Final_RFP_721_2000000029_2_SO_FORM.PDF

Document ID: RFP 721 2000000029 Page: 1 of 3

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Sponsorship Opportunity, 2019 eHealth Summit

Date Issued:

7/18/19 Record Date:

2019-07-18

Solicitation Closes Date:

7/26/19 Time:

16:00

Solicitation No:

RFP 721 2000000029

Online Bidding Prohibited: Yes

For Information Call:

Thomas Stratton 502-564-7736

Bid Receiving Location:

CHFS OATS Division of Procurement & Grant Oversight

BUYER

275 E Main Street 4E-C

Frankfort KY 40621

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 721 2000000029 Page: 2 of 3

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Sponsorship Opportunity, 2019 eHealth Summit

Comm Code Comm Description Manufacturer Model # Manuf Part #

97250 Services for Conference Expenses

Extended Description This sponsorship opportunity is issued by the Kentucky Cabinet for Health and Family Services (CHFS), Division of Procurement and Grant Oversight on behalf of Kentucky Cabinet for Health and Family Services, Office of Health Data and Analytics, Kentucky Health Information Exchange and is issued in accordance with KRS 45A.097. The purpose of this document is to solicit responses from one or more individuals or companies to assist the 2019 eHealth Summit to be held August 15-16, 2019 at Lexington Griffin Gate Marriott Resort and Spa, 1800 Newtown Pike, Lexington, KY 40511.

Shipping Information CHFS OATS Division of Procurement & Grant Oversight

275 E Main Street 4E-C

Frankfort KY 40621

Billing Information CHFS OATS Division of Procurement & Grant Oversight CHFS.Contracts@ky.gov 275 E Main Street 4E-C

Frankfort KY 40621

Document ID: RFP 721 2000000029 Page: 3 of 3

Submission Checklist

The following items will be required to be submitted with bid:

Item Bid Information-Completed

Sponsorship Opportunity 2019 eHealth Summit

Kentucky Cabinet for Health and Family Services

Section I

General Information

A. Purpose of this Document This sponsorship opportunity is issued by the Kentucky Cabinet for Health and Family Services (CHFS), Division of Procurement and Grant Oversight on behalf of Kentucky Cabinet for Health and Family Services, Office of Health Data and Analytics, Kentucky Health Information Exchange and is issued in accordance with KRS 45A.097. The purpose of this document is to solicit responses from one or more individuals or companies to assist the 2019 eHealth Summit to be held August 15-16, 2019 at Lexington Griffin Gate Marriott Resort and Spa, 1800 Newtown Pike, Lexington, KY 40511. This annual conference is attended by healthcare providers, hospital administrators, government officials, medical staff and affiliated healthcare agencies to educate on CHFS initiatives in providing Kentucky Health Information Exchange and the Promoting Interoperability program services. This two day conference will include speakers, Q&A panels and networking events.

B. Submission Dates Responses shall be delivered by Friday, July 26 at 4:00 pm (EDT), to:

Sarah Smith

CHFS Division of Procurement and Grant Oversight c/o 2019 eHealth Summit

275 East Main Street, 4E-C

Frankfort, KY 40601

C. Inquires Contacts with agents of the Commonwealth for information concerning response procedures shall be limited to the representative listed below. All communications, oral, written (regular, express, electronic mail, or fax), concerning this document shall be addressed to:

Sarah Smith

CHFS Division of Procurement and Grant Oversight 275 East Main Street, 4E-C

Frankfort, KY 40601 SarahE.Smith@ky.gov

It should be understood that any verbal representations made or assumed to be made during any oral discussions are not binding on the Kentucky Cabinet for Health and Family Services or the Commonwealth of Kentucky.

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2000000029 Sponsorship Opportunity, 2019 eHealth Summit of 11 mailto:SarahE.Smith@ky.gov

D. Verification/Clarification of Information The Kentucky Cabinet for Health and Family Services may request verification/clarification documentation from the Sponsor of any information provided in its response.

E. Cost of Preparing Response Costs for developing the response are solely the responsibility of the Sponsor. The Kentucky Cabinet for Health and Family Services shall provide no reimbursements for such costs.

F. Cancellation The Kentucky Cabinet for Health and Family Services may, upon a thirty-day (30) written notice to the Sponsor terminate this agreement completely or in part, for convenience or for default. In such event, all documents, data, studies, and reports prepared for Kentucky Cabinet for Health and Family Services under the Award shall become its property. Any equipment, goods or services remaining may be paid back to the vendor, unless for default. In the event that the Award is terminated for default, the Sponsor shall forfeit their equipment or goods to the Kentucky Cabinet for Health and Family Services.

Pursuant to KRS 45A.105 the Kentucky Cabinet for Health and Family Services reserves the right to cancel or reject responses that are deemed not to be in the best interest of the Commonwealth of Kentucky.

Section II

Scope

2019 eHealth Summit

Lexington Griffin Gate Marriott Resort and Spa

1800 Newtown Pike, Lexington, KY 40511

August 15-16, 2019

A prospective Sponsor may respond with an offer to supply one or more than one of the following:

“Renovator” Sponsor: $20,000 1 Sponsorship Available

-Full Page Ad Inside Front Cover of the Summit Program -Paragraph Inside Back Cover of Program -5 Minute Introduction at the Beginning of the Summit -20 Minute Presentation During the Summit -15 Complimentary Summit Registrations -Premium Exhibit Location -6’ Skirted Table for Table Top Exhibit Booth/Banner; 2 Chairs; Waste Basket -Complimentary Wi-FI -Access to all Summit-Related Events and Meals

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-Corporate Logos will be displayed on Both the Summit Program and Exhibit Signage -Opportunity to Speak at the New Launch Celebration (5 minutes) -Recognition of Sponsorship on Event Slides for Both the Summit and New Launch Celebration

Friends of KHIE Sponsor: $3,000 Up to 12 Sponsorships Available

-Premium Exhibit Location -6’ Skirted Table for Table Top Exhibit Booth/Banner; 2 Chairs; Waste Basket -Complimentary Wi-FI -Access to all Summit-Related Events and Meals -Corporate Logos will be displayed on Both the Summit Program and Exhibit Signage -6 Complementary Summit Registrations -Opportunity to Speak at the New Launch Celebration (5 minutes) -Half Page Ad in Summit Program -Recognition of Sponsorship on Event Slides for Both the Summit and New Launch Celebration

Section III Statement of Sponsorship

General Nature of Proposed Sponsorship The Kentucky Cabinet for Health and Family Services is an agency of the Commonwealth of Kentucky. As such, we must comply with applicable state laws, regulations and procedures as they relate to donations, sponsorships, procurement and other acquisitions.

Section V

General Conditions

A. Sponsor’s Responsibilities during the Award Term Sponsors will provide the needed products for the 2019 eHealth Summit.

KRS 45A.485 requires that contractors, including sponsorship contractors reveal to the Commonwealth, prior to the award of a contract, any final determination of a violation by the contractor within the previous five (5) year period of the provisions of KRS Chapters 136, 139, 141, 337, 338, 341, and 342. These statutes relate to state sales and use tax, corporate and utility tax, income tax, wages and hours laws, occupational safety and health laws, unemployment insurance laws, and workers compensation laws, respectively.

To comply with the provisions of KRS 45A.485, the successful bidders will be required to report any such final determination(s) of violation(s) to the Commonwealth by providing the following information regarding the final determination(s): the KRS violated, the date of the final determination, and the state agency, which issue the final determination.

KRS 45A.485 also provides that, for the duration of any contract, successful bidders shall be continuous compliance with the provisions of those statutes which apply to the contractor’s operations, and that the contractor’s failure to reveal a final determination as described above or failure to comply with the above statutes for the duration of the contract, shall be grounds for the Commonwealth’s cancellation of the contract and the contractor’s disqualification from eligibility for future state contracts for a period of two (2) years.

Successful bidders will be required to disclose whether they have a current contract with the Commonwealth or any agency of Commonwealth government.

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No successful bidder may claim to be an “official sponsor” due to governmental regulations prohibiting such verbiage or an endorsement by the Commonwealth of Kentucky.

B. The Kentucky Cabinet for Health and Family Services’ Responsibilities during the Award Term The Kentucky Cabinet for Health and Family Services will provide to each awarded sponsor the outlined items in Section II.

C. Modifications to Award Any modifications to the Award shall be in writing and processed through the CHFS Division of Procurement and Grant Oversight representative as identified herein.

D. Disputes Except as otherwise provided in this document, a question or act arising under the Award, which is not disposed of by mutual agreement, shall be decided by the Finance and Administration Cabinet of the Commonwealth of Kentucky.

Pending final determination of any dispute hereunder, the Sponsor shall proceed diligently with the performance of the Award and in accordance with the Finance and Administration Cabinet.

This section does not preclude consideration of legal questions in connection with the decision provided for above, provided that nothing in the Award shall be construed as making final the decision of any administrative official, representative, or board on a question of law.

E. Forums and Venue This Award shall be construed according to the laws of the Commonwealth of Kentucky. Any legal proceedings against the Commonwealth regarding any resultant Award shall be brought in Commonwealth of Kentucky administrative or judicial forums. Venue will be in Franklin County, Commonwealth of Kentucky.

F. Employment Practices The Sponsor shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability.

The Sponsor must take affirmative action to ensure that employees, as well as applicants for employment, are treated without discrimination because of their race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but is not limited to, the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Sponsor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provision of this clause.

The Sponsor shall, in all solicitations or advertisements for employees placed by or on behalf of the Sponsor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age or disability, except where it relates to a bona fide occupational qualification.

The Sponsor shall comply with the nondiscrimination clause contained in Federal Executive Order 11246, as amended by Federal Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementation rules and regulations prescribed by the Secretary of Labor and with Title 41, Code of Federal Regulations. The Sponsor shall comply with related Commonwealth laws and regulations.

The Sponsor shall comply with regulations issued by the Secretary of Labor of the United States in Title 20, Code of Federal Regulations, Part 741, pursuant to the provisions of Executive Order 11758 and the Federal Rehabilitation Act of 1973.

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The Sponsor shall comply with the Civil Rights Act of 1964, and any amendments thereto, and the rules and regulations thereunder, and Section 504 of Title V of the Vocational Rehabilitation Act of 1973 as amended and the Kentucky Civil Rights Act.

G. Certificate of Authority The Sponsor or Sponsors deemed most susceptible for award shall furnish a copy of the official documentation, such as certificate of authority and/or appropriate filing of certificate of assumed name, which authorizes the vendor to conduct business in the Commonwealth of Kentucky as a domestic or foreign corporation or other recognized business entity, prior to contract award.

The Commonwealth reserves the right to verify any information provided prior to contract award.

Furthermore, a failure to maintain any and all required proper authorization to conduct operations in Kentucky under the specified business name of the vendor during the life of any contract awarded may be deemed a breach of contract by the vendor and treated accordingly by the Commonwealth.

H. Access to Records The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

Section VI

Technical Response Format

A. Responsiveness In order to be considered for selection, responses submitted by the Sponsor shall be completely responsive to this document. All conditions printed herein are hereby made a part of the conditions under which the response is submitted and shall be incorporated into any Award on this project.

Further, the contents of a response shall become part of any Award resulting from that response.

Potential sponsors must include their dollar amount or supplies value and a list of experience/ previous sponsorship activities when responding to this sponsorship opportunity. A minimum of one sponsor per opportunity is being sought.

The Kentucky Cabinet for Health and Family Services reserves the right to reject any sponsors whose branding, image or mission is in conflict with the agency’s goals or mission, or that exceeds its requirements. Selected sponsors are expected to provide support and meet their obligations through the duration of the event.

B. Technical Response The Technical Response is requested to be brief and concise and should include the following:

-Signed solicitation cover page -Title Page with contact information -Table of Contents (if applicable) -Any deviations from stated requirements

Document Description Page 7

-Sponsorship Response:

---Evidence of prior experience/previous sponsorship activities;

---Indicate which level of sponsorships preferred and includes the dollar amount or supplies value;

---Description of how Company’s goals tie into and support the Kentucky Cabinet for Health and Family Services’ goals or mission; and ---Description of how the Company will meet their obligations (money, services, promotional items, etc.).

-Notarized Affidavit for Bidders, Offerors and Contractors (Attachment A)

Three (3) copies of the Technical Response are requested to be delivered in a clearly marked, sealed envelope to:

Sarah Smith

CHFS Division of Procurement and Grant Oversight c/o 2019 eHealth Summit

275 East Main Street, 4E-C

Frankfort, KY 40601

Section VII

Technical Response Evaluation

The Kentucky Cabinet for Health and Family Services shall evaluate all Technical Responses in accordance with KRS45A.695. Each response shall be evaluated as follows:

Responsiveness to Solicitation 30 points Conciseness and Clarity of the Response

Sponsorship Response 70 points Evidence of prior experience/previous sponsorship activities;

Indicate which level of sponsorships preferred and includes the dollar amount or supplies value;

Description of how Company’s goals tie into and support the Kentucky Cabinet for Health and Family Services’ goals or mission; and Description of how the Company will meet their obligations (money, services, promotional items, etc.).

Total Points 100 points

The Technical Response shall be evaluated and scored by Kentucky Cabinet for Health and Family Services’ evaluation committee. Total maximum score on the Technical Response is 100 points.

The selected sponsors shall provide payment within thirty (30) days of notification of selection by the Kentucky Cabinet for Health and Family Services.

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ATTACHMENT A

Affidavit Effective Date:

Affidavit Expiration Date:

Maximum Length One- Year

REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS PAGE 1 OF 2

FOR BIDS AND CONTRACTS IN GENERAL:

I. Each bidder or offeror swears and affirms under penalty of perjury, that to the best of their knowledge:

a. In accordance with KRS 45A.110 and KRS 45A.115, neither the bidder or offeror as defined in KRS 45A.070(6), nor the entity which he/she represents, has knowingly violated any provisions of the campaign finance laws of the Commonwealth of Kentucky; and the award of a contract to the bidder or offeror or the entity which he/she represents will not violate any provisions of the campaign finance laws of the Commonwealth.

b. The bidder or offeror swears and affirms under penalty of perjury that, to the extent required by Kentucky law, the entity bidding, and all subcontractors therein, are aware of the requirements and penalties outlined in KRS 45A.485; have properly disclosed all information required by this statute; and will continue to comply with such requirements for the duration of any contract awarded.

c. The bidder or offeror swears and affirms under penalty of perjury that, to the extent required by Kentucky law, the entity bidding, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sales and use tax imposed by KRS Chapter 139, and will remain registered for the duration of any contract awarded.

d. The bidder or offeror swears and affirms under penalty of perjury that the entity bidding is not delinquent on any state taxes or fees owed to the Commonwealth of Kentucky and will remain in good standing for the duration of any contract awarded.

e. The bidder or offeror swears and affirms under penalty of perjury that the entity bidding, is not currently engaged in, and will not for the duration of the contract engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which Kentucky can enjoy open trade, as defined in Executive Order No. 2018-905.

f. The bidder or offeror swears and affirms that the entity bidding, and all subcontractors therein, have not violated any of the prohibitions set forth in KRS 11A.236 during the previous ten (10) years, and further pledge to abide by the restrictions set forth in such statute for the duration of the contract awarded.

FOR “NON-BID” CONTRACTS (I.E. SOLE-SOURCE; NOT-PRACTICAL OR FEASIBLE TO BID; OR

EMERGENCY CONTRACTS, ETC):

II. Each contractor further swears and affirms under penalty of perjury, that to the best of their knowledge:

a. In accordance with KRS 121.056, and if this is a non-bid contract, neither the contractor, nor any member of his/her immediate family having an interest of 10% or more in any

Document Description Page 9

2000000029 Sponsorship Opportunity, 2019 eHealth Summit of 11 http://www.lrc.state.ky.us/KRS/045A00/110.PDF http://www.lrc.state.ky.us/KRS/045A00/115.PDF http://www.lrc.state.ky.us/KRS/045A00/070.PDF http://www.lrc.state.ky.us/KRS/045A00/070.PDF http://www.lrc.state.ky.us/KRS/045A00/485.PDF http://www.lrc.ky.gov/KRS/139-00/CHAPTER.HTM http://www.lrc.ky.gov/KRS/121-00/056.PDF business entity involved in the performance of any contract awarded, have contributed more than the amount specified in KRS 121.150 to the campaign of the gubernatorial slate elected in the election last preceding the date of contract award.

REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS PAGE 2 OF 2

b. In accordance with KRS 121.330(1) and (2), and if this is a non-bid contract, neither the contractor, nor officers or employees of the contractor or any entity affiliated with the contractor, nor the spouses of officers or employees of the contractor or any entity affiliated with the contractor, have knowingly contributed more than $5,000 in aggregate to the campaign of a candidate elected in the election last preceding the date of contract award that has jurisdiction over this contract award.

c. In accordance with KRS 121.330(3) and (4), and if this is a non-bid contract, to the best of his/her knowledge, neither the contractor, nor any member of his/her immediate family, his/her employer, or his/her employees, or any entity affiliated with any of these entities or individuals, have directly solicited contributions in excess of $30,000 in the aggregate for the campaign of a candidate elected in the election last preceding the date of contract award that has jurisdiction over this contract.

As a duly authorized representative for the bidder, offeror, or contractor, I have fully informed myself regarding the accuracy of all statements made in this affidavit, and acknowledge that the Commonwealth is reasonably relying upon these statements, in making a decision for contract award and any failure to accurately disclose such information may result in contract termination, repayment of funds and other available remedies under law. If the bidder, offeror, or contractor becomes non-compliant with any statements during the affidavit effective period, I will notify the Finance and Administration Cabinet, Office of Procurement Services immediately. I understand that the Commonwealth retains the right to request an updated affidavit at any time.

Signature Printed Name Title Date

Commonwealth of Kentucky Vendor Code (if known)

Subscribed and sworn to before me by (Affiant) (Title) of this day of ,20 .

(Company Name) Notary Public [seal of notary] My commission expires:

Document Description Page 10 http://www.lrc.ky.gov/KRS/121-00/150.PDF http://www.lrc.ky.gov/KRS/121-00/330.PDF http://www.lrc.ky.gov/KRS/121-00/330.PDF