RFQ for Radiology Services JMU.pdf

RFQ for Radiology Services RFQ No. 26/00005 Rev. 10/5/23; Law No. 26-HS-1262 Commodity Code: 948 Suffolk County Department of Health Services Advertised: 9/3/2026

Request for Qualifications (RFQ) to provide Radiology Services for the Suffolk County Department of Health Services

Timeline

Technical Questions Due: Will be accepted, in writing (fax/email acceptable) on a rolling basis until 3:30 PM on February 18th, 2031. The Department of Health Services anticipates issuing addendums as necessary to respond to such technical questions.

Response Due Date: Responses will be accepted and reviewed and Contractors selected on a rolling basis starting on September 17th, 2026 at 3:30 PM through 3:30 PM on February 28th, 2031.

Contact Information

Susan Gudema Direct Tel. (631) 854-0084 Department of Health Services Fax: (631) 854-0116 3500 Sunrise Highway, Suite 124 Email: Susan.Gudema2@suffolkcountyny.gov PO Box 9006 Great River, NY 11739-9006

Response Package Requirements

• Submissions to be sent to Suffolk County Department of Health Services.

• Number of copies: Original plus two (2) copies.

• The RFQ No. (located on upper right-hand corner of this page) must be on:

o All outer mailing envelopes/package.

o Original response and all copies on the binder/cover page

• Original must be labeled “ORIGINAL”.

• All copies must be complete copies of the Original.

• Responses should be submitted in a tabbed and labeled binder, not permanently bound.

• Transmittal letter should be placed in First Tab of Binder.

• Do NOT return RFQ document. This is for you to keep for reference.

Late Responses Will Be REJECTED

Table of Contents

Section I Administrative Information

1. Purpose of RFQ

2. Coordination

3. Background Information

4. Evaluation Committee and Award of Contract

5. Questions and Comments

6. Due Date for Responses

7. Number of Copies of Response

8. RFQ Policies and Procedures

9. RFQ Posted on County Websites

10. Reservation of Rights

11. Response Format

12. Contract Terms and Conditions

13. Use of County Resources to Interfere with Collective Bargaining Activities Local Law No. 26-2003

14. Non-Responsible Bidder

15. NYS Freedom of Information Law (FOIL)

Section II Responder Profile

1. General Information

2. Responder’s History

3. Qualifications and Experience of Personnel

4. Indebtedness to County, Liens, and Litigation

5. Other Contracts with the County

6. Subcontractors

Section III Technical Services Requirements

1. RFQ for Radiology Services

2. Background Information and Overview

3. Minimum Requirements

4. Referral System

5. Services Covered by this RFQ

6. Multiple Contractors

7. Contract Term

Section IV Compensation

Section V Model Contract

Section I Administrative Information

1. Purpose of RFQ

The County of Suffolk (“County”), acting through its duly constituted Suffolk County Department of Health Services (“Department”) invites responses (“Responses”) from qualified responders (“Responders”) for Radiology Services (“Services”), as those Services are further defined in Section III of this RFQ, entitled “Technical Services Requirements.”

The term Contractor (“Contractor”) shall mean the successful Responder who may be awarded a contract pursuant to this RFQ.

2. Coordination

a. The Department is responsible for coordinating the issuance of this RFQ. The name of the Department’s primary contact for this RFQ is set forth on page one of this RFQ.

b. The Department is responsible for coordinating with the Suffolk County Attorney’s office and Contractor regarding the negotiation and execution of the contract.

c. The County will execute a contract with the Contractor based on the Model Contract included in this RFQ. Note that the Model Contract is subject to negotiation and revision based on the Department’s needs and the approval of the County Attorney’s office.

d. The Department is responsible for administration of the contract.

3. Background Information

a. Suffolk County, with a population of 1.5 million, is Long Island's easternmost county, and covers an area of 1,000 square miles, 26 miles at its widest part and approximately 86 miles in length.

b. The County of Suffolk is a municipal corporation of the State of New York with an annual operating budget of approximately $4.3 billion. The County employs approximately 10,000 employees, with main offices located in Hauppauge, Yaphank, Riverhead, and several smaller locations.

4. Evaluation Committee and Award of Contract

The RFQ Evaluation Committee will include representatives of the Department. The Suffolk County Department of Law acts as counsel to the Evaluation Committee but does not vote in the selection process. The award of any contract will be made in the best interest of the County.

5. Questions and Comments

a. Administrative Questions

Administrative questions (e.g. procedural questions on how to respond to this RFQ) may be submitted by telephone or in writing (fax/e-mail acceptable) to the contact person listed on page one of this RFQ.

b. Technical Questions

Technical questions (questions which are specific to the service requested in this RFQ) must be submitted in writing (fax/email acceptable) on or before the date set forth on page one of this RFQ, to the attention of the contact person listed on page one of this RFQ. Responses to such technical questions will be developed by the Department and issued in the form of an Addendum to this RFQ.

c. No Direct Contact

No questions or comments should be directed to any County employee or any firm currently in contract with the County regarding this RFQ during the RFQ process, except as set forth in sub-paragraphs 5.a and 5.b above or as may be requested or permitted by the Department and/or the Suffolk County Department of Law. Failure to comply may result in disqualification.

6. Due Date for Responses

a. Responses must be submitted to the attention of the contact person listed on page one, by 3:30 PM on the date set forth on page one of this RFQ.

b. In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFQ and applicable to all Responders, except that the Department, in its sole discretion, may thereafter solicit and accept responses from additional professionals as needed.

7. Number of Copies of Response

One (1) original, plus such additional numbers of copies as set forth on page one of this RFQ of responses to each of the following:

a. Responder Profile Requirement (Section II of RFQ); and

b. Technical Services Requirements (Section III of the RFQ).

Do not submit Responses that are permanently bound.

8. RFQ Policies and Procedures

a. It is the County’s intent to select those qualified Responder(s) who shall satisfy the needs of the Department.

b. The contract will be in the general format set forth in Section V entitled “Model Contract,”

c. The County reserves the right to amend this RFQ. The County reserves the right to reject any or all of the Responses, or any part thereof, submitted in response to this RFQ, and reserves the right to waive formalities if such action is deemed to be in the best interest of the County. The County reserves the right to request additional information from any Responder. The County reserves the right to award negotiated contracts to one or more Responders.

d. This RFQ is not intended and shall not be construed to commit the County to pay any costs incurred in connection with any Response or to procure or contract for any services.

e. The decision to award a contract shall be based on the ability of the Responder to provide quality and needed services and to comply with all applicable laws, rules, and regulations.

f. The award of any contract will be made as judged to be in the best interest of the

County.

g. Each Response will be examined to determine whether it is responsive to the requirements of this RFQ. All Responses will be evaluated in accordance with the above criteria.

h. While the County is under no obligation to contact Responders for clarifications, it reserves the right to do so. Depending on the number and quality of the Responses submitted, the County, at the sole discretion of the Evaluation Committee, may elect to interview all or some of the Responders during the selection process and to request presentations.

i. RFQ Section II entitled “Responder Profile” will be used in the Department’s evaluation of the Responder’s general qualifications.

9. RFQ Posted On County Websites

This RFQ is available on-line at www.suffolkcountyny.gov. Click on “Business and Commercial” and then “Bids and Proposals” and follow the instructions to register and download the documents. By registering on-line, you will automatically be notified of all future addendums. If you should need assistance, please contact the Department’s primary contact set forth on page one of this RFQ.

10. Reservation of Rights

The County expressly reserves the right to:

a. Reject or cancel any or all responses or any part thereof submitted in response to this

RFQ;

b. Withdraw the RFQ at any time, at the County’s sole discretion;

c. Disqualify any Responder whose conduct and/or Response fails to conform to the requirements of the RFQ;

d. Use Response information obtained through site visits, management interviews, and the

County’s investigation of a Responder’s qualifications, experience, ability or financial standing, and any material or information submitted by the Responder in response to the County request for clarifying information in the course of evaluation and/or selection under this RFQ;

e. Prior to Bid opening, amend the RFQ specifications to correct errors, or oversights, or to supply additional information as shall become available;

http://www.suffolkcountyny.gov/

f. Prior to Bid opening, direct Responders to submit Response modifications addressing subsequent RFQ amendments;

g. Change any of the dates concerning the RFQ award schedule;

h. Eliminate any mandatory, not-material specification that cannot be complied with by all of the prospective Responders;

i. Waive any requirements that are not material;

j. Award negotiated contracts to one or more Responders;

k. Negotiate with the successful Responder(s) within the scope of the RFQ, in the best interest of the County;

l. Conduct contract negotiations with the next responsible Responder should the County be unsuccessful in negotiations with the selected Responder;

m. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Response and/or to determine a Responder’s compliance with the requirements of the RFQ.

11. Response Format

Responses must include the following:

a. Transmittal Letter (one original plus number of copies listed on page one)

A transmittal letter is a letter on the Responder’s stationery. A corporate officer or an authorized agent of the Responder must sign the transmittal letter. The transmittal letter must state the name of the contact person who will be responsible for answering all questions of the RFQ Evaluation Committee. Include the telephone number, fax number, and email address for such contact person.

b. Local Preference Law

Local Preference Law - Section A4-13 of the Suffolk County Administrative Code establishes a preference program for Suffolk County consulting contracts. This preference program requires all contracts for professional consulting services (engineering, architectural, planning, legal, and accounting, etc.) to be awarded to firms located and doing business within Suffolk or Nassau County, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Proposals (RFP) exceeds the otherwise lowest response by more than 10%. The local law contains specific definitions and language relative to application of this law which interested parties should review.

The laws of Suffolk County are available free of charge at http:legis.suffolkcountyny.gov/ under the “Search the Laws of Suffolk County” tab.

http://www.co.suffolk.ny.us/

If applicable, include a statement with the Proposal asserting the applicability of the Local Preference Law. The statement must include the reasons for assertion of the applicability of the Local Preference Law.

c. Responder Profile/Response to Questions set forth in the RFQ Section entitled “Responder Profile” Responders’ responses will be used in the County’s evaluation of the Responder’s general qualifications.

d. Responder’s Proposed Technical Services to items set forth in the RFQ Section III, entitled “Technical Services Requirements”

This section will be used in the Department’s evaluation of the Responder’s proposed technical services.

e. List (if applicable) of Subcontractors

i. Identify all subcontractors the Responder plans to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for all subcontractors anticipated to be used.

ii. Subcontractors must respond to all questions set forth in the RFQ section entitled “Responder Profile.”

iii. Subcontractors must respond to all requirements, to the extent such requirements are applicable to the services they will be providing, set forth in the RFQ Section entitled “Technical Services Requirements.”

iv. Failure to include this information in the Qualification may be grounds for disqualification.

f. Conflict of Interest and/or Potential Conflicts of Interest

i. Relationships with Third Parties

Any Responder to the County is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any companies or individuals with whom the County does business with respect to the services required by this RFQ. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

ii. Relationships with County Departments/Agencies/Employees Any Responder to the County of Suffolk is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any County department, agency or employee. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

12. Contract Terms and Conditions

a. Reference is made to the Model Contract set forth in Section V. The Model Contract is included to illustrate general terms and conditions, including indemnification and insurance, which will be included in the contract when executed.

b. If the Responder has a concern or question in regard to any of the terms and conditions included in the Model Contract, the Responder should note such concerns or questions in their Response. The Response must identify any items relating to the Model Contract that the Responder requests be negotiated.

c. The Model Contract is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s Office.

d. Portions of the Response, as may be subsequently modified in negotiations with the

County, may be included as exhibits in any contracts that the County may execute with the Responder.

e. The County will execute a contract with principal contractors only. Any arrangements, including fee arrangements, partnerships, or collaborations between the principal contractor and subcontractors that provide services as part of the Response, must be fully disclosed in the Response.

f. The Responder should not return the Model Contract with the Response.

13. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

Responders are advised that the efficient, timely, and nondisruptive provision of goods and services is a paramount financial interest of the County and, as such, the County requires the potential Contractor to protect the County’s financial interest by adopting non-confrontational procedures for the orderly resolution of labor disputes, including but not limited to, neutrality agreements, majority authorization card agreements, binding arbitration agreements, fair communication agreements, non-intimidation agreements, and reasonable access agreements.

14. Non-Responsible Bidder

It shall be the duty of the Responder to read, become familiar with, and comply with the requirements of Article II of Chapter 189 of the Suffolk County Code.

The Responder certifies that it has complied with the disclosure requirements under section 189-7 of the Suffolk Code, it is in compliance with all applicable licensing laws, and that it either has not engaged in a prohibited act covered under section 189-5 of the Suffolk County Code or is otherwise exempt from the provisions of Article II of Chapter 189 of the Suffolk County Code under section 189-9.

This certification shall be set forth on the LL52-2012 Form “Disqualification of Non-Responsible Bidder.”

15. NYS Freedom of Information Law (FOIL)

All Responses for the County’s consideration will be held in confidence pending final execution of the contract(s) unless disclosure is required by law or judicial order. However, fully executed contracts are subject to the New York State Freedom of Information Law (“FOIL”), codified at Public Officers Law Article 6. Therefore, if a Responder believes that any information in its Response constitutes a trade secret or is otherwise information which, if disclosed, would cause substantial injury to the competitive position of the Responder’s enterprise, and the Responder wishes such information to be withheld if requested pursuant to FOIL, the Responder shall submit with its Response a separate letter addressed to the primary contact referenced in this RFQ, specifically identifying the page number(s), line(s) or other appropriate designation(s) of the Response containing such information, explaining in detail why such information is a trade secret or is other information, which if disclosed would cause substantial injury to the competitive position of the Responder’s enterprise, and formally requesting that such information be kept confidential. Failure by a Responder to submit such a letter with its Response will constitute a waiver by the Respondent of any interest in seeking exemption of this information under Article 6 of the Public Officers’ Law relating to protection of trade secrets.

The proprietary nature of the information designated confidential by the Responder may be subject to disclosure if it is requested and the County deems it subject to disclosure or if ordered by a court of competent jurisdiction. A request that an entire Response be kept confidential may not be considered reasonable since a Response cannot reasonably consist of all data exempt from FOIL.

End of Text for Section I

Section II Responder Profile

1. General Information

a. Full name and address.

b. Year founded and history, as applicable

c. Total number of employees, as applicable.

d. Location(s) from which all services will be performed, as applicable.

e. Describe the nature of your organization (e.g. municipal corporation, business corporation, not-for-profit corporation, proprietorship, etc.), as applicable.

f. Contact person and title, as applicable.

2. Responder’s History

a. Describe other projects involving similar services. Outline your experience and duration in the provision of such similar services, including the client population served and the length of time of providing such services.

b. Responders must demonstrate that they have the necessary expertise to provide the required services. Each Responder should describe in detail the relevant expertise it has in providing the services required. The description should include but need not be limited to:

i. a brief description of the program or programs it provides;

ii. the number of years it has provided the service.

3. Qualifications and Experience of Personnel

a. Provide resumes of the account manager and other key staff who will be assigned to this project.

b. For each professional listed above, describe his/her qualifications and provide information, as it relates to the Services, regarding:

i. Education;

ii. Professional licenses and other affiliations (copies of which shall be submitted with

Responses);

iii. Number of years engaged in services related to the services requested in this RFQ;

iv. Other relevant work experience or qualifications;

v. The role each identified person would play.

c. Provide copies of license(s) for its NYS Licensed Radiologic Technologists that will be expected to perform Services.

Provide copies of license(s) for its NYS Licensed Board-Certified Radiologist that will be expected to perform Services.

d. Will temporary staff also be involved? If so, include details of their supervision and training.

In addition, Suffolk County may make such investigations as it deems necessary to determine the ability of the Responder to perform the work. The Responder shall furnish to the County, within five (5) business days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any Response if the information submitted by, or investigation of such Responder fails to satisfy the County that such Responder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Responses will not be accepted.

4. Indebtedness to County, Liens, and Litigation

Submit a statement as to indebtedness, if any, to the County; and a listing of all outstanding liens, if any, against the Responder. Submit a summary of all litigation, if any, against the Responder and disposition or outcome of same.

5. Other Contracts with the County

Provide a list of all contracts with the County of Suffolk within the last five years (regardless of type of service) and the time period for those services.

6. Subcontractors

If you intend to use the services of a subcontractor, please provide all of the above in this Section for each subcontractor.

Note that the County must pre-approve the use of any subcontractors.

End of Text for Section II

Section III Technical Services Requirements

1. RFQ for Radiology Services

The County of Suffolk (“County”), acting through its duly constituted Suffolk County Department of Health Services (“Department”) invites Responses from qualified Responders interested in providing Radiology Services (“Services”) to patients of the Department’s contracted Health Centers (“Health Centers”) and/or County employees/prospective employees through the County’s Employee Health Services (collectively referred to as “Patients”) who have been given a prescription and a Suffolk County Department of Health Services Request for Consultation/Referral (“Referral”). Services will be required to be performed at the Contractor’s location.

2. Background Information and Overview

a. Department of Health Services (“Department”)

i. The mission of the Suffolk County Department of Health Services (“Department”) is to promote wellness and protect the public’s health and environment.

ii. The Department has a main office located at 3500 Sunrise Highway, Suite 124, Great

River, New York 11739, and is comprised of seven (7) divisions and an Office of Minority Health. The divisions include Public Health, Patient Care Services, Community Mental Hygiene Services, Environmental Quality, Preventive Medicine, Emergency Medical Services, and Services for Children with Special Needs

iii. Through the various divisions and the Office of Minority Health, the Department delivers the following services: programs to eliminate health disparities among racial and ethnic minorities;

programs to promote access to primary care services including jail medical/behavioral healthcare; public health protection and disease prevention programs; public health emergency preparedness; comprehensive programs to protect and preserve the natural resources of Suffolk County and to protect County residents against adverse environmental factors;

treatment for individuals with mental illness, developmental disabilities, and chemical dependency; early intervention, pre-school education, and children with special needs programs; health education programs, tobacco cessation classes, falls prevention programs for the elderly, and community-based projects promoting nutrition, physical activity and wellness;

and oversight for the County’s emergency medical response system.

iv. The Department has a 2026 Operating Budget of over $427 Million Dollars.

b. Department’s Division of Patient Care Services

The Department’s Division of Patient Care Services (“Division”) operates the Bureau of Chest Diseases, the Diabetes Education Program, the Immunization Action Program, the Childhood Lead Poisoning Prevention Program, Employee Health Services, the Maternal Infant Community Health Collaborative program, the Women, Infants and Children Program and the Correctional Facility Medical Program.

c. Division’s Bureau of Employee Health Services

The Patient Care Division’s Bureau of Employee Health Services (“Bureau”) is responsible for the provision of physical health evaluations for County employees and prospective employees for both County and town municipalities. The Bureau is also responsible for Fitness for Duty Psychological Evaluations and re-evaluations on employed personnel, including Section 72 evaluations for employees being evaluated for leave of absence. Other functions of the Bureau include medical surveillance, immunization, and infection control for employees working in high-risk areas with potential exposures to occupational hazards, in accordance with federal, state and local regulations.

d. Department’s Contracted Health Centers

The Department’s contracted Health Centers provide family-centered health care services to populations that could not otherwise access care. The contracted Health Centers are currently located in Huntington, Coram, Southampton, Shirley, Patchogue, Brentwood, Wyandanch, Amityville, and Riverhead.

3. Minimum Requirements

Technical Responses must contain, at a minimum, the following information:

a. A fully detailed Technical Response, which addresses all requirements set forth in paragraph 5 of this Section III.

b. Statement of any interpretations, qualifications, assumptions or concerts regarding the technical services required.

c. Statement and discussion of anticipated major difficulties and problem areas, together with potential or recommended approaches for their resolution. The Responder is reminded that alternative Responses will be considered.

4. Referral System

a. Patients will be identified by a variety of sources, including, but not limited to, U.S. Immigration and Customs Enforcement (“ICE”), civil surgeons, New York State Department of Health, community hospitals, local, and/or contracted providers. These will include tuberculosis (“TB”) suspects, cases, and TB contacts. These patients will be referred to one of the County’s contracted providers for medical care. The contracted provider will then refer patients for the Services as necessary.

Additionally, prospective employees receive a physical exam prior to employment with the County, and the Department refers some employees for baseline chest x-rays before hiring. The Department may also refer existing employees to be screened if they are exposed to respiratory hazards while on duty and/or also for regular medical monitoring.

b. The Department will be responsible for reimbursement to the Contractor for Services provided to Patients that fall within the following criteria:

i. Uninsured Patients with a tuberculosis-related diagnosis (i.e., tuberculosis disease, latent tuberculosis infection (“LTBI”)), or uninsured County employees/ prospective employees.

ii. Co-payments for insured County employees and prospective County employees for OSHA testing.

c. Through the Referral System, the Department will evaluate Patients, prior to Services being provided by the Contractor, to determine the reimbursement method that will apply.

5. Services Covered by this RFQ

Services will be provided at the Contractor’s location and will include, but not be limited to, the following:

a. Diagnostic Radiographs

Diagnostic radiographs will be performed by a New York State (“NYS”) Licensed Radiologic Technologist, under the supervision of a NYS Licensed Board-Certified Radiologist. Diagnostic radiographs will include, but not be limited to:

i. CPT Code 71045: Radiologic examination, chest; single view, frontal

ii. CPT Code 71046 Radiologic examination, chest; 2 views, frontal and lateral

iii. CPT Code 71047: Radiologic examination, chest; 2 views, frontal and lateral with apical lordotic procedure

iv. CPT Code 71047-71048 Radiologic examination, chest; 2 views, frontal and lateral with oblique projections

v. CPT Code 71048: Radiologic examination, chest, special views, (e.g., lateral decubitus, Bucky studies)

vi. CPT Code 71250: Computed tomography; without contrast material

vii. CPT Code 71260: Computed tomography; with contrast material

viii. CPT Code 71270: Computed tomography; without contrast material followed by contrast material(s) and further sections.

b. Interpretation of Radiological Films

i. Radiological films will be interpreted by a NYS Licensed Board-Certified Radiologist.

ii. Compare old radiographs obtained at another facility with current radiographs, upon request by the Department.

c. Radiology Results

i. Communicate all emergency results (e.g., pneumothorax, etc.) as soon as possible to the ordering physician by phone and fax.

ii. Communicate all abnormal results within one (1) business day to the ordering physician by phone and fax.

iii. Provide written reports of all results via fax and U.S. mail to ordering physician within three (3) business days.

iv. Provide reports to the Department on the comparison of the findings requested in sub-paragraph 5.b.ii. of this Section III in a written report via fax and U.S. mail to the ordering physician within three (3) business days.

d. Additional Services

Provide copies of radiographs upon request by the Department at no cost to the Department.

6. Multiple Contractors

The County reserves the right to award contracts to more than one (1) Responder deemed qualified in response to this RFQ.

7. Contract Term

The Department is seeking to enter into contracts with awarded Responders for the period of January 1, 2027 through December 31st, 2031.

End of Text for Section III

Section IV Compensation

1. Compensation

The County will reimburse the Contractor for Services based upon the reimbursement method identified through the Referral System as further described in paragraph 4 of Section III of this RFQ. The contractor will agree to accept any of the following methods of reimbursement specified by the County:

a. The Contractor will submit third party insurance claims for Medicaid, Medicare, Medicaid

Managed Care, Family Health Plus, Child Health Plus, Private Insurance, and any other third party guarantor for Services rendered with the exception of applicable co-payments and/or deductibles which will be billed directly to the Department for reimbursement. With this payment method, co-payments and deductibles will not be requested from the Patient; or

b. The Contractor will submit third party insurance claims for Medicaid, Medicare, Medicaid

Managed Care, Family Health Plus, Child Health Plus, Private Insurance, and any other third party guarantor for Services rendered. With this payment method, the Contractor agrees to accept the insurance payment as full payment for Services rendered, and co-payments and deductibles will not be requested from the patient or the Department; or

d. The Contractor will accept payment from the County at the prevailing NYS Medicaid

Physician/Radiology Services Fee Schedule as full payment for Services rendered.

2. The County reserves the right to change this payment structure, as may be appropriate. Prior to any contract processing, Responders will be notified of any changes and will have the option to not accept proposed changes. If Responders do not accept proposed changes to payment terms any further contract processing will be terminated.

End of Text for Section IV

Suffolk County Department of Health Services Advertised: 9/3/2026

Section V Model Contract

Consultant/Personal Services Contract This Contract (“the Contract”) is between the County of Suffolk (“the County”), a municipal corporation of the State of New York, acting through its duly constituted Department of Health Services (“the Department”), 3500 Sunrise Highway, Suite 124, Great River, New York 11739-9006; and Insert Name of Contractor (“the Contractor”), having an address at Insert Address.

Contractor and County are collectively referred to herein as “Parties” and each is individually a “Party”.

The parties hereto desire to make Radiology Services (“the Services”) available to the County, on behalf of the Department’s Division of Patient Care (“the Division”), as set forth in Article I, entitled “Description of Services.”

Term of the Contract: Insert DATE through DATE Total Cost of the Contract: Shall be as set forth in Article II, attached.

Terms and Conditions: Shall be as set forth in Articles I and II and Exhibits 1, 2 and 3, attached hereto and made a part hereof.

In Witness Whereof, the parties hereto have executed the Contract as of the latest date written below.

Name of Contractor

SAMPLE – DO NOT COMPLETE

By: ________________________________ Name:___________________________ Title: ___________________________ Federal Tax ID No.:________________

Date:____________________________

Approved as to Form:

Christopher J. Clayton, County Attorney

By: _________________________________ Jacqueline Caputi Assistant County Attorney

Date:_____________________________

COUNTY OF SUFFOLK

By: _________________________________

Kevin B. Molloy Chief Deputy County Executive

Date: _____________________________

Approved:

Department of Health Services

By: __________________________________ Craig R. Freas

Executive Assistant for Finance and Administration

Date:______________________________

Recommended:

Division of Patient Care

By: __________________________________ Name Title

Date:______________________________

List of Articles & Exhibits

Article I Description of Services

1. Conflicting Provisions

2. Services

Article II Financial Terms and Conditions

1. Conflicting Provisions

2. General Payment Terms

3. Agreement Subject to Appropriation of Funds

4. Accounting Procedures

5. Audit

6. Comptroller’s Rules and Regulations for Consultant’s Agreements

7. Specific Payment Terms and Conditions

Exhibit 1 County Terms and Conditions

1. Elements of Interpretation

2. Meanings of Terms

3. Contractor Responsibilities

4. Qualifications, Licenses, and Professional Standards

5. Notifications

6. Documentation of Professional Standards

7. Credentialing

8. Engineering Certificate

9. Termination

10. Indemnification and Defense

11. Insurance

12. Independent Contractor

13. Severability

14. Merger; No Oral Changes

15. Set-Off Rights

16. Non-Discrimination in Services and Employment

17. Nonsectarian Declaration

18. Governing Law

19. No Waiver

20. Conflicts of Interest

21. Cooperation on Claims

22. Confidentiality

23. Assignment and Subcontracting

24. Changes to Contractor

25. No Intended Third Party Beneficiaries

26. Certification as to Relationships

27. Publications

28. Copyrights and Patents

Suffolk County Department of Health Services Advertised: 9/3/2026

29. Arrears to County

30. Lawful Hiring of Employees Law in Connection with Contracts for Construction or Future

Construction

31. Record Retention

32. Certification Regarding Lobbying

33. Notice

34. Data Protection and Cyber Security

35. New York State Labor Law

Exhibit 2 Suffolk County Legislative Requirements

1. Contractor’s/Vendor’s Public Disclosure Statement

2. Living Wage Law

3. Use of County Resources to Interfere with Collective Bargaining Activities

4. Lawful Hiring of Employees Law

5. Gratuities

6. Prohibition Against Contracting with Corporations that Reincorporate Overseas

7. Child Sexual Abuse Reporting Policy

8. Non Responsible Bidder

9. Use of Funds in Prosecution of Civil Actions Prohibited

10. Youth Sports

11. Work Experience Participation

12. Safeguarding Personal Information of Minors

13. Contract Agency Performance Measures and Reporting Requirements

14. Suffolk County Local Laws Website Address

15. Suffolk County Code of Ethics

16. Notification of Cyber Security Breach

Exhibit 3 HIPAA Business Associate Agreement

Article I

Description of Services

Whereas, the County issued a Request for Quote (“RFQ”) 26/00005 for Radiology Services on [DATE]; and Whereas, the Department deemed said Response acceptable and the Contractor was identified as qualified to provide the Services; and Whereas, the parties desire to enter into this Contract for the provision of Services;

Now Therefore, in consideration of the mutual provisions and covenants hereafter set forth, the parties hereto agree as follows:

In the event of any conflict between this Article I and any other provision to this Contract, such other provision shall prevail unless it is expressly stated that this Article I shall prevail.

2. Services

[DEPARTMENT TO INSERT SPECIFIC DESCRIPTION OF SERVICES]

End of Text for Article I

Suffolk County Department of Health Services Advertised: 9/3/2026

Article II Financial Terms and Conditions

In the event of any conflict between any provision in this Article II and an exhibit to this Contract, the exhibit shall prevail, unless it is expressly stated in the conflicting provision in this Article II that it shall prevail over the exhibit.

2. General Payment Terms

a. Presentation of Suffolk County Payment Voucher

In order for payment to be made by the County to the Contractor for the Services, the Contractor shall prepare and present a Suffolk County Payment Voucher (Voucher), which shall be documented by sufficient, competent and evidential matter. Each Suffolk County Payment Voucher submitted for payment is subject to Audit at any time during the Term or any extension thereof. This provision shall survive expiration or termination of this Contract for a period of not less than seven (7) years, and access to records shall be as set forth in paragraph 31 of Exhibit 1, and paragraph 4(b) of Article II.

b. Voucher Documentation

The Suffolk County Payment Voucher shall list all information regarding the Services and other items for which expenditures have been or will be made in accordance with the Contract. Either upon execution of the Contract (for the Services already rendered and expenditures already made), or not more than thirty (30) days after the expenditures were made, and in no event after the 31st day of January following the end of each year of the Contract, the Contractor shall furnish the County with detailed documentation in support of the payment for the Services or expenditures under the Contract, e.g., dates of the Service, worksite locations, activities, hours worked, and pay rates for all Services. The Suffolk County Payment Voucher shall include time records, certified by the Contractor as true and accurate, of all personnel for whom expenditures are claimed during the period. All Suffolk County Payment Vouchers must bear a signature as that term is defined pursuant to New York State General Construction Law §46 by duly authorized persons. Disbursements made by the Contractor in accordance with the Contract and submitted for reimbursement must be documented and must comply with accounting procedures as set forth by the Suffolk County Department of Audit and Control.

c. Payment by County

Payment by the County shall be made within thirty (30) days after approval of the Voucher by the Comptroller.

d. Final Voucher

The acceptance by the Contractor of payment of all billings made on an approved voucher shall operate as and shall be a release of the County from all claims by the Contractor through the date of the Voucher.

3. Subject to Appropriation of Funds

a. The Contract is subject to the amount of funds appropriated each fiscal year and any subsequent modifications thereof by the County Legislature and no liability shall be incurred by the County beyond the amount of funds appropriated each fiscal year by the County Legislature for the Services.

b. If the County fails to receive Federal or State funds originally intended to pay for the Services, or to reimburse the County, in whole or in part, for payments made for the Services, the County shall have the sole and exclusive right to:

i.) determine how to pay for the Services;

ii.) determine future payments to the Contractor; and iii.) determine what amounts, if any, are reimbursable to the County by the Contractor and the terms and conditions under which such reimbursement shall be paid.

4. Accounting Procedures

a. The Contractor shall maintain accounts, books, records, documents, other evidence, and accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of the Contract, in accordance with generally accepted accounting principles and with rules, regulations and financial directives, as may be promulgated by the Suffolk County Department of Audit and Control and the Department. The Contractor shall permit inspection and audit of such accounts, books, records, documents and other evidence by the Department and the Suffolk County Comptroller, or their representatives, as often as, in their judgment, such inspection is deemed necessary. Such right of inspection and audit as set forth in subparagraph (b) below shall exist during the Term and for a period of seven

(7) years after expiration or termination of the Contract.

b. The Contractor shall retain all accounts, books, records, and other documents relevant to the

Contract for seven (7) years after final payment is made by the County. Federal, State, and/or County auditors and any persons duly authorized by the County shall have full access and the right to examine any of said materials during said period. Such access is granted notwithstanding any exemption from disclosure that may be claimed for those records which are subject to nondisclosure agreements, trade secrets and commercial information or financial information that is privileged or confidential.

5. Audit

a. All payments made under the Contract are subject to audit by the Comptroller pursuant to Article V of the Suffolk County Charter. The Contractor further agrees that the Comptroller and the Department shall have access to and the right to examine, audit, excerpt, copy or transcribe any pertinent transactions or other records relating to Services under the Contract. If such an audit discloses overpayments by the County to the Contractor, within thirty (30) days after the

Suffolk County Department of Health Services Advertised: 9/3/2026 issuance of an official audit report by the Comptroller or his duly designated representatives, the Contractor shall repay the amount of such overpayment by check to the order of the Suffolk County Comptroller or shall submit a proposed plan of repayment to the Comptroller. If there is no response, or if satisfactory repayments are not made, the County may recoup overpayments from any amounts due or becoming due to the Contractor from the County under the Contract or any other Fund Source.

b. The provisions of this paragraph shall survive the expiration or termination of the Contract for a period of seven (7) years, and access to records shall be as set forth in paragraph 31 of Exhibit 1, and paragraph 4(b) of Article II.

6. Comptroller’s Rules and Regulations for Consultant’s Agreements

The Contractor shall comply with the “Comptroller’s Rules and Regulations for Consultant’s Agreements” as promulgated by the Department of Audit and Control of Suffolk County and any amendments thereto during the Term of the Contract. The “Comptroller’s Rules and Regulations for Consultant’s Agreements” may be viewed online at the County’s website, SuffolkCountyny.gov; go to “Government,” then “Comptroller,” then “Consultant’s Agreements.”

7. Specific Payment Terms and Conditions

[DEPARTMENT TO INSERT SPECIFIC TERMS AND CONDITIONS.]

End of Text for Article II

Exhibit 1

County Terms and Conditions

1. Elements of Interpretation

As used throughout the Contract:

a. Words of the masculine gender shall mean and include correlative words of the feminine and neuter genders and words importing the singular number shall mean and include the plural number and vice versa. Words importing persons shall include firms, associations, partnerships (including limited partnerships), trusts, corporations and other legal entities, including public bodies, as well as natural persons, and shall include successors and assigns.

b. Capitalized terms used, but not otherwise defined herein, shall have the meanings assigned to them in the Contract.

2. Meanings of Terms

As used in the Contract:

“Comptroller” means the Comptroller of the County of Suffolk.

“Contract” means all terms and conditions herein forming all rights and obligations of the Contractor and the County.

“Contractor” means the signatory person, partnership, corporation, association or other entity, its officers, officials, employees, agents, servants, sub-contractors, volunteers, and any successor or assign of any one or more of the foregoing performing the Services.

“County” means the County of Suffolk, its departments, and agencies.

“County Attorney” means the County Attorney of the County of Suffolk.

“Department” means the signatory department approving the Contract.

“Engineering Services” means the definition of the practice of engineering and the definition of practice of land surveying, as the case may be, under Section 7201 and Section 7203 of the State Education Law, respectively.

“Event of Default” means

a. the Contractor’s failure to perform any duty required of it under paragraphs 4 through 7 of this Exhibit 1 of the Contract; or

b. the Contractor’s failure to maintain the amount and types of insurance with an authorized insurer as required by the Contract; or

c. the Contractor’s failure to maintain insurance required by the Contract with an insurer that has designated the New York Superintendent of Insurance as its lawful agent for service of process; or

d. The Contractor’s failure to comply with any Federal, State or local law, rule, or regulation, and County policies or directives; or

e. The Contractor’s bankruptcy or insolvency; or

f. The Contractor’s failure to cooperate in an Audit;

or

g. The Contractor’s falsification of records or reports, misuse of funds, or malfeasance or nonfeasance in financial record keeping arising out of, or in connection with, any contract with the County; or

h. The Contractor’s failure to submit, or failure to timely submit, documentation to obtain Federal or State funds; or

i. The inability of the County or the Contractor to obtain Federal or State funds due to any act or omission of the Contractor; or

j. Any condition the County determines, in its sole discretion, that is dangerous.

“Federal” means the United States government, its departments and agencies.

“Fund Source” means any direct or indirect sum payable to the Contractor by the County pursuant to any lawful obligation.

“Legislature” means the Legislature of the County of

Suffolk.

“Services” means all that which the Contractor must do, and any part thereof arising out of, or in connection with, the Contract as described in Article I “Description of Services.”

“State” means the State of New York.

“Suffolk County Payment Voucher” means the document authorized and required by the Comptroller for release of payment.

“Term” means the time period set forth on page one of the Contract and, if exercised by the County, the option period.

3. Contractor Responsibilities

a. It shall be the duty of the Contractor to discharge, or cause to be discharged, all of its responsibilities, and to administer funds received in the interest of the County in accordance with the provisions of the Contract.

b. The Contractor shall promptly take all action as may be necessary to render the Services.

Suffolk County Department of Health Services Advertised: 9/3/2026

c. The Contractor shall not take any action that is inconsistent with the provisions of the Contract.

d. Services provided under this Contract shall be open to all residents of the County.

4. Qualifications, Licenses, and Professional Standards

a. The Contractor represents and warrants that it has, and shall continuously possess, during the Term, the required licensing, education, knowledge, experience, and character necessary to qualify it to render the Services.

b. The Contractor shall continuously have during the Term all required authorizations, certificates, certifications, registrations, licenses, permits, and other approvals required by Federal, State, County, or local authorities necessary to qualify it to render the Services.

5. Notifications

a. The Contractor shall immediately notify the County, in writing, of any disciplinary proceedings, commenced or pending, with any authority relating to a license held by any person necessary to qualify him or the Contractor to perform the Services.

b. In the event that a person is no longer licensed to perform the Services, the Contractor must immediately notify the County, but in no event shall such notification be later than five (5) days after a license holder has lost the license required to qualify the license holder or the Contractor to perform the Services.

c. In the event that the Contractor is not able to perform the Services due to a loss of license, the Contractor shall not be reimbursed for the Services rendered after the effective date of termination of such license. Without limiting the generality of the foregoing, if any part of the Contract remains to be performed, and the termination of the license does not affect the Contractor’s ability to render the Services, every other term and provision of the Contract shall be valid and enforceable to the fullest extent permitted by law.

6. Documentation of Professional Standards

The Contractor shall…