ITB019487_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Worksite Flu/COVID Vaccination Clinics

CONTRACT No.: ITB019487

CONTRACT ID: 19487

EFFECTIVE DATES: 7/15/2024 to 6/30/2026

SUPPLIER: Vaxpro, LLC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

(SRC0000017440). The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to State Human Resources Division (SHRD), Benefits Administration Services (BAS), of the Department of Administrative Services (DAS), as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1. BACKGROUND:

In fall 2022, the State administered 2,459 flu shots at 84 events statewide. The State currently covers approximately 43,000 active employees and 22,000 spouses on its health benefit plan. Worksite locations are requested by various agencies with the Benefits Administration Services office determining what agencies will receive a worksite clinic based on agency population, employee demographics and other factors.

1.2. WORKSITE VACCINATION CLINICS:

The Contractor agrees to meet or exceed all standards, regulations, laws and ordinances as adopted by federal, state and local authorities. These laws and ordinances must include, but not be limited to, any governing body under which the State may operate now or in the future. Cooperation and partnerships with all plan administrators are crucial in the delivery of these benefits.

1.3. SCOPE OF WORK:

1.3.1. Vaccination Scheduling

1.3.1.1. The Contractor must provide worksite vaccination clinics at multiple locations across the state to eligible State of Ohio employees and spouses as directed by the State.

1.3.1.2. The Contractor will work with the State of Ohio to have a schedule of worksite clinics available to eligible State of Ohio employees and spouses no later than August 1, of each year of the Contract.

1.3.1.3. The Contractor must communicate set-up requirements for worksite events including, but not limited to, amount of space, number of tables and chairs, privacy settings, etc.

1.3.1.4. The Contractor must provide a web-based scheduling system allowing employees to register for eligible worksite events.

1.3.2. Vaccination Clinic Event Setup

1.3.2.1. The Contractor must provide the proper supplies needed for each successful event.

1.3.2.2. The Contractor will not require the State to provide any resources (personnel or equipment) other than facility floor space needed to conduct the worksite vaccination clinic.

1.3.3. Staffing

1.3.3.1. The Contractor must provide a designated account manager for the State that will be responsible for the overall management and day-to-day needs of the account.

1.3.3.2. The Contractor must ensure accurate staffing levels for individuals signed up to participate at the designated worksite vaccination clinic.

1.3.3.3. The Contractor must ensure staffing levels are appropriate to allow for walk-ins or non-scheduled eligible employees or spouses.

1.3.4. Reporting and Claim Administration

1.3.4.1. The Contractor must provide reporting on participation levels during worksite events with the State.

1.3.4.2. The Contractor must deliver final reporting within 30 days after the last event.

1.3.4.3. The Contractor must develop communication materials to support the program(s) and supply any documentation required for members to fill out.

1.3.4.4. The Contractor must submit timely claims to medical or pharmacy Third-Party

Administrators (TPAs).

1.3.4.4.1. In the event of a claim being denied (i.e. duplicate claim, ineligibility, etc.), the member will solely be responsible for the cost and not the State of Ohio.

1.3.4.5. The Contractor must be considered in-network provider with the State’s active medical

(currently Medical Mutual of Ohio and Anthem) or pharmacy (currently Optum Rx) TPAs.

1.4. APPLICABLE DOCUMENTS

A listing of all worksite addresses with 50 or more employees is provided as Supplement 1, as potential worksite vaccination clinics.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 01/03/24) will apply to this Contract.

https://procure.ohio.gov/static/TCond/Standard_T_C_1-3-24.pdf

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1. ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2. AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3. FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 30 calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.4. AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1. CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid to arrive at a total for all items.

Failure to bid all items may result in the bidder being deemed not responsive.

5.2. DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.3. EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid to arrive at a total for all items.

Failure to bid all items may result in the bidder being deemed not responsive.