RFP BPM004228 Solicitation Instructions 2.1.2022.docx

Exhibit 1: Certificate of Insurance

ARIZONA DEPT. OF VETERANS’ SERVICES

3839 N. 3rd Street Phoenix, Arizona 85012

REQUEST FOR PROPOSAL No. BPM004228

Medical Director and Physician Services for the Arizona State Veterans’ Homes

TABLE OF CONTENTS

I. Special Instructions to Offerors II. Uniform Instructions to Offerors III. Attachments

· Attachment A: Offer and Acceptance

· Attachment B: Notices, Correspondence and Payments

· Attachment C: References

· Attachment F: Boycott of Israel Disclosure

· Attachment G: Price Increase Percentage

· Attachment H: Conformation Statements

Part Two (2) – Table of Contents

REQUEST FOR PROPOSAL No. BPM004228

Medical Director and Physician Services for the Arizona State Veterans’ Homes

I. SPECIAL INSTRUCTIONS TO OFFERORS

1. PRE-OFFER CONFERENCE:

Prospective Offerors are invited to attend a Pre‑proposal Conference. The date, time and location of this conference are indicated on the solicitation Notice Page. The purpose of this conference will be to clarify the contents of this request for proposals in order to prevent any misunderstanding of the ADVS's position. Any doubt as to the requirements of this Request for Proposals (RFP) or any apparent omission or discrepancy should be presented to the ADVS at this conference. The ADVS will then determine the appropriate action necessary, if any, and may issue a written amendment to the request for proposals. Oral statements or instructions shall not constitute an amendment to this request for proposals. Although not required, it is recommended that offerors attend the Pre-Offer Conference.

Conference Date: January 24, 2022

Conference Time: 11:00 am – 12:00 pm Introductions, Review RFP Scope of Work, Questions and Answers

Conference Location: Arizona Department of Veterans’ Services, 3839 N. 3rd St., Suite 209, Phoenix AZ 85012

2. SUPPLIER REGISTRATION:

Supplier are required to be registered in the Arizona Procurement Portal (APP) in order to submit a Proposal to the solicitation. The website is listed below. Offerors requiring assistance in the registration process or in navigating the APP system may find information on the APP website (https://spo.az.gov/app/supplier/training) or contact the Help Desk at appsuppliers@azdoa.gov or 602-542-7600.

3. INQUIRIES / WRITTEN QUESTIONS:

3.1. All questions, inquires or clarifications regarding this solicitation shall be submitted through APP using the Discussion Forum Tab within the Solicitation, no later than five (5) business days prior to the RFP due date. Any correspondence related to a solicitation should refer to the appropriate document, page and paragraph number.

3.2. The Procurement Officer will not answer any questions posted after the deadline specified in the Section 3.1.

4. SUBMISSION REQUIRED IN APP:

4.1. Offer shall be submitted in an acceptable format, as described herein, using the State’s online eProcurement application APP (https://app.az.gov). Submission of offers by means other than the APP system will not be accepted. Click save button upon uploading each attachment. To ensure successful submission of the Offer, click the Validate and Send my Answer button from any page. APP will send you an email confirming the receipt of your answer. Prospective Offerors with questions shall post the questions in the discussion forum prior to the Solicitation’s due date. Questions posted in the discussion forum will be made available to the public.

4.2. The Offer must be uploaded as one (1) attachment in the “Your Offer Infos & Docs” tab, under the” Supplier Documents” section and add Document by selecting the “Supplier Technical Documents” type in APP. All Attachments must be completed before submission.

4.3. Acceptable Formats. Electronic copy of the proposal shall be submitted in a format acceptable to the State. Acceptable formats include .DOC and .DOCX (Microsoft Word), .XLS and .XLSX (Microsoft Excel), .PPT and .PPTX (Microsoft PowerPoint) and .PDF (Adobe Acrobat).

4.4. Acknowledgement of Solicitation Amendments. Offerors shall acknowledge Solicitation Amendments electronically in APP (https://app.az.gov) and copy forward or revise previous responses no later than the Proposal due date and time. Failure to acknowledge all/any Solicitation Amendment may result in rejection of the Proposal.

5. PROPOSAL REQUIREMENTS:

5.1. If page limit is provided, the responses shall be typed using 10-point Arial font, single spaced, normal margins. Each proposal shall include an attachment for each response section. The material should be in sequence and organized as outlined below and related to the RFP. Failure to include the requested information may have a negative impact on the evaluation of the Offeror’s proposal. Offerors shall copy APP Attachments to their own computer, save the information entered, and submit the completed information as a new, appropriately re-named Attachment in APP. APP will not save information entered directly on the Attachments. On each document, insert a Footer that specifies: Name of the Offeror, Name of the Attachment, the Solicitation Number, and Page Number.

5.2. The ADVS will not provide any reimbursement for the cost of developing a response to this RFP. APP will require certain information to be entered before you will be allowed to submit your response. In addition, the Offer shall include at least the following information:

5.2.1. Under the “My Offer Info and Docs” Tab, provide the following information:

5.2.1.1. Table of Contents

The Offeror shall provide page numbers for each section of the proposal.

5.2.1.2. Experience and Expertise:

5.2.1.2.1. Executive Summary, a brief overview of the project as described in the Scope of Work. The executive summary shall be no more that two (2) pages. Evaluators will only read that required number of pages. Additional pages will not be included in the evaluation process and could impact the award of a contract.

5.2.1.2.2. Provide a copy of the Medical Doctor (MD)/ Physicians degree and proof of current license under provisions of the Arizona Revised Statues, Title 32, Chapter 13.

5.2.1.2.3. Provide a copy of the Arizona Medical Board license;

5.2.1.2.4. Provide a copy of the current Medical Degree;

5.2.1.2.5. Describe experience providing medical director/physician services in a nursing skill facility.

5.2.1.3. Resumes or Curriculum Vitae

5.2.1.3.1. Provide resumes or curriculum vitae for the Medical Director/Physicians as it relates to the delivery of services as defined in the Scope of Work. Resume shall include name, title, key responsibilities and previous experiences that are relative to the Scope of Work. Include all professional licensure, certifications, experience, educational preparation, professional awards and publications. Describe accountabilities and expertise.

5.2.1.3.2. Provide three (3) references including past similar contracts that support Offeror’s abilities to provide the proposed services, utilizing Attachment E.

5.2.1.4. Method of Approach:

The Offeror shall prepare and submit a written narrative describing the method of approach that the Medical Director or Medical Provider of a Health Care System will use to provide the services outlined in the Scope of Work:

On as needed basis:

5.2.1.4.1. Participate in arranging physician coverage for medical emergencies and in maintaining procedures for emergency treatment of the veterans/residents.

5.2.1.4.2. Maintain the ASVHs the following policies, but not limited to:

5.2.1.4.2.1. Resident Care Policies include;

5.2.1.4.2.2. Admissions, transfers, discharges;

5.2.1.4.2.3. Infection control;

5.2.1.4.2.4. Use of restraints;

5.2.1.4.2.5. Physician privileges and practices;

5.2.1.4.2.6. Responsibilities of nonphysical health care workers (e.g., nursing, rehabilitation therapies, and dietary services in resident care, emergency care, and resident assessment and care planning).

5.2.1.4.2.7. Policies related to accidents and incidents;

5.2.1.4.2.8. Ancillary services such as laboratory, radiology, and pharmacy;

5.2.1.4.2.9. Use of medications; and

5.2.1.4.2.10. Use and release of clinical information.

5.2.1.4.3. Chart and review for screening and diagnostic decisions;

5.2.1.4.4. Review and approve all Resident Care Policies or propose modifications if it is necessary to ensure appropriate resident care upon initially and annually thereafter.

5.2.1.4.5. Assist in developing and provide approval for all admission policies to ensure they permit adequate screening and selection of prospective admissions, based on medical, functional and psychosocial needs.

5.2.1.4.6. Review, certify, and re-certify patient eligibility for ASVHs services, in accordance with ASVHs program policies and Medicare and Medicaid reimbursement guidelines.

5.2.1.4.7. Develop liaisons with attending physicians to assure that effective medical care is provided and that orders are written properly upon the admission of a veteran/resident at the ASVHs.

5.2.1.4.8. Act as liaison and representative in communicating expectations to physicians practicing under privilege in the ASVHs.

5.2.1.4.9. Take appropriate action if physician fails to perform within the policies and procedures established by the ASVHs Medical Director, and ensure that the interests of the veterans/residents are being met. These actions may include review of physician’s right to practice and refer to the ASVHs.

5.2.1.4.10. Provide an “Alternate” for continuous physician coverage to fulfill the attending physicians functions when absent, for medical emergencies and developing procedures for emergency treatment of veterans/residents. The Medical Director shall name and supply a full resume of qualified physician who they will name as their “Alternate”. The ASVHs reserves the right to approve or reject the proposed alternate physician, approval or rejection shall be provided in writing by ASVHs.

5.2.1.4.11. Review and provide report in writing to the ASVHs on annual basis describing the adequacy and appropriateness of the ASVHs veterans/residents care services, medical equipment, and professional and support staff. The report shall be in accordance to Federal/State regulations governing the operations of nursing homes as the criteria for evaluation.

5.2.1.4.12. Be available to meet with the Administrator on a quarterly or as needed basis to discuss on going issues, responsible medical direction and needs of the ASVHs.

5.2.1.4.13. Be available to meet with veterans/residents family members to discuss concerns within seventy-two (72) hours of notice from ASVHs.

5.2.1.4.14. Be available for consultation with the Administrator, the Director of Nursing, and social workers in evaluating the ASVHs ability to meet the psychosocial, medical, and physical need of the veterans/residents.

5.2.1.4.15. Be available for consultation and participate in in-service training programs and consultation in development, and maintenance of the ASVHs medical records system.

5.2.1.4.16. Serve as a representative of the ASVHs in resolving physician related medical situations where the interest of the ASVHs are in question

5.2.1.4.17. Appear and attend on behalf of the ASVHs if required, all investigations and judicial proceeding where his/her testimony or assistance may be required or desired. The Medical Director shall cooperate with ASVHs in their investigation and/or review of claims and/or complaints.

5.2.1.4.18. Provide up to twenty (20) hours per month of administrative duties.

5.2.1.4.19. Seek approval for administrative duties over twenty (20) hours per month from the ASVHs Administrator.

5.2.1.4.20. Services performed must conform to the current edition of the Standards for Medical Services in a Long Term Nursing Care Facility.

5.2.1.4.21. Inform the ASVHs in writing and receive approval prior to initiating any significant changes in procedures.

5.2.1.4.22. Understand and agree that services shall be performed on behalf of the ASVHs who shall be responsible for the administration of services provided to the ASVHs. The Medical Director shall permit representative of the ASVHs to review all records and activities performed by the Medical Director.

5.2.1.4.23. Ensure that all employees assigned to work at the ASVHs operated facilities have a T.B. tuberculin screening before commencing work. The Contractor shall provide results to ASVH-s within two (2) hours of request.

5.2.1.4.24. Orientation: The Medical Director and staff providing services to ASVHs shall be provided with a detailed orientation packet. The Medical Director and staff shall have completed and documented internal training. The internal training requirements include:

5.2.1.4.24.1. Resident Rights as defined by federal and state regulations specifically related to the nursing home environment. Specific focus shall be made in the areas of the resident’s right of dignity and accommodation, the resident’s right to refuse care and the resident’s right to be free from abuse, neglect and mistreatment. The home will provide complete copies of the Resident Rights documentation to the contractor.

5.2.1.4.24.2. Detailed training on the definitions of abuse, neglect and exploitation of residents as defined by federal and state regulations. Such training will also document requirements for reporting and completing written documentation of all observations of potentially abusive, neglectful or exploitative behavior.

5.2.1.4.24.3. Detailed training with return demonstration on proper body mechanics and appropriate lifting and transferring techniques.

5.2.1.4.24.4. Training and assessment of employees’ ability to communicate verbally an in writing, including the necessary to document appropriately within the resident medical record and complete necessary reports.

5.2.1.4.24.5. Licensed nursing staff will be addressed for skills in the primary functions of the discipline with documented re-training for all identified deficiencies. Assessment will include the area of basic supervision, medication administration/treatments in compliance with infection control and accuracy criteria, assessment of medical change in condition, ability in charting and completion of medical records and communication skills necessary for interacting with staff and other medical professionals, such as physicians.

5.2.1.4.24.6. Training and documentation pertaining to Occupational Safety Health Association (OSHA) requirements for Blood Borne Pathogens.

5.2.1.4.24.7. In the performance of the services of Medical Director shall not be responsible for the following:

5.2.1.4.24.7.1. Treating residents who may be in hospitals or emergency rooms;

5.2.1.4.24.7.2. Providing medical laboratory services;

5.2.1.4.24.7.3. Conducting minor surgery; and

5.2.1.4.24.7.4. Transportation or custody of residents for treatment outside the ASVHs.

5.2.1.4.25. Specify which locations you are interested in providing Medical Director Services (i.e. ASVH-Tucson, ASVH-Flagstaff, and/or ASVH-Yuma)?

The Offeror shall prepare and submit a written narrative describing the method of approach that the Physician or Medical Provider of a Health Care System will use to provide the services outlined in the Scope of Work:

On as needed basis:

5.2.1.4.26. Provide written recommendation for admission for each veteran/resident. Written recommendation must be assigned by the Physician. Each veteran/resident must remain under the care of the provider.

5.2.1.4.27. Supervise the medical care of each of the Veteran/resident assigned to their case load.

5.2.1.4.28. Arrange for another physician to supervise the medical care of Veterans/resident when the primary physician is not available.

5.2.1.4.29. First establish and then review the Veterans/resident total program of care, including medications and treatments at each visit.

5.2.1.4.30. Provide written progress notes at each visit of the Veteran/resident. The notes shall be legible, signed and dated.

5.2.1.4.31. Respond timely to communications from ASVHs requiring physician assistance to manage a Veteran/resident.

5.2.1.4.32. Provide on call coverage seven (7) days per week, twenty-four (24) hours a day.

5.2.1.4.33. Participate in regular communication with ASVHs to ensure establishment of treatment goals and that appropriate timely medical care is provided to Veterans/residents.

5.2.1.4.34. Participate in ASVHs quality improvement activities, as requested, to improve the provision of services in order to improve the health status of the Veterans/residents.

5.2.1.4.35. If the physician designates a physician’s assistant or registered nurse practitioner to provide medical services to Veterans/residents, the attending physician is responsible for the medical services provided.

5.2.1.4.36. Frequency of Medical Visits:

5.2.1.4.36.1. Physician shall see each Veteran/resident within seventy-two (72) hours of admission.

5.2.1.4.36.2. A history and physical shall be completed within ten (10) days of admission to the ASVH.

5.2.1.4.36.3. A physical exam shall be performed on a veteran/member at least once every twelve (12) months from the date of admission.

5.2.1.4.36.4. Physician shall see a veteran/resident at least once every thirty (30) days for the first ninety (90) days after admission, and at least once every sixty (60) days thereafter.

5.2.1.4.36.5. At the option of the physician, required visits after the initial visit, may alternate between personal visits by the physician and visits by a physician assistant, nurse practitioner or clinical nurse specialist.

5.2.1.4.36.6. The physician shall not delegate tasks when the regulations specify that the physician must perform the task personally, or when the delegations is prohibited under State law or ASVHs policies and procedures.

5.2.1.4.37. Specify which locations you are interested in providing Physician Services (i.e. ASVH-Phoenix, ASVH-Tucson, ASVH-Flagstaff, and/or ASVH-Yuma)?

5.2.1.4.38. The Offeror shall prepare and submit a response describing how the Medical Director/Physicians will comply with the License and Certifications Requirements listed in Section 6, of the Scope of Work.

5.2.1.4.39. The Offeror shall describe how they will comply with the Deliverables as listed in Section 8, of the Scope of Work.

5.2.2. Offeror shall print Attachment A, Offer and Acceptance, complete, sign, and upload into the “My Offer Info & Docs” in APP;

5.2.3. Offeror shall print Attachment B, Notice, Correspondence, and payments, complete, sign and upload into the “My Offer Info & Docs” in APP:

5.2.4. Offeror shall print Attachment C, References, complete, and upload into the “My Offer Info & Docs” in APP;

5.2.5. Offeror shall print Attachment D, Proposed Sub-Contractors, complete, sign and date, and upload into the “My Offer Info & Docs” in APP;

5.2.6. Offeror shall print Attachment E, Confidential Information, complete, sign and date, and upload into the “My Offer Info & Docs” in APP;

5.2.7. Offeror shall print Attachment F, Boycott of Israel Disclosure, complete, sign and date, and upload into the “My Offer Info & Docs” in APP;

5.2.8. Offeror shall print Attachment G, Price Increase Percentages, complete, sign and date, and upload into the “My Offer Info & Docs” in APP;

5.2.9. Offeror shall print Attachment H, Conformance Statements and Supplement 1,2, and 3, complete, sign and date, and upload into the “My Offer Info & Docs” in APP;

5.2.10. Offeror shall submit Attachment I, Insurance letter, and upload into the “My Offer Info & Docs” in APP;

5.2.11. Offeror shall acknowledge any and all Solicitation Amendments electronically prior to the Offer due date and time. Failure to acknowledge all Solicitation Amendments may result in rejection of the Offer. Solicitation Amendments are created as a new Round. If a Proposal has been submitted under a Round and a new Round and Amendment is issued, Offeror’s Proposal must be resubmitted when acknowledging the Amendment or the Proposal will not be recognized by APP at the close of the Solicitation. It will register as a “No Bid”.

5.2.12. Under the “Items Tab” in APP, Offeror shall provide all-inclusive pricing for each line item; pricing shall include freight, delivery charges and travel costs, if applicable. No additional costs, other than those listed on the price sheet, will be accepted by ADHS. Items pricing shall include the following:

5.2.13. Offeror MUST complete the item pricing under the “Items (F) Tab” in APP, to include the following:

5.2.13.1. Line Item 1 – ASVH-Tucson Providing Medical Director Services (Routine Resident Visits) All-inclusive Per Visit Rate, no other costs are permitted. $90.00_Per Visit

5.2.13.2. Line Item 2 – ASVH-Tucson Providing Medical Director Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00__Per Visit

5.2.13.3. Line Item 3 – ASVH-Tucson Monthly Stipend for Administrative Duties $2,400 per month (Up to twenty (20) hours).

5.2.13.4. Line Item 4 - ASVH-Tucson Providing Medical Director Services (Administrative Duties) $130.00 per hour.

5.2.13.5. Line Item 5 – ASVH-Flagstaff Providing Medical Director Services (Routine Resident Visits) All-inclusive Per Visit Rate, no other costs are permitted. $90.00_Per Visit

5.2.13.6. Line Item 6 – ASVH-Flagstaff Providing Medical Director Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.7. Line Item 7 – ASVH-Flagstaff Monthly Stipend for Administrative Duties $2,400 per month (Up to twenty (20) hours).

5.2.13.8. Line Item 8 - ASVH-Flagstaff Providing Medical Director Services (Administrative Duties) $130.00 per hour.

5.2.13.9. Line Item 9 – ASVH-Yuma Providing Medical Director Services (Routine Resident Visits) All-inclusive Per Visit Rate, no other costs are permitted. $90.00_Per Visit

5.2.13.10. Line Item 10 – ASVH-Yuma Providing Medical Director Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.11. Line Item 11 – ASVH-Yuma Monthly Stipend for Administrative Duties $2,400 per month (Up to twenty (20) hours).

5.2.13.12. Line Item 12 - ASVH-Yuma Providing Medical Director Services (Administrative Duties) $130.00 per hour.

5.2.13.13. Line Item 13 – ASVH-Phoenix Providing Physician Services to Veteran Administration Services Connected Veterans (VASC) Veterans and /or Patients that are covered by Medicare Part A, without Medicare Part B. $90.00 per patient visit.

5.2.13.14. Line Item 14 – ASVH-Phoenix Providing Physician Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.15. Line Item 15 – ASVH-Tucson Providing Physician Services to Veteran Administration Services Connected Veterans (VASC) Veterans and /or Patients that are covered by Medicare Part A, without Medicare Part B $90.00 per patient visit.

5.2.13.16. Line Item 16 – ASVH-Tucson Providing Physician Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.17. Line Item 17 – ASVH-Flagstaff Providing Physician Services to Veteran Administration Services Connected Veterans VASC Veterans and /or Patients that are covered by Medicare part A, without Medicare Part B $90.00 per patient visit.

5.2.13.18. Line Item 18 – ASVH-Flagstaff Providing Physician Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.19. Line Item 19 – ASVH-Yuma Providing Physician Services to VASC Veterans and /or Patients that are covered by Medicare Part A, without Medicare Part B $90.00 per patient visit.

5.2.13.20. Line Item 20 – ASVH-Yuma Providing Physician Services (Resident Admission Visits (Initial Evaluation). All-inclusive Per Visit Rate, no other costs are permitted. $145.00_Per Visit

5.2.13.21. No Charge Items. If applicable, check the “no charge” option per line item and provide a comment to the no charge. Using the “no charge” option ensures that the Offeror is providing a response to a specific item yet is not charging for that line item.

5.2.13.22. For items offered with discount, APP will not recognize only the discount percentage. To complete the discount (%) information in the items, $0.01 shall be entered in the Unit Cost field and then the appropriate minimum discount percentage (%) (0% to 99%) shall be entered.

5.2.13.23. No Charge Items. If applicable, check the “no charge” option per line item and provide a comment to the no charge. Using the “no charge” option ensures that the Offeror is providing a response to a specific item yet is not charging for that line item. The Offeror will not be susceptible for award for that item regardless of any other information entered for that item.

5.2.13.24. For items offered with discount, APP will not recognize only the discount percentage. To complete the discount (%) information in the items, $0.01 shall be entered in the Unit Cost field and then the appropriate minimum discount percentage (%) (0% to 99%) shall be entered.

5.2.13.25. Contractor’s Invoiced Pricing Shall Align with the Individual Item Pricing as listed in APP.

6. PROPOSAL ORGANIZATION AND REQUIREMENTS:

The Proposal shall be organized in the following order:

6.1. Table of Contents;

6.2. Offer and Acceptance Form signed by authorized person;

6.3. Acknowledgement in APP of any Solicitation Amendments issued, if applicable;

6.4. Executive Summary;

6.5. Experience and Expertise;

6.6. Method of Approach;

6.7. Completed Items Tab in APP; and

6.8. Attachments (A, B, C, D, E, F, G, H, I and resumes, degrees, and license information, etc.).

7. PROPOSAL OPENING:

Offers received by the due date and time will be opened in APP. The name of each Offeror will be publicly available. Offers will not be subject to public inspection until after Contract award.

8. RESPONSIBILITY, RESPONSIVENESS AND SUSCEPTIBILITY:

In accordance with A.R.S. 41-2534(G), A.A.C. R2-7-C311, A.A.C. R2-7-C312 and R2-7-C316, the State shall consider, at a minimum, the following criteria when determining Offeror's responsibility, as well, as the proposal's responsiveness and susceptibility for contract award.

8.1. Whether the Offeror has had a contract within the last five (5) years that was terminated for cause due to breach or similar failure to comply with the terms of the contract;

8.2. Whether the Offeror's record of performance includes factual evidence of failure to satisfy the terms of the Offeror's agreements with any party to a contract. Factual evidence may consist of documented vendor performance reports, customer complaints and/or negative references; and

8.3. Whether the Offeror is legally qualified to contract with the State and the Offeror's financial, business, personnel, or other resources, including subcontractors;

8.3.1. Legally qualified includes if the vendor or if key personnel have been debarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a subcontractor of any public procurement unit or other governmental body.

8.4. Whether the Offeror promptly supplied all requested information concerning its responsibility;

8.5. Whether the Offer was sufficient to permit evaluation by the State, in accordance with the evaluation criteria identified in this Solicitation or other necessary offer components. Necessary offer components include: attachments, documents or forms to be submitted with the offer, an indication of the intent to be bound, reasonable or acceptable approach to perform the Scope of Work, acknowledged Solicitation Amendments, references to include experience verification, adequacy of financial/business/personal or other resources to include a performance bond and stability including subcontractors and any other data specifically requested in the Solicitation;

8.6. Whether the Offer was in conformance with the requirements contained in the Scope of Work, Terms and Conditions, and Instructions for the Solicitation including its Amendments and all documents incorporated by reference;

8.7. Whether the Offer limits the rights of the State;

8.8. Whether the Offer includes or is subject to unreasonable conditions, to include conditions upon the State necessary for successful Contract performance. The State shall be the sole determiner as to the reasonableness of a condition;

8.9. Whether the Offer materially changes the contents set forth in the Solicitation, which includes the Scope of Work, Terms and Conditions, or Instructions; and

8.10. Whether the Offeror provides misleading or inaccurate information.

9. EVALUATION CRITERIA:

9.1. In accordance with the A.R.S. § 41‑2534, Competitive Sealed Proposals, awards shall be made to the responsible Offeror(s) whose proposal(s) is (are) determined in writing to be the most advantageous to the ADVS based upon the evaluation criteria listed below. The evaluation factors are listed in their relative order of importance.

Evaluation Criteria 1 – Experience and Expertise;

Evaluation Criteria 2 – Method of Approach; and Evaluation Criteria 3 – Cost.

9.2. Exceptions to the Terms and Conditions, as stated in the Uniform Instructions to Offerors paragraph 3.4, will impact an Offeror’s susceptibility for award.

9.3. Conformance with Terms and Conditions:

Offerors shall state their understanding and acceptance of all Uniform and Special Terms and Conditions and all requirements stated within this solicitation by indicating so within the Terms and Conditions Tab of the solicitation within APP. Offerors shall indicate any exceptions by stating the exact section and paragraph number in question and shall provide alternate replacement language for consideration by the State.

9.4. Clarifications:

Upon receipt and opening of proposals submitted in response to this solicitation, the State may request oral or written clarifications, including demonstrations or questions and answers, for the sole purpose of information gathering or of eliminating minor informalities or correcting nonjudgmental mistakes in proposals. Clarifications shall not otherwise afford the Offerors the opportunity to alter or make a material change in its proposal.

9.5. Discussion:

In accordance with A.R.S. §41-2534, after the initial receipt of proposals, the ADVS reserves the option to conduct discussions with those Offerors who submit proposals determined by the ADVS to be reasonably susceptible of being selected for award regarding the Contract and the relative methods of approach for furnishing the required services.

9.6. Presentations/Demonstration:

ADVS reserves the right to request all responsible and responsive Offerors to provide a demonstration and overview of the Offerors system which will be scheduled after the RFP close date. Demonstrations will be conducted at ADVS. ADVS will arrange the format, date, time and place for the demonstration and notify each Offeror. Demonstration shall be provided at no expense to the State. Demonstrations will be limited to the time stated by ADVS in the invitation.

9.7. Final Proposal Revision:

In the event negotiations are conducted with Offerors, the ADVS will issue a request for Final Proposal Revision in APP. The request for Final Proposal Revision will inform Offerors, that if they do not submit a Final Proposal Revision, their immediate previous written proposed proposal revision will be considered as their final proposal revision.

10. AWARD:

10.1. Contract Award:

The State intends to award a firm-fixed price contract, unless otherwise indicated, to the responsible Offeror(s) whose proposal is determined to be most advantageous to the State. ADVS may reject any or all proposals if such action is in the State's best interest. ADVS may waive informalities and minor irregularities on proposals received. ADVS reserves the right to conduct discussions (negotiations) if the Procurement Officer determines them to be necessary.

10.2. Contract Document Consolidation:

At its sole option, following any contract award(s) ADVS may consolidate the resulting contract documents. Examples of such consolidation would include (i) reorganizing solicitation documents and those components of the Contractor’s Offer not pertaining to the Contract’s operations; (ii) revising the Statement of Work to incorporate the Contractor’s response, (iii) revising any terms and conditions to incorporate any changes in the Contractor’s Offer; (iv) excluding any components of the Contractor’s Offer that were not awarded. Contract document consolidation shall not materially change the Contract.

10.3. Contract Implementation Meetings:

Upon award, the contractor may be required to participate in meetings for the successful implementation of the contract. Meetings (if any) will be at the discretion of ADVS. The contractor will be notified in advance of any meeting's time, frequency for future meetings (if any), and locations to ensure all appropriate ADVS and Contractor's staff and representatives attend. ADVS reserves the right to decline conference call attendance or participation.

11. CONFIDENTIAL INFORMATION:

In addition to the State of Arizona’s Uniform Instructions, Provision 4, Submissions of Offer, subsection 4.5, Confidential Information, the Offeror shall submit an itemized and separate attachment on company letterhead explaining the reasons why the information should be held confidential. This attachment shall be uploaded under the Attachment Tab in APP. Simply checking the confidential box in APP does not hold the information confidential. No other entity may view the submitted proposal, bid or offer except the Procurement Officer. All proposals, bids or offers remain confidential until an award is made.

12. INCLUSIVE OFFERORS:

Offerors are encouraged to make every effort to utilize subcontractors that are small, women- and/or minority-owned business enterprises. Offerors who are committing a portion of their work to such subcontractors shall provide the name of the subcontractor, which of the following categories apply: small, women- and/or minority-owned business, the specific services or work to be performed, the percentage of work or services to be provided by the subcontractor, and how this effort will be administered and managed, including reporting requirements.

Part Two (2) – Special Instructions to Offerors

ARIZONA DEPT. OF VETERANS’

SERVICES

REQUEST FOR PROPOSAL No. BPM004228

II. UNIFORM INSTRUCTIONS TO OFFERORS

1. DEFINITION OF TERMS:

As used in these Instructions, the terms listed below are defined as follows:

1.1 “Attachment” means any item the Solicitation requires an Offeror to submit as part of the Offer.

1.2 “Best and Final Offer” means a revision to an Offer submitted after negotiations are completed that contains the Offeror’s most favorable terms for price, service, and products to be delivered. Sometimes referred to as a Final Proposal Revision.

1.3 “Contract” means the combination of the Solicitation, including the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer, any Clarifications, and any Best and Final Offers; and any Solicitation Amendments or Contract Amendments.

1.4 “Contract Amendment” means a written document signed by the Procurement Officer issued for the purpose of making changes in the Contract.

1.5 “Contractor” means any person who has a Contract with a state governmental unit.

1.6 “Day” means calendar days unless otherwise specified.

1.7 “eProcurement (Electronic Procurement)” means conducting all or some of the procurement function over the Internet. Point, click, buy and ship Internet technology is replacing paper- based procurement and supply management business processes. Elements of eProcurement also include Invitation for Bids, Request for Proposals, and Request for Quotations.

1.8 “Exhibit” means any document or object labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation.

1.9 “Offer” means a response to a solicitation.

1.10 “Offeror” means a person who responds to a Solicitation.

1.11 “Person” means any corporation, business, individual, union, committee, club, or other organization or group of individuals.

1.12 “Procurement Officer” means the person, or his or her designee, duly authorized by the State to enter into and administer Contracts and make written determinations with respect to the Contract.

1.13 “Solicitation” means an Invitation for Bids (“IFB”), a Request for Technical Offers, a Request for Proposals (“RFP”), a Request for Quotations (“RFQ”), or any other invitation or request issued by the purchasing agency to invite a person to submit an offer.

1.14 “Solicitation Amendment” means a change to the Solicitation issued by the Procurement Officer.

1.15 “Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

1.16 “State” means the State of Arizona and Department or Agency of the State that executes the Contract.

2. INQUIRIES:

2.1 Duty to Examine. It is the responsibility of each Offeror to examine the entire Solicitation, seek clarification in writing (inquiries), and examine its Offer for accuracy before submitting an Offer. Lack of care in preparing an Offer shall not be grounds for modifying or withdrawing the Offer after the Offer due date and time.

2.2 Solicitation Contact Person. Any inquiry related to a Solicitation, including any requests for or inquiries regarding standards referenced in the Solicitation shall be directed solely to the Procurement Officer.

2.3 Submission of Inquiries. All inquiries related to the Solicitation are required to be submitted in the State’s eProcurement system. All responses to inquiries will be answered in the State’s eProcurement system. Any inquiry related to the Solicitation should reference the appropriate solicitation page and paragraph number. Offerors are prohibited from contacting any State employee other than the Procurement Officer concerning the procurement while the solicitation and evaluation are in process.

2.4 Timeliness. Any inquiry or exception to the Solicitation shall be submitted as soon as possible and should be submitted at least seven days before the Offer due date and time for review and determination by the State. Failure to do so may result in the inquiry not being considered for a Solicitation Amendment.

2.5 No Right to Rely on Verbal or Electronic Mail Responses. An Offeror shall not rely on verbal or electronic mail responses to inquiries. A verbal or electronic mail reply to an inquiry does not constitute a modification of the solicitation.

2.6 Solicitation Amendments. The Solicitation shall only be modified by a Solicitation Amendment.

2.7 Pre-Offer Conference. If a pre-Offer conference has been scheduled under the Solicitation, the date, time and location shall appear in the State’s eProcurement system. Offerors should raise any questions about the Solicitation at that time. An Offeror may not rely on any verbal responses to questions at the conference. Material issues raised at the conference that result in changes to the Solicitation shall be answered solely through a Solicitation Amendment.

2.8 Persons With Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer. Requests shall be made as early as possible to allow time to arrange the accommodation.

3. OFFER PREPARATION:

3.1 Electronic Documents. The Solicitation is provided in an electronic format. Offerors are responsible for clearly identifying any and all changes or modifications to any Solicitation documents upon submission to the State’s eProcurement system. Any unidentified alteration or modification to any Solicitation attachments, exhibits, forms, charts or illustrations contained herein shall be null and void. Offeror’s electronic files shall be submitted in a format acceptable to the State. Acceptable formats include .doc and .docx (Microsoft Word), .xls and .xlsx (Microsoft Excel), .ppt and .pptx (Microsoft PowerPoint) and.pdf (Adobe Acrobat). Offerors wishing to submit files in any other format shall submit an inquiry to the Procurement Officer.

3.2 Evidence of Intent to be Bound. The Offer and Acceptance form within the Solicitation shall be submitted with the Offer in the State’s eProcurement system and shall include a signature by a person authorized to sign the Offer. The signature shall signify the Offeror’s intent to be bound by the Offer and the terms of the Solicitation and that the information provided is true, accurate and complete. Failure to submit verifiable evidence of an intent to be bound, such as a signature, shall result in rejection of the Offer.

3.3 Exceptions to Terms and Conditions. All exceptions included with the Offer shall be submitted in the State’s eProcurement system in a clearly identified separate section of the Offer in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless such exception is specifically accepted by the Procurement Officer in a written statement. The Offeror’s preprinted or standard terms will not be considered by the State as a part of any resulting Contract.

3.3.1 Invitation for Bids. An Offer that takes exception to a material requirement of any part of the Solicitation, including terms and conditions, shall be rejected.

3.3.2 Request for Proposals. All exceptions that are contained in the Offer may negatively impact an Offeror’s susceptibility for award. An Offer that takes exception to any material requirement of the solicitation may be rejected.

3.4 Subcontracts. Offeror shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities in the Offer.

3.5 Cost of Offer Preparation. The State will not reimburse any Offeror the cost of responding to a Solicitation.

3.6 Federal Excise Tax. The State is exempt from certain Federal Excise Tax on manufactured goods. Exemption Certificates will be provided by the State.

3.7 Provision of Tax Identification Numbers. Offerors are required to provide their Arizona Transaction Privilege Tax Number and/or Federal Tax Identification number as part of the Offer.

3.7.1 Employee Identification. Offeror agrees to provide an employee identification number or social security number to the State for the purposes of reporting to appropriate taxing authorities, monies paid by the State under this Contract. If the federal identifier of the Offeror is a social security number, this number is being requested solely for tax reporting purposes and will be shared only with appropriate state and federal officials. This submission is mandatory under 26 U.S.C. § 6041A.

3.8 Identification of Taxes in Offer. The State is subject to all applicable state and local transaction privilege taxes. All applicable taxes shall be identified as a separate item offered in the Solicitation. When applicable, the tax rate and amount shall be identified on the price sheet.

3.9 Disclosure. If the person submitting this Offer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the Offeror shall fully explain the circumstances relating to the preclusion or proposed preclusion in the Offer. The Offeror shall set forth the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above shall be provided.

3.10 Delivery. Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all freight, delivery and unloading at the destination(s).

3.11 Federal Immigration and Nationality Act. By signing of the Offer, the Offeror warrants that both it and all proposed subcontractors are in compliance with federal immigration laws and regulations (FINA) relating to the immigration status of their employees. The State may, at its sole discretion require evidence of compliance during the evaluation process. Should the State request evidence of compliance, the Offeror shall have five (5) days from receipt of the request to supply adequate information. Failure to comply with this instruction or failure to supply requested information within the timeframe specified shall result in the Offer not being considered for contract award.

3.12 Offshore Performance of Work Prohibited. Any services that are described in the specifications or scope of work that directly serve the State or its clients and involve access to secure or sensitive data or personal client data shall be performed within the defined territories of the United States. Unless specifically stated otherwise in the specifications, this paragraph does not apply to indirect or 'overhead' services, redundant back-up services or services that are incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers. Offerors shall declare all anticipated offshore services in the Offer.

4. SUBMISSION OF OFFER:

4.1 Offer Submission, Due Date and Time. Offerors responding to a Solicitation must submit the Offer electronically through the State’s eProcurement system. Offers shall be received before the due date and time stated in the solicitation. Offers submitted outside of the State’s eProcurement system or those that are received after the due date and time shall be rejected.

4.2 Offer and Acceptance. Offers shall include a signed Offer and Acceptance form. The Offer and Acceptance form shall be signed with a signature by the person authorized to sign the Offer, and shall be submitted in the State’s eProcurement system with the Offer no later than the Solicitation due date and time. Failure to return an Offer and Acceptance form may result in rejection of the Offer.

4.3 Solicitation Amendments. A Solicitation Amendment shall be acknowledged in the State’s eProcurement system no later than the Offer due date and time. Failure to acknowledge a Solicitation Amendment may result in rejection of the Offer.

4.4 Offer Amendment or W ithdrawal. An Offer may not be amended or withdrawn after the Offer due date and time except as otherwise provided under applicable law.

4.5 Confidential Information. If an Offeror believes that any portion of an Offer, protest, or correspondence contains a trade secret or other proprietary information, the Offeror shall clearly designate the trade secret and other proprietary information, using the term “confidential.” An Offeror shall provide a statement detailing the reasons why the information should not be disclosed including the specific harm or prejudice that may arise upon disclosure. The Procurement Officer shall review all requests for confidentiality and provide a written determination. Until a written determination is made, a Procurement Officer shall not disclose information designated as confidential except to those individuals deemed to have a legitimate State interest. In the event the Procurement Officer denies the request for confidentiality, the Offeror may appeal the determination to the State Procurement Administrator within the time specified in the written determination. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

4.6 Public Record. All Offers submitted and opened are public records and must be retained by the State for six years. Offers shall be open and available to public inspection through the State’s eProcurement system after Contract award, except for such Offers deemed to be confidential by the State.

4.7 Non-collusion, Employment, and Services. By signing the Offer and Acceptance form or other official contract form, the Offeror certifies that:

4.7.1 The Offeror did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its Offer; and

4.7.2 The Offeror does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and that it complies with an applicable federal, state and local laws and executive orders regarding employment.

5. EVALUATION:

5.1 Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

5.2 Taxes. If the products and/or services specified require transaction privilege or use taxes, they shall be described and itemized separately on the Offer. Arizona transaction privilege and use taxes shall not be considered for evaluation.

5.3 Prompt Payment Discount. Prompt payment discounts of thirty (30) days or more set forth in an Offer shall be deducted from the Offer for the purpose of evaluating that price.

5.4 Late Offers. An Offer submitted after the exact Offer due date and time shall be rejected.

5.5 Disqualifications. An Offeror (including each of its principals) who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity shall have its Offer rejected.

5.6 Offer Acceptance Period. An Offeror submitting an Offer under the Solicitation shall…