2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference

expired opportunity(Expired)
From: Vermont(State)

Basic Details

started - 18 Nov, 2022 (16 months ago)

Start Date

18 Nov, 2022 (16 months ago)
due - 23 Dec, 2022 (15 months ago)

Due Date

23 Dec, 2022 (15 months ago)
Bid Notification

Type

Bid Notification

Identifier

N/A
Agency of Administration

Customer / Agency

Agency of Administration
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1 Department of Buildings and General Services Agency of Administration Office of Purchasing & Contracting 133 State Street, 5th Floor | Montpelier VT 05633-8000 802-828-2211 phone |802-828-2222 fax http://bgs.vermont.gov/purchasing SEALED BID REQUEST FOR PROPOSAL 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference ISSUE DATE November 18, 2022 QUESTIONS DUE December 2, 2022, 4:00 PM (EST) RFP RESPONSES DUE BY December 16, 2022, 4:00 PM (EST) PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL
NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: Stephen Fazekas TELEPHONE: (802) 279-7075 E-MAIL: stephen.fazekas@vermont.gov FAX: (802) 828-2222 http://bgs.vermont.gov/purchasing http://www.bgs.state.vt.us/pca/bids/bids.php mailto:stephen.fazekas@vermont.gov Revised July 28, 2022 Page 2 of 71 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Vermont Department of Health (VDH), Division of Emergency Preparedness, Response, and Injury Prevention (hereinaf ter the “State”) is seeking to establish contracts with one or more companies that can provide conference planning, coordination, management, and implementation of the 2023-2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference. 1.2. CONTRACT PERIOD: Contracts arising f rom this RFP will be for a period of two years with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be (DATE). 1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the f ront page of this RFP. Actual or attempted contact with any other individual f rom the State concerning this RFP is strictly prohibited and may result in disqualif ication. 1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarif ication of any section of this RFP or wishing to comment on any requirement of the RFP must submit specif ic questions in writing no later than the deadline for question indicated on the f irst page of this RFP. Questions may be e-mailed to the point of contact on the f ront page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereaf ter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every ef fort will be made to post this information as soon as possible af ter the question period ends, contingent on the number and complexity of the questions. 1.5. CHANGES TO THIS RFP: Any modif ications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php . Modif ications from any other source are not to be considered. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: 2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference. 2.2. The State of Vermont seeks to achieve the following Business Value(s): 2.2.1. Customer Experience: The vendor will supply a full experience for attendees of the conference, including speakers on relevant topics, appealing meals, and a smooth registration and attendance experience. 2.2.2. Customer Service: For attendees and vendors, the State seeks a vendor with strong customer service 2.2.3. Ef f iciency: A turnkey operation that moves smoothly in both customer experience and technological support. 2.3. Functional and Non-Functional Requirements: The Functional Requirements for this RFP are as follows: 2.3.1. Planning Support • Support the Conference Planning Committee for planning, organizing, and establishing a 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference which will be held with pre and/or post conference workshops. • Length of the conference will be between 7 and 9 days • Contractor will arrange, schedule, coordinate and facilitate all meetings (virtual and /or in- person) associated with this contract. Contractor must provide virtual meeting technology to include video conferencing capabilities. • Contractor will coordinate and attend in person a kick-of f meeting within the f irst 45 days of contract execution http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php Revised July 28, 2022 Page 3 of 71 • Contractor will schedule meetings and conference calls, set agendas, provide meeting minutes • Contractor will establish and implement a Workplan to include milestones, deliverables, and deadlines. • Contractor will assist in developing and managing an overall conference budget 2.3.2. Venue • Contractor will be responsible for locating a venue(s) to accommodate conference needs and provide recommendations of venues for review by State conference staf f . • Conference rooms, exhibition and registration areas should be in the same building and ideally on the same level. The f low f rom the meeting rooms to the exhibit area is also an important consideration as VDH prefers to keep attendees in the same area. • On-site inspection of the venue(s) under consideration should made by State conference staf f to determine if criteria is met for accessibility, and that the location and meeting space is appropriate for the conference. • Contractor will assist VDH in facilitating a contract with the selected venue 2.3.3. Venue Logistics Contractor will coordinate and manage venue logistics with State-contracted vendor to include but not limited to; • Meeting space, exhibition space and overnight hotel guestrooms • Parking • Electricity access for vendors • Wireless internet • Room layouts • Food and beverage (light breakfast, lunch, vendor reception, dinner & beverages) • Audio/visual (equipment and technical support) • Outside/vehicle vendor space (if used) • Power/generator access for outside vehicles • Space planning for mobile f ield hospital • Security as needed for outside space • Shuttling to remote parking or of f -site courses • Venue Payments (Master bill and deposit schedule between VDH and the venue) 2.3.4. Conference Development • Contractor will organize, perform, and manage tasks necessary to support VDH in meeting the conference/event requirement and objectives • Contractor will work with the Conference Planning Committee to identify: o Target audiences o Educational tracks o Conference objectives o Conference theme o Keynote speakers • Contractor will maintain and update an already-existing Vermont Emergency Medical Services Conference domain name and develop an updated website which will host all conference information for each year Revised July 28, 2022 Page 4 of 71 • Manage web postings of all marketing information on the conference, including but not limited to, program scheduling, online registration through a secure website, hotel/travel information, speaker bios and photos, sponsor recognition, payment processing, and Continuing Education Credits. • Website shall be active and maintained by Contractor through the contract period to publicize conferences, post conference materials f rom sessions and encourage registration of attendees and exhibitors. Contractor will relinquish domain name, rights and content stored on server to VDH upon completion of contract. Contractor will develop a process for updating the above information that will be shared with State conference staf f . • Contractor will actively solicit EMS speakers and other speakers that will be relevant to the conference and provide a list of at least 100 potential speakers • Contractor will create a Call for Speakers notice which will invite speakers to submit proposals within the conference scope and theme. • Contractor will work with the Conference Planning Committee to select speakers. Contractor will check references of all chosen speakers and notify all chosen speakers of their selection; will work with the state’s travel agency or designee to arrange travel; provide additional conference details such as honorarium, information, registration, audio/visual requirements, and submission of presentations. Contractor will arrange for hotel rooms for speakers. Contractor will pay honorarium and reimburse expenses per speaker contract f rom funds collected through registrations. (Rates for honoraria, etc. to be determined by VDH.) • Contractor will develop a conference schedule which will be approved by the Conference Planning Committee. • Contractor will work with various agency/agencies (such as FAHC or VDH) to of fer continuing education credits for professionals in attendance and will be responsible for submitting all necessary information to the appropriate accrediting agency as well as collection of participant information during conference event. This wil l include CE/CME for the following groups EMS, Nursing, and other groups as identif ied by the EMS Conference Planning Committee. Online registration for credit hours will be used. 2.3.5. Conference Marketing • Contractor will develop marketing plans that will encourage registration of attendees, speakers, and exhibitors. Plan will be approved by the Conference Planning Committee to ensure conference participation goals are met and initiatives are reaching appropriate audiences. • Contractor will build and maintain a contact list of previous years’ attendees, speakers and vendors for marketing ef forts including email addresses for blast emails. • Contractor will track marketing success and provide a summary report. • Contractor will provide conference branding and graphic design of online and print materials to include a conference logo for use in all marketing ef forts. All graphics will be submitted to the Conference Planning Committee for approval before use. • Contractor will design all conference media to include: o Conference program o Marketing/save the date postcard o Advertising “posters” for mailing to and posting in EMS agencies, hospitals, skilled nursing facilities and other areas as determined by VDH o Conference logo o HTML blast email – Save the date, registration is open, important reminders before the conference, post conference information o Conference/CEU evaluation form o Vendor passport Revised July 28, 2022 Page 5 of 71 o Speaker thank you cards o Vendor packets o Speaker packets including expense forms o Conference signage o CEU certif icate o Conference attendee bags/packet o Conference app • Contractor will coordinate with VDH to ensure that all mailings, invitations, and registration materials are produced and delivered on time • Design full color informational postcard about the conference and a full conference color brochure. Contractor will provide f inal versions of these to the State. Postcard must be available within 30 days of contract signing and full brochure must be available no later than 90 days prior to conference. • The State will print and mail materials at our expense unless otherwise agreed. 2.3.6. Conference Management • Contractor will recruit exhibitors for conference through online recruitment and direct contact by phone and email. Contractor will coordinate exhibitor payment, locations and facility needs at the conference, and all other aspects of exhibitor recruitment and service. VDH reserves the right to issue f inal approval of any/all vendors. • Contractor will recruit and coordinate exhibitor sponsorship of conference aspects identif ied by VDH. Example is sponsorship of meals, breaks or name badges. • Contractor will coordinate awards nominations through the conference website and work with the conference planning committee to select winners. • Contractor will coordinate with speakers to obtain p resentations prior to the conference and for posting on the conference website following the conference. • Contractor will manage all aspects of conference registration including online and mailed registration fee collection and disbursement to vendors or state. Contractor will accept online payments by credit card and by check for exhibitors and attendees. Contractor will issue refunds according to VDH policies as necessary. • Contractor will maintain conference budget with guidance f rom VDH. • Contractor will maintain a separate bank account for conference funds including linking to credit card processing for deposit of funds. • Contractor will obtain competitive bids f rom conference vendors for identif ied necessary services. Contractor will contract with selected vendors and coordinate ordering and billing. • Speaker gif ts • USB drives/giveaways • Lanyard/name badges • Apparel • Awards/Trophies • Printing • A/V rental and technical support • Tent and equipment rentals (if necessary) • Exhibition Set Up (Pipe and drape, booth signage, etc.) • Pre/Post conference workshops • Other vendors as necessary • Contractor will pay all invoices to vendors associated with the conference using funds collected through registration and exhibitor fees. Approval of expenditures will be made by Revised July 28, 2022 Page 6 of 71 VDH prior to processing payment. Purchases will be tax exempt using VDH number whenever possible. 2.3.7. Conference Execution • Contractor will arrive on site prior to conference to assure all logistics for the conference are in place. Contractor will arrange a pre-conference meeting with contracted venue and key vendors. • Contractor will manage all load-in and tear down of exhibition set up, exhibitor installation and vendors. • Contractor will coordinate last minute changes with VDH and facilitate the execution of such. • Contractor will provide all necessary registration staf f ing and maintain staf f availability throughout the conference to manage conference execution. • Contractor will provide and/or oversee all conference staf f ing and volunteers, if used. Staf f ing will include: o Registration staf f o Speaker registration/liaison o Sales of apparel o Venue liaison o Room monitors, if determined to be necessary 2.3.8. Contractor will develop and execute a system for obtaining attendee feedback and evaluations to be determined with conference committee. This will include written and electronic evaluations af ter each session and of the overall conference. Contractor will compile data into a report. Contractor will process all evaluations including summarizing feedback for each session, sending summaries to each speaker for their session, submitting to appropriate agencies for approval and record, creating certif icates for each attendee, and compiling totals in a summary report. All hard copies will be saved by the Contractor and scans will be shared with VDH. 2.3.9. Evaluation • Following conference completion Contractor and the Conference Planning Committee will have a debrief ing to discuss strengths and opportunities for improvement for the conference. • Contractor will provide a summary report at the end of contract period. • Contractor will provide all conference related materials in electronic format to the committee. 2.4. Data Compliance Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement 3. GENERAL REQUIREMENTS: 3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 3.1.1. Prices and/or rates shall remain f irm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. Revised July 28, 2022 Page 7 of 71 3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. 3.1.3. Retainage. In the discretion of the State, a contract resulting f rom this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract. 3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarif ication or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarif ication could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 3.2.1. Best and Final Offer (BAFO). At any time af ter submission of Responses and prior to the f inal selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs f rom only those Bidders that meet the minimum qualif ication requirements and/or have not been eliminated f rom consideration during the evaluation process. 3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 3.3.1. Self -Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certif icate of Compliance for purposes of self -reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classif ication of workers. The State is requiring information on any violations that occurred in the previous 12 months. 3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notif ied that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certif ication, which is included in the Certif icate of Compliance for this RFP. Af ter consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identif ied in the Certif ication, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But, such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations Revised July 28, 2022 Page 8 of 71 being equal, preference will be given f irst to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identif ied in the applicable Certif icate of Compliance. 3.5.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology, qualif ications and experience, ability to provide the services within the def ined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specif ied below. The VDH evaluation review team will evaluate proposals based on the criteria listed below. Proposals will be assigned points and scored as follows: Total Points Response Section II: General Background and Qualifications 10 (As listed in RFP Bidder Response Form items 2 & 3) Response Section III: Technical Response 30 Response Section IV: References 10 (As listed in RFP Bidder Response Form item 6) Response Section V: Staffing 10 (As listed in RFP Bidder Response Form, Part 6, Questions 6 & 7) Response Section VII: Quality Control 10 Response Section VIII: Cost Proposal 30 All documents related to this bidding process, including bidders’ proposals and the evaluation review team’s score sheets, are considered public domain and copies may be requested 3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation f indings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modif ied based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of State’s of fice https://sos.vermont.gov/corporations/registration/and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 3.8.2. The contract will obligate the bidder to provide the services and/or products identif ied in its bid, at the prices listed. 3.8.3. Payment Terms. Percentage discounts may be of fered for prompt payments of invoices; however, such discounts must be in ef fect for a period of 30 days or more in order to be considered in making awards. 3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specif ically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ Revised July 28, 2022 Page 9 of 71 3.8.5. INDEPENDENT REVIEW: Certain State information technology projects require independent expert review as described under 3 V.S.A. § 3303(d). Such review, if applicable, will inform the State’s decision to award any contract(s) resulting f rom this RFP 4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidder’s proposal. Bidders may include additional information or of fer alternative solutions for the State’s consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. The bid should include a Cover Letter and General Background & Qualif ications Section, Technical Response, References, Staf f ing, and Price Schedule along with any necessary bid documents as outlined by this RFP. The bid should include a Cover Letter and Technical Response and Price Schedule. 4.1. COVER LETTER: 4.1.1. Conf identiality. To the extent your bid contains information you consider to be proprietary and conf idential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or af fected portions thereof ). 4.1.2. All responses to this RFP will become part of the contract f ile and will become a matter of public record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your response must include material that you consider to be proprietary and conf idential under the Public Records Act, your cover letter must clearly identif y each page or section of your response that you consider proprietary and conf idential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt f rom public disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including the prospective harm to the competitive position of the bidder if the identif ied material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and conf idential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and f igures. Under no circumstances may your entire response be marked conf idential, and the State reserves the right to disqualify responses so marked. 4.1.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. 4.2. GENERAL BACKGROUND & QUALIFICATIONS. 4.2.1. Bidder must provide the following information about their company so that the VDH can evaluate the bidder’s stability and ability to support the commitments set forth in response to the RFP. The VDH may require additional documentation to support and /or clarify requested information. 4.2.1.1. A brief description of the company, including past history, present status, and if f itting future plans, etc. 4.2.1.2. Company size and organization. 4.2.1.3. Disclose any history of defaults, contract terminations, and bankruptcies. 4.2.1.4. Conference planning and management Revised July 28, 2022 Page 10 of 71 4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1. The section of the proposal will contain the ability and approach that the vendor will take in implementing the activities and specif ications described in this RFP (Section 2, Scope of Work). 4.3.2. Proposed Work Plan: A proposed work plan shall be included addressing how the bidder will implement the approach described above to accomplish the goals of the project. This section should include activities/tasks the contractor will accomplish along with measurable outcomes. 4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. The results of the reference calls will be used by the evaluation team in developing its recommendation for awarding the contract. 4.5. STAFFING. 4.5.1. This section should contain the information about the bidder’s staf f ing to support the project, including key personnel and summaries of qualif ications for said personnel. 4.5.2. This section should also address questions pertinent toward the bidder’s ability to carry out the activities and work specif ications outlined in the RFP. Examples of this may include: Has your company ever substituted staf f listed in a bid proposal with lesser-qualif ied staf f that subsequently provided the deliverables of the contract? If yes, what was the outcome? Does your company have adequate staf f time that can be devoted to the 2023 and 2024 Vermont Emergency Medical Services Disaster Preparedness Conference and Healthcare Preparedness Conference management? If no, explain how you propose to obtain adequate staf f . If yes, please elaborate. 4.6. COST PROPOSAL 4.6.1. Bidders shall submit their pricing information in the Price Schedule attached to the RFP. There are several dif ferent pricing formats/options available that you may want to consider that most closely f its project. Some points to consider are: Is this a fee for service, activities based, etc.? Are there startup costs? Will contractor be required to travel in-state during course of contract, will there be overnight stays? 4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 4.8. BIDDER ASSISTANCE: If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic certif ications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC specializes in helping small businesses navigate the documentation associated with State and Federal procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac 4.9. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form provides a standard format and content for bidder proposals. When required, this form will prompt Bidders to supply the information required in the above RFP sections 4.3 through 4.7. Note: In addition to completing the State of Vermont Bidder Response Form, Bidders are required to provide the specif ic attachments that are described within the Bidder Response Form. https://accd.vermont.gov/economic-development/programs/ptac Revised July 28, 2022 Page 11 of 71 5. SUBMISSION INSTRUCTIONS: 5.1. CLOSING DATE: Bids must be received by the State by the due date specif ied on the f ront page of this RFP. Late bids will not be considered. 5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the f ront page of this RFP. 5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: https://bgs.vermont.gov/content/opc- bid-tabulation-sheets-0 . Bidders are hereby notif ied to review the information posted af ter the bid opening deadline to conf irm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the f ront page of this RFP. Should a bidder fail to notify the State Contact listed on the f ront page of this RFP within two weeks of posting the bid tabulation sheet, the State shall not be required to consider the bid. 5.2. STATE SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or delivering information to State of Vermont offices. All individuals visiting State offices must present a valid government issued photo ID when entering the facility. 5.2.1. State of f ice buildings may be locked or otherwise closed to the public. If this RFP permits hand delivery of bids, delivery instructions will be posted at the entrance to the State facility. Any delay caused by State Security Procedures will be at the bidder’s own risk. 5.3. BID DELIVERY INSTRUCTIONS: 5.3.1. ELECTRONIC: Electronic bids ONLY will be accepted. 5.3.1.1. E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF f ile containing its bid if necessary, in order to meet this size limitation. 5.3.1.2. FAX BIDS: Faxed bids will NOT be accepted. 5.3.1.3. Paper Format bids will NOT be accepted, either via hand delivery or U.S. Mail or any Express Delivery 6. BID SUBMISSION CHECKLIST: 6.1. BID SUBMISSION CHECKLIST: ✓ Cover Letter ✓ RFP Bidder Response Form ✓ Technical Response ✓ Redacted Technical Response, if applicable ✓ References ✓ Staf f ing ✓ Price Schedule ✓ Signed Certif icate of Compliance https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:SOV.ThePathForward@vermont.gov Revised July 28, 2022 Page 12 of 71 7. ATTACHMENTS: 7.1. Worker Classif ication Compliance Requirement; Subcontractor Reporting Form 7.2. State of Vermont Bidder Response Form 7.3. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017) 7.4. Attachment E Business Associate Agreement 7.5. Attachment F Agency of Human Services Customary Contract/Grant Provisions 7.6. Attachment G State of Vermont Federal Terms Supplement (Non-Construction) Revised July 28, 2022 Page 13 of 71 RFP/PROJECT: 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference DATE: Page 1 of 3 CERTIFICATE OF COMPLIANCE For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON COLLUSION: Bidder hereby certif ies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received f rom or given to a competitive company. If there is suf f icient evidence to warrant investigation of the bid/contract process by the Off ice of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self -reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classif ication of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction f rom bidding on future state contracts. Revised July 28, 2022 Page 14 of 71 RFP/PROJECT: 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference DATE: Page 2 of 3 D. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received: ❑ Energy Star® Certif ication ❑ LEED®, Green Globes®, or Living Buildings ChallengeSM Certif ication ❑ Other internationally recognized building certif ication: ____________________________________________________________________________ 2. Bidder has received incentives or rebates f rom an Energy Ef f iciency Utility or Energy Ef f iciency Program in the last f ive years for energy ef f icient improvements made at bidder’s place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply: ❑ Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or of fset, provided no such claimed power can be double-claimed by another party. ❑ Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business. ❑ Bidder’s heating system has modern, high-ef f iciency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants. ❑ Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________ ❑ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric f leet vehicles, preferred parking, designated parking, purchase or lease incentives, etc.. ❑ Bidder of fers employees an option f or a fossil fuel divestment retirement account. ❑ Bidder of fers products or services that reduce waste, conserve water, or promote energy ef f iciency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 4. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ Revised July 28, 2022 Page 15 of 71 RFP/PROJECT: 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference DATE: Page 3 of 3 E. Executive Order 02 – 22: Solidarity with the Ukrainian People ❑ By checking this box, Bidder certifies that none of the goods, products, or materials offered in response to this solicitation are Russian-sourced goods or produced by Russian entities. If Bidder is unable to check the box, it shall indicate in the table below which of the applicable offerings are Russian-sourced goods and/or which are produced by Russian entities. An additional column is provided for any note or comment that you may have. Provided Equipment or Product Note or Comment Bidder Name: Contact Name: Address: Fax Number: Telephone: E-Mail: By: Name: Signature of Bidder (or Representative) (Type or Print) END OF CERTIFICATE OF COMPLIANCE Revised July 28, 2022 Page 16 of 71 PRICE SCHEDULE A. Fixed Price Deliverables: Deliverable Description Fixed Price Deliverable A: $ Deliverable B: $ Etc. $ Total Project Cost $ B. Hourly Labor Rates: Service Category/Title of Positions Hourly Rate $ $ $ $ $ $ $ $ Name of Bidder: Signature of Bidder: Date: Revised July 28, 2022 Page 17 of 71 RFP/PROJECT: 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference DATE: ______________________________ SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors and by whom those subcontractors are insured for workers’ compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractor’s Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classif ication Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Of f ice of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 Revised July 28, 2022 Page 18 of 71 State of Vermont Bidder Response Form Request for Proposal Name: 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference. Exhibit C Revised July 28, 2022 Page 19 of 71 Instruction Vendor Instructions: Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal (RFP) response. All answers must be provided within the form unless otherwise specified. Important: This form must be completed and submitted in response to this RFP for your proposal to be considered valid. The submission must also include the eight (8) additional artifacts requested within this form (denoted by underlined green font). See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location specified on the cover page of the RFP. Direct any questions you have concerning this form or the RFP to: Stephen Fazekas, Technology Procurement Administrator State of Vermont Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier VT 05633-8000 E-mail Address: SOV.ThePathForward@vermont.gov mailto:SOV.ThePathForward@vermont.gov Revised July 28, 2022 Page 20 of 71 Part 1: VENDOR PROFILE 1. Complete the table below. Item Detail Company Name: [insert the name that you do business under] Physical Address: [if more than one office – put the address of your head office] Postal Address: [e.g. P.O Box address] Business Website: [url address] Type of Entity (Legal Status): [sole trader/partnership/limited liability company or specify other] Primary Contact: [name of the person responsible for communicating with the Buyer] Title: [job title or position] Email Address: [email] Phone Number: [landline] Fax Number: [fax] 2. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Identify any parent corporation and/or subsidiaries. 3. Is your organization currently or has it previously provided solutions and/or services to any agency or entity of the Vermont State government? If so, name the State entity, the solution and/or services provided, and the dates. 4. Provide a Financial Statement* for your company and label it Attachment #1. A confidentiality statement may be included if this financial information is considered non-public information. This requirement can be filled by: ▪ A current Dun and Bradstreet Report that includes a financial analysis of the firm; ▪ An Annual Report if it contains (at a minimum) a Compiled Income Statement and Balance Sheet verified by a Certified Public Accounting firm; or Revised July 28, 2022 Page 21 of 71 ▪ Tax returns and financial statements including income statements and balance sheets for the most recent 3 years, and any available credit reports. *Some types of procurements may require bidders to provide additional or specific financial information. Any such additional requirements will be clearly identified and explained within the RFP and may include supplemental forms in addition to this Bidder Response Form. 5. Disclose any judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of your company or indicate below that no such condition is known to exist. 6. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall be clients who have implemented your Solution within the past 48 months. Reference 1 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Reference 2 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Revised July 28, 2022 Page 22 of 71 Description of system(s) implemented: [description] Date of Implementation: [date] Reference 3 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] PART 2: VENDOR PROPOSAL/SOLUTION 1. Provide a description of the technology solution you are proposing. 2. Provide a description of the capabilities of the technology solution you are proposing. 3. If a proprietary software is being proposed, provide a description of the: A. Standard features and functions of the software: B. The software licensing requirements for the solution: C. The standard performance levels: ▪ Hours of system availability: ▪ System response time: ▪ Maximum number of concurrent users: ▪ Other relevant performance level information: Revised July 28, 2022 Page 23 of 71 4. Give a brief description of the evolution of the system/software solution you are proposing. Include the date of the first installed site and major developments which have occurred (e.g. new versions, new modules, specific features). 5. List the total number of installations in the last 3 years by the year of installation. 6. Provide the total number of current users for the proposed system and indicate what version they are using. 7. Have you implemented the proposed solution for other government entities? If so, tell us who, when, and how that implementation went? 8. Provide a Road Map that outlines the company’s short term and long-term goals for the proposed solution/software and label it Attachment #2. 9. Provide a PowerPoint (minimum of 1 slide and maximum of 10 slides) that provides an Executive level summary of your proposal to the State. Label it Attachment #3. 10. Does your proposed solution include any warranties? If so, describe them and provide the warranty periods. 11. Describe any infrastructure, equipment, network or hardware required to implement and/or run the solution. 12. What is your recommended way to host this solution? 13. Describe how your solution can be integrated to other applications and if you offer a standard-based interface to enable integrations. Revised July 28, 2022 Page 24 of 71 14. Respond to the following questions about the solution being proposed: Vendor Response/Explanation Question Yes or No A. Does the solution use Service Oriented Architecture for integration? B. Does the solution use a Rules Engine for business rules? C. Does the solution use any Master Data Management? D. Does the solution use any Enterprise Content Management software? E. Does the solution use any Case Management software? F. Does the solution use any Business Intelligence software? G. Does the solution use any Database software? H. Does the solution use any Business Process Management software? I. Is this a browser based solution and if so what browsers do you support? J. Does the solution include an API for integration? PART 3: FUNCTIONAL REQUIREMENTS The table below lists the State’s Functional Requirements. Indicate the “Availability” for each requirement for your proposed solution. Use the “Vendor Comments” column to provide any additional information or explanations. A - Feature is available in the core (“out-of-the-box”) solution. D - Feature is currently under development (indicate anticipated date of availability in the Vendor comments column). C - Feature is not available in the core solution but can provided with customization. N - Feature is not available. Revised July 28, 2022 Page 25 of 71 ID # Functional Requirement Description Availability Vendor Comments 1 Planning Support A Support the Conference Planning Committee for planning, organizing, and establishing a 2023/2024 Vermont Healthcare and Emergency Medical Services Preparedness Conference which will be held with pre and/or post conference workshops. B Arrange, schedule, coordinate & facilitate all meetings. C Must provide Virtual Meeting Technology D Coordinate and a ttend in-person kick-off meeting within 45 days of contract execution E Schedule meetings and conference calls, set agendas, provide meeting minutes F Establish & implement a workplan to include milestones, deliverables, and deadlines G Assist in developing and managing an overall conference budget. H Length of the conference will be between 7 and 9 days 2 Venue A Responsible for recommending locating a venue or choice of venues that accommodate conference needs B Conference rooms, exhibition and registration areas should be in the same building and ideally on the same level. The flow from the meeting rooms to the exhibit area is also an important consideration as VDH prefers to keep attendees in the same area. C On-site inspection of the venue(s) under consideration should made by State conference staff to determine if criteria is met for accessibility, and that the location and meeting space is appropriate for the conference. D Assist VDH in facilitating a contract with the selected venue 3 Venue Logistics A Coordinate and manage venue logistics with State- contracted vendor to include but not limited to 2. Meeting space, exhibition space and overnight hotel guestrooms, 3. Parking 4. Electricity access for vendors 5. Wireless internet 6. Room layouts 7. Food and beverage (light breakfast, lunch, Revised July 28, 2022 Page 26 of 71 vendor reception, dinner & beverages) 8. Audio/visual (equipment and technical support) 9. Outside/vehicle vendor space (if used) 10. Power/generator access for outside vehicles 11. Space planning for mobile field hospital 12. Security as needed for outside space 13. Shuttling to remote parking or off-site courses 14. Venue Payments (Master bill and deposit schedule between VDH and the venue) 4 Conference Development A Organize, perform, and manage tasks necessary to support VDH in meeting the conference/event requirement and objectives B Work with the Conference Planning Committee to identify: • Target audiences • Educational tracks • Conference objectives • Conference theme • Keynote speakers C Maintain and update an already-existing Vermont Emergency Medical Services Conference domain name and develop an updated website which will host all conference information for each year D Manage web postings of all marketing information on the conference, including but not limited to, program scheduling, online registration through a secure website, hotel/travel information, speaker bios and photos, sponsor recognition, payment processing, and Continuing Education Credits. E Website shall be active and maintained by Contractor through the contract period to publicize conferences, post conference materials from sessions and encourage registration of attendees and exhibitors. Contractor will relinquish domain name, rights and content stored on server to VDH upon completion of contract. Contractor will develop a process for updating the above information that will be shared with State conference staff F Actively solicit EMS speakers and other speakers that will be relevant to the conference and provide a list of at least 100 potential speakers Revised July 28, 2022 Page 27 of 71 G Create a Call for Speakers notice which will invite speakers to submit proposals within the conference scope and theme H Work with the Conference Planning Committee to select speakers. Check references of all chosen speakers and notify all chosen speakers of their selection; work with the state’s travel agency or designee to arrange travel; provide additional conference details such as honorarium, information, registration, audio/visual requirements, and submission of presentations. Arrange for hotel rooms for speakers. Pay honorarium and reimburse expenses per speaker contract from funds collected through registrations. (Rates for honoraria, etc. to be determined by VDH.) I Develop a conference schedule which will be approved by the Conference Planning Committee. J Work with various agency/agencies (such as FAHC or VDH) to offer continuing education credits for professionals in attendance and will be responsible for submitting all necessary information to the appropriate accrediting agency as well as collection of participant information during conference event. This will include CE/CME for the following groups EMS, Nursing, and other groups as identified by the EMS Conference Planning Committee. Online registration for credit hours will be used. 5 Conference Marketing A Develop marketing plans that will encourage registration of attendees, speakers, and exhibitors. Plan will be approved by the Conference Planning Committee to ensure conference participation goals are met and initiatives are reaching appropriate audiences. B Build and maintain a contact list of previous years’ attendees, speakers and vendors for marketing efforts including email addresses for blast emails C Track marketing success and provide a summary report D Provide conference branding and graphic design of online and print materials to include a conference logo for use in all marketing efforts. All graphics will be submitted to the Conference Planning Committee for approval before use E Design all conference media to include: 2. Conference program Revised July 28, 2022 Page 28 of 71 3. Marketing/save the date postcard 4. Advertising “posters” for mailing to and posting in EMS agencies, hospitals, skilled nursing facilities and other areas as determined by VDH 5. Conference logo 6. HTML blast email – Save the date, registration is open, important reminders before the conference, post conference information 2. Conference/CEU evaluation form 3. Vendor passport 4. Speaker thank you cards 5. Vendor packets 6. Speaker packets including expense forms 7. Conference signage 8. CEU certificate 9. Conference attendee bags/packet 10. Conference app F Coordinate with VDH to ensure that all mailings, invitations, and registration materials are produced and delivered on time G Design full color informational postcard about the conference and a full conference color brochure. Contractor will provide final versions of these to the State. Postcard must be available within 30 days of contract signing and full brochure must be available no later than 90 days prior to conference H The State will print and mail materials at our expense unless otherwise agreed. 6 Conference Management A Recruit exhibitors for conference through online recruitment and direct contact. Coordinate exhibitor payment, locations and facility needs a t the conference, and all other aspects of exhibitor recruitment and service. VDH reserves the right to issue final approval of any/all vendors B Recruit and coordinate exhibitor sponsorship of conference aspects identified by VDH. Example is sponsorship of meals, breaks or name ba dges C Coordinate awards nominations through the conference website and work with the conference planning committee to select winners Revised July 28, 2022 Page 29 of 71 D Coordinate with speakers to obtain presentations prior to the conference and for posting on the conference website following the conference. E Manage all aspects of conference registration including online and mailed registration fee collection and disbursement to vendors or state. Contractor must accept online payments by credit ca rd and by check for exhibitors and attendees, and issue refunds according to VDH policies as necessary. F Maintain conference budget with guidance from VDH. G Maintain a separate bank account for conference funds including linking to credit card processing for deposit of funds H Obtain competitive bids from conference vendors for identified necessary services. Contractor will contract with selected vendors and coordinate ordering and billing. I Speaker gifts J USB drives/giveaways K Lanyard/name badges L Apparel M Awards/trophies N Printing O A/V rental and technical support P Tent and equipment rentals (if necessary) Q Exhibition Set Up (Pipe and drape, booth signage, etc.) R Pre/Post conference workshops S Other vendors as necessary T Pay all invoices to vendors associated with the conference using funds collected through registration and exhibitor fees. Approval of expenditures will be made by VDH prior to processing payment. Purchases will be tax exempt using VDH number whenever possible. 7 Conference Execution A Contractor will arrive on site prior to conference to assure all logistics for the conference are in place. B Arrange a pre-conference meeting with contracted venue and key vendors C Manage all load-in and tear down of exhibition set up, exhibitor installation and vendors. D Coordinate last minute changes with VDH and facilitate the execution of such Revised July 28, 2022 Page 30 of 71 E Provide all necessary registration staffing and maintain staff availability throughout the conference to manage conference execution F Provide and/or oversee all conference staffing and volunteers, if used. Staffing will include: 2. Registration staff 3. Speaker registration/liaison 4. Sales of apparel 5. Venue liaison 6. Room monitors, if determined necessary G Develop and execute a system for obtaining attendee feedback and evaluations to be determined with conference committee. This will include written and electronic evaluations after each session and of the overall conference. Compile data into a report. Process all evaluations including summarizing feedback for each session, sending summaries to each speaker for their session, submitting to appropriate agencies for approval and record, creating certificates for each attendee, and compiling totals in a summary report. All hard copies will be saved by the Contractor and scans will be shared with VDH. 8 Evaluation A Following conference completion Contractor and the Conference Planning Committee will have a debriefing to discuss strengths and opportunities for improvement for the conference. B Contractor will provide a summary report at the end of contract period. C Contractor will provide all conference related materials in electronic format to the committee. Revised July 28, 2022 Page 31 of 71 PART 4: NON- FUNCTIONAL REQUIREMENTS The tables below list the State’s Non-Functional Requirements. Indicate if your proposed solution complies in the “Comply” column. Yes = the solution complies with the stated requirement. No = the solution does not comply with the stated requirement. N/A = Not applicable to this offering. Describe how the requirement is met in the “Vendor Description of Compliance” column. 4.1 Hosting ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance H1 Any technical solution must be hosted in a data center. H2 Any hosting provider must provide for back-up and disaster recovery models and plans as needed for the solution. H3 Any hosting provider will abide by ITIL best practices for change requests, incident management, problem management and service desk. 4.2 Application Solution A1 Any solutions vendor must provide for the backup/recover, data retention and disaster recovery of a contracted/hosted application solution. A2 Any solutions vendor must provide for application management and design standard of all technology platforms and environments for the application solution (Development, Staging, Productions, DR, etc.) Revised July 28, 2022 Page 32 of 71 ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance A3 Any solutions vendor must engage the State of Vermont using Service Level Agreements for system and application performance, incident reporting and maintenance. A4 The State owns any data they enter, migrate, or transmit into the solution and the vendor shall allow the State to pull or copy this data at any time free of charge. A5 As a contract deliverable, the vendor shall supply an up-to- date data dictionary that represents all data respective of the solution it will provide. The data dictionary must contain the following attributes: 1. The technology (RDBMS platform) that hosts the data source, i.e. Oracle, SQL Server, MySQL, DB2, etc. 2. The location where the data source is hosted 3. Thorough descriptions of each table in the data source 4. Thorough descriptions of each column within each table in the data source. In addition to business definitions, column descriptions must include the following detail: schema names; file group names (if applicable); data types; lengths; primary and foreign key constrains; applied formatting; applied calculations; applied aggregations; NULL-ability; default values. Revised July 28, 2022 Page 33 of 71 4.3 Security As a solution vendor, you must have documented and implemented security practices for the following and have a process to audit/monitor for adherence. Indicate “Yes” or “No” in the “Comply” column or “N/A” if the requirement is not applicable to this offering. Use the “Vendor Description of Applicable Security Processes” column to describe how you meet the requirement and the “Audit/Monitor” column to indicate how you monitor for compliance. ID # Non-Functional Requirement Description Comply Vendor’s Description of Applicable Security Processes Audit/Monitor Process S1 Input validation S2 Output encoding S3 Authentication and password management S4 Session management S5 Access control S6 Cryptographic practices S7 Error handling and logging S8 Data protection from unauthorized use, modification, disclosure or destruction (accidental or intentional). S9 Communication security S10 System configuration S11 Database security S12 File management S13 Memory management S14 Fraud detection S15 General coding practices S16 POA&M management S17 Risk Assessment Practices including but not limited to vulnerability assessment and pen testing S18 Incident response planning and testing S19 System Security Plan delivery 4.4 Other Non-Functional Requirements For each requirement listed, indicate if and how you comply or type “N/A” if it is not applicable to your offering. Revised July 28, 2022 Page 34 of 71 4.5 Data Compliance Vendors and their solutions must adhere to applicable State and Federal standards, policies, and laws based on the type of data that will be stored, accessed, transmitted and/or controlled by the solution. If the “Type of Data” column is checked below, respond “Yes” or “No” in the “Comply” column and provide an explanation on how you comply in the “Vendor’s Description of Compliance” column. Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☒ Publicly available information ▪ NIST 800-171 ☐ Confidential Personally Identifiable Information (PII) ▪ State law on Notification of Security Breaches ▪ State Law on Social Security Number Protection ▪ State law on the Protection of Personal Information ▪ National Institute of Standards & Technology: NIST SP 800-53 Revision 4 “Moderate” risk controls ▪ Privacy Act of 1974, 5 U.S.C. 552a . X Payment Card Information ▪ Payment Card Industry Data Security Standard (PCI DSS) v 3.2 ☐ Federal Tax Information ▪ Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies: IRS Pub 1075 ☐ Personal Health Information (PHI) ▪ Health Insurance Portability and Accountability Act of 1996: HIPAA ▪ The Health Information Technology for Economic and Clinical Health Act HITECH ▪ Code of Federal Regulations 45 CFR 95.621 https://csrc.nist.gov/publications/detail/sp/800-171/rev-1/final http://legislature.vermont.gov/statutes/section/09/062/02435 http://legislature.vermont.gov/statutes/section/09/062/02440 https://legislature.vermont.gov/statutes/fullchapter/09/062 https://nvd.nist.gov/800-53 https://nvd.nist.gov/800-53 https://www.justice.gov/opcl/privacy-act-1974 https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.irs.gov/privacy-disclosure/safeguards-program https://www.hhs.gov/hipaa/for-professionals/privacy/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 Revised July 28, 2022 Page 35 of 71 Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☐ Affordable Care Act Personally Identifiable Information (PII) ▪ Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies IRS Pub 1075 ▪ Minimum Acceptable Risk Standards for Exchanges MARS-E 2.0 (Scroll down the page) ☐ Medicaid Information ▪ Medicaid Information Technology Architecture MITA3.0 ▪ Code of Federal Regulations 45 CFR 95.621 ☐ Prescription Information ▪ State law on the Confidentiality of Prescription Information ☐ Student Education Data ▪ Family Educational Rights and Privacy Act: FERPA ☐ Personal Information from Motor Vehicle Records ▪ Driver’s Privacy Protection Act (Title XXX) (“DPPA”) 18 U.S.C. Chapter 123, §§ 2721 – 2725 ☐ Criminal Records ▪ Criminal Justice Information Security Policy: CJIS ☐ Other: 4.6 State of Vermont Cybersecurity Standard Update 2022-01 Vendor shall certify by checking the box below the Solution shall not include, incorporate, rely on, utilize or be supported by any products or services subject to the limitations provided under State of Vermont Cybersecurity Standard Update 2022-01, which Contractor acknowledges has been provided to it, and is available on-line at the following URL: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives ☐ Contractor hereby certifies that in connection with the Request for Proposal, none of the applicable products or services will be included in or used to support State systems in a manner prohibited under the Standard. https://www.irs.gov/privacy-disclosure/safeguards-program https://www.irs.gov/privacy-disclosure/safeguards-program https://www.cms.gov/CCIIO/Resources/Regulations-and-Guidance/ https://www.medicaid.gov/medicaid/data-and-systems/mita/mita-30/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 http://legislature.vermont.gov/statutes/section/18/091/04631 http://legislature.vermont.gov/statutes/section/18/091/04631 http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html https://www.congress.gov/bill/103rd-congress/house-bill/3355/text https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives Revised July 28, 2022 Page 36 of 71 PART 5: IMPLEMENTATION/PROJECT MANAGEMENT APPROACH 1. Describe the approach you would recommend for project managing this engagement. 2. Provide a list of the standard project management deliverables that you would normally produce for this type of engagement. 3. Provide a proposed list of project phases, major milestones, and an implementation time-line. Label this Attachment #4. 4. What types of difficulties have other clients experienced with implementation of the proposed solution? 5. Describe the experience and qualifications of the Project Manager you would offer as the resource for this engagement. Provide a copy of their resume and label it Attachment #5. Revised July 28, 2022 Page 37 of 71 PART 6: TECHNICAL SERVICES 1. Describe the technical services included in your proposal (e.g., business analysis, configuration, testing, implementation, etc.). 2. Provide a list of the standard deliverables for the technical services described above. 3. Provide a description of the roles/services/tasks the State will be expected to cover as part of this engagement. Describe any additional roles/services/tasks that are optional but would be beneficial for the State to provide. 4. Describe your typical conversion plan to convert data from existing systems to your proposed solution (if applicable). 5. Describe and attach your typical Implementation Plan (label it Attachment #6), which shall include planning for the transition to maintenance and operations. 6. Describe the experience and qualifications of the technical resources proposed for this engagement. Provide their resume(s) and label them Attachment #7. 7. Describe your staffing plan for both the preparation, conference, and after conference stages of this project. 8. Describe the training that is included in your proposal. 9. Describe the system, administrator, and/or user documentation that is included in your proposal. Revised July 28, 2022 Page 38 of 71 PART 7: MAINTENANCE AND SUPPORT SERVICES 1. Provide answers to the questions below regarding your company’s Maintenance and Support Services: Questions Vendor Response Service: Customer Phone &/or Email Support What is the method for contacting technical support? What are the hours of operation for support? What is the turnaround time for responses? What is the escalation process for support issues? Who comprises the support team and what a re their qualifications? Define your response resolution metrics and how you capture and report them. Service: Incident/Security Breach Notification and Process Describe your identification and notification process for security breaches. Service: Data Management Describe how data is stored, retained and backed-up (including frequency). Service: Hosting Describe the hosting service and associated service levels. Revised July 28, 2022 Page 39 of 71 Questions Vendor Response Service: Scheduled Maintenance/Downtime What is the frequency of scheduled maintenance and downtime? What is the notification process for scheduled maintenance and downtime? Describe how “maintenance” updates are tested with customers prior to installing them in their live environments. Service: System Upgrades Are software upgrades provided as part of the software support contract? Describe your software upgrade process. How often are new versions released? Is documentation and training provided for system upgrades? Are there additional costs for upgrades and/or new releases? Describe how and when the State will have an opportunity to test system upgrades/releases prior to live installation. Describe how the State will validate post installation and how changes will be backed out in the event that a problem is encountered. Revised July 28, 2022 Page 40 of 71 Questions Vendor Response Service: Bug Fixes and Minor Enhancements Describe the frequency and process for providing, testing, and installing bug fixes and minor enhancements. Service: Disaster Recovery Describe the disaster recovery services included in this proposal for any non-state hosted services. What is your standard RPO and RTO? Describe the plan your company has in place for its own disaster recovery of any sites that may be involved in support of this proposal. 2. Describe any other services not mentioned in the above list that are included in your standard Service Level Agreement (SLA) and include a copy of your SLA with your response to this RFP. Label the SLA Attachment #8. 3. Describe how adherence to your service levels is measured and what remedies you would provide the State when performance doesn’t meet the standard? Revised July 28, 2022 Page 41 of 71 PART 8: PRICING 1. Submit pricing for your proposed solution in the table below. Fill in only the lines that are applicable to your proposal. Insert lines for additional costs, but do not delete or rename any lines in the Table. Total each column and provide a total of all columns in the “Total Implementation, plus 5 Year Costs” box on the next page. Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Software Enterprise Application: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Maintenance &/or License Fee Add-Ons $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subscription cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage Limitations and/or Additional Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Database Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Middleware Tools: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Operating System Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Upgrade Costs for Later Years $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Support and Maintenance Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implementation Services Project Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Requirements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Design (Architect Solution) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Development (Build, Configure or Aggregate)/Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 System Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Defect Removal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implement/Deploy or Integrate $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Quality Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Services Continued Training $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Revised July 28, 2022 Page 42 of 71 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Telecom $0.00 Bandwidth $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hardware $0.00 Computing Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage and Backup Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Network Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Facilities/Data Center $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hosting $0.00 Hosting Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Base Costs $0.00 Total Implementation plus Five Year Costs $ 0.00 2. Describe any assumptions you have made in relation to the above cost and pricing information. 3. Provide pricing information for any volume discounts that are available based on the number of software licenses purchased or support years purchased. 4. Provide pricing for any Functional Requirements marked as “C” (feature is not available in the core solution but can be provided with customization). Revised July 28, 2022 Page 43 of 71 PART 9: TERMS AND CONDITIONS In deciding which Respondent/s to shortlist the State will take into consideration each Respondent’s willingness to meet the State’s terms and conditions. Indicate any objections or concerns to our stated terms and conditions in the RFP or any of the exhibits, addendums or attachments including Attachment C. Add lines to the table below as needed. Important: Bidder will be bound to all terms and conditions stated in the State’s RFP, exhibits, attachments, and/or addendums except and then only to the extent specifically set forth in the table below, and only if and to the extent expressly agreed and incorporated in writing in a resulting contract. Note that exceptions to contract terms may cause rejection of the proposal. Clause Location Concern Proposed Verbiage [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] Revised July 28, 2022 Page 44 of 71 PART 10: CERTIFICATE OF COMPLIANCE/AUTHORIZED COMPANY SIGNATURE For a bid to be considered valid, this Part 10 must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. F. NON COLLUSION: Bidder hereby certif ies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received f rom or given to a competitive company. If there is suf f icient evidence to warrant investigation of the bid/contract proc ess by the Off ice of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. G. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. H. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self -reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classif ication of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ wo rkers compensation insurance providers, and additional required or requested information, as app licable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction f rom bidding on future state contracts. I. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 2. Bidder owns, leases or utilizes, for business purposes, space that has received: ❑ Energy Star® Certif ication ❑ LEED®, Green Globes®, or Living Buildings ChallengeSM Certif ication ❑ Other internationally recognized building certif ication: ____________________________________________________________________________ Revised July 28, 2022 Page 45 of 71 2. Bidder has received incentives or rebates f rom an Energy Ef f iciency Utility or Energy Ef f iciency Program in the last f ive years for energy ef f icient improvements made at bidder’s place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply: ❑ Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or of fset, provided no such claimed power can be double-claimed by another party. ❑ Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business. ❑ Bidder’s heating system has modern, high-ef f iciency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants. ❑ Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________ ❑ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric f leet vehicles, preferred parking, designated parking, purchase or lease incentives, etc.. ❑ Bidder of fers employees an option for a fossil fuel divestment retirement account. ❑ Bidder of fers products or services that reduce waste, conserve water, or promote energy ef f ic iency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 5. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ J. Executive Order 02 – 22: Solidarity with the Ukrainian People ❑ By checking this box, Bidder certifies that none of the goods, products, or materials offered in response to this solicitation are Russian-sourced goods or produced by Russian entities. If Bidder is unable to check the box, it shall indicate in the table below which of the applicable offerings are Russian-sourced goods and/or which are produced by Russian entities. An additional column is provided for any note or comment that you may have. Provided Equipment or Product Note or Comment Revised July 28, 2022 Page 46 of 71 I am authorized to submit a proposal to the State of Vermont in response to this RFP on behalf of my organization. The information provided as part of my organization’s response is a true and accurate representation of my organization’s ability to meet the State of Vermont’s business needs as expressed in this RFP. Signature: Full name: Title: Company: Date: STATE OF VERMONT Contract # Revised July 28, 2022 Page 47 of 71 STANDARD CONTRACT FOR SERVICES 1. Parties. This is a contract for services between the State of Vermont, Department of Health (hereinafter called “State”), and _ , with a principal place of business in , (hereinafter called “Contractor”). Contractor’s form of business organization is . It is Contractor’s responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required to have a Vermont Department of Taxes Business Account Number. 2. Subject Matter. The subject matter of this contract is . Detailed services to be provided by Contractor are described in Attachment A. 3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed $ . 4. Contract Term. The period of Contractor’s performance shall begin on and end on . The contract may be amended to extend the term for X additional one-year periods and to increase the maximum amount. 5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have been obtained in accordance with current State law, bulletins, and interpretations. 6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract shall be effective unless reduced to writing, numbered, and signed by the duly authorized representative of the State and Contractor. 7. Termination for Convenience. This contract may be terminated by the State at any time by giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms of this contract for all services provided to and accepted by the State prior to the effective date of termination. 8. Attachments. This contract consists of ___ pages including the following attachments which are incorporated herein: • Attachment A - Statement of Work • Attachment B - Payment Provisions STATE OF VERMONT Contract # Revised July 28, 2022 Page 48 of 71 • Attachment C – Standard State Provisions for Contracts and Grants • Attachment D - Attachment D Information Technology Professional Services Terms and Conditions • Attachment F - Agency of Human Services’ Customary Contract/Grant Provisions • Attachment F - Agency of Human Services’ Customary Contract Provisions. • Attachment G – State of Vermont Federal Terms Supplement 9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising this contract shall be resolved according to the following order of precedence: (1) Standard Contract (2) Attachment D - Attachment D Information Technology Professional Services Terms and Conditions (3) Attachment F – Agency of Human Services’ Customary Contract/Grant Provisions (4) Attachment C - Standard State Provisions for Contracts and Grants (5) Attachment A – Statement of Work (6) Attachment B – Payment Provisions (7) Attachment G – State of Vermont Federal Terms Supplement WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT By the State of Vermont: By the Contractor: Date: _____________ Date: ___________ Signature: Signature: _________________________ __________________________ Mark A. Levine Commissioner Vermont Department of Health Vendor #: STATE OF VERMONT Contract # Revised July 28, 2022 Page 49 of 71 ATTACHMENT B – PAYMENT PROVISIONS The maximum dollar amount payable under this contract is not intended as any form of a guaranteed amount. The Contractor will be paid for products or services actually delivered or performed, as specified in Attachment A, up to the maximum allowable amount of $___________ 1. Prior to commencement of work and release of any payments, Contractor shall submit to the State: a. a certificate of insurance consistent with the requirements set forth in Attachment C, Section 8 (Insurance), and with any additional requirements for insurance as may be set forth elsewhere in this contract; and b. a current IRS Form W-9 (signed within the last six months). 2. Payment terms are Net 30 days from the date the State receives an error-free invoice with all necessary and complete supporting documentation. 3. Contractor shall submit detailed invoices itemizing all work performed during the invoice period, including the dates of service, and any other information and/or documentation appropriate and sufficient to substantiate the amount invoiced for payment by the State. All invoices must include the Contract # for this contract. 4. Contractor shall submit invoices to the State in accordance with the schedule set forth in this Attachment B. Unless a more particular schedule is provided herein, invoices shall be submitted not more frequently than monthly. 5. Invoices shall be submitted to the State electronically to AHS.VDHInvoice@vermont.gov 6. All invoices are to be submitted by the Contractor on the Contractor's standard invoice. The invoice must include the following: a signed invoice, name, and address for remittance of payment by the state, state contract number, date of performance and a brief description of the service or product provided. Payment of invoices will be contingent on the meeting and/or exceeding of required performance measures. mailto:AHS.VDHInvoice@vermont.gov STATE OF VERMONT Contract # Revised July 28, 2022 Page 50 of 71 ATTACHMENT C: STANDARD STATE PROVISIONS FOR CONTRACTS AND GRANTS REVISED DECEMBER 15, 2017 1. Definitions: For purposes of this Attachment, “Party” shall mean the Contractor, Grantee or Subrecipient, with whom the State of Vermont is executing this Agreement and consistent with the form of the Agreement. “Agreement” shall mean the specific contract or grant to which this form is attached. 2. Entire Agreement: This Agreement, whether in the form of a contract, State-funded grant, or Federally- funded grant, represents the entire agreement between the parties on the subject matter. All prior agreements, representations, statements, negotiations, and understandings shall have no effect. 3. Governing Law, Jurisdiction and Venue; No Waiver of Jury Trial: This Agreement will be governed by the laws of the State of Vermont. Any action or proceeding brought by either the State or the Party in connection with this Agreement shall be brought and enforced in the Superior Court of the State of Vermont, Civil Division, Washington Unit. The Party irrevocably submits to the jurisdiction of this court for any action or proceeding regarding this Agreement. The Party agrees that it must first exhaust any applicable administrative remedies with respect to any cause of action that it may have against the State with regard to its performance under this Agreement. Party agrees that the State shall not be required to submit to binding arbitration or waive its right to a jury trial. 4. Sovereign Immunity: The State reserves all immunities, defenses, rights or actions arising out of the State’s sovereign status or under the Eleventh Amendment to the United States Constitution. No waiver of the State’s immunities, defenses, rights or actions shall be implied or otherwise deemed to exist by reason of the State’s entry into this Agreement. 5. No Employee Benefits For Party: The Party understands that the State will not provide any individual retirement benefits, group life insurance, group health and dental insurance, vacation or sick leave, workers compensation or other benefits or services available to State employees, nor will the State withhold any state or Federal taxes except as required under applicable tax laws, which shall be determined in advance of execution of the Agreement. The Party understands that all tax returns required by the Internal Revenue Code and the State of Vermont, including but not limited to income, withholding, sales and use, and rooms and meals, must be filed by the Party, and information as to Agreement income will be provided by the State of Vermont to the Internal Revenue Service and the Vermont Department of Taxes. 6. Independence: The Party will act in an independent capacity and not as officers or employees of the State. 7. Defense and Indemnity: The Party shall defend the State and its officers and employees against all third party claims or suits arising in whole or in part from any act or omission of the Party or of any agent of the Party in connection with the performance of this Agreement. The State shall notify the Party in the event of any such claim or suit, and the Party shall immediately retain counsel and otherwise provide a complete defense against the entire claim or suit. The State retains the right to participate at its own expense in the defense of any claim. The State shall have the right to approve all proposed settlements of such claims or suits. After a final judgment or settlement, the Party may request recoupment of specific defense costs and may file suit in Washington Superior Court requesting recoupment. The Party shall be entitled to recoup costs only upon a showing that such costs were entirely unrelated to the defense of any claim arising from an act or omission of the Party in connection with the performance of this Agreement.

2 Governor Aiken Avenue Montpelier, Vermont 05633-5801Location

Address: 2 Governor Aiken Avenue Montpelier, Vermont 05633-5801

Country : United StatesState : Vermont

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