PH RFP 200232, TESTING&TRAINING SERVICES RELATED TO COVID-19.PDF
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NOTICE OF SOLICITATION
SERIAL PH RFP 200232
REQUEST FOR PROPOSAL FOR: TESTING & TRAINING SERVICES RELATED TO COVID-19
Notice is hereby given that Maricopa County is conducting this request for proposals, electronically through an outside agent,
BidSync.com, until 2:00 P.M. Phoenix Time (M.S.T.) on JUNE 8, 2020 for SERIAL # PH RFP 200232 REQUEST FOR
PROPOSALS FOR TESTING & TRAINING SERVICES RELATED TO COVID-19 for Maricopa County.
To participate in this bidding process, vendors shall register through BidSync.com. To register with BidSync, please go to
(www.BidSync.com) and click on the orange ‘Register’ link. Registration has no cost and will allow you to access all the bid
information, bid documents, receive bid notifications, and submit a response. ONLY RESPONSES THAT ARE SUBMITTED
THROUGH BIDSYNC.COM WILL BE CONSIDERED FOR AWARD.
For assistance, please contact BidSync Vendor Support Department via phone or email, during regular business hours: 1-800-
990-9339 or (support@BidSync.com).
All responses shall be submitted electronically to BidSync.com prior to the bid closing. The bid will be listed under “PH RFP
200232 - REQUEST FOR PROPOSAL FOR TESTING & TRAINING SERVICES RELATED TO COVID-19”.
The Maricopa County Procurement Code (“The Code”) governs this procurement and is incorporated by reference. Any protest
concerning this Request for Proposal must be filed with the Procurement Officer in accordance with Section MC1-905 of the
Code.
ALL ADMINISTRATIVE INFORMATION CONCERNING THIS REQUEST FOR PROPOSAL CAN BE LOCATED
AT (https://www.maricopa.gov/DocumentCenter/View/6453).
ANY ADDENDA TO THIS REQUEST FOR PROPOSAL WILL BE POSTED ON THE MARICOPA COUNTY OFFICE
OF PROCUREMENT SERVICES WEB SITE UNDER THE SOLICITATION SERIAL NUMBER. THIS
INFORMATION WILL ALSO BE POSTED ONLINE AT (WWW.BIDSYNC.COM).
FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE
RESPONDENT RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.
DIRECT ALL INQUIRIES TO:
CHERYL BUCALO
PROCUREMENT OFFICER
TELEPHONE: (602) 506-6886
EMAIL: cheryl.bucalo@maricopa.gov
THERE WILL BE NO PRE-BID CONFERENCE FOR THIS SOLICITATION.
NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR
VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:
https://www.maricopa.gov/2191/Open-Solicitations
SERIAL PH RFP 200232
Page II of 27
TABLE OF CONTENTS
NOTICE
TABLE OF CONTENTS
SECTIONS:
1.0
INTENT
2.0
SCOPE OF WORK
3.0
PROCUREMENT REQUIREMENTS
4.0
TERMS AND CONDITIONS
5.0
INSTRUCTIONS
ATTACHMENTS:
ATTACHMENT A
PRICING
ATTACHMENT B
AGREEMENT/SIGNATURE PAGE
ATTACHMENT C
REFERENCES
EXHIBITS:
EXHIBIT 1
BIDSYNC REGISTRATION AND ELECTRONIC SUBMISSION INSTRUCTIONS
EXHIBIT 2
SOLE PROPRIETOR WAIVER FORM
EXHIBIT 3
LIST OF MCDPH-APPROVED LABORATORIES
EXHIBIT 4
INFECTION CONTROL ASSESSMENT – DRAFT EXAMPLE
EXHIBIT 5
LINE LISTS TEMPLATES
EXHIBIT 6
INSURANCE CERTIFICATE EXAMPLE
EXHIBIT 7
DRAFT CONTRACT
SERIAL PH RFP 200232
Page 3 of 27
REQUEST FOR PROPOSAL FOR:
TESTING & TRAINING SERVICES RELATED TO COVID-19
1.0
INTENT:
Maricopa County Department of Public Health (MCDPH) is seeking proposals from interested vendors in
order to create a list of pre-qualified Contractors to perform COVID-19 testing and conduct infection control
assessments and trainings in Maricopa County. These services will be performed primarily in congregate
settings – locations in which groups of people assemble or live together in a shared communal setting such
as long-term care centers, shelters, and jails. MCDPH shall identify and prioritize all services to be provided
as well as negotiate the individual work assignments using a Task Order process. It is our intent that
Contractors provide all required staffing, testing supplies, personal protective equipment (PPE), and
laboratory tests as may be needed to satisfy a work assignment, however Contractors may not be disqualified
due to their inability to provide one or more of these items at the County’s sole discretion. Respondents may
be assigned to work with other respondents to complete a single work assignment. MCDPH reserves the
right to award Task Orders under $75,000 without competition among the Contractors on the qualified list if
it is determined to be in the best interest of MCDPH.
In addition, MCDPH is aware there may be categories of testing and training services that have not been
included in this solicitation but may be useful or required by MCDPH at a later date. MCDPH reserves the
right to add additional related services and/or Contractors as determined in the best interest of the County.
Other governmental entities under agreement with the County may have access to services provided
hereunder (see also Section 3.7 and 3.8 below).
2.0
SCOPE OF WORK:
2.1
To assist MCDPH in its efforts to control and\or decrease the spread of COVID-19 those Contractors
that have been pre-qualified may be asked to perform tasks from one or both of the following
activities as awarded. Due to the rapidly changing body of knowledge regarding COVID-19,
MCDPH reserves the right to change the guidance in the resulting contracts based on updated
guidance from ADHS, CDC, or other recognized standards of care.
2.1.1
Testing
2.1.1.1 Provide in-person COVID-19 polymerase chain reaction (PCR), serology,
antigen, and/or other mutually agreed upon testing for residents and/or staff of
congregate settings using the guidelines below for collection of nasopharyngeal
and nasal swabs, which are based on CDC and MCDPH guidelines located at
https://www.cdc.gov/coronavirus/2019-ncov/hcp/nursing-homes-facility-wide-
testing.html
2.1.1.1.1 Healthcare provider (HCP) in the room or specimen collection area shall
wear a facemask (or N-95 respirator if an aerosol generating procedure
is being performed) and eye protection. A single pair of gloves and a
gown should also be worn for specimen collection or if contact with
contaminated surfaces is anticipated.
2.1.1.1.1.1
If respirators are not readily available, they should be
prioritized for other procedures at higher risk for producing
infectious aerosols (e.g., intubation), instead of for
collecting nasopharyngeal specimens.
2.1.1.1.2 Extended use of respirators (or facemasks) and eye protection is
permitted. However, care must be taken to avoid touching the necessary
face and eye protection. If extended use equipment becomes damaged,
soiled, or hard to breathe or see through, it shall be replaced. Hand
hygiene shall be performed before and after manipulating PPE.
SERIAL PH RFP 200232
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2.1.1.1.3 Gloves shall be changed, and hand hygiene performed between each
person being swabbed.
2.1.1.1.4 Gowns shall be changed when there is more than minimal contact with
the person or their environment. The same gown may be worn for
swabbing more than one person provided the HCP collecting the test
minimizes contact with the person being swabbed. Gowns should be
changed if they become soiled.
2.1.1.1.5 If the same gown is worn from room to room, an observer MUST BE
PRESENT who does not engage in specimen collection but monitors for
breaches in PPE use throughout the specimen collection process.
2.1.1.1.6 HCP who are handling specimens, but are not directly involved in
collection (e.g., self-collection) and not working within 6 feet of the
individual being tested, should follow Standard Precautions; gloves are
recommended, as well as a facemask for source control.
2.1.1.2 Prior to performing the collection, Contractor shall ensure the person being tested
has completed a consent form and/or liability waiver. These forms shall be
supplied by the Contractor and be pre-approved by MCDPH.
2.1.1.3 Ensure all specimens collected for testing are appropriately collected, packaged,
stored, and maintained in accordance with the policies and procedures as set forth
by 1) the licensing board to which the person collecting the specimen belongs,
and 2) the laboratory who will perform the test, and 3) the manufacturer’s
specifications.
2.1.1.4 Ensure that only the services of MCDPH-approved laboratories are used when
performing the COVID-19 tests on collected specimens. (Refer to Exhibit 3 for a
current listing).
2.1.1.4.1 These laboratories are known to participate in the Arizona Electronic
Lab Reporting program; therefore, all positive test results will be
communicated directly and electronically to the Arizona Department of
Health Services (ADHS) through said system by the laboratory.
2.1.1.5 Contractor shall coordinate with MCDPH and facility to communicate test results
to residents and staff. Final protocol for this activity shall be determined and
included in final contract.
2.1.1.6 Have on hand enough specimen collection supplies and PPE as may be required
in order to complete a work assignment consisting of any number of individuals.
2.1.1.6.1 If at any time and if for any reason it is determined that a Contractor
cannot complete a work assignment Contractor shall immediately notify
MCDPH.
2.1.2
Training
2.1.2.1 Prepare an Infection Control Assessment (Exhibit 4) for each assigned facility in
order to establish a minimum level of required PPE so that all droplet, contact,
and standard precautions (based upon MCDPH recommendations guided by the
Centers for Disease Control (CDC)) may be followed.
2.1.2.1.1 If Contractor determines additional PPE resources are required by the
facility, but the facility is either unable or unwilling to acquire,
Contractor shall notify MCDPH within 24 hours.
SERIAL PH RFP 200232
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2.1.2.1.2 Provide MCDPH with the results of the assessment including any
recommendations, proposed changes, or recommended resources the
facility may require, within 48 hours of the site visit.
2.1.2.2 Provide in-person trainings as needed for staff and/or residents on the appropriate
use of PPE and other infection control techniques.
2.1.2.2.1 All subject matter shall be pre-approved by MCDPH and adhere to the
current COVID-19 infection control guidelines as published by MCDPH
and the Centers for Disease Control (CDC).
2.1.2.2.2 All trainings provided shall be documented and sign-in sheets shall be
maintained with the facility’s completed infection control assessment.
2.1.2.3 Upon completion of initial assessment and training, Contractor shall schedule a
minimum of two follow up visits to be conducted with the facility. These follow
up visits shall occur at approximately 7 days and 30 days following the initial
visit.
2.1.2.3.1 The purpose of the follow up visits are to ensure the facility is utilizing
the infection control procedures correctly as well as to answer any follow
up questions that may be necessary.
2.1.2.3.2 During each follow up visit the facility’s PPE inventory shall be
reviewed with them to calculate and verify their PPE burn rate.
2.2
The following activities are required in support of providing Testing and/or Training as described
above.
2.2.1
Project Management
2.2.1.1 Hire and manage all proposed staffing as well as any subcontractors as may be
required.
2.2.1.1.1 Perform background checks, credentialing, and fingerprinting as needed.
2.2.1.2 Verify, maintain, and keep current all appropriate staff/subcontractor trainings
and required licensing as may be required by their profession and/or license.
2.2.1.3 Ensure staff and/or subcontractors utilize appropriate PPE while conducting work
under the terms of this contract. All PPE shall be used as indicated and in
accordance with current MCDPH and/or CDC guidelines or best practices.
2.2.1.3.1 When performing a work assignment in a long-term care facility, a mask
must always be worn.
2.2.1.4 Ensure that no staff and/or subcontractors be allowed to enter a facility if they are
exhibiting COVID-19 symptoms.
2.2.1.5 Confirm that all supplies and materials used conform to governmental industry
standards and either meet or exceed the minimum performance requirements in
use at their time of service.
2.2.1.5.1 Supplies that have yet to receive approval but have been granted an
Emergency Use Authorization (EUA) must maintain a copy of the EUA
on
file.
Current
EUAs
in
use
may
be
found
at
SERIAL PH RFP 200232
Page 6 of 27
https://www.fda.gov/medical-devices/emergency-situations-medical-
devices/emergency-use-authorizations#covid19ivd
2.2.1.6 Ensure all awarded work assignments are completed in their entirety and within
the agreed upon timeframes as indicated. In no instance shall completion of the
work assignment exceed 72 hours from the initial request date by MCDPH unless
prior authorization has been obtained.
2.2.2
Reporting
2.2.2.1 Provide MCDPH completed Line Lists (Exhibit 5) with all requested information
about each facility and/or individual (including contact information) within 24
hours of completion of the work assignment.
2.2.2.1.1 If work assignment included COVID-19 testing the line list must include
the names of all individuals that were tested.
2.2.2.1.2 If work assignment included training the line list must contain detailed
documentation of all training provided as well as any requests for
additional resources that need to be made to MCDPH on the facility’s
behalf.
2.2.3
Confidentiality
2.2.3.1 MCDPH requires that Contractor holds confidential the names and locations of
facilities as well as any information learned from the facility including, but not
limited to:
2.2.3.1.1 The names and/or contact information of individuals that have been or
will be tested;
2.2.3.1.2 The number of positive COVID-19 cases a facility has had;
2.2.3.1.3 The number of hospitalizations or deaths that have occurred in the
facility;
2.2.3.1.4 Current or past infection control practices;
2.2.3.1.5 The types and quantities of PPE currently being stored at the facility
.
2.2.3.2 By submitting a response to this solicitation Contractor also agrees to adhere to
Sections 3.10 and 3.11 and not to release any information to anyone without the
prior approval of MCDPH. This confidentiality clause also pertains to the media
in its various forms. Failure to maintain this confidentiality shall be considered a
breach of contract and any release of information outside of MCDPH by the
Contractor may result in cancellation of the contract.
2.3
Responsibilities of MCDPH:
2.3.1
MCDPH shall be responsible for the prioritization of facilities to receive services under
the terms of this contract.
2.3.2
MCDPH shall complete all requests for services, including Task Orders, with as much
information and detail as possible in order to properly delineate the requested services to
be provided by the Contractor.
SERIAL PH RFP 200232
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2.3.3
MCDPH may respond to requests for PPE from the Contractor and facilities in those cases
when the Contractor can’t supply enough in order to ensure all proper precautions can be
followed during a work assignment.
2.3.4
MCDPH may also respond to requests for other types of supplies in order to facilitate the
testing process.
2.4
Task Order Process:
2.4.1
For all work assignments anticipated to exceed $75,000, MCDPH shall issue a Task Order
(via email) to all pre-qualified Contractors within the applicable group (testing or training).
Contractors may have a minimum of three days to respond with a proposed work plan,
staffing model, and total price including any assumptions. All responses will be reviewed
and those Contractor(s) that are deemed to be the most advantageous shall be awarded the
Task Order.
2.4.2
For those work assignments expected to be $75,000 or less, MCDPH reserves the right to
award to any pre-qualified Contractor on the list without the need for further competition
or completion of a Task Order.
2.4.3
Inclusion on this contract as a pre-qualified Contractor does not guarantee assignment of
any work or Task order.
2.5
Other Services:
MCDPH is aware that there may be other related services not included above that may be useful to the
County. In your proposal, you are invited to explain such services and your firm’s qualifications for
such. Include these additional services and their corresponding hourly rates.
2.6
Compensation:
MCDPH realizes that due to the uncertainty of our current COVID-19 environment, affixing a flat rate
fixed cost to this contract would be difficult at best. For this reason, it has been determined that each
work assignment shall be negotiated individually taking into consideration the following factors which
may include, but are not limited to, the scope of services to be provided, the number of individuals that
shall require said services, the current availability and/or capacity of the Contractors, and/or the urgency
in which the services need to be provided. All factors that are taken into consideration to determine the
Contractor and the total amount to be paid for a work assignment shall be fully documented.
MCDPH does not allow Contractors to bill any other insurance, including Medicare and Medicaid, for
services provided under this contract.
3.0
PROCUREMENT REQUIREMENTS:
3.1
PERFORMANCE:
It shall be the Contractor’s responsibility to meet the proposed performance requirements. Maricopa
County reserves the right to obtain services on the open market in the event the Contractor fails to
perform as directed and any price differential will be charged against the Contractor.
3.2
MISCELLANEOUS CONTRACTOR REQUIREMENTS:
3.2.1
Rates for services are to be all inclusive of any expense needed to provide the service including
but not limited to general office supplies, PPE, medical/testing supplies, staffing, and
overhead.
3.2.2
Unless previously approved in writing by MCDPH, no payments shall be made for
miscellaneous charges for ordinary and customary services or items (e.g., copying, printing,
SERIAL PH RFP 200232
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office supplies, PPE, medical supplies, etc.). Such charges are considered overhead and are
part of the rate for services. If MCDPH needs to provide such items for Contractor to provide
services, the total compensation may be decreased.
3.3
CONTRACTOR EMPLOYEE MANAGEMENT:
3.3.1
Contractor shall endeavor to maintain the personnel proposed in their proposal throughout
the performance of this Contract. If Contractor’s personnel status changes, Contractor shall
provide MCDPH a list of proposed candidates with equivalent experience and
qualifications. Under no circumstances is it acceptable for any work assignment to be
impacted by a personnel change on the part of the Contractor.
3.3.2
Contractor shall not reassign any key personnel from an awarded work assignment
without the express consent of the County.
3.3.3
County reserves the right to immediately remove from its premises any Contractor
personnel it determines is a risk to County operations.
3.3.4
County reserves the right to request the replacement of Contractor personnel at any time,
for any reason.
3.4
INVOICES AND PAYMENTS:
3.4.1
The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s)
can be made. Incomplete invoices will not be processed. At a minimum, the invoice must
provide the following information:
•
Company name, address and contact
•
County bill-to name and contact information
•
Contract Serial Number
•
County purchase order number
•
Invoice number and date
•
Payment terms
•
Date of service or delivery
•
Quantity
•
Contract Item number(s)
•
Description of Purchase (services)/Project title
•
Hours by project team member
•
Pricing per unit of purchase
•
Extended price
•
Arrival and completion time
•
Total Amount Due
3.4.2
Problems regarding billing or invoicing shall be directed to the Department as listed on the
Purchase Order.
3.4.3
Payment shall only be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(http://www.maricopa.gov/922/Vendors).
3.4.4
Discounts offered in the contract shall be calculated based on the date a properly completed
invoice is received by the County.
3.4.5
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
SERIAL PH RFP 200232
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required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
3.5
APPLICABLE TAXES:
3.5.1
Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any
installation labor on items that are not attached to real property performed by Contractor
under the terms of this Contract, the installation labor cost and the gross receipts for
materials provided shall be listed separately on the Contractor’s invoices.
3.5.2
State and Local Transaction Privilege Taxes: To the extent any State and local transaction
privilege taxes apply to sales made under the terms of this contract it is the responsibility
of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of
authority.
3.5.3
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and
local taxes applicable to its operation and any persons employed by the Contractor.
Contractor shall, and require all subcontractors to hold Maricopa County harmless from
any responsibility for taxes, damages and interest, if applicable, contributions required
under Federal, and/or State and local laws and regulations, and any other costs including;
transaction privilege taxes, unemployment compensation insurance, Social Security, and
Worker’s Compensation.
3.6
TAX (SERVICES):
No tax shall be invoiced or paid against Contractor’s labor. It is the responsibility of the Contractor
to determine any and all applicable taxes and include the cost in the proposal price.
3.7
STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):
The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.
Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful
Respondent under this solicitation, a member of $AVE may access a contract resulting from a
solicitation issued by the County. If you do not want to grant such access to a member of $AVE,
please so state in your proposal. In the absence of a statement to the contrary, the County will
assume that you do wish to grant access to any contract that may result from this Request for
Proposal.
3.8
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):
County currently holds ICPA’s with numerous governmental entities. These agreements allow
those entities, with the approval of the Contractor, to purchase their requirements under the terms
and conditions of the County Contract. It is the responsibility of the non-County government entity
to perform its own due diligence on the acceptability of the Contract under its procurement rules,
processes and procedures.
3.9
POST AWARD MEETING:
The Contractor may be required to attend a post-award meeting with the MCDPH to discuss the terms
and conditions of this Contract. This meeting will be coordinated by the Procurement Officer of the
Contract.
3.10
CONFIDENTIALITY:
In the course of the solicitation process, the County may disclose information that is proprietary or
confidential. By submitting a proposal to the solicitation, the offeror agrees that, except as necessary
to prepare a response to this solicitation, neither it nor its agents or employees will communicate,
SERIAL PH RFP 200232
Page 10 of 27
divulge or disseminate to any third party-persons or entities, any information that is disclosed to it
by the County during the course of these discussions without the express written authorization of
the County. If the offeror does disclose County proprietary or confidential information to a third
party in preparing a response to this solicitation, it shall require the third party to acknowledge and
comply with this provision.
3.11
PROTECTED HEALTH INFORMATION:
In collecting, maintaining, using and disclosing information, contractor shall comply with all
applicable federal and state laws and regulations which protect confidential health information,
including, but not limited to the Health Insurance Portability and Accountability Act of 1996
(HIPAA), 42 C.F.R. Part 2, A.R.S. §§ 18-551 (Data Security Breaches), A.R.S. §§ 12-2291 et seq.
(Confidentiality of Medical Records), and A.R.S. §§ § 36-661 et seq. (Confidentiality of
Communicable Disease Information). Contractor shall not act or fail to act in a way that would
cause MCDPH to be noncompliant with applicable federal or state laws or regulations which protect
confidential health information. Contractor shall cooperate to mitigate, to the extent practicable,
any harmful effect that is known to it of an unlawful or unauthorized use or disclosure of confidential
health information. To ensure the confidentiality of confidential health information, contractor shall
be fully compliant, through automation and manual processes, with the standards for electronic
transactions under HIPAA. Contractor shall execute, and cause employees, subcontractors, and
agents to execute, all applicable confidentiality agreements and SARA Alert System user access
agreements, if deemed necessary by MCDPH. Any system breaches, confirmed or suspected, shall
be reported by Contractor to the MCDPH within 24 hours.
3.12
PUBLIC RECORDS:
Under Arizona law, all Offers submitted and opened are public records and must be retained by the
Records Manager at the Office of Procurement Services. Offers shall be open to public inspection
and copying after Contract award and execution, except for such Offers or sections thereof
determined to contain proprietary or confidential information by the Office of Procurement Services.
If an Offeror believes that information in its Offer or any resulting Contract should not be released
in response to a public record request under Arizona law, the Offeror shall indicate the specific
information deemed confidential or proprietary and submit a statement with its offer detailing the
reasons that the information should not be disclosed. Such reasons shall include the specific harm
or prejudice which may arise from disclosure. The Records Manager of the Office of Procurement
Services shall determine whether the identified information is confidential pursuant to the Maricopa
County Procurement Code.
3.13
INSURANCE
3.13.1
Contractor, at Contractor’s own expense, shall purchase and maintain, at a minimum, the
herein stipulated insurance from a company or companies duly licensed by the State of
Arizona and possessing an AM Best, Inc. category rating of B++. In lieu of State of Arizona
licensing, the stipulated insurance may be purchased from a company or companies, which
are authorized to do business in the State of Arizona, provided that said insurance
companies meet the approval of County. The form of any insurance policies and forms
must be acceptable to County.
3.13.2
All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the contract is satisfactorily completed
and formally accepted. Failure to do so may, at the sole discretion of County, constitute a
material breach of this contract.
3.13.3
In the event that the insurance required is written on a claims-made basis, Contractor
warrants that any retroactive date under the policy shall precede the effective date of this
contract and either continuous coverage will be maintained, or an extended discovery
period will be exercised for a period of two years beginning at the time work under this
contract is completed.
SERIAL PH RFP 200232
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3.13.4
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
3.13.5
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
3.13.6
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contractor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
3.13.7
The insurance policies required by this contract, except Workers’ Compensation and Errors
and Omissions, shall name County, its agents, representatives, officers, directors, officials,
and employees as additional insureds.
3.13.8
The policies required hereunder, except Workers’ Compensation and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against
County, its agents, representatives, officers, directors, officials, and employees for any
claims arising out of Contractor’s work or service.
3.13.9
If available, the insurance policies required by this contract may be combined with
Commercial Umbrella Insurance policies to meet the minimum limit requirements. If a
Commercial Umbrella insurance policy is utilized to meet insurance requirements, the
Certificate of Insurance shall indicate which lines the Commercial Umbrella Insurance
covers.
3.13.9.1 Commercial General Liability
Commercial General Liability (CGL) insurance and, if necessary, Commercial
Umbrella insurance with a limit of not less than $2,000,000 for each occurrence,
$4,000,000 Products/Completed Operations Aggregate, and $4,000,000 General
Aggregate Limit. The policy shall include coverage for premises liability, bodily
injury, broad form property damage, personal injury, products and completed
operations and blanket contractual coverage, and shall not contain any provisions
which would serve to limit third party action over claims. There shall be no
endorsement or modifications of the CGL limiting the scope of coverage for
liability arising from explosion, collapse, or underground property damage.
3.13.9.2 Automobile Liability
Commercial/Business Automobile Liability insurance with a combined single
limit for bodily injury and property damage of not less than $2,000,000 each
occurrence with respect to any of the Contractor’s owned, hired, and non-owned
vehicles assigned to or used in performance of the Contractor’s work or services
or use or maintenance of the premises under this contract.
3.13.9.3Workers’ Compensation
3.13.9.3.1
Workers’ compensation insurance to cover obligations imposed
by Federal and State statutes having jurisdiction of Contractor’s
employees engaged in the performance of the work or services
under this contract; and Employer’s Liability insurance of not less
than $1,000,000 for each accident, $1,000,000 disease for each
employee, and $1,000,000 disease policy limit.
SERIAL PH RFP 200232
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3.12.9.3.2
Contractor, its subcontractors, and sub-subcontractors waive all
rights against this contract and its agents, officers, directors, and
employees for recovery of damages to the extent these damages
are covered by the workers’ compensation and Employer’s
Liability or Commercial Umbrella Liability insurance obtained by
Contractor, its subcontractors, and its sub-subcontractors pursuant
to this contract.
3.13.9.4 Professional Liability:
Contractor shall maintain Professional Liability insurance which will provide
coverage for any and all acts arising out of the work or services performed by
the Contractor under the terms of this Contract, with a limit of not less than
$1,000,000 for each claim, and $3,000,000 aggregate claims.
3.13.9.5 Medical Malpractice
Medical Malpractice insurance and, if necessary, Commercial Umbrella
insurance, which will insure and provide coverage for Medical Malpractice of
the Contractor, with limits of no less than $3,000,000 for each claim.
3.13.9.6 Sexual Molestation and Physical Abuse
The policy shall be endorsed to include coverage for sexual molestation and
physical abuse at limits not less than $2,000,000.00 per occurrence and
$4,000,000.00 aggregate. These limits may be included within a General Liability
policy, Professional Liability policy or provided by separate endorsement with its
own limits as required. Contractor must provide the following statement on their
Certificate(s) of Insurance: “Sexual molestation and physical abuse coverage is
included.” Policies/certificates stating that “Sexual molestation and physical
abuse coverage is not excluded” do not meet this requirement.
3.13.10 Certificates of Insurance:
3.13.10.4 Prior to contract award, Contractor shall furnish the County with valid and
complete Certificates of Insurance, or formal endorsements as required by the
contract in the form provided by the County, issued by Contractor’s insurer(s),
as evidence that policies providing the required coverage, conditions and limits
required by this contract are in full force and effect. Such certificates shall
identify this contract number and title. (Exhibit 6).
3.13.10.5 In the event any insurance policy(ies) required by this contract is (are) written
on a claims-made basis, coverage shall extend for two years past completion
and acceptance of Contractor’s work or services and as evidenced by annual
certificates of insurance.
3.13.10.6 If a policy does expire during the life of the Contract, a renewal certificate must
be sent to County 15 calendar days prior to the expiration date.
3.13.11 Cancellation and Expiration Notice:
Applicable to all insurance policies required within the insurance requirements of this
contract, Contractor’s insurance shall not be permitted to expire, be suspended, be
canceled, or be materially changed for any reason without 30 days prior written notice to
Maricopa County. Contractor must provide to Maricopa County, within two business days
of receipt, if they receive notice of a policy that has been or will be suspended, canceled,
materially changed for any reason, has expired, or will be expiring. Such notice shall be
SERIAL PH RFP 200232
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sent directly to Maricopa County Department of Public Health and shall be mailed, or hand
delivered to 4041 N. Central Avenue, #1400, Phoenix, AZ 85012, or emailed to the
procurement officer noted in the solicitation.
4.0
CONTRACTUAL AND SPECIAL TERMS & CONDITIONS:
4.13
DRAFT CONTRACT - SEE EXHIBIT 7
5.0
INSTRUCTIONS TO RESPONDENTS: (Please note that this Section does not become part
of any resultant contract.)
Proposers are solely responsible for submitting proposals, and any modifications or withdrawals, to be
received at the time and designated location required by the solicitation (ITN, RFP, or any other solicitation
notice).
Any proposal, modification, or withdrawal received after the designated time is “late” and will be rejected
and shall not be evaluated per Paragraph MC1-320 of the Maricopa County Procurement Code.
5.13
SCHEDULE OF EVENTS:
Request for Proposals Issued:
May 27, 2020
All written questions shall be posted to (www.bidsync.com) under the Q&A’s tab for the solicitation
and must be received by 2:00 P.M., Phoenix time (M.S.T.) on JUNE 3, 2020.
Proposals Opening Date:
JUNE 8, 2020
Deadline for submission of proposals is 2:00 P.M., Phoenix time (M.S.T.) on JUNE 8, 2020. All
proposals must be received before 2:00 P.M., Phoenix time (M.S.T.), on the date above via
BidSync.com.
All responses to this Request for Proposal become the property of Maricopa County and (other than
pricing) will be held confidential, to the extent permissible by law. The County will not be held
accountable if material from proposal responses is obtained without the written consent of the
Respondent by parties other than the County.
5.14
INQUIRIES AND NOTICES:
All inquiries concerning information herein shall be addressed to:
Cheryl Bucalo, Procurement Officer
Maricopa County Department of Public Health
4041 N. Central Avenue, #1400
Phoenix, Arizona 85012
Administrative telephone inquiries shall be addressed to:
Cheryl Bucalo, Procurement Officer 602-506-6886
(Cheryl.Bucalo@Maricopa.Gov)
Inquiries may be submitted by telephone but must be followed up in writing. No oral
communication is binding on Maricopa County.
5.15
INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS:
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Page 14 of 27
Respondents shall submit their proposals electronically via the BidSync.com system in accordance
with Section 5.5 as follows:
•
Respondents shall upload their entire response in one single document uploaded as a PDF or
Word file
•
Responses are limited to 10 pages, not including attachments
•
In the event Respondent would like to request that certain documents be held confidential, it
needs to be indicated on their response. Please see Exhibit 7 – Draft Contract section 6.31
Public Records for more information.
•
Proposals shall be signed by an owner, partner, or corporate official who has been authorized
to make such commitments (Attachment B). All prices shall be held firm for a period of one
year after the RFP closing date.
5.16
GENERAL CONTENT:
5.16.9
The Proposal should be specific and complete in every detail. It should be practical and
provide a straightforward, concise delineation of capabilities to satisfactorily perform the
Contract being sought.
5.16.10 The Respondent should not necessarily limit the proposal to the performance of the services
in accordance with this Request for Proposal but should outline any additional services and
their costs if the Respondent deems them necessary to accomplish the program. Maricopa
County is aware that there may be categories of testing and training services that we have
not included but may be useful to the county. In your proposal, explain such categories and
your firm’s qualifications for such.
5.17
FORMAT AND CONTENT:
To aid in the evaluation, it is desired that all proposals follow the same general format. The proposal
must be submitted electronically as one single file and have sections clearly labeled as below:
(Responses are limited to 10 pages, 10-point font type, plus any attachments or other required
documents).
5.17.9
Executive Summary – This section shall contain an outline of the general approach utilized
in the proposal.
5.17.10 Proposal – This section should contain a statement of all the programs and services
proposed, including conclusions and generalized recommendations. Proposals should be
all-inclusive, detailing respondent’s best offer.
5.17.11 Qualifications – This section shall describe the respondent’s ability and experience related
to the programs and services proposed. Summarize related professional experience,
certifications, and any other qualifications your firm can offer.
All project personnel, as applicable, shall be individually listed and submitted as an
attachment, including a description of assignments and responsibilities. A resume of
professional experience, an estimate of the time each would devote to this program, and
other pertinent information can also be separately submitted as an attachment.
5.17.12 Proposal exceptions
5.17.13 Attachment A (Pricing) – The proposed pricing you include is for informational purposes
only. Each work assignment shall be negotiated individually as stated in Section 2.6.
5.17.14 Attachment B (Agreement Page)
5.17.15 Attachment C (References)
SERIAL PH RFP 200232
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5.17.16 Exhibit 2, Sole Proprietor Waiver (If applicable)
5.18
EXCEPTIONS TO THE SOLICITATION:
The Respondent shall identify and list all exceptions taken to all sections of PH RFP 200232 and
list these exceptions referencing the section (paragraph) where the exception exists and identify the
exceptions and the proposed wording for the Respondent’s exception under the heading, “Exception
to the PROPOSAL Solicitation, SERIAL PH RFP 200232”. Exceptions that surface elsewhere
and that do not also appear under the heading, “Exceptions to the PROPOSAL Solicitation,
SERIAL PH RFP 200232,” shall be considered invalid and void and of no contractual
significance.
The County reserves the rights to; accept any exception, discuss the exemption with the offeror, or
reject any exception.
5.19
EVALUATION OF PROPOSAL – SELECTION FACTORS:
A Proposal Evaluation Committee shall be appointed, chaired by the Procurement Officer to evaluate
each Proposal. At the County’s option, Respondents may be invited to make presentations to the
Evaluation Committee. Best and Final Offers and/or Negotiations may be conducted, as needed, with
the highest rated Respondent(s). Proposals will be evaluated on the following criteria which are listed
in descending order of importance.
5.19.9
Qualifications – describe your qualifications including any licensing or credentials that may
be required. If responding to provide testing services, include information on the individual(s)
(M.D., D.O., or NP) that these services will be under the guidance of.
5.19.10 Experience – describe your previous work history in any of the following settings: long-
term care facilities, jails, homeless shelters, mobile healthcare, or other congregate settings.
5.19.11 Capacity - describe your current capacity including the amount of PPE and test kits
currently on hand that you intend to utilize in the performance of this contract.
NOTE 1:
RESPONDENTS ARE REQUIRED TO USE ATTACHED FORMS TO SUBMIT THEIR
PROPOSAL.
NOTE 2:
RESPONDENTS ARE STRONGLY ENCOURAGED TO REVIEW MARICOPA COUNTY’S
PROCUREMENT ADMINISTRATIVE INFORMATION PRIOR TO SUBMITTING A BID.
FOR THIS INFORMATION, GO TO: (https://www.maricopa.gov/DocumentCenter/View/6453).
SERIAL PH RFP 200232
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ATTACHMENT A
PRICING SHEET
For informational use only - each work assignment or Task Order shall be priced separately
BIDDER NAME:
F.I.D./VENDOR #:
BIDDER ADDRESS:
P.O. ADDRESS:
BIDDER PHONE #:
BIDDER FAX #:
COMPANY WEB SITE:
COMPANY CONTACT (REP):
E-MAIL ADDRESS (REP):
PAYMENT TERMS:
NET 30
PROPOSED COMPENSATION/FEES:
PROPOSED RATE
Testing cost per person:
List the cost per person based on the total number of tests required:
1) 1 – 10
$
2) 10 – 20
$
3) 20 – 30
$
4) 30 – 40
$
5) 40 – 50
$
6) 50 – 60
$
7) 60 – 70
$
8) 80 – 90
$
9) 90 – 100
$
10) 100+
$
Training/Infection Control Assessment cost person:
List the cost of training per person based on the number of participants:
1) 1 – 10
$
2) 10 – 20
$
3) 20 – 30
$
4) 30 – 40
$
5) 40 – 50
$
6) 50 – 60
$
7) 60 – 70
$
8) 80 – 90
$
9) 90 – 100
$
10) 100+
$
Respondent's signature below indicates understanding and agreement to perform the services outlined in the Request
for Proposal and that the rates given above are informational only and each work assignment shall be subject to
negotiation.
Signature (REQUIRED)
Date
SERIAL PH RFP 200232
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ATTACHMENT B
AGREEMENT
Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the Respondent’s
Offer will create a binding Contract. Respondent agrees to fully comply with all terms and conditions as set forth in the Maricopa
County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a
part of this specific procurement.
BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED THE
ADMINISTRATIVE INFORMATION AND STANDARD CONTRACT’S TERMS AND CONDITIONS LOCATED AT
(http://www.maricopa.gov/DocumentCenter/View/6453) AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.
[]
Small Business Enterprise (SBE)
RESPONDENT (FIRM) SUBMITTING PROPOSAL
FEDERAL TAX ID NUMBER
DUNS #
PRINTED NAME AND TITLE
AUTHORIZED SIGNATURE
/
ADDRESS
TELEPHONE
FAX #
CITY
STATE
ZIP
DATE
WEB SITE
EMAIL ADDRESS
SERIAL PH RFP 200232
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ATTACHMENT C
RESPONDENT’S REFERENCES
RESPONDENT SUBMITTING PROPOSAL:
1.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
E-MAIL ADDRESS:
2.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
E-MAIL ADDRESS:
3.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
E-MAIL ADDRESS:
4.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
E-MAIL ADDRESS:
5.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
E-MAIL ADDRESS:
SERIAL PH RFP 200232
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EXHIBIT 1
BIDSYNC REGISTRATION AND ELECTRONIC SUBMISSION REQUIREMENTS
BidSync.com Registration is FREE and REQUIRED for all vendors.
Register On-line at (https://www.bidsync.com).
Select Free Registration. Upon completion of your on-line registration, you
are responsible for updating any changes to your information. Please retain
your Login ID and Password for future use.
For assistance, please contact BidSync Vendor Support Department via
phone or email, during regular business hours: 1-800-990-9339 or
(agencysupport@BidSync.com).
BIDSYNC ELECTRONIC SUBMISSION INSTRUCTIONS
When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure
that the response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed
in order to place an offer:
A. Login to www.bidsync.com;
B. Locate the bid (solicitation) to which you are responding;
a. Click the “Search” tab on the top left of the page;
b. Enter keyword or bid (solicitation) number and click “Search”;
C. Click on the “Bid title/description” to open the Bid (solicitation) Information Page;
D. “View and Accept” documents in the document section;
E. Select “Place Offer” found at the bottom of the page;
F. Enter your pricing, notes, other required information, and upload attachments to this page;
G. Click “Submit” at the bottom of the page;
H. Review Offer(s); and
I. Enter your password and click “Confirm”.
Note that the final step in submitting a response involves the supplier’s acknowledgement that the information and documents entered
into the BidSync system are accurate and represent the supplier’s actual proposal, quote or bid. This acknowledgement is registered in
BidSync when the supplier clicks “Confirm”. BidSync will post a notice that the offer has been received. This notice from BidSync
MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Be aware that
entering information and uploading documents into BidSync may take considerable time. Please allow sufficient time to complete the
online forms and upload documents. Suppliers should not wait until the last minute to submit a response. It is recommended that suppliers
submit responses a minimum of 24 hours prior to the closing deadline. The deadline for submitting information and documents will end
at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm)
and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will
not be accepted.
SERIAL PH RFP 200232
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Responses submitted in BidSync are completely secure. No one (including County purchasing staff) can see responses until after the
deadline. Suppliers may modify or change their response at any time prior to the closing deadline. However, all modifications or changes
must be completed and acknowledged (Confirm) in the BidSync system prior to the deadline. BidSync will post a notice that the
modification/change (new offer) has been received. This notice from BidSync MUST be recorded prior to the closing date and time or
the response will be considered late and will not be accepted. If you have not been asked to enter your password and click Save to save
your response, your offer has not been updated.
Please be aware that typing in your password acts as your electronic signature, which is just as legal and binding as an original
signature. (See Electronic Signatures in Global and National Commerce Act for more information.)
SERIAL PH RFP 200232
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EXHIBIT 2
SOLE PROPRIETOR WAIVER
MARICOPA COUNTY RISK MANAGEMENT
222 North Central Avenue, Suite 1110
Phoenix, Arizona 85004
SOLE PROPRIETOR WAIVER
NOTE:
THIS FORM APPLIES ONLY TO MARICOPA COUNTY DEPARTMENTS, DISTRICTS, BOARDS,
COMMISSIONS AND UNIVERSITIES UTILIZING SOLE PROPRIETORS WITH NO EMPLOYEES. IF YOU
ARE CONTRACTING WITH A CORPORATION, LIMITED LIABILITY COMPANY, PARTNERSHIP OR
SOLE PROPRIETORS WITH EMPLOYEES, THIS FORM DOES NOT APPLY.
The following is a written waiver under the compulsory Workers’ Compensation laws of the State of Arizona, A.R.S. §23-901
(et. seq.), and specifically, A.R.S. §23-961(L), that provides that a Sole Proprietor may waive his/her rights to Workers’
Compensation coverage and benefits.
I am a sole proprietor and I am doing business as
(name of Sole
Proprietor’s Business). I am performing work as an independent contractor for Maricopa County. For Workers’ Compensation
purposes, therefore, I am not entitled to Workers’ Compensation benefits from Maricopa County.
I understand that if I have any employees working for me, I must maintain Workers’ Compensation insurance on them.
Name of Sole Proprietor Social Security Number Telephone Number
Street Address / P.O. Box City State Zip Code
Signature of Sole Proprietor Date
Maricopa County Office of Procurement Services
Signature of Procurement Officer Date
Both signatures must be present and the completed form submitted by the Procurement Officer to Maricopa County Risk
Management, 222 North Central Avenue, Suite 1110, Phoenix, AZ 85004. An authorized Risk Management Representative will
sign and return to the Maricopa County Office of Procurement Services to be maintained in their records.
Signature of Risk Management Representative
Date
SERIAL PH RFP 200232
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EXHIBIT 3
LIST OF MCDPH-APPROVED LABORATORIES
(Current as of 05/23/2020)
Labs Reporting into Arizona’s Electronic Lab Reporting (ELR)
AEGIS SCIENCES CORPORATION
ARIZONA STATE LABORATORY
BANNER -- UNIVERSITY MEDICAL CENTER TUCSON
BANNER GATEWAY MEDICAL CENTER
HOLY CROSS HOSPITAL
HONOR HEALTH SCOTTSDALE OSBORN MEDICAL CENTER LAB
HONORHEALTH MEDICAL GROUP - SAGUARO
LABCORP BIRMINGHAM
LABCORP BURLINGTON
LABCORP DUBLIN
LABCORP PHOENIX
LABCORP RARITAN
MCLAB-RO MAIN CAMPUS
MCLAB-RO SUPERIOR DR
MCLAB-SCOTTSDALE HSP
MEDFUSION
QUEST DIAGNOSTICS INFECTIOUS DISEASE, INC
QUEST DIAGNOSTICS INFECTIOUS DISEASE, INC.
QUEST DIAGNOSTICS-IRVING
QUEST DIAGNOSTICS-WEST HILLS
SCOTTSDALE HEALTHCARE HOSPITALS - DEER VALLEY
SCOTTSDALE HEALTHCARE HOSPITALS - JOHN C LINCOLN
SCOTTSDALE HEALTHCARE HOSPITALS - OSBORN
SERIAL PH RFP 200232
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Labs Reporting into Arizona’s Electronic Lab Reporting (ELR)
SCOTTSDALE HEALTHCARE HOSPITALS - SHEA
SCOTTSDALE HEALTHCARE HOSPITALS - THOMPSON PEAK
SONORA QUEST - PHOENIX
ST. JOSEPHS HOSPITAL AND MEDICAL CENTER
VHMC LAB
VHMV LAB
WALGREENS
SERIAL PH RFP 200232
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EXHIBIT 4
Infection Control Assessment
Draft Example
Exhibit 4- Infection
Control Assessment.
SERIAL PH RFP 200232
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EXHIBIT 5
LINE LIST TEMPLATES
SEE EMBEDDED EXCEL SPREADSHEET FOR LINE LIST TEMPLATE
Exhibit 5 - Line List
Template.xlsx
SERIAL PH RFP 200232
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EXHIBIT 6
INSURANCE CERTIFICATE EXAMPLE
SERIAL PH RFP 200232
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EXHIBIT 7
DRAFT CONTRACT
SEE EMBEDDED WORD FILE FOR DRAFT CONTRACT
Exhibit 7 - Draft
Contract.docx