Request for Proposals FF Med Exams.pdf

The Adjutant General’s Department

STATE OF OHIO

ADJUTANT GENERAL’S DEPARTMENT

2825 WEST DUBLIN GRANVILLE ROAD

COLUMBUS, OHIO 43235-2789

RFP NUMBER: SRC0000019823

UNSPSC COMMODITY CODE: 85122201

The State of Ohio Adjutant General’s Department is requesting proposals for:

Ohio Air National Guard Firefighter Medical Evaluations

RFP Issued: May 24, 2024 Inquiry Period Begins: May 24, 2024

Inquiry Period Ends: June 5, 2024, at 8am Proposal Due Date and Time: June 12, 2024, at 12pm

Proposals received after the due date and time will not be evaluated.

Offerors must note that all proposals and other material submitted will become the property of the State of Ohio (herein referred to as the State) and may be returned only at the State's option. Proprietary information should not be included in a proposal or supporting materials because the State will have the right to use any materials or ideas submitted in any proposal without compensation to the offeror. Additionally, all proposals will be open to the public after the contract has been awarded. Refer to the Ohio Administrative Code, Section 123:5-1-08 (E).

This RFP consists of 11 consecutively numbered pages, to include 3 attachments and 10 exhibits. Please verify that you have a complete copy.

REQUEST FOR PROPOSALS

PART ONE: EXECUTIVE SUMMARY

PURPOSE

This is a Request for Proposals (herein referred to as RFP). The State of Ohio, Adjutant General’s Department (herein referred to as ADJ) is soliciting proposals (herein referred to as Proposals) for Ohio Air National Guard Firefighter Medical Examinations (herein referred to as AFFME) and this RFP is the result of that request. If a suitable offer is made in response to this RFP, the State may enter into a contract (herein referred to as the Contract) to have the selected Offeror (herein referred to as the Contractor) perform the Scope of Work (herein referred to as SOW) section provided as an attachment to this RFP. This RFP provides details on what is required to submit a Proposal for the work, how the State will evaluate the Proposals, and what will be required of the Contractor in performing said work.

This RFP also gives the estimated dates for the various events in the submission process, selection process, and performance of the work. While these dates are subject to change, prospective Offerors must be prepared to meet them as they currently stand.

Once awarded, the term of the Contract will be from July 1, 2024, through June 30, 2028 (four years). The State may solely renew this Contract at the discretion of ADJ for a period of one year. Any further renewals will be by mutual agreement between the Contractor and ADJ for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed four (4) years and are subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each biennium. ADJ may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of the ADJ.

Any failure to meet a deadline in the submission or evaluation phases and any objection to the dates for performance of the Project may result in ADJ refusing to consider the Proposal of the Offeror.

OBJECTIVE

The ADJ is seeking to contract with a professional medical organization that will furnish candidate firefighter and member firefighter annual medical evaluations for Mansfield, Toledo, and Rickenbacker Air National Guard Bases in accordance with National Fire Protection Association 1582-2022 edition referred to as the NFPA 1582 and the associated U.S. Air Force Technical Implementation Guide 1582 2022 edition, referred to as the TIG, specifically IAW the examination schedule in Attachment 3 of the TIG; to function as the officially designated fire department physician, in accordance with guidance outlined in NFPA 1582 Chapter 4, and associated TIG chapter; and, to furnish post-infectious exposure care and testing, in accordance with National Fire Protection Association (NFPA) 1581, Standard on Fire Department Infection Control Program, 2021 edition, Chapter 4.6, NFPA 1582 Section 7.7.9 through 7.7.11.2, and TIG Section 7.7.9 through 7.7.11.2, or more updated editions. NFPA 1580 is currently proposed, it will combine NFPA 1581, 1582, 1583 and 1584 into one new standard. See Attachment 2: Scope of Work for links and a list of attachments.

CALENDAR OF EVENTS

The schedule for the Project is given below and is subject to change. ADJ may change this schedule at any time. If ADJ changes the schedule before the Proposal due date, it will do so through an announcement on the State Procurement Website area for this RFP. The Website announcement will be followed by an amendment to this RFP, also available through the State Procurement Website. After the Proposal due date and before the award of the Contract, ADJ will make scheduled changes through the RFP amendment process. ADJ will make changes in the Project schedule after the Contract award through the change order provisions located in the general terms and conditions of the Contract. It is each prospective Offeror’s responsibility to check the Website question and answer area for this RFP for current information regarding this RFP and its calendar of events through award of the Contract. No contact shall be made with agency/program staff until contract award is announced.

DATES:

RFP Issued: May 24, 2024 Inquiry Period Begins: May 24, 2024 Inquiry Period Ends: June 5, 2024, at 8am Proposal Due Date and Time: June 12, 2024, at 12pm

NOTE: These dates are subject to change.

There are references in this RFP to the Proposal due date. Prospective Offerors must assume, unless it is clearly stated to the contrary, that any such reference means the date and time (Columbus, Ohio local time) that the Proposals are due.

Proposals received after 5:00 p.m. on the due date will not be evaluated.

STATE OF OHIO ONLINE PURCHASING SOLUTION. OhioBuys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on submitting proposals see the “Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding to Solicitations” Supplier Training Video linked below.

Learner Guide https://procure.ohio.gov/static/pdf/S- LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf

Viewing and Responding to Solicitations https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

INQUIRIES. Offerors may make inquiries regarding this RFP any time during the inquiry period listed in the Calendar of Events. To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab, and submit their inquiry.

Offerors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page. ADJ will try to respond to all inquiries within 48 hours of receipt, excluding weekends and State holidays. ADJ will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

Offerors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, not on details of any other potentially related contract or project. If Offerors ask questions about existing or past contracts using the Internet Q&A process, ADJ will use its discretion in deciding whether to provide answers as part of this RFP process.

ADJ is under no obligation to acknowledge questions submitted through the Q&A process if those questions are not in accordance with these instructions or deadlines.

PROTESTS. Any Offeror that objects to the award of a Contract resulting from the issuance of this RFP may file a protest of the award of the Contract, or any other matter relating to the process of soliciting the Proposals. Such protest must comply with the following information:

1. The protest must be filed by a prospective or actual offeror objecting to the award of a Contract resulting from the RFP. The protest must be in writing and contain the following information:

a. The name, address, and telephone number of the protester;

b. The name and number of the RFP being protested;

c. A detailed statement of the legal and factual grounds for the protest, including copies of any relevant documents;

d. A request for a ruling by ADJ;

e. A statement as to the form of relief requested from ADJ; and

f. Any other information the protester believes to be essential to the determination of the factual and legal questions at issue in the written request.

2. A timely protest will be considered by ADJ, on behalf of the agency, if it is received by the ADJ, Purchasing Office Finance

Officer within the following periods:

a. A protest based on alleged improprieties in the issuance of the RFP, or any other event preceding the closing date for receipt of proposals which are apparent or should be apparent prior to the closing date for receipt of proposals, must be filed no later than five (5) business days prior to the proposal due date.

b. If the protest relates to the recommendation of the evaluation committee for an award of the Contract, the protest must be filed as soon as practicable after the Offeror is notified of the decision by ADJ regarding the Offeror’s proposal.

3. An untimely protest may be considered by ADJ at the discretion of ADJ. An untimely protest is one received by the ADJ Purchasing Office Finance Officer after the time periods set in paragraph 2 above. In addition to the information listed in paragraph 1, untimely protests must include an explanation of why the protest was not made within the required time frame.

4. All protests must be filed in writing at the following location:

The State of Ohio

Adjutant General’s Department

Purchasing Office Finance Officer

State Contracting - DIMR

2825 W Dublin Granville Rd

Columbus, OH 43235 https://procure.ohio.gov/static/pdf/S-LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf https://procure.ohio.gov/static/pdf/S-LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

SUBJECT: Ohio Air National Guard Firefighter Medical Examinations

This protest language only pertains to this RFP offering.

AMENDMENT TO THE RFP. If the ADJ decides to revise this RFP before the Proposal due date, an amendment will be issued in OhioBuys as a new round. If an offeror has submitted a Proposal prior to an amendment being issued and wishes to be considered, the offeror must resubmit their Proposal in response to the latest round of the RFP. Proposals submitted in response to an amended RFP prior to the most recent amendment will not be opened or evaluated.

When a modification to this RFP is necessary, the State will execute an RFP amendment by creating a new round. The State may issue amendments any time before Proposals are due, and it is each prospective offeror’s responsibility to check for amendmen ts and other current information regarding this RFP.

After the submission of Proposals, amendments will be distributed only to those Offerors whose submissions are under active consideration. When the ADJ issues an amendment to the RFP after Proposals have been submitted, the ADJ will permit Offerors to withdraw their Proposals.

This withdrawal option will allow any Offeror to remove its Proposal from active consideration should the Offeror feel that the amendment changes the nature of the transaction to the extent that the Offeror’s Proposal is no longer in its interests. Alternatively, ADJ may allow Offerors that have Proposals under active consideration to modify their Proposals in response to the amendment, as described below:

Whenever ADJ issues an amendment after the Proposal due date, ADJ will tell all Offerors whose Proposals are under active consideration whether they have the option to modify their Proposals in response to the amendment. Any time ADJ amends the RFP after the Proposal due date, an Offeror will have the option to withdraw its Proposal even if ADJ permits modifications to the Proposals. If the Offerors are allowed to modify their Proposals, ADJ may limit the nature and scope of the modifications. Unless otherwise stated in the notice by ADJ, modifications and withdrawals must be made in writing and must be submitted within ten

(10) business days after the amendment is issued. If this RFP provides for a negotiation phase, this procedure will not apply to changes negotiated during that phase. Withdrawals and modifications must be made in writing and submitted to ADJ at the address given above and in the same manner required for the submission of the original Proposals. Any modification that is broader in scope than ADJ has authorized may be rejected and treated as a withdrawal of the Offeror’s Proposal.

PROPOSAL SUBMITTAL. Each Offeror must submit a Proposal that includes a Cost Proposal as part of its proposal package.

If an Offeror includes in its proposal confidential, proprietary, or trade secret information, it must also submit a complete redacted version of its Technical Proposal in accordance with Confidential, Proprietary or Trade Secret Information that follows. Offerors shall only redact (black out) language that is exempt from disclosure pursuant to Ohio Public Records Act. Offerors must also submit an itemized list of each redaction with the corresponding statutory exemption from disclosure. The redacted version(s) must be submitted as an electronic copy in a searchable PDF format and attached in the appropriate electronic envelope (i.e., technical, or financial). Redacted versions should be indicated as redacted in the file name. The redacted version, as submitted, will be available for inspection and released in response to public records requests. If a redacted version is not submitted, the original submission of the proposal will be provided in response to public records requests. Proposals must be submitted online in OhioBuys.

Offerors will not be able to submit Proposals or unsolicited Proposal amendments after the deadline. An Offeror must allow adequate time for uploading a Proposal prior to the due date and time. ADJ recommends that Offerors submit proposals as early as possible. Proposals received prior to the deadline are stored, unopened, in the electronic file.

Each Offeror must carefully review the requirements of this RFP and the contents of its Proposal. Once a solicitation has closed, Proposals cannot be altered, except as allowed by this RFP.

By submitting a Proposal, the Offeror acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirements. ADJ is not responsible for the accuracy of any information regarding this RFP that was gathered through a source different from the inquiry process described in the RFP.

ORC Section 9.24 prohibits ADJ from awarding a Contract to any Offeror(s) against whom the Auditor of State has issued a finding for recovery if the finding for recovery is “unresolved” at the time of award. By submitting a Proposal, the Offeror warrants that it is not now, and will not become subject to an “unresolved” finding for recovery under Section 9.24, prior to the award of a Contract arising out of this RFP, without notifying ADJ of such finding. ORC Section 9.231 applies to this contract.

ADJ may reject any Proposal if the Offeror takes exception to the terms and conditions of this RFP, fails to comply with the procedure for participating in the RFP process, or the Offeror’s Proposal fails to meet any requirement of this RFP. Any question asked during the inquiry period will not be viewed as an exception to the Terms and Conditions.

Offerors are advised there will be no opportunity to correct mistakes or deficiencies in their submitted materials after the Proposal Due Date. Proposals that are incomplete or otherwise missing required information may not be evaluated.

It is the Offeror’s responsibility to ensure timely submission of a complete proposal. Late proposals will not be scored. ADJ is under no obligation to consider a proposal which is received after the Proposal Due Date or that is incomplete. Proposals that are not submitted in the format requested will not be scored. No supplementary or revised materials will be accepted after the Proposal Due Date unless specifically requested by ADJ.

All costs incurred in the preparation of the proposal shall be borne by the Offeror alone, and ADJ shall not contribute, in any way, to the cost of the preparation of the proposal.

Any and all documents developed by the Offeror during the course of this project will be provided to ADJ upon request and wil l become the property of ADJ, and the Offeror shall not assert any claims arising under copyright or otherwise inconsistent with the transfer of ownership of such documents.

CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION. ADJ procures goods and services through an RFP in a transparent manner and in accordance with the laws of the State of Ohio. All proposals provided to ADJ in response to this RFP become records of ADJ and as such, will be open to inspection by the public after award unless exempt from disclosure under the Ohio Revised Code or another provision of law.

Unless specifically requested by the State, an Offeror should not voluntarily provide to ADJ any information that the Offeror claims as confidential, proprietary or trade secret and exempt from disclosure under the Ohio Revised Code or another provision of law.

Additionally, the Offeror must understand that all Proposals and other material submitted will become the property of the State and may be returned only at the State's option. Confidential, proprietary or trade secret information should not be voluntarily included in a Proposal or supporting materials because ADJ will have the right to use any materials or ideas submitted in any Proposal without compensation to the Offeror.

However, if the State requests from the Offeror, or if the Offeror chooses to include information it deems confidential, proprietary, or trade secret information, the Offeror may so designate such information as “CONFIDENTIAL” by redacting only that information that is exempt from disclosure under the Ohio Revised Code or another provision of law and must provide a list of the redactions stating the specific statutory exemption for each redaction. The Offeror must clearly designate the part of the proposal that contains confidential, proprietary or trade secret information in order to claim exemption from disclosure by submitting both an unredacted copy and a redacted copy of its proposal in electronic format. The electronic copy shall be clearly identified as either “ORIGINAL COPY” or “REDACTED COPY”. Failure to properly redact and clearly identify all copies will result in the State treating all information in the original proposal as a public record.

ADJ may review the claimed confidential, proprietary or trade secret information to determine whether the redaction is proper. The decision as to whether such confidentiality is appropriate rests solely with ADJ. If ADJ determines that the information marked as confidential, trade secret, or proprietary does not meet a statutory exception to disclosure, ADJ will inform the Offeror, in writing, of the information ADJ does not consider confidential.

Upon receipt of ADJ’s determination that all or some portion of the Offeror’s designated information will not be t r e a t e d as exempt from disclosure, the Offeror may exercise the following options:

1. Withdraw the Offeror’s entire Proposal (prior to award only);

2. Request that ADJ evaluate the Proposal without the redacted information (prior to award only); or

3. Withdraw the designation of confidentiality, trade secret, or proprietary information for such information.

In submitting a proposal, each Offeror agrees that ADJ may reveal confidential, proprietary and trade secret information contained in the proposal to ADJ staff and to the staff of other state agencies, any outside consultant or other third parties who serve on an evaluation committee or who are assisting ADJ in development of specifications or the evaluation of proposals. The State shall require said individuals to protect the confidentiality of any specifically identified confidential, proprietary or trade secret information obtained as a result of their participation in the evaluation.

Finally, if information submitted in the Proposal is not marked as confidential, proprietary or trade secret, it will be determined that the Offeror waived any right to assert such confidentiality and the entire Proposal shall be deemed a public record.

ADJ will retain all Proposals, or a copy of them, as part of the Contract file for the required retention period. After the retention period, ADJ may destroy, or otherwise dispose of the Proposals.

WAIVER OF DEFECTS. ADJ may waive any defects in any Proposal or in the submission process followed by an Offeror. ADJ will only do so if it believes that it is in the State’s interests and will not cause any material unfairness to other Offerors.

MULTIPLE OR ALTERNATE PROPOSALS. ADJ accepts multiple Proposals from a single Offeror, but ADJ requires each such Proposal be submitted separately from every other Proposal the Offeror makes. Additionally, the Offeror must treat every Proposal submitted as a separate and distinct submission and include in each Proposal all materials, information, documentation, and other items this RFP requires for a Proposal to be complete and acceptable. No alternate Proposal may incorporate materials by reference from another Proposal made by the Offeror or refer to another Proposal. ADJ will judge each alternate Proposal on its own merit.

AMENDMENTS TO PROPOSALS. Amendments or withdrawals of Proposals will be allowed only if the amendment or withdrawal is received before the Proposal due date. No amendments or withdrawals will be permitted after the due date, except as authorized by this RFP.

PROPOSAL INSTRUCTIONS. Each Proposal must be organized as a single searchable PDF document ordered in the same manner as the response items are ordered this RFP.

ADJ wants clear and concise Proposals. Offerors should, however, take care to completely answer questions and meet the RFP’s requirements thoroughly. All Offerors, including current contract holders, if applicable, must provide detailed and complete responses as Proposal evaluations, and subsequent scores, are based solely on the content of the Proposal.

No assumptions will be made, or values assigned for the competency of the Offeror whether or not the Offeror is a current or previous contract holder.

ADJ will not be liable for any costs incurred by an Offeror in responding to this RFP, regardless of whether ADJ awards the Contract through this process, decides not to go forward with the Project, cancels this RFP for any reason, or contracts for the Project through some other process or by issuing another RFP.

PART TWO: EVALUATION PROCESS

PROPOSAL EVALUATION CRITERIA

The ADJ staff, or reviewers selected by the ADJ, will evaluate the submittals based upon the following criteria:

Work plan:

Provide a work plan that:

a. Demonstrates understanding of all required elements of the RFP as described in the Scope of Work.

b. Describes in detail the proposed approach including methodologies, processes, and procedures.

c. Identifies key personnel assignments.

COST PROPOSAL EVALUATION

The cost proposal will be evaluated by fair market criteria and best value given the technical proposals work plan. The resulting contract will be subject to the appropriation of funds and a not to exceed limitation.

APPROPRIATION OF FUNDS: The Adjutant General's Department funding for this agreement is contingent upon the availability of lawful appropriations by the Ohio General Assembly, and certification by the Director of Budget and Management of available funds as required by Chapter 126 of the Ohio Revised Code and approval by the State Controlling Board, if required, pursuant to Chapter 127 of the Ohio Revised Code. Should the General Assembly fail at any time to continue funding for the payments or any other obligations due by the ADJ under this agreement, the ADJ will be released from its obligations on the date funding is set to expire. The current General Assembly cannot commit a future General Assembly to an expenditure.

Furthermore, funding for this agreement is also dependent on the availability of cooperative agreements through the National Guard Bureau, Office of Grants and Cooperative Agreements utilizing DoD Component (NGB) Cooperative Agreement General Terms and Conditions, October 2023; Chief of the National Guard Bureau Instruction 9101.00, January 2023; and National Guard Regulation 5-1, National Guard Grants and Cooperative Agreements, May 2010. If at any time these funds are no longer available, the ADJ will be released from its obligations on the date funding is set to cease.

Written notice will be provided as soon as reasonably possible. These terms are not negotiable because they are tied to Ohio appropriation law.

Notwithstanding the foregoing, the expiration or early termination of this Contract will not limit the Contractor’s continuing obligations with respect to Deliverables that the State paid for or ordered before the expiration or termination, or limit the State’s rights in such, including any warranty services, licensed material, paid subscriptions, the support, or maintenance thereof, or other services.

Likewise, ADJ will be obligated to pay for any services or products that have been provided by the Contractor prior to the cessation of funds. However, the Contractor must cease to provide those products and/or services immediately upon notice.

COST SUMMARY FORM

A Cost Summary Form is provided for offeror convenience. ADJ may select one or more Proposals to be given further consideration.

REJECTION OF PROPOSALS. The ADJ may reject any Proposal that is not in the required format, does not address all the requirements of this RFP, or that the ADJ believes is excessive in price or otherwise not in its interests to consider or to accept. In addition, the ADJ may cancel this RFP, reject all the Proposals, and seek to do the Project through a new RFP or by other means.

DISCLOSURE OF PROPOSAL CONTENTS. The ADJ will seek to open the Proposals in a manner that avoids disclosing their contents. Additionally, the ADJ will seek to keep the contents of all Proposals confidential until the Contract is awarded. The ADJ will prepare a registry of Proposals containing the name and address of each Offeror. That registry will be open for public inspection after the Proposals are opened.

After scoring is complete, if the Proposal with the highest total overall score is one other than from an Ohio or border state Offeror, ADJ will apply the following preferences:

If the Offeror with the highest total overall score offers a foreign product, deduct six per cent of the total available points from the Offeror’s total score. If the Offeror with the highest total overall score was not assessed the preference from (a) and is one other than an Ohio or border state Offeror offering a domestic source end-product, and an Ohio Offeror responded to this RFP and claimed the Buy Ohio Preference, deduct five per cent of the total overall available points from the Offeror’s total score. If the Offeror with the highest total overall score was not assessed a preference from (a) or (b), is one other than a certified VBE Ohio, and a certified VBE responded to this RFP and claimed the Veterans Preference, deduct five per cent of the total overall available points from the Offeror’s total score.

PART THREE: REQUIREMENTS FOR PROPOSALS

PROPOSAL FORMAT. Each Proposal must include sufficient data to allow the State to verify the total cost for the Project and all of the Offeror's claims of meeting the RFP's requirements. Each Proposal must respond to every request for information in this attachment whether the request requires a simple "yes" or "no" or requires a detailed explanation.

Simply repeating the RFP's requirement and agreeing to comply will be an unacceptable response and may cause the Proposal to be rejected.

These instructions describe the required format for a responsive Proposal. The Offeror may include any additional information it believes is relevant. An identifiable cover page must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered within each section. Any material deviation from the format outlined below may result in a rejection of the non-conforming Proposal.

Each Proposal must contain the following information, in order, with sections as listed below:

1. Cover Letter (tell ADJ who you are; provide us with an introduction)

2. Certification

3. Prior Projects or experience (be brief and concise)

4. Offeror References

5. Staffing Plan

6. Personnel Profile Summary

7. Work Plan

8. Support Requirements (what do you need from us)

9. Conflict of Interest Statement

10. Assumptions

11. Cost Summary Form

12. Closing Statement

Be prepared to provide the following after award (understand that any document provided in OhioBuys will become public after award):

1. Proof of Insurance

2. Payment Address

3. W-9 Form and Supplier Registration

4. Affirmative Action Plan

5. All contractors from whom the State or any of its political subdivisions make purchases in excess of $2500.00 shall have a written affirmative action program for the employment and effective utilization of economically disadvantaged persons, as referred to in division (E)(1) of section 122.71 of the Revised Code. Annually, each such contractor shall file a description of the affirmative action program and a progress report on its implementation with the Equal Employment Opportunity office of the ADJ. Provide a statement that the Offeror has been approved through this affirmative action program. Follow this link to obtain verification for affirmative action compliance:

Affirmative Action Program Verification Form (AAPV)

6. Prohibition of the Expenditure of Public Funds for Offshore Services

REQUIREMENTS:

1. Cover Letter. The cover letter must be in the form of a standard business letter and must be signed by an individual authorized to legally bind the Offeror. The cover letter will provide an executive summary of the solution the Offeror plans to provide. The letter must also have the following:

a. The name, phone number, fax number, e-mail address, and mailing address of a contact person who has authority to answer questions regarding the Proposal.

b. A list of all subcontractors, if any, that the Offeror will use on the Project if the Offeror is selected to do the Work.

c. A statement that the Offeror’s proposed solution for the Project meets all the requirements of this RFP.

d. A statement that the Offeror has not taken any exception to the Terms and Conditions.

e. A statement that all the Offerors personal and business associates are in compliance with Chapter 3517 of the Revised

Code regarding limitations on political contributions and will remain in compliance for the duration of the Contract and with all applicable provisions that extend beyond the expiration of the Contract.

Offeror References. The Offeror must include a minimum of three (3) references for organizations and/or clients for whom the Offeror has successfully established and maintained services that were similar in their nature, size, and scope as the work herein described. These references must relate to work that was completed within the past five (5) years.

f. Contact Information. The contact’s name, title, phone number, e-mail address, company name, and mailing address must be completely filled out. If the primary contact cannot be reached, the same information must be included for an alternate contact in lieu of the primary contact. Failure to provide requested contact information may result in the State not including the reference in the evaluation process.

g. Project Name. The name of the project where the mandatory experience was obtained and/or service was provided.

h. Dates of Experience. Must be completed to show the length of time the Offeror performed the experience being described, not the length of time the Offeror was engaged for the reference. The Offeror must complete these dates with a beginning month and year and an ending month and year.

i. Description of the Related Service Provided. The State does not assume that since the experience requirement is provided at the top of the page that all descriptions on that page relate to that requirement. Offerors must reiterate the experience being described, including the capacity in which the experience was performed and the role of the Offeror on the Project. It is the Offeror’s responsibility to customize the description to clearly substantiate the qualification.

j. Description of how the related service shows the Offeror’s experience, capability, and capacity to develop this Project’s deliverables and/or to achieve this Project’s milestones.

k. The Offeror’s project experience must be listed separately and completely every time it is referenced, regardless of whether it is on the same or different pages of the form.

When contacted, each reference must be willing to discuss the Offeror’s previous performance on projects that were similar in their nature, size, and scope to the Work.

7. The Offeror must provide a staffing plan that identifies all key personnel required to do the Project and their responsibilities on the Project. The State is seeking a staffing plan that matches the proposed Project personnel and qualifications to the activities and tasks that will be completed on the Project. In addition, the plan must have the following information:

a. A matrix matching each key team member to the staffing requirements in this RFP.

b. A contingency plan that shows the ability to add more staff if needed to ensure meeting the Project's due date(s).

c. A discussion of the Offeror’s ability to provide qualified replacement personnel.

d. The Offeror must submit a statement and chart that clearly indicate the time commitment of the proposed work team, including the Project Manager, to the Project and any other, non-related work during the term of the Contract. The Offeror must also include a statement indicating to what extent, if any, the Project Manager may be used on other projects during the term of the Contract. The evaluation committee may reject any Proposal that commits the proposed Project Manager to other work during the term of the Contract if the evaluation committee believes that doing so will be detrimental to the Offeror’s performance.

7. Personnel Profile Summary.

a. Candidate References. If fewer than three (3) projects are provided, the Offeror must include information as to why fewer than three (3) projects were provided. The State may disqualify the proposal if fewer than three

(3) projects are given.

For each reference the following information must be provided:

1) Candidate’s Name.

2) Contact Information. The contact’s name, title, phone number, e-mail address, company name, and mailing address must be completely filled out. If the primary contact cannot be reached, the same information must be included for an alternate contact in lieu of the primary contact. Failure to provide requested contact information may result in the State not including the reference experience in the evaluation process.

3) Dates of Experience. Must be completed to show the length of time the candidate performed the technical experience being described, not the length of time the candidate worked for the company. The Offeror must complete these dates with a beginning month and year and an ending month and year.

Description of the Related Service Provided. The State does not assume that since the technical requirement is provided at the top of the page that all descriptions on that page relate to that requirement. Contractors must reiterate the technical experience being described, including the capacity in which the experience was performed and the role of the candidate in the reference project as it relates to this RFP Project. It is the Contractors’ responsibility to customize the description to clearly substantiate the candidate’s qualification.

b. Education and Training. This section must be completed to list the education and training of the proposed candidates and will demonstrate, in detail, the proposed candidate’s ability to properly execute the Contract based on the relevance of the education and training to the requirements of the RFP. Must include copies of any pertinent licenses and or certificates.

c. Required Experience and Qualifications. This section must be completed to show how the candidate meets the required experience requirements. If any candidate does not meet the required requirements for the position the candidate has been proposed to fill, the Offeror's Proposal may be rejected as non-responsive.

The candidate’s project experience must be listed separately and completely every time it is referenced, regardless of whether it is on the same or different pages of the form.

One of the criteria on which the State may base the award of the Contract is the quality of the Offeror’s Work Team. Switching personnel after the award will not be accepted without due consideration. The Offeror must propose a Work Team that collectively meets all the requirements in this RFP. Additionally, each team member may have mandatory requirements listed in this RFP that the team member must individually meet. All candidates proposed must meet the technical experience for the candidate’s position and be named.

8. Work Plan. Offeror must fully describe its current capacity, approach, methods, and specific work steps for doing the Work on this Project. The State encourages responses that demonstrate a thorough understanding of the nature of the Project and what the Contractor must do to complete the Project satisfactorily. To this end, the

Offeror must submit for this section of the Proposal the Project plan that will be used to create a consistent, coherent management plan of action that will be used to guide the Project. The Project plan should include detail sufficient to give the State an understanding of the Offeror’s knowledge and approach, including Gantt charts documenting the successful completion of all of the deliverables to complete the Project.

The Work Plan must demonstrate an understanding of the requirements of the project as described in Scope of Work. Describe the methodologies, processes, and procedures it will utilize in the implementation and production of the Scope of Work. Provide a comprehensive Work Plan that gives ample description and detail as to how it proposes to accomplish this project and what resources are necessary to meet the deliverables.

The State seeks insightful responses that describe proven state-of-the-art methods. Recommended solutions should demonstrate that the Offeror would be prepared to immediately undertake and successfully complete the required tasks. The Offeror’s Work Plan should clearly and specifically identify key personnel assignments. (NOTE:

The staffing plan should be consistent with the Work plans).

Additionally, the Offeror should address potential problem areas, recommended solutions to the problem areas, and any assumptions used in developing those solutions.

9. Support Requirements. The Offeror must describe the support it wants from the State other than what the State has offered in this RFP. Specifically, the Offeror should address the following:

a. Nature and extent of State support required in terms of staff roles, percentage of time available, etc.

b. Assistance from State staff and the experience/qualification level required; and

c. Other support requirements.

The State may not be able or willing to provide the additional support the Offeror lists in this part of its Proposal. The Offeror must therefore indicate whether its request for additional support is a requirement for its performance. If any part of the list is a requirement, the State may reject the Offeror’s Proposal if the State is unwilling or unable to meet the requirements.

10. Conflict of Interest Statement. Each Proposal must include a statement indicating whether the Offeror or any people that may work on the Project through the Offeror have a possible conflict of interest (e.g., employed by the State of Ohio, etc.) and, if so, the nature of that conflict. The State has the right to reject a Proposal in which a conflict is disclosed or cancel the Contract if any interest is later discovered that could give the appearance of a conflict.

11. Assumptions. The Offeror must provide a comprehensive listing of any and all of the assumptions that were made in preparing the proposal. If any assumption is unacceptable to the State, it may be cause for rejection of the Proposal. No assumptions shall be included regarding negotiation, terms and conditions, and requirements.

12. Cost Summary Form. The Cost Summary Form must be submitted with the Offeror’s Proposal. Offerors shall provide a comprehensive cost analysis; this cost must include all ancillary costs. All costs for furnishing the services must be included in the Cost Proposals as requested. No mention of or reference to, the Cost Proposals may be made in responses to the general, technical, performance, or support requirements of this RFP.

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 120 days, starting on the due date for proposals. The awarded contractor must hold the accepted prices and/or costs for the initial term of the contract. No price change shall be effective without prior written consent from ADJ.

The State shall not be liable for any costs the Offeror does not identify in its Proposal.

13. Preference Certification Statements. Offerors claiming preference for Domestic Source End Products, the Ohio (Buy Ohio) preference, and/or Veteran Friendly Business Enterprise (VBE) must complete the Preference Certification Statements form.

14. Payment Address. The Offeror must provide the address to which payments to the Offeror will be sent.

https://procure.ohio.gov/pdf/Preference%20Certification%20Statements.pdf https://procure.ohio.gov/pdf/Preference%20Certification%20Statements.pdf

PART FOUR: LIST OF EXHIBITS:

1. PHYSICAL EXAM SUMMARY – FOR RECORDS CUSTODIAN

2. MEETS OR DOES NOT MEET REPORT– FOR RECORDS CUSTODIAN

3. MEETS OR DOES NOT MEET REPORT – FOR FIRE CHIEF

4. INFECTIOUS SUBSTANCE EXPOSURE FORM

5. U.S. Air Force Technical Implementation Guide 1582-18 (TIG 1582-18)

6. Standard on Comprehensive Occupational Medical Programs for Fire Departments 2018 (NFPA 1582)

Also, the 2022 edition of NFPA 1582 (Attachment 6) will be available for purchase through this link:

https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=1582

7. Air Force Instruction 32-2001

8. Air Force Instruction 48-137

9. Occupational Safety and Health Administration 29 CFR 1926.103 (29 CFR 1910.134).

10. TIA 1581-22-1

https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=1582