HRFP2402 IPRO 575 AMD 1 Spanish Language Interpreter Training Services spec.doc

STATE OF IDAHO

THE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)

Spanish Language Interpreter Training Services

HRFP2402 / IPRO 575

Issue Date 08/22/2024 Amendment 1 09/xx/2024

TABLE OF CONTENTS

Page

1RFP ADMINISTRATIVE INFORMATION

OVERVIEW

QUESTIONS

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

PROPOSAL FORMAT

PROPOSAL REVIEW, EVALUATION, AND AWARD

MANDATORY SUBMISSION REQUIREMENTS

Business Information Organization and Staffing

SCOPE OF WORK

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE

APPENDIX B -- REPORTS

APPENDIX C -- STATE OF IDAHO CONTRACT TERMS AND CONDITIONS

APPENDIX D -- RIDERS

APPENDIX E -- IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

ATTACHMENT 1 -- OFFEROR QUESTIONS

ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 -- PRE-PROPOSAL CONFERENCE REGISTRATION FORM

ATTACHMENT 4 -- STATE SIGNATURE PAGE

ATTACHMENT 5 -- COVER FORM

ATTACHMENT 6 -- CRITICAL ACCESS HOSPITALS MAP

ATTACHMENT 7 -- RURAL HEALTH CLINICS MAP

RFP ADMINISTRATIVE INFORMATION TC "RFP ADMINISTRATIVE INFORMATION" \f C \l "1"

Grants/Contracts Officer Patricia.Thomas@dhw.idaho.gov

Submit Proposal to:

Submit electronically via IPRO Electronic Submission:

IPRO LOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Friday, 08/30/2024, 9:30 a.m. Mountain Time By WebEx only You must email the RFP Lead by the Pre-Proposal Registration Deadline to receive conference details. Late registrations will not be guaranteed to receive conferencing information. There will not be an in-person conference.

The Department conducts Virtual Electronic Bid Openings only.

OVERVIEW TC "1

OVERVIEW" \f C \l "1" 1.1 Purpose The Department’s Division of Public Health is seeking a Contractor to provide Spanish language medical interpreter training services for Idaho's rural healthcare workforce serving Spanish speaking individuals.

1.2 Background Information The Department’s mission is to be Idaho’s trusted resource for equitable access and quality healthcare in rural and underserved populations.

Because Idaho is a large and mostly rural western state, geography and distance impact the health and safety of Idahoans. The residents of Idaho’s rural communities tend to be older, experience higher rates of poverty and lower per capita income, and have higher uninsured rates, as compared to their urban counterparts.

The Department implements programs and provides resources to improve access to healthcare. They currently administer federal and state programs aimed at improving the health of Idaho’s rural and medically underserved residents. These efforts include clinician loan repayment programs, health workforce initiatives, health professional shortage area designations, education and resources for critical access hospitals, rural health clinics, and free medical clinics, and support for implementing population health methods. The Department also administers the Idaho Healthcare Directive Registry.

Key programs include:

The Small Hospital Improvement Program (SHIP) and the Medicare Rural Hospital Flexibility Program (FLEX), which supports improvements in the quality of health care provided in communities served by the twenty-seven (27) Critical Access Hospitals (CAHs) by improving the financial and operational performance of the CAHs and supporting communities in developing collaborative regional and local delivery systems.

The Idaho State Office of Rural Health (SORH), which is a centralized clearing house for Idaho rural health organizations to avoid duplication and strengthen alliances and partnerships with entities serving rural communities. SORH releases a variety of grant opportunities and information to rural partners and stakeholders. Program activities include: a series of certified instructor led Spanish language medical interpreter courses, the state Rural Physician Incentive Program (RPIP) loan repayment program and the Rural Health Care Access Program (RHCAP). RHCAP awards can be utilized by healthcare agencies for recruitment and retention assistance, and to fund projects to improve healthcare access in Health Professional Shortage Areas (HPSAs). The SORH Health Program Manager (HPM) also provides technical assistance (TA) to public and nonprofit private entities pertaining to participation in federal, state, and nongovernmental rural health related programs, grants, loans and other funding sources. The HPM also provides TA support to forty-nine (49) fifty-one (51) Idaho Rural Health Clinics.

The Idaho Primary Care Office (PCO), which administers health professional shortage designations, works with the sixteen (16) Idaho Free Medical Clinics, the J-1 Visa Waiver Program and 3RNet, a national rural recruitment and retention network. In 2024, the PCO reported that one hundred percent (100%) of Idaho was a federally designated mental health professional shortage area, ninety-eight point two percent (98.2%) of Idaho was a federally designated shortage area in primary care, and ninety-five percent (95%) of Idaho was a federally designated dental health professional shortage area.

The Idaho Healthcare Directive Registry, is a secure cloud-based system that allows Idaho residents to safely create, store, and share their Advance Directive and POST (Physician Orders for Scope of Treatment).

The Rural Nursing Loan Repayment Program (RNLRP) is a state-based program for registered nurses and licensed practical nurses practicing direct care in rural and underserved areas in Idaho. All eligible nurses must be located in an eligible area within Idaho.

Spanish Language Interpreter Training and Certification key points:

In 2019, the growth of the Hispanic population in Idaho exceeded the overall state's growth rate. According to estimates from the United States Census Bureau, the number of Hispanics in Idaho increased by three point three percent (3.3%) during that year. In contrast, the total population of Idaho experienced a growth rate of two point one percent (2.1%) in 2019.

The Idaho Department of Labor reported that the Hispanic population in the state rose from two hundred twenty-two thousand two hundred six (222,206) in 2018 to two hundred twenty-nine thousand four hundred ninety (229,490) in 2019. According to 2022 Census Data, thirteen point zero six percent (13.06%) of the population in Idaho is classified as Hispanic.

The Idaho Bureau of Rural Health and Primary Care has offered Spanish Language Interpreter Certification Training for approximately the past eight (8) years. These interpreter training certification programs have sought to:

1. Enhance the skills and professionalism of interpreters working in Idaho healthcare;

2. Align the curriculum content with the needs, preferences and culture of the local Idaho markets;

3. Provide culturally and linguistically appropriate interpreter services;

4. Enhance access to primary healthcare care for all Idahoans; and

5. Promote utilization of trained/certified healthcare interpreters to demonstrate professional competence.

QUESTIONS TC "2

QUESTIONS" \f C \l "1" 2.1 Restrictions on Communications

From the issue date of this RFP, until a Contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with Department staff, evaluation committee members, or other associated individuals, except the Department’s RFP Lead.

2.2 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to ask questions of Department staff. All interested parties are invited to participate by an established call-in number. To receive conference details, participants must register for the Pre-Proposal Conference no later than Thursday, 08/29/2024, 3:00 p.m. Mountain Time by submitting the completed Attachment 3 -- Pre-Proposal Conference Registration Form via e-mail to the RFP Lead at Patricia.Thomas@dhw.idaho.gov. Late registrations will not be guaranteed to receive conferencing information. Vendors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the Department during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the vendor’s own expense.

2.3 Questions and Vendor Proposed Modifications and Exceptions to Requirements, Terms, or Conditions

Questions must be submitted, by email, to the RFP Lead by the date and time indicated in the RFP Administrative Information Section, page 1 of this RFP in order to be considered. Vendors are strongly encouraged to submit any proposed questions, and or modifications to the requirements, terms, or conditions at this time. Written questions must be submitted using Attachment 1 -- Offeror Questions and requested modifications and or exceptions, must be submitted using Attachment 2 -- Modification and Exception Form. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. Official answers to all written questions will be posted on the State’s eProcurement system (IPRO) as an amendment to this RFP.

2.3.1 Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

a.

The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

b.

Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

c.

Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.3.2 The State will not consider any modifications or exceptions that are not identified specifically on Attachment 2 or that are submitted after the Question deadline.

2.3.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted, or negotiated.

2.3.4 Except as otherwise provided in the Solicitation document, including the State of Idaho Contract Standard Terms and Conditions (updated July 2024) the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Question deadline.

2.3.5 Proposals which condition the Proposal based upon the State accepting other terms and conditions not found in the RFP, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Proposal will be given.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TC "3

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS" \f C \l "1" 3.1 General Instructions

3.1.1 Proposals must be submitted as detailed in 3.1.6 below. Except as otherwise addressed in this Solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2 Alternate proposals are not allowed.

3.1.3 All files must be in Microsoft Word, Excel or searchable PDF format. The only exceptions are Attachment 1 – Offeror Questions and Attachment 2 -- Modification and Exception Form which must be submitted in Word format. The electronic version must NOT be password protected or locked in any way.

3.1.4 All Offerors participating in this Solicitation must establish an account in the IPRO system as it is necessary in order to submit your response and award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.1.5 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the Closing Date to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.

3.1.6 Both the Technical Proposal and the Appendix A - Cost Proposal and Billing Procedure must be submitted electronically through IPRO. Failure to input this data in IPRO will result in the Proposal being found non-responsive. Download the Excel spreadsheet titled “Appendix A – Cost Proposal and Billing Procedure” found in the Question Section of IPRO. Complete the spreadsheet, upload it back into IPRO in an Excel spreadsheet format. Upload your Technical Proposal into the appropriate Question Section in IPRO.

3.1.7 The current version of the Solicitation Instructions to Vendors is incorporated by reference into this Solicitation, and attached or referenced in any resulting Contract, as if set forth in their entirety. This document can be downloaded at https://purchasing.idaho.gov/information-for-vendors/; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or purchasing@adm.idaho.gov. Failure by any Offeror to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for an Offeror’s failure to consider the State of Idaho Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS: The State of Idaho Contract Terms and Conditions have been adapted for use by the Department of Health and Welfare and are included with this Solicitation as Appendix C.

3.2 Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the materials be treated as exempt from disclosure and how material complies with the Public Records Law.

3.2.3 If your Technical Proposal contains trade secret information, you must also upload a redacted copy with all trade secret information removed or blacked out. The redacted copy must be uploaded into IPRO into the appropriate Question Section in IPRO with the word “redacted” in the file name.

3.3 Electronic Submission of Proposals 3.3.1 Proposals must be submitted through IPRO, at https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA. When submitting through IPRO, upload your Technical Proposal and Appendix A - Cost Proposal and Billing Procedure, and all other required submittal items in the appropriate Question Sections. Remember to submit an additional redacted version of the TECHNICAL PROPOSAL if you have identified trade secrets.

3.3.2 The Technical Proposal and Appendix A - Cost Proposal and Billing Procedure must be separate files submitted at the same time.

3.3.3 Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response.

PROPOSAL FORMAT TC "4

PROPOSAL FORMAT" \f C \l "1" These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each Section, including page numbers of major subsections.

4.2 Format Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP Section from the Offeror’s response.

4.3 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) Section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME)

Mandatory and Evaluated Response - failure to respond to any (ME) Section, or to comply with any mandatory specification or requirement in an (ME) Section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the Section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any M, ME or E requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD TC "5

PROPOSAL REVIEW, EVALUATION, AND AWARD" \f C \l "1" 5.1 Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive.

5.1.2 Evaluation Criteria

Technical Proposal:

Mandatory Submission Requirements Met Pass/Fail

Business Information (Section 7) 85 points

Organization and Staffing (Section 8) 65 points

Scope of Work (Section 9) 450 points

Cost Proposal:

Cost Proposal and Billing Procedure (Appendix A) 400 points

Total Points 1000 points

5.2 Technical Proposal

5.2.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2 The Technical Proposal will be reviewed, evaluated, and scored by one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3 The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest overall total technical score will receive a score of six hundred (600) points. Other Technical Proposals will be assigned a portion of the maximum score using the formula:

X raw score of Technical Proposal being evaluated highest raw technical score

5.3 Oral Presentations/Demonstrations 5.3.1 Oral demonstrations will not be conducted for this RFP.

5.4 Appendix A - Cost Proposal and Billing Procedure 5.4.1 The Appendix A - Cost Proposal and Billing Procedure will be reviewed first to determine if it meets the mandatory requirements of the RFP. All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.4.2 The Appendix A - Cost Proposal and Billing Procedure will only be evaluated for Offerors who receive the top three (3) technical scores.

5.4.3 The scores for the Appendix A - Cost Proposal and Billing Procedure will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Appendix A. The Proposal with the lowest TOTAL CONTRACT AMOUNT FOR ONE (1) YEAR will receive a score of four hundred (400). Other Proposals will be assigned a portion of the maximum score using the formula:

X lowest Cost Proposal and Billing Procedure Cost Proposal and Billing Procedure being evaluated

5.5 Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, conduct a review to determine if the apparent high point Offeror is responsible. As part of the responsibility review, the RFP Lead may:

5.5.1 Require the apparent high point Offeror to provide credit or financial reports to the satisfaction of the Department.

5.5.2 Require the apparent high point Offeror to provide a reference list and contact the Offeror’s references, which may include sending references a reference questionnaire.

5.5.3 Conduct other responsibility reviews at the discretion of the RFP Lead.

Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS TC "6

MANDATORY SUBMISSION REQUIREMENTS" \f C \l "1" A complete response begins with the mandatory items identified in this list and the following Sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

(M) State Signature Page: Upload a completed, signed, Attachment 4 -- State Signature Page in the appropriate Question Section of IPRO.

(M) Cover Form: Upload a completed, signed, Attachment 5, Cover Form in the appropriate Question Section of IPRO

(M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52. Upload a completed, signed, Acknowledgement of Amendments form in the appropriate Question Section of IPRO.

Section 7: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 8: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 9: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

(ME) Appendix A - Cost Proposal and Billing Procedure: Offerors are required to upload their Appendix A – Cost Proposal and Billing Procedure in the Question Section in IPRO in an Excel spreadsheet format.

Technical Proposal: Offerors are required to upload their Technical Proposal in the Question Section in IPRO.

Trade Secret Redactions: If applicable, the Offeror must upload a redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.2

Insurance: Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a Contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract. DO NOT SUBMIT WITH PROPOSAL.

Business Information TC "7 Business Information" \f C \l "1" 7.1

(E) Business Profile

Provide a profile of your business including Offeror’s business history, description of current service area, and customer base. Ensure your response provides the details requested.

7.1.1 Does your company have previous experience working on similar projects where funding was through a governmental entity and required compliance with state and federal laws, rules, regulations, policies and guidelines that governed performance of the services? Provide details.

7.2

(E) Experience

Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Ensure your response provides the details requested.

7.2.1 Does your company have experience providing education to Idaho’s Rural Health Clinic (RHC), Federally Qualified Health Center (FQHC) and/or Critical Access Hospital (CAH) Medical Interpreter course delivery in Idaho in the past five (5) years? Provide details.

7.2.2 Does your company have a minimum of three (3) years’ experience with developing curriculum for medical interpreter courses? Provide details.

7.2.3 Does your company have a minimum of three (3) years’ experience conducting medical qualification courses that incorporate information from the National Standards of Practice for Interpreters in Healthcare and the National Code of Ethics for Interpreters in Healthcare? Provide details.

7.3 Faith-based Organization

If you are a faith-based organization describe how you will:

7.3.1 Segregate Contract funds in a separate account if federal funds;

7.3.2 Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

7.3.3 Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

7.3.4 Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

7.3.5 Ensure that Contract funds are not expended on inherently religious activities; and

7.3.6 Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.

Organization and Staffing TC "8 Organization and Staffing" \f C \l "1" Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.1

(E) Project Lead

Identify the person who will be the dedicated Project Lead if Offeror is awarded a Contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this Section.

8.2

(E) Key Personnel and Qualifications

Provide a list of key management, customer service and other roles to be used in the fulfillment of the Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3 Subcontractors

If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two (2) entities is considered that of a contractor-subcontractor for the purpose of this Section, regardless of whether a relationship is based on an actual written Contract between the two (2).

8.3.1 If you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with Contract requirements.

8.3.2 Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract (including requisite qualifications/experience).

8.3.3 If applicable, provide resumes for those subcontractors who will be managing and or directly providing services under the Contract.

8.3.4 Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all requirements.

8.3.5 Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed.

8.3.6 If you do not intend to utilize subcontractors, provide a statement to that effect.

Note: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above.

SCOPE OF WORK (SOW) TC "9

SCOPE OF WORK" \f C \l "1" All Sections of the SOW are required Contract services. Use this Proposal outline as part of your response to the RFP by restating each Section number and then providing your response. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. Describe how you will meet each requirement marked (ME) Mandatory Evaluated and (E) Evaluated by describing, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without additional supporting information); as well as how your organization plans to meet SOW requirements detailed in this RFP. The Proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the SOW successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work. By providing a response to this Solicitation, you affirm you agree to and will comply with the following requirements.

I.

GENERAL REQUIREMENTS

A.

The Contract is funded by the State Office of Rural Health Grant awarded July 1, 2024, through the Health Resources and Services Administration (HRSA).

B.

The Contract supports the Idaho Department of Health and Welfare Strategic Plan and the Division of Public Health priorities.

C.

The Contractor must provide a point of contact to the Contract Monitor. If a change in key staffing pertaining to this Contract occurs during the Contract timeframe, the Contractor must notify the Contract Monitor of the change within thirty (30) calendar days of the change.

D.

The Contractor must receive prior written approval from the Department for any deviations from the budgeted services/activities. The Contractor must be financially responsible for costs deemed unallowable or unapproved by the Contract Monitor.

E.

For the general monitoring of the Contract, the Contractor must maintain and have available for review all reporting and evaluation data and information for activities, and financial data as

F.

The Contractor must ensure that procedural safeguards are followed in confidentiality requirements according to IDAPA 16.05.01, Use and Disclosure of Department Records.

G.

The Contractor must adhere to the Federal Office of Management and Budget (OMB) Circular 2 CFR 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, located at https://federalregister.gov/a/2013-30465.

II.

(E) CONTRACT SERVICES AND ACTIVITIES

Describe how you will meet the following requirements.

A.

The Contractor must provide up to three (3) Spanish language medical interpreter courses per Contract year. The Department will approve the course schedule including which courses must be offered during the Contract year and the method of delivery (e.g., in-person or online in a synchronous virtual format provided by the Contractor), and, when applicable, location of the courses. In-person trainings may be required in any city in Idaho. If the Department receives additional funding and/or the need arises, additional courses may be requested.

1.

All courses must incorporate information from the National Standards of Practice for Interpreters in Healthcare and the National Code of Ethics for Interpreters in Healthcare. The qualification courses must also include materials and information to prepare participants for the course certification exam that the Contractor must provide upon course completion.

2.

The Contractor must deliver up to three (3) courses over the Contract year. The Department will choose which courses are offered. If the Department receives additional funding and/or the need arises, additional courses may be requested. The Contractor must be able to deliver the following courses, typically taught completely in Spanish:

a.

A Medical Interpreter Qualification course (two [2] days each) with certification exam upon completion;

b.

A Medical Interpreter Bootcamp course (two [2] days each) with certification exam upon completion; and c.

A Medical Interpreter Refresher Training course (one [1] day each) that includes in depth medical terminology learning and practice.

B.

The Contractor must provide pre- and post-course planning/preparation, course registration, enrollment, instruction, and monitoring as follows:

1.

Course participants include staff of Critical Access Hospitals, Rural Health Clinics, Federally Qualified Health Centers, Community Health Centers and other rural health staff per course eligibility defined by the Department. The Department will assist the Contractor with initial communication coordination;

2.

All in-person and virtual courses must be held on mutually agreed upon dates and locations arranged by the Contractor throughout rural Idaho and approved by the Department;

3.

The Contractor must develop and implement a pre- and post- assessment of each enrolled student;

4.

The Contractor must provide a list of the results of the pre- and post- assessments to the Department along with a list of the students who completed the course.

5.

If courses are to be delivered virtually, the Contractor must:

a.

Provide an online platform and any needed technical support for course instruction.

b.

Prior to beginning instruction, conduct a brief introduction to the online platform to be used for instruction, to ensure all students are proficient and comfortable with the platform.

c.

Provide guest access to the course for Bureau of Rural Health and Primary Care staff and provide five (5) minutes for Bureau staff introduction at the beginning of each course.

6.

The Contractor must provide, coordinate, and manage registration for all course enrollees and ensure that a minimum of ten (10) participants are enrolled prior to each course start date with effort to enroll up to fifteen (15) participants.

C.

The Contractor must not disclose any information related to this project or information regarding the Contractor's involvement in this project to any party without the express written consent of the Department's Contract Monitor or Contract Manager.

III.

(E) RECORDS AND DOCUMENTATION

Describe how you will meet the following requirements. Include completion rates and participant feedback.

A.

The Contractor must:

1.

Submit a course description, course curriculum, and an agenda for each course to the Department forty-five (45) calendar days after the Contract effective date.

2.

Provide any required pre-course materials to course registrants at least (5) business days before the course start date or within twenty-four (24) hours of registration, whichever is earlier.

3.

Provide printing services for each of the training courses, (i.e., handouts and presentation slides), if hard copy materials are required.

4.

Provide a link to materials, and ensure they are in a format typically able to be opened by participants, i.e. Word, Portable Document Format (PDF), if courses are delivered via an online delivery method.

5.

Develop and implement a pre- and post- assessment of each enrolled student.

6.

Provide a list of the results of the pre- and post- assessments to the Department fifteen (15) calendar days after course completion.

7.

Keep a record of attendance for each course for both days, and forward attendance record to the Department within five (5) business days after course.

8.

Submit a list of the participants' skill level post-course completion and exam scores, when applicable, to the Department thirty (30) calendar days after course completion.

9.

Deliver certificates of completion to students who successfully pass courses (hard-copy or electronic) within thirty (30) calendar days of course completion.

IV.

QUALITY ASSURANCE

(E) Provide a sample quality assurance plan of a similar scope to the requirements in this RFP.

A.

The Contractor must implement and maintain a Department-approved Quality Assurance Plan within ninety (90) calendar days of the Contract effective date. The plan must document the processes to be used in ensuring that quality services are provided. Quality assurance is an inherent responsibility of the Contractor. As such, any costs related to quality assurance activities by the Contractor must be included in the Contractor's overall costs. The Contractor must meet at the Contract Monitor's request to review the status of projects.

V.

TRANSITION PLAN

A.

The Contractor must provide and maintain a Department-approved Transition Plan within ninety (90) calendar days of the Contract execution date. The plan must comply with the requirements of the Contract. The objectives of the Transition Plan are to minimize disruption of services provided to the Department and to provide for an orderly and controlled transition of the Contractor's responsibilities back to the Department or to a successor if the Contractor cannot complete the responsibilities of the Contract during the Contract term.

VI.

ADDITIONAL WORK ASSIGNMENTS OR PROJECTS

A.

The Department may request that the Contractor provide additional services directly related to the Contracted services. The Department will contact the Contractor if additional services are required. The Contractor must work with the Department to develop a work plan and budget based on the additional services.

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE TC "APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE" \f C \l "1" (ME) Appendix A “Cost Proposal and Billing Procedure” must be downloaded from IPRO, completed and uploaded back into the Question Section in IPRO in an Excel spreadsheet format.

The Offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, profit, supplies, local/non-local travel, per diem, implementation, quality control, transition, and interpretation/translation.

There will be no Administrative Fee to the Contract Purchase Order (CPO) resulting from this Solicitation per Paragraph 5 of the State of Idaho Standard Contract Terms and Conditions.

Part 1. Cost:

The Contract resulting from this RFP will be a COST REIMBURSEMENT plus FIRM FIXED FEE, INDEFINITE QUANTITY Contract.

The "Estimated Number of Units" shown in the cost matrix found in the Question Section of this RFP posting in IPRO is the Department's best estimate of units that may be experienced during the first year of the Contract. Estimated quantities are for evaluation and award purposes, based on the Department’s best estimate, and are not binding on the Department. Offerors must input their Cost Per Unit information (numbers only) in the blue cells. The Total Cost of Service will be automatically calculated by multiplying the Cost Per Unit by the Estimated Number of Units. This is the total amount proposed for performing all requirements under the Contract for one (1) year. Offerors must not alter the format of, or any numbers contained in, any matrix. Any Proposal not complying with this requirement will be deemed non-responsive and will receive no further consideration for award of a Contract.

Costs must remain firm throughout the life of the Contract, unless otherwise agreed to by the Department and modifications will only be considered under extenuating circumstances.

Part 2. Billing Procedure:

The Contractor must provide an invoice and the respective reports as required in the report section of this Contract within fifteen (15) business days after each course provided. No invoice will be accepted or paid without the required reports.

The Contractor must provide the following information with each invoice:

1. All Contract services delivered during the billing period, identified by each item as reflected in the cost matrix and the total for each

2. Total amount billed for the billing period

3. Contract number

4. Dates of service

5. Contractor name, address, phone number, and/or email address

6. Invoice number

Invoices and reports must be submitted to: {information will be provided in the resulting Contract}.

Final invoices and reports must be submitted to the Department no later than thirty (30) calendar days after the Contract expiration date. Invoices received without the required report(s)/documentation will be returned to the Contractor for resubmission with the required final report(s)/documentation.

APPENDIX B -- REPORTS TC "APPENDIX B -- REPORTS" \f C \l "1" Report Description:

Idaho Medical Interpreter Qualification Course Report - The report must contain an attendee list, participant evaluation and post-knowledge change results, and summary discussion points.

Report Format:

To be agreed upon between the Department and Contractor

Report Due Date:

Fifteen (15) calendar days post course completion.

Report Description:

Idaho Medical Interpreter Bootcamp Course Report - The report must contain an attendee list, participant evaluation and post-knowledge change results, and summary discussion points.

Report Format:

To be agreed upon between the Department and Contractor

Report Due Date:

Fifteen (15) calendar days post course completion.

Report Description:

Idaho Medical Interpreter Refresher Training Course Report - The report must contain an attendee list, participant evaluation and post-knowledge change results, and summary discussion points.

Report Format:

To be agreed upon between the Department and Contractor

Report Due Date:

Fifteen (15) calendar days post course completion.

APPENDIX C -- STATE OF IDAHO CONTRACT TERMS AND CONDITIONS TC "APPENDIX C -- STATE OF IDAHO CONTRACT TERMS AND CONDITIONS" \f C \l "1" Article 1 – General Terms and Conditions

1.1. Definitions. Except as defined otherwise in this Contract, the following terms shall have the following meanings, whether capitalized or not, unless the context requires otherwise. Terms not defined within this Contract shall have the meanings defined in Idaho Code section 67-9203 and in IDAPA 38, title 05, chapter 01, Rules of the Division of Purchasing.

1.1.1. “Agency” means the board, commission, department, agency, or office of the State receiving the Property provided by the Contractor pursuant to this Contract.

1.1.2. “Contract” means this written agreement between Contractor and the State for the acquisition of property, which may be the result of a solicitation, and which may include the Solicitation or specification document and the accepted portions of the bid or proposal and other documents as identified herein, unless the context means one or more agreements with other contractors or for the acquisition or other property.

1.1.1. “Contractor” means the offeror, bidder, or proposer selected under the Solicitation to enter a contract with the State and identified as the Contractor in the heading above in this Contract.

1.1.2. “Data Breach” means any unauthorized access to or acquisition of Non-Public State Data following a Security Incident that compromises the security, confidentiality, or integrity of the Non-Public State Data, or the ability of the State to access the Non-Public State Data.

1.1.3. “Non-Public State Data” means State Data that is not subject to distribution to the public as public information. It is deemed to be sensitive and confidential by the State because it contains information that is exempt by statute, ordinance or administrative rule from access by the general public as public information. Non-Public State Data includes, but is not limited to, Personal State Data.

1.1.4. “Personal State Data” means State Data, which alone or in combination with other data, includes information relating to an individual that identifies the individual by name, identifying number, mark, or description that can be readily associated with a particular individual and which is not a public record. Personal State Data includes but is not limited to the following personally identifiable information (PII): government-issued identification numbers (e.g., Social Security, driver’s license, passport); financial account information, including account number, credit or debit card numbers; Protected Health Information (PHI) relating to a person; or education records covered by the Family Educational Rights and Privacy Act (FERPA), as amended, 20 U.S.C. 1232g, records described at 20 U.S.C. 1232g(a)(4)(B)(iv).

1.1.5. “Property” means goods, services, parts, supplies, and equipment, both tangible and intangible, including but not limited to, designs, plans, programs, systems, techniques, and any rights or interests in such property.

1.1.6. “Protected Health Information (PHI)” means individually identifiable health information held or transmitted by electronic media, maintained in electronic media, or transmitted or maintained in any other form or medium. PHI also includes but may not be limited to information that is a subset of health information, including demographic information collected from an individual, and 1) is created or received by a health care provider, health plan, employer, or health care clearinghouse; and 2) relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; and a) that identifies the individual; or b) with respect to which there is a reasonable basis to believe the information can be used to identify the individual.

1.1.7. “Purchasing Administrator” means the administrator of the Department of Administration, Division of Purchasing.

1.1.8. “Purchasing Authority” means the state entity authorized to enter into the Contract, which shall be either the Department of Administration, Division of Purchasing, or the Agency.

1.1.9. “Security Incident” means the unauthorized access to Contractor’s network that the Contractor or the State believes could reasonably result in the use, disclosure, or theft of the State’s Non-Public State Data within the possession or control of Contractor. A Security Incident also includes a security breach to Contractor’s system, regardless of if Contractor is aware of unauthorized access to the State’s Non-Public State Data. A Security Incident may or may not turn into a Data Breach.

1.1.10. “Software” means a series of instructions or statements in a form acceptable to a machine that processes data and is designed to cause the machine to execute an operation or operations. Software includes, but is not limited to operating systems, assemblers, compilers, interpreters, data management systems, utility programs, and Automatic Data Processing Equipment Maintenance/Diagnostics programs.

1.1.11. “State” means the state of Idaho including each board, commission, department, agency, or office of the state of Idaho, unless the context means one or more other states of the United States.

1.1.12. “State Data” means all information and data developed, documented, derived, stored, installed, or furnished by the State under the Contract, including all data related to records owned by the state of Idaho.

1.1.13. “Solicitation” means an invitation to bid (ITB), request for quotes (RFQ), or request for proposals (RFP) issued by the State for the purpose of soliciting bids, proposals, or quotes resulting in the Contract.

1.2. Term

1.2.1. Initial Term. The initial term of the Contract shall commence on the Effective Date and expire on the Service End…