RFP BPM007148 - Solicitation Instructions.pdf

SOLICITATION INSTRUCTIONS

TABLE OF CONTENTS

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

REQUEST FOR PROPOSAL NO. BPM007148

HANDS MAINTENANCE AND OPERATION SUPPORT

Solicitation Instructions/ Special Instructions to Offerors Revision No. 5_Revised 09-24

TABLE OF CONTENTS

I. Special Instructions to Offerors

II. Standard Instructions to Offerors javascript:window.parent.navigate(%22/media_461531632/Arizona_State_Seal.html%22);

SPECIAL INSTRUCTIONS TO OFFERORS

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007 REQUEST FOR PROPOSAL NO. BPM007148

Revision No. 5_Revised 09-24

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 ADHS'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 ADHS at this conference. The ADHS 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.

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 app@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 three (3) 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 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).

4.3 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 javascript:window.parent.navigate(%22/media_461531632/Arizona_State_Seal.html%22);

https://spo.az.gov/app/supplier/training mailto:app@azdoa.gov https://app.az.gov/ https://app.az.gov/

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

Revision No. 5_Revised 09-24 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 ADHS 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 “Financial Questionnaire” Tab, provide the following information:

5.2.1.1 Executive Summary

A brief overview of the project as described in the Scope of Work (SOW). The Executive Summary shall be no more than two (2) pages. Evaluators will only read the 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 Experience, Expertise, Capacity

The Offeror shall provide their Experience, Expertise and Capacity as outlined below. This shall be no more than forty-eight (48) pages:

5.2.1.2.1 Have at least two (2) years of WIC MIS, Supplemental Nutrition Assistance

Program (SNAP), or Medicaid experience providing implementation and maintenance and operation services of a system that has been deployed to a state agency within the last five (5) years.

5.2.1.2.2 Provide list of all current WIC, SNAP or Medicaid contracts that are in effect or pending implementation phase. Include the name and address of each government contract with a person to contact for a reference check, email address and telephone number.

5.2.1.2.3 Provide background information including experience and expertise regarding the services offered, company history, location, number of years in business, types of services provided, and number of full and part-time employees.

5.2.1.2.4 Provide a description of any performance deficiencies, notices to cure, failure to perform, termination for cause or default within the past seven (7) years or for each year less than seven (7) if have not provided services from that duration, for which the Offeror provided services solicited pursuant to this RFP or substantially equivalent. The information for this section is to be provided for the Offeror as currently constituted; any predecessor companies (including any companies the Offeror has acquired); any parent, subsidiary, or other affiliated companies. The ADHS may contact any entity listed for the purpose of obtaining references relative to past performances, and if necessary, the Offeror shall sign a release to obtain information.

5.2.1.2.5 Provide, if applicable, a comprehensive record of any mergers and acquisitions (M&A) activities, discussions, or letter of intent involving subsidiaries or parent companies occurring within the last six (6) months.

5.2.1.2.6 Capacity. Provide the number of full and part-time employees that will support

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

Revision No. 5_Revised 09-24 this Contract and include their roles and responsibilities. Please include resumes for key members and any relevant certifications/licenses to support industry knowledge and expertise. For vacant positions that would be filled to support this project, please provide the job descriptions.

5.2.1.2.7 Organizational Charts

5.2.1.2.7.1 The Offeror shall include a contract organization chart, with names showing management, supervisory, and other key personnel (including subcontractor management, supervisory, or other key personnel) to be assigned to the contract. The chart shall include the labor category and title of each such individual.

5.2.1.2.7.2 The Offeror shall include an organization chart showing the Offeror’s entire organizational structure. This chart should show the relationship of the individuals assigned to the contract to the Offeror's overall organizational structure. Identify an Operations Manager that is certified as a Project Management Professional (PMP) or a Project Manager that has attended Project Management training about the standards and practices of project management as defined by the Project Management Institute (PMI). The Operations Manager shall have at least two

(2) years of WIC MIS or WIC EBT experience, or similar experience within the last five (5) years.

5.2.1.2.8 Key Personnel:

5.2.1.2.8.1 Provide current resumes or curriculum vitae for key personnel responsible for delivery of services as defined in the Scope of Work section 3.3.1. through 3.3.9. Provide resumes for staff that will be part of the project and job descriptions for positions to be filled. Resumes shall include name, title, key responsibilities and previous experiences that are relative to that field. Include all professional licensure, certifications, experience, educational preparation, professional awards and publications. Describe staff accountabilities and expertise. List how much time each person will spend on the project. List staff allocation in terms of percentage on this project (e.g. seventy percent (70%). List any overlap the staff will have in other projects in addition to HANDS

2.0 Maintenance & Operations.

5.2.1.2.8.1.1 Resumes shall include the following:

5.2.1.2.8.1.1.1 The individual’s previous

experience in completing each similar contract.

5.2.1.2.8.1.1.2 Beginning and ending dates

for each similar contract.

5.2.1.2.8.1.1.3 A description of the contract

demonstrating how the individual’s work on the

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

Revision No. 5_Revised 09-24 completed contract relates to the individual’s ability to contribute to successfully providing the services required by this RFP.

5.2.1.2.8.1.1.4 The Offeror shall provide

detailed resumes for each subcontractor’s management, supervisory and other key personnel that demonstrate knowledge, ability and experience relevant to that part of the work which the subcontractor is designated to perform.

5.2.1.2.8.1.1.5 When an Offeror submits

resumes, the Offeror shall redact the social security numbers, home addresses, personal telephone numbers and any other personal identifying information other than the individual’s name from the resume.

5.2.1.3 Method of Approach (Methodology)

5.2.1.3.1 The Offeror shall prepare and submit a written narrative describing the Method of Approach that will be used to provide the services to perform the tasks as described in the Scope of Work. This shall be no more than fifty (50) pages.

When appropriate, provide the Method of Approach that includes a chronology;

provide a detailed schedule of tasks and subtasks to be accomplished and continuing until the task and/or subtasks are completed, and provide start and end dates or time periods for tasks and subtasks as appropriate for performance.

5.2.1.3.1.1 Requirements, Sections Four (4), subsections 4.1. through 4.5.

as described in the Scope of Work.

5.2.1.3.1.2 Tasks, Sections Five (5), subsections 5.1. through 5.19. as described in the Scope of Work.

5.2.1.3.1.3 Please describe how your organization responds to performance issues and ensuring contract compliance and milestones are met.

5.2.1.3.2 Start response by REPEATING (retyping) each major section reference number

(e.g., 4.1.), from the Scope of Work. The Offeror’s response to this should be for each Requirement and Task. While, in some instances, it may not be possible to provide a response other than acknowledging the requirement of the Scope of Work, such acknowledgment should be indicated within the Method of Approach.

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

5.2.1.3.3 When providing the Method of Approach to the SOW by section number, consider that the SOW section may have been addressed in a previous section or pursuant to these Special Instructions. If the SOW section has previously been addressed, so indicate, and provide the Offer section reference number. The Offeror should not repeat the same information in multiple sections of its Offer.

However, it is the Offerors responsibility to ensure the clarity and readability of its Offer.

5.2.1.3.4 Provide verbiage for the Method of Approach that is descriptive, factual, provide solutions to problems, and plans of proposed action. The usage of technical language should be minimized and used only to describe a technical process.

5.2.1.3.4.1 Identify a Point of Contact, who shall be the primary day-to-day contact with ADHS. Offerors shall provide a detailed description of the Point of Contact’s function and how they will accomplish the minimum tasks listed in the Scope of Work.

5.2.1.3.5 Sub-contracting

5.2.1.3.5.1 Indicate if any sub-contractors will be used to perform the Scope of Work; list the sub-contractor’s name and the type of the service to be provided and the amount of time or effort (should be specified by a percentage (“%”)) of the total Contract performance. The Offeror should include in its response information related to the “Inclusive Offeror” section of these Special Instructions. If sub-contractors will be used to perform any portion of the Contract Scope of Work, the Offeror should describe the quality assurance measures that the Contractor will use to monitor the sub-contractor’s performance. ADHS reserves the right to request any additional information deemed necessary about any proposed subcontractors.

5.2.1.4 Offeror shall print Attachment A, Offer and Acceptance, complete, sign and upload into the “Financial Questionnaire Tab” in APP.

5.2.1.5 Offeror shall print Attachment B, Notices, Correspondence and Payments, complete sign and upload into the “Financial Questionnaire Tab” in APP.

5.2.1.6 Offeror shall print Attachment C, Designation of Confidential, Trade Secret & Proprietary Information, complete and upload into the “Financial Questionnaire Tab” in APP.

5.2.1.7 Offeror shall print Attachment D, Participation in Boycott of Israel form, complete, sign and date and upload into the “Financial Questionnaire Tab” in APP.

5.2.1.8 Offeror shall print Attachment E, Forced Labor of Ethnic Uyghurs Ban Conformance Statements and Exceptions Request, complete, sign and date and upload into the “Financial Questionnaire” Tab in APP.

5.2.1.9 Attachment F, Proposed Subcontractors, complete, sign and date and upload in the

“Financial Questionnaire Tab” in APP.

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

Revision No. 5_Revised 09-24

5.2.1.10 Offeror shall print Attachment G, Conformance Statements and Exceptions Request, complete, sign and date and upload into the “Financial Questionnaire” Tab in APP.

5.2.1.11 Offeror shall print Attachment H, References, complete, sign and date and upload into the “Financial Questionnaire” Tab in APP.

5.2.1.12 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”.

5.2.2 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:

5.2.2.1 Line Item 1 – **Per Month** Additional Line Phone Minutes (0 – 1,000).

5.2.2.2 Line Item 2 – **Per Month** Additional Line Phone Minutes (1,001 – 3,000).

5.2.2.3 Line Item 3 – **Per Month** Additional Line Phone Minutes (3,001 – 5,000).

5.2.2.4 Line Item 4 – **Per Month** Additional Line Phone Minutes (5,001 – 10,000).

5.2.2.5 Line Item 5 – **Per Month** Additional Line Phone Minutes (10,001 – 20,000).

5.2.2.6 Line Item 6 – **Per Month** Additional Line Phone Minutes (20,001 – 30,000).

5.2.2.7 Line Item 7 – **Per Month** Additional Line Phone Minutes (30,001 – 40,000).

5.2.2.8 Line Item 8 – **Per Month** Additional Line Phone Minutes (40,001 – 50,000).

5.2.2.9 Line Item 9 – **Per Month** Additional Line Phone Minutes (50,001 – 60,000).

5.2.2.10 Line Item 10 – **Per Month** Additional Line Phone Minutes (60,001 – 70,000).

5.2.2.11 Line Item 11 – **Per Month** HANDS Maintenance and Operations Support – Arizona.

5.2.2.12 Line Item 12 – **Per Month** HANDS Maintenance and Operations Support – American

Samoa.

5.2.2.13 Line Item 13 – **Per Month** HANDS Maintenance and Operations Support – Commonwealth of the Northern Mariana Islands (CNMI).

5.2.2.14 Line Item 14 – **Per Month** HANDS Maintenance and Operations Support – Guam.

5.2.2.15 Line Item 15 – **Per Month** HANDS Maintenance and Operations Support – Navajo

Nation.

5.2.2.16 Line Item 16 – **Per Month** HANDS Maintenance and Operations Support – District of Columbia (DC).

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

5.2.2.17 Line Item 17 – **Per Month** HANDS Operations Support – Arizona.

5.2.2.18 Line Item 18 – **Per Month** HANDS Operations Support – American Samoa.

5.2.2.19 Line Item 19 – **Per Month** HANDS Operations Support – CNMI.

5.2.2.20 Line Item 20 – **Per Month** HANDS Operations Support – Guam.

5.2.2.21 Line Item 21 – **Per Month** HANDS Operations Support – Navajo Nation.

5.2.2.22 Line Item 22 – **Per Month** HANDS Operations Support – DC.

5.2.2.23 Line Item 23 – **Per Month** TEXT Message Services Volume (0 - 1,000).

5.2.2.24 Line Item 24 – **Per Month** TEXT Message Services Volume (1,001 – 3,000).

5.2.2.25 Line Item 25 – **Per Month** TEXT Message Services Volume (3,001 – 5,000).

5.2.2.26 Line Item 26 – **Per Month** TEXT Message Services Volume (5,001 - 10,000).

5.2.2.27 Line Item 27 – **Per Month** TEXT Message Services Volume (10,001 - 20,000).

5.2.2.28 Line Item 28 – **Per Month** TEXT Message Services Volume (20,001 - 30,000).

5.2.2.29 Line Item 29 – **Per Month** TEXT Message Services Volume (30,001 - 40,000).

5.2.2.30 Line Item 30 – **Per Month** TEXT Message Services Volume (40,001 – 50,000).

5.2.2.31 Line Item 31 – **Per Month** TEXT Message Services Volume (50,001 - 60,000).

5.2.2.32 Line Item 32 – **Per Month** TEXT Message Services Volume (60,001 - 70,000).

5.2.2.33 Line Item 33 – **Per Month** Email Services Volume (0 - 1,000).

5.2.2.34 Line Item 34 – **Per Month** Email Services Volume (1,001 - 3,000).

5.2.2.35 Line Item 35 – **Per Month** Email Services Volume (3,001 - 5,000).

5.2.2.36 Line Item 36 – **Per Month** Email Services Volume (5,001 - 10,000).

5.2.2.37 Line Item 37 – **Per Month** Email Services Volume (10,001 - 20,000).

5.2.2.38 Line Item 38 – **Per Month** Email Services Volume (20,001 - 30,000).

5.2.2.39 Line Item 39 – **Per Month** Email Services Volume (30,001 - 40,000).

5.2.2.40 Line Item 40 – **Per Month** Email Services Volume (40,001 - 50,000).

5.2.2.41 Line Item 41 – **Per Month** Email Services Volume (50,001 - 60,000).

5.2.2.42 Line Item 42 – **Per Month** Email Services Volume (60,001 - 70,000).

5.2.2.43 Line Item 43 – **Per Month** Automated Phone Service Volume (1,001 - 3,000).

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

5.2.2.44 Line Item 44 – **Per Month** Automated Phone Service Volume (3,001 - 5,000).

5.2.2.45 Line Item 45 – **Per Month** Automated Phone Service Volume (5,001 - 10,000).

5.2.2.46 Line Item 46 – **Per Month** Automated Phone Service Volume (10,001 - 20,000).

5.2.2.47 Line Item 47 – **Per Month** Automated Phone Service Volume (20,001 - 30,000).

5.2.2.48 Line Item 48 – **Per Month** Automated Phone Service Volume (30,001 - 40,000).

5.2.2.49 Line Item 49 – **Per Month** Automated Phone Service Volume (40,001 - 50,000).

5.2.2.50 Line Item 50 – **Per Month** Automated Phone Service Volume (50,001 - 60,000).

5.2.2.51 Line Item 51 – **Per Month** Automated Phone Service Volume (60,001 - 70,000).

5.2.2.52 Line Item 52 – **Hourly Rate** Project Manager.

5.2.2.53 Line Item 53 – **Hourly Rate** Business Analyst.

5.2.2.54 Line Item 54 – **Hourly Rate** Senior Business Analyst.

5.2.2.55 Line Item 55 – **Hourly Rate** Senior Architect.

5.2.2.56 Line Item 56 – **Hourly Rate** Senior Developer.

5.2.2.57 Line Item 57 – **Hourly Rate** Developer.

5.2.2.58 Line Item 58 – **Hourly Rate** Senior Quality Assurance Analyst.

5.2.2.59 Line Item 59 – **Hourly Rate** Quality Assurance Analyst.

5.2.2.60 Line Item 60 – **Hourly Rate** Database Administrator.

5.2.2.61 Line Item 61 – **Per Month** Customer Service Representative (CSR) Year One (1).

5.2.2.62 Line Item 62 – **Per Month** Customer Service Representative (CSR) Year Two (2).

5.2.2.63 Line Item 63 – **Per Month** Customer Service Representative (CSR) Year Three (3).

5.2.2.64 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.

5.2.2.65 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.

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

6. PROPOSAL ORGANIZATION AND REQUIREMENTS

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

The Proposal shall be organized in the following order:

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

6.2 Executive Summary.

6.3 Experience, Expertise and Capacity.

6.4 Method of Approach.

6.5 Completed Items Tab in APP.

6.6 Attachments (A, B, C, D, E, and F).

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.

7.1 Conditions, and Instructions for the Solicitation including its Amendments and all documents incorporated by reference;

7.2 Whether the Offer limits the rights of the State;

7.3 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;

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

7.5 Whether the Offeror provides misleading or inaccurate information.

8. EVALUATION CRITERIA

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 ADHS based upon the evaluation criteria listed below. The evaluation factors are listed in their relative order of importance.

8.1 Experience, Expertise, and Capacity: Forty-eight (48) points.

8.2 Method of Approach: Fifty (50) points.

8.3 Cost.

9. DISCUSSION (NEGOTIATIONS)

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

10. FINAL PROPOSAL REVISION/BEST AND FINAL OFFER (BAFO)

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

10.1 In the event negotiations are conducted with Offerors, the ADHS will issue a request for Final Proposal

Revision and Best and Final Offer (BAFO) in APP. The request for Final Proposal Revision/BAFO 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

10.1.1 During Final Proposal Revisions and BAFO, a new round is created in APP for the submission. The new round must contain all of the Attachments indicated in the applicable Procurement Officer request for a Submitted Offer. Make revisions in response to the negotiations/discussions and Procurement Officer’s Request for BAFO in all applicable documents and Attachment Pricing and/or the pricing grid in the State’s eProcurement system. Offeror shall follow any additional instruction from procurement Officer regarding requirements for BAFO responses.

10.1.2 The new round must be acknowledged and an updated Solicitation Attachment “Offer and Acceptance Form” with the required signature and date must be uploaded.

10.1.3 The Offeror is required to complete the APP items tab or in put $1.00 for the line item in the items tab (f) in APP for the original offer and the BAFO submission.

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. CONTRACT AWARD

An agency chief procurement officer shall award the contract to the responsible Offeror whose offer is determined to be most advantageous to the State based on the evaluation factors set forth in the solicitation.

13. PUBLIC RECORD

All Proposals submitted in response to this Request for Proposal shall become the property of the State and shall become a matter of Public Record available for review, subsequent to the award notification, as provided for by the Arizona Procurement Code.

14. 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.

STANDARD INSTRUCTIONS TO OFFERORS

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Solicitation Instructions/ Standard Instructions to Offerors

II. STANDARD INSTRUCTIONS TO OFFERORS

1. DEFINITION OF TERMS

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

1.1 “Arizona Procurement Code” means, collectively, Title 41 Chapter 23, et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2-7-101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

NOTE: There are frequent references to the Arizona Procurement Code (APC) throughout the Solicitation Documents, therefore, you will need to be familiar with its provisions to be able to understand the Solicitation Documents fully.

The Arizona Department of Administration State Procurement Office provides a reference compilation of the Arizona Procurement Code on its website:

https://spointra.az.gov/resources/procurement-regulations

The Arizona State Legislature provides the official A.R.S. online at:

https://www.azleg.gov/arstitle/

The Office of the Arizona Secretary of State provides the official A.A.C. online at:

http://www.azsos.gov/rules/arizona-administrative-code

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

1.3 “Best and Final Offer” (BAFO) 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.

1.4 “Clarifications” means, per A.A.C. R2-7-C313, communications between Procurement Officer and Offeror for the purpose of providing a greater mutual understanding of the Offer. Clarifications may include demonstrations, questions and answers, or elaborations on previously-submitted information. All clarifications shall be confirmed in a written offer.

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

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

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

1.8 “Day” means calendar days unless otherwise specified.

1.9 “eProcurement (Electronic Procurement)” means, per A.A.C. R2-7-101, the State’s official electronic procurement system as authorized by the state procurement administrator under R2-7-201.

https://spointra.az.gov/resources/procurement-regulations https://www.azleg.gov/arstitle/ http://www.azsos.gov/rules/arizona-administrative-code

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Revision No. 5_Revised 09-24

1.10 “Evaluation” means, per A.A.C. R2-7-316, the process whereby Procurement Officer will determine which responsive offers and best and final offers based on the evaluation criteria contained in the request for proposals are the most advantageous to State.

1.11 “Exhibit” means, any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation generally containing maps, schematics, examples of reports, or other documents that will be used to perform the requirements of the Scope of Work after contract award.

1.12 “Interviews” means, an agreed-upon time and place for a structured conversation between Procurement

Officer/Evaluation Committee and Offeror(s) where an established set of questions are asked to each Offeror and answered.

1.13 “Narrative Response” means, a written essay, process, or story detailing Offeror’s experience, expertise, opinion, or methodology relating to the question being asked. The quality of the written response in areas such as grammar, readability, ease of understanding, may be taken into consideration on how well Offeror is able to express themselves and describe their process.

1.14 “Negotiation” means, per A.A.C. R2-7-101(32), an exchange or series of exchanges between State and an offeror for the purposes set forth in A.A.C. R2-7-C314.

1.15 “Not Susceptible for Award” means, per A.A.C. R2-7-C311, that the relevant offer has been determined by Procurement Officer to fail one or more of the tests and comparisons set forth therein. NOTE: A determination of Not Susceptible for Award and a determination of Responsive are mutually exclusive.

1.16 “Offer” means a response to a solicitation.

1.16.1 “Initial Offer” means, Offeror’s proposal submitted to the State in response to the Solicitation, as initially submitted.

1.16.2 “Revised Offer” means any revised versions of the Initial Offer that Offeror has submitted to the State at State’s request as permitted under A.A.C. R2-7-C314 and R2-7-C315.

1.16.3 “BAFO” as defined above.

1.16.4 Reference to “an Offer”, “the Offer” or “your Offer” means any of the Initial Offer, a Revised Offer, or the Best and Final Offer.

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

1.18 “Oral/Product Presentations” means, a tailored presentation based on the requirements specified in the Scope of Work or based upon an established agenda provided by Procurement Officer ahead of time. The presentation shall include company overview, product overview, functionalities, and reporting as applicable to the Scope of Work. If the presentation is not product-related, ensure other questions are answered based on the agenda or as asked by the committee members.

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

1.20 “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.

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Revision No. 5_Revised 09-24

1.21 “Small Business” means a for-profit or not-for-profit organization, including its affiliates, with fewer than 100 full-time employees or gross annual receipts of less than $4 million for the last complete fiscal year.

1.22 “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.

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

1.24 “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.

1.25 “State” means, any department, commission, council, board, bureau, committee, institution, agency, government corporation or other establishment or official of the executive branch or corporation commission of the State of Arizona 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. Direct all inquiries related to the Solicitation to Procurement Officer, including requests for or inquiries regarding standards referenced in the Solicitation. Apart from the State’s eProcurement System Help Desk, do not contact any State personnel other than Procurement Officer concerning the Solicitation while it is in progress, through and including award.

2.3 Submission of Inquiries. Submit all inquiries related to the Solicitation in the State’s eProcurement System.

Procurement Officer will not respond to inquiries received in any other manner.

2.3.1 Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (601)542-7600, option two (2);

or by email to app@azdoa.gov.

2.3.2 Submit all other inquiries about the Solicitation using the “Discussions with Buy” tab in the State’s eProcurement System. Always refer to the appropriate Solicitation document by page and paragraph number.

2.3.3 Check the Special Instructions to Offerors for the cut-off time for inquiries to Procurement Officer regarding this Solicitation.

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 made through the mailto:app@azdoa.gov

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

State’s eProcurement System

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.

2.9 Instructions Order of Precedence: Instructions Order of Precedence: In case of any inconsistency, conflict, or ambiguity among the Solicitation Instructions to Offerors, they are to prevail in the following order, descending from most dominate to most subordinate, provided that, among categories of documents or provisions having the same rank, the document or provision with the latest date prevails. Information being identified in one document, but not in another, is not to be considered a conflict or inconsistency:

2.9.1 Special Instructions to Offerors; and then

2.9.2 Standard Instructions to Offerors (RFP).

3. OFFER PREPARATION

3.1 Electronic Documents.

3.1.1 The Solicitation is provided in an electronic format; State will not provide any printed copies or distribute the Solicitation in any other format

3.1.2 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.

3.1.3 Supplier Reference Guides are available at: https://spo.az.gov/app/supplier/QRG.

3.1.4 Upload all Solicitation Attachments as required, within the APP Prepare RFx Technical and/or

Financial Questions Tab.

3.1.5 Prepare and submit your confidential information following the instructions in section 4.4 Confidential Information.

3.2 Deviations in Offer. When submitting an Offer, clearly indicate in writing any deviations from the Specifications or other Solicitation technical requirements documents. Any deviation not explicitly identified will be deemed void upon submission.

NOTE: Deviations are technical exceptions of a significant but not material nature, typically having to do with https://spo.az.gov/app/supplier/QRG

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Revision No. 5_Revised 09-24 part/model numbers, details of attachments, mountings, clearances, internal configurations, etc., and are not to be confused with material exceptions.

3.3 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, such as your duly authorized officer, executive, principal, or agent. 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.

3.4 Exceptions to Terms and Conditions.

3.4.1 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.

3.4.2 If you are submitting an Offer conditioned on exceptions to the Solicitation Documents, indicted “NO” on Solicitation Attachment “Conformance Statement” and clearly identify the specific paragraphs of the Solicitation where the exceptions occur, along with proposed alternative language and a rationale for the changes. Any exceptions taken elsewhere in the Offer, or in any preprinted or standard terms, will be void and without force of effect in any resulting contract, unless the exception is specifically accepted in writing by the Procurement Officer.

3.4.2.1 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.

3.5 Insurance and Bonds

3.5.1 Provide the evidence of insurance availability, evidence of insurance in place, evidence of bonding capacity, bonds in hand, or other security that are called for in the Solicitation Attachment “Letter of Insurability”.

3.5.2 If you intend to withhold or redact any element of your evidence of insurance policy compliance required by Addendum A of the Special Terms and Conditions (General Contractor Indemnification and Insurance Requirements) on the grounds that it is confidential information, then you must claim it as such and submit the necessary substantiated justification with each Offer using the Solicitation Attachment “designation of Confidential Information” and as per Instruction 4.4 Confidential Documents below.

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

3.7 Cost of Offer Preparation. The State will not reimburse any Offeror or any of Offeror’s prospective subcontractors, suppliers, or consultants any costs associated with responding to the Solicitation.

3.8 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).

3.9 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

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Revision No. 5_Revised 09-24 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 Federal Excise Tax. The State is exempt from certain Federal Excise Tax on manufactured goods. Exemption Certificates will be provided by the State.

3.11 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.

3.12 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.

3.13 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.

3.14 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.

3.15 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.

4.1.1 Submit each Offer online in the State’s eProcurement System before the “Bid Opening Date” indicated for the “Solicitation No.” State will not consider a proposal submitted by any other method other than the State’s eProcurement System, and it will be deemed void upon submission. By A.A.C.

R2-7-C307, State will not consider late offers. State will give no extension or grace period for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements of procedures for online submission in the State’s eProcurement system. If your proposal is not submitted correctly, completely, and in conformance to these Instruction herein, then Procurement Officer may determine it Not Susceptible for Award.

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Ave, Suite 530 Phoenix, AZ 85007

Revision No. 5_Revised 09-24

4.1.2 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.

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

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.

4.3.1 As required under A.A.C. R2-7-C303(C), it is the offeror’s responsibility to acknowledge every

Solicitation Amendment issued as of the due date and time. Failure to acknowledge all solicitation amendments may impact your susceptibility for award.

4.3.2 Amendments to the Solicitation create new rounds in APP. Check APP alerts that notify if an amendment has been issued. You must acknowledge each round created by an amendment for your Offer in order for your Offer to be Responsive.

4.3.3 In the event you have submitted an offer prior to a Solicitation amendment, you must acknowledge and upload your offer documents to the new round.

4.4 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:

4.4.1 Indicate on the Solicitation Attachment “Designation of Confidential Information” that your proposal contains such claimed confidential information; and,

4.4.2 Separate the documents you claim to be confidential from the offer documents and upload them separately. Prepare to upload each confidential document as a separate confidential document in your response following the instructions in the Arizona Department of Administration Procurement page under Arizona Procurement Portal (APP) Suppliers Tab. Under the Quick Reference Guides / Solicitations, review the Adding Confidential Documents to an Offer/ Response.

4.4.3 Upload each document you claim to be confidential separately and follow the naming convention:

Confidential – Supplement – Offeror File Name.

4.4.4 Simply indicating that the proposal contains confidential information is not sufficient to claim the protections under A.A.C. R2-7-103. The “Confidential Information Designation” Attachment must be accompanied by a detailed explanation as to why each item or category of items in the proposal should be designated confidential…