Intranet RFP 01.30.25.pdf

MIDDLE PENINSULA NORTHERN NECK BEHAVIORAL HEALTH

P.O. BOX 269

ARK, VA 23003

REQUEST FOR PROPOSAL

RFP # 25-01

Issue Date: January 30, 2025

Issue Title: Intranet Design Project

Issuing Agency: Middle Peninsula Northern Neck Behavioral Health P.O. Box 269 Ark, Virginia 23003-0269

Period of Contract: April 1, 2025 until completion

Renewals: No renewals offered

Proposals will be received for furnishing the services described herein until

2:00 pm EST on February 28, 2025

LATE PROPOSALS WILL NOT BE ACCEPTED

All inquiries for information should be directed to:

Erich Campbell, IT Director Middle Peninsula Northern Neck Behavioral Health ecampbell@mpnn.state.va.us 804-693-3994

ALL PROPOSALS SHALL BE SUBMITTED BY EVA, VIRGINIA’S STATE

PROCUREMENT SITE. NO HAND DELIVERY, EMAIL, OR FAX WILL BE

ACCEPTED.

*Email subject line should be marked with RFP number and opening date.

It is the contractor's responsibility to assure that proposals are received at the location indicated by the date and time above. This complete document with all attachments must accompany your proposal, with all information and signatures applied as required.

In compliance with this Request for Proposals and to all the conditions imposed herein and herein incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Name of Offeror

Address

City State Zip

Telephone: (____)__________________ FAX Number: (____)_____________________

By: __________________________________________

Name (Print): __________________________________________

Title: __________________________________________

Date: __________________________

* Contractor ____ DOES ____ DOES NOT consider his firm to be a minority owned business.

* Contractor ____ IS ____ IS NOT certified as a minority business by the Virginia Department of Minority Business Enterprise.

Minority contractors are encouraged to submit bids; however, minority status does not influence award.

1.0 PURPOSE: The purpose of this Request for Proposal (RFP) is to establish a term contract with one qualified Offeror to provide Intranet Design Services the agency.

2.0 SCOPE OF WORK:

Design Mockups and Approval Process o Review Current Intranet setup.

o Submit initial mockups for key intranet pages, with clear design elements, layout, and functionality for review.

o Allow a minimum of three rounds of revisions on design mockups based on feedback from the organization, with any additional rounds to be discussed and approved.

Document Management and User Permissions o Implement functionality allowing designated staff members to post, update, and manage their documents independently, with intuitive access controls for managing permissions.

o Ensure document management integrates with the Document Library Pro plugin, providing a seamless experience for staff to categorize, search, and organize files.

Single Sign-On (SSO) Integration o Configure WordPress to integrate with the organization’s Active Directory for SSO, allowing streamlined access for users and improved security.

o Work closely with IT to ensure security groups within Active Directory can be used to manage user permissions across the intranet.

Bulletin Board / News Feed o The intranet should include a Bulletin Board/News Feed feature to share important announcements, updates, and organizational news. This feature will serve as a centralized location for real-time communication with employees and must meet the following requirements:

o Functional Requirements:

o Post Creation and Management:

Allow designated staff to create, edit, schedule, and delete posts easily.

Support text, images, hyperlinks, and file attachments (e.g., PDFs, videos).

Provide options for formatting text and embedding multimedia content.

User Roles and Permissions:

Enable role-based access, allowing only designated staff to update and manage the bulletin board.

Provide an audit trail for tracking changes made to posts.

o Categorization and Filtering:

Support categories or tags to organize posts (e.g., "Announcements," "Events," "Policy Updates").

Include filtering and search functionality to help users locate specific posts quickly.

o Notification System:

Send automated notifications or alerts to employees when a new post is published.

Allow users to opt in/out of notifications for specific categories.

o Display and Accessibility:

Display recent posts prominently on the intranet homepage.

Ensure responsiveness and usability across various devices, including desktops, tablets, and smartphones.

o Archiving and Expiry:

Include a feature to set expiration dates for posts, automatically archiving outdated content.

Provide a searchable archive for older posts.

o Integration:

Allow integration with the intranet’s overall content management system (CMS).

Support embedding content from other platforms or external links as needed.

o Design and User Experience:

Ensure the interface is visually appealing and aligns with the organization’s branding.

Provide customizable layouts for the bulletin board/news feed display.

o Maintenance:

Include tools or documentation to enable designated staff to manage this feature independently.

Ensure the system is easy to update and maintain over time with minimal technical expertise.

o Optional Features:

Enable users to comment on or like posts (with moderation tools). These tools should be able to be turned off easily if needed.

Provide analytics on post engagement, such as views, clicks, and feedback.

User Training and Onboarding Materials o Provide a video walkthrough of the entire intranet site upon completion, demonstrating functionality, navigation, and key features of each page.

o Conduct at least one live training session (in person or virtual) for our designated staff, covering maintenance and basic content updates using WordPress, Elementor, and Document Library Pro plugins.

o User Walkthrough Guide: Create a detailed, step-by-step user guide for designated staff on how to post, update, and manage documents, including tips on organizing files and managing permissions within Document Library Pro.

Project Completion and Off-Boarding Documentation o Provide a comprehensive handover document detailing system architecture, customizations made, plugins used, and any third-party tools integrated.

o Offer an off-boarding checklist or summary to ensure smooth transition of site management to the organization.

o Include a list of all necessary credentials, backup protocols, and guidance for troubleshooting common issues.

3..0 PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

3.1 GENERAL REQUIREMENTS:

RFP Response: All bids/proposals must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account.

The entire bid response including any / all attachments and any / all addenda must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting.

Faxed, emailed, mailed or hand-delivered bids will not be accepted.

Please also include a redacted copy of necessary for anything deemed proprietary or a trade secret.

To learn how to submit an online bid in eVA please refer to the online supplier training page at: https://eva.virginia.gov/supplier-training-materials.html

The link to the video “Viewing and Responding to Solicitations” can be found on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

It is the responsibility of the Bidder/Offeror to ensure the bid/proposals and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders/proposals should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.

3.2 PROPOSAL PREPARATION:

a. Proposals shall be signed by an authorized representative of the

Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by MPNNBH. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume. The proposal package should be clearly marked with RFP number and opening date.

d. Ownership of all data, materials and documentation originated and prepared for the MPNNBH pursuant to the RFP shall belong exclusively to the MPNNBH and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of Section 11-52D of the Code of Virginia, in writing, either before or at the time the data is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary.

The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicated only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection and return of the proposal.

3.0 SPECIFIC PROPOSAL REQUIREMENTS:

Proposals should be as thorough and detailed as possible so that the MPNNBH may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

a. The return of the RFP cover sheet and addenda, if any, signed and filled out as required.

b. Complete Data Sheet, included as an attachment to the RFP, and other specific items or data requested in the RFP.

c. Complete Price Summary Sheet, Attachment D, included as an attachment to the RFP.

5.0 ORAL PRESENTATION:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to MPNNBH. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation.

MPNNBH will schedule the time and location of these presentations. Oral presentations are an option of MPNNBH and may or may not be conducted.

6.0 EVALUATION AND AWARD CRITERIA

6.1 EVALUATION CRITERIA: Proposals will be evaluated by MPNNBH using the following criteria:

Pricing Available scheduling Size of staff to complete job(s)

6.2 AWARD:

The selection process will be in accordance with Section 11-37 “Competitive Negotiation” of the Code of Virginia. The MPNNBH will engage in individual discussions with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on business competence, to provide the required services. Repetitive informed interviews will be permissible. Such offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise. At the discussion stage, MPNNBH may discuss non-binding estimates of costs. Proprietary information from competing offerors shall not be disclosed to the public or to competitors.

At the conclusion of the discussions, on the basis of the selection criteria listed in this Request for Proposal, and all information developed in the selection process at this point, MPNNBH shall select in order of preference two or more offerors whose qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted.

If contracts satisfactory and advantageous can be negotiated at a price considered fair and reasonable, the award shall be made to the offerors.

Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror who ranked second, and so on until such contracts can be negotiated at a fair and reasonable price. Should MPNNBH determine in writing and in its sole discretion that only one or more offerors are fully qualified, or that one or more offerors are clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to those offerors.

7.0 FEES: Fees for services will be negotiated in accordance with Section 11-37

“Competitive Negotiation” 3-a Code of Virginia (1950), as amended.

8.0 INSURANCE:

By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the contract the Middle Peninsula Northern Neck Behavioral Health reserves the right to require Contractor(s) to furnish certificates of insurance for the coverage required.

a. Workers Compensation and Employer’s Liability insurance in limits of not less than $100,000 to any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

b. The contractor agrees to maintain Commercial General Liability insurance in the amount of $1,000,000 per occurrence/aggregate, to protect the contractor, its subcontractors, and the interest of the County, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with contracted work. The General Liability insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage’s for explosion, collapse, and underground hazards, where required.

c. The contractor agrees to maintain owned, non-owned, and hired

Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work will be insured under either a standard Automobile Liability policy, or a Comprehensive General Liability policy.

d. Liability insurance may be arranged by General Liability and

Automobile Liability policies for the full limits required, or by a combination of underlying Liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

e. The Contractor will provide an original, signed Certificate of

Insurance citing the contract number and such endorsements as prescribed herein, and shall have it filed with the MPNNBH Procurement Coordinator before any work begins.

9.0 GENERAL TERMS AND CONDITIONS: See Attachment A.

10. SPECIAL TERMS AND CONDITIONS: See Attachment B

11. ATTACHMENTS:

Attachment A: General Terms and Conditions

Attachment B: Special Terms and Conditions

Attachment C: Contractor Data Sheet must be completed in full and submitted with the bid in order to provide MPNNBH with references and background information.

Copy of Business License

Copy of Insurance

Remainder of page intentionally left blank

Attachment A

GENERAL TERMS AND CONDITIONS

GOODS AND NONPROFESSIONAL SERVICES

A. PROCUREMENT REGULATIONS: This solicitation and any resulting contract is subject to the provisions of the purchasing regulations of Middle Peninsula Northern Neck Behavioral Health and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of these regulations is available for review at the Operations office. In addition, a copy can be obtained by calling Holly Kruse, Procurement Coordinator, at 804-384-6830.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with applicable federal, state, and local laws and regulations.

C. COMPLIANCE:

1. COMPLIANCE: By signing this bid/proposal or any resulting contract, the

Bidder/Offeror certifies that it is and will remain in full compliance with:

The Federal Civil Rights Act of 1964, as amended.

The Federal Immigration Reform and Control Act of 1986.

The Virginia Fair Employment Act of 1975, as amended, where applicable.

The Virginia Conflict of Interest Act.

The Virginians With Disabilities Act.

The Americans With Disabilities Act.

Section 2.2-4311 (Employment Discrimination Act) of the Virginia Public

Procurement Act.

Section 2.2-4354 (Payment to Subcontractor) of the Virginia Public

Procurement Act.

Sections 2.2-4367 and 2.2-4377 (Ethics in Public Contracting) of the Virginia

Public Procurement Act.

The Antitrust laws of the United States and the Commonwealth of Virginia.

2. ANTI-DISCRIMINATION: By submitting their proposals, the Offeror certifies to Middle Peninsula Northern Neck Behavioral Health or by signing any resulting contract, that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With Disabilities, the Americans With Disabilities Act and Section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipients’ religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

(Code of Virginia, § 2.2-4343.10).

In every contract over $10,000, the provisions below apply:

During the performance of this contract, the Contractor agrees as follows:

The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section.

The Contractor will include the provisions above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

3. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals or by signing any resulting contract, the Offeror certifies that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

4. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Middle Peninsula Northern Neck Behavioral Health all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

D. DRUG FREE WORKPLACE: The unlawful or unauthorized use, manufacture, distribution, dispensing, or possession of alcohol or other drugs, or the impairment or incapacitation from the use of alcohol or other drugs is prohibited in the workplace by the contractor or his/her employees utilized to provide services herein. By submitting bids or signing any resulting contract, the Bidder certifies their compliance and understands that violation of these prohibitions is a breach of contract and can result in default action.

E. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals or by signing any resulting contract, the Offeror certifies that their bid was made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their bid or proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

F. DEBARMENT STATUS: By submitting their bids or proposals or by signing any resulting contract, the Offeror certifies that they are not currently debarred from submitting bids or proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by any agency of the Commonwealth of Virginia.

G. MANDATORY USE OF MPNNBH FORM AND TERMS AND CONDITIONS:

Failure to submit a proposal on the official form provided for that purpose may be a cause for rejection of the proposal. Return of the complete document is required. Modification of or additions to any portion the solicitation may be cause for rejection of the proposal; however, the Middle Peninsula Northern Neck Behavioral Health reserves the right to decide, on a case-by-case basis, In its sole discretion, whether to reject such a proposal.

H. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications, other solicitation documents, or any resulting contract, the prospective Offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

I. PAYMENT:

1. To Prime Contractor:

a) Invoices shall be submitted by the Contractor to the attention of the

Accounts Payable Department and mailed to Middle Peninsula Northern Neck Behavioral Health; P.O. Box 269; Ark, Virginia 23003.

b) Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c) All goods or services provided under this contract that are to be paid for with public funds shall be billed by the contractor at the contract price.

d) The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e) Unreasonable Charges. Under certain emergency procurement and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges that appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve MPNNBH of its prompt payment obligations with respect to those charges that are not in dispute (Code of Virginia, Section 2.2-4363).

2. To Subcontractors:

a) A contractor awarded a contract under this solicitation is hereby obligated:

1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from MPNNBH for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

2) To notify MPNNBH and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b) The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from MPNNBH, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee.

These provisions apply to each sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of MPNNBH.

J. PRECEDENCE OF TERMS: Except for Paragraphs titled Procurement

Regulations, Applicable Law and Courts, Compliance, Debarment Status, Mandatory Use of MPNNBH Forms and Terms and Conditions, and Precedence of Terms herein, which shall apply in all instances, in the event there is a conflict between the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

K. DELIVERY POINT: Except when otherwise specified herein, services shall be performed at the requested sites as indicated in the scope of work.

L. QUALIFICATIONS OF OFFEROR: Middle Peninsula Northern Neck Behavioral

Health may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror or resulting Contractor to perform the work and the Offeror shall furnish to the Middle Peninsula Northern Neck Behavioral Health all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities.

The Middle Peninsula Northern Neck Behavioral Health further reserves the right to reject any proposal of services if the evidence submitted by, or investigations of, such Offeror fails to satisfy the MPNNBH that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein. The Middle Peninsula Northern Neck Behavioral Health requires a copy of the Contractor’s license.

M. LICENSURE: By signing this Contract, the Contractor understands that the

Contractor is licensed and must send in a copy of their license to the Purchaser.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the

Contractor in whole or in part without the written consent of the MPNNBH.

P. CHANGES TO THE CONTRACT: By written notice to the Contractor, the

MPNNBH may from time to time make changes, within the general scope of the contract, in the services provided by the Contractor. The Contractor shall promptly comply with the notice and shall perform services in conformity to the notice. If any such change causes an increase or decrease in the Contractor's cost of performance, an equitable adjustment in the payment rate shall be negotiated and the contract modified accordingly by written supplemental agreement.

Q. TESTING AND INSPECTION: Middle Peninsula Northern Neck Behavioral Health reserves the right to conduct any test/inspection it may deem advisable to assure documentation and services conform to the specification.

R. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, Middle Peninsula Northern Neck Behavioral Health, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that MPNNBH may have.

S. Purchasing Policies and Procedures (Vendor’s Guide): This solicitation is subject to the provisions of Middle Peninsula Northern Neck Behavioral Health’s vendor manual and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is normally available for review at the MPNNBH Operations Office located at 6965 Fox Hunt Ln, Gloucester, VA 23061 and in addition a copy may be obtained by calling Holly Kruse, Procurement Coordinator at 804-384-6830.

Signature Date

Attachment B

SPECIAL TERMS AND CONDITIONS

GOODS AND NONPROFESSIONAL SERVICES

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this proposal, no indication of such services to MPNNBH will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Middle Peninsula Northern Neck Behavioral Health has purchased or uses its services.

2. OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and prepared for MPNNBH pursuant to the RFP shall belong exclusively to MPNNBH and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure, under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of this section prior to or upon submission of the data or other materials to be protected and state the reason’s why protection is necessary.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4. AUTHORIZED USERS: Additional Community Services Boards, state or local government agencies, institutions and/or other public bodies may be added or deleted to receive the goods or services resulting for this solicitation. The addition or deletion of authorized users shall be made in writing with the Contractor.

5. AWARD OF CONTRACT: Awards will be made on the basis of the following method, as specified on the face sheet of this solicitation:

AWARD: The Middle Peninsula Northern Neck Behavioral Health shall engage in individual discussions with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence, to provide the required services.

Repetitive informal interviews shall be permissible. Such Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise. At the discussion stage the public body may discuss nonbinding estimates of costs. Proprietary information from competing Offerors shall not be disclosed to the public or to competitors. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposals and all information developed in the selection process to this point, the MPNNBH shall select, in the order of preference, two or more Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the MPNNBH can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror.

Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at fair and reasonable price.

Should Middle Peninsula Northern Neck Behavioral Health determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

6. SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional discounts immediately to the Middle Peninsula Northern Neck Behavioral Health during the term of the contract. Such notice shall also advise the duration of the specific discount price.

7. DRUG FREE WORKPLACE: The Contractor acknowledges and certifies that it understands that the following acts by the Contractor, its employees, and/or agents performing services on Middle Peninsula Northern Neck Behavioral Health property are prohibited:

a. The unlawful manufacture, distribution, dispensing, possession or use of alcohol or other drugs; and

b. Any impairment or incapacitation from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes).

The Contractor further acknowledges and certifies that it understands that a violation of these prohibitions constitutes a breach of contract and may result in default action being taken by Middle Peninsula Northern Neck Behavioral Health in addition to any criminal penalties that may result from such contract.

8. EXTENSION OF CONTRACT: This contract may be extended by the Middle

Peninsula Northern Neck Behavioral Health upon written agreement of both parties for a period mutually agreed upon, under the terms of the current contract, and at a reasonable time (approximately 60 days) prior to the expiration of the contract.

9. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Middle Peninsula Northern Neck Behavioral Health, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

10.OBLIGATION OF OFFEROR: By signing this contract, the Contractor covenants and agrees that he/she has satisfied him/herself, from his/her own investigation of the conditions to be met, that he/she fully understands his/her obligation, and that he/she will not make any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information at the old contract prices.

11.WORK SITE DAMAGES: Any damage due to negligence on the part of the

Contractor, including damage to finished surfaces, resulting from the performance of this contract shall be repaired to the Middle Peninsula Northern Neck Behavioral Health’s satisfaction at the Contractor's expense.

12.DISPUTES: Disputes shall be communicated between Contractor’s assigned coordinator and the MPNNBH Procurement Coordinator, who will negotiate resolution of dispute. If the condition is not corrected, the coordinator and the MPNNBH IT Director, a meeting shall be scheduled with the MPNNBH Executive Director or his/her designee by the MPNNBH Contract Officer, including all interested parties. The decision of the MPNNBH Executive Director/designee shall be final.

13.HUMAN RIGHTS: The Contractor shall comply with and adopt MPNNBH’s

Human Rights Policy. This policy complies with the Community Human Rights

Regulations promulgated in 1986 and has been approved by the State Human Rights Committee.

14.SUBCONTRACTING ENCOURAGED: It is the policy of Middle Peninsula Northern

Neck Behavioral Health to contribute to the establishment, preservation, and strengthening of disadvantaged minority, small and women-owned businesses and to encourage their participation in MPNNBH procurement activities. Toward that end, MPNNBH encourages contractors to provide for the participation of disadvantaged minority businesses, small, and women-owned businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.

15.INDEPENDENT CONTRACTOR: It is understood and agreed between the parties that the Contractor is qualified in the business of providing services as set forth herein. The Contractor is therefore employed by the Purchaser only for the purposes and for the extent set forth in this agreement and the Contractor’s relation to the Purchaser during the period of services hereunder shall be that of an independent contractor. The Contractor shall not be considered as having an employee status or being entitled to participate in any plans or benefits available to regular employees of the Purchaser (i.e. workers compensations, unemployment insurance, social security, professional liability insurance).

16. INSURANCE: By signing this contract, the Contractor certifies that he/she will have the following insurance coverage at the time the work commences.

The Contractor further certifies that he/she and any subcontractors will maintain this insurance during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

INSURANCE COVERAGES AND LIMITS REQUIRED:

A. Worker's Compensation - Statutory requirements and benefits.

B. Employers Liability - $100,000.

C. General Liability - $500,000 combined single limit. Middle Peninsula

Northern Neck Behavioral Health is to be named as an additional insured with respect to the services being procured. These coverages are to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability - $500,000. Combined single limit.

17. PROPOSAL ACCEPTANCE PERIOD: This proposal shall be binding upon the offer for 60 calendar days following the proposal opening date. Any bid or proposal on which the offeror shortens the acceptance period may be rejected.

18. SUBCONTRACTING ENCOURAGED: It is the policy of MPNNBH to contribute to the establishment, preservation, and strengthening of disadvantaged minority, small and women-owned businesses and to encourage their participation in MPNNBH procurement activities. Toward that end, MPNNBH encourages contractors to provide for the participation of disadvantaged minority businesses, small, and women-owned businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities.

19. USE OF CONTRACT BY OTHER PUBLIC BODIES: Except as prohibited by the current Code of Virginia, all resultant contracts will be extended, with the authorization of the Contractor, to other Public Bodies of the Commonwealth of Virginia, as authorized in Section 2.2-4304 of the Code of Virginia. If any other public body decides to use the final contract, the Contractor must deal directly with that public body concerning the placement, issuance of the purchase order, contractual disputes, invoicing and payment. Middle Peninsula Northern Neck Behavioral Health acts only as the “Contracting Agent” for these public bodies.

Any resulting contract with other public bodies shall be governed by the laws of that specific entity. It is the Contractor’s responsibility to notify the public bodies of the availability of the contract. Middle Peninsula Northern Neck Behavioral Health shall not be held liable for any costs or damage incurred by another public body as a result of any award extended to that public body by the Contractor.

20. SERVICE AUTHORIZATION: By submitting this bid/proposal, the Bidder/Offeror agrees that if contracted, he/she will not render any of the requested services, in whole or in part, until a contractual agreement has been developed and signed by both parties. The signed contract will serve as authorization for the Contractor to begin services. In the case that MPNNBH desires for the Contractor to initiate services prior to the development of a signed contract, MPNNBH will provide written approval explaining why such a situation is necessary.

21. TERMINATION/CANCELLATION OF CONTRACT: Middle Peninsula Northern Neck Behavioral Health reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon sixty (30) days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

ward _________________________________________ _________________________ Signature Date

Attachment C

CONTRACTOR DATA SHEET

To Be Completed By Offeror

RFP # 24-01

1. QUALIFICATIONS OF OFFEROR: The Offeror must have the capability and capacity in all respects in order to fully satisfy all of the contractual requirements.

2. YEARS IN BUSINESS: Indicate the length of time you have been in business providing this type of service: ____years____months.

3. REFERENCES: Indicate below a listing of at least four (4) recent references for whom you have provided this type of service. Include the date service was furnished and the name and address of the person the agency has your permission to contact.

PERSON

CLIENT DATES ADDRESS TO CONTACT PHONE NUMBER

4. Offeror name, phone number and State and date of incorporation. If not a corporation, state the type of business organization, names and addresses of owners, address and phone number of principal place of business, date business began and State in which organized: (Attach sheet if necessary)

5. Are you a subsidiary firm: ___YES ___NO. If yes, list the name and location of your parent affiliation:

6. Name and title of firm's official to whom further communication should be directed: ____________________________________________________________

I certify the accuracy of this information.

Signed: ________________________________________

Title: ___________________________________________