RFQ Event 280_AMD 1.pdf
PDF 588 KB Posted
- Attached to
- Evaluation for Idaho Oral Health Program
- Solicitation number
- 280
- Issued by
- Minidoka County, Idaho
About this file
This document is a Request for Quotation (RFQ) issued by the Idaho Department of Health and Welfare's Idaho Oral Health Program (IOHP) for an evaluation of the IOHP's Health Resources and Services Administration (HRSA) grant-funded projects. The successful contractor will work with the IOHP to determine and coordinate data collection and analysis, and create reports, briefs, and other documents to demonstrate the impact of the HRSA-22-050 projects, which aim to increase oral health services for populations in Idaho's Dental Health Professional Shortage Areas (Dental HPSAs). The evaluation activities are expected to continue through August 31, 2026, and the contractor must provide a minimum 10% in-kind non-federal match for the services delivered.
The RFQ outlines the specific scope of work, including reviewing the IOHP's draft evaluation plan, creating a work plan and evaluation frameworks, supporting data collection and analysis, participating in project meetings and regional workforce meetings, drafting annual evaluation summaries, and delivering a final Project Period Evaluation Report. The RFQ also includes details on the billing procedures, with the contract being a fixed unit cost, indefinite quantity arrangement, and invoices to be submitted monthly with the required reports.
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IDAHO DEPARTMENT OF HEALTH AND WELFARE
RFQ EVENT 280
Evaluation for Idaho Oral Health Program’s Health Resources and Services Administration Amendment 1 – Extend RFQ EVENT 280 closure date to January 12, 2024
1. Purpose
The Contractor will evaluate the Idaho Oral Health Program's Health Resources and Services Administration (HRSA) grant-funded projects. They will work with the program to determine and coordinate data collection and analysis. They will be responsible for creating reports, briefs, and other documents as necessary to complete the evaluation deliverables of the HRSA-22-050 projects and demonstrate project impact to the funder and stakeholders.
2. Background The vision of the Idaho Oral Health Program (IOHP) is an Idaho where all are free from oral disease and have access to optimal oral healthcare. The IOHP works in collaboration with various oral health champions across Idaho to improve the oral health of Idahoans. The IOHP serves as the primary source of oral health surveillance and community-based oral disease prevention programs and provides the infrastructure essential to creating, implementing, and evaluating oral health initiatives and policies in the State.
Access to oral health services is a key issue that needs to be addressed to achieve good oral health. In Idaho, forty-two (42) out of forty-four (44) counties are considered Dental Health Professional Shortage Areas (Dental HPSAs). To improve access to dental care for underserved populations, the IOHP manages projects funded by the HRSA Grants to States to Support Oral Health Workforce Activities (HRSA-22-050 NOFO). The HRSA-funded projects began on 09.01.2022 and will continue until
08.31.2026. The HRSA projects' overarching goal is to develop innovative projects that encourage and support state innovation, ultimately increasing oral health services for populations living in Idaho’s Dental HPSAs. The program goals proposed and implemented by the IOHP aim to:
i. identify current oral healthcare access barriers to build a diverse and competent workforce to accommodate Idaho’s aging population;
ii. increase the number of underserved individuals in Dental HPSAs receiving oral health services utilizing teledentistry; and
iii. increase the number of dental education offerings, including distance-based education models, for traditional and non-traditional oral health workforce members.
Evaluation and sustainability of the implemented innovative programs are essential components of the HRSA-funded projects. The IOHP HRSA work plan includes components of ongoing strategic evaluation activities to be created and completed throughout the implementation of the projects. The planned evaluation activities will demonstrate program performance, assess program impact, and demonstrate accountability to HRSA, stakeholders, and key decision-makers. This evaluation will also serve as a vital component to the IOHP to help make decisions for programmatic improvement and share the lessons learned with stakeholders and oral health champions across the State to improve oral health outcomes.
3. Timelines and Submittal
Quotes will be accepted through IPRO Powered by LUMA (IPRO) only. Submit your quote using the IPRO Lines and Questions Tab no later than 5:00 p.m. Mountain Time on 1/12/2024.
All questions must be submitted in IPRO using the Q & A Forum.
4. Scope of Work See Exhibit C
5. Award Basis and Term Validity of Quote: Your quote must be firm and binding for a minimum of ninety (90) calendar days, or such alternate time as designated in the solicitation document.
Alternate Quotes: Multiple or alternate quotes will not be accepted unless expressly allowed in the solicitation documents.
AWARD: Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided on Exhibit E, Cost/Billing Procedure.
The initial Contract term is anticipated to be 1/10/2024 to 08/31/2026. Upon mutual, written agreement, the Contract may be amended or extended. The total Contract term, including all extensions, is not anticipated to exceed three (3) years.
Services and requirements will include the following:
Exhibit A – Special Terms and Conditions Exhibit B – Riders Exhibit C – Scope of Work Exhibit D – Reports Exhibit E – Cost/Billing Procedure Exhibit F – State Signature Page
The attached documents will become part of the Contract resulting from this Request for Quotation (RFQ). If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, operating and personnel expenses, such as: overhead, salaries, profit, insurance, supplies, travel, implementation, transition and quality improvement, into the cost matrix spreadsheet titled Exhibit E, Cost/Billing Procedure, which can be found in the Questions Tab in IPRO.
Upload the completed spreadsheet to the Questions Tab in IPRO.
Any alterations to the cost matrix may result in your quote being considered not acceptable. Also, vendors must answer the questions in the IPRO Questions Page.
Additional Solicitation Instructions:
Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” State of Idaho Standard Terms and Conditions and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov.
Failure by any submitting vendor to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.
6. Response
Download and complete Exhibit E – Cost/Billing Procedure from the Questions Tab of this solicitation in IPRO. Upload your completed document to the same Question.
Enter your Total Cost in the Lines Tab of this solicitation in IPRO, so that it is received at the Department prior to the deadline established above.
Response must be accompanied by a signed State of Idaho Signature Page, which will be found in the Questions Tab of this solicitation in IPRO.
It is at the Department’s sole discretion whether or not your response meets the specifications of this RFQ. At the sole discretion of the Department, if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award. Responses to the questions in the IPRO Question Page will determine whether your response meets the requirements of this RFQ.
Exhibit A – Special Terms and Conditions
I. DEFINITIONS. As used in the Contract, the following terms shall have the meanings set forth below:
A. Contract Manager shall mean that person appointed by the Department to administer the Contract on behalf of the Department. "Contract Manager" includes, except as otherwise provided in the Contract, an authorized representative of the Contract Manager acting within the scope of his or her authority. The Department may change the designated Contract Manager from time to time by providing notice to Contractor as provided in the Contract.
B. Department shall mean the State of Idaho, Department of Health and Welfare, its divisions, sections, offices, units, or other subdivisions, and its officers, employees, and agents.
II. CONTRACT EFFECTIVENESS. It is understood that this Contract or any Amendment is effective when it is signed by all parties, or at a later date if specified in the Contract or Amendment. The Contractor shall not render services to the Department until the Contract or Amendment has become effective. The Department will not pay for any services rendered prior to the effective date of the Contract or Amendment.
III. REASSIGNMENT OF CONTRACTOR EMPLOYEES The Department shall have the right, after having consulted with the Contractor, to require the Contractor to reassign or otherwise remove from the contract any Contractor employee or subcontractor found in good faith to be unacceptable to the Department.
IV. RECORDS AND DATA.
A. Records Maintenance The Contractor shall maintain all records and documents relevant to the Contract for three (3) years from the date of final payment to the Contractor. If an audit, litigation or other action involving records is initiated before the three (3) year period has expired, the Contractor shall preserve and secure records until all issues arising out of such actions are resolved, or until an additional three (3) year period has passed, whichever is later. If the Contract is terminated for convenience, for cause, or by bankruptcy all records and documents related to the Contract in the Contractor’s possession shall at the election of the Department, be immediately delivered to the Contract Monitor or Department designee.
B. Records Review All records and documents relevant to the Contract, shall be subject to inspection, review or audit, and copying by the Department and other personnel duly authorized by the Department, and by federal inspectors or auditors. The Contractor shall make all records relevant to this Contract available to such parties at all reasonable times, at either the Contractor's principal place of business or upon premises designated by the Department.
V. AUDIT EXCEPTIONS. If a federal or state audit indicates that payments made to the Contractor for goods or services that do not comply with the terms of the contract or applicable federal or state laws, rules or regulations, the Contractor shall refund any compensation paid to the Contractor arising from such noncompliance.
VI. COMPLIANCE WITH CERTAIN LAWS, LICENSING, AND CERTIFICATIONS. The Contractor shall comply with ALL requirements of federal, state, and local laws and regulations applicable to the Contractor pursuant to the Contract. For the duration of the Contract, the Contractor shall maintain in effect and have in its possession all licenses and certifications required by federal, state, and local laws and rules, including but not limited to:
A. HIPAA The Contractor acknowledges that it may have an obligation, independent of this contract, to comply with the Health Insurance Portability and Accountability Act (HIPAA), Sections 262 and 264 of Public Law 104-191, 42 USC Section 1320d, and federal regulations at 45 CFR Parts 160, 162 and 164.
If applicable, the Contractor shall comply with all amendments to the law and federal regulations made during the term of the Contract.
B. Lobbying
1. The Contractor certifies that none of the compensation under the Contract has been paid or will be paid by or on behalf of the Contractor to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the Idaho Legislature in connection with the awarding, continuation, renewal, amendment, or modification of any contract, grant, loan, or cooperative agreement.
2. If any funds, other than funds provided by the Contract, have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the State Legislature in connection with the Contract, the Contractor shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions, and submit a copy of such form to the Department.
3. The Contractor shall require that the language of this certification be included in any subcontract, at all tiers, (including grants, subgrants, loans, and cooperative agreements) entered into as a result of the Contract, and that all sub-recipients shall certify and disclose as provided herein.
4. The Contractor acknowledges that a false certification may be cause for rejection or termination of the Contract, subject the Contractor to a civil penalty, under 31 U.S.C. § 1352, of not less than $10,000.00 and not more than $100,000.00 for each such false statement, and that the Contractor's execution of the Contract is a material representation of fact upon which the Department relied in entering the Contract.
C. Qualification The Contractor certifies to the best of its knowledge and belief that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from performing the terms of the Contract by a government entity (federal, state or local);
2. Have not, within a three (3) year period preceding the Contract, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph 2 of this certification; and
4. Have not within a three (3) year period preceding the Contract had one or more public transactions
(federal, state, or local) terminated for cause or default.
5. The Contractor acknowledges that a false statement of this certification may be cause for rejection or termination of the Contract and subject the Contractor, under 18 U.S.C. § 1001, to a fine of up to $10,000.00 or imprisonment for up to five (5) years, or both.
D. Faith-Based Organization If the Contractor is a faith-based organization, the Contractor and all approved subcontractors shall:
1. Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice.
2. Ensure that Department-referred clients' participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis.
3. Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in religious activities, their right to request an alternative provider and the process for doing so.
4. Ensure that contract funds are not expended on inherently religious activities.
5. Comply with applicable terms of 42 CFR Parts 54, 54a, and 45 CFR Parts 260 and 1050.
E. Tribes If the Contractor is a Tribe, the Contractor and Department recognize that services performed pursuant to this Contract by the Contractor and all approved subcontractors within reservation boundaries are subject to applicable laws, ordinances and regulations of the Tribe. Nothing in this Contract should be construed as a waiver of sovereign immunity.
F. Single Audit Act The Contractor acknowledges that it may have an obligation; independent of this contract, to comply with the terms of the "Single Audit Act" of 1984. Funds provided under the Contract may be used to pay for compliance with this act in proportion to other funding sources available to the Contractor for the services provided pursuant to the Contract.
G. Local Contribution To Funding If funding for the Contract is tied to a local contribution or match: (1) The Contractor certifies that none of the local contribution or match funds are federal funds, are derived from or are in lieu of federal funds, and none of said funds have been used, or have been substituted for funds used, to earn other federal funds. (2) The Contractor further certifies that any costs incurred by the Contractor prior to the Contract will not be allowable to or included as a cost of any other state or federally financed program in either the current period or any prior period.
VII. CONFLICT OF INTEREST.
A. Public Official No official or employee of the State of Idaho or the United States government who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of the Contract shall, prior to the termination of the Contract, voluntarily acquire any personal interest, direct or indirect, in the Contract.
B. Contractor The Contractor and its agents shall have no present or future interest, direct or indirect, that would conflict in any manner or degree with the performance of the services provided pursuant to this Contract.
VIII. REMEDIES.
A. Remedial Action If any of the Contractor’s responsibilities do not conform to Contract requirements, the Department shall consult with the Contractor and may at its sole discretion require any of the following remedial actions, taking into account the nature of the deficiency: (1) require the Contractor to take corrective action to ensure that performance conforms to Contract requirements; (2) reduce payment to reflect the reduced value of services received; (3) require the Contractor to subcontract all or part of the service at no additional cost to the Department; or (4) terminate the Contract.
B. Mutual Termination for Convenience Either party may cancel the Contract at any time, without cause, upon written notice to the other party specifying the date of termination which shall not be less than thirty
(30) calendar days; provided however, the Department must approve Contractor's date of termination and shall not exceed a reasonable timeframe to ensure continuity of business upon termination of the Contract.
C. Termination for Cause Either party may terminate the Contract (and/or any order issued pursuant to the
Contract) when either party has been provided written notice of default or non-compliance and has failed to cure the default or non-compliance within a reasonable time, not to exceed thirty (30) calendar days. If the Contract is terminated for default or non-compliance by the Department, the Contractor will be responsible for any costs resulting from the Department’s award of a new contract and any damages incurred by the Department. The Department, upon termination for default or non-compliance, reserves the right to take any legal action it may deem necessary including, without limitation, offset of damages against payment due.
D. Effect of Termination Upon termination by either party, the Contractor shall: (a) promptly discontinue all work, unless the termination notice directs otherwise; (b) promptly return to the Department any property provided by the Department pursuant to the Contract; and, (c) deliver or otherwise make available to the Department all data, reports, estimates, summaries and such other information and materials as may have been accumulated by the Contractor in performing the Contract, whether completed or in process.
E. Survival of Terms Any termination, cancellation, or expiration of the Contract notwithstanding, provisions which are intended to survive and continue shall survive and continue, including, but not limited to, the provisions of these Special Terms and Conditions, Sections IV (Records and Data), V (Audit Exceptions), VI (Compliance with Certain Laws, Licensing, and Certifications), and the State of Idaho Standard Contract Terms and Conditions, Sections 9 (Contract Relationship) and 12 (Indemnification).
IX. FORCE MAJEURE. Neither party shall be liable or deemed to be in default for any Force Majeure delay in shipment or performance occasioned by unforeseeable causes beyond the control and without the fault or negligence of either party, including, but not restricted to, acts of God or the public enemy, fires, floods, epidemics, pandemics, quarantine, restrictions, strikes, freight embargoes, or unusually severe weather, provided that in all cases either party shall notify the other party promptly in writing of any cause for delay and the parties concur that any of the delays identified above were beyond their control and without the fault or negligence of either party. The period for the performance shall be extended for a period equivalent to the period of the Force Majeure.
X. MISCELLANEOUS.
A. Disposition of Property At the termination of the Contract, the Contractor shall comply with relevant federal and state laws, rules and regulations and, as applicable, 2 CFR §§ 200.310-316 concerning the disposition of property purchased wholly or in part with funds provided under the Contract.
B. Time of Performance Time is of the essence with respect to the obligations to be performed under the
Contract; therefore, the parties shall strictly comply with all times for performance.
C. Headings The captions and headings contained herein are for convenience and reference and are not intended to define or limit the scope of any provision of the Contract.
Exhibit B – Riders
Insurance
For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance.
Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.
Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.
Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.
If any of the liability insurance required for this Contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this Contract for a duration of twenty-four (24) months thereafter.
Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this Contract, or twenty-four (24) months "prior acts" coverage is provided.
Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.
Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or Contracts of insurance issued by insurers approved by the Department. Should any of above described policies be cancelled before the expiration date thereof, notice shall be delivered in accordance with the policy provision.
The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, Department of Health and Welfare.
Send updated certificates to: DHWInsurance@dhw.idaho.gov
Certificate holder should be listed as: State of Idaho, Department of Health and Welfare Contracting & Procurement Services Unit -- 9th Floor 450 West State Street Boise, ID 83702
Exhibit C – Scope of Work
I. General Requirements A. This Contract is funded by the Grants to States to Support Oral Health Workforce Activities awarded
September 1, 2022 through the Health Resources and Services Administration.
B. This Contract supports the Department's Strategic Plan and the Division of Public Health priorities.
C. The Contractor must provide a point of contact to the Contract Monitor. If a change in staffing occurs during the contract timeframe, the Contractor must notify the Contract Monitor of the change within ten (10) business day.
D. The Contractor must utilize the following resources to approach the evaluation of these projects and the program:
1. CDC framework for program evaluation in public health: https://www.cdc.gov/evaluation/
2. Association of State and Territorial Dental Directors, Best Practice Approaches:
https://www.astdd.org/evaluation-and-quality-improvement/
3. Performance Measurement for Public Health Policy:
http://www.phf.org/resourcestools/Documents/Policy_Performance_Measurement_Tool_FINAL.p df
4. Evaluation Guide for HRSA Project Officers: https://www.healthworkforceta.org/wp-content/uploads/2017/12/Evaluation_Guide_for_HRSA_Project_Officers.pdf
E. The Contractor must have:
1. Experience with evaluation methodologies, assessment, surveillance, and reporting of public health data.
2. Experience with developing or creating evaluation reports, briefs (i.e., policy briefs, White Papers), and data infographics for community-based public health projects.
3. Historical evidence of creating data charts showing evaluation metrics (qualitative and quantitative).
F. The Contractor must provide, at minimum, a 10% in-kind non-federal match for the services delivered in this Contract.
II. Services to be Performed
A. Objective 1: By August 31, 2026 the Contractor must satisfy the following requirements:
1. By February 9, 2024, the Contractor must review the IOHP draft evaluation plan for HRSA and provide input and suggestions for additional evaluation metrics or assessment tools.
2. By February 29, 2024, the Contractor must:
a. Create a work plan to propose a schedule and estimate the progress of outlined activities to approach evaluation and submit to the IOHP for review and feedback.
b. Provide an outline/framework for drafting annual evaluation summaries and final Project Period Evaluation Report for the innovative program profiles outlined in the evaluation plan to
HRSA.
3. Support the design and administration of necessary assessment tools (i.e., surveys, interviews, etc.) for quality improvement and to demonstrate project impact.
4. Participate in virtual check-in calls (approximately one per month) as determined by the IOHP and work with the program staff to collect, manage, and analyze data needed to evaluate HRSA projects as necessary.
5. Maintain confidentiality of data provided by the Department and all other data collected for evaluation purposes.
6. Support and participate in the Project Advisory Committee (PAC) meetings and the Sustainability and Evaluation Committee (SEC) meetings hosted by the IOHP. Document relevant findings necessary for annual evaluation summaries and the final Project Period Evaluation Report.
7. Participate in planning the regional workforce meetings (one meeting for each of the seven Public
Health Districts) hosted by the IOHP. Document meeting summaries and utilize the summaries in the annual evaluation summaries and final Project Period Evaluation Report.
8. Draft and turn in an annual evaluation summary that includes all evaluation data collected from innovative program profile activities conducted during each budget period through August 31, 2025. Submit the evaluation summary for the respective budget periods before May 31 of the budget period in progress. The IOHP will utilize the evaluation summary to demonstrate program performance and accountability to HRSA and project stakeholders.
9. Draft a final Project Period Evaluation Report summarizing the evaluation data of the HRSA activities conducted from September 1, 2022, through July 30, 2026. Data will be collected from innovative program profile activities and IOHP activities implemented during each budget year by August 31, 2026. The final Project Period Evaluation Report approved by the Department will be submitted to HRSA.
10. Submit the final Project Period Evaluation Report approved by IOHP by August 31, 2026.
a. Support the creation of materials, such as infographics, informational PowerPoint presentations, posters, etc., to assist with disseminating evaluation results.
III. Additional Phases/Work Assignments
A. The Department may request that the Contractor provide additional services directly related to the contracted services. The Department will contact the Contractor if additional services are required.
The Contractor must work with the Department to develop a work plan and budget based on the additional services.
Exhibit D – Reports
Report Description: Monthly Written Report–The report must contain written progress on meeting contract deliverables.
Report Format: Microsoft Word Document Report Due Date: Monthly with invoice
Exhibit E – Cost/Billing Procedure
INTERESTED VENDOR: DOWNLOAD AND COMPLETE THE SPREADSHEET EXHIBIT E-COST
BILLING PROCEDURE IN THE QUESTIONS TAB OF THIS SOLICITATION IN IPRO. THE BILLING
INFORMATION ON THIS PAGE IS FOR YOUR REFERENCE.
Cost:
The Contract resulting from this RFQ will be a FIXED UNIT COST, INDEFINITE QUANTITY Contract. The Department will pay up to the total amount quoted for services successfully delivered in compliance with the terms of the resulting Contract.
Costs must remain firm throughout the life of the Contract, unless otherwise agreed to by the Department and modifications will only be considered under extenuating circumstances. The Contractor must request potential rate changes and provide written justification for the request for a rate change.
The "Estimated Number of Units" shown in the Cost/Billing Procedure spreadsheet (Exhibit E) are the Department's best estimate of units that may be experienced during the total of the three (3) year Contract.
Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for quoting purposes.
Billing Procedure:
The Contractor must provide a monthly invoice and any reports required by the Report section within ten (10) business days after the end of each month. No invoices will be accepted or paid without receipt of the required reports. The invoice must include, but not be limited to:
1. All Contract services delivered during the billing period, identified by each item as reflected in the cost matrix and the total for each.
2. Total amount billed for the billing period.
3. Contract number.
4. Dates of service.
5. Contractor name, address, phone number, and email address.
6. Invoice number.
Invoices and reports are to be submitted to:
[this information will be added when contract is awarded]
Final invoices and reports must be submitted to the Department no later than thirty (30) calendar days after the contract expiration date. Invoices received without the required reports/documentation will be returned to the Contractor for their resubmission.
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