7485F1B7-F2C9-B3F2-299F5B74333A4DB7.pdf

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Commissioner John O’Grady Commissioner Kevin L. Boyce Commissioner Erica C. Crawley President

Franklin County, Ohio

Request for Proposal No. 2026-11-16

Durable Medical Equipment (DME)

Proposal Due Date: October 28, 2026, at 2:00 PM EST

~Vendor should submit this cover page with their proposal~

Company Legal Name:

Including all DBAs

Address:

City, State, Zip Code:

Telephone No.:

Contact Name, Title:

Contact Email:

Contract Approver Name, Title, & Email:

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TABLE OF CONTENTS

Section 1.0 General Information

1.1 Purpose……….…………………………………..…………………… 3

1.2 Organization Background and Overview……….……………………. 3

1.3 Project Timeline/Calendar of Events…………………………………. 3

1.4 County Contact and Communication Protocol….…………………….. 3

Section 2.0 Administrative Requirements

2.1 General Requirements………………………………………………… 4

2.2 Submittal Process and Instructions...…………………………………. 5

2.3 Evaluation Process and Criteria………………………………………. 7

Section 3.0 Scope of Work.

3.1 Service Specifications……………..……………………………………….. 8

3.2 Conditions of Participation………………………………………………… 10

Section 4.0 Appendices

4.1 Affidavits ……...……………………………………………………… 17

4.1.1 Lobbyist Affidavit……………………………………………. 18

4.1.2 Small and Emerging Business Enterprise Information Form &

Affidavit …

4.1.3 Delinquent Personal Property Tax Affidavit…………………. 20

4.2 Form W-9 ……………………………………………………………... 21

4.3 Pricing Form…………………………………………………………… 22

4.4 References…………………………………………

4.5 Performance Bond Form (Reserved)….……..………………………… 24

4.6 Draft Contract Form (for reference) …………………………………... 25

4.7 Business Associate Agreement (for reference)………………………… 37

4.8 Provider Information Form…………………………………………….. 44

4.9 Business History Information Form……………………………………. 46

4.10 Provider Staff Code of Ethics………………………………………….. 47

4.11 Service Delivery Information Form……………………………………. 48

4.12 Commitment to Promoting Fuel Efficiency and Reducing

Air Pollution Form……………………………………………………… 49

Section 5.0 Proposal Instructions and Checklist…………………………………………….. 50

Note:

This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections

307.86 to 307.92. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract(s). All contract terms, conditions, and specifications set forth in this RFP shall become part of the contract documents.

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Section 1.0 General Information

1.1 Purpose

The Franklin County Board of Commissioners is seeking proposals on behalf of the Franklin County Office on Aging for Durable Medical Equipment. The awarded contractor will be awarded a firm and fixed pricing contract for a two-year period upon approval of the Franklin County Board of Commissioners, and includes up to three additional one-year extension options.

1.2 Organization Background and Overview

Franklin County Office on Aging provides information and access to community services which enable Franklin County residents, 60 years old and over, to live independently. Franklin County’s population is changing and continues to change. Throughout the nation, the elderly are the fastest-growing segment of the population. According to the U.S. Census Bureau projections, the elderly population will more than double by 2050. As more people live longer, we can experience an increase in those who face chronic, limiting illnesses or conditions that result in people becoming dependent on others for help in performing the activities of daily living. Given our understanding of the functional limitations, which come with increased age, the demand for in-home services is going to grow.

1.3 Project Timeline/Calendar of Events

The timeline for this RFP is provided below. Please note that the dates, times, and information provided are subject to change at the discretion of the County. Vendors will be given notice of such changes, as applicable.

1.4 County Contact and Communication Protocol

All inquiries related to this RFP must be directed, in writing, to:

Sandra Hernandez, Bidding Coordinator Franklin County Purchasing Department 373 S. High Street, 25th Floor

Columbus, Ohio 43215-6315 Office: (614) 525-5860 Email: Sandra.Hernandez@franklincountyohio.gov

Key Dates/Times: Event:

September 16, 2026 Advertising period begins; RFP documents posted to the Franklin County Purchasing website.

September 30, 2026, at 3:00 PM EST Pre-Proposal Meeting

October 7, 2026, at 5:00 PM EST Written questions are due to Franklin County.

October 16, 2026, at 5:00 PM EST Answers posted to the Franklin County Purchasing website.

October 28, 2026, at 2:00 PM EST Deadline for proposal submission; Proposals are opened by the County.

January 2027 Contract/Service estimated start date.

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All communication from interested vendors shall go through the Franklin County Purchasing Department.

Vendors should not attempt to communicate directly with other County representatives with regard to this RFP at any point during the procurement process up to the award of contract(s).

During the advertising period and up to the deadline for proposal submission, the County, through the

Purchase Department, may issue written communications to vendors via the Purchasing website.

During the proposal review phase, the County, through the Purchasing Department, may initiate contact with a vendor if the County determines that clarification is needed from the vendor to complete the evaluation process.

Section 2.0 Administrative Requirements

2.1 General Requirements

2.1.1 Registration with Franklin County:

Vendors interested in doing business with the County should register with the County online at https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration. Vendors must register with the County in order to access competitive opportunities and download documents.

2.1.2 Certificate of Good Standing:

Vendors that are registered in the State of Ohio will be required to provide a Certificate of Good Standing prior to contract award. Vendors that are not registered in the State of Ohio will be required to provide a Certificate of Good Standing from their respective state of incorporation.

To obtain an Ohio certificate of Good Standing, please visit:

https://www.ohiosos.gov/businesses/business-reports/

2.1.3 Contract Components:

The resulting contract(s) will consist of the complete RFP, including the contract terms and conditions, Scope of Work, all documents requiring vendor’s signatures, any written amendments or clarifications, the vendor’s proposal and supporting information and documents, and applicable resolutions and purchase orders.

2.1.4 Oral Instructions:

The County will not be bound by oral explanations or instructions given at any time during the competitive process or after contract award.

2.1.5 Conflict of Interest:

By submitting a proposal in response to this RFP, vendor affirms that neither vendor or any persons that works for or on behalf of vendor, have any conflict of interest (e.g., employed by Franklin County, etc.). The County reserves the right to reject a proposal in which a conflict is disclosed or cancel an awarded contract if any interest is later discovered that could give the appearance of a conflict.

2.1.6 Representations:

By submitting a proposal in response to this RFP, vendor warrants the accuracy of information submitted and acknowledges that the County will rely on the vendor’s information in making an award.

https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration https://www.ohiosos.gov/businesses/business-reports/

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2.1.7 Compliance with Specifications:

By submitting a proposal in response to this RFP, vendor affirms that they are in full compliance with the RFP, including the requirements outlined herein, all terms and conditions, and the Specifications.

2.1.8 Proposal Preparation Costs:

The County will not be liable for any costs incurred by a vendor prior to the award of any contract resulting from this RFP, including but not limited to any cost related to the vendor’s preparation of their proposal.

2.1.9 Intended Contract Award(s):

It is the intent of the County to award one contract under this RFP. However, if the County believes it is in the County’s best interest to award more than one contract, the County reserves the right to do so in its complete and sole discretion.

2.2 Submittal Process and Instructions

2.2.1 Pre-Proposal Conference:

A Pre-Proposal Conference will be held during the date and time listed in the Project Timeline/Calendar of Events. Attendance is not mandatory but is highly suggested. This conference will provide interested parties with an opportunity to learn more about the County’s service needs, the Scope of Work outlined herein, and the proposal submission process.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/267086669410515?p=fL3M5kelyZOYTNSXNC Meeting ID: 267 086 669 410 515 Passcode: N6rd6Vb7

Dial in by phone +1 380-900-7428,,178822489# United States, Columbus Phone conference ID: 178 822 489#

2.2.2 Submittal of Questions:

Vendors seeking clarification from the County must submit questions in writing to:

Sandra Hernandez, Bidding Coordinator, at Sandra.Hernandez@franklincountyohio.gov.

All questions are due no later than the date and time listed in Section 1.3 Project Timeline/Calendar of Events.

2.2.3 Amendments and Clarifications:

Amendments and clarifications to this RFP will be posted on the Franklin County Purchasing website (https://bids.franklincountyohio.gov/). While the website is designed to email amendments and clarifications to those who have downloaded the RFP from the Purchasing website, it is ultimately the responsibility of all interested parties to monitor this website for those additional documents. Amendments and clarifications become a part of the RFP and any subsequently awarded contract(s).

2.2.4 Proposal Submittal:

Sealed proposals must be submitted to the Franklin County Purchasing Department before the deadline provided in Section 1.3 Project Timeline/Calendar of Events. The timestamp in the Franklin County Purchasing Department will serve as the official record of the time and date that https://teams.microsoft.com/meet/267086669410515?p=fL3M5kelyZOYTNSXNC tel:+13809007428,,178822489 https://bids.franklincountyohio.gov/

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Proposals delivered in-person or sent via USPS, UPS, or FedEx must be delivered to the following address:

Franklin County Purchasing Department Attn: Sandra Hernandez 373 South High Street - 25th Floor Columbus, Ohio 43215-6315 Re: RFP # 2026-11-16, Durable Medical Equipment (DME)

The RFP PROJECT NAME, NUMBER and COMPANY NAME must be clearly marked on proposal submissions. A proposal that is not properly and clearly marked and is inadvertently opened before the scheduled RFP opening time may be disqualified without additional consideration.

Faxed and emailed submittals are not acceptable.

Proposals received after the deadline will be considered late and will not be opened. Proposals received through a courier service after the deadline will not be accepted from the courier service.

Proposals received through the mail after the deadline will be returned to the sender, unopened. The County will not accept proposals with postage due.

The proposal opening will be held on a virtual platform, at which time the proposals will be opened, and the names of the submitting vendors will be read aloud. Attendance is not mandatory; however, interested parties may join by phone or by following the link provided below:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/256575329073822?p=FUOaFMsH6YnunvFCeY Meeting ID: 256 575 329 073 822 Passcode: HF2vV6wb

Dial in by phone +1 380-900-7428,,692289131# United States, Columbus Phone conference ID: 692 289 131#

The County reserves the right to change the proposal opening date and/or time at the County’s sole discretion.

2.2.5 Proposal Rejection and RFP Cancellation:

Pursuant to Ohio Revised Code §307.862, the County reserves the right to:

1. Reject any proposal in which the vendor takes exception to the terms and conditions of the

RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the County;

2. Reject, in whole or in part, any proposal that the County has determined, using the factors and criteria outlined herein, would not be in the best interest of the County;

3. Conduct discussions with vendors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP.

Further, the County may cancel or reissue the RFP if any of the following apply:

https://teams.microsoft.com/meet/256575329073822?p=FUOaFMsH6YnunvFCeY tel:+13809007428,,692289131

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1. The supplies or services offered through all of the proposals submitted to the County are not in compliance with the requirements, specifications, and terms and conditions set forth in the request for proposals;

2. The prices submitted by the vendors are excessive compared to existing market conditions or exceed the available funds of the County;

3. The County determines that award of a contract would not be in the best interest of the County.

2.2.6 Proposals are Firm for 180-Days:

Unless stated otherwise, once opened, all proposals are irrevocable for one hundred eighty (180) days. Beyond one hundred eighty (180) days, vendors will have the option to honor their proposal or make a written request to withdraw their proposal from consideration.

2.3 Evaluation Process and Criteria

2.3.1 Proposals will be evaluated in the following phases:

1. Phase 1: Initial review of the proposals for compliance The County will review each proposal that is received before the deadline for responsiveness in terms of format, completeness, and compliance with instructions.

2. Phase 2: Full evaluation of proposals

The County will review each responsive proposal based upon established criteria. At any time during this phase, the County may request clarifications from any vendor and provide such vendor(s) with an opportunity to correct defects in their proposal if, in the County’s sole determination, doing so does not provide an unfair advantage to the vendor(s) and it is in the County’s interest to do so.

The County may disqualify a vendor with an offshore presence in a specific country with which the United States has a declaration of war by Congress or the President has authorized war on a specific country. Vendor may submit documentation that provides the County with additional information that addresses this disqualification and whether it is relevant to the contract.

2.3.2 Evaluation Criteria:

For each proposal, the County will award points based upon the strength of the proposal in its responsiveness to the requirements and criteria included in this RFP.

Evaluation criteria includes, but is not limited to, the following elements (not ranked below in any particular order of importance or weighting):

1. Completeness and responsiveness of proposal;

2. Confirmation of compliance with the requirements, Scope of Work, the terms and conditions of the RFP and the Contract, including Insurance Requirements.

3. Pricing

4. Capability of the vendor to perform specifications

5. Flexibility in delivering products

6. Background and references

Local Preference: An additional number of points may be awarded to a vendor with no offshore presence.

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The proposal evaluation will result in a point total being calculated for each proposal. The County reserves the right to move directly into contract negotiations with the vendor submitting the highest-ranked proposal following Phase 2 of the evaluation process. Or, at the County’s sole discretion, the County may elect to invite a certain number of vendors submitting the highest-ranked proposal into Phase 3 Interviews, as outlined in Section 2.3.3 below.

2.3.3 Interviews

Upon completion of Phase 2 as detailed in Section 2.3.1(2) above, the County reserves the right, but is not obligated, to enter into Phase 3 Interviews with a certain number of vendors submitting the highest-ranked proposals.

This Phase 3 will offer the County and the vendor an opportunity to ask questions, clarify responses, and gain a deeper assessment of compliance and capabilities.

The County will award points for each interview based on the strength of information presented related to established criteria.

It is the intent of the County to award one contract to the vendor with the highest overall ranking after completion of all applicable evaluation phases. However, if the County believes it is in the County’s best interest to award more than one contract, then the County may award more than one contract to any number of vendors with the highest overall rankings. Such multiple awards shall be at the County’s sole and complete discretion.

Section 3.0 Scope of Work

3.1 SERVICE SPECIFICATIONS

1.0 Definition

Durable medical equipment (“DME”) includes equipment designed to increase client safety and independence.

2.0 Unit of Service

2.1 A unit of service is one DME item delivered and/or installed to the client's home. This shall include instruction and setup.

2.2 The unit cost must be inclusive of administrative, delivery, installation, and shipping charges (if applicable).

2.3 DME items should have applicable manufacturer's warranty of at least one year and proper installation guaranteed by the vendor for at least one year.

3.0 Vendor Requirements

3.1 The vendor will provide a variety of high-quality durable medical equipment. (Refer to the Pricing Form.)

3.2 The vendor will designate a contact person (and one back-up) to coordinate orders and to whom questions can be directed.

3.3 All client information received by the vendor is confidential and must not be released without a Release of Information form signed by the client or their representative.

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3.4 The Vendor shall provide Office on Aging a catalog containing product descriptions for the items to be used during the contract period.

3.5 The vendor shall have adequate inventory of durable medical equipment on-hand/in-stock in order to fulfill the terms and requirements of this contract and avoid interruption in product delivery.

4.0 Receiving Orders

4.1 Vendors will be required to check the Enterprise Case Management System (“ECM”) for new authorizations/changes/disenrollments at least twice a day (a.m. and p.m.)

4.2 All orders will be sent to the vendor(s) electronically via ECM, and vendor(s) will bill electronically for authorized items that are delivered.

5.0 Delivery and Installation:

5.1 The vendor will deliver DME items not requiring installation within 5-7 business days of the initial order being received.

5.2 The vendor will deliver and install DME items requiring installation within 10-14 business days of the initial order being received.

5.3 If, during installation, it is determined that a change in product is needed, a telephone authorization for the change can be made by the vendor contacting any Office on Aging Senior Options supervisor or case manager for approval.

5.4 The vendor will call the client 1 to 3 business days in advance of the delivery to notify the client of the scheduled day of delivery and/or installation. Two delivery attempts should be made on two separate days before designating the order as undeliverable.

5.5 If the order is unable to be delivered or the client refuses the order, the vendor will notify the Office on Aging within 2 business days in writing or via computerized notification.

**No deliveries shall be made, without prior authorization, to any address other than the address supplied by the case manager.

5.6 With verbal authorization from the client or Office on Aging case manager, orders may be left in a secure area if installation and/or instruction are not required.

5.7 Delivery personnel are to assist the clients in bringing delivered items into their homes and providing any installation and/or instructions for use.

5.8 Deliveries are to be made between the hours of 8:00 am and 7:00 pm. Weekend deliveries are acceptable but not required.

5.9 Delivery receipts/proof of delivery shall be signed by the client, the client’s caregiver, or via electronic delivery notification and shall be maintained by the vendor. Office on Aging staff shall have access to these records upon request.

6.0 Changes in Authorization

6.1 No changes to the type or quantity of durable medical equipment shall be made without prior approval by the Office on Aging case manager.

6.2 The vendor will notify the Office on Aging case manager via phone, fax, or ECM within 2 business days of any of the following events:

a.) Client requests a change in type or quantity of the durable medical equipment being provided (see DME Service Specification 5.3) b.) Refusal by client of delivery

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3.2 CONDITIONS OF PARTICIPATION

Central Orders

(These rules are subject to change with each new contract cycle)

Condition 1. Agency Structure Required Elements:

The vendor is a formally organized business or service agency registered and in good standing with the Ohio Secretary of State that is currently operating and providing paid services to individuals in the community at the point of application.

1.1 The vendor shall demonstrate a three-year business history supported by business records and professional references that will support the vendor’s ability to perform the duties of the contract and provide a high quality service.

1.1.1 The vendor shall meet a minimum of one of the following criteria:

a) The vendor applicant must demonstrate a business history of providing the applied for services or products to individuals in the community for at least three (3) years prior to point of application to Franklin County which is defined as the date of the opening of this invitation to bid. Vendor must furnish records to support vendor’s service provision during the three-year period. For example, evidence of paid service provision to consumers for a minimum of three years, evidence of business insurance coverage for a minimum of three years without a lapse in coverage (required with bid submission). If requested, vendor agency must make available for review additional documents to support a three-year business history, such as independent audits, credit references, financial statements, etc.

OR

b) The vendor is a current Office on Aging provider agency in good standing. Any present or former Office on Aging provider agency or agency owner who has had Office on Aging clients removed from their care or service due to poor performance or non-compliance issues will be examined during the evaluation process and may result in a lower evaluation score.

1.2 The vendor shall disclose all parties having ownership/interest in or control of the agency and have a written statement defining the purpose of their business or service agency.

1.2.1 The vendor shall submit a copy of the photo identification of the business owner(s) during the on-site review.

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1.3 The vendor shall have a written statement of policies and directives, bylaws, or articles of incorporation.

1.4 The vendor shall have a written table of organization that clearly identifies lines of administrative, advisory, contractual, and supervisory authority and responsibility to the direct care level.

1.4.1 The vendor shall disclose the identity and offense of any person who is an owner or has control of the business or service agency who has been convicted of a felony under state or federal law.

1.5 The vendor is operating the business in compliance with applicable Federal, State, and Local laws.

1.5.1 The vendor shall have a written statement supporting compliance with federal wage and hour laws, Worker's Compensation laws and the Americans with Disabilities Act in the recruitment and employment of individuals.

1.5.2 The vendor shall have a written statement supporting compliance with current anti-discrimination laws in employment and service delivery to consumers, asserting that the vendor will not discriminate against any employee or client because of race, religion, color, sex, national origin, sexual orientation, or gender identity.

1.5.3 The vendor shall comply with all applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act (“HIPAA”).

Condition 2. Physical Facility

The Vendor has a physical facility located in Ohio from which to conduct business.

2.1 The vendor has a computer with appropriate software, a telephone, and an employee available to take telephone calls between 9:00 a.m. and 4:00 p.m. Monday through Friday in order to facilitate high-quality service delivery.

2.2 The vendor shall utilize a secure, locked storage space for all Office on Aging client records.

Condition 3. Administrative Policies

The Vendor has written procedures supporting the operation of the business and its services.

3.1 The vendor has a system to document services delivered and billed that complies with the Office on Aging program requirements.

3.2 The vendor shall obtain and maintain insurance coverage for the life of the contract.

3.3 The vendor shall have Certificates of Insurance providing that during the term of the contract, the Vendor shall be insured at all locations where it undertakes business operations for the types of insurance and limits of liability required. Upon request, copies of these Certificates shall be made available to the Office on Aging staff.

3.3.1 These policies shall contain the following special provisions: The Company agrees that thirty

(30) days prior to cancellation or reduction of the insurance afforded by this policy with respect to the contract involved, written notice shall be delivered to the Franklin County Office on Aging, Quality Improvement Administrator, 280 E. Broad Street, 3rd floor, Columbus, Ohio 43215.

3.3.2 Vendor’s failure to maintain required insurance coverage at any time during the life of the contract may result in termination of the contract.

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3.4 The vendor shall have a written procedure that identifies the steps a client shall take to file a liability claim.

3.5 The vendor shall have a written procedure for reporting and documenting all client incidents.

3.5.1 The vendor shall notify Office on Aging Senior Options Program within 24 hours of any adverse incidents and document the notification on an adverse incident report.

3.6 The vendor shall maintain a hard copy or electronic file for each Office on Aging client. Each file shall include the following information:

a. Client name, address, and telephone number.

b. Client date of birth and gender.

c. Contact persons' name and telephone number.

d. Office on Aging case manager name and telephone number.

e. Signed and dated documentation of each contact with the client, Office on Aging, or other authorized persons.

3.7 The vendor shall have a written procedure for the purpose of resolving client complaints. The vendor shall notify Office on Aging of any and all client complaints.

3.8 The vendor shall use the Franklin County Office on Aging logo or a written statement indicating that services are funded through the Senior Services levy on all client correspondence and publications related to the Office on Aging Senior Options program.

3.9 The vendor must notify the Office on Aging Quality Improvement Administrator in writing a minimum of 60 days in advance of any proposed changes to corporate structure, Federal Tax ID#, or if the vendor is purchased by or merges with another business entity. Per county policy, “The vendor may not assign any of its rights under this contract unless the County consents to the assignment, in writing. Any purported assignment made without the County’s written consent is void and may be subject to termination of the contract. The County may assert against an assignee any claim or defense the County may have against the assignor.”

Condition 4. Personnel Policies

The Vendor has written personnel policies that support personnel practices.

4.1 The vendor shall have written job descriptions or statements of job responsibilities that include qualifications for each position involved in the direct delivery of Office on Aging services.

4.2 The vendor shall have documentation signed and dated by the staff member which indicates completion of an orientation prior to servicing an Office on Aging client which includes:

4.2.1 The vendor's purpose, policies and procedures; including, but not limited to:

a. Employee position description/expectations

b. Agency personnel policies

c. Reporting procedures and policies

d. Agency table of organization/lines of communication

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4.2.2 Senior Options program purpose, philosophy, code of ethics, and procedures using orientation materials provided by the Franklin County Office on Aging, including information on:

a. Confidentiality of all client information.

b. Prohibiting the acceptance of tips, gratuities, or any monetary or other compensation from clients.

4.3 The vendor shall have a written procedure defining the process by which a staff member can register a complaint or grievance.

4.4 The vendor shall maintain information on every staff member (including volunteers and contract workers) who provides direct service to Office on Aging clients. This file shall include:

a. A resume or application for employment that includes a work history.

b. Documentation of employee applicant's signed consent for verification of previous employment, training and experience.

c. Documentation of vendor confirmation of employee’s previous employment, experience, and training.

d. Verification of a valid driver’s license, if applicable.

e. A copy of the performance appraisals signed by the staff member.

4.5 The Vendor has written procedures that require it to conduct background checks on all applicants as well as procedures that do not permit hiring an applicant who has been convicted of a disqualifying offense, as defined in Ohio Revised Code Section 3701.881 and Ohio Administrative Code Section 173-9-01 or other actions that pose a risk to the clients, unless there is documentation to validate the hiring consistent with the foregoing statutory references.

Condition 5. Compliance

The Vendor complies with all contract requirements, Conditions of Participation, relevant Service Specification(s), and reporting requirements of the Franklin County Office on Aging.

5.1 The vendor shall notify the Office on Aging Quality Improvement Administrator of any significant policy concerns or problems. The vendor must notify the Office on Aging Quality Improvement Administrator in writing of all notifications regarding changes in name, corporate structure, service provision, office relocation, etc.

5.2 In order to promote high-quality service delivery, the vendor shall participate with Office on Aging Quality Improvement Department to resolve client/case manager service delivery concerns.

5.3 The vendor shall allow representatives of Office on Aging access to the vendor’s facility and full access to the vendor’s policies, procedures, records, and other documents related to service provision to Office on Aging clients. The vendor shall cooperate with representatives in periodic structural and fiscal reviews.

5.4 The vendor shall maintain compliance with all contract requirements, Conditions of Participation (“COP”), and relevant Service Specifications (“SS”) during the term of this contract. Failure to maintain compliance may result in the following actions:

5.4.1 A vendor who is found to be non-compliant with a COP or SS may:

a) Be required to submit a Plan of Correction.

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b) Be placed on hold for new requests for service/referrals from Office on Aging.

The vendor must demonstrate compliance with the specified terms of the contract prior to being released from requests for service/referrals hold status.

5.4.2 A vendor who is found to have repeated non-compliance issues with the COP’s or SS’s, or when non-compliance poses a health and/or safety risk to an Office on Aging client, may:

a) Be required to submit a Plan of Correction

b) Be placed on an extended hold for requests for service/referrals

c) Have their Office on Aging client’s removed from the vendor’s care.

The vendor must demonstrate compliance with the specified terms of the contract prior to being released from request for service/referrals hold status and to resume service provision to Office on Aging clients.

5.4.3 A vendor who is found to have repeated non-compliance issues with the Conditions of Participation and Service Specifications, and/or has repeatedly failed to show their ability to meet the terms and conditions of the contract, and/or is found to have serious non-compliance issues which pose a health/safety risk to an Office on Aging client may jeopardize their participation as an Office on Aging vendor.

Condition 6. Billing

The vendor shall submit billing to the Franklin County Office on Aging Senior Options Program on a monthly basis. The Vendor's request for payment is due no later than the 15th of the subsequent month following the date of service.

6.1 The vendor shall input service units into the Office on Aging Case Management System (CMS) electronically.

6.1.1 Office on Aging will only remit payments to the contracted vendor agency.

6.2 The vendor shall bill on a monthly basis for only those units authorized by Office on Aging and delivered by the vendor. If the number of units billed is less than the monthly authorized units, the unbilled units cannot be added to the next month’s billing. Office on Aging is not liable to pay costs arising from changes, modifications or extra work orders not authorized in advance by the Senior Options program, except during emergency situations.

6.3 The vendor shall bill for actual units of service delivered, using the actual delivery date as the date billed.

Workers' time spent on travel, breaks, meal breaks, or administrative activities shall not be billed to the Office on Aging.

6.4 The vendor shall not bill extra for services or delivery provided on holidays or weekends.

(Weekend/holiday deliveries are not required for this contract.)

6.5 Office on Aging has the right to refuse payment to the vendor when requests for payment are not received within sixty days from the date of service delivery. Extenuating circumstances that will cause a delay in billing should be promptly reported to the Office on Aging.

6.6 Franklin County normally makes payments within forty-five (45) days from the date the invoice is received.

6.7 The vendor and its representatives shall not bill any Office on Aging client for service(s) delivered or solicit clients for donations.

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6.7.1 The vendor shall not solicit donations from clients whose services are provided under Senior Options. Office on Aging clients who would like to make a donation should be directed to the Franklin County Office on Aging Manager of Finance and Operations.

6.7.2 The vendor is prohibited from adding Office on Aging clients to general solicitation mailing lists.

6.8 Office on Aging will research unpaid units previously billed by the vendor, if the requests are received within sixty days of the end of the month in which services were delivered.

6.9 The vendor shall only bill one payment source for a provided unit of service.

6.10 If Office on Aging should purchase items from the vendor that is not included in the bid process, the items will be ordered by the Senior Options program separately from the contract orders. The vendor must bill these items separately in accordance with the vendor’s usual billing procedures.

6.11 The Vendor must maintain delivery records, and upon request allow Office on Aging staff access to all Office on Aging client records in order to audit computerized billing/invoices. Records should be maintained for a six-year period or until an audit is completed, whichever is later. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited and that have started before the expiration of the six-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the six-year period, whichever occurs later.

6.11.1 Office on Aging has the right to refuse payment, or require re-payment to the Office on Aging, for any units of service billed to the Office on Aging if the vendor cannot supply documentation to support the delivery of service.

Condition 7.0 Computer Requirements

7.1 To access the Office on Aging Case Management System (“CMS”), and receive technical support from Office on Aging or its CMS developer, Adsystech Inc., the vendor must utilize equipment that meets or exceeds the following requirements:

• Microsoft Windows desktop operating system that is fully patched and actively supported by Microsoft (https://learn.microsoft.com/lifecycle/products)

• Up-to-date and fully patched version of Google Chrome, Microsoft Edge (Chromium), or Mozilla Firefox web browser

• Microsoft Windows Defender or another antivirus solution that is always running and maintained with the latest antivirus signatures

• Stable Internet connection with download speeds of 25Mbps or higher

7.2 Each CMS user must have their own user account and password. Sharing of user accounts and passwords is strictly prohibited. All users must sign a network security agreement acknowledging their understanding and acceptance of the security policy. Violations of this agreement may result in penalties, including but not limited to the suspension of vendor participation in Office on Aging programs, a $250 fine, and/or prosecution.

7.3 All CMS user accounts are required to use a unique email address branded under the organization’s email domain. Personal email services (e.g., Gmail, Yahoo, etc.) are not permitted. Shared inboxes are not permitted. All email addresses for CMS user accounts must be associated with a single individual.

7.4 Office on Aging will provide remote support for CMS-related technical issues at no charge to the vendor.

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7.5 The CMS will be used by vendors to receive and respond to requests for service, billing processes, and other related communication. Therefore, it is vital that the vendor checks the CMS at least twice daily (once in the AM and once in the PM) to ensure timely review of these items.

7.6 The vendor shall notify the Office on Aging if they are unable to access CMS for any reason. This allows Office on Aging to identify and respond to issues as efficiently and effectively as possible.

7.7 Given ongoing technological changes and risks, these requirements may be updated as needed by Office on Aging. Vendors must comply with computer-related policies and procedures outlined in other sections of the Conditions of Participation and Service Specifications or as otherwise defined by Office on Aging.

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Section 4.0 Appendices

4.1 Affidavits

4.1.1 Lobbyist/Consultant Declaration Statement

4.1.2 Small and Emerging Business Enterprise Information Form and Affidavit

4.1.3 Delinquent Personal Property Tax Affidavit

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Appendix 4.1.1 Lobbyist/Consultant Declaration Statement

Did any lobbyist(s) or consultant(s) assist your firm with this contract? Vendor must select one and provide all required information.

CHECK

ONE:

□ No

□ Yes

I certify that the information provided herein is correct:

Proposer Name/Title (Printed) Proposer Signature Date

If ‘Yes,’ please submit the information below for each lobbyist or consultant (if more than one lobbyist or consultant assisted, a separate form should be submitted for each):

Lobbyist/Consultant Name

Lobbyist Company Name

Lobbyist Company Address

City, State:

Zip:

Contact Name

Phone Number

Fax Number

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Appendix 4.1.2 Small and Emerging Business Enterprise Information Form

Form has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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Appendix 4.1.3 Delinquent Personal Property Tax Affidavit

This sworn affidavit should be properly completed by the authorized representative of your firm and will be incorporated as a portion of the bids and resulting contract for the following:

Project: Durable Medical Equipment (DME)

Department: Franklin County Office on Aging

RFP No.: 2026-11-16

State of County of , ss:

Being first duly sworn, deposes and says that he/she is the (Name) of (Title) with offices located at , and as it’s duly, authorized representative states that effective this day of , ( ) is not charged with delinquent property taxes on the general list of personal property in Franklin County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

( ) is charged with delinquent personal property taxes on the general list of personal property in Franklin ounty, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

County Amount: (include total amount and any penalties and interest thereon)

Franklin $

(Affiant)

Sworn to and subscribed this day of , 20 .

(Notary Public)

Section 5719.042 O.R.C. My Commission expires , 20 (Seal)

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Appendix 4.2 Form W-9

Form W-9 has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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4.3 Pricing Form

(a) (b) (a x b)

Item #:

FCOA

Code Product Description

Vendor shall specify manufacturer/supplier for products that will be provided under this contract

Annual Estimated Quantity &

Unit Price Total Price

1 D02 *Bath Tub Rail Knurled-Dual Level 20 $0.00

2 D03 *Bath Tub Rail Knurled-Vertical, Clamp-on

25 $0.00

3 D05 *Hand Held Shower 135 $0.00

4 D06 Shower Chair with back 135 $0.00

5 D07 Shower Chair without back 30 $0.00

6 D28 Heavy Duty Shower Chair with back (holds up to 500 lbs)

10 $0.00

7 D08 Heavy Duty Transfer Bench with back & adjustable legs (holds up to

15 $0.00

8 D09 Tub Transfer Bench 30 $0.00

9 D10 Padded Tub Transfer Bench with or without back

10 $0.00

10 D11 Bedside Commode-Standard with Pail

20 $0.00

11 D12 Bedside Commode-X Wide with Pail

10 $0.00

12 D13 Bucket for Bedside Commode 5 $0.00

13 D14A Raised Toilet Seat - Standard 15 $0.00

14 D14 *Raised Toilet Seat with Arms - Clamp-on or locking

50 $0.00

15 D15 *Raised Toilet Seat without Arms - Clamp-on or locking

20 $0.00

16 D16 *Toilet Safety Frame 10 $0.00

17 TBA Bariatric Toilet Surround Frame 0 $0.00

18 D17 Walker-Folding 5 $0.00

19 D17A Heavy Duty Walker - folding 5 $0.00

20 TBA Bariatric heavy duty walker (double wheels)

10 $0.00

21 D29 Walker with seat (Rollator) 100 $0.00

22 D29A Bariatric Walker with seat (Rollator)

20 $0.00

23 D18 Walker-Folding with wheels 15 $0.00

24 D19 Wheels for Walker (set of 2) 5 $0.00

25 D20 Cane-Aluminum, Adjustable 20 $0.00

26 D21 Quad Cane 20 $0.00

27 D22 Basket for Wheelchair/Walker 5 $0.00

28 D23 Reacher 20 $0.00

29 D27 Sock/Hoisery aids 10 $0.00

30 D24 Urinal 5 $0.00

31 D25 Bath Mat 5 $0.00

32 D26 *Gooseneck Pipe for Hand Held Shower

5 $0.00

33 TBA Safety Bed Railing 10 $0.00

34 TBA Inflatible Shampoo Basin 10 $0.00

35 TBA Digital Blood Pressure Monitor 50 $0.00

TOTAL

Company Name

Company Representative SignatuDate

$0.00

DURABLE MEDICAL EQUIPMENT (DME)

The vendor must include a detailed product description with this bid proposal, including explanatory literature. This may be in the form of a product catalog, or website/e-catalog. The vendor(s) selected shall have the capability (inventory) to provide any item listed in the bid specifications within 30 days after the contract is awarded. The Franklin County Office on Aging offers the annual estimated quantities listed below for the purposes of estimating annual volume. FCOA does not guarantee a volume of service. All estimated quantities are dependent upon available funding and are subject to change. The vendor shall bid on all items listed.

NOTE: Formulas within the spreadsheet should automatircally total, however, it is the bidder's responsibility to ensure all totals are correct prior to bid submission.

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4.4 References

Please provide three references, including company names, addresses, telephone numbers, and persons to contact who can provide a reference for your company. Please provide references that can confirm your ability to provide products or services or a similar scope, nature and complexity to the requirements of this RFP.

Please do not list Franklin County employees or agencies as a reference. Failure to provide three references may be annotated as a discrepancy during evaluation.

1) Contact Person Name:

Phone: (_______)

Email Address:

Description of Service(s) provided:

2) Contact Person Name:

Phone: (_______)

3) Contact Person Name:

Phone: (_______)

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4.5 Performance Bond Form / Reserved

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4.6 Draft Contract

CONTRACT

BETWEEN

FRANKLIN COUNTY BOARD OF COMMISSIONERS

AND

<VENDOR NAME>

This Contract (“Contract”) is entered into by and between <Vendor Name>, located at <Address>, (hereafter referred to as “Vendor”) and the Franklin County Board of Commissioners on behalf of the Franklin County Office on Aging (hereafter referred to as “County”) to provide Durable Medical Equipment pursuant to and under authority of Resolution No. ______ dated _____________________ 2026.

For the mutual considerations herein specified, County and Vendor have agreed and do hereby agree as follows:

Section 1 Administrative and Specifications Requirements

This Contract consists of the complete Request for Proposal # 2026-11-16 (hereafter referred to as “RFP”) including but not limited to the contract terms and conditions, any written amendments/addendums to the RFP, Vendor’s complete competitive sealed proposal, including proper modifications and clarifications, and applicable resolutions, purchase orders and/or other ordering documents.

Any inconsistency in this Contract will be resolved by giving precedence in the following order:

1) This signed Contract and all attached documents including <list attachments>; and

2) The proposal submitted by Vendor; and

3) The County’s RFP 2026-11-16.

Section 2 Pricing and Delivery of Services

Vendor agrees to provide the services required under this Contract for an amount not to exceed $X.XX. Vendor must provide all services in accordance with the terms and conditions of the Contract.

Any changes in the scope of work or the payment rates established herein must be authorized by the execution of a written contract modification signed by the parties and approved via resolution by the Franklin County Board of Commissioners.

Section 3 Term of Contract

The Contract shall be in effect from XXXXX XX, 2027 through XXXX XX, 2028 (“Initial Term”). This Contract will remain in effect until the end date as noted in this section or until the Contract is fully performed in accordance with Section 5.03 or until the Contract is terminated pursuant to Section 8.02.

Section 4 Standard Contract Terms and Conditions

Section 4.01 Standard of Care

Vendor shall discharge its respective obligations under the Contract with that level of reasonable care which a similarly situated business would exercise under similar circumstances. As an inducement to the County to enter into this Contract, Vendor represents and warrants the following to the County:

(a) It is (i) duly incorporated, organized and validly existing under the laws of, and in good standing with its state of incorporation; (ii) has full authority to grant the County the rights granted in

RFP v. 1.29.2026 Page 26 of 51 2026-11-16 DME v.0 this Contract; (iii) has all requisite power and authority to execute and deliver, and to perform all of its obligations under this Contract.

(b) It shall execute any and all documents or contracts with third parties in its name and shall not represent itself as conducting business on behalf of the County or any of its agencies.

(c) It has filed all tax returns (federal, state and local) required to be filed and has paid all taxes shown thereon to be due and all property taxes due, including interest and penalties, if any.

(d) It is in compliance in all material respects with all laws, regulations and requirements applicable to its business and has obtained all authorizations, consents, approvals, orders, licenses, exemptions from, and has accomplished all filings or registrations or qualifications with, any court or governmental authority that are necessary for the transaction of its business.

Section 4.02 Affirmative Covenants

Until the termination or expiration of this Contract, Vendor shall:

1. Execute such…