IFB# 01242025MC.pdf

Invitation for Bid for Member Welcome Calls

Bid #01242025MC

Issued: 3/13/2025

University of Utah Health Contact:

Natalie Stobart, Buyer University of Utah Health Purchasing Dept.

127 S 500 E., Suite 140 Salt Lake City, UT 84112-9351

Tel. (801) 587-6715 Fax (801) 587-6555 E-Mail: natalie.stobart@hsc.utah.edu

Questions regarding this IFB should be submitted to:

www.bidnetdirect.com//universityofutah-health Solicitation #01242025MC

In the Question and Answer section http://www.bidnetdirect.com/universityofutah-health

SECTION 1 - PURPOSE OF IFB

1.01 Purpose of Bid. The purpose of this Invitation for Bid (IFB) is to solicit bids from a qualified Vendor to obtain electronic communication service for the Health Plans department of the University of Utah Health. University of Utah Health is examining several alternatives of providing this product/service and may decide, after reviewing proposals submitted, not to enter into any agreement or to proceed with a purchase.

1.02 Background. University of Utah Health Plans (UUHP), University of Utah Health

Insurance Plans (UUHIP) and Health Choice Utah (HCU) is looking for a vendor which is able to make welcome calls (can be automated) to our new members.

Service needs to include a survey, responses and reporting to those calls.

1.03 Definitions.

UUH – University of Utah Health UUHP- University of Utah Health Plans UUHIP – University of Utah Health Insurance Plans HCU – Health Choice Utah

SECTION 2 – BID DETAILS

2.01 Issuing office and BID Reference Number. The Purchasing Department of the University of Utah (“Purchasing Department”) is the issuing office for this BID and all subsequent addenda relating to it. The reference number for the transaction is 01242025MC. This number must be referenced on all proposals, correspondence, and documentation relating to the BID.

2.02 Important Dates. The following dates are significant for this BID:

BID Dated and Issued Date 3/13/2025 BID Inquiry Questions Due Date 3/21/2025 Proposal Due Date 3/27/2025

2.03 Pre-Proposal Conference/Site Visit. A pre-proposal conference will not be held for this RFP.

2.04 Submission Due Date. Submit your bid electronically through BidNet Direct

(www.bidnetdirect.com//universityofutah-health) by 2:00 PM current Mountain Time on March 27th, 2025. Bids submitted electronically through BidNet Direct may require uploading of electronic attachments. BidNet Direct will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as “Non-responsive”. All cost documents must be attached as separate files.

Bids received after this deadline shall be late and ineligible for consideration.

Following the deadline, the names of those responding to the bid will be made public.

Bids submitted electronically through BidNet Direct may require uploading of http://www.bidnetdirect.com/universityofutah-health electronic attachments. BidNet Direct will accept a wide variety of document types such as Word, Excel and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp. and mp3. files or password protected files, etc.

Vendors are responsible for ensuring that their BidNet Direct registration information is current and correct. The University of Utah accepts no responsibility for missing or incorrect information contained in the vendor registration in BidNet Direct. Incorrect or missing vendor registration information may result in failure to receive notification from BidNet Direct regarding this procurement.

BidNet Direct customer support may be contacted at (800) 835-4603, option 2 or support@bidnet.com for guidance on the BidNet Direct site.

2.05 Inquiries. Questions arising subsequent to the issuance of this BID, that could have a significant impact on the responses to the BID, should be submitted in the BID Question and Answer section (BID #01242025MC). All such questions should be received by March 25th, 2025. Answers to questions will be posted on BidNet Direct which will then email the answer to all sellers that downloaded the BID.

2.06 Award of Contract. The Purchasing Department is the only entity authorized to award a Contract for the proposed purchases.

The University reserves the right to award this bid to the lowest responsive and responsible Vendor who meets the minimum specifications listed on attachment “A”.

At the Universities option, bid alternatives may be considered as meeting specifications or rejected in full.

This bid shall be valid and guaranteed for a minimum of 120 days after Bid Opening.

Pricing to be guaranteed as listed on the Bid Pricing Form Attachment “B”.

2.07 Shipping Requirements

F.O.B Destination

2.08 Payment Terms. Standard University Payment Terms: Net 30-days ARO

Prepayment on a contract or a purchase order represent a significant risk to the

University of Utah and are generally prohibited. In accordance with Utah Code 63G- 6a-1208, prepayments may be used on a limited basis with the approval of the Chief Procurement Officer. Please provide any requirements and supporting documentation that you may have. The University reserves the right to consider a prepayment request.

2.09 Award. This solicitation will be awarded to the low-cost vendor that meets the specifications listed in the bid documents.

SECTION 3 – SCOPE OF WORKS

mailto:support@bidnet.com

University of Utah Health Plans (UUHP), University of Utah Health Insurance Plans (UUHIP) and Health Choice Utah (HCU) is looking for a vendor is able to make welcome calls (can be automated) to our new members. Service needs to include a survey, responses and reporting to those calls as well.

Please see ”Attachment A – Minimum Mandatory Requirements” for all “must-have” requirements. In addition, the University would like the ability to change or add pre-recorded messages and have it in production within one (1) day.

SECTION 4 – BID FORMAT

All bids must be organized with the following documents:

1. Populated Attachment “A” – Minimum Mandatory Requirements.

2. Populated Attachment “B” Cost Proposal.

SECTION 5 – GENERAL PROVISIONS

This invitation for bid is subject to the attached Bid Terms and Conditions.

5.01 Protected Information. Under the Government Records Access and Management Act, Utah Code §§ 63G-2-101 to -901, as amended ("GRAMA"), certain information submitted in the proposal(s) may be open for public inspection or disclosure.

Pursuant to Section 63G-2-309 of GRAMA, any confidential information provided to the University Which Vendor believes should be protected from inspection or disclosure must be accompanied by a written claim of confidentiality and a concise statement of reasons supporting such claim. A copy of the University’s standard business confidentiality claim form may be found at (http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_For m.pdf ). Non-specific statements of confidentiality (e.g., marking a document confidential or proprietary in a cover letter, header, footer or watermark) are insufficient to claim confidentiality under GRAMA. All material contained in and/or submitted with the proposal becomes the property of the University and may be returned only at the University's option.

5.02 Federal Exclusion. Vendor warrants and represents that Vendor, its officers, directors, and any employees or subcontractors providing goods or services under this Contract (i) are not currently excluded, debarred, or otherwise ineligible to participate in federal health care programs as defined in 42 U.S.C. § 1320a-7b(f) or to provide goods to or perform services on behalf of the federal government as either a contractor or subcontractor. This shall be an ongoing representation and warranty during the term of this Contract and Vendor shall immediately notify University of Utah of any change in the status of the representation and warranty. University of Utah may immediately terminate this Contract for cause in the event of a breach of this section or as a result of any material change in status of the representation and warranty. Notwithstanding any other provision in this Contract, Vendor shall defend and indemnify University of Utah and its officers, employees, and agents in connection with any and all claims, losses, causes of action, judgments, fines, damages, or other similar expenses, including reasonable attorney fees, resulting from http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf a breach of this section.

5.03 Right of Rejection. The University reserves the right to reject any or all submittals, or to waive any formality or technicality in any submittal, in the best interests of the University, while still complying with the Utah State Procurement Code. While it is the intent of the University to proceed with this appointment, this solicitation does not obligate the University to enter into a contract.

5.04 The amounts shown below do not include Utah State Sales and Use Tax on materials purchased for the Work. I/We acknowledge responsibility for complying with all Utah State Sales and Use Tax exemption requirements.

5.05 Any order issued against this inquiry shall be subject to the Terms and Conditions of

Purchase Order and/or Appendix A or B as required by the University of Utah.

Vendor wishing to take exception to these terms and conditions may be considered non-responsive.

5.06 Exceptions to the University of Utah’s standard Terms and Conditions may cause your bid to be considered non-responsive.

5.07 Debarment Clause. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If Vendor cannot certify this statement, attach a written explanation for review by the University. Vendor must notify the Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period.

5.08 Substitutions. Please provide written detailed specifications on equivalent or substituted items. Failure to comply with this instruction may render the bid invalid for material non-compliance to the University's specifications. The University reserves the right to judge as to whether equipment proposed by suppliers meet the requirements for the University's needs including compatibility with current equipment/systems. Any product offering may be rejected based on the University's determination of meeting requirements.

5.09 Background Checks. Vendor is responsible to ensure that any employee hired by the vendor to do work at any UUHC location has passed through a FACIS Level 3 criminal background check and recent drug screening. Employees also need to be current on required immunizations for working in a health care environment (Two step TB skin test, MMR, Varicella, Hepatitis B, Tdap, and annual Influenza).

Employees will be required to sign a Security and Confidentiality, HIPPA, and privacy agreements prior to or on their first day of contract employment.

http://fbs.admin.utah.edu/purchasing/supplier/po_terms/ http://fbs.admin.utah.edu/purchasing/supplier/po_terms/