Revised 11/2022

STATE OF ARIZONA

Department of Health Services

NOTICE OF INVITATION FOR BID

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530 Phoenix, Arizona 85007

Procurement Officer Hana Hehman

SOLICITATION NUMBER: BPM007426 – Lot 1, Round 1

SOLICITATION DUE DATE/TIME: April 2nd, 2026 at 3:00:00 pm Local Arizona Time

SUBMITTAL LOCATION: https://app.az.gov

DESCRIPTION:

Radiation Equipment Maintenance, Repair and Calibration

PRE-BID CONFERENCE

No Pre-Bid Conference Will be held

In accordance with Arizona Revised Statute (A.R.S.) § 41-2533, competitive sealed bids for the services specified will be received by the Arizona Department of Health Services (ADHS) online in the State of Arizona’s online procurement system APP, at https://app.az.gov . Bids received by the due date and time will be opened. The name of each Bidder will be publicly available. Bids must be submitted in the State of Arizona's Procurement Portal on or prior to the date and time indicated. Late Bids will not be considered. It is the responsibility of the bidder to routinely check the APP web site for Solicitation Amendments. Additional instructions for preparing a Bid are included in this solicitation.

With seventy-two (72) hours prior notice, persons with disabilities may request special accommodations such as interpreters, alternative formats, or assistance with physical accessibility. Such requests are to be addressed to the Solicitation contact person named below.

BIDDERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

Solicitation Contact Person:

Hana Hehman, Procurement Officer

Arizona Department of Health Services

Phone: (480) 390-7978

E-mail: hana.hehman@azdhs.gov https://app.az.gov/ https://app.az.gov/ mailto:hana.hehman@azdhs.gov javascript:window.parent.navigate(%22/media_461531632/Arizona_State_Seal.html%22);

SOLICITATION REQUIREMENTS

TABLE OF CONTENTS

ARIZONA DEPARTMENT OF

HEALTH SERVICES

Phoenix, AZ 85007

INVITATION FOR BID NO.: BPM007426

*The following table of contents applies to all attachment documents in APP for this Solicitation*

Solicitation Requirements Notice Page

Table of Contents

Scope of Work

Special Terms and Conditions

Uniform Terms and Conditions

Exhibit One (1): BRC Equipment List

Exhibit Two (2): State Observed Holidays

Exhibit Three (3): Radiation Measurement Laboratory Policies and Procedures

Solicitation Instructions Table of Contents

Special Instructions to Bidders

Uniform Instructions to Bidders

Attachments uploaded in APP A. Offer and Acceptance

B. Notices, Correspondence, Reports, and Payments

C. Designation Of Confidential, Trade Secret & Proprietary

Information

D. Proposed Subcontractors

E. Percentage Discount Off the Manufacturer’s Most Current

Price List

F. Phone/Email Support Policy

SCOPE OF WORK

1. BACKGROUND

1.1. The Bureau of Radiation Control (BRC) ) located at 4814 S. 40th Street, Phoenix, AZ 85040, was formerly known as the Arizona Atomic Energy Commission until 1980, originated in 1964 and also formerly the Arizona Radiation Regulatory Agency until 2017. The BRC is responsible for a statewide radiological health and safety program, and enforcement of State rules and regulations for control of ionizing and non-ionizing radiation. The BRC is comprised of four program areas:

1.1.1. Radioactive Materials and Particle Accelerators are responsible for licensing and inspecting medical, industrial and academic users of radioactive materials.

1.1.2. X-Ray Compliance registers and inspects x-ray producing machines throughout the State.

1.1.3. Nonionizing Radiation (NIR) Compliance registers and inspects nonionizing devices, such as class 3b and class 4 lasers, tanning beds, radiofrequency devices, commercial microwave ovens, and High Intensity Mercury Vapor Discharge Lamps throughout the State. NIR is also responsible for licensing laser technicians for cosmetic procedures to ensure all safety and training requirements have been met.

1.1.4. The Radiation Measurements Laboratory (RML) maintains surveillance over radiation levels in the vicinity of the Palo Verde Nuclear Generating Station as well as other areas within the State.

RML activities also include public information and technical guidance in assessing radon in Arizona.

2. OBJECTIVE

2.1. Establish a contract for the maintenance, repair and calibration on-site and off-site services at the location identified below as needed on current and future radiation detection equipment.

2.2. For on-site maintenance and repairs, BRC staff will accompany the suppliers staff at all times.

2.3. The location for on-site maintenance, calibration, and repairs is:

4814 South 40th Street Phoenix, AZ 85048

3. REQUIREMENTS

The Contractor shall:

3.1. Hold one (1) or more of the following current certifications under its legal name:

3.1.1. International Organization of Standardization/International Electrotechnical Commission

(ISO/IEC) 17025-2017.

3.1.2. American National Standards Institute/National Conference of Standards Laboratories

(ANSI/NCSL) Z540-1-1994.

3.1.3. National Institute of Standards and Technology (NIST) traceable standards certification or equivalent.

3.2. Perform radiation equipment maintenance, repair and calibration services on the equipment listed in Exhibit

One (1) BRC Equipment List.

3.2.1. The equipment list is the current equipment in inventory at the time of this bid. The BRC may add or remove equipment via contract amendment at their discretion during the total life of this contract.

3.2.2. Maintenance, repair, calibration and parts shall be guaranteed to be free of defects in workmanship or Contractor shall provide service to correct any defects in workmanship without additional cost to the BRC.

3.3. Have a return process in place to accommodate for any defective or damaged product due to repairs performed on-site or off-site by the contractor. Any item that is received by the BRC in a defective or damaged condition shall be replaced within thirty (30) days at no cost to the BRC.

3.4. Provide all-inclusive pricing on maintenance and calibration services.

3.5. Provide labor for equipment repair if needed at a fixed hourly rate.

3.6. Provide a discount off the manufacturer’s most current price list on parts for repairs.

3.7. Provide manufacturer’s warranty information for all parts, workmanship and materials used in the performance of repair and maintenance as described herein.

3.8. Provide service onsite during normal business hours, Monday through Friday, between 8:00 am and 5:00 pm Arizona time. Excluding State observed holidays in Exhibit Two (2).

3.9. Support with general questions from manufacturer authorized and trained staff during core business hours (Monday through Friday, 8AM to 5PM, Arizona Time).

3.10. Abide by the Radiation Measurement Laboratory policies and procedures as described in Exhibit Three (3).

3.11. Provide a current and valid Certificate of Liability Insurance (COI) prior to commencement of the Contract and yearly throughout the term of the Contract. A Purchase Order will not be issued by ADHS for the Contractor to perform services without the COI on file in the Contract.

3.12. Invoices shall be submitted no later than the close of business on the fifteenth (15th) working business day of each month, following the month of service. The Contractor Manager, or Designee, will approve the invoice. Approved invoices shall be paid by ADHS within thirty (30) days of receipt.

3.13. Be accompanied by BRC staff at all times for on-site maintenance and repairs.

4. TASKS

4.1. Maintenance and Calibration

4.1.1. Perform Maintenance and Calibration on the equipment according to the manufacturer’s recommended schedule. Following the award of a contract the program area and the supplier will establish a schedule sufficient for services

4.2. Repair Services

4.2.1. Perform repair service of the equipment using recognized procedures recommended by Original

Equipment Manufacturers (OEM).

4.2.2. Provide a warranty on all replacement parts in accordance with current industry standards.

4.2.3. Guarantee all manufacturer replacement parts that fail under warranty will be replaced promptly at no additional cost to ADHS, including shipping back to the vendor if applicable.

4.2.4. Request the required pre-approvals if equipment is identified as needing repair during maintenance or calibration. The vendor shall provide a quote within seven (7) days to which repair(s) are needed and to get approval before proceeding.

4.2.4.1. Report to the BRC any equipment that is beyond repair or recertification within one

(1) day of that determination.

4.2.5. Respond within twenty-four (24) hours of notification of need of repair for all non-emergency repair services and report to designated personnel.

4.2.6. For mailed-in equipment, upon receipt at the Contractor’s location, provide within forty-eight (48) hours a timeline for the service and return of the equipment to the BRC.

4.2.7. Provide emergency service or assistance virtually and arrange the visit of a qualified technician between forty-eight (48) to seventy-two (72) hours of notification of need for an emergency repair service.

4.2.8. For equipment that requires to be repaired on-site. If the Contractor’s technician determines that the equipment cannot be immediately repaired, the technician shall notify the Bureau Deputy Chief or designated personnel, and provide an estimated cost and including shipping. If the service is approved by the Deputy Chief or designated personnel, provide a timeline for repairs within forty-eight (48) hours.

4.3. Reporting

4.3.1. Provide electronic reports and/or certificates of equipment repair, maintenance and calibration within three (3) days of the service being performed.

4.3.2. Provide a hard copy of the report with shipment of the equipment, for mail in equipment.

4.3.3. Provide reports/certificates with the information below:

4.3.3.1. Item name.

4.3.3.2. Model.

4.3.3.3. Serial Number.

4.3.3.4. Service Performed (repair, maintenance or calibration):

4.3.3.4.1. If calibration was performed, the certificate shall specify the calibration time frame.

5. APPROVALS

ADHS, BRC will approve:

5.1. Maintenance, repair and calibration services before being performed.

5.2. Invoices prior to payment.

6. NOTICES, CORRESPONDENCE, REPORTS AND INVOICES

6.1. Notices, Correspondence, and reports from the Contractor shall be sent to:

Arizona Department of Health Services Bureau of Radiation Control Attn: Carla Estigarribia Deputy Bureau Chief 4814 S. 40th St.

Phoenix, AZ 85040 Email: carla.estigarribia@azdhs.gov Phone: 602-255-4822

6.2. Invoicing

6.2.1. Invoices shall be sent to invoices@azdhs.gov.

mailto:invoices@azdhs.gov

6.3. Automated Clearing House.

6.3.1. ADHS may pay invoices for some or all Orders through an Automated Clearing House (ACH). In order to receive payments in this manner, the Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within thirty (30) days after the effective date of the Contract.

The form is available online at: https://gao.az.gov/publications/forms.

6.3.2. ACH Vendor Authorization Form shall be emailed to Vendor.Payautomation@azdoa.gov https://gao.az.gov/publications/forms mailto:Vendor.Payautomation@azdoa.gov

SPECIAL TERMS AND CONDITIONS

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

1. Purpose

Pursuant to provisions of the Arizona Procurement Code, A.R.S. § 41-2501 Et Seq., the State of Arizona, Department of Health Services (ADHS) intends to establish a Contract for the materials or services as listed herein.

2. Term of Contract (1 Year)

The term of any resultant Contract shall commence upon final signature and shall continue for a period of One (1) Year thereafter, unless terminated, canceled or extended as otherwise provided herein.

3. Contract Extensions 5 Year Maximum

The Contract term begins upon award and shall continue for a period of One (1) Year subject to additional successive periods of twelve (12) months per extension with a maximum aggregate including all extensions not to exceed five (5) years.

4. Contract Type

X Fixed Price / Contractor Relationship

5. Funding Type

5.1. This Contract shall be funded utilizing:

X State Funds

6. Licenses

The Contractor shall maintain in current status, all federal, state and local licenses and permits required for the operation of the business conducted by the Contractor.

7. Information Disclosure

The Contractor shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the State or from others in carrying out its functions under the Contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the State. The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State.

8. Key Personnel

8.1. It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor shall agree to assign specific individuals to the key positions.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

8.2. The Contractor agrees that, once assigned to work under this Contract, key personnel shall not be removed or replaced without written notice to the State.

8.3. Key personnel who are not available for work under this Contract for a continuous period exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the State, and shall, subject to the concurrence of the State, replace such personnel with personnel of substantially equal ability and qualifications.

9. Most-Favored Customer

Throughout the life of the contract, the Contractor shall always offer the State the Most-Favored Customer or Highest Tier Customer price discount rate on contracted product(s) concurrent with a published price discount rate made to other Customers (both Private and Public sectors). The Contractor shall extend to the State that most-favored customer or Highest Tier Customer price discount on all new product lines during the life of the contract.

10. Non-Exclusive Contract

Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the State of Arizona. The State reserves the right to obtain like goods or services from another source when necessary, or when determined to be in the best interest of the State.

11. Volume of Work

The Arizona Department of Health Services does not guarantee a specific amount of work either for the life of the Contract or on an annual basis.

12. Employees of the Contractor

All employees of the Contractor employed in the performance of work under the Contract shall be considered employees of the Contractor at all times, and not employees of the ADHS or the State. The Contractor shall comply with the Social Security Act, Workman’s Compensation laws and Unemployment laws of the State of Arizona and all State, local and Federal legislation relevant to the Contractor’s business.

13. Order Process

The award of a Contract shall be in accordance with the Arizona Procurement Code. Any attempt to represent any material and/or service not specifically awarded as being under contract with ADHS is a violation of the Contract and the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the state inclusive of, but not limited to, Contract cancellation, suspension and/or debarment of the Contractor.

14. Vendor Performance Reports

Program management shall document vendor performance, both exemplary and needing improvements where corrective action is needed or desired. Copies of corrective action reports will be forwarded to the ADHS Procurement Office for review and any necessary follow-up. The Procurement Office may contact the Contractor upon receipt of the report and may request corrective action. The Procurement Office shall discuss the Contractor’s suggested corrective action plan with the Procurement Specialist for approval of the plan.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

15. Payment Procedures

15.1. ADHS accounting will not make payments to any Entity, Group or individual other than the Vendor with the Federal Employer Identification (FEI) Number identified in the Contract. Vendor invoices requesting payment to any Entity, Group or individual other than the contractually specified Vendor shall be returned to the Vendor for correction.

15.2. The Vendor shall review and insure that the invoices for services provided show the correct Vendor name prior to sending them to the ADHS Accounting Office for payment.

15.3. If the Vendor Name and FEI Number change, the Vendor must complete an “Assignment and Agreement” form transferring contract rights and responsibilities to the new Vendor. ADHS must indicate consent on the form.

A written Contract Amendment must be signed by both parties and a new IRS W-9 form must be submitted by the new Vendor and entered into the system prior to any payments being made to the new Vendor.

16. Financial Management

16.1. For all Contracts, the practices, procedures, and standards specified in and required by the Accounting and

Auditing Procedures Manual for Arizona Department of Health Services funded programs shall be used by the Contractor in the management of Contract funds and by the ADHS when performing a Contract audit. Funds collected by the Contractor in the form of fees, donations and/or charges for the delivery of these Contract services shall be accounted for in a separate fund.

16.2. State Funding. Contractors receiving state funds under this Contract shall comply with the certified compliance provisions of A.R.S. § 35-181.03.

16.3. Federal Funding. Contractors receiving federal funds under this Contract shall comply with the certified finance and compliance audit provision of the Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200), if applicable. The federal financial assistance information shall be stated in a Change Order or Purchase Order.

17. Inspection and Acceptance

All services, data and required reports are subject to final inspection, review, evaluation and acceptance by the ADHS.

The ADHS may withhold payment for services that are deemed to not meet Contract standards.

18. Authorization for Services

Authorization for purchase of services under this Contract shall be made only upon ADHS issuance of a Purchase Order that is signed by an authorized agent. The Purchase Order will indicate the Contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order.

ADHS shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order.

No further obligation for payment shall exist on behalf of ADHS unless a) the Purchase Order is changed or modified with an official ADHS Procurement Change Order, and/or b) an additional Purchase Order is issued for purchase of services under this Contract.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

19. Indemnification Clause

19.1. To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona.

19.2. This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona.

20. Insurance Requirements

20.1. Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

20.2. The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

20.3. Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

20.3.1. Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $1,000,000

• Personal and Advertising Injury $1,000,000

• Damage to Rented Premises $50,000

• Each Occurrence $1,000,000

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

20.3.1.1. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

20.3.1.2. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

20.3.2. Business Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract.

• Combined Single Limit (CSL) $1,000,000

20.3.2.1. Policy shall be endorsed, as required by this written agreement, to include the State of

Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor.

20.3.2.2. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards,

20.3.3. Workers’ Compensation and Employers' Liability

• Workers' Compensation Statutory

• Employers' Liability o Each Accident $1,000,000 o Disease – Each Employee $1,000,000 o Disease – Policy Limit $1,000,000

20.3.3.1. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards,

20.3.3.2. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor).

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

20.4. Additional Insurance Requirements

The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions:

20.4.1. The Contractor's policies, as applicable, shall stipulate that the insurance afforded the Contractor shall be primary and that any insurance carried by the Department, its agents, officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41- 621 (E).

20.4.2. Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the indemnification provisions of this Contract.

20.5. Notice of Cancellation

Applicable to all insurance policies required within the Insurance Requirements of this Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially changed for any reason without thirty (30) days prior written notice to the State of Arizona. Within two (2) business days of receipt, Contractor must provide notice to the State of Arizona if they receive notice of a policy that has been or will be suspended, canceled, materially changed for any reason, has expired, or will be expiring. Such notice shall be sent directly to the Department and shall be mailed, emailed, hand delivered to Arizona Department of Health Services, 150 N 18th Ave, Suite 530, Phoenix, AZ 85007.

20.6. Acceptability of Insurers

Contractor’s insurance shall be placed with companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an “A.M. Best” rating of not less than A- VII. The State of Arizona in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

20.7. Verification of Coverage

Contractor shall furnish the State of Arizona with certificates of insurance (valid ACORD form or equivalent approved by the State of Arizona) evidencing that Contractor has the insurance as required by this Contract. An authorized representative of the insurer shall sign the certificates.

20.7.1. All such certificates of insurance and policy endorsements must be received by the State before work commences. The State’s receipt of any certificates of insurance or policy endorsements that do not comply with this written agreement shall not waive or otherwise affect the requirements of this agreement.

20.7.2. Each insurance policy required by this Contract must be in effect at, or prior to, commencement of work under this Contract. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract.

20.7.3. All certificates required by this Contract shall be sent directly to the Department. The State of Arizona project/contract number and project description shall be noted on the certificate of insurance. The State of Arizona reserves the right to require complete copies of all insurance policies required by

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

this Contract at any time.

20.8. Subcontractors

Contractor’s certificate(s) shall include all subcontractors as insureds under its policies or Contractor shall be responsible for ensuring and/or verifying that all subcontractors have valid and collectable insurance as evidenced by the certificates of insurance and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum Insurance Requirements identified above. The Department reserves the right to require, at any time throughout the life of this contract, proof from the Contractor that its subcontractors have the required coverage.

20.9. Approval and Modifications

The Contracting Agency, in consultation with State Risk, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action will not require a formal Contract amendment but may be made by administrative action.

20.10. Exceptions

In the event the Contractor or subcontractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a certificate of self-insurance. If the Contractor or subcontractor(s) is/are a State of Arizona agency, board, commission, or university, none of the above shall apply.

21. Health Insurance Portability and Accountability Act of 1996

21.1. The Contractor warrants that it is familiar with the requirements of HIPAA, as amended by the Health Information

Technology for Economic and Clinical Health Act (HITECH Act) of 2009, and accompanying regulations and will comply with all applicable HIPAA requirements in the course of this Contract. Contractor warrants that it will cooperate with the Arizona Department of Health Services (ADHS) in the course of performance of the Contract so that both ADHS and Contractor will be in compliance with HIPAA, including cooperation and coordination with the Arizona Department of Administration-Arizona Strategic Enterprise Technology (ADOA- ASET) Office, the ADOA-ASET Arizona State Chief Information Security Officer and HIPAA Coordinator and other compliance officials required by HIPAA and its regulations. Contractor will sign any documents that are reasonably necessary to keep ADHS and Contractor in compliance with HIPAA, including, but not limited to, business associate agreements.

21.2. If requested by the ADHS Procurement Office, Contractor agrees to sign a “Pledge To Protect Confidential

Information” and to abide by the statements addressing the creation, use and disclosure of confidential information, including information designated as protected health information and all other confidential or sensitive information as defined in policy. In addition, if requested, Contractor agrees to attend or participate in HIPAA training offered by ADHS or to provide written verification that the Contractor has attended or participated in job related HIPAA training that is: (1) intended to make the Contractor proficient in HIPAA for purposes of performing the services required and (2) presented by a HIPAA Privacy Officer or other person or program knowledgeable and experienced in HIPAA and who has been approved by the ADOA-ASET Arizona State Chief Information Security Officer and HIPAA Coordinator.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

22. New Products/Services Language

The State, at its sole discretion may allow new products or services identified by the Contractor or ADHS to be incorporated. The request may be submitted at any time during the Contract period. The requested products or services shall align with the current Specifications and Price List.

23. Pandemic Contractual Performance

23.1. The State shall require a written plan that illustrates how the Contractor shall perform up to contractual standards in the event of a pandemic. The State may require a copy of the plan any time prior or post award of a Contract. At a minimum, the pandemic performance plan shall include:

23.1.1. Key succession and performance planning if there is a sudden significant decrease in Contractor’s workforce;

23.1.2. Alternative methods to ensure there are products in the supply chain; and

23.1.3. An up to date list of company contacts and organizational chart.

23.2. In the event of a pandemic, as declared the Governor of Arizona, U.S. Government or the World Health Organization, which makes performance of any term under this Contract impossible or impracticable, the State shall have the following rights:

23.2.1. After the official declaration of a pandemic, the State may temporarily void the Contract(s) in whole or specific sections, if the Contractor cannot perform to the standards agreed upon in the initial terms;

23.2.2. The State shall not incur any liability if a pandemic is declared and emergency procurements are authorized by the Director as per A.R.S. 41-2537 of the Arizona Procurement Code; and

23.2.3. Once the pandemic is officially declared over and/or the Contractor can demonstrate the ability to perform, the State, at is sole discretion, may reinstate the temporarily voided Contract(s).

23.3. The State, at any time, may request to see a copy of the written plan from the Contractor. The Contactor shall produce the written plan within seventy-two (72) hours of the request.

24. Contracting; Procurement; Investment; Prohibitions

24.1. A public entity may not enter into a contract with a company to acquire or dispose of services, supplies, information technology or construction unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Israel.

24.2. A public entity may not adopt a procurement, investment or other policy that has the effect of inducing or requiring a person or company to boycott Israel.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

25. Fraud, Waste, and Abuse

25.1. ADHS requires all employees to abide by the State’s Personnel System Rules, R2-5A-501; Standards of Conduct which includes maintaining high standards of honesty, integrity, and impartiality, free from personal considerations and/or favoritism, and Code of Conduct for individuals engaged in Accounting, Financial and Budgeting Activities which depicts the moral, ethical, legal and professional aspects of personal conduct. ADHS requires the same conduct of its consultants, vendors, contractors, subrecipients, or persons doing business with the agency.

25.2. Any State employee, consultant, vendor, contractor or subrecipient or person doing business with the Agency who receives a report of improper activity must report the information within one (1) business day. Note: Federal Award policy denotes awardees must disclose, in a timely manner, in writing to ADHS all violations of Federal Criminal Law, involving fraud, bribery, or gratuity violations potentially affecting Federal Awards.

25.3. Anyone suspecting Fraud, Waste, or Abuse related to ADHS activities are required to report Fraud, Waste, or abuse through any of the following reporting channels:

25.3.1. ADHS Ethics Action Hotline at (602) 542-2347,

25.3.2. ADHS Ethics Action Email at reportethics@azdhs.gov, or

25.3.3. General Accounting Office (GAO) Fraud Reporting Email at reportfraud@azdoa.gov to report Fraud, Waste, or Abuse incidents.

26. General Provisions for Services

26.1. Applicability. Section 26 applies to the extent the Work is or includes Services

26.2. Comprehensive Services. Contractor shall provide the comprehensive range of Services for which a price is established in the Contract for ordering.

26.3. Additional Services. State at its discretion may modify the scope of the Contract by Contract Amendment to include additional Services or service categories that are within the general scope of the ones originally covered by the Contract. Once the Contract Amendment is fully executed, Contractor shall then update all applicable pricing and make them available. Either party may make the request to add Services to the Contract; regardless of who makes the request, the parties shall negotiate in good faith a fair price for any additional Services, but State may elect not to add some or all of the Services in question if no agreement is reached on pricing in a timely manner. Contractor’s request or proposal in response to State’s request shall include documentation demonstrating that the proposed price for the additional Services is both fair and reasonable and comparable to the original prices.

26.4. Off-Contract Services. Contractor shall ensure that the ordering process for the Services prevents Orders for

Services not included in the scope of the Contract (and for which no price or compensation has been established in the Contract) or Services explicitly excluded from the Contract. Notwithstanding that State might have its own internal administrative rules regarding off-contract or excluded ordering of Services, and endeavors to prevent such Orders from occurring, Contractor is responsible for not accepting any such Orders. State may, at its discretion, cancel any such Order without obligation.

mailto:reportethics@azdhs.gov mailto:reportfraud@azdoa.gov

ARIZONA DEPARTMENT OF

HEALTH SERVICES

INVITATION FOR BID NO.: BPM007426

26.5. Removal of Personnel. Notwithstanding that Contractor is in every circumstance responsible for hiring, assigning, directing, managing, training, disciplining, and rewarding its personnel, State may at its discretion, and without the obligation to demonstrate cause, instruct Contractor to remove any of its personnel from State’s facilities or from further assignment under the Contract. In such cases, Contractor shall promptly replace removed personnel with other personnel that have equivalent qualifications, experience, and capabilities.

26.6. Accuracy of Work. Contractor is responsible for the accuracy of the Services, and shall promptly make all necessary revisions or corrections resulting from errors and omissions on its part without additional compensation. Acceptance by State shall not relieve Contractor of responsibility for correction of any errors discovered subsequently or necessary clarification of any ambiguities

26.7. Requirements at Location of Services

26.7.1. Contractor personnel shall perform their assigned portions of the Services at the specific location indicated in the Order. Contractor acknowledges that the location might be inside an industrial building, institutional building, or one of various office types and classes.

26.7.2. If performing the Services requires Contractor personnel to work inside a secured perimeter at certain institutional facilities (including but not limited to the Arizona State Hospital) where prior clearances may be required, Contractor shall contact the facility directly in advance of performing the Services to confirm its current security clearance procedures, allowable hours for work, visitor dress code, and other applicable rules. State shall not pay any additional fees (including but not limited to services charges) or excuse late performance, if Contractor has failed to comply with these requirements.

26.8. Acceptance of Services. State has the right to accept Services subject to acceptance criteria. State may apply acceptance criteria to the Contract or a specific Order, which may include, but are not limited to, accuracy, completeness, conformance to requirements, or quality. State shall not pay Contractor for unaccepted Services, and State may, at its discretion, withhold or make partial payment for any rejected Services, while Contractor is in the process of re-performing or otherwise curing the grounds for State’s rejection.

26.9. Corrective Action Required. Notwithstanding any other guarantees, general warranties, or particular warranties

Contractor has given under the Contract, and in addition to any other rights and remedies available under the Contract, if Contractor fails to perform any material portion of the Services including, but not limited to, failure to complete any contractual deliverable or failure to meet agreed-upon service levels or service standards set out in or referred to in the Contract, then Contractor shall perform a root-cause analysis to identify the source of the failure and use all commercially reasonable efforts to correct the failure and meet the Contract requirements as promptly as is practicable.

26.9.1. Contractor shall provide State a report detailing the identified cause and setting out its detailed corrective action plan promptly after the date the failure occurred (or the date when the failure first became apparent, if it was not apparent immediately after occurrence).

26.9.2. State may demand to review and approve Contractor’s analysis and plans, and Contractor shall make any and all reasonable corrections State instructs and adopt State’s recommendations, including any measures State determines to be necessary for employee or public safety, or the protection of property or the environment.

26.9.3. Contractor shall take the necessary action(s) to avoid any like failures in the future

UNIFORM TERMS AND CONDITIONS

ARIZONA DEPARTMENT OF

HEALTH SERVICES

1. Definition of Terms

As used in this Solicitation and any resulting Contract, the terms listed below are defined as follows:

1.1. “AI” means the science and engineering of making machines capable of performing tasks that are typically associated with human intelligence, such as learning and problem-solving, and includes without limitation: AI systems, classic AI, external AI, generative AI, and large model (LLM) AI.

1.2. “Attachment” means any item the Solicitation requires the Offeror to submit as part of the Offer.

1.3. “Contract” means the combination of the Solicitation, including the Uniform and Special Instructions to Offerors, the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer and any Best and Final Offers; and any Solicitation Amendments or Contract Amendments.

1.4. "Contract Amendment" means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract.

1.5. “Contractor” means any person who has a Contract with the State.

1.6. “Data” means recorded information, regardless of form or the media on which it may be recorded. The term may include technical data and computer software. The term does not include information incidental to contract administration, such as financial, administrative, cost or pricing, or management information.

1.7. “Days” means calendar days unless otherwise specified.

1.8. “Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the

Solicitation generally containing maps, schematics, examples of reports, or other documents that will be used to perform the requirement of the Specifications after contract award.

1.9. “Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is received.

1.10. “Materials” means all property, including equipment, supplies, printing, insurance and leases of property but does not include land, a permanent interest in land or real property or leasing space.

1.11. “Procurement Officer” means the person, or his or her designee, duly authorized by the State to enter into and administer Contracts and make written determinations with respect to the Contract.

1.12. “Services” means the furnishing of labor, time or effort by a Contractor or subcontractor which does not involve the delivery of a specific end product other than required reports and performance, but does not include employment agreements or collective bargaining agreements.

1.13. “State” means the State of Arizona and Department or Agency of the State that executes the Contract.

1.14. “State Fiscal Year” means the period beginning with July 1 and ending June 30.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

1.15. “Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

1.16. “Subcontractor” means a person who contracts to perform work or render Services to a Contractor or to another

Subcontractor as a part of a Contract with the State.

2. Contract Interpretation

2.1. Arizona Law. The Arizona law applies to this Contract including, where applicable, the Uniform Commercial

Code as adopted by the State of Arizona and the Arizona Procurement Code, Arizona Revised Statutes (A.R.S.)

Title 41, Chapter 23, and its implementing rules, Arizona Administrative Code (A.A.C.) Title 2, Chapter 7.

2.2. Implied Contract Terms. Each provision of law and any terms required by law to be in this Contract are a part of this Contract as if fully stated in it.

2.3. Contract Order of Precedence. In the event of a conflict in the provisions of the Contract, as accepted by the State and as they may be amended, the following shall prevail in the order set forth below:

2.3.1. Special Terms and Conditions.

2.3.2. Uniform Terms and Conditions.

2.3.3. Statement or Scope of Work.

2.3.4. Specifications.

2.3.5. Attachments.

2.3.6. Exhibits.

2.3.7. Any other documents referenced or included in the Solicitation including, but not limited to, any Bid or

Offer documents provided by the Contractor that do not fall into one of the above categories.

2.4. Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to this Contract shall be deemed to be the employee or agent of the other party to the Contract.

2.5. Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Contract.

2.6. No Parole Evidence. This Contract is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document and no other understanding either oral or in writing shall be binding.

2.7. No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it.

ARIZONA DEPARTMENT OF

HEALTH SERVICES

3. Contract Administration and Operation

3.1. Records. Under A.R.S. § 35-214 and § 35-215, the Contractor shall retain and shall contractually require each Subcontractor to retain all data and other “records” relating to the acquisition and performance of the Contract for a period of five (5) years after the completion of the Contract. All records shall be subject to inspection and audit by the State at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all such records.

3.2. Non-Discrimination. The Contractor shall comply with State Executive Order Nos. 2023-09, 2023-01, 2009-09, and any and all other applicable Federal and State laws, rules and regulations, including the American’s with Disabilities Act. Contractor shall include these provisions in contracts with Subcontractors when required by Federal or State law.

3.3. Audit. Pursuant to ARS § 35-214, at any time during the term of this Contract and five (5) years thereafter, the

Contractor’s or any Subcontractor’s books and records shall be subject to audit by the State and, where applicable, the Federal Government, to the extent that the books and records relate to the performance of the Contract or Subcontract.

3.4. Facilities Inspection and Materials Testing. The Contractor agrees to permit access to its facilities, Subcontractor facilities and the Contractor’s processes or services, at reasonable times for inspection of the facilities or materials covered under this Contract as required under A.R.S. § 41-2547. The State shall also have the right to test, at its own cost, the materials to be supplied under this Contract. Neither inspection of the Contractor’s facilities nor materials testing shall constitute final acceptance of the Materials or Services. If the State determines non-compliance of the materials, the Contractor shall be responsible for the payment of all costs incurred by the State for testing and inspection.

3.5. Notices. Notices to the Contractor required by this Contract shall be made by the State to the person indicated on the Offer and Acceptance form submitted by the Contractor unless otherwise stated in the Contract. Notices to the State required by the Contract shall be made by the Contractor to the Solicitation Contact Person indicated on the Solicitation, stated in the Contract, or listed on the State’s eProcurement system. An authorized Procurement Officer and an authorized Contractor representative may change their respective person to whom notice shall be given by written notice to the other and an amendment to the Contract shall not be necessary.

3.6. Advertising, Publishing and Promotion of Contract. The Contractor shall not use, advertise or promote information for commercial benefit concerning this Contract without the prior written approval of the Procurement Officer.

3.7. Continuous Improvement. Contractor shall recommend continuous improvements on an on-going basis in relation to any Materials and Services offered under the Contract, with a view to reducing State costs and improving the quality and efficiency of the provision of Materials or Services.