MUL26401 Medical Monitoring Contract.docx

The following information will become the contract between the awarded vendor and Illinois Environmental Protection Agency. Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

State of Illinois Contract v.25.4

Illinois Environmental Protection Agency Contract Medical Monitoring

MUL26401

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

To utilize the knowledge and expertise of the Vendor, that is lacking in the Procuring Agency's staff, to obtain supplies and services necessary to help meet the statutory responsibilities of the Procuring Agency for the following:

1.1.1.1. HAZWOPER: The Agency is required to provide occupational related medical examinations to selected employees in order to comply with Occupational Safety and Health Administration (OSHA) standards, "Hazardous Waste Operations and Emergency Response (HAZWOPER)," "Asbestos," and "Respiratory Protection.'' Vendor shall conduct the examinations, evaluate fitness for duty, maintain the required records, and provide the required written opinions and reports to the employees and to the Agency.

1.1.1.2. Respiratory Certification Only: This type of exam is for employees that perform duties where the employer provides them with a respirator for the performance of assigned job duties but are not covered within the applicability of the OSHA HAZWOPER regulation (29 CFR 1910.120) with respect to their job assignments. This exam must satisfy the requirement of 29 CFR 1910.134 (e), specifically (e)(l), (e)(2), (e)(4), (e)(4)(ii), (e)(6)(i) and (e)(6)(ii).

1.1.1.3. Biomonitoring: This type of exam is for employees that have had a potential environmental exposure to a contaminant(s). This assessment would measure environmental chemicals in the human body in urine and/or blood.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

All examinations and associated services meeting the requirements of this contract as determined by the Agency will be available at three locations: within a 30-mile radius of Des Plaines, Illinois; within a ten (10) mile radius of Springfield, Illinois, and within a 30-mile radius of Collinsville, Illinois.

1.2.1.1. HAZWOPER

1.2.1.1.1. The Vendor shall provide HAZWOPER occupational related medical examinations.

1.2.1.1.2. The Vendor will perform examinations in two parts. Part one will include required clinical testing. When clinical test results are available, Part two will include a physical examination and evaluation of test results performed by a physician.

1.2.1.1.3. The Vendor will be able to schedule and provide the examinations with two weeks advanced notice over a two consecutive day time period.

1.2.1.1.4. The Vendor shall follow all applicable federal, state and local laws and regulations regarding the performance of medical examinations including, but not limited to, certifications for Publicly Licensed Health Care Practitioners (PLHCP), disposal of medical wastes, calibration and maintenance of equipment, and so forth. The Vendor shall list any and all accreditations for the facilities, services, and programs covering the services they will provide under this contract.

1.2.1.2. Medical Examination - Project Requirements and Specifications

1.2.1.2.1.1. The medical examination is designated for employees having duties associated with hazardous waste operations based on USEPA Publications 9285.1-03, "Standard Operating Safety Guides" and must meet the requirements of OSHA 29 CFR 1910.120 and 29 CFR 1910.134.

1.2.1.2.1.2. The medical examination for asbestos inspectors must meet the requirements of OSHA 29 CFR 1910.10D1 and 29 CFR 1910.134.

1.2.1.2.1.3. The examination is to determine an individual's fitness for duty, including the ability to work while wearing protective equipment.

1.2.1.2.2. The Vendor shall provide the services and reports detailed in section 3 through 10 below.

1.2.1.3. OCCUPATIONAL AND MEDICAL HISTORY

1.2.1.3.1.1. Make sure the worker has filled out an occupational and medical history questionnaire. Review the questionnaire before seeing the worker. In the examining room, discuss the questionnaire with the worker, paying special attention to prior occupational exposures to chemical and physical hazards.

1.2.1.3.1.2. Do a complete medical history emphasizing these systems: nervous, skin, lung, blood-forming, cardiovascular, gastrointestinal, genitourinary, reproductive, eye, ear, nose, and throat.

1.2.1.3.1.3. Review past illnesses and chronic diseases, particularly atopic diseases such as eczema and asthma, lung diseases, and cardiovascular disease.

1.2.1.3.1.4. Review symptoms, especially shortness of breath or labored breathing on exertion, other chronic respiratory symptoms, chest pain, high blood pressure, and heat tolerance.

1.2.1.3.1.5. Identify individuals who are vulnerable to particular substances (e.g. someone with a history of severe asthmatic reaction to a specific chemical).

1.2.1.3.1.6. Record and discuss relevant lifestyle habits (e.g. cigarette smoking, alcohol and drug use) and hobbies.

1.2.1.4. PHYSICAL EXAMINATION (include at least the following)

1.2.1.4.1.1. Height, weight, pulse, respiration, and blood pressure.

1.2.1.4.1.2. Head, nose, and throat.

1.2.1.4.1.3. Eyes - Include vision tests that measure visual acuity, depth perception, and color vision. A qualified medical assistant or physician should administer these tests. Vision quality is essential to safety, the accurate reading of instruments and labels, the avoidance of physical hazards, and for appropriate response to color-coded labels and signals.

1.2.1.4.1.4. Ears - Include an audiometric screening, performed at 500, 1,000, 2,000, 3,000, 4,000 and 6,000 DDD hertz (Hz) pure tone in an approved sound attenuating booth. Tests should be administered by a trained medical assistant and reviewed by an audiologist or a physician familiar in audiometric evaluation. The integrity of the eardrums can provide a route of entry for chemicals into the body. The physician evaluating employees with perforated eardrums should consider the environmental conditions of the job and discuss possible specific safety control with the employee's Agency medical monitoring coordinator, and/or other health professionals before deciding whether such individuals can safely work on site.

1.2.1.4.1.5. Conduct a comprehensive physical examination of body organs, focusing on the pulmonary, cardiovascular, and musculoskeletal systems.

1.2.1.4.1.6. Chest (heart and lungs).

1.2.1.4.1.7. Peripheral vascular system.

1.2.1.4.1.8. Abdomen (including hernia exam).

1.2.1.4.1.9. Spine and other components of the musculoskeletal system.

1.2.1.4.1.10. Genitourinary system. Nervous system.

1.2.1.4.1.11. Identify conditions that could increase susceptibility to heat stroke, such as obesity and lack of physical exercise.

Identify conditions that could affect respirator use, such as missing or arthritic fingers, facial scars, dentures, poor eyesight, or perforated eardrums.

1.2.1.5. TESTS

a. Blood Chemistry

b. LDH, Serum - Lactic Dehydrogenase, Serum

c. SGOT-Serum Glutamic Oxaloacetic Transaminase

d. SGPT-Serum Glutamic Pyruvate Transaminase

e. Alkaline Phosphatase

f. Gamma Glut. Trans. - Gamma Glutamyl Transpeptidase

g. Bilirubin -Total

h. Protein -Total, Serum

i. Albumin

j. Calcium

k. Phosphorus

(1) Cholesterol, Total

(2) Uric Acid

(3) Sodium

(4) Potassium

(5) Chloride

(6) Glucose. Serum

(7) Bun – Blood Urea Nitrogen

(8) Creatinine

(9) Globulin

(10) A/G Ratio

(11) BUN/Creatinine Ratio

(12) HDL

(13) Triglycerides

(14) Direct Bilirubin

(15) Lead

(16) Cholinesterase, serum

(17) Iron

(18) Hematology

(a) HCT – Hematocrit

(b) Hgb – Hemoglobin

(c) WBC – White Blood Count

(d) RBC – Red Blood Count

(e) MCV – Mean Corpuscular Volume

(f) MCH – Mean Corpuscular Hemoglobin

(g) MCHC – Mean Corpuscular Hemoglobin Concentration Differential

(19) Urinalysis

(a) Specific Gravity

(b) PH

(c) Glucose

(d) Leukocyte Esterase

(e) Bilirubin

(f) Acetone

(g) Occult Blood

(h) Nitrite

(i) Albumin

1.2.1.6. ADDITIONAL TESTS: Vendor may determine that additional tests are required to decide employee's fitness status. Vendor shall notify the Agency Safety Officer to obtain authorizations before additional tests are ordered.

1.2.1.7. RESPIRATOR CERTIFICATION REQUIREMENTS AND FITNESS FOR DUTY

1.2.1.7.1.1. Determine a Worker's Capacity to Perform While Wearing Protective Equipment:

1.2.1.7.1.1.1. Pulmonary function testing. Measurement should include forced expiratory volume in 1 second (FEVl), forced vital capacity (FVC), and FEV1 to FVC ration, with interpretation and comparison to normal predicted values corrected for age, height, race, and sex. Other factors such as forced expiratory flow (FEF), maximal expiratory flow rate (MEFR), maximum voluntary ventilation (MVV), functional residual capacity (FRC), residual volume (RV) and total lung capacity (TLC) may be included for additional information. A permanent record of flow curves should be placed in the worker's medical records. A trained medical assistant should conduct the tests and the results interpreted by a physician.

1.2.1.7.1.1.2. Electrocardiogram (EKG). At least one standard, 12-lead testing EKG should be performed.

1.2.1.7.1.1.3. Chest Roentgenogram. Posterior-Anterior 14x17 inches.

1.2.1.7.1.1.4. Workers at hazardous waste sites are required to perform strenuous tasks (e.g. moving 55-gallon drums) and wear personal protective equipment, such as respirators and protective clothing that may cause heat stress and other problems. Workers inspecting asbestos demolition sites are required to perform strenuous tasks (e.g. climbing ladders) and wear personal protective equipment, such as respirators and protective clothing that may cause heat stress and other problems.

1.2.1.7.1.1.4.1. Disqualify individuals who are clearly unable to perform based on the medical history and physical exam (e.g. those with severe lung disease, heart disease, or back or orthopedic problems).

1.2.1.7.1.1.4.2. Note limitations concerning the worker's ability to use protective equipment.

1.2.1.7.1.1.4.3. Provide additional testing (e.g. chest X-ray, pulmonary function testing, and electrocardiogram) for ability to wear protective equipment where necessary.

1.2.1.7.1.1.4.4. Base the determination on the individual worker's profile (e.g. medical history and physical exam, age, previous exposures and testing).

1.2.1.7.1.1.4.5. Make a written assessment of the worker's capacity to perform while wearing a respirator. Note that the OSHA respirator standard (29 CFR Part 1910.134) states that no employee should be assigned to a task that requires the use of a respirator unless it has been determined that the person is physically able to perform under such conditions.

1.2.1.8. MEDICAL RECORDS

1.2.1.8.1.1. Proper record keeping is essential because of the nature of the work and risks. Employees may work at a large number of geographically separate sites during their careers, and adverse effects of long-term exposure may not become apparent for many years. Records enable subsequent medical care providers to be informed about workers' previous and current exposures. The State continues working towards the development of an Illinois Health Information Exchange (ILHIE) that encourages the use of electronic health records and electronic prescribing. The Vendor shall commit to supporting the Illinois Health and Information and Technology Act (20 ILCS 3860) and ILHIE initiatives during the term of this contract.

1.2.1.8.1.2. In the event the State of Illinois changes contract physicians, the State shall authorize the transfer of either paper and/or electronic copies of medical records from prior contract physicians to the current physician, in whole or in part as deemed necessary. In effect, the previous contract physician will still maintain and preserve medical records as indicated below.

1.2.1.8.1.3. OSHA regulations mandate that, unless a specific occupational safety and health standard provides a different time period, the employer must:

1.2.1.8.1.3.1. Maintain and preserve medical records on exposed workers for 30 years after they leave employment (29 CFR Part 1910.1020).

1.2.1.8.1.3.2. Make available to workers, their authorized representatives, and authorized OSHA representatives the results of medical testing and full medical records and analyses (29 CFR Part 1910.1020). Authorized means with written consent of the employee.

1.2.1.8.1.3.3. Agency access to employee medical records will be limited to pertinent information involving Worker's Compensation claims.

1.2.1.9. PHYSICIAN'S WRITTEN OPINION

1.2.1.9.1. The Vendor shall furnish the employee with a written opinion from the examining physician containing the following:

1.2.1.9.1.1. The health report including specific results from the medical examination and tests and their interpretations.

1.2.1.9.1.2. The physician's opinion as to whether the employee has any detected medical conditions that would place the employee at increased risk of material impairment of the employee's health.

1.2.1.9.1.3. The physician's recommended limitations upon the employee's assigned work.

1.2.1.9.1.4. A statement that the physician has informed the employee of the results of the medical examination and specifically identified any medical conditions that require further examination or treatment.

1.2.1.9.2. The Vendor shall furnish the Agency a written opinion containing the following:

1.2.1.9.2.1. The physician's opinion as to whether the employee is physically fit to perform the job task as described by the Agency.

1.2.1.9.2.2. The physician's opinion as to whether the employee is physically able to wear a respirator while performing work under stressful situations.

1.2.1.9.3. Where additional tests are required or where tests have been omitted, the Vendor shall notify in writing to the Agency's Safety Officer who will be responsible for scheduling the appointment. The Vendor's notification shall not indicate the reason for the additional appointment.

1.2.1.9.4. For asbestos workers, the written report will include the following information, as required by 29 CFR 1910.1001:

1.2.1.9.4.1. The physician's opinion as to whether the employee has any detected medical conditions that would place the employee at an increased risk of material health impairment from exposure to asbestos.

1.2.1.9.4.2. Any recommended limitations on the employee or on the use of personal protective equipment such as respirators.

1.2.1.9.4.3. A statement that the employee has been informed by the physician of the results of the medical examination and of any medical conditions that may result from asbestos exposure.

1.2.1.9.4.4. A statement that the employee has been informed by the physician of the increased risk of lung cancer attributable to the combined effect of smoking and asbestos exposure.

1.2.1.9.5. Whenever the contract physician refers an employee to that employee's own personal physician and notifies the Agency's Safety Officer that a condition needing further evaluation will limit the employee's assigned work, the employee's ability to wear a respirator while performing work under stressful situations, or the employee's use of other necessary personal protective equipment, the contract physician shall issue a final written opinion within fifteen (15) days of receipt of a written opinion from the employee's personal physician.

1.2.1.10. RESPIRATORY CERTIFICATION ONLY:

This type of exam is for employees that perform duties where the employer provides them with a respirator for the performance of assigned job duties, but they are not covered within the applicability of the OSHA HAZWOPER regulation (29 CFR 1910.120) with respect to their job assignments. This exam must satisfy the requirement of 29 CFR 1910.134 (e), specifically (e)(l), (e)(2), (e)(4)(i), (e)(4)(ii), (e)(B)(i) and (e)(6)(ii).

1.2.1.10.1. In those specified cases, the questionnaire required by 29CFR 1910.134 (e)(2)(ii) shall be administered by Internet, mail-in or on-site administration.

1.2.1.10.2. The Vendor shall identify a physician or other licensed health care professional (PLHCP) to perform the medical evaluation using the medical questionnaire completed by each employee. The Vendor shall ensure that each PLHCP is given a copy of 29 CFR 1910.134 (e). If the employee requests, the contractor shall provide an opportunity for the employee to discuss the questionnaire and evaluation results with the PLHCP.

1.2.1.10.3. When an employee gives a positive response to any question among questions 1 through 8 in Section 2 Part A of the questionnaire required by 29 CFR 1910.134 (e)(2)(ii), the contractor shall perform a follow-up medical examination which shall include any medical tests, consultations, or diagnostic procedures that the PLHCP deems necessary to make a final determination.

1.2.1.10.4. The PLHCP shall provide a written recommendation to the Agency’s Safety Officer regarding each employee's ability to use the respirator designated by the Agency. The recommendation shall only provide the following information: (1) any limitations on respirator use related to the medical condition of the employee, or relating to the workplace conditions in which the respirator will be used, including whether or not the employee is medically able to use the respirator; (2) the need, if any, for follow-up medical evaluations; and (3) a statement that the PLHCP has provided the employee with a copy of the PLHCP's written recommendation.

1.2.1.11. BIOMONITORING: This type of exam involves measuring environmental chemicals, or their breakdown products (metabolites), in human tissues and fluids, such as blood and urine.

1.2.1.11.1. This information will be used to determine if chemicals are getting into people's bodies and how much of those chemicals are in blood and urine.

1.2.1.11.2. Information will be used to determine if levels of a chemical are above a level of concern or known toxicity level.

1.2.1.11.3. Testing will be conducted at laboratories certified to perform analytical chemistry for the compounds of concern.

1.2.1.11.4. Test results will be provided to employees at their personal address and a summary of test results will be provided to the Illinois EPA in a timely manner.

1.2.1.11.5. If warranted by guidance of the medical provider, a consultation on further evaluation and treatment will be provided.

1.3. MILESTONES AND DELIVERABLES:

1.3.1.1. Vendor shall immediately notify the State of any event that may have a material impact on Vendor's ability to perform the contract.

1.3.1.2. The Vendor will contact the Agency's Safety Officer whenever an appointment or test is missed. Notification must be on the day of the scheduled appointment.

1.3.1.3. The Vendor shall provide the deliverables as described in section 1.2 of this contract within 30 days. Employee deliverables shall be postmarked within 30 days and mailed to their home addresses. The Agency documentation shall be delivered by post mail and electronically. Physical copies will be postmarked within 30 days and mailed to: Illinois Environmental Protection Agency, Associate Director’s Office, Safety Officer, 2520 W. Iles Ave, Springfield, IL 62794-9276. Electronic copies will be emailed within 30 days to the current Illinois EPA Health & Safety Officer at the supplied address.

1.4. VENDOR/STAFF SPECIFICATIONS:

1.4.1. EDUCATION: A medical doctor, certified as an occupational health physician, shall supervise the Vendor’s program. The Vendor shall provide name(s) and qualifications of the doctor(s) providing oversight of the program.

1.4.2. The Agency reserves the right to approve or reject personnel designated by the Vendor or subcontractor based on previous complaints and/or pending lawsuits. Any delay or additional costs that arise because of the failure of the Vendor to give timely notice of new personnel shall be the sole and exclusive risk of the Vendor.

The Vendor certifies that it has previously completed at least one contract of this size for these services.

Failure to sign and certify will deem the Vendor non-responsive.

1.5. TRANSPORTATION AND DELIVERY:

NA

1.6. SUBCONTRACTING:

Subcontractors are not allowed.

1.7. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

· Location where services will be performed: Click here to enter text Value of services performed at this location: Click here to enter text

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2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is firm.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.3. MAXIMUM AMOUNT: The total payments under the initial term of this contract shall not exceed $Click here to enter text without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

3. TERM AND TERMINATION

3.1. TERM:

3.1.1. TERM OF THIS CONTRACT: The contract will have an initial term commencing upon the last dated signature of the Parties and ending two years the last dated signature of the Parties In no event will the maximum total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

3.2. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.3. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.4. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540; 74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and Federal tax exemption information.

4.1.6.2. Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this section, subcontractors are those with contracts with an annual value exceeding $100,000 and who are specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the Standard Illinois Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses, the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract, and the general type of work to be performed. 30 ILCS 500/20-120.

4.4. AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of the procuring Agency, the Auditor General, the Executive Inspector General, the Chief Procurement Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

4.5. TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract. Vendor shall continue to perform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the State.

4.6. NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that Party’s right to exercise or enforce that or other rights in the future.

4.7. FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration.

4.8. CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the State or to which it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period of this contract or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction. The foregoing obligations shall not apply to confidential data or information lawfully in the receiving Party’s possession prior to its acquisition from the disclosing Party; received in good faith from a third Party not subject to any confidentiality obligation to the disclosing Party; now is or later becomes publicly known through no breach of confidentiality obligation by the receiving Party; or that is independently developed by the receiving Party without the use or benefit of the disclosing Party’s confidential information.

4.9. USE AND OWNERSHIP: All work performed or supplies created by Vendor under this contract, whether written documents or data, goods or deliverables of any kind, shall be deemed work for hire under copyright law and all intellectual property and other laws, and the State of Illinois is granted sole and exclusive ownership to all such work, unless otherwise agreed in writing. Vendor hereby assigns to the State all right, title, and interest in and to such work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work including any so-called "moral rights" in connection with the work. Vendor acknowledges the State may use the work product for any purpose. Confidential data or information contained in such work shall be subject to the confidentiality provisions of this contract.

4.10. INDEMNIFICATION AND LIABILITY: The Vendor shall indemnify and hold harmless the State of Illinois, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys’ fees and expenses, arising out of: (a) any breach or violation by Vendor of any of its certifications, representations, warranties, covenants or agreements; (b) any actual or alleged death or injury to any person, damage to any real or personal property, or any other damage or loss claimed to result in whole or in part from Vendor’s negligent performance; (c) any act, activity or omission of Vendor or any of its employees, representatives, subcontractors or agents; or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, copyright, trade secret, or trademark) rights of a third party. In accordance with Article VIII, Section 1(a),(b) of the Constitution of the State of Illinois and 1973 Illinois Attorney General Opinion 78, the State may not indemnify private parties absent express statutory authority permitting the indemnification. Neither Party shall be liable for incidental, special, consequential, or punitive damages.

4.11. INSURANCE: Vendor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

4.12. INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of, or joint venturer with the State. All payments by the State shall be made on that basis.

4.13. SOLICITATION AND EMPLOYMENT: Vendor shall not employ any person employed by the State during the term of this contract to perform any work under this contract. Vendor shall give notice immediately to the Agency’s director if Vendor solicits or intends to solicit State employees to perform any work under this contract.

4.14. COMPLIANCE WITH THE LAW: The Vendor, its employees, agents, and subcontractors shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations, orders, Federal circulars and all license and permit requirements in the performance of this contract. Vendor shall be in compliance with applicable tax requirements and shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary for the performance of this contract.

4.15. BACKGROUND CHECK: Whenever the State deems it reasonably necessary for security reasons, the State may conduct, at its expense, criminal and driver history background checks of Vendor’s and subcontractor’s officers, employees or agents. Vendor or subcontractor shall immediately reassign any individual who, in the opinion of the State, does not pass the background check.

4.16. APPLICABLE LAW:

4.16.1. PREVAILING LAW: This contract shall be construed in accordance with and is subject to the laws and rules of the State of Illinois.

4.16.2. EQUAL OPPORTUNITY: The Department of Human Rights’ Equal Opportunity requirements are incorporated by reference. 44 Ill. Adm. Code 750.

4.16.3. COURT OF CLAIMS; ARBITRATION; SOVEREIGN IMMUNITY: Any claim against the State arising out of this contract must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505. The State shall not enter into binding arbitration to resolve any dispute arising out of this contract. The State of Illinois does not waive sovereign immunity by entering into this contract.

4.16.4. OFFICIAL TEXT: The official text of the statutes cited herein is incorporated by reference. An unofficial version can be viewed at (www.ilga.gov/legislation/ilcs/ilcs.asp).

4.17. ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under Federal or State antitrust laws relating to the subject matter of this contract, then upon request of the Illinois Attorney General, Vendor shall assign to the State all of Vendor’s rights, title and interest to the claim or cause of action.

4.18. CONTRACTUAL AUTHORITY: The Agency that signs this contract on behalf of the State of Illinois shall be the only State entity responsible for performance and payment under this contract. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs in addition to an Agency, he/she does so as approving officer and shall have no liability to Vendor. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs a master contract on behalf of State agencies, only the Agency that places an order or orders with the Vendor shall have any liability to the Vendor for that order or orders.

4.19. EXPATRIATED ENTITIES: Except in limited circumstances, no business or member of a unitary business group, as defined in the Illinois Income Tax Act, shall submit a bid for or enter into a contract with a State agency if that business or any member of the unitary business group is an expatriated entity.

4.20. NOTICES: Notices and other communications provided for herein shall be given in writing via electronic mail whenever possible. If transmission via electronic mail is not possible, then notices and other communications shall be given in writing via registered or certified mail with return receipt requested, via receipted hand delivery, via courier (UPS, Federal Express or other similar and reliable carrier), or via facsimile showing the date and time of successful receipt. Notices shall be sent to the individuals who signed this contract using the contact information following the signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change its contact information.

4.21. MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by authorized representatives of the Parties. Any provision of this contract officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions shall be interpreted, as far as possible, to give effect to the Parties’ intent. All provisions that by their nature would be expected to survive, shall survive termination. In the event of a conflict between the State’s and the Vendor’s terms, conditions and attachments, the State’s terms, conditions and attachments shall prevail.

4.22. PERFORMANCE RECORD/SUSPENSION: Upon request of the State, Vendor shall meet to discuss performance or provide contract performance updates to help ensure proper performance of this contract. The State may consider Vendor’s performance under this contract and compliance with law and rule to determine whether to continue this contract, suspend Vendor from doing future business with the State for a specified period of time, or whether Vendor can be considered responsible on specific future contract opportunities.

4.23. FREEDOM OF INFORMATION ACT: This contract and all related public records maintained by, provided to, or required to be provided to the State are subject to the Illinois Freedom of Information Act (FOIA) notwithstanding any provision to the contrary that may be found in this contract. 5 ILCS 140.

4.24. SCHEDULE OF WORK: Any work performed on State premises shall be performed during the hours designated by the State and performed in a manner that does not interfere with the State and its personnel.

4.25. WARRANTIES FOR SUPPLIES AND SERVICES:

4.25.1. Vendor warrants that the supplies furnished under this contract will: (a) conform to the standards, specifications, drawing, samples or descriptions furnished by the State or furnished by the Vendor and agreed to by the State, including but not limited to all specifications attached as exhibits hereto; (b) be merchantable, of good quality and workmanship, and free from defects for a period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c) comply with all federal and state laws, regulations and ordinances pertaining to the manufacturing, packing, labeling, sale and delivery of the supplies; (d) be of good title and be free and clear of all liens and encumbrances and; (e) not infringe any patent, copyright or other intellectual property rights of any third party. Vendor agrees to reimburse the State for any losses, costs, damages or expenses, including without limitations, reasonable attorney’s fees and expenses, arising from failure of the supplies to meet such warranties.

4.25.2. Vendor shall ensure that all manufacturers’ warranties are transferred to the State and shall provide to the State copies of such warranties. These warranties shall be in addition to all other warranties, express, implied or statutory, and shall survive the State’s payment, acceptance, inspection or failure to inspect the supplies.

4.25.3. Vendor warrants that all services will be performed to meet the requirements of this contract in an efficient and effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall immediately reassign any individual who does not perform in accordance with this contract, who is disruptive or not respectful of others in the workplace, or who in any way violates the contract or State policies.

4.26. REPORTING, STATUS AND MONITORING SPECIFICATIONS: Vendor shall immediately notify the State of any event that may have a material impact on Vendor’s ability to perform this contract.

4.27. EMPLOYMENT TAX CREDIT: Vendors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 35 ILCS 5/216, 5/217. Please contact the Illinois Department of Revenue (telephone #: 217-524-4772) for information about tax credits.

5. STATE SUPPLEMENTAL PROVISIONS

|_| Agency Definitions Click here to enter text.

|_| Required Federal Clauses, Certifications and Assurances Click here to enter text.

|_| Public Works Requirements (construction and maintenance of a public work) 820 ILCS 130/4.

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|_| Prevailing Wage (janitorial cleaning, window cleaning, building and grounds, site technician, natural resources, food services, security services, and printing, if valued at more than $200 per month or $2,000 per year) 30 ILCS 500/25-60.

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|_| Agency Specific Terms and Conditions Click here to enter text.

|_| Other (describe) Click here to enter text.

Add Agency Definitions, Agency specific Terms and Conditions and Required Federal Clauses, Certifications and Assurances if applicable.

6. ATTACHMENTS

6.1. Illinois Standard Certifications

6.2. BidBuy Purchase Order

Illinois Environmental Protection Agency Medical Monitoring

MUL26401

VENDOR

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Signature:

STATE OF ILLINOIS

City, State ZIP: Springfield, IL 62794-9276

Printed Name: James Jenning by Andrew Shackelford

Official’s Title: Acting Director by Agency Procurement Officer

Legal Printed Name:

Legal’s Title:

Fiscal’s Printed Name:

Fiscal’s Title:

State of Illinois Contract v.25.4

AGENCY USE ONLY NOT PART OF CONTRACTUAL PROVISIONS

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· Subcontractor Utilization? |_| Yes |_|No Subcontractor Disclosure? |_| Yes |_|No

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