Sealed proposals for this solicitation will be received for furnishing services described herein until:

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1 REQUEST FOR PROPOSAL Issue Date: May 5, 2016 RFP: Issue Title: Answering Service Issuing Agency: Rappahannock-Rapidan Community Services Bradford Road P. O. Box 1568 Culpeper, Virginia Location Where Work Will Be Performed: At Contractors Location/s Period of the Contract: From beginning date of inception through 365 days RENEWALS: Two (2) two year renewals allowed. Sealed proposals for this solicitation will be received for furnishing services described herein until: WEDNESDAY, JUNE 1, 2016, 4:00 P.M. All inquiries for information should be directed to: Brenda Lockhart, Procurement Manager, Extension 3143 or blockhart@rrcsb.org by Friday, May 20, 2016, 4:30 P.M. to be considered for a response by addendum. If Proposals are mailed, send directly to the Procurement Office at the address shown above. If Proposals are hand delivered, deliver to Bradford Road, Culpeper, Virginia Envelopes should be marked with RFP number and opening date and time. It is the contractor's responsibility to assure that proposals are received at the location indicated by the date and time above. It is the contractors responsibility to ensure they have received all addendums and returned them as required. IN COMPLIANCE WITH THIS REQUEST FOR PROPOSALS AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE SERVICES IN ACCORDANCE WITH THE ATTACHED SIGNED PROPOSAL OR AS MUTUALLY AGREED UPON BY SUBSEQUENT NEGOTIATION. Offeror Name and Address: By: (Signature in ink) Name (Printed/Typed) Title: Date Telephone No. FEI/FIN Number Address: 1

2 CONTENTS PAGE 1 PAGE 2 PAGE 3-4 PAGE 5 PAGE 5-7 PAGE 7-8 PAGE 8-9 PAGE 9-10 PAGE 11 PAGE PAGE PAGE 24 PAGE PAGE 32 COVER SHEET CONTENTS CONTRACTOR S DATA SHEET PURPOSE STATEMENT OF NEEDS PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS EVALUATION AND AWARD CRITERIA INSTRUCTION TO OFFERORS PRICING SCHEDULE GENERAL TERMS AND CONDITIONS SPECIAL TERMS AND CONDITIONS Page INSURANCE ATTACHMENT A STATE CORPORATION COMMISSION FORM ATTACHMENT B - HIPAA BUSINESS ASSOCIATE AGREEMENT ATTACHMENT C MAILING LABEL 2

3 CONTRACTOR'S DATA SHEET Note: The following information is required as part of your response and may be used in the determination of the award. Failure to provide this completed sheet may result in finding your offer nonresponsive. 1. Qualification of Offeror: The offeror must have the capability and capacity in all respects to fully satisfy all of the contractual requirements. 2. Contractor's primary contact regarding this solicitation: Name: Phone: 3. Years In Business: Indicate length of time you have been providing this service: Years Months 4. Contractor MUST provide: FIN or FEI Number: Social Security #: If Company, Corporation or Partnership If Individual 5. References: Indicate below a listing of at least three (3) accounts that your agency is or has serviced. Include project information. Include the name and address of the person the purchasing agency has your permission to contact. A. Company: Contact: Address: Phone: Date(s) of Service: Project: B. Company: Contact: Address: Phone: Date(s) of Service: Project: 3

4 C. Company: Contact: Address: Phone: Date(s) of Service: Project: 6. Offeror IS IS NOT a vendor registered with and certified by the Commonwealth of Virginia Department of Minority Business Enterprises. Offeror DOES DOES NOT consider his firm a fully qualified minority firm 4

5 I. PURPOSE This Request for Proposals (RFP) is to solicit proposals from qualified sources to establish a contract through competitive negotiations with one (1) Contractor to provide Crisis telephone answering services for the Rappahannock Rapidan Community Services. II. STATEMENT OF NEEDS A. It is required that the Offeror provide continuous crisis telephone services for the purpose of providing evaluation of Mental Health, Intellectual Disabilities and Substance Abuse emergencies, supportive counseling, and referral to appropriate treatment professionals and facilities as required. B. It is required that the Offeror have sufficient trained staff to provide the services requested by this solicitation. The Successful Provider shall provide quality screenings for callers in accordance with their needs. Calls will be screened to determine if a Mental Health emergency exists where there is a risk of imminent harm, yet eliminate unnecessary contacts with the emergency clinician. C. It is required that the Successful Contractor provide screening services when the offices of the RRCS are closed. All callers must receive a response within 15 minutes of contacting the Contractor; if a Mental Health emergency exists, the Crisis worker should be contacted immediately. D. It is required that the Successful Contractor triage calls and answer all calls immediately during the following hours: 4:30 PM 8:30 AM Monday and Friday, 8:30 PM to 8:30 AM Tuesday, Wednesday, Thursday, and 24 hours a day on Saturday, Sunday, holidays, weekday hours when Clinics are closed for meetings/trainings (unscheduled closing times) and during inclement weather when the RRCS offices are closed. Whenever there is a request for crisis intervention/emergency services or pre-admission screening services, the designated on call emergency clinician will be contacted by using the On Call Schedule and the Staff Roster provided by the RRCS. E. Provide answering services for up to 3 main phone lines. Lines are located in Behavioral Health offices and Access office. Average monthly volume is 1518 minutes and 31 monthly conference/patched calls. (Calls connected to staff or staff connected to caller.) F. It is required that the Successful Contractor record all phone contacts and the nature of those contacts. In addition, daily feedback/consultation on unusual or incomplete calls or where additional intervention is required shall be furnished to the RRCS. G. It is required that monthly data summaries of contacts include the type of call, time of call, number served, types of problems encountered, intervention provided and referrals made be provided to the RRCS. Provide samples of available reports that can be provided. H. It is required that adequate staff supervision, professional consultation and telephone counseling staff to cover the business hours of operation be provided by the Successful Provider. I. It is required that the Offeror provide electronic access 24/7 to a secure site regarding service delivery statistics. This information will include, but not limited to the time of each call, number of calls, presenting problems, and will specify the disposition of call, and amount of time to dispatch the call to the RRCS on call emergency clinician. 5

6 J. It is required that the Offeror comply with all Health Information Portability and Accountability Act (HIPAA), American Recovery and Reinvestment Act of 2009 (ARRA), and Health Information Technology for Economic and Clinical Health (HITECH) rules and regulations in the performance of this Contract and enter into a Business Associates Agreement with the Agency by signing a copy of which is attached hereto and made a part hereof. Attachment B. K. The contract will commence 45 days following notification of award. The initial contract period is one, one year period, with the options for two, two (2) renewal periods. L. Additional information to perform needed services for our Crisis Program: Discern between routine and emergency situations: Take messages for ROUTINE situations. Gather basic information such as, name and number of caller and who the message is for. Give these messages to CS clerical staff with the first hour the office is open. For URGENT matters, call the Crisis Services Clinician on duty. If a caller says they are in crisis or in any way indicates it is important that they speak to someone right away, handle the call as an emergency. The answering service will not gather any other information, i.e., the nature of a person s emergency, why they think they are having an emergency, etc. An on-call schedul is provided to answering service and identifies who is on duty for emergency situations. INFORMATION GATHERED IN URGENT SITUATIONS: The answering service shall gather the caller's name and number and indicate to caller that clinician will call them back within a few minutes. Answering service will then immediately call the clinician on duty. If after 5 minutes the answering service does not receive a return call, answering service should check schedule to make sure they contacted the correct clinician, and call the clinician a second time, and call clinician's home or alternative phone number. If after another 5 minutes there is no reply, answering service shall contact back up clinician. If after another 5 minutes there is no reply by either clinician on duty or back up person, answering service shall contact manager on duty. Customer Service: The answering service shall provide good customer service; for example, maintain a friendly, pleasant and helpful demeanor throughout contact with the caller. Answer phones preferably within 3 rings, but no more than 6 rings. Non-English Speaking Callers: The answering service shall have a telephonic interpretation service available for callers who speak a foreign language. Deaf or Hard of Hearing Callers: The answering service shall have a way to communicate with deaf or hard of hearing callers. Connecting Caller to Clinician: When it is not possible or easy for caller to hang up and receive a call back, the answering service shall have a way to "patch" the caller to the clinician once the clinician calls the answering service. Response to Feedback: The answering service shall welcome any feedback and be willing to investigate and correct any problems that may occur in the provision of services. 6

7 Use of Recorded Messages: A person, not a recorded message, shall answer the phones. Use recorded messages only after discussed with RRCS for extenuating circumstances. Record of activity: The answering service shall have electronic records of RRCS call activity that records time of calls, action taken by answering service operators, and the time of this action. Sophistication of equipment: The answering service shall be capable of efficiently handling a high volume of calls with a low error rate. Equipment shall be up to date and programmable to indicate on duty staff member. Changes in Schedule: The answering service shall make schedule changes when needed. Emergency Back-Up Service: The Contractor shall maintain adequate back-up systems and services in case of emergency. Describe _ IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS A. General Instructions: 1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. An original and three (3) copies of each proposal shall be submitted. The original proposal should be clearly marked ORIGINAL on its outside cover. The Offeror must include all information requested and any other information thought to be relevant to completely address the Request for Proposals requirements. Should the Offeror fail to respond to all requirements of the RFP, or fail to provide adequate or complete documentation, as determined by the evaluation committee, the Offeror s proposal may be eliminated from further consideration. 2. All proposals submitted under this RFP shall become the property of the Rappahannock Rapidan Community Services and will be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets of proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of Section F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method, such as highlighting or underlining, and must indicate only the specific words, figures or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. B. SPECIFIC PROPOSAL INSTRUCTIONS 1. The proposal package shall include as a minimum: 7

8 a. The Request for Proposal document with any addenda acknowledgements filled out and signed as required. An authorized representative of the Offeror shall sign all proposals. b. A detailed response to all requirements defined within this RFP, including a description of the services the Offeror will provide. Offerors can include other services they can provide for the RRCS to review to enhance Answering Service features. c. Company Experience. Discuss your firm s experience and capabilities related to this project. Include your company s background information to include the legal name of the company, the size, organizational structure and number of years in business.. d. Offerors shall provide a minimum of (3) references, including scope of project and contact information. See page 3 and 4. e. Pricing. A detailed schedule of all fees associated with your firm to complete this contract. See page 11 f. Any other relevant information the Offeror deems necessary to provide the services needed to successfully g. Provide samples of reports your company is able to produce. If there is a cost for the report, include that for decision making. 2. Proposals will be addressed to: Rappahannock Rapidan Community Services Attention: Brenda Lockhart, Procurement Manager Bradford Road P. O. Box 1568 Culpeper, Va Specific proposal responses must be received no later than 4:00 PM, on Wednesday, June 1, Proposals received after that time will not be considered. V. EVALUATION AND AWARD CRITERIA A. Evaluation Criteria for Proposals: Proposals will be initially evaluated by the RRCS on the basis of the written material provided in response to the RFP. The committee may seek clarification as needed through telephone call or to Offerors. Based on the initial evaluation the committee may select Offerors to make oral presentations. Your proposal should be complete as a presentation is only a RRCS option. The award of a contract shall be at the sole discretion of the RRCS. The RRCS may accept or reject any of or all proposals in whole or in part. The content of the proposal of the selected Offeror shall become the basis for a contractual award. Proposals should be submitted with the most favorable terms that the Offeror could propose with respect to both service and price. 8

9 The following criteria will be used in the proposal evaluation process: B. Award of Contract: 1. Completeness of the proposal and responsiveness - Understanding of the requirements, familiarity with the services and content of the proposal, quality and completeness of response. 20 points 2. Experience and Qualifications Specialized experience, expertise, and qualifications of the firm or individuals. Prior experience in providing services to an organization similar to the RRCS. 20 points 3. Ability to provide the services Specific plans and procedures used to provide the required services. The Offeror s ability to deliver the required services on schedule and as requested by the Statement of Needs, including reports available for Purchaser to use. Provide sample reports. 25 points 4. The proposed fee structure. Efficiency and economy are very important to the RRCS. Costs will not necessarily be the deciding factor in the selection process. 35 points Selection shall be made of two (2) or more Offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the request for proposal, including price if so stated in the request for proposal. Negotiations shall then be conducted with each of the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the Purchasing Administrator shall select one or more Offerors which, in his opinion, have made the best proposal, and shall award the contract to that Offeror or Offerors. Should the Purchasing Administrator determine in writing and in his sole discretion that only one (1) Offeror is fully qualified, or that one (1) Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing Offerors or of any information derived from proposals submitted by competing Offerors. See page 17, #5 additional information. VI. INSTRUCTION TO OFFERORS A. CANCELLATION OF PROPOSALS: The RRCS reserves the right to cancel the Request for Proposals, and to reject any or all proposals in whole or in part whenever the committee or designee determines that such action is in the best interest of the City of Portsmouth. B. COOPERATIVE AGREEMENT: This procurement is being conducted under the provisions of Section of the Virginia Public Procurement Act Cooperative Procurement, as stated, a public body may purchase from another public body s contract even if it did not participate in the Request for Proposal, if the Request for Proposal specified that the procurement was being conducted on behalf of other public bodies. If authorized by the Contractor, the resultant contract may be extended to any jurisdiction within the Commonwealth of Virginia to purchase in contract prices in accordance with contract terms. Any jurisdiction using such contracts shall place its own orders directly 9

10 with the successful Contractor. The Rappahannock Rapidan Community Services acts only as the Contracting Agent and is not responsible of orders, payment or discrepancies of the participating jurisdictions. Offerors desiring to offer to other jurisdictions under the clause shall indicate in their response. ARE YOU WILLING TO OFFER TO OTHER JURISDICTIONS THESE SERVICES? C. QUESTIONS: Any questions about specifications must be addressed to the proposal writer or contact person indicated on the RFP cover sheet, no later than Friday, May 20, 2016, 4:30 PM. to be considered for an answer or clarification. Submit any questions in writing by or fax Necessary replies will be sent to all Offerors of record as an addendum which becomes part of the proposal package. 10

11 PRICING SCHEDULE MONTHLY CHARGE WHAT DOES THIS INCLUDE: Time allowed in monthly fee and cost per minute thereafter. CONFERENCE/PATCH CALL CHARGES WHAT DOES THIS INCLUDE HOLIDAY CHARGES: Are there any? WHAT DOES THIS INCLUDE OTHER CHARGES REPORT CHARGES 11

12 TERMS AND CONDITIONS GENERAL TERMS AND CONDITIONS A. PROCUREMENT REGULATIONS: This solicitation is subject to the provisions of the purchasing regulations of the Rappahannock-Rapidan Community Services and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of these regulations are available for review at the purchasing office and, in addition, a copy can be obtained Or by calling (540) , Procurement Department. B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with applicable federal, state and local laws and regulations. C. COMPLIANCE 1. GENERAL COMPLIANCE PROVISION: By signing this (Bid/Proposal), the (Bidder/Offeror) certifies that it is and will remain in full compliance with: The Federal Civil Rights Act of 1964, as amended. The Federal Immigration Reform and Control Act of The Virginia Fair Employment Act of 1975, as amended, where applicable. The Virginia Conflict of Interest Act. The Virginians With Disabilities Act. The Americans With Disabilities Act. Section (Employment Discrimination Act) of the Virginia Public Procurement Act. Section (Payment to Subcontractor) of the Virginia Public Procurement Act. Sections and (Ethics in Public Contracting) of the Virginia Public Procurement Act. The Antitrust laws of the United States and the Commonwealth of Virginia. The Health Insurance Portability and Accountability Act of 1996 (HIPPA). 2. ANTI-DISCRIMINATION: By submitting their bids or proposals bidders or offerors certify to the Community Services that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and Section of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with 12

13 public funds shall be subject to audit by the public body. (Code of Virginia, ). In every contract over $10,000 the provisions in 1. and 2. below apply: a. During the performance of this contract, the Contractor agrees as follows: ** The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. ** The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. ** Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section. b. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 3. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids or proposals, the bidders or offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Community Services all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Community Services under said contract. D. DRUG FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, drug-free workplace means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, 13

14 dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. E. ETHICS IN PUBLIC CONTRACTING: By submitting their bids or proposals, Bidders or Offerors certify that their bids or proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder/Offeror, supplier, manufacturer or subcontractor in connection with their bid or proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged. F. DEBARMENT STATUS: By submitting their bids or proposals, Bidders or Offerors certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by any agency of the Commonwealth of Virginia. G. MANDATORY USE OF CS FORM AND TERMS AND CONDITIONS: (1) Request For Proposals: Failure to submit a proposal on the official form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to any portion the solicitation may be cause for rejection of the proposal; however, the Community Services reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal. 14 H. CLARIFICATION OF TERMS: If any prospective Bidder or Offeror has questions about the specifications or other solicitation documents, the prospective Bidder or Offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer. I. PAYMENT: 1. To Prime Contractor: a) Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations). b) Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however. Invoices must show the contract or purchase order number assigned by the Community Services and shall be submitted by the contractor to the attention of (the fiscal office) and mailed to (address). c) All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

15 d) The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act. e) Unreasonable Charges. Under certain emergency procurement and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the RRCS shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve the CS of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, Section ). 2. To Subcontractors: a) A contractor awarded a contract under this solicitation is hereby obligated: 1) To pay the subcontractor(s) within seven (7) days of the contractor s receipt of payment from the CS for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or 2) To notify the CS and the subcontractor(s), in writing, of the contractor s intention to withhold payment and the reason. b) The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the CS, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A contractor s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the CS. J. PRECEDENCE OF TERMS: Except for Paragraphs titled Procurement Regulations, Applicable Law and Courts, Compliance, Debarment Status, Mandatory Use of CS Forms and Terms and Conditions, and Precedence of Terms herein, which shall apply in all instances, in the event there is a conflict between the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the special Terms and Conditions shall apply. K. DELIVERY POINT: Except when otherwise specified herein, all items shall be F.O.B. delivery point. 15

16 L. QUALIFICATIONS OF BIDDERS OR OFFERORS: The Community Services may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder or Offeror to perform the work/furnish the item(s) and the Bidder or Offeror shall furnish to the Community Services all such information and data for this purpose as may be requested. The Community Services reserves the right to inspect Bidder's or Offeror's physical facilities prior to award to satisfy questions regarding the Bidder's or Offeror's capabilities. The Community Services further reserves the right to reject any bid or proposal if the evidence submitted by, or investigations of, such Bidder or Offeror fails to satisfy the Community Services that such Bidder or Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein. M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Community Services. N. CHANGES TO THE CONTRACT - By written notice to the Contractor, the Community Services may from time to time make changes, within the general scope of the contract, in the services provided by the Contractor. The Contractor shall promptly comply with the notice and shall perform services in conformity to the notice. If any such change causes an increase or decrease in the Contractor's cost of performance, an equitable adjustment in the payment rate shall be negotiated and the contract modified accordingly by written supplemental agreement. O. TESTING AND INSPECTION: The Community Services reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification. P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Community Services, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Community Services may have. Q. RRCS DOES NOT DISCRIMINATE: RRCS does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or any other characteristic protected by law, in employment matters and in its programs and services. R. NON-DISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, or disability or against faith-based organizations. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider. S. TAXES: Sales to the Community Services are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued 16

17 upon request. Deliveries against this contract shall be free of Federal excise and transportation taxes. SPECIAL TERMS AND CONDITIONS 1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this bid/proposal, no indication of such sales or services to the (name of CS) will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Community Services has purchased or uses its products or services. 2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Community Services, whichever is sooner. The agency, its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period. 3. ADDITIONAL USERS: This procurement is being conducted on behalf of state agencies, institutions and other public bodies who may be added or deleted at anytime during the period of the contract. The addition or deletion of authorized users not specifically named in the solicitation shall be made only by written contract modification issued by this agency or institution and upon mutual agreement of the contractor. Such modification shall name the specific agency added or deleted and the effective date. The contractor shall not honor an order citing the resulting contract unless the ordering entity has been added by written contract modification. 4. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.. 5. AWARD OF CONTRACT: 1. Award: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. The Community Services may cancel this Request for Proposals or reject proposals, in whole or in part, at any time prior to an award, and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. (Section D, Code of Virginia.) Should the Community Services determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated 17

18 . and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor's proposal as negotiated. 6. ANNOUCMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the Rappahannock-Rapidan Community Services will publicly post such notice on the Procurement Bulletin on a board located at Bradford Road, Culpeper, VA BEST AND FINAL OFFER: At the conclusion of negotiations the offeror(s) may be asked to submit in writing, a best and final offer (BAFO). After the BAFO is submitted, no further negotiations shall be conducted with the offeror(s). The offeror s proposal will be rescored to combine and include the information contained in the BAFO. The decision to award will be based on the final evaluation including the BAFO 8. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (90) days. At the end of the (90) days the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. 9. BREACH: In the event of breach by the Contractor, the Community Services shall have the right to immediately, or thereafter, terminate the contract. In the alternative, the Community Services may give written notice to the Contractor specifying the breach and providing a period of time in which such breach must be corrected. Should the Community Services find that the Contractor has failed to properly cure any breach after being provided with appropriate notification then the Community Services can cause the contractual agreement between the Contractor and the Community Services to be terminated for breach. All remedies provided by law will then apply to those orders or the agreement as a whole. The Community Services failure to exercise its right to terminate for breach under this provision shall not be construed as a waiver of its right to terminate, rescind or revoke a contract in the event of any subsequent breach of any provisions of this Agreement. 10. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. 11. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients, will be collected and held confidential, during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual s and the agency s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement. 18

19 12. CONTINUITY OF SERVICES: a) The Contractor recognizes that the services under this contract are vital to the Agency and must be continued without interruption and that, upon contract expiration, a successor, either the Agency or another contractor, may continue them. The Contractor agrees: i) To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor; ii) To make all Agency owned facilities, equipment, and data available to any successor at an appropriate time prior to expiration of the contract to facilitate transition to successor; and iii) That the Agency Contracting Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor. b) The Contractor shall, upon written notice from the Contract Officer, furnish phasein/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer s approval. c) The contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in/phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work. 13. CONTRACT MANAGEMENT AND ADMINISTRATION: A contract manager will be appointed by the Community Services who will be responsible for monitoring contractor performance, resolving contractual issues, and interpreting contractual terms and conditions. Further, the Contract Manager may pursue any issue(s), relating to the contract agreement that results from this solicitation, that are in the best interest of the Community Services. The Contract Manager is not authorized to make or authorize changes to the contract, to approve additional work or expenditures, or to change deliverables or timeframes. Requests for such changes shall be directed to the Purchasing Officer. 14. CONTRACTOR/SUBCONTRACTOR LICENSE REQUIREMENT: By my signature on his solicitation, I certify that this firm/individual and/or subcontractor is properly licensed for providing the goods/services specified. Contractor Name: Subcontractor Name: License # Type: If a Bidder/Offeror shall fail to obtain the required license prior to submission of his bid/proposal, the bid/proposal shall not be considered. 15. CRIMINAL HISTORY: The Community Services reserves the right to restrict activities required to provide the services herein to only those persons who are without criminal conviction. This restriction shall not relieve the contractor of any requirements herein. Upon request of the Community Services the contractor shall obtain a criminal history background check on any person, employee or subcontractor used for the delivery of services herein. The Community Services may, in its sole decision, determine that an individual possessing a criminal conviction poses no risk or threat to the Community Services, its employees or clients, and may waive this restriction on a case by case basis. 16. DELIVERY: State your earliest firm delivery or performance date: 20. This date may be a factor in making the award. 19

20 17. DISCOUNTS - SPECIAL OR PROMOTIONAL DISCOUNTS: The Contractor shall extend any special promotional sale prices or discounts immediately to the Community Services during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price. 18. DISPUTES: Disputes shall be communicated between Contractor s assigned coordinator and assigned CS official, who will negotiate resolution of dispute. If the condition is not corrected, the coordinator and official shall meet with the CS s Contract Officer who will negotiate resolution of the dispute. If the condition is not corrected at the above level, a meeting shall be scheduled with the CS Executive Director or his/her designee by the CS Contract Officer, including all interested parties. The decision of the CS Executive Director/designee shall be final. 19. HUMAN RIGHTS: The Contractor shall comply with and adopt the Rappahannock-Rapidan Community Services Human Rights Policy. This policy complies with the Community Human Rights Regulations promulgated in 1986 and has been approved by the State Human rights Committee. 20. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows: From: 6/1/2016 4:00 Name of Bidder/Offeror Due Date Time RFP Street or Box Number IFB No./RFP No. Answering Service City, State, Zip Code IFB/RFP Title Name of Contract/Purchase Officer or Buyer: Brenda Lockhart The envelope should be addressed as directed on Page 1 of the solicitation. If a bid/proposal not contained in the special envelope is mailed, the Bidder or Offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid or proposal to be disqualified. Bids/Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other Bids/Proposals should be placed in the envelope. 21. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Community Services its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered. 22. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the Bidder or Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. For construction contracts, if any subcontractors are 20

21 involved, the subcontractor will have workers compensation insurance in accordance with Sections and et seq. Of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. The Rappahannock Rapidan Community Services is to be named ADDITIONAL INSURED. A Certificate of Insurance must be provided upon award. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100,000. C. General Liability - $2,000,000 combined single limit, $4,000,000 aggregate. The Community Services is to be named as an additional insured with respect to the Services being procured. These coverages are to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability. D. Automobile Liability - $500,000. Combined single limit. 23. INTEGRATION AND MODIFICATION: This contract constitutes the entire agreement between the Contractor and the Purchaser. No alteration, amendment or modification in the provisions of this agreement shall be effective unless reduced to writing, signed by the parties and attached hereto. 24. OBLIGATION OF OFFEROR: By submitting a proposal, the Offer covenants and agrees that he/she has satisfied him/herself, from his/her own investigation of conditions to be met, that he/she fully understands his/her obligation, and that he/she will not make any claim for, or have right to cancellation for relief from the contract because of misunderstanding or lack or information. 25. OWNERSHIP OF MATERIAL: Ownership of all data, material, and documentation, including electronic data and media originated and prepared for the Community Services pursuant to the RFP shall belong exclusively to the Community Services and be subject to public inspection in accordance with the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary. 26. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees. 27. REFERENCES: Offerors shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number. See Page