SHRD On-Site Skin Cancer Screenings RFQ Final.pdfSHRD On-Site Skin Cancer Screenings RFQ Final.pdf

ON-SITE SKIN CANCER SCREENINGS

REQUEST FOR QUOTES

The Ohio Department of Administrative Services State Human Resources Division (“DAS”) is issuing this Request for Quotes (“RFQ”) for the on-site skin cancer screenings described below.

1. SPECIFICATIONS AND REQUIREMENTS

1.1 The selected contractor must provide the following services:

1.1.1 On-site skin cancer screening services for State of Ohio (State) employees within a ten-mile radius of the following ZIP codes:

(a) Columbus ---- Downtown (ZIP codes 43223, 43215, 43222, and 43206);

(b) Columbus ---- West (ZIP codes 43228 and 43119);and

(c) Lebanon (ZIP code 45036 and surrounding);

1.1.2 Full body skin cancer screenings for State employees performed by a certified medical professional;

1.1.3 DAS access to the selected contractor’s online mobile application scheduling tool and a dedicated website that must allow State employees to schedule their screenings;

1.1.4 The capacity to handle at least 30 screenings at each location per day, including walk in screenings;

1.1.5 Multiple channels for communications and engagement with State employees, including QR codes, emails, flyers and a dedicated website;

1.1.6 Meet with DAS, at least weekly, to provide updates and detailed reports following each on-site skin cancer screening event;

1.1.7 A billing system that supports either a direct billing model or the State’s medical third party administrator’s system as an in-network claim for each complete screening;

1.1.8 Formulate and adhere to a plan to contact State employees through phone, text, and email to:

(a) Confirm each appointment date, time, location and instructions;

(b) Confirm receipt of screen results;

(c) Explain screen results clearly and thoroughly; and

(d) Determine whether any follow up is necessary.

1.2 The selected contractor must submit proof of all applicable legal and regulatory certifications necessary to perform the services at the time it submits a bid and throughout completion of the services.

1.3 The selected contractor must provide the services for a total cost that does not exceed $50,000.

2. RFQ INSTRUCTIONS AND REQUIREMENTS FOR BIDDERS

2.1 Bidder Inquiries

Bidders may not contact the State directly at any time during the solicitation process, however, inquiries regarding this RFQ can be made any time during the inquiry period listed in Ohio Buys.

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

The State is under no obligation to acknowledge questions submitted through the inquiry process if those questions are not in accordance with these instructions or deadlines. The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the requirements or the terms and conditions of this RFQ.

The State will attempt to respond to all inquiries within three business days of receipt, excluding State holidays. The State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date listed in OhioBuys. The State will use its discretion in deciding whether to provide responses as part of this RFQ process. Responses to inquiries are not considered changes to the

RFQ.

The State is not responsible for the accuracy of any information regarding this RFQ that was gathered through a source other than the inquiry process described in the RFQ.

2.2 Amendments to the RFQ

If the State decides to revise this RFQ before the bid due date, an amendment will be issued in OhioBuys as a new round. If a bidder has submitted a quote prior to an amendment being issued and wishes to be considered, the bidder must resubmit its quote in response to the latest round of the RFQ. Quotes submitted in response to amended RFQs prior to the most recent amendment will not be opened or evaluated. The State may issue amendments to this RFQ any time before bids are due, and it is each bidder’s responsibility to check for amendments and other current information regarding this RFQ.

Unless otherwise stated in the notice by the State, modifications and withdrawals must be submitted within OhioBuys prior to the end date of the amendment response period. Any modification that is broader in scope than the State has authorized may be rejected and treated as a withdrawal of the bidder’s quote.

2.3 Quote Submittal

Each bidder must submit a quote before the due date and time and pursuant to the instructions in in this RFQ. Quotes must not be password protected or the State may reject any such quotes.

Each requirement for quotes represents only a part of the total basis for a decision to award the solicitation, and a failure by a bidder to make a required submission normally will result in a rejection of that quote. The value assigned to each requirement is used to determine which quote is the most advantageous to the State in relation to the other quotes received. It is not a basis for determining the importance of meeting that requirement.

Bidders must submit their quotes electronically in OhioBuys before the noted time on the due date.

Paper submissions will be destroyed and will not be considered. OhioBuys will not allow submission or modification to a submission after the deadline. A bidder submitting an electronic quote must allow for adequate time for uploading a quote prior to the due date and time. Technical difficulties experienced by the bidder will not be an exception.

Each bidder must carefully review the requirements of this RFQ and the contents of its quote. Once opened, quotes cannot be altered or withdrawn, except as allowed by this RFQ.

2.4 Quote Ownership and Retention

All quotes and other material that bidders submit will become the property of the State and may be returned only at the State's option. All quotes will be open to the public after the State has awarded the RFQ. The State will retain all quotes, or a copy of them, as part of the contract file for at least six years. After the six-year retention period, the State may dispose of the quotes and any copies of them.

2.5 Bidder costs

The State is not responsible for any costs a bidder incurs in responding to this RFQ or from participating in the evaluation process if needed, regardless of whether the State awards the RFQ through this process, decides not to go forward with the RFQ award, cancels this RFQ for any reason, or contracts for the work through some other process or through another RFQ.

2.6 Changes to Quotes

The State will allow modifications of quotes only if the State receives them before the due date. No modifications will be permitted after the due date, except as authorized by this RFQ.

2.7 Proprietary Information

All quotes and other material submitted will become the property of the State and may be returned only at the State’s option. Proprietary information should not be included in a quote because the State will have the right to use any materials or ideas submitted in any quote without compensation to the bidder. Additionally, all quotes will be considered public records after the contract has been awarded.

2.8 Rejection of Quotes or RFQ Cancellation

The State may reject any quote that is not in the required format, does not address all of the requirements of this RFQ, or that the State believes is excessive in price or otherwise not in its best interest to consider or to accept. The State may reject any quote if the bidder takes exception to the terms and conditions of this RFQ. In addition, the State may cancel this RFQ, reject all submitted quotes, and seek to do the work through a new RFQ or other means.

2.9 Bidder Warranties

By submitting a quote, the bidder acknowledges it has read this RFQ, understands it, and agrees to be bound by the requirements, terms and conditions of this RFQ.

Ohio Revised Code 9.24 prohibits the State from awarding a contract to any entity against whom the Auditor of State has issued a finding for recovery (a Finding) if the Finding is unresolved at the time of the award. This also applies to renewals of contracts. By submitting a quote, the bidder warrants it is not subject to an unresolved Finding under R.C. 9.24 at the time of its submission.

Additionally, the bidder warrants it will immediately notify the State in writing upon becoming subject to an unresolved Finding after submitting its quote and before the award of the RFQ.

2.10 Bidder Registration

All bidders must be fully registered as a Supplier to do business with the State of Ohio. Please follow all steps below to be fully registered.

2.10.1 To register as a bidder, navigate to https://ohiobuys.ohio.gov and click the OhioBuys Log In. Follow the instructions to sign in or create an account. Registering an OhioBuys account will allow you access to view and respond to solicitations in OhioBuys.

2.10.2 All bidders must register as a Payee in OhioPays at https://ohiopays.ohio.gov/. OhioPays is the system where businesses and individuals monitor payments and update their profiles when needed.

2.10.3 Bidders must be properly registered with the Ohio Secretary of State by navigating to https://www.ohiosos.gov/businesses/.

3. REQUIREMENTS FOR QUOTES

3.1 Quote Inclusions

All quotes must include the following:

3.1.1 Completion of the item grid is required and will be considered as the quote for evaluation;

3.1.2 If applicable, the State contract number must be noted in the “contract” column of the item grid; and

3.1.3 If applicable, any associated license agreement or other terms must be attached to the quote:

3.1.4 All costs associated with the services, and an acknowledgment from the bidder that any other costs on an invoice, that were not included with the bidder’s quote, will be rejected as non-disclosed costs.

3.2 Compliance with RFQ Instructions

The bidder must comply with all requirements and instructions in this RFQ in submitting its quote.

The State may reject any bid that does not comply with the RFQ instructions.

3.3 Acceptance of Terms and Conditions

The bidder must accept the terms and conditions included in this RFQ, including the Standard Terms and Conditions. The bidder must include a statement on its quote that the bidder has read, understands, and agrees to all of the terms and conditions of this RFQ.

The bidder may not include any additional terms and conditions with its quote and any such terms and conditions are expressly rejected by the State. The State may also reject any quote that includes additional terms and conditions.

The selected bidder may be required to execute a contract with the State that includes all of the terms and conditions of the RFQ.

4. EVALUATION OF QUOTES

4.1 Information Gathering and Evaluation Criteria

To maintain fairness in the evaluation process, the State will obtain all information under this RFQ in a manner such that no bidder is provided an unfair competitive advantage.

https://ohiobuys.ohio.gov/ https://ohiopays.ohio.gov/ https://www.ohiosos.gov/businesses/

The evaluation criteria for this RFQ, if any, are set forth in the separate RFQ Scoring Criteria document included with this RFQ. The award of this RFQ will be made to the lowest responsive and responsible bidder.

4.2 Clarifications and Corrections

At any time during the evaluation process, the State may request corrections, revisions, or clarifications from any bidder under active consideration. It may also provide any bidder with the opportunity to correct defects in its quote. The State will only allow corrections if they do not result in an unfair advantage for the bidder and are in the State’s best interest.

4.3 Initial Review

The State will review all timely quotes for compliance with the instructions in the RFQ and reject any incomplete or incorrectly formatted quotes. The State may elect to waive any defects or allow a bidder to submit a correction as described in this Section 4. If a late quote is received, the quote will not be opened or evaluated.

After the initial review, all timely, complete, and properly formatted quotes will be further evaluated as set forth below.

4.4 Evaluation of Quotes

The State will evaluate the quotes using the scoring criteria in this RFQ, if any.

The State may reject any quote if it determines the quote price is excessive. The State may reconsider the excessiveness of any quote's price at any time in the evaluation process.

Once the State has scored the quotes, the highest scoring bidder will be reviewed to determine if the bidder is responsible, as described below.

4.5 Determination of Responsibility

The State will review the lowest bidder to ensure that the bidder is responsible. The RFQ will not be awarded to a bidder that is determined to be not responsible. The State’s determination of a bidder’s responsibility may include criteria listed in the scoring criteria of this RFQ, if any, or any of the following factors: (i) the bidder’s and its key team members’ experience; (ii) the bidder’s past conduct on previous contracts; (iii) the bidder’s past performance on previous contracts; (iv) the bidder’s ability to execute the requirements in this RFQ properly; or (v) the bidder’s management skill. The State will make such determination of responsibility based on the bidder’s quote, reference evaluations if requested in the RFQ, and any other information the State requests or determines to be relevant.

Part of the State’s determination of a bidder’s responsibility may include the bidder’s financial ability to perform under the contract, if the State cannot make the determination of responsibility based on the information received with the bidder’s quote. The State may require a bidder to submit audited financial statements for up to three prior years or other financial information as needed such as credit reports from third-party reporting agencies.

4.6 Waiver of Defects

The State has the right to waive any defects in any quote, documents submitted with a quote, or in the submission process followed by a bidder. The State will only do so if it believes that it is in the State's best interest and will not cause any material unfairness to other bidders.

5. RFQ AWARD

5.1 Process

It is the State’s intention to award this RFQ to one bidder. Any decision made by the State under this RFQ is final. After the State makes its decision under this RFQ, all bidders will be notified of the final determination.

5.2 Awarded Contractor Requirements

5.2.1 Proof of Insurance

The awarded contractor must provide to the State the certificate(s) of insurance required in this RFQ, if any, and in the Standard Terms and Conditions.

5.2.2 Independent Contractor Acknowledgement Form

Unless the awarded contractor is a “business entity” as that term is defined in R.C. 145.037 (“an entity with five or more employees that is a corporation, association, firm, limited liability company, partnership, sole proprietorship, or other entity engaged in business”), the awarded contractor must have any individual performing services under the contract complete the Independent Contractor Acknowledgement Form available at https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf and provide any completed forms to the State.

5.2.3 Affirmation and Disclosure Form

If this RFQ is for the provision of services, including software maintenance and support services, the awarded contractor must complete and sign the Affirmation and Disclosure Form available at https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resourc es_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf as applicable to the services being provided and provide the completed form to the State.

5.3 Contract Provisions

5.3.1 Terms and Conditions

The terms and conditions for the contract resulting from this RFQ consist of the following in this order of priority:

A. The requirements and provisions of this RFQ;

B. The Standard Terms and Conditions available at https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3- 31-25.pdf; and

C. The quote as accepted by the State.

5.3.2 Contract Renewal

The State may renew the contract for up to three additional one-year term(s), subject to the satisfactory performance of the selected bidder, the products and/or services received, and the needs of the State.

https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf

5.3.3 Firm Pricing

The prices in the contract must remain firm for a period of 12 months from the contract effective date. After this initial period, the contractor may request, in writing, an equitable price adjustment only to reflect significant increases in its actual costs for the products or services provided under the contract directly resulting from market conditions (e.g., tariffs, raw material cost surges, or industry-wide price changes), and the request must be supported by verifiable, objective data. Any approved price adjustment and its effective date must be formalized in writing by written amendment between the contractor and the State.

All costs associated with the services that were not included with the contractor’s quote are specifically rejected and will not be accepted or paid by the State.

5.3.4 Quantity or Scope of Work Modification

The States reserves the right to modify the quantity of units purchased (in whole or in part) under this contract.

5.3.5 Contract Termination

The State may terminate this contract as set forth in the contract should the contractor fail to meet the requirements of the contract, adhere to deadlines, or comply with the Standard Terms and Conditions.

6. Evaluation Metrics

During the evaluation process, the evaluation team reviews and rates the quotes based on the following metrics and the weight assigned to each metric. If the metrics contain mandatory requirements, those portions of the quotes are reviewed first, and only quotes meeting the mandatory requirements may remain in the evaluation process.

Scoring Scale

The scale below (0-5) will be used to rate each Proposal on the criteria listed in the Technical Proposal Evaluation table.

DOES NOT

MEET

0 POINTS

WEAK

1 POINT

WEAK TO

MEETS

2 POINTS

MEETS

3 POINTS

MEETS TO

STRONG

4 POINTS

STRONG

5 POINTS

The State will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s Total Technical Score. Representative numerical values are defined as follows:

DOES NOT MEET (0 pts.): Proposal does not comply substantially with requirements or is not provided.

WEAK (1 pt.): Proposal was poor related to meeting the objectives.

WEAK TO MEETS (2 pts.): Proposal indicates the objectives will not be completely met or at a level that will be below average.

MEETS (3 pts.): Proposal generally meets the objectives (or expectations).

MEETS TO STRONG (4 pts.): Proposal indicates the objectives will be exceeded.

STRONG (5 pts.): Proposal significantly exceeds objectives (or expectations) in ways that provide tangible benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides significant benefits.

COST PROPOSAL POINTS. The State will calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:

Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive the Maximum Available Cost Points.

The number of points assigned to the cost evaluation will be prorated, with the lowest accepted Cost Proposal given the maximum available points possible for this criterion. Other accepted Cost Proposals will be scored as the ratio of the lowest Cost Proposal to the Proposal being scored, multiplied by the maximum available points possible for this criterion.

An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00 and Offeror Z has proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points. Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost) equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals

0.833 times 60 maximum available points, or a total of 50 points.

Cost Score: _________________________

FINAL STAGES OF EVALUATION. The Offeror with the highest point total from all phases of the evaluation (Technical Points + Cost Points) will be recommended for the next phase of the evaluation.

Technical Score: ________ + Cost Score: ________ = Total Score: ________

Technical Proposal Evaluation

Metric

Weight Rating (0-5)

Raw Score

The Offeror’s ability to provide the services as specified throughout the RFQ at requested locations as listed in section 1.1.1

(a) Columbus ---- Downtown (ZIP codes 43223, 43215, 43222, and 43206) 40

(b) Columbus ---- West (ZIP codes 43228 and 43119) 40

(c) Lebanon (ZIP code 45036) 15 The Offeror’s ability to provide certified medical professionals to perform full body skin cancer screenings for State employees. 40 The Offeror’s detailed plan to provide DAS access to its online mobile application scheduling tool and to provide a dedicated website that must allow State employees to schedule their respective screenings.

The Offeror’s ability and capacity to properly perform at least 30 screenings at each location per day, including-walk in screenings. 15

The Offeror possesses multiple channels that can be utilized for communications and engagement with State employees, including QR codes, emails, flyers and a dedicated website.

The Offeror’s availability and commitment to meeting with DAS, at least weekly, and to provide updates and detailed reports following each on-site skin cancer screening event.

The Offeror’s plan to meet the billing requirements and the billing system that the Offeror will support for each complete screening. 30 The Offeror’s detailed plan to contact State employees through phone, text, and email to:

(a) Confirm each appointment date, time, location and instructions; 10

(b) confirm receipt of screen results; 10

(c) explain screen results clearly and thoroughly to the State’s employees; 10

(d) determine whether any follow up is necessary with a State employee 10