichprohibitsdiscrimination against any employee or applicant for employment or any applicant or recipient of Services, on the basisof race,religion,color,ornationalorigin;45C.F.R.§90and29C.F.R.Part1625whichprohibitsdiscriminationon the basis ofage;Section504oftheRehabilitationActof1973andtheAmericanswithDisabilitiesActof1990, whichprohibitsdiscriminationonthebasisofdisabilities;UtahExecutiveOrderNo.2006-0012,datedDecember 13,2006,whichprohibitsunlawfulharassmentintheworkplace;UtahCode§26B-7-503,UtahIndoorCleanAir Act which prohibitssmokinginenclosedpublicplaces;41C.F.R.Part60,whichprohibitsdiscriminationonthe basisofsex,andExecutiveOrder11375,whichimplementsthoseregulationsforfederalcontractors;45C.F.R.
Part83,whichprohibitstheextensionoffederalsupporttoanyentitythatdiscriminatesonthebasisofsexin the admission of individuals toitshealthmanpowerandnursetrainingprograms;40U.S.C.§3701etseq.,as supplementedbyDepartmentofLaborregulations(29C.F.R.Part5),ContractWorkHoursandSafetyStandards Act, for contracts that involve the employment of mechanics or laborers; Utah Code § 34A-5, the Utah Antidiscrimination Act; and Utah Code § 34A-11, the Genetic Testing Restrictions on Employment Act. The Contractorfurtheragreestoabidebyanyotherlaws,regulations,orordersthatprohibitthediscriminationof any kind of any of the Contractor’s employees or Persons served.
45. Federal Requirements: The Contractor shall abide by the following federal statutes, regulations, and requirements, as applicable and as amended: 2 C.F.R. § 200.327 (Contract Provisions); 2 C.F.R. § 200.322 (Domesticpreferencesforprocurements);2C.F.R.§200.323(RecoveredMaterials)and42U.S.C.§6962(Section 6002oftheSolidWasteDisposalAct);31U.S.C.§1352(ByrdAnti-Lobbying);45C.F.R.Part75(HHSAwards);P.L.
109-282 as amended (FFATA); 31 U.S.C. § 3729 et seq.andChapter38(FalseClaimsAct);P.L.109-171(Deficit ReductionActof2005);42U.S.C.§289etseq.(InstitutionalReviewBoards);45C.F.R.Part46(HumanSubjects);
mailto:dhhsfinancialreports@utah.gov
21 C.F.R. Parts 50 & 56 (FDA Human Subjects/IRB); 42 U.S.C. § 290dd-2 and 42 C.F.R. Part 2 (Substance Use Confidentiality, including the 2024 Final Rule updates); 42 U.S.C.§241(d)and42C.F.R.Part2a(Certificatesof Confidentiality); 42 C.F.R. Part 50, Subparts B & C (Sterilizations/Abortions); 42 C.F.R. Part 93 (Research Misconduct, updated 2026); and the current NIH Guidelines for Research InvolvingRecombinantorSynthetic NucleicAcidMolecules;42U.S.C.§2000detseq.&45C.F.R.Part80(TitleVI);20U.S.C.§1681etseq.&45C.F.R.
Part86(TitleIX);42U.S.C.§6101etseq.&45C.F.R.Part91(AgeDiscrimination);42U.S.C.§12101etseq.&28 C.F.R. Parts 35 & 39 (ADA); 29 U.S.C. §794&45C.F.R.Part84(Section504/Nondiscrimination,including2024 updates); 42 U.S.C. § 10801 et seq. (MentalIllnessAdvocacy);29U.S.C.§201etseq.(FLSA);29U.S.C.§206(d) (Equal Pay Act); 18U.S.C.§874&29C.F.R.Part3(CopelandAnti-Kickback);40U.S.C.§3142&29C.F.R.Part5 (Davis-Bacon); 40 U.S.C. § 3701 et seq. & 29 C.F.R. Part 5 (Contract Work Hours); 41 U.S.C. § 8101 et seq.
(Drug-FreeWorkplace);8U.S.C.§1324a(EmploymentVerification);5U.S.C.§1501etseq.(HatchAct);42U.S.C.§ 4321etseq.&40C.F.R.Part1500etseq.(NEPA);42U.S.C.§7401etseq.(CleanAirAct);33U.S.C.§1251etseq.
(CleanWaterAct);42U.S.C.§6322(EnergyPolicy);42U.S.C.§4106(FloodDisasterProtection);42U.S.C.§7181 et seq. (Pro-Children Act of 2001); 42 U.S.C. § 4728 et seq. (Merit System Standards); 37 C.F.R. § 401 et seq.
(RightstoInventions/Bayh-DoleAct);and7U.S.C.§2131etseq.(AnimalWelfare).TheContractorshallincludein anysubcontractsterminationclausesforcauseandconvenience,alongwithadministrative,contractual,orlegal remediesforinstanceswheresubcontractorsviolateorbreachagreementtermsandprovideforsuchsanctions and penalties as may be appropriate.
46. Incorporation of Legal Changes: References to any statute, executive order, rule, or regulation in this agreement include amendments, modifications, extensions, recodifications, and successor provisions tosuch authoritythatareenactedafterexecutionofthisagreement;provided,however,thattheContractorwillnotbe required to comply with any such statute, executive order, rule, or regulation asofthedateitisrepealedor otherwise terminated in its entirety without a successor provision.
47. Waiver: A waiver of any right, power, or privilege will not be construed asawaiverofanysubsequentright, power, or privilege.
48. LegalFees:Intheeventofanyjudicialactiontoenforcerightsunderthiscontract,theprevailingpartywillbe entitled its costs and expenses, including reasonable attorney’s fees incurred in connection with such action.
49. Subcontracts andAssignment:TheContractorshallnotassign,sell,transfer,subcontract,orsubletrightsor delegate responsibilities under thiscontract,inwholeorpart,withoutthepriorwrittenconsentofDHHS.The Contractor retains ultimate responsibility for performance of all terms, conditions, and provisions of this contractthataresubcontractedorperformedbyaSubcontractor.Whensubcontracting,theContractoragrees tousewrittensubcontractsthatconformtofederalandStatelaws.TheContractorshallrequestDHHSapproval foranyassignmentatleast20dayspriortoitseffectivedate.Ifthiscontractutilizesfundsfromafederalaward, the Contractor shall apply 2 C.F.R. §200.321toanysubcontracts,andtheContractorshallnotsubcontractto any party listed on the governmentwide exclusions in the System for Award Management (“SAM”).
50. Force Majeure: Neither party willbeheldresponsiblefordelayordefaultcausedbyfire,riot,actsofGod,or war which is beyond the party'sreasonablecontrol.DHHSmayterminatethiscontractafterdeterminingthat the delay or default will likely prevent successful performance of this contract.
51. Severability:Theinvalidityorunenforceabilityofanyprovision,term,orconditionofthiscontractwillnotaffect thevalidityorenforceabilityofanyotherprovision,term,orconditionofthiscontract,whichwillremaininfull force and effect.
52. Survival of Terms: Termination or expiration of this contract willnotextinguishorprejudiceDHHS’srightto enforce this contract with respect to any default or defect in the Services that has not been cured.
53. Notice: Notice must be in writing and sent to dhhscontracts@utah.gov.
54. Order of Precedence: The terms of this contract will be reasonably interpreted and construed to avoidany conflict among the provisions. If there is any conflict between this contract's terms, theorderofprecedence
(listedinorderofdescendingprecedence)amongthetermsis:(1)ContractSignaturePage(s);(2)DHHSTerms and Conditions; (3) DHHS scope of work; (4) Any other attachments.
55. TimeisoftheEssence:TheContractorshallcompleteServicesordeliverGoodsbyanydeadlinestatedinthis contract. For all Goods and Services, time is of the essence. The Contractor shall be liable forallreasonable damages to DHHS and theState,andanyonetowhomtheStatemaybeliable,asaresultoftheContractor’s failure to timely perform the Services required under this contract.
56. Dispute Resolution: DHHS and the Contractor shall attempt to resolve contract disputes through available administrativeremediespriortoinitiatinganycourtaction.Priortoeitherpartyfilingajudicialproceeding,the partiesagreetoparticipateinthemediationofanydispute.DHHS,afterconsultationwiththeContractor,may appointanexpertorpanelofexpertstoassistintheresolutionofadispute.IfDHHSappointssuchanexpertor panel, DHHS and the Contractor agree tocooperateingoodfaithinprovidinginformationanddocumentsto the expert or panel in an effort to resolve the dispute.
57. Boycott Restrictions: If this contract has a total value of $100,000 ormore,andiftheContractorhastenor moreemployees,theContractorcertifiesthatitisnotcurrentlyengagedinaboycottoftheStateofIsraeloran economicboycottasdefinedbyUtahCode§63G-27-201andthatitwillnotengageinaboycottoftheStateof Israel for the duration of the contract, and that it will notify DHHS if theContractorengagesinaneconomic boycott. For purposes of this term, "Contractor" includes any wholly-owned subsidiary, majority-owned subsidiary, parent company, or affiliate of the Contractor. This section does not apply to theextentthatan exception in Utah Code§ 63G-27-201 applies.
58. Prohibited Discriminatory Practices: The Contractor shall not use contract funds for any prohibited discriminatory practice as defined by Utah Code§53H-1-504.
59. ContractorContactInformation:TheContractorshallensurethatDHHShasaccuratecontactinformationfor the Contractor at all times throughout the duration of this contract and throughout the duration of the Contractor’srecordretentionresponsibilities.TheContractorshallimmediatelynotifyDHHSofanychangesto contact information.
60. Remediation: DHHS maymonitortheContractor'sperformanceunderthiscontractandrequireremediation.
The Contractor shall comply with any remediation plan requiredbyDHHS.TheContractor'sfailuretocomply with a DHHS remediation plan will be deemed a material breach of this contract.
61. EntireAgreement:Thiscontractconstitutestheentireagreementbetweenthepartiesandsupersedesanyand all other prior and contemporaneous agreements and understandings between the parties, whether oral or written.
(Revised: 2/24/2026)
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