CSP905719_AGE001_Contract_Revised.pdf

Index No.: AGE001

Eff. Date: 07/01/24

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: NURSING HOME AND RESIDENTIAL CARE FACILITY SURVEY

CONTRACT NUMBER: CSP905719 EFFECTIVE DATES: 09/13/19 TO 06/30/24

* Renewal through 06/30/26

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

CSP905719 that opened on 04/01/19. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to the Ohio Department of Aging as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

www.ohio.gov/procure

*Indicates twenty-four (24) month contract renewal through 06/30/26.

Eff. Date: 09/13/19

MUTUALLY AGREED UPON CLARIFICATIONS

The ODA Project Manager should provide Vital Research (VR) with assistance in customizing all materials and procedures and be prepared to approve final versions of documents (e.g., data collection materials) and both interim and final reports.

Start-Up Activities Participate in weekly planning calls Provide current facility list, final surveys, and required data collection procedures Approve work plan, including field staff training dates

Test CAPI survey, if desired Collaborate with VR on content of notification letter and other data collection materials, including project website content Notify stakeholders, such as facility administrators, of project

Field Staff Training

Attend 2-day training, or portions of training Answer questions from trainees/trainers

Survey Administration

Respond to any potentials for abuse, neglect, or exploitation Help solve any potential facility staff barriers Review weekly, monthly, facility reports, and annual reports

Communication Plan

VR recommends the development of a communications plan that includes mailing a letter signed by the Director of the Ohio Department of Aging to all facilities informing them about project start-up and the importance of participating in the survey. VR also recommends a press release as another mechanism for kicking off the project, as well as outreach to trade associations and other active stakeholder groups, such as self-advocacy groups. ODA social media accounts should include messages about the project to further support the legitimacy of the work. All communications should link to a VR-hosted project website that will have a project overview, FAQs, interviewer information, and VR and ODA contact information.

HIPAA-Compliance

VR will request ODA’s support in conveying the project’s compliance with HIPAA and HITECH Act requirements. VR recommends that ODA compose a letter to be posted on the project website ensuring HIPAA-compliance of all data and procedures. To make the data collection process more efficient for both interviewers and facility staff, facilities will be asked to securely transmit their census lists to VR two weeks before their scheduled interview date. VR will need ODA’s assistance in educating facilities on the benefits of this procedure and its compliance with HIPAA and HITECH act regulations. VR can provide sample letters and website language.

Development of ODA Approved Forms, Tools, Processes, Single Source IT costs (data collection equipment), Training Supplies, CAPI Software Management System, Screening and Background checks will be completed no later than October 28, 2019.

File-Sharing Service & Electronic Data Elements

The Agency and VR agree to use the Department of Aging’s cloud-based file sharing system, Citrix Fileshare, that has been approved by the Office of Information Security and Privacy.

Eff. Date: 05/06/20

Page 3*

MUTUALLY AGREED UPON CHANGES*

The Contractor and ODA have mutually agreed to several changes to the Contract due to the COVID-19 public health emergency. The parties have agreed to the following:

• Cancellation of current resident satisfaction survey activity by Vital Research in support of the 2019 Resident Satisfaction Survey. The Contractor shall not restart this portion of the Contract without permission from ODA.

• Vital Research will continue to work on data preparation, data cleaning, and preparing preliminary reports for the facilities already surveyed for the 2019 Resident Satisfaction Survey.

• Vital Research submitted an itemized invoice in the amount of $243,424.14 for OAKS Item 36133 for work completed prior to the cancellation of the 2019 Resident Satisfaction Survey activities. This include fieldwork completed through March 11, 2020 (data collection, clean data, design preliminary reports for 400 facilities; notification of previously scheduled facilities of the survey pause; final notification of field staff). OAKS Item 36133 is updated on the Cost Summary of this Contract to reflect the invoiced amount. There shall be no additional charges for this Item 36133 as it relates to the 2019 Resident Satisfaction Survey.

• Vital Research will submit an itemized invoice for data analysis on completed surveys, preparation and transfer of preliminary reports to ODA, summary reports on survey activities, and the staffing agency’s surcharge due to a lower total number of hours worked overall. OAKS Item Numbers 36133, 36134, 36135, and 36136 have been updated on the Cost Summary of this Contract to reflect the not-to-exceed costs for the corresponding work described.

• ODA will initiate a new Resident Satisfaction Survey at a future date to be determined. The new timeline and deliverables will be created through mutual agreement between the Contractor and ODA.

*Repagination and Mutually Agreed Upon Changes language added, per Amendment 1, effective 05/06/20.

COST SUMMARY

Nursing Home and Residential Care Facility Survey

CSP905719

UNSPSC CATEGORY CODE: 80141512

OAKS Item

Number

Description 2019 Resident

Satisfaction Survey Cost

2020-2026 Resident Satisfaction Survey

Cost* 36129

Development of ODA Approved Forms, Tools, Processes, etc.

$79,868.82

$79,868.82

36130 Interviewers Trained $171,328.34 $171,328.34

36131 Interviews Performed and Report 1 Submitted (1st Half) $466,658.34 $466,658.34

36132 Interviews Performed and Report 2 Submitted (2nd Half) $243,424.14 $486,848.27

36133 Data Transfer to ODA. $20,358 $28,716.74

36134 All Survey Data Analysis Complete $27,526 $37,894.46

36135 Written Report on Survey Findings Submitted to ODA $24,527 $35,055.52

36136 Other $40,000 $70,111.03

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

* Indicates an update to the dates on the Cost Summary page per Amendment 3, effective 07/01/24.

Eff. Date: 09/13/19 Page 5*

CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: CSP905719

93566 TERMS: Net 30 Days Vital Research 6380 Wilshire Boulevard, Suite 1700 Los Angeles, CA 90048

Remit To:

Vital Research 6380 Wilshire Boulevard, Suite 1700 Los Angeles, CA 90048

CONTRACTOR'S CONTACT: Muriel Wheatley Telephone: (323) 951-1670 Fax: (323) 653-0123 E-Mail: mwheatley@vitalresearch.com

* Repagination, per Amendment 1, effective 05/06/20.

mailto:mwheatley@vitalresearch.com

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

3 07/01/24

As a result of mutual agreement between the State of Ohio and the Contactor, this amendment is issued to renew the subject contract an additional twenty-four (24) months, effective 07/01/24 through 06/30/26.

Additionally, this amendment is issued to update the dates on the Cost Summary page.

2 08/07/20 This amendment is issued to notify of the Contractor’s 15% reduction to the cost of services for the period of July 1, 2020 through June 30, 2020. A 15% reduction will be reflected on invoices for services provided from July 1, 2020 through June 30, 2021.

1 05/06/20

This amendment is issued to provide instruction due to disruption from the COVID-19 public health emergency, including cancellation of the current resident satisfaction survey activities in support of the 2019 Resident Satisfaction Survey, effective 05/06/20.

This amendment is issued to update the Cost Summary page of the Contract, including the following: changes to the cost for 2019 Resident Satisfaction Survey and updates to reflect the cost for 2020-2024 Resident Satisfaction Survey, effective 05/06/20.

Additionally, this amendment is issued to repaginate the Contract and add the Summary of Amendments.