Third Party Claims Administration

ST. TAMMANY PARISH MICHAEL B. COOPER PARISH PRESIDENT PROCUREMENT DEPARTMENT P.O. BOX 628 | COVINGTON, LOUISIANA | 70434 | PROCUREMENT@STPGOV.ORG 985-898-2520 WWW.STPGOV.ORG NOTICE OF REQUEST FOR PROPOSALS ST. TAMMANY PARISH St. Tammany Parish Government is seeking responses for the following project: RFP# 24-5-3 – Third Party Claims Administration This RFP is available online at: LaPAC – Louisiana Procurement and Contract Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1 85 It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP. Responses will be received by the Department of

Procurement, until 2:00pm CST Thursday, April 11, 2024. RFP responses will be opened publicly at the physical location as stated in Section 1.4 of the RFP documents and only respondents who have submitted an RFP response shall be identified aloud. Prices shall not be read. Each response will be evaluated by designated Parish personnel after the submission deadline and public opening has passed. Each Proposal must be sealed. The outside of the envelope, box or package should be marked with the Proposer’s Name and Address, the Proposal Name, the RFP #, and the Proposal Opening Date. The successful Respondent must supply St. Tammany Parish Government with all required documentation as specified in the RFP documents. Said Respondent must also be in Good Standing and licensed to do business in the State of Louisiana. Proposals will be received at the St. Tammany Parish Government Department of Procurement Office, 21454 Koop Dr., Suite 2F, Mandeville LA., 70471 from each Respondent or his agent, or by certified mail with return receipt requested. Procurement Department https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 Version 2024 Q1 REQUEST FOR PROPOSAL ST. TAMMANY PARISH GOVERNMENT THIRD PARTY CLAIMS ADMINISTRATION RFP Number: 24-5-3 Proposal Opening Date: April 11, 2024 Proposal Opening Time: 2:00PM March 8, 2024 Version 2024 Q1 TABLE OF CONTENTS PART I: OVERVIEW.................................................................................................................... 1 1.1 Background/Purpose ........................................................................................................ 1 1.2 Definitions ....................................................................................................................... 1 1.3 Schedule of Events ........................................................................................................... 2 1.4 Proposal Submittal ........................................................................................................... 2 1.5 Proposal Response Format ............................................................................................... 3 PART II: SCOPE OF WORK/SERVICES .................................................................................... 5 2.1 Scope of Work/Services ................................................................................................... 5 2.2 Period of Agreement ........................................................................................................ 7 2.3 Price Schedule .................................................................................................................. 8 2.4 Deliverables ..................................................................................................................... 8 2.5 Location ........................................................................................................................... 8 PART III: EVALUATION ............................................................................................................ 8 PART IV: PERFORMANCE STANDARDS ............................................................................... 9 4.1 Performance Requirements .............................................................................................. 9 4.2 Performance Measurement/Evaluation ............................................................................ 9 PART V: GENERAL PROVISIONS ............................................................................................ 9 5.1 Legibility/Clarity ............................................................................................................. 9 5.2 Confidential Information, Trade Secrets, and Proprietary Information ........................... 9 5.3 Proposal Clarifications Prior to Submittal ..................................................................... 10 5.3.1 Pre-proposal Conference ........................................................................................... 9 5.3.2 Proposer Inquiry Periods......................................................................................... 10 5.3.3 Blackout Period...........................................................................................................10 5.4 Errors and Omissions in Proposal .................................................................................. 10 5.5 Performance Bond ......................................................................................................... 12 5.6 Changes, Addenda, Withdrawals ................................................................................... 12 5.7 Withdrawal of Proposal ................................................................................................. 12 5.8 Material in the RFP ........................................................................................................ 13 5.9 Waiver of Administrative Informalities ......................................................................... 11 5.10 Proposal Rejection ......................................................................................................... 11 5.11 Ownership of Proposal ................................................................................................... 11 5.12 Cost of Offer Preparation ............................................................................................... 12 5.13 Non-negotiable Contract Terms ..................................................................................... 13 5.14 Taxes .............................................................................................................................. 14 5.15 Proposal Validity ........................................................................................................... 14 5.16 Prime Contractor Responsibilities ................................................................................. 14 5.17 Use of Subcontractors .................................................................................................... 14 5.18 Written or Oral Discussions/Presentations .................................................................... 14 5.19 Acceptance of Proposal Content .................................................................................... 15 5.20 Evaluation and Selection ............................................................................................... 15 5.21 Contract Negotiations .................................................................................................... 14 5.22 Contract Award and Execution ...................................................................................... 15 5.23 Acknowledgment and Waiver of Protest Rights ............................................................ 16 Version 2024 Q1 5.24 Notice of Intent to Award .............................................................................................. 15 5.25 Insurance Requirements ................................................................................................. 17 5.26 Subcontractor Insurance ................................................................................................ 17 5.27 Indemnification and Limitation of Liability .................................................................. 17 5.27.1 Duty to Defend .......................................................................................................... 15 5.27.2 Contractor Liability ................................................................................................... 15 5.27.3 Force Majeure ..................................................................................................................... 16 5.27.4 Indemnification ......................................................................................................... 16 5.27.5 Intellectual Property Indemnification ....................................................................... 16 5.28 Fidelity Bond Requirements .......................................................................................... 17 5.29 Payment ......................................................................................................................... 17 5.29.1 Payment for Services .............................................................................................. 17 5.30 Termination .................................................................................................................... 17 5.30.1 Termination of the Contract for Cause ................................................................... 17 5.30.2 Termination of the Contract for Convenience ........................................................ 19 5.30.3 Termination for Non-Appropriation of Funds ........................................................ 19 5.30.4 Default of Contractor...................................................................................................18 5.31 Assignment .................................................................................................................... 20 5.32 No Guarantee of Quantities ........................................................................................... 20 5.33 Audit of Records ............................................................................................................ 20 5.34 Civil Rights Compliance ................................................................................................ 20 5.35 Record Retention ........................................................................................................... 19 5.36 Record Ownership ......................................................................................................... 19 5.37 Content of Contract/ Order of Precedence ..................................................................... 19 5.38 Contract Changes ........................................................................................................... 19 5.39 Substitution of Personnel ............................................................................................... 20 5.40 Governing Law .............................................................................................................. 20 5.41 Anti-Kickback Clause .................................................................................................... 20 5.42 Clean Air Act ................................................................................................................. 20 5.43 Energy Policy and Conservation Act ............................................................................. 20 5.44 Clean Water Act ............................................................................................................. 22 5.45 Anti-Lobbying and Debarment Act ............................................................................... 22 Attachment “A” – Pricing Sheet Attachment “B” – Sample Contract Attachment “C” – Acknowledgment and Waiver Attachment “D” – Insurance Requirements Attachment “E” – Affidavits Attachment “F-1” – Sample Scoring Matrix Attachment “F-2” – Vendor Scoring Matrix Attachment “G” – Sample Corporate Resolution Attachment “H” – Sample Certificate of Insurance Attachment “I” – 5 Year Loss Runs by Year Attachment “J” – Privacy Notice (This form is required at the time of submittal) 1 REQUEST FOR PROPOSAL FOR THIRD PARTY CLAIMS ADMINISTRATION PART I: OVERVIEW 1.1 Background/Purpose The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified Proposers who are interested in providing Third Party Claims Administration Services to St. Tammany Parish Government. Self-insured for approximately 30 years and has been with their current Third Party Administraion (TPA) since August, 2013. The Parish is seeking proposals at this time to allow the Parish to compare the qualifications of each TPA and evaluate competitive rates for services. Submittal of a proposal does not create any right or expectation to a contract with the Parish. Third Party Claims Administration Services for the Parish's Workers' Compensation/Employers Liability, General Liability, Automobile Liability, and Marine Liability, and shall provide record keeping and carrier reporting services for the Public Entity Management Liability (Public Officials Liability), Employment Practices Liability, Employee Benefits Liability claims and litigation. The selected TPA will coordinate services and communication through the Risk Management Division of the Chief Administrative Office and the Civil Division of the 22nd JDC District Attorney’s Office. Submittal of a proposal does not create any right or expectation to a contract with the Parish. 1.2 Definitions A. Shall – The term “shall” denotes mandatory requirements. B. Must - The term “must” denotes mandatory requirements. C. May - The term “may” denotes an advisory or permissible action. D. Should – The term “should” denotes a desirable action. E. Contractor – A Proposer who contracts with the Parish. F. Parish - St. Tammany Parish Government. G. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral communications/presentations with responsible Proposers who submit proposals in response to this RFP. H. RFP – Request for Proposal. I. Proposer – Person or entity responding to this RFP. J. Agreement – A contract between the Contractor and the Parish. 2 K. Evaluation Committee – Committee established for the purposes of evaluating proposals submitted in response to this RFP. 1.3 Schedule of Events Date Time (CT) 1. RFP Available March 13, 2024 8:00AM 2. Pre-Proposal Conference N/A 3. Deadline to receive written inquiries April 2, 2024 2:00 PM 4. Deadline to answer written inquiries April 8, 2024 2:00 PM 5. Proposal Opening Date April 11,2024 2:00 PM (deadline for submitting proposals) 6. Oral discussions with proposers, if applicable To be scheduled 7. Notice of Intent to Award to be mailed To be scheduled 8. Contract Initiation To be scheduled NOTE: The Parish reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP. 1.4 Proposal Submittal This RFP is available online at: LaPAC – Louisiana Procurement and Contract Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1 85 NOTE: LaPAC is the State’s online electronic solicitation notification system on the Office of State Procurement website. LaPAC provides an immediate e-mail notification to subscribing vendors of a STPGOV solicitation and any addenda posted. To receive the e-mail notification, vendors must register in the LaGov portal. Registration is intuitive at the following link: https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP. https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg 3 All proposals shall be received by the Procurement Department no later than the date and time shown in the Schedule of Events. Important - - Clearly mark outside of the sealed envelope, box or package with the following information and format: Χ Name and Address of Proposer Χ Proposal Name: THIRD PARTY CLAIMS ADMINISTRATION Χ RFP #: 24-5-3 Χ Proposal Opening Date: April 11, 2024 Proposals may only be sent via certified mail, hand-delivery or courier service to our physical location at: St. Tammany Parish Government Procurement Department 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471 Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The Parish is not responsible for any delays caused by the proposer’s chosen means of proposal delivery. Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening date and time shall result in rejection of the proposal. PROPOSALS SHALL BE OPENED PUBLICLY AT THE PHYSICAL LOCATION IDENTIFIED ABOVE AND ONLY PROPOSERS SUBMITTING PROPOSALS SHALL BE IDENTIFIED ALOUD. PRICES SHALL NOT BE READ. If the Proposer has not done business with the Parish, the Proposer should submit a W-9 with their response. 1.5 Proposal Response Format Proposals submitted for consideration should follow the format and order of presentation described below: A. Cover Letter: The cover letter should exhibit the Proposer’s understanding and approach to the project. It should contain a summary of Proposer’s ability to perform the services described in the RFP and confirm that Proposer is willing to perform those services and enter into a contract with the Parish. ATTENTION: Please indicate in the Cover Letter which of the following applies to the signer of this proposal. Evidence of signature authority shall be provided upon the Parish’s request. 1. The signer of the proposal is either a corporate officer who is listed on the most current annual report on file with the secretary of state or a member 4 of a partnership or partnership in commendam as reflected in the most current partnership records on file with the secretary of state. A copy of the annual report or partnership record must be submitted to the Parish before contract award. 2. The signer of the proposal is a representative of the Proposer authorized to submit this proposal as evidenced by documents such as, corporate resolution, certification as to corporate principal, etc. If this applies, a copy of the resolution, certification or other supportive documents must be submitted to the Parish before contract award. The cover letter should also: 1. Identify the submitting Proposer and provide its federal tax identification number; 2. Identify the name, title, address, telephone number, fax number, and email address of each person authorized by the Proposer to contractually obligate the Proposer; and 3. Identify the name, address, telephone number, fax number, and email address of the contact person for technical and contractual clarifications throughout the evaluation period. B. Table of Contents: Organized in the order cited in the format contained herein. C. Proposer Qualifications and Experience: History and background of Proposer, related services provided to government entities, existing customer satisfaction, volume of merchants, etc. Proposer should specifically provide a description of all relevant consulting assignments similar to the Project requested herein which have been completed by the Proposer within the last three (3) years (“Recent Projects”). The description of any such Recent Projects should include the following: 1. Name of the client; 2. Year of the assignment and length of time to complete the project; 3. Nature of the services rendered; and 4. Professionals assigned to the project who are also proposed to serve on this assignment. D. Proposed Solution/Technical Response: Illustrating and describing proposed technical solution and compliance with the RFP requirements as described in Attachment F-2 . E. Innovative Concepts: Presentation of innovative concepts, if any, for consideration. F. Project Schedule: Detailed schedule of implementation plan. This schedule is to include implementation actions and management plan for providing TPA services to the Parish, and describe the proposed transition and support plan for assumption of TPA services upon commencement of the proposed contract 5 including data transfer from previous TPA system, timelines, responsible parties, etc... Response should be developed incorporating all TPA responsibility and scope of service components of Part II below. G. Financial Proposal: Proposer’s fees and other costs, if any, shall be submitted on Attachment “A”. Prices proposed shall be firm for the duration of the contract. This financial proposal shall include any and all costs the Proposer wishes to have considered in the contractual arrangement with the Parish. H. References: Proposer should provide names, addresses, telephone numbers and contact persons for five (5) other public jurisdictions for which comparable services have recently been rendered, including a description of the services provided. I. Customer Service: Each Proposer should submit a provision for customer service, including personnel assigned, toll-free number, and account inquiry, etc. J. Resumes: Each Proposer should submit resumes for account manager, designated customer service representative(s) and any other key personnel to be assigned to this Project, including those of adjusters and subcontractors, if any. Provide detailed biographical information on the individual who will manage the Parish’s account including education, training and experience. Please also include biographical sketches of staff members who will assist the account manager or those staff members (adjusters and/or subcontractors) expected to be assigned to the services. Please attach a copy of licenses and certifications, if required to hold such licenses by the State or any other agency. K. Additional Information: Each Proposer should submit any other information deemed pertinent by the Proposer including terms and conditions which the Proposer wishes the Parish to consider. L. Acknowledgment and Waiver: Proposer shall execute and have notarized an Acknowledgment and Waiver (Attachment “C” hereto). M. Multiple Copies of Response: Each Proposer shall submit one (1) signed original response. Four (4) additional copies of the proposal should be provided and one (1) electronic copy via USB or CD. PART II: SCOPE OF WORK/SERVICES 2.1 Scope of Work/Services A. Third Party Administratin (TPA) shall investigate, evaluate, adjust and handle Auto Liability, General Liability, Marine Liability and Workers' Compensation/Employers' Liability claims and present their recommendations to the Parish for consideration; TPA shall provide record keeping services and carrier reporting services for Litigation, Public Entity Management 6 Liability (Public Officials Liability), Employment Practices Liability, and Employee Benefits Liability. TPA shall have no settlement authority and must agree not to settle or deny any claim without approval of the Parish Risk Manager, or other designated Parish representative. Final decision for settlement shall rest with the Parish. Any settlement is to include preparation and actuation of all necessary stipulations, compromise, and release agreements. B. TPA will provide the Parish with monthly and annual, and/or as may be reasonably requested by Parish, detailed Risk Management Information Reports (RMIS) including, but not limited to, loss runs, check registers, reserve transaction journal and large loss listing. Other RMIS services, including but not limited to data conversion, systems modification and additional report distribution, shall also be provided as reasonably necessary. C. TPA will provide the Parish's designated representatives real-time access to all claim files, including, but not limited to, all adjuster notes, supervisory notes, field case management notes, diary items, payment records, medical bills and expense bills in an electronic manner with internet based access available to the Parish. TPA will provide training to Parish on access to and use of their computer system for reviewing claims and running reports. TPA agrees the Parish shall have all right, title, interest, and ownership to all loss statistics and claim files created as a result of the services to be provided by the proposer. Further, at the sole option of the Parish, and upon fifteen (15) days written notice, the proposer shall deliver such files to the Parish. Upon termination of the contract, at the sole expense of the proposer, the proposer shall provide the Parish with computer tapes or other computer media containing all of the claims data in a format generally importable into a commonly recognized database for claims administration services D. TPA will provide a Key Account Manager to be the interface for set-up and on-going relationship with the Parish. E. TPA will provide the Parish insurance Agent and Insurance Companies with annual and quarterly detailed and summarized loss run statements as required by the Insurance company contract. F. TPA will be responsible to comply with all rules, regulations and reporting requirements promulgated by State of Louisiana under the Workers' Compensation law in a timely fashion. G. TPA will be responsible for filing applicable workers compensation claims with the State of Louisiana Second Injury Fund in a timely fashion, and to comply with all rules, regulations and reporting requirements of the Louisiana Workers' Compensation Second Injury Fund. H. TPA will be responsible for filing 1099's and 1096's for any claim payments it may make on behalf of the Parish. I. TPA will assume the responsibility for notification to any excess insurance carrier of claims and will provide timely reports as required by each carrier. J. TPA shall perform as agent for the Parish and shall comply with the mandatory reporting 7 requirements of Section 111 of the Medicare, Medicaid and SCHIP Extension Act of 2007. The Parish shall be the designated as the Responsible Reporting Entity (RRE) with CMS and its Coordination of Benefits Contractor (COBC). TPA agrees to timely collect and transmit required data electronically to the COBC as well as to interact and negotiate settlements with Medicare where necessary. K. TPA shall provide Medical Cost Containment (bill review) services for the Parish's workers' compensation medical claims. TPA shall ensure the Parish receives the maximum reductions and discounts it is entitled on all medical bills presented to it for payment. If applicable, TPA will serve as consultant to the Parish on bill reduction disputes and litigation at no additional cost to the Parish. L. TPA shall meet with The Parish on a monthly basis, or as reasonably requested, to examine loss runs and to discuss claims and other matters pertaining to the services provided under this contract. TPA shall present settlement recommendations and make recommendations regarding claims processes and procedures. Unless specifically requested by The Parish to attend a meeting in person, all meetings will be held via telephone conference and shall include the Parish's Risk Manager, or other Parish designated representative, TPA's Key Account Manager, and all adjusters assigned to the Parish's claims. TPA shall meet at least three (3) times annually with the Parish and possibly the Parish's legal counsel to discuss litigation files. The Parish's litigation is primarily assigned to the Civil Division of the 22nd JDC District Attorney’s Office. M. The TPA shall cooperate with the Attorneys, or designated outside counsel, in the handling of litigated claims and provide independent investigators or other experts as deemed necessary if directed to do so. N. The TPA shall obtain and maintain at all times all permits, licenses and certificates required in connection with the services provided. It shall be licensed by and authorized to do business in the State of Louisiana. O. The selected TPA must be evaluated and approved by the Parish's insurance carrier(s). P. The TPA will be allowed authority to set reserves up to $10,000, however the TPA will have no settlement authority without Parish approval. 2.2 Period of Agreement The Parish and selected Contractor agree that the term of the contract shall be five (5) year(s), with an option to renew for an additional two (2) year(s). Renewal is at the Parish’s option and upon acceptance of the Contractor. The term of any contract resulting from this solicitation shall begin on the date of the Parish President’s signature or approval in writing by the Parish President or designee. The contract shall terminate pursuant to the terms and conditions of section 5.31 herein, the terms and conditions of the contract, operation of law, as agreed between the parties, or upon satisfactory completion of all services and obligations described in the contract. 8 2.3 Price Schedule Prices proposed by the Proposers shall be firm for the term of the contract. 2.4 Deliverables The deliverables listed in this section are the minimum desired from the successful Proposer. Every Proposer should describe what deliverables will be provided per their proposal and how the proposed deliverables will be provided. 2.5 Location Omitted as not applicable to this RFP PART III: EVALUATION The Proposer must clearly designate that they meet each category of the scoring criteria stated below. The Proposer must briefly describe how their company satisfies the requirement and where in their response supports that requirement. Failure to comply with this requirement may negatively affect the overall score. Please refer to Attachment F. The evaluation committee shall assign points to its evaluation of each Proposal as follows: Evaluation Criteria Possible Points Compliance with the RFP 10 Qualifications of the Respondent, including, but not limited to, its Administration, Management and personnel assigned to similar accounts 25 Implementation Plan 20 Background and Experience 20 Proposal quality and references 10 Overall costs and fees to be charged 5 Acknowledging Addendums and Clarifications Issued 10 Total 100 The proposal will be evaluated in light of the material and the substantiating evidence presented to the Parish, not on the basis of what may be inferred. 9 The scores will be combined to determine the overall score. The Proposer with the highest overall score will be recommended for award. PART IV: PERFORMANCE STANDARDS 4.1 Performance Requirements Refer to Scope of Services 4.2 Performance Measurement/Evaluation Omitted as not applicable to this RFP PART V: GENERAL PROVISIONS 5.1 Legibility/Clarity Responses to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The Proposer’s response is to demonstrate an understanding of the requirements. Proposals shall be prepared providing a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP. Each Proposer is solely responsible for the accuracy and completeness of its proposal. 5.2 Confidential Information, Trade Secrets, and Proprietary Information The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion of the proposal. The cost proposal will not be considered confidential under any circumstance. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse. For the purposes of this procurement, the provisions of the Louisiana Public Records Act (LSA- R.S. 44.1, et. seq.) will be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this procurement may not be subject to public disclosure, protections must be claimed by the Proposer at the time of submission of its Technical Proposal. Proposers should refer to the Louisiana Public Records Act for further clarification. The Proposer must clearly designate the part of the proposal that contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s) of his proposal sought to be restricted in accordance with the conditions of the legend: 10 “The data contained in pages _____of the proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this proposal, the Parish of St. Tammany shall have the right to use or disclose the data therein to the extent provided in the contract. This restriction does not limit the Parish of St. Tammany’s right to use or disclose data obtained from any source, including the Proposer, without restrictions.” Further, to protect such data, each page containing such data shall be specifically identified and marked “CONFIDENTIAL”. Proposers must be prepared to defend the reasons why the material should be held confidential. If a competing proposer or other person seeks review or copies of another proposer's confidential data, the Parish will notify the owner of the asserted data of the request. If the owner of the asserted data does not want the information disclosed, it must agree to indemnify the Parish and hold the Parish harmless against all actions or court proceedings that may ensue (including attorney's fees), which seek to order the Parish to disclose the information. If the owner of the asserted data refuses to indemnify and hold the state harmless, the Parish may disclose the information. The Parish reserves the right to make any proposal, including proprietary information contained therein, available to Parish personnel, the Parish Council, or other Parish and state agencies or organizations for the sole purpose of assisting the Parish in its evaluation of the proposal. The Parish shall require said individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in these evaluations. If your proposal contains confidential information, you should also submit a redacted copy along with your proposal. If you do not submit the redacted copy, you will be required to submit this copy within 48 hours of notification from the Procurement Department. When submitting your redacted copy, you should clearly mark the cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee member. The redacted copy should also state which sections or information have been removed. 5.3 Proposal Clarifications Prior to Submittal 5.3.1 Pre-proposal Conference Omitted as not applicable to this RFP 5.3.2 Proposer Inquiry Periods The Parish shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and Parish operations. The Parish reasonably expects and requires responsible and interested proposers to conduct their in-depth proposal review and submit inquiries in a timely manner. 11 An inquiry period is hereby firmly set for all interested Proposers to perform a detailed review of the proposal documents and to submit any written inquiries relative thereto. Without exception, all inquiries MUST be submitted in writing by an authorized representative of the Proposer, clearly cross-referenced to the relevant solicitation section (even if an answer has already been given to an oral question during a Pre-proposal Conference). All inquiries must be received by the close of business on the Inquiry Deadline date set forth in Section 1.3 Schedule of Events of this RFP. Only those inquiries received by the established deadline shall be considered by the Parish. Inquiries received after the established deadline shall not be entertained. Inquiries concerning this solicitation may be delivered by e-mail or hand-delivery to: St. Tammany Parish Government Procurement Department Attn: Director of Procurement 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471 E-Mail: procurement@stpgov.org An addendum will be issued and posted on LaPAC (Louisiana Procurement and Contract Network)https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1 85 to address all inquiries received and any other changes or clarifications to the solicitation. Thereafter, all proposal documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand as written and/or amended by any addendum. No negotiations, decisions, or actions shall be executed by any Proposer as a result of any oral discussions with any Parish employee or Parish consultant. It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a Proposer’s failure to download any addenda documents required to complete an RFP. 5.3.3 Blackout Period The Blackout Period is a specified period of time during a competitive sealed procurement process in which any Proposer, Bidder, or its Agent or Representative is prohibited from communicating with any Parish employee or Contractor of the Parish involved in any step in the procurement process about the affected procurement. The Blackout Period applies not only to Parish employees, but also to any Contractor of the Parish. “Involvement” in the procurement process includes but may not be limited to project management, design, development, implementation, procurement management, development of specifications, and evaluation of proposals for a particular procurement. All solicitations for competitive sealed procurements will identify a designated contact person, as per Section 5.3.2 of this RFP. All communications to and from potential Proposers, Bidders, vendors and/or its representatives during the Blackout Period must be in accordance with this solicitation’s defined method of communication with the designated contact person. The Blackout Period will begin upon posting of the solicitation. The Blackout Period will end when the Contract is awarded. In those instances in which a prospective Proposer is also an incumbent Contractor, the Parish and the incumbent Contractor may contact each other with respect to the existing contract only. Under no circumstances may the Parish and the incumbent Contractor and/or its representative(s) discuss the blacked-out procurement. Any Bidder, Proposer, or Parish Contractor who violates the Blackout Period may be liable to the Parish in damages and/or subject to any other remedy allowed by law. Further, failure to comply mailto:procurement@stpgov.org https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185 12 with these requirements may result in the Proposal’s disqualification. Any costs associated with cancellation or termination will be the responsibility of the Proposer or Bidder. Notwithstanding the foregoing, the Blackout Period shall not apply to: 1. Duly noticed site visits and/or conferences for Bidders or Proposers; 2. Oral presentations during the evaluation process; or 3. Communications regarding a particular solicitation between any person and staff of the procuring agency provided the communication is limited strictly to matters of procedure. Procedural matters include deadlines for decisions or submission of proposals and the proper means of communicating regarding the procurement, but shall not include any substantive matter related to the particular procurement or requirements of the RFP. 5.4 Errors and Omissions in Proposal The Parish will not be liable for any error in the proposal. Proposer will not be allowed to alter proposal documents after the deadline for proposal submission, except under the following condition: the Parish reserves the right to make corrections or clarifications due to patent errors identified in proposals by the Parish or the Proposer. The Parish, at its option, has the right to request clarification or additional information from the Proposer. 5.5 Performance Bond Omitted as not applicable to this RFP 5.6 Changes, Addenda, Withdrawals The Parish reserves the right to change the Schedule of Events or issue Addenda to the RFP at any time. The Parish also reserves the right to cancel or reissue the RFP. If the Proposer needs to submit changes or addenda, such shall be submitted in writing, signed by an authorized representative of the Proposer, cross-referenced clearly to the relevant proposal section, prior to the proposal opening, and should be submitted in a sealed envelope. Such shall meet all requirements for the proposal. 5.7 Withdrawal of Proposal A Proposer may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by the authorized representative of the Proposer must be submitted to the Procurement Department. 13 5.8 Material in the RFP Proposals shall be based only on the material contained in this RFP. The RFP includes official responses to questions, addenda, and other material, which may be provided by the Parish pursuant to the RFP. 5.9 Waiver of Administrative Informalities The Parish reserves the right, at its sole discretion, to waive administrative informalities contained in any proposal. 5.10 Proposal Rejection Issuance of this RFP in no way constitutes a commitment by the Parish to award a contract. The Parish reserves the right to accept or reject any or all proposals submitted or to cancel this RFP if it is in the best interest of the Parish to do so. 5.11 Ownership of Proposal All materials (paper content only) submitted in response to this request become the property of the Parish. Selection or rejection of a response does not affect this right. All proposals submitted will be retained by the Parish and not returned to Proposers. Any copyrighted materials in the response are not transferred to the Parish. 5.12 Cost of Offer Preparation The Parish is not liable for any costs incurred by prospective Proposers or Contractors prior to issuance of or entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Parish. 5.13 Non-negotiable Contract Terms Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records, EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes, governing law, claims or controversies, and termination based on contingency of appropriation of funds. 14 5.14 Taxes Any taxes, other than state and local sales and use taxes from which the Parish is exempt, shall be assumed to be included within the Proposer’s cost. 5.15 Proposal Validity All proposals shall be considered valid for acceptance until such time an award is made, unless the Proposer provides for a different time period within its proposal response. However, the Parish reserves the right to reject a proposal if the Proposer’s acceptance period is unacceptable and the Proposer is unwilling to extend the validity of its proposal. 5.16 Prime Contractor Responsibilities The selected Proposer shall be required to assume responsibility for all items and services offered in his proposal whether or not he produces or provides them. The Parish shall consider the selected Proposer to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 5.17 Use of Subcontractors Each Contractor shall serve as the single prime contractor for all work performed pursuant to its contract. That prime contractor shall be responsible for all deliverables referenced in this RFP. This general requirement notwithstanding, Proposers may enter into subcontractor arrangements. Proposers may submit a proposal in response to this RFP, which identifies subcontract(s) with others, provided that the prime contractor acknowledges total responsibility for the entire contract. If it becomes necessary for the prime contractor to use subcontractors, the Parish urges the prime contractor to use Louisiana vendors, including small and emerging businesses, a small entrepreneurship or a veteran or service-connected disabled veteran-owned small entrepreneurship, if practical. In all events, any subcontractor used by the prime should be identified to the Parish. Information required of the prime contractor under the terms of this RFP, is also required for each subcontractor and the subcontractors must agree to be bound by the terms of the contract. The prime contractor shall assume total responsibility for compliance. 5.18 Written or Oral Discussions/Presentations Written or oral discussions may be conducted with Proposers who submit proposals determined to be reasonably susceptible of being selected for award; however, the Parish reserves the right to enter into an Agreement without further discussion of the proposal submitted based on the initial offers received. Any such written or oral discussion shall be initiated by the Parish. Any commitments or representations made during these discussions, if conducted, may become formally recorded in the final contract. 15 Written or oral discussions/presentations for clarification may be conducted to enhance the Parish's understanding of any or all of the proposals submitted. Any such written or oral discussions/presentations shall be initiated by the Parish. Proposals may be accepted without such discussions. 5.19 Acceptance of Proposal Content The mandatory RFP requirements shall become contractual obligations if a contract ensues. Failure of the successful Proposer to accept these obligations shall result in the rejection of the proposal 5.20 Evaluation and Selection All responses received as a result of this RFP are subject to evaluation by the Evaluation Committee for the purpose of selecting the Proposer with whom the Parish shall contract. To evaluate all proposals, a committee whose members have expertise in various areas has been selected. This committee will determine which proposals are reasonably susceptible of being selected for award. If required, written or oral discussions may be conducted with any or all of the Proposers to make this determination. Any such written or oral discussions shall be initiated by the Evaluation Committee. Results of the evaluations will be provided by the Evaluation Committee to the Procurement Director. Written recommendation for award shall be made for the Proposer whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered. The committee may reject any or all proposals if none is considered in the best interest of the Parish. 5.21 Contract Negotiations If for any reason the Proposer whose proposal is most responsive to the Parish's needs, price and other evaluation factors set forth in the RFP considered, does not agree to a contract, that proposal shall be rejected and the Parish may negotiate with the next most responsive Proposer. Negotiation may include revision of non-mandatory terms, conditions, and requirements. The Procurement Department must approve the final contract form and issue a purchase order, if applicable, to complete the process. 5.22 Contract Award and Execution The Parish reserves the right to enter into a contract without further discussion of the proposal submitted based on the initial offers received. 16 The RFP, including any addenda, and the proposal of the selected Contractor will become part of any contract initiated by the Parish. Proposers are discouraged from submitting their own standard terms and conditions with their proposals. Proposers should address the specific language in the sample contract in Attachment “B” of this RFP and submit any exceptions or deviations the Proposer wishes to negotiate. The proposed terms will be negotiated before a final contract is entered. Mandatory terms and conditions are not negotiable. If the contract negotiation period exceeds thirty (30) days or if the selected Proposer fails to sign the contract within ten (10) calendar days of delivery of it, the Parish may elect to cancel the award and award the contract to the next-highest-ranked Proposer. Award shall be made to the Proposer with the highest points, whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered. The Parish intends to award to a single Proposer. In accordance with Louisiana Law, all corporations (See LA R.S. 12:26.1) and Limited Liability Companies (See LA R.S. 12:1308.2) must be registered and in good standing with the Louisiana Secretary of State in order to hold a contract. 5.23 Acknowledgment and Waiver of Protest Rights Proposer shall execute an Acknowledgment and Waiver (the “Waiver”) (Attachment “C”) and shall produce same to the Parish along with its proposal. Such Waiver shall state that Proposer has read this RFP and the Waiver, and understands that the Parish’s obligations under this RFP are not dictated by Louisiana Public Bid Law or the Louisiana Procurement Code. As such, Proposer understands that it is provided no opportunity for protest and waives all such rights. 5.24 Notice of Intent to Award Upon review and approval of the evaluation committee’s and agency’s recommendation for award, the Procurement Department will issue a “Notice of Intent to Award” letter to the apparent successful Proposer. A contract shall be completed and signed by all parties concerned on or before the date indicated in the “Schedule of Events.” If this date is not met, through no fault of the Parish, the Parish may elect to cancel the “Notice of Intent to Award” letter and make the award to the next most advantageous Proposer. The Procurement Department will also notify all unsuccessful Proposers as to the outcome of the evaluation process. The evaluation factors, points, evaluation committee member names, and the completed evaluation summary and recommendation report will be made available to all interested parties after the “Notice of Intent to Award” letter has been issued. 17 5.25 Insurance Requirements The Contractor shall comply with all insurance requirements of the Parish as contained in Attachment “D”. All policies of insurance shall meet the requirements of the Parish prior to the commencing of any work. The Parish has the right, but not the duty, to approve all insurance policies prior to the commencing of any work. Contractor shall furnish the Parish with certificates of insurance effecting coverage(s) required by the RFP (see Attachment “D”). The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be received and approved by the Parish before work commences. The Parish reserves the right to require complete certified copies of all required policies, at any time. 5.26 Subcontractor Insurance The Contractor shall include all subcontractors as insured’s under its policies or shall insure that all subcontractors satisfy the same insurance requirements stated herein for the contractor. 5.27 Indemnification and Limitation of Liability 5.27.1 Duty to Defend Upon notice of any claim, demand, suit, or cause of action against the Parish, alleged to arise out of or be related to this Contract, Contractor shall investigate, handle, respond to, provide defense for, and defend at its sole expense, even if the claim, demand, suit, or cause of action is groundless, false, or fraudulent. The Parish may, but is not required to, consult with or assist the Contractor, but this assistance shall not affect the Contractor’s obligations, duties, and responsibilities under this section. Contractor shall obtain the Parish’s written consent before entering into any settlement or dismissal. 5.27.2 Contractor Liability Contractor shall be liable without limitation to the Parish for any and all injury, death, damage, loss, destruction, damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities of every name and description, which may occur or in any way arise out of any act or omission of Contractor, its owners, agents, employees, partners or subcontractors. 5.27.3 Force Majeure It is understood and agreed that neither party can foresee the exigencies beyond the control of each party which arise by reason of an Act of God or force majeure; therefore, neither party shall be liable for any delay or failure in performance beyond its control resulting from an Act of God or force majeure. The Parish shall determine whether a delay or failure results from an Act of God or force majeure based on its review of all facts and circumstances. The parties shall use reasonable efforts, including but not limited to, use of continuation of operations plans (COOP), business continuity plans, and disaster recovery plans, to eliminate or minimize the effect of such events upon the performance of their respective duties under this Contract. 18 5.27.4 Indemnification Contractor shall fully indemnify and hold harmless the Parish, without limitation, for any and all injury, death, damage, loss, destruction, damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities of every name and description, which may occur or in any way arise out of any act or omission of Contractor, its owners, agents, employees, partners or subcontractors. The Contractor shall not indemnify for the portion of any loss or damage arising from the Parish’s act or failure to act. 5.27.5 Intellectual Property Indemnification Contractor shall fully indemnify and hold harmless the Parish, without limitation, from and against damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities in any action for infringement of any intellectual property right, including but not limited to, trademark, trade-secret, copyright, and patent rights. When a dispute or claim arises relative to a real or anticipated infringement, the Contractor, at its sole expense, shall submit information and documentation, including formal patent attorney opinions, as required by the Parish. If the use of the product, material, service, or any component thereof is enjoined for any reason or if the Contractor believes that it may be enjoined, Contractor, while ensuring appropriate migration and implementation, data integrity, and minimal delays of performance, shall at its sole expense and in the following order of precedence: (i) obtain for the Parish the right to continue using such product, material, service, or component thereof; (ii) modify the product, material, service, or component thereof so that it becomes a non-infringing product, material, or service of at least equal quality and performance; (iii) replace the product, material, service, or component thereof so that it becomes a non-infringing product, material, or service of at least equal quality and performance; or, (iv) provide the Parish monetary compensation for all payments made under the Contract related to the infringing product, material, service, or component, plus for all costs incurred to procure and implement a non-infringing product, material, or service of at least equal quality and performance. Until this obligation has been satisfied, the Contractor remains in default. The Contractor shall not be obligated to indemnify that portion of a claim or dispute based upon the Parish’s unauthorized: i) modification or alteration of the product, material or service; ii) use of the product, material or service in combination with other products not furnished by Contractor; or, iii) use of the product, material or service in other than the specified operating conditions and environment. 5.28 Fidelity Bond Requirements Omitted as not applicable to this RFP 5.29 Payment Omitted as not applicable to this RFP 19 5.29.1 Payment for Services The Parish shall pay Contractor in accordance with the Pricing Schedule set forth in Attachment “A”. The Contractor may invoice the Parish monthly at the billing address designated by the Parish. Payments will be made by the Parish within approximately thirty (30) days after receipt of a properly executed invoice, and approval by the Parish. Invoices shall include the purchase order number. Invoices submitted without this information will not be approved for payment until the required information is provided/reflected on the invoice. 5.30 Termination 5.30.1 Termination of the Contract for Cause The Parish may terminate the contract for cause based upon the failure of the Contractor to comply with the terms and/or conditions of the contract, or failure to fulfill its performance obligations pursuant to the contract, provided that the Parish shall give the Contractor written notice specifying the Contractor’s failure. If within thirty (30) days after receipt of such notice, the Contractor shall not have corrected such failure or, in the case of failure which cannot be corrected in thirty (30) days, begun in good faith to correct such failure and thereafter proceeded diligently to complete such correction, then the Parish may, at its option, place the Contractor in default and the contract shall terminate on the date specified in such notice. The Contractor may exercise any rights available to it under Louisiana law to terminate for cause upon the failure of the Parish to comply with the terms and conditions of the contract, provided that the Contractor shall give the Parish written notice specifying the Parish’s failure and a reasonable opportunity for the Parish to cure the defect. 5.30.2 Termination of the Contract for Convenience The Parish may terminate the contract at any time by giving thirty (30) days written notice to the Contractor of such termination or negotiating with the Contractor an effective date. The Contractor shall be entitled to payment for deliverables in progress, to the extent work has been performed satisfactorily. 5.30.3 Termination for Non-Appropriation of Funds The continuance of the contract is contingent upon the appropriation of funds to fulfill the requirements of the contract by the Parish Council. If the Parish Council fails to appropriate sufficient monies to provide for the continuation of the contract, or if such appropriation is reduced for any lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated. 20 5.30.4 Default of Contractor Failure to complete or deliver within the time specified or to provide the services as specified in the bid or response will constitute a default and may cause cancellation of the contract. Where the Parish has determined the contractor to be in default. The Parish reserves the right to purchase any or all products or services covered by the contract on the open market and to charge the contractor with the cost in excess of the contract price. Until such assessed charges have been paid, no subsequent bid or response from the defaulting contractor will be considered. 5.31 Assignment The Contractor shall not assign any interest in the contract by assignment, transfer, or novation, without prior written consent of the Parish. This provision shall not be construed to prohibit the contractor from assigning his bank, trust company, or other financial institution any money due or to become due from approved contracts without such prior written consent. Notice of any such assignment or transfer shall be furnished promptly to the Parish. 5.32 No Guarantee of Quantities The quantities referenced in the RFP are estimated to be the amount needed. In the event a greater or lesser quantity is needed, the right is reserved by the Parish to increase or decrease the amount, at the unit price stated in the proposal. The Parish does not obligate itself to contract for or accept more than its actual requirements during the period of the contract, as determined by actual needs and availability of appropriated funds. 5.33 Audit of Records The Parish Auditor, state auditors, federal auditors or others so designated by the Parish, shall have the option to audit all accounts directly pertaining to the resulting contract for a period of five (5) years after Project acceptance or as required by applicable State and Federal law. Records shall be made available during normal working hours for this purpose. 5.34 Civil Rights Compliance The Contractor agrees to abide by the requirements of the following as applicable: Title VI and Title VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Act of 1975, and Contractor agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Contractor agrees not to discriminate in its employment practices, and will render services under the contract and any contract without regard to race, color, religion, sex, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by Contractor, or failure to comply with these statutory obligations when applicable shall be grounds for termination of the contract. 21 5.35 Record Retention The Contractor shall maintain all records in relation to the contract for a period of at least five (5) years after final payment. 5.36 Record Ownership All records, reports, documents, or other material related to any contract resulting from this RFP and/or obtained or prepared by Contractor in connection with the performance of the services contracted for herein shall become the property of the Parish and shall, upon request, be returned by Contractor to the Parish, at Contractor’s expense, at termination or expiration of the contract. 5.37 Content of Contract/ Order of Precedence In the event of an inconsistency between the contract, the RFP and/or the Contractor's Proposal, the inconsistency shall be resolved by giving precedence first to the final contract, then to the RFP and subsequent addenda (if any) and finally, the Contractor's Proposal. 5.38 Contract Changes No additional changes, enhancements, or modifications to any contract resulting from this RFP shall be made without the prior approval of the Parish. Changes to the contract include any change in: compensation; beginning/ ending date of the contract; scope of work; and/or Contractor change through the Assignment of Contract process. Any such changes, once approved, will result in the issuance of an amendment to the contract. 5.39 Substitution of Personnel The Parish intends to include in any contract resulting from this RFP the following condition: Substitution of Personnel: If, during the term of the contract, the Contractor or subcontractor cannot provide the personnel as proposed and requests a substitution, that substitution shall meet or exceed the requirements stated herein. A detailed resume of qualifications and justification is to be submitted to the Parish for approval prior to any personnel substitution. It shall be acknowledged by the Contractor that every reasonable attempt shall be made to assign the personnel listed in the Contractor’s proposal. 5.40 Governing Law All activities associated with this RFP process shall be interpreted under Louisiana Law. All proposals and contracts submitted are subject to provisions of the laws of the State of Louisiana and specifications listed in this RFP. Jurisdiction and venue for any suit filed in connection with 22 this RFP process and contract shall be exclusive to the 22nd Judicial District Court for the Parish of St. Tammany, State of Louisiana. 5.41 Anti-Kickback Clause The Contractor hereby agrees to adhere to the mandate dictated by the Copeland "Anti-Kickback" Act which provides that each Contractor or subgrantee shall be prohibited from inducing, by any means, any person employed in the completion of work, to give up any part of the compensation to which he is otherwise entitled. 5.42 Clean Air Act The Contractor hereby agrees to adhere to the provisions which require compliance with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA list of Violating Facilities. 5.43 Energy Policy and Conservation Act The Contractor hereby recognizes the mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plan issued in compliance with the Energy Policy and Conservation Act (P.L. 94-163). 5.44 Clean Water Act The Contractor hereby agrees to adhere to the provisions which require compliance with all applicable standards, orders, or requirements issued under Section 508 of the Clean Water Act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA List of Violating Facilities. 5.45 Anti-Lobbying and Debarment Act The Contractor will be expected to comply with Federal statutes required in the Anti-Lobbying Act and the Debarment Act. Attachment “C” – Acknowledgment and Waiver ACKNOWLEDGMENT AND WAIVER __________________________________ (“Proposer”) hereby acknowledges that it has received Request for Proposal No. __________________ (“RFP”), issued by the St. Tammany Parish Government, and has been advised that same is not subject to the Louisiana Public Bid Law or the Louisiana Procurement Code. As such, Proposer understands and acknowledges that it has not been granted and otherwise possesses no right to protest, contest, debate or otherwise call in question the processes, procedures, methodology or results of the RFP or the selection of a Contractor in connection therewith. To the extent that the Proposer may otherwise have any such rights, Proposer herein waives all such rights to protest, contest, debate or otherwise call in question the processes, procedures, methodology or results of the RFP or the selection of a Contractor in connection therewith and agrees it will not file claims of any type or manner, in a court of law or otherwise, in any way related to same. SIGNED, this __________ day of ___________________, 202__. WITNESSES: _____________________________________ Proposer _______________________________________ By:__________________________________ Printed Name: ___________________________ (Signature of Authorized Representative) Printed Name: ________________________ _______________________________________ Title: _______________________________ Printed Name: ___________________________ STATE OF _______________________________ PARISH/COUNTY OF _____________________ SWORN TO and subscribed before me, Notary, on this _____ day of _________________, 202__. ______________________________________ NOTARY PUBLIC My Commission Expires: _________________ Attachment A Version 2022 Q1 Proposal Pricing Sheet RFP # 24-5-3 Third Party Claims Administration Services Contractor agrees to abide by all St. Tammany Parish Government (Parish) General Conditions (furnished upon request), and acknowledges receipt of and has reviewed a copy of the Parish's Insurance Requirements (as attached) and agrees to maintain such insurance coverage(s) throughout the duration of the project, as well as for any subsequent warranty periods. If awarded the project, Contractor agrees that no work is to commence under any circumstance until the Contractor is provided a notice to proceed by the Parish. Contractor must acknowledge all addenda. Enter the number the Parish has assigned to each of the addenda that the Contractor is acknowledging. The Contractor acknowledges receipt of the following: ADDENDA: _____________________ Contractor: _____________________________________________________________________________________ Address Line 1:__________________________________________________________________________________ Address Line 2:__________________________________________________________________________________ City:______________________________________ State:_________________________ Zip:___________________ Phone: ____________________________ Email: __________________________________ Total quote amount (Dollars): $_________________________________________________ Total quote amount (Written): __________________________________________________ Contractor Signature: __________________________________________________ Date: __________________ Contractor Printed Name: _______________________________________________________________________ Attachment B CONTRACT FOR PROFESSIONAL SERVICES Contract No.: «txtMunisContractNum» Be it known, that on this day of , 202_, the Parish of St. Tammany, through the Office of the Parish President (hereinafter sometimes referred to as the "Parish") and «txtREQCompanyName», an entity qualified to do and doing business in this State and Parish (hereinafter referred to as "Provider") do hereby enter into this Contract for Professional Services under the following terms and conditions. 1. SCOPE OF SERVICES Provider hereby agrees to furnish the following services: «txtScopeSummary» 2. DOCUMENTS A. The Provider shall furnish sufficient sets of plans, specifications and Contract documents. B. All data collected by the Provider and all documents, notes, drawings, tracings, and files shall remain the property of the Parish except as otherwise provided herein. The Provider shall furnish to the Parish copies of any project documents requested by the Parish. C. The Parish shall furnish without charge all standard plans and specifications and any other information which the Parish now has in its files which may be of use to the Provider. Provider has the duty to and must confirm and verify all information contained therein. Contract No.: «txtContractNum» Page 2 of 21 D. The Provider shall use the most current version of the standard forms of documents adopted and specified by the Parish in the performance of the Contract, all as of the date of the signing of this Contract. Notwithstanding anything to the contrary in any other provision of this Contract, none of the Contract documents provided by the Parish are or will become the property of the Provider but shall remain the property of the Parish to the extent the Parish has a property interest therein. E. Notwithstanding any Section hereinafter, there will be retention of all related records as follows: 1) All records, reports, documents and other material delivered or transmitted to Provider by Parish shall remain the property of Parish, and shall be returned by Provider to Parish, at Provider's expense, at termination or expiration of this Contract. All records, reports, documents, exhibits or other material related to this Contract and/or obtained or prepared by Provider in connection with the performance of the services contracted for herein shall become the property of Parish, and shall, upon request, be returned by Provider to Parish, at Provider's expense, at termination or expiration of this Contract. 2) The Parish and Provider acknowledge and agree that the Parish has the right to review all records, reports, worksheets or any other material of either party related to this Contract. Provider further agrees that Provider will furnish to the Parish, upon request, copies of any and all records, reports, worksheets, bills, statements or any other material of Provider or Parish related to this Contract. 3) Provider shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred and shall make such materials available at its offices at any reasonable time for inspection and copying by the Parish. Contract No.: «txtContractNum» Page 3 of 21 4) Provider shall retain all of its records and supporting documentation applicable to this Contract with the Parish for a period of three (3) years after termination of the Contract, except as follows: a. Records that are subject to audit findings shall be retained for three (3) years after such findings have been resolved. b. All such records and supporting documentation shall be made readily available, upon request, for inspection, copying or audit by representatives of the Parish. In the event the Provider goes out of existence, it shall turn over to the Parish all of its records relating to this Contract to be retained by the Parish for the required period of time. F. In the event there is re-use of any documents created by Provider, Provider invokes the protections afforded it as per La. Revised Statute R.S. 38:2317. G. All of Provider’s pre-existing or proprietary computer programs, software, information, standard details or material developed by Provider outside of this agreement shall remain the exclusive property of the Provider. 3. PAYMENT OF ALL FEES AND ALL EXPENSES This Section shall apply to all payments that may be due Provider by Parish. The Payment Schedule is set forth in Section I, above. A. IF ON AN HOURLY BASIS: 1) Provider agrees to submit, at the end of each calendar month, a written and detailed itemization of all work performed listing time by date the work performed by hours with specific reference to the nature of the work performed (e.g., drafting of plans, review of files, etc.). All invoices submitted covering Contract No.: «txtContractNum» Page 4 of 21 services rendered on an hourly basis shall include time sheets showing actual hours worked by each individual delineated incrementally to the tenth of the hour, their name, classifications, and a detailed description of the work performed. 2) Unless otherwise authorized in writing, Provider will not be paid for research, or for photocopies at more than $0.15 (fifteen cents) per copy for copies less than 11” x 17” and copies larger than 11” x 17” shall be charged on a reasonable basis. 3) There shall be no fees charged by nor paid to Provider for consultation with the Parish, secretarial time, attendance at public meetings, and/or travel time for consultation with the Parish, unless specifically provided for in the Scope of Work to be performed, without the express written pre-approval of the Parish. 4) Invoices for services shall be submitted by Provider to the Director of the Department within the Parish issuing the work for review and approval. (a) All invoices must indicate the Parish Purchase Order Number and Work Order Number. (b) All billings by Provider for services rendered shall be submitted in writing. (c) Provider shall be reimbursed for reasonable out-of-pocket expenses. Any out-of-pocket expense in excess of $250.00 shall be pre-approved by the Parish. Failure by Provider to obtain pre-approval from the Parish of expenditures in excess of $250.00 shall constitute grounds for denial of payment for that expense. (d) Out of state or parish travel time is billable as services only and specifically at the direction and convenience of the Parish, if it is Contract No.: «txtContractNum» Page 5 of 21 performed during normal working hours, and if it does not cause service charges for the day to exceed eight hours. Such travel time must be pre-approved, in writing, by the Parish. (e) Provider hereby agrees that it shall be solely responsible for the payment of all applicable local, state and, federal taxes on the funds it receives under this Contract. 5) The Parish agrees to make payment to Provider for services upon receipt and approval of each invoice. The Parish will pay Provider the amount due and payable within thirty (30) days of receipt, unless a conflict results in a delay of payment. Upon receipt of each invoice, the Parish shall have the right and opportunity to review, confirm or otherwise determine the accuracy of each invoice and performance of service. In the event that the Parish disputes or otherwise may question the accuracy of each invoice or quality of all work performed in connection with an invoice, the Parish may withhold full or partial payment of any invoice until a successful and satisfactory resolution can be reached between the Parties. Parish agrees to not unreasonably withhold payments of any invoice. 6) Other than the fee schedule herein, there will be absolutely no additional fees due Provider to cover its overhead costs, general expenses, capital expenses, expenses for principal/branch/ field offices, employees’ salaries, direct and indirect costs, additional costs or profit of any nature whatsoever in excess of the previously agreed hourly rate. B. IF ON A LUMP SUM BASIS: Where there is payment based upon a lump sum fee for all required for this project, the Parish shall pay the Provider a lump sum fee at the conclusion of the project and Contract No.: «txtContractNum» Page 6 of 21 acceptance by the Parish, unless other terms are negotiated and agreed upon by both Parties in the Scope. C. IF ON OTHER BASIS If there is any other payment method, other than hourly or lump sum, the terms shall be specified in Section 1 (Scope of Services) above. 4. NON-ASSIGNABILITY Provider shall not assign nor transfer any interest in this Contract (whether by assignment or novation) without prior written consent of the Parish. Failure to obtain the prior written consent of the Parish may be grounds for termination of this Contract. Claims for money due or to become due to the Provider from the Parish under this Contract may be assigned to a bank, trust company, or other financial institution without such prior written consent. Notice of any such assignment or transfer shall be furnished promptly to the Parish. 5. BUDGET LIMITATION A. The Parish shall determine the budget for this project, and the Parish shall advise the Provider of the budget limitation in writing. The Provider shall use its best judgment and expertise to design this project within the proposed budget. Any subsequent budget revisions shall be confirmed in writing. B. It is the responsibility of the Provider to advise the Parish in advance if Contract funds or Contract terms may be insufficient to complete Contract objectives. Provider understands and specifically warrants that it assumes the sole responsibility to advise the Parish in advance if Contract funds or Contract terms may be insufficient to complete Contract objectives. In providing opinions of probable construction cost, the Parish understands that the Provider has no control over costs and price of labor, equipment or materials or over the general Provider’s method of pricing, and that the Contract No.: «txtContractNum» Page 7 of 21 opinion of probable costs provided herein are made on the basis of the Provider’s qualifications and experience. C. The continuation of this Contract is contingent upon the appropriation of funds by the Parish to fulfill the requirements of the Contract. If the Parish fails to appropriate sufficient monies to provide for the continuation of this or any other related Contract, or if such appropriation is reduced by the veto of Parish President by any means provided in the appropriations Ordinance to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the Contract, the Contract shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated. 6. NOTICE TO PROCEED The Parish, or a Department Director, shall issue the Provider a Notice to Proceed in writing. This notice shall include the Work Order Number, Purchase Order Number, and instructions to undertake the services stated herein. The Provider shall commence the services within ten (10) days after receipt of such notification, unless a shorter time period has been provided in the scope of services, or in emergency situations. The work necessary for the completion of each task shall be completed promptly following the Provider’s receipt of the Notice to Proceed. If the Parish desires to divide the Project into various parts, a Notice to Proceed shall be issued for each part, and the Parish and the Provider shall mutually agree upon the period of time within which services for each part of the Project shall be performed. The Provider will be given time extensions for delays beyond its control, or for those delays caused by tardy approvals of work in progress by various official agencies, but no additional compensation shall be allowed or due Provider for such delays caused by the Provider. Contract No.: «txtContractNum» Page 8 of 21 7. INSURANCE The Provider shall secure and maintain at its expense such insurance as may be required by the attached “Insurance Requirements”. It is specifically understood that this agreement shall not be effective until such time as all insurance requirements are met by the Provider and approved by the Parish. 8. OTHER TERMS AND CONDITIONS A. The Provider shall, at all times during the term of this Contract, maintain valid Louisiana licenses and commissions as are customarily required of such a Provider, including but not limited to those that may be required by this State and/or Parish. The Provider agrees to renew and or keep current all licenses and commissions herein. The Provider agrees to maintain a copy of all such licenses or commissions on file at all time and make same available for review as may be reasonably requested by the Parish of St. Tammany. B. The professional and technical adequacy and accuracy of designs, drawings, specifications, documents, and other work products furnished under this Contract will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the profession in St. Tammany Parish. In the event the Parish must have work performed on a construction Contract via a Change Order resulting from an error or omission by the Provider, the Provider shall provide, at no cost to the Parish, all professional services attributable to that Change Order. This is in addition to Parish’s right to recover from Provider any damages for its errors and omissions. C. Contractor shall fully indemnify and hold harmless the Parish, without limitation, for any and all injury, death, damage, loss, destruction, damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities of every name and description, which may occur or in any way arise out of any act or omission of Contractor, its owners, agents, employees, partners Contract No.: «txtContractNum» Page 9 of 21 or subcontractors. The Contractor shall not indemnify for the portion of any loss or damage arising from the Parish’s act or failure to act. D. Contractor shall be liable without limitation to the Parish for any and all injury, death, damage, loss, destruction, damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities of every name and description, which may occur or in any way arise out of any act or omission of Contractor, its owners, agents, employees, partners or subcontractors. E. Upon notice of any claim, demand, suit, or cause of action against the Parish, alleged to arise out of or be related to this Contract, Contractor shall investigate, handle, respond to, provide defense for, and defend at its sole expense, even if the claim, demand, suit, or cause of action is groundless, false, or fraudulent. The Parish may, but is not required to, consult with or assist the Contractor, but this assistance shall not affect the Contractor’s obligations, duties, and responsibilities under this section. Contractor shall obtain the Parish’s written consent before entering into any settlement or dismissal. F. It is understood and agreed that neither party can foresee the exigencies beyond the control of each party which arise by reason of an Act of God or force majeure; therefore, neither party shall be liable for any delay or failure in performance beyond its control resulting from an Act of God or force majeure. The Parish shall determine whether a delay or failure results from an Act of God or force majeure based on its review of all facts and circumstances. The parties shall use reasonable efforts, including but not limited to, use of continuation of operations plans (COOP), business continuity plans, and disaster recovery plans, to eliminate or minimize the effect of such events upon the performance of their respective duties under this Contract. G. Contractor shall fully indemnify and hold harmless the Parish, without limitation, from and against damages, costs, fines, penalties, judgments, forfeitures, assessments, expenses (including attorney fees), obligations, and other liabilities in any action for infringement of any intellectual property right, including but not limited to, trademark, trade-secret, copyright, and patent rights. Contract No.: «txtContractNum» Page 10 of 21 When a dispute or claim arises relative to a real or anticipated infringement, the Contractor, at its sole expense, shall submit information and documentation, including formal patent attorney opinions, as required by the Parish. If the use of the product, material, service, or any component thereof is enjoined for any reason or if the Contractor believes that it may be enjoined, Contractor, while ensuring appropriate migration and implementation, data integrity, and minimal delays of performance, shall at its sole expense and in the following order of precedence: (i) obtain for the Parish the right to continue using such product, material, service, or component thereof; (ii) modify the product, material, service, or component thereof so that it becomes a non-infringing product, material, or service of at least equal quality and performance; (iii) replace the product, material, service, or component thereof so that it becomes a non-infringing product, material, or service of at least equal quality and performance; or, (iv) provide the Parish monetary compensation for all payments made under the Contract related to the infringing product, material, service, or component, plus for all costs incurred to procure and implement a non-infringing product, material, or service of at least equal quality and performance. Until this obligation has been satisfied, the Contractor remains in default. The Contractor shall not be obligated to indemnify that portion of a claim or dispute based upon the Parish’s unauthorized: i) modification or alteration of the product, material or service; ii) use of the product, material or service in combination with other products not furnished by Contractor; or, iii) use of the product, material or service in other than the specified operating conditions and environment. H. This Contract shall be binding upon the successors and assigns for the Parties hereto. I. This Contract represents the entire Contract between Parish and Provider. J. This Contract is made under the Laws of the State of Louisiana, and for all purposes shall be interpreted in its entirety in accordance with the laws of said State. The Contract No.: «txtContractNum» Page 11 of 21 Provider hereby agrees and consents to the jurisdiction of the courts of the State of Louisiana over its person. The Parties hereto agree that the sole and exclusive venue for all lawsuits, claims, disputes, and other matters in question between the Parties to this Contract or any breach thereof shall be in the 22nd Judicial District Court for the Parish of St. Tammany, State of Louisiana. It is also understood and agreed that the laws and ordinances of St. Tammany shall apply. K. In the event that the Provider modifies the Parish’s Contract documents without the expressed prior written consent of the Parish, the Provider shall indemnify and hold harmless the Parish from any claims, lawsuits, or damages that arise out of or are attributable to the modification. This indemnification and hold harmless obligation shall include not only the damages suffered by the Parish but also all reasonable expenses including, but not limited to, any and all litigation or other dispute resolution costs and any and all professional fees incurred by the Parish as a result of the Provider’s deviation from the Parish’s Contract documents, or fees incurred by the Parish in establishing the right to indemnity pursuant to the provisions in this Contract. L. Provider agrees to a covenant against contingent fees. Provider warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Provider, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Provider, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Contract. For breach or violation of this warranty, the Parish shall have the right to annul this Contract without liability. M. This Contract may be amended only by mutual written consent of the respective Parties. Contract No.: «txtContractNum» Page 12 of 21 N. Third Party Beneficiary: it is specifically agreed by and between the Parties to this Contract that no person or party is intended, deemed, considered, or construed to be a third party beneficiary of this Contract. O. Neither party will be liable for failure to fulfill its obligations when due to causes beyond its reasonable control. P. Any failure or delay by either party in exercising any right or remedy will not constitute a waiver of such right or remedy. Q. Severability: if any provision or item in this Contract is held invalid or unenforceable for any reason, then such invalidity or unenforceability shall not affect other provisions or items of this Contract. In such event, the remaining portions shall be given full force and effect without the invalid provision or item, and to this end the provisions or items of this Contract are hereby declared severable. R. It is specifically understood that the terms "agreement" and "Contract" may be used interchangeably. It is specifically understood that the terms “Parish”, “Director” and "Parish" and "the Parish of St. Tammany" may be used interchangeably. S. Conflict of Interest: it is understood and agreed between the Parties hereto that Provider is not retained exclusively by the Parish but that the Parish may be retain other Providers during the term of this Contract. In the event of reasonably known conflicts of interest or potential conflicts of interest between the Parish and other Parties who have engaged Provider, the Provider agrees to make full disclosure of the same, and that they will take no action on behalf of any other client directly adverse to the Parish, nor will Provider take any action on behalf of the Parish directly adverse to any other client. T. Provider warrants that Provider is qualified to perform the intended purposes of this agreement. In the event that Provider becomes not fit nor qualified for any reason Contract No.: «txtContractNum» Page 13 of 21 whatsoever, then Provider agrees to withdraw from work herein at no cost to the Parish. In the event that the Parish determines that Provider is not suited for Parish purposes or otherwise fails to represent Parish policies to the satisfaction of the Parish, then Provider agrees to withdraw from this agreement. U. Provider specifically agrees and understands that Provider shall not maintain or otherwise claim that it possesses any security interest in any aspect of the work that forms the basis of this agreement. V. Provider agrees to ensure that its personnel are, at all times, educated and trained, and further, that Provider and its personnel will perform all work and services as would a reasonably-related Provider in St. Tammany Parish. W. Provider agrees to perform all services in a workmanlike and professional manner. Provider recognizes and understands that time is of the essence. Provider agrees to perform and provide services in accordance with this agreement and all incorporated attachments. 9. TERMINATION, CANCELLATION, AND SUSPENSION A. Termination The term of this Contract shall be binding upon the Parties hereto until the work has been completed by the Provider and accepted by the Parish, and all payments required to be made to the Provider have been made. But, this Contract may be terminated upon thirty (30) days written notice under any or all of the following conditions: 1) By mutual agreement and consent of the Parties hereto; Contract No.: «txtContractNum» Page 14 of 21 2) By the Parish as a consequence of the failure of the Provider to comply with the terms, progress, or quality of the work in a satisfactory manner, proper allowances being made for circumstances beyond the control of the Provider; 3) By either party upon failure of the other party to fulfill its obligations as set forth in this Contract; 4) By the Parish with less than thirty (30) days’ notice due to budgetary reductions and changes in funding priorities by the Parish; 5) In the event of the abandonment of the project by the Parish. Upon termination, the Provider shall be paid for actual work performed prior to the Notice of Termination, either based upon the established hourly rate for services actually performed, or on a pro-rata share of the basic fee based upon the phase or percentage of work actually completed, depending on the type of compensation previously established under this Contract. Upon Termination, the Provider shall deliver to the Parish all original documents, notes, drawings, tracings, computer files, and other files pertaining to this Contract or the Work performed, except for the Provider’s personal and administrative files. B. Cancellation The continuation of this Contract is contingent upon the appropriation of funds to fulfill the requirements of the Contract by the Parish. If the Parish fails to appropriate sufficient monies to provide for the continuation of this or any other Contract, or if such appropriation is reduced by the veto of Parish President by any means provided in the appropriations Ordinance to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the Contract, the Contract shall terminate on the date of the beginning of the first fiscal year for which funds are not Contract No.: «txtContractNum» Page 15 of 21 appropriated. It is understood and agreed that paragraph (9)(C) below may preempt this paragraph, all at the exclusive and unilateral option of the Parish. C. Suspension Should the Parish desire to suspend the work, but not definitely terminate the Contract, the Parish shall supply the Provider with thirty (30) days’ notice. The Parish will also supply Provider thirty (30) days’ notice that the work is to be reinstated and resumed in full force. Provider shall receive no additional compensation during the suspension period. The Parties may revisit the terms of this Contract during the suspension period. The suspension shall not exceed six (6) months, unless mutually agreed upon between the Parties. D. Default of Contractor Failure to complete or deliver within the time specified or to provide the services as specified in the bid or response will constitute a default and may cause cancellation of the contract. Where the Parish has determined the contractor to be in default. The Parish reserves the right to purchase any or all products or services covered by the contract on the open market and to charge the contractor with the cost in excess of the contract price. Until such assessed charges have been paid, no subsequent bid or response from the defaulting contractor will be considered. E. In the event of a default and/or breach of this agreement and this matter is forwarded to legal counsel, then the prevailing party may be entitled to collect a reasonable attorney fees and all costs associated therewith whether or not litigation is initiated. Attorney fees shall be based upon the current, reasonable prevailing rate for counsel in the private sector. The Parties agree to be responsible for such attorney fees, together for all with legal interest from date of agreement breach, plus all costs of collection. F. Termination or cancellation of this agreement will not affect any rights or duties arising under any term or condition herein. Contract No.: «txtContractNum» Page 16 of 21 As to