HE1241-22 - RFP - FINAL~1.pdf

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MARION COUNTY

REQUEST FOR PROPOSALS HE1241-22

OREGON BUYS # : S-C25102-00005404

Communicable Disease Control & Prevention

Release Date: January 10, 2023

RFP Due Date: January 31, 2023, at 4:00 p.m. PST

Submit questions and responses via the Marion County Collaboration Portal https://contracts-marioncountygcc.msappproxy.net/gateway/

Instructions are listed in Section 8

Electronic copies of this RFP and attachments, if any, can be obtained from the Oregon Buys website https://oregonbuys.gov and search either of the numbers listed above within Bid Solicitations.

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Table of Contents

REQUEST FOR PROPOSALS HE1241-22

1. INTRODUCTION

2. BACKGROUND

3. CONTRACT TERM

4. SCHEDULE OF EVENTS

5. SCOPE OF WORK

6. ANTICIPATED CONTRACT TASKS

7. INSTRUCTIONS TO PROPOSERS

a. Cover Letter

b. Qualifications and Experience

c. Staffing Plan

d. Work Plan and Schedule

e. Cost Proposal

8. RESPONSE INSTRUCTIONS

a. Log Into the Collaboration Portal

b. Solicitations Tab

c. Opportunity Details

9. CONTRACT FORM

10. EVALUATION

a. Minimum Responsiveness

b. Categories

c. Evaluation Methodology

11. NEXT STEP DETERMINATION

a. Additional Submission Items

b. Interview

12. AWARD NOTICE AND ACCEPTANCE PERIOD

13. PROTEST AND APPEALS

14. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules

b. RFP Amendment, Cancellation and Right of Rejection

c. Confidentiality

d. Proposer Responsible for Incurred Costs

e. Cooperative Purchasing

15. ATTACHMENTS AND EXHIBITS

16. PROPOSAL SUBMISSION CHECKLIST FOR PROPOSERS

Attachment 1 - Proposal Form

Attachment 2 - Trade Secret Form

Attachment 4 - Cost Proposal Submission Form

Exhibit 1 - County Contract for Services

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1. INTRODUCTION

Marion County Health and Human Services (County) is currently seeking Communicable Disease Control & Prevention services. The County is seeking proposals from individuals, firms, teams, or consultants, hereafter called “proposer(s),” with demonstrated experience in finger stick specimen collections, venous blood draws, injection administration, and non-emergent transportation, and proposes to engage the successful Proposer for the following services:

Finger stick specimen collection, vaccine administration, venous blood draw services, and non-emergent transportation for Marion County residents as needed.

All firms submitting proposals are referred to as proposers in this document; after negotiations, the awarded Proposer will be designated as Contractor.

This project may be federally funded. Awarded bidder may be required to meet the federal provisions as stated within Appendix II to Part 200 – Contract Provisions for Non-Federal Entity Contracts under Federal Awards (See Exhibit 1).

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 345,920, stretches from the Willamette River to the Cascade Mountains and encompasses nearly 1,200 square miles. Marion County has 20 cities, including Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven departments of which are headed by elected officials.

Oregon Health Authority’s Oregon Immunization Program provides vaccines to residents of Marion County for the purpose of insuring Marion County residents have access to vaccines at no charge. By increasing vaccination rates for respiratory illnesses, we can reduce the overall impact of respiratory illnesses on the population during the COVID-19 pandemic and prevent flu or other respiratory hospitalizations and/or emergency department visits. County will distribute vaccines to Contractor, based on specific area need, for Contractor to administer. The service area includes Marion County.

3. CONTRACT TERM

The Contract is anticipated to start March 2023 and end on March 2026. The parties may extend the term of this Contract provided that the total Contract Term does not extend beyond March 2027.

4. SCHEDULE OF EVENTS

a. Questions and Clarifications due to the contact on the cover page of the RFP no later than January 17, 2023, at 5:00 p.m. (PST).

b. Answers to questions posted on OREGONBUYS website on January 24, 2023.

c. RFP Protest Period Ends 7 calendar days prior to RFP Closing.

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d. Proposals are due no later than 4:00 p.m. (PST) on January 31, 2023, at the email address listed on the cover page of the RFP. Late submittals will not be accepted.

e. Notice of Intent to Award (approximate): February 2023

f. Notice of Intent to Award Protest Ends 7 days from Notice of Intent to Award.

g. Contract Execution (approximately): March 2023.

The County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

5. SCOPE OF WORK

Proposers responding to this RFP must be capable of performing the following tasks and services at the request of the County:

Communicable Disease Control & Prevention services. This includes but is not limited to:

Finger stick specimen collections, Venous blood draws, Vaccine and Injection administration, Non-emergent transportation

Data Entry and required documentation (ex. Alert IIS)

6. ANTICIPATED CONTRACT TASKS

a. Contractor shall:

i. Submit vaccine orders to County based on specific and local needs.

ii. Enroll in the ALERT system to monitor client vaccination records.

iii. Administer vaccines to Marion County residents as needed.

iv. Ensure each recipient administered a vaccine completes a Vaccine Administration Records (VAR) and Vaccine Information Statements (VIS); these documents will be returned to County on a weekly basis for entry into ALERT.

v. Ensure all vaccines are stored properly as per established requirements.

vi. Provide N95s for staff assisting with blood draw events and ensure staff are properly fit tested for N95.

vii. Provide staff for venous blood draws and injection administration

viii. Provide specimen collections

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ix. Report back to Marion County within 72 hours of service delivery via secure email.

b. County shall:

i. Maintain Vaccine for Children (VFC) status with Oregon Immunization Program.

ii. Submit vaccine orders to OHA according to the tier assigned by the Oregon Immunization Program.

iii. Provide training to Contractor on proper storage of vaccines.

iv. Provide VAR and VIS to Contractor, to be completed by clients receiving vaccines.

v. Supply vaccines to Contractor as needed.

vi. Track immunization distribution in the ALERT Immunization Information System (ALERT) per VAR and VIS documents; provide technical support to Contractor related to ALERT system.

vii. Provide training on injection administration and venous blood draws as needed.

viii. Provide all medical and non-medical supplies needed for venous blood draws and injection administration

ix. Provide Personal Protective Equipment (PPE) unless otherwise indicated.

7. INSTRUCTIONS TO PROPOSERS

Proposals are due at the County no later than the time and date set forth in the Section 4:

Schedule of Events. Proposals will be considered time-stamped and received by the County when they are received in the email inbox listed on the cover page. Email subject line shall be clearly marked with the RFP number:

HE1241-22 - Communicable Disease Control & Prevention

Proposers must include their name and address and contact information in the body of the email.

It is the Proposer’s responsibility to ensure that proposals are received prior to the stated submission deadline and email address. Pursuant to MCPCR 20-0460, The county shall not consider late offers, withdrawals or modifications, except as permitted in sections 20-0470 or 20- 0261.

The proposal must include information responsive to items (a) through (e) set forth below. The proposal may not exceed a total of 5, 8.5” x 11” pages. Proposals shall be Microsoft 2003 compatible or searchable Adobe format and shall not be more than 50MB. Proposals exceeding 5 pages will be truncated and only the first 5 pages will be evaluated.

Proposers must include the following as part of their proposal:

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a. Cover Letter.

The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must include the name, title, address, and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

b. Qualifications and Experience.

Provide the qualifications and experience of the team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the team members. Must be a licensed ambulance service provider with the State of Oregon.

c. Staffing Plan.

Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to perform the requested services for the project, according to your proposed schedule. Provide details on the supervisor of the team members assigned to the project.

d. Work Plan and Schedule.

The County will request services as needed. Discuss the approach for completing the requested services for the project deadlines. The schedule should show the expected sequence of tasks and include durations for the performance of each task, data entry, and reporting back to the County.

e. Cost Proposal.

The Cost Proposal shall include: The cost proposal shall include the cost per hour by provider type.

8. RESPONSE INSTRUCTIONS

a. Log Into the Collaboration Portal

i. Go to the Marion County Collaboration Portal which can be found at: https://contracts-marioncountygcc.msappproxy.net/gateway/

ii. Sign In or Create an Account

iii. Creating an account MUST be completed 15-30 minutes before files will be able to be submitted through the portal.

b. Solicitations Tab

i. At the top of the page, hover over Solicitations

ii. Select Search All Solicitations

iii. Click View next to the applicable solicitation

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c. Opportunity Details

i. Viewing Documents – Scroll down the page to the Files, Documents, Images section, Public Files: subsection. Here you will find all of the relevant files.

ii. Submitting a Question – If you would like to submit a question, scroll down the page to the Questions & Answers section. Type your question in the My Questions/Answers text box and click the Ask Question box.

iii. Register as Respondent - If you are interested in responding to the posting, click the button Register as Respondent on the left side of the screen.

iv. Submitting Documents – If you would like to submit a response to this posting, scroll down the page to the Files, Documents, Images section, My Files: subsection. Here you will Select a file, select a File Category, and type a description before clicking the Save File button.

v. Response Status – Once you have registered as a respondent and submitted documents, scroll to the bottom of the page to the Response Status section and select the appropriate status for your submission, then click Submit.

9. CONTRACT FORM

By submitting a proposal, proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract for Services (Exhibit 1). Proposer shall review the attached Contract for Services and note exceptions. Unless proposer notes exceptions in its proposal, the County intends to enter into a Contract for Services with the successful proposer substantially in the form set forth in Contract for Services (Exhibit 1). It may be possible to negotiate some provisions of the final Contract for Services; however, many provisions cannot be changed. Proposer is cautioned that the County believes modifications to the standard provisions constitute increased risk and increased cost to the County. Therefore, the County will consider the Scope of requested exceptions in the evaluation of proposals.

Any proposal that is conditioned upon the County’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the County’s Legal Counsel.

In the event that the parties do not reach mutually agreeable terms, the County may terminate negotiations and commence negotiations with the next highest-ranking proposer.

10. EVALUATION

a. Minimum Responsiveness.

In order to be responsive, each proposal will be reviewed for minimum responsiveness.

Failure to meet minimum responsiveness may result in rejection of the proposal. Each proposal must comply with Section 7: Instructions to Proposers and include the following to be considered minimally responsive:

[ ] Cover Letter

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[ ] Qualifications and Experience [ ] Staffing Plan [ ] Work Plan and Schedule [ ] Attachment 1: Proposal Form [ ] Attachment 4: Cost Proposal Submission Form

b. Categories.

The evaluation criteria and their respective weights are as follows:

Cover Letter Not Scored

Qualifications and Experience: 25

Staffing Plan: 25

Work Plan and Schedule 25

Cost Proposal: 25

Total Points Possible: 100

c. Evaluation Methodology

i. Evaluation Committee Scoring - A County Evaluation Committee (CEC) will evaluate sections 8b through 8d of all responsive proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth in this RFP.

Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

i. Cost Proposal Scoring (§ 7e) - A cost score will be determined for each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposers X cost points possible = cost score cost being scored

11. NEXT STEP DETERMINATION

County may determine Apparent Successful Proposer at the conclusion of Round 1 or may conduct additional rounds of evaluation if in the best interest of the County. If a second round is conducted, scores from Round 1 will be added to scores from Round 2 to determine the Apparent Successful Proposer.

Establishing a Competitive Range - If County determines to move to additional rounds of evaluation, a competitive range may be determined. Proposers with the 3 highest Round 1 submissions will advance to the next round. County may increase or decrease the number of Proposers advancing to Round 2 if there is a natural break in the scores. Additional rounds of evaluation may consist of, but will not be limited to:

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a. Additional Submission Items Additional items may be requested to be submitted in Round 2. What will be requested will be determined after the scoring of Round 1.

b. Interview Proposer may be asked to attend an interview.

12. AWARD NOTICE AND ACCEPTANCE PERIOD

a. The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

b. After the evaluation of proposals and final consideration of all available pertinent information, the County will either reject all proposals or issue a written notice of intent to award the contract. The notice shall identify the apparent best evaluated proposal and the notice shall be provided to all proposers submitting a timely proposal. The notice shall not create any rights, interests, or claims of entitlement in the apparent best evaluated proposer.

c. The apparent best evaluated proposer should be prepared to enter into a contract with the County which shall be substantially the same as the Contract for Services in Exhibit 1 to this RFP. Notwithstanding, the County reserves the right to add terms and conditions, deemed to be in the best interest of the County, during final contract negotiations.

d. If a proposer fails to promptly sign and return the contract drawn pursuant to this RFP and final contract negotiations, the County may cancel the award and award the contract to the next best evaluated proposer.

13. PROTEST AND APPEALS

A proposer may protest the award of a contract or the intent to award a contract, whichever comes first, if the conditions set forth in ORS 279B.410(1) are satisfied. The protest must be submitted via email to the Contracts and Procurement Manager at cschlag@co.marion.or.us within seven (7) days after issuance of the notice of intent to award the contract. Please mark the email subject line “Protest for HE1241-22 – Communicable Disease Control & Prevention”.

All letters of protest shall clearly identity the reasons and basis for the protest. The Contracts and Procurement Manager will issue a written disposition in a timely manner as set forth in ORS 279B.410(4), which shall include the reason for the action taken and the process for appealing the decision. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County’s contract award decision.

14. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules found at http://www.co.marion.or.us/FIN/Pages/contracts.aspx, govern this RFP.

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b. RFP Amendment, Cancellation and Right of Rejection.

i. The County reserves the unilateral right to amend this RFP in writing at any time by posting the addendum on the OREGONBUYS website. The County may extend the deadline for submission of proposals by written addendum. Proposers are responsible to view the website periodically for any addendum to the RFP. Proposers shall respond to the final written RFP, its exhibits and attachments, and all addenda. The County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

ii. The County reserves the right, in its sole discretion, to waive minor informalities in proposals provided such action is in the best interest of the County. Where the County waives minor informalities in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP.

Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

c. Confidentiality.

The County will retain a master copy of each proposal to this RFP, which becomes public record after the notice of intent to award unless the proposal or specific parts of the proposal can be shown to be exempt by law under ORS Chapter 192. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS 192.311-431 or otherwise is exempt from disclosure under the Oregon Public Records Law, that proposer shall complete and submit the Attachment 2: Trade Secret Form and a fully redacted version of its proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the proposal as confidential, in whole or in part, as exempt from disclosure is not acceptable. County advises each proposer to consult with its own legal counsel regarding disclosure issues. If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure, proposer has waived any future claim of non-disclosure of that information.

d. Proposer Responsible for Incurred Costs.

The County shall not be liable for any expenses incurred by proposer in both preparing and submitting its proposal or contract negotiation process, if any.

e. Cooperative Purchasing.

Pursuant to ORS 279A.205 thru 279A.215, other public agencies within the State of Oregon may use the purchase agreement resulting from this Request for Proposals unless the Proposer expressly notes in their proposal that the prices quoted are available to the County only. The condition of such use by other agencies is that any such agency must make and pursue contact, purchase order, delivery arrangements, and all contractual remedies directly with the successful Proposer; the County accepts no responsibility for performance by either the successful Proposer or such other agency using this agreement. With such condition, the County consents to such use by any other public agency within the State of Oregon.

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15. ATTACHMENTS AND EXHIBITS

Attachment 1: Proposal Form Attachment 2: Trade Secret Form Attachment 4: Cost Worksheet Exhibit 1: County Contract for Services

16. PROPOSAL SUBMISSION CHECKLIST FOR PROPOSERS

[ ] Cover Letter [ ] Qualifications and Experience [ ] Staffing Plan [ ] Work Plan and Schedule [ ] Attachment 1: Proposal Form [ ] Attachment 2: Trade Secret Form (optional) [ ] Attachment 4: Cost Worksheet

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Attachment 1 - Proposal Form

OFFEROR NAME: _______________________________________________________________________________________

ADDRESS: _____________________________________________________________________________________________

TELEPHONE NUMBER: _________________ EMAIL: ______________________ WEB SITE: ____________________

TAXPAYER ID NUMBER: _______________ DATE/STATE OF INCORPORATION: _____________________________

BUSINESS DESIGNATION: Corporation Sole Proprietor Partnership S Corporation Non-Profit Government Other: __________________________________________________

CERTIFICATION/LICENSE NUMBER: __________________________________________________

The undersigned further acknowledges, attests and certifies individually and on behalf of the Proposer that:

1. That this proposal is, in all respects, fair and without fraud; that it is made without collusion with any official of the county;

and that the proposal is made without any collusion with any person making another proposal on this Contract.

2. Information and prices included in this proposal shall remain valid for ninety (90) days after the proposal due date or until a Contract is approved, whichever comes first.

3. The Proposer acknowledges receipt of all Addenda issued under the RFP.

4. The Proposer certifies that it does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, handicap, financial ability, age or other non-job-related factors as per ORS 659 and USC 42 2000e.

5. The Proposer, acting through its authorized representative, has read and understands all RFP instructions, specifications, and terms and conditions contained within the RFP and all Addenda, if any;

6. The Proposer agrees to and shall comply with, all requirements, specifications and terms and conditions contained within the RFP, including all Addenda, if any;

7. The proposal submitted is in response to the specific language contained in the RFP, and Proposer has made no assumptions based upon either (a) verbal or written statements not contained in the RFP, or (b) any previously-issued RFP, if any.

8. The Proposer agrees that if awarded the Contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award;

9. The signatory of this Proposal Form is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this proposal document and all Addenda, if any, issued, and to execute this proposal document on behalf of Proposer.

10. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposal Form and the submitted proposal are truthful, complete and accurate. Failure to provide information required by the RFP may ultimately result in rejection of the proposal.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS - The Offeror certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency.

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2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in item number 2 of this certification;

4. Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the performance of a public or private contract;

5. Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a public or private contract; and

6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.

Where Offeror is unable to certify to any of the statements in this certification, Offeror shall attach an explanation to their offer. The inability to certify to all of the statements may not necessarily preclude Offeror from award of a contract under this procurement.

IF THE PROPOSAL IS MADE BY A JOINT VENTURE, IT SHALL BE EXECUTED BY EACH PARTICIPANT OF THE

JOINT VENTURE.

THIS OFFER SHALL BE SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE PROPOSER; ANY

ALTERATIONS OR ERASURES TO THE OFFER SHALL BE INITIALED IN INK BY THE UNDERSIGNED

AUTHORIZED REPRESENTATIVE.

SIGNATURE OF PROPOSER'S DULY AUTHORIZED REPRESENTATIVE FOR ALL SECTIONS:

Authorized Signature: __________________________________________________________

Print Name: __________________________________________________________________

Title: _______________________________________________________________________

Contact Person (Type or Print): ___________________________________________________

Telephone Number: (___) _____________________

Email: __________________________

The Offeror will notify the County representative on the cover page of this RFP within 30 days of any change in the information provided on this form.

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Attachment 2 - Trade Secret Form

1. I am an authorized representative of the Proposer, I have knowledge of the Request for Proposals referenced herein, and I have full authority from the Proposer to submit this Trade Secret Form and accept the responsibilities stated herein.

2. I am aware that the Proposer has submitted a Proposal, dated on or about (the “Proposal”), to Marion County in response to Request for Proposals HE1241-22, for Communicable Disease Control & Prevention and I am familiar with the contents of the RFP and Proposal.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.431, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Proposal is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. I have reviewed the information contained in the Proposal. The Proposer believes the information listed in Exhibit A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

i. is not patented,

ii. is known only to certain individuals within the Proposer’s organization and that is used in a business the Proposer conducts,

iii. has actual or potential commercial value, and

iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

or

B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

ii. Is the subject of efforts by the Proposer that are reasonable under the circumstances to maintain its secrecy.

5. I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law.

Authorized Representative Signature

Proposer identifies the following information as exempt from public disclosure:

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Attachment 4 - Cost Worksheet

Service QTY * UOM Unit Price Extended Specimen collection (not venous blood draw) 250 ea ‐$

Injection Administration 1000 ea ‐$

Venous Blood Draw 100 ea ‐$

Non‐emergent Transportation 50 mile ‐$

Data Entry (ex. Alert IIS) 1400 per record ‐$

* Quantities used are for calculation purposes only.

Scored cost

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Exhibit 1 - County Contract for Services

The Contract for Services (provided in the following pages) contains capitalized and bracketed items that shall be replaced with appropriate information in the final contract.

[County Contract for Services on Next Page]