YOUNGSTOWN STATE UNIVERSITY REQUEST FOR PROPOSAL AND INVITATION TO NEGOTIATE Cover Sheet

Transcription

RFP 062414BW – International Student Health Insurance
YOUNGSTOWN STATE UNIVERSITY
REQUEST FOR PROPOSAL AND INVITATION TO NEGOTIATE
Cover Sheet
Date Issued: June 24, 2014
Due Date/Time: July 25, 2014 @ 2:00 PM, EST
Proposals must be received, by the due date/time specified above at the location below. Proposals received after
the due date/time may be returned unopened, to the vendor. Sign and deliver proposal, cover sheet, and schedules
to:
Mailing Address:
Bill Wheelock, Director, Procurement Services
Procurement Services
nd
Jones Hall – 2 Floor
One University Plaza
Youngstown, Ohio 44555
No Fax or Email Bids Permitted
For Inquiries contact: Desa Pavlichich, Center for International Studies at 330-941-2336
Envelopes must be sealed and designated- RFP 062414BW – International Student Health Insurance
Note:
1.
2.
3.
No public proposal opening will be held due to the complexity of responses and need for committee review.
Please submit one (1) clearly marked original of the proposal and one (1) electronic copy on flash drive or CD.
Email Copies are not acceptable.
Final results will be posted on the Procurement Services Competitive Event website –
http://web.ysu.edu/gen/ysu/University__Competitive__Events_m1361.html
By signing this document I am agreeing, on behalf of my firm, to the specifications of this RFP and accepting,
without exception or amendment, Youngstown State University (YSU)’s Purchase Order Terms and Conditions –
http://web.ysu.edu/gen/ysu_generated_bin/documents/basic_module/po_terms_conds.pdf
All purchase orders resulting from this RFP shall be subject to these instructions, terms and requirements that
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shall be incorporated therein. (Must be signed or the proposal will be returned to the vendor)
Submitted by: Company ___________________________________________________________________
Authorized Signature _________________________________________________________
Date________________________________________________________________________
(Printed Name)
(Title)
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Should a bidder take exception to YSU’s Standard RFP Agreement Terms (Section II cited within) the bidder must submit
such exceptions and/or amendments in writing to the contact above within five (5) business days prior to the Proposal
Closing Date. YSU reserves the right to reject some, all or none of the proposed exceptions and/or amendments and
asserts its Standard RFP Agreement Terms as described herein.
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REQUEST FOR PROPOSAL
Table of Contents
INDEX
Page #
TABLE OF CONTENTS
2
SECTION I.
Definitions
3
SECTION II.
Standard RFP Instructions and Agreement Terms
4 - 11
SECTION III.
RFP Response Instructions
12
SCHEDULES
A.
Vendor Data Sheet
13
B.
Description of Services and Submittals
14-19
C.
YSU Certification Form
20
D.
Vendor Authorization to do Business in the State of Ohio
21
E.
Vendor Inquiry Form
22
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SECTION I
Definitions
Relative to this document, and any addenda incorporated therein, the following definitions apply.
Addendum: Written instruments, issued solely by YSU that details amendments, changes or clarifications to
the specifications and terms and conditions of this RFP. Such written instruments shall be the sole method
employed by YSU to amend, change or clarify this RFP, and any claims (from whatever source) that verbal
amendments changes or clarifications have been made shall be summarily rejected by YSU.
Agreement, Contract or Purchase Order: Award resulting from the Request for Proposal or Request for
Quotation.
Bidder, Vendor, Supplier:: Respondent to the Request for Proposal or Request for Quotation.
CMV/MBE: A minority owned or controlled business as defined in the Ohio Revised Code Section 122.71(E)(1)
and certified by the State of Ohio Equal Opportunity Commission.
EDGE Program: Encouraging Diversity Growth and Equity program as defined in the Ohio Revised Code
Section 123 and 125.
IUC: The Inter-University Council of Ohio.
IUC-PG: The Inter-University Council - Purchasing Group.
May, Should: Indicates something that is requested but not mandatory. If the Vendor fails to provide
requested information, YSU may, at its sole option, either request that the Vendor provide the information or
evaluate the proposal without the information.
Member Institution: A State of Ohio institution listed on roster of IUC-PG.
Proposal, Quotation: Response provided by Vendor.
Proposal Closing Date: The date and time specified in this RFP by which the quotation or proposal must be
received by YSU Procurement Services in accordance with Section III Paragraph 30 of this RFP. Proposals
received after such date and time may not be considered.
RFP: Request for Proposal
Shall, Must, Will: This indicates a mandatory requirement. Failure to meet mandatory requirements may
invalidate the proposal, or result in rejection of a proposal or quotation as non-responsive.
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SECTION II
YSU Standard RFP Instructions and Agreement Terms
Vendors are cautioned to read this entire document carefully and to prepare and submit their response
providing all requested information in accordance with the terms and conditions set forth herein. To be
considered, Vendors must submit a complete response to this RFP in the format detailed by the specifications.
Proposals must be dated, signed by an official authorized to bind the Vendor to the terms of the proposal and
submitted to YSU in accordance with the instructions, terms and conditions of this RFP.
YSU reserves the right to:
• Reject any or all proposals received in response to this RFP;
• Request clarification from any Vendor on any or all aspects of its proposal;
• Waive informalities and minor defects contained in proposals that are not inconsistent with law
• Cancel and/or reissue this RFP at any time;
• Retain all proposals submitted in response to this RFP; and,
• Invite some, all, or none of the Vendor(s) for interviews and further negotiations/discussion. YSU
reserves the right to negotiate the pricing and all terms and conditions associated with this RFP process
with the selected vendor(s).
Agreement Terms and Instructions:
1.
Advertising: No Vendor providing products or services to YSU, or member institutions, shall
appropriate or make use of the name or other identifying marks or property in its advertising.
2.
Agreement Extension: YSU reserves the right to extend the agreement beyond the normal expiration
date if YSU determines it to be in their best interest and the selected vendor(s) agrees to the extension.
3.
Assignment: Any agreements entered into as a result of this offering may not be assigned by the
selected vendor without the expressed written consent of YSU and the participating members.
4.
Auditing Policy: The selected vendor(s) on this agreement will be required to cooperate with any outside
auditor employed by YSU, for the sake of monitoring that the vendor is complying with the terms of this
agreement. If discrepancies are found and they appear to be unintentional, the successful vendor will correct
the situation and return any overpayments that may have been made by YSU. Any appearance of intentional
wrong doing by the vendor will be cause for the immediate cancellation of any agreement entered into by
YSU and the selected vendor. The difference of overpayment shall be reimbursed to YSU.
5.
Authority: YSU and its Director of Procurement are not authorized and cannot sign for warrant terms
and conditions of its member institutions. All final terms and conditions will be identified by the
individual member institutions upon execution of any order.
6.
Awards: Any agreement entered into as a result of this inquiry may be awarded to one vendor or to
several as multiple awards, whichever is in the best interest of the purpose and intent of YSU. YSU
reserves the right to judgment concerning quality of product, service and the vendor(s) capability to
service the agreement. Unless the Vendor states otherwise, YSU reserves the right to award by items,
groups of items, or as a whole, whichever is deemed most advantageous to YSU. If an award is made,
the vendor(s) determined to have offered the best overall value to YSU shall be accepted.
7.
Campaign Contributions: Vendor hereby certifies that all applicable parties listed in Division (l) (3) or
(J) (3) of O.R.C. Section 3517.13 are in full compliance with Divisions (l) (1) and (J) (1) of O.R.C. Section
3517.13.
8.
Cancellation/Termination: Any resultant agreement may not be canceled by either the selected vendor
or YSU without agreement by the parties or due to failure to perform on the part of eother party.
Termination of the agreement shall in no way limit the parties’ remedies at law and equity.
Cancellation for Lack of Funding: The resultant agreement may be canceled without any further
9.
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obligation on the part of YSU in the event that sufficient appropriated funding is unavailable to assure full
performance of its terms. The vendor(s) shall be notified in writing of such non-appropriation at the
earliest opportunity.
10.
Cash Discount: YSU may use any cash terms offered and these may be considered in determining the
Vendor’s final net price depending on the discount period.
In the event that YSU is entitled to a cash discount, the period of computations will commence on the date of
delivery or receipt of a correctly completed invoice, whichever is later. If an adjustment is necessary due to
damage, the cash discount period shall commence on the date final approval for payment is authorized. If a
discount is part of the contract, but the invoice does not reflect the existence of a cash discount, YSU
members are entitled to a cash discount with the period commencing on the date it is determined that a cash
discount applies.
YSU has expanded and continues to expand their procurement card program. Whether the proposal
includes an option for payment by credit card may be relevant in the University’s selection and award
process. Proposals submitted shall identify if payments via a members credit card system are acceptable to
your firm at the price(s) quoted. Added fees or surcharges that apply for payments via credit cards must be
identified in the Vendor’s proposal and will be used in the selection criteria.
11.
Commitment: YSU does not obligate itself to procure the volume of services projected within the RFP
document. Discounts or prices offered must remain for the term of the agreement unless specifically
addressed in the vendors response and agreed to by YSU. Price reductions shall be passed on to YSU
when and as they occur, whether due to changes in manufacturer’s pricing, incentives, rebates, etc. The
requirements may exceed the volume estimated and the vendor(s) will be required to furnish all
requirements as shown on purchase orders issued from YSU that are dated prior to termination date of
the agreement (by mailing date). The resulting price agreement does not preclude competitive bidding
for the acquisition of any item(s) or products(s) that may be included herein.
12.
Compliance: Vendor(s) warrant that both in submission of its proposal and performance of any resultant
purchase order or contract, Vendor will comply with all applicable Federal, state, and local laws,
regulations, rules, and/or ordinances.
13.
Confidential Information: Any and all information, the release of which is prohibited by state or federal
law or regulation, is subject to the protections of the Family Educational Rights and Privacy Act (FERPA),
or protected by the Gramm Leach Bliley Act (GLBA) and obtained by the Vendor resulting contract
constitutes Confidential Information. Vendor agrees to hold the Confidential Information in strictest
confidence. Vendor shall not use or disclose Confidential Information received from or on behalf of
University or any of its students, faculty, or staff except as permitted or required by contract or by law, or
as otherwise agreed to in writing by University. The Vendor shall implement, maintain, and use
appropriate administrative, technical, and physical security measures to preserve the confidentiality,
integrity, and availability of all electronically maintained or transmitted Confidential Information. SAS 70
Audit reports must be available if applicable to this event. The Vendor shall abide by the Privacy and
Security Rules as set forth by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
14.
Conflicts of Interest and Ethics Compliance: No personnel of Company or member of the governing
body of any locality or other public official or employee of any such locality in which, or relating to which,
the work under this Agreement is being carried out, and who exercise any functions or responsibilities in
connection with the review or approval of this Agreement or carrying out of any such work, shall, prior to
the completion of said work, voluntarily acquire any personal interest, direct or indirect, which is
incompatible or in conflict with the discharge and fulfillment of his or her functions and responsibilities with
respect to the carrying out of said work.
Any such person who acquires an incompatible or conflicting personal interest, on or after the effective
date of this Agreement, or who involuntarily acquires any such incompatible or conflicting personal
interest, shall immediately disclose his or her interest to Agency in writing. Thereafter, he or she shall not
participate in any action affecting the work under this Agreement, unless Agency shall determine in its
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sole discretion that, in the light of the personal interest disclosed, his or her participation in any action
would not be contrary to the public interest.
Company represents, warrants, and certifies that it and its employees engaged in the administration or
performance of the Agreement are knowledgeable of and understand the Ohio Ethics and Conflicts of
Interest laws and Executive Order No. 2011-03K. Vendor further represents, warrants, and certifies that
neither Vendor nor any of its employees will do any act that is inconsistent with such laws and Executive
Order. The Governor’s Executive Orders may be found by accessing the following website:
http://governor.ohio.gov/MediaRoom/ExecutiveOrders/ExecutiveOrders2011.aspx.
15.
Consistent failure of vendor(s) to meet YSU’s terms and conditions, deemed by YSU in its sole
discretion, and to be a material breach including but not limited to delivery, required service levels,
quality, invoice inaccuracies, etc., will constitute a default of the agreement by the vendor. In the event
that the said default continues for a period of thirty (30) days after the vendor’s receipt of the notice of
default, the member institution reserves the right to immediately terminate the agreement. Termination
shall in no way limit YSU’s right to recover damages that arose as a result of the vendor’s breach.
16.
Drug Free Safety Program: The selected Vendor must be enrolled in, and in good standing with, a Drug
Free Work Place Program approved by the Ohio Bureau of Workers’ Compensation at time of contract
execution with YSU. They also must comply with Ohio Revised Code Section 153.03 regarding it and
any sub-contractor’s drug free work place program requirements.
17.
Ethical Conduct: It is expected that once an agreement is issued, vendors (awarded or not awarded) will
not undertake any actions that might interfere with, or be detrimental to, the contractual obligations of
YSU. YSU reserves the right to take any and all actions deemed appropriate in response to unethical
conduct by a vendor. Such actions include, but are not limited to, establishing guidelines for campus visits
by a vendor, and/or removal of a vendor from YSU’s Vendor’s list(s).
Apart from the contact required for any on-going business at YSU, vendors are specifically prohibited
from contacting any individual at, or associated with YSU universities regarding this RFP. Vendor
communication shall be limited to the contact named in this RFP document.
A vendor’s failure to adhere to this prohibition may, at YSU’s sole discretion, disqualify the vendor’s
proposal.
18.
Evaluation: If an award is made, the Vendor(s) whose proposal, in the sole opinion of YSU, represents
the best overall value to YSU will be selected. Factors which determine the award are detailed more fully
in the specifications, including but not limited to: the proposal’s responsiveness to all specifications in the
RFP; quality of the Vendor’s products or services; ability to perform the contract; general responsibility as
evidence by past performance; and other selection criteria listed within this RFP. Price/discounts,
although a factor, will not be the sole determining factor in award of the agreement. YSU will determine
the weighting factors that will be assigned.
19.
Findings For Recovery (Ohio Revised Code Section 9.24): Ohio Revised Code (O.R.C.) Section 9.24,
prohibits the State from awarding a contract to any offeror('s) against whom the Auditor of State has
issued a finding for recovery if the finding for recovery is “unresolved” at the time of award. By submitting
a proposal, offeror warrants that it is not now, and will not become subject to an “unresolved” finding for
recovery under O.R.C. 9.24, prior to the award of any contract arising out of this RFP, without notifying
YSU of such finding.
20.
Freight Terms: All prices quoted must be F.O.B. Destination, Freight Pre-Paid and Allowed. Unless
clearly stated otherwise by the Vendor, prices quoted shall include all charges for transportation,
packaging, crate containers, etc., necessary to complete delivery on an F.O.B. Destination, Freight PrePaid and Allowed basis.
21.
Hold Harmless: It is understood that the Vendor, if awarded a Price Agreement or Purchase Order,
agrees to protect, defend, and save harmless YSU from any claims suits or demands for payment that
may be brought against it due to the acts errors or omissions of Vendor in providing the services under
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this agreement and for use of any patented material, process, article or device that may enter into the
manufacture or construction, or form a part of the works covered by either order or contract.
22.
Incurred Expenses: The Vendor(s), by submitting a proposal, agrees that any costs incurred by
responding to this RFP or in support of activities associated with this RFP shall be the Vendor(s) sole
responsibility and may not be billed to YSU. YSU will incur no obligation of liability whatsoever to anyone
resulting from issuance of, or activities pertaining to this RFP.
23.
Insurance and Related Requirements:
Minimum Insurance Coverage’s and Requirements:
The selected vendor(s) shall obtain and maintain the minimum insurance coverage’s set forth below. By
requiring such minimum insurance, YSU shall not be deemed or construed to have assessed the risk that
may be applicable to the selected vendor(s). The selected vendor(s) shall assess its own risks and, if it
deems appropriate and/or prudent, maintain higher limits and/or broader coverage’s. The selected
vendor(s) is not relieved of any liability or other obligations assumed or pursuant to the contract by reason
of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.
Coverages:
1. Commercial General Liability – ISO form CG0001 or its equivalent. Coverage to include:
• Premises and Operations
• Personal Injury/Advertising Injury
• Products/Completed Operations
• Liability assumed under an Insured Contract (including tort liability of another assumed in a
business contract)
• Independent Contractors
2. Automobile Liability – Coverage to include:
• Owned Vehicles
• Leased Vehicles
• Hired Vehicles
• Non-Owned and Employee Non-Owned Vehicles
• Personal Injury Protection (where applicable)
3. Workers’ Compensation Statutory – Ohio Workers’ Compensation (Coverage A) through
State Fund or Self Insurance
4. Employers’ Liability – Ohio Stop Gap Liability evidenced either on General Liability or Other
Workers’ Compensation insurance
5. Liquor Liability – If the selected vendor(s) is operating a business that distributes, sells, or
serves alcoholic beverages or if their activities require a liquor license, they must maintain
liquor liability insurance that includes YSU, their Board of Regents/Trustees, officers,
employees, agents, and volunteers as additional insured’s.
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Limits Required:
The selected vendor(s) shall carry the following limits of liability:
Commercial General Liability
General Aggregate
Products/Completed Operations Aggregate
Each Occurrence Limit
Personal/Advertising Injury
Damage to Rented Premises
Medical Payments (Any One Person)
Liquor Liability (if applicable)
Each Occurrence
Aggregate
Automobile Liability
Bodily Injury/Property Damage (Each Accident)
Personal Injury Protection, if applicable
Workers’ Compensation
(Workers’ Compensation)
Employers’ Liability
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$100,000
$10,000
$1,000,000
$1,000,000
$1,000,000
Statutory
Statutory
$500,000
$500,000
$500,000
Additional Requirements:
Commercial General Liability (CGL)
Commercial General Liability (CGL) must include coverage for liability arising from products-completed
operations and liability assumed under an insured contract.
If the CGL insurance has a general aggregate limit, then ISO endorsement CG2504 (03/97 Edition) or
its equivalent must be added. The Designated Location(s) General Aggregate Limit must be maintained
for the duration of the agreement, and the limit must be twice the minimum required occurrence limit.
The selected vendor(s) shall name YSU, its participating member schools, and its Board of
Regents/Trustees, officers, employees, agents, and volunteers as Additional Insured’s on ISO
endorsement CG 2026 or its equivalent.
The CGL policy shall contain no endorsement or modification limiting the scope of coverage for liability
assumed under a contract or liability arising from pollution.
All Policies
•
•
•
Must be written on a primary basis, non-contributory with any other insurance coverage’s
and/or self-insurance carried by YSU or its participating member schools.
Must include a Waiver of Subrogation Clause.
May not be non-renewed, cancelled, or materially changed or altered unless thirty (30) days
advance written notice via certified mail is provided to YSU and its participating member
schools.
24.
Invoicing: Award recipients must match the resultant YSU’s purchase order and invoice on a line-by-line
basis. The invoice must be identical in terms of cost; units specified; quantity ordered; and item
descriptions. Unless specifically exempted, unit prices must be entered and item total extended on each
invoice.
25.
New Products/Services: New/related product lines/services, not available at the time of bidding, may be
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added during the course of this agreement by the awarded vendor(s), with prior approval of YSU.
Requests to add new related product lines/services must be submitted to the YSU Director of
Procurement Services.
26.
Non-Discrimination: In submitting their proposal, or performing that which results from an award by
YSU, the successful Vendor agrees not to discriminate against any employee or applicant for
employment with respect to hire, tenure, terms, conditions or privileges of employment or any matter
directly or indirectly related to employment because of race, color, creed, religion, sexual orientation,
national origin, sex, age, handicap or Vietnam era veteran status. The successful Vendor further agrees
that every sub-contract for parts and/or service for any ensuing order will contain a provision requiring
non-discrimination in employment as specified above. This covenant is required pursuant to Executive
Order 11246, Laws and Regulations of the State of Ohio. Any breach thereof may be regarded as
material breach of contract or purchase order.
27.
Orders, Delivery and Billings: Orders will come from YSU as the need occurs. Delivery of services
must be as specified in the RFP and/or as directed by YSU. Invoicing must also be as directed by YSU.
Continued failure to meet delivery requirements is cause for cancellation of the agreement (Uniform
Commercial Code Section(s) 2-712 and 2-713).
28.
Prohibition Of Offshore Outsourcing: The Vendor affirms to have read and understands Executive
Order 2011-12K and shall abide by those requirements in the performance of this Contract, and shall
perform no services required under this Contract outside of the United States.
http://www.governor.ohio.gov/Portals/0/pdf/executiveOrders/EO%202011-12K.pdf .
The Vendor also affirms, understands, and agrees to immediately notify YSU of any change or shift in the
location(s) of services performed by the Vendor or its sub-contractors under this Contract, and no
services shall be changed or shifted to a location(s) that are outside of the United States.
The Vendor also agrees to disclose if requested by YSU all of the following:
• The location where all services under this Contract will be performed by any vendor
• The location where any state data associated with any of the services the Vendor is performing under
this Contract, or seek to provide will be accessed, tested, maintained, backed-up or stored;
• The principle location of business for the any Vendors who are supplying services under this Contract.
If any Vendor performs services under this Contract outside of the United States, the performance of such
services shall be treated as a material breach of the Contract. YSU, is not obligated to pay and shall not
pay for such services. If any vendor performs any such services, Vendor shall immediately return to YSU
all funds paid for those services. YSU may also recover from the Vendor all costs associated with any
corrective action YSU may undertake, including but not limited to an audit or a risk analysis, as a result of
the Vendor performing services outside the United States.
YSU may, at any time after the breach, terminate the Contract, upon written notice to the Vendor. YSU
may recover all accounting, administrative, legal and other expenses reasonably necessary for the
preparation of the termination of the Contract and costs associated with the acquisition of substitute
services from a third party.
If YSU determines that actual and direct damages are uncertain or difficult to ascertain, YSU in its sole
discretion may recover a payment of liquidated damages in the amount of two percent of the value of the
Contract.
YSU in its sole discretion may provide written notice to Vendor of a breach and permit the Vendor to cure
the breach. Such cure period shall be no longer than 21 calendar days. During the cure period, YSU may
buy substitute services from a third party and recover from the Vendor any costs associated with
acquiring those substitute services.
Notwithstanding YSU permitting a period of time to cure the breach or the Vendor’s cure of the breach,
YSU does not waive any of its rights and remedies provided YSU in this Contract, including but not limited
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to recovery of funds paid for services the Vendor performed outside of the United States, costs
associated with corrective action, or liquidated damages.
The Vendor will not assign any of its rights, nor delegate any of its duties and responsibilities under this
Contract, without prior written consent of YSU. Any assignment or delegation not consented to may be
deemed void by YSU.
29.
Pricing: Vendors are asked to thoroughly explain their pricing structure in their response. YSU reserves
the right to negotiate this and other pertinent terms with the selected finalist(s) and this could become one
of the selection criteria used in the award process.
30.
Proposal Submittal: Vendors may return Proposals to YSU prior to the Proposal Closing Date due
date/time (as determined by the clock in Procurement Service’s main office, by first class certified mail,
return-receipt requested, express mail, and/or hand-delivery. Proposals will be accepted only if the cover
page is signed and dated. Any proposal that does not include all elements as specified herein may be
considered an incomplete proposal and may not be considered for award. Proposals received after the
Proposal Closing Date will not be considered. Office hours for receipt of proposals or quotes are
normally Monday through Friday, 8:00 AM to 5:00 PM, local time. Requests for extension of Proposal
Closing Date will not be granted unless YSU determines, at its sole discretion, that the original Proposal
Closing Date appears impractical. Notice of any extension will be provided in the form of an Addendum,
posted to YSU website – www.ysu.edu/procure.
Review proposals carefully, since it shall not be corrected after the Proposal Closing Date. Any
agreement or purchase order resulting from this inquiry shall require the successful vendor(s) to adhere
to all specified conditions. Failure by the vendor(s) to meet schedules: to complete the deliverables within
a reasonable time, as interpreted solely by YSU; or any other failure to perform in accordance with the
terms and conditions of the inquiry and resultant agreement shall allow YSU, at its sole discretion, to
rescind or cancel the agreement.
31.
Proprietary Information: All evaluation criteria for proposals are non-proprietary and subject to public
disclosure after contract award. All proposals, except for items reasonably identified by Vendor as trade
secrets or proprietary information, are subject to public disclosure under Ohio Revised Code Section
149.43. Vendor shall be solely responsible for protecting its own trade secret or proprietary information,
and will be responsible for all costs associated with protecting this information from disclosure.
32.
Provisions: If any provisions in the resultant agreement are held to be invalid, void, or unenforceable, the
remaining provisions shall nevertheless continue in full force and effect without being impaired or
invalidated in any way.
33.
Quality of Service: The successful vendor(s) must be prepared to furnish continual top quality service to
YSU. Failure to do so may be considered just cause for cancellation of the agreement.
34.
Quantity and Commitments: YSU does not obligate themselves to procure the volume of services
projected unless specifically addressed within the RFP document. Discounts or prices offered must
remain for the term of the agreement unless specifically addressed in the vendors response and agreed
to by YSU. The requirements may exceed the volume estimated and the vendor(s) will be required to
furnish all requirements as shown on purchase orders issued from YSU that are dated prior to the
termination date of the agreement (by mailing date).
35.
Reports: Awarded vendor(s) will be required to provide to YSU any and all agreed upon reports, at no
charge. Failure to provide these reports may result in cancellation of the agreement.
36.
Safety Procedures: The vendor, its employees and sub-contractors shall comply with YSU’s safety
procedures while on YSU premises, provided such procedures are conspicuously and legibly posted in
the working area or have been delivered, in writing, to the vendor prior to the commencement of work on
the universities’ premises.
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37.
Sales Tax: YSU, as an instrumentality of the State of Ohio, is exempt from Ohio sales tax and Federal
excise tax, including Federal transportation tax. An exemption certificate will be furnished by YSU upon
request.
38.
Samples: Any samples required for award evaluation must be furnished as requested, free of any
expense. Unless destruction of sample is necessary for testing purposes, or retention of sample is
required as a quality standard for future items shipped, samples will be returned to Vendor, at Vendor’s
expense, upon request. Unless otherwise requested or necessary, samples become the property of
YSU.
39.
Specifications: Proposals are requested for services specified. Instructions are for descriptive purposes
only and to guide the Vendor in interpretation of the performance desired, and shall not be construed to
exclude proposals offering other types of service unless otherwise noted. If the description of your offer
differs in any way, you must give complete detailed description of your proposal. Vendor must provide
proposal exactly as specified on this RFP. Vendor may also offer alternatives. YSU reserves the sole
right to determine if any alternates offered will be accepted.
40.
State Law: Any agreement entered into as a result this solicitation will be governed by the laws of the
State of Ohio.
41.
Title and Risk of Loss: Seller shall retain title and bear the risk of any to loss or damage to the items
purchased until they are delivered at the specified F.O.B. point and upon such delivery, title shall pass
and Seller's responsibility for loss or damage shall cease except as resulting from Seller's negligence or
failure to comply. Passing of title upon such delivery shall not constitute acceptance of the items by
Buyer. Delivery location is Central Receiving, 235 West Rayen Avenue, Youngstown, Ohio 44555-0001
(330-941-3202). Deliveries accepted between 7:30 am – 3:30 pm.
42.
Use of Data – Vendor agrees that it will keep confidential the features of any technical or proprietary
information furnished by YSU and use such items only in the production of items awarded as a result of
this inquiry and not otherwise, unless YSU’s written consent is first obtained.
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SECTION III
RFP Response Instructions
1. RFP Schedule of Events
YSU will make every effort to adhere to the schedule detailed below:
RFP Issued via Website and/or email
06/24/2014
RFP Proposal Vendor Inquiry Form Due
07/16/2014
Responses and/or Addendum to
Proposal Inquiry Form from YSU Due
07/22/2014
RFP Closing Date
07/25/2014
2:00 p.m., EST
2. RFP Questions—Not Applicable for This Proposal
Vendors must submit questions, using SCHEDULE E: YSU VENDOR INQUIRY FORM. All questions must
be submitted via email as indicated on the schedule. Questions submitted by the deadline will be answered
in the form of an addendum posted to YSU website. Contact person is Bill Wheelock, Director, Procurement
Services, [email protected].
During YSU competitive proposal process, up to and including the issuance of an award letter, under no
circumstances may a Vendor contact other individuals at YSU to discuss any aspect of this inquiry or
attempt to influence the process. Failure of a Vendor to comply with this protocol may invalidate their
proposal response.
3. Proposal Package Requirements
The following MUST be included in the proposal-response package by the proposal due-date/time; failure to
do so may invalidate the proposal response.
•
•
•
•
•
•
Signed and dated RFP cover sheet.
Completed, signed, and dated all Schedules.
Vendor must provide their proposals exactly as specified in this RFP.
Responses must address all aspects of the RFP and should follow the chronology of the RFP. Fax
and email responses are not permitted.
Agree to any other terms required within this RFP.
Respond to other items as directed.
Minority Business Participation: YSU has a goal consistent with the State of Ohio legislative mandate to
help members procure a percentage of its goods and services from State Certified Minority Vendors
(CMV) and/or Encouraging Diversity Growth and Equity (EDGE) vendors. To help YSU in this effort,
vendors are asked to confirm their MBE and/or EDGE certification eligibility.
12
SCHEDULE A
Vendor Data Sheet
Respond to all items in Schedule A: failure to do so will invalidate your proposal. Discounts listed as a part of
Schedule A MUST INCLUDE F.O.B. DESTINATION, FREIGHT PRE-PAID AND ALLOWED – all shipping and delivery
charges must be included in price discount in Schedule C. YSU reserves the right to request (at its sole
discretion) from some or all of the respondents, any further information or documentation that it deems
necessary for the issuance of an agreement.
Company Name:
Address:
Fed Tax ID: _________________________________
Website: _______________________________
Telephone #: ________________________________
FAX #: _________________________________
Contact Address:
Contact Name: _______________________________
Contact Telephone #: _________________________
Contact FAX #: ______________________________
Contact Email Address: ________________________
State of Ohio Certified Minority Business Enterprise
(check one, and attach current certification):
Yes ___________
No _________
Payment Terms:
_____________________________
Delivery ARO
_____________________________
State of Ohio Certified EDGE Vendor
check one, and attach current certification):
Yes ___________
No _________
If awarded an agreement, please indicate if you will extend these prices and terms to all members of IUC.
Your response will not affect our consideration of your proposal.
Check one and sign below.
Yes _________
Signature)
No _________
(Title)
(Date)
Page 13
SCHEDULE B
Scope and Content of Proposal
Please address each topic in this section, in order of appearance in your proposal:
Enrollment in YSU’s student health insurance plan is mandatory for all international students (F and J
status) and for their nonimmigrant dependents. Coverage must be maintained for the entire period
defined as 8/1/2014, beginning of Fall Semester through and including 7/31/2015, end of the
Academic year. YSU reserves the right to renew this program annually upon mutual agreement with
selected provider for up to four (4) additional years.
Eligibility
It is the policy of Youngstown State University (YSU) that all non-immigrant foreign nationals who meet
the following conditions, are required to enroll in YSU’s student health insurance plan while they are
engaged in full-time educational activities.
-
They are non-immigrant foreign nationals with valid passports from their home country;
They have been issued an I-20 Certificate of Eligibility by Youngstown State University;
They have been granted F-1 student status by the Immigration and Naturalization Service
(INS); and
They are registered in full-time educational activities at Youngstown State University; and/or
They are exchange visitors and have been issued a Form DS-2019 by YSU.
In the Fall 2014 semester, Youngstown State University will have approximately 150 international
students who fit into this category.
An exception to this requirement is granted only to:
1. Students who have comprehensive group health insurance coverage through a parent or
spouse’s U.S. employer, OR
2. Students whose sponsorship by the U.S. government, the student’s home government, or a
U.S.-recognized international organization includes comprehensive health insurance.
Student Minimum Coverage
It is the University’s intention that the minimum coverage will be in compliance with the provisions of
the Affordable Care Act.
1.
2.
3.
Maximum Per Accident or Illness not less than $500,000
Annual Maximum – 12 consecutive months not less than $500,000
Co-Pay for Office and Hospital Visits not to exceed $100.00 if in the Preferred Provider
Organization (PPO) network.
4. Full coverage of expenses incurred through the use of:
a. Ground/Air Ambulance Services
b. Emergency Room Visit
c. Prescriptions
d. Medical Evacuation not less than $50,000
e. Repatriation not less than $25,000
Page 14
Additional International Student Coverage
The University wants additional coverage to be available due to illness or emergency assistance while
the student or the covered dependent is traveling on vacation, holiday, and/or instructional purposes
away from the University (a minimum of 100 miles from the university). This would also include
traveling overseas (except for the individual’s home country). This additional assistance should
include;
1.
2.
3.
4.
5.
6.
7.
8.
9.
Finding a medical provider
Medical evacuation or transport
Critical care monitoring
Prescription assistance
Compassionate family visit
Medical trauma counseling
Emergency message transmission
Repatriation or return of mortal remains
Translation assistance.
Coverage Period
Fall Semester 2014 (08/01/2014) to Fall Semester 2015 (07/31/2015)
A person who is eligible for coverage and who is enrolled for coverage shall become an Insured
Certificate Holder on the first day of the academic semester or the effective date specified by the
Policy holder.
Coverage should extend from the beginning of one semester to the beginning of the next semester so
students have coverage during vacation periods. Because students on F-1 status are not required to
attend classes during the summer, coverage for students who purchase a policy in the spring
semester shall continue until the beginning of the next fall semester. For the purpose of the bid review
process, premiums shall be quoted for the periods listed above and also as a monthly rate.
International Student Health Insurance Identification Cards
Prior to the start of each session, the Company will provide international student health insurance
identification cards. These cards should include the University’s name, the name and address of the
Company, and the telephone number of the Company to be accessed by health providers.
Claim Forms
The Company will provide claim forms. The Company must provide a toll-free number and have a
claims representative available during normal working hours. The Company must make reasonable
effort to have bilingual customer service representatives available to foreign speaking students. The
Company must agree to make a good faith effort to process completed claim forms quickly and
efficiently and to provide help to students attempting to file a claim. The Company’s claim form must
be simple and clear and easy to fill out. The Company must accept bills and statement forms
generated by most hospitals and attending physicians as supporting documentation.
Plan Information Website
The student shall be able to go to a user friendly on-line website that will provide the student with a list
of covered medical providers. The site should allow the student to obtain current information on any
claims that they have filed.
Page 15
Customer Service
Customer service is to be provided by a toll free telephone number that is available 24 hours per day,
7 days per week.
Scope of Coverage
A qualified student under the policy will be covered in any country outside his or her country of
citizenship and/ or usual domicile.
Payment of Premium
At the beginning of each coverage period, the university will provide the Company with a list that
includes the following:
•
•
•
•
•
Name of student
Student ID Number (assigned by the University) or Social Security number
Sex
Date of Birth
Country of Citizenship
The University will remit a premium check, half in October and the remainder in February with the list
of covered students within 30 days of the start date. The University seeks to revenue share any
administrative fees.
Visit by Company Representative
A Company representative shall be available to visit the University during registration and orientation,
to ensure that a consistently high quality of service is maintained for the University, for the
Policyholder and for the Insured Certificate Holders. A Company representative will then be available
as needed.
Filing and Administrative Issues
The company representative must be a resident licensed insurance agent by the Ohio Department of
Insurance.
The insurance policy must be approved by the Ohio Department of Insurance and comply with all the
provisions of the law.
The plan is not to be filed in a trust. Youngstown State University is to be the Policyholder while the
students are the Insured Certificate Holders.
The plan must comply with the Title IX including maternity coverage and premiums without age
banding. The students’ cost shall be the same regardless of age.
The policy must meet any and all INS or State Department requirements that pertain to student visa
Holders, including medical evacuation and repatriation benefits.
The policy must be underwritten by an insurance corporation having A.M. Best rating of A or above.
The company will provide brochures, ID cards, and enrollment forms at no cost to the University in a
style and format approved by the University.
Page 16
The Company will provide Plan/benefit descriptions in foreign languages as requested by Youngstown
State University.
The Company will prove at least an annual claims report upon request.
The Company agrees to cancel a policy for an Insured Certificate Holder upon the request of the
University or the University’s representative. The company further agrees to refund the premium for
any full months of unused premium upon written notification of cancellation by the University or the
University’s representative. The Company will not cancel a policy upon request of an Insured
Certificate Holder.
Medical Plan to be Provided
The medical plan must contain at least the following provisions. Note: Proposals allowing benefits,
which exceed the published maximum benefits, will be considered.
•
•
Maximum Lifetime Benefit: (no more than) $500,000 per illness or accident.
Each Insured Certificate Holder will have an aggregate major medical 12-month maximum
benefit of (no more than) $500,000.
Co-Pay
There should be a co-pay of (no more than) $50 for treatment of each injury or illness of an Insured
Certificate Holder, whether student or dependent. If the student is referred by the Student Health
Center, the co-pay should be reduced to $20 per illness or injury.
Medical Benefits
Subject to the exclusions, limitations, and all other provisions of the policy, benefits are to be payable
at 100% for a covered expense if: (1) The deductible requirement, if any, is met; (2) The expense is
incurred within 52 weeks of the date of the accident causing the injury or manifestation of sickness.
Covered expenses under the policy should be limited to the following types of expenses prescribed by
a doctor for the therapeutic treatment of covered injury or sickness when the fees for such are
reasonable and customary;
Charges for diagnosis and treatment by a doctor, nurse practitioner, physician assistant, registered
nurse (not a close relative of or with the same legal residence as the Insured Individual), professional
anesthetist, radiologist, or physiotherapist;
Charges for daily hospital room and board not exceeding hospital’s average semiprivate charge and
intensive care unit charges;
Charges for laboratory, x-ray, and other diagnostic examinations;
Charges for prescription drugs required to be dispensed by a licensed pharmacist, except the Plan will
pay 100% of charges for such drugs used on an inpatient basis and 75% of charges for such drugs
used on an outpatient basis;
Charges for emergency professional ambulance service by ground or air to a hospital;
Charges for the following listed types of orthopedic or prosthetic devices or hospital equipment;
Man-made limbs or eyes for the replacing of natural limbs or eyes;
Casts, splints, or crutches;
Purchase of a truss or brace;
Oxygen and rental of equipment for giving oxygen;
Rental of a wheelchair or hospital bed;
Rental of dialysis equipment and supplies, and
Colostomy bags and ureterostomy bags.
Page 17
The policy should not cover rental charges for equipment in excess of the purchase price of the
equipment.
Physiotherapy Expenses
Covered expenses in connection with physiotherapy (as defined below) which are incurred while not
confined in a hospital and which are billed by a doctor or physiotherapist should not exceed the
maximum amounts listed below. Charges in excess of these maximums should not be included as
covered expenses under the policy.
Physiotherapy means treatment of sickness or injury by use of physical means, including, but not
limited to; air, heat, light, water, electricity, massage, manipulation, or active exercise.
The physiotherapy benefit per calendar year will be (no more than) $500 and the benefit per office visit
will be (no more than) $50 for the first visit and (no more than) $25 thereafter.
Pregnancy Benefit
Covered expenses for pregnancy will be payable on the same basis as covered expenses for any
other sickness with respect to an Insured Certificate Holder whether that individual is a student or
covered dependent spouse. No benefits are payable for any expenses which relate to the pregnancy
of a dependent child.
Newborn Infants
A newborn child of an Insured Certificate Holder will automatically be an Insured Individual for 31 days
from the moment of its birth only for covered expenses which are due directly to injury or sickness,
premature birth, or a congenital condition which exists at birth. In order to continue coverage of a
newborn child beyond the 31st day following the date of birth, (1) notice of the birth of the child will be
provided to the Company or its authorized representative within 21 days from the date of birth, and (2)
the required payment of the appropriate premium will be submitted.
Medical Evacuation Benefit
The policy will cover, up to a maximum benefit of (no more than) $50,000 charges for air evacuation of
an injured or sick Insured Certificate Holder to the individual’s home country or country of regular
domicile, provided the air evacuation (1) is upon the attending doctor’s certificate, (2) results from a
covered injury or sickness, and (3) does not occur prior to the benefit approval.
Repatriation Benefit
The policy will cover, up to a maximum benefit of (no more than) $25, 000 in the aggregate,
reasonable expenses which are incurred in connection with the preparation and transportation of the
body of a deceased Insured Certificate Holder to the individual’s place of residence in the individual’s
home country.
Mental and Nervous Disorders/Substance Abuse
Inpatient benefits to be paid as any other covered illness up to an aggregate limit of 30 days in 12
month period. Outpatient benefits to be paid as any other covered illness up to aggregate limit of 10
visits in a 12 month period.
Page 18
Exclusions
Submit exclusions as defined by your policy.
References
Each Proposer must furnish a list of a minimum of five (5) clients currently being provided international
student health insurance services. Include the name, address, and phone number of each business or
school, along with a contact person’s name, title, phone number and length of contract.
Authorized Signature
Please add a signature page or letter to your proposal with the Name, Title, Signature and Date of
signing to be submitted with the proposal. The signatory should be a representative of your company
authorized to submit binding proposals.
Page 19
Schedule C
YOUNGSTOWN STATE UNIVERSITY CERTIFICATION FORM
(Please check and/or complete the appropriate response)
1.
Minority Business Enterprise – The vendor [ ] is [ ] is not a minority business enterprise. A minority business is defined
as an individual, partnership, corporation, or joint venture of any kind that is owned and controlled by United States
citizens, residents of Ohio, who are certified by the state of Ohio Equal Opportunity Center, and who are members of one
of the following economically disadvantaged groups: African-Americans, Native-Americans, Asian-Americans, and
Hispanic-Americans.
2.
Buy American - The goods [ ] are [ ] are not produced or mined in the United States of America, its possessions, or
Puerto Rico.
3.
Buy Ohio - Note: Economic preference shall be awarded to Ohio Vendors and Vendors from “Border” states (Indiana,
Kentucky, Michigan, New York and Pennsylvania), provided those states do not impose economic restraints on products
produced or mined in Ohio. An “Ohio Vendor” “Vendors from Border States” is described in the Ohio Revised Code,
Section 125.09 and 125.11.
4.
The Vendor [ ] is [ ] is not considered a Vendor from a “Border State” or an “Ohio Vendor,” as described above.
5. Conflict of Interest4-a. [ ] The Vendor certifies that none of the company’s directors or principal officers are employed by or
affiliated with YSU.
4-b. Should any of the Vendor’s directors or principal officers be employed by or be affiliated with YSU, the Vendor
will so certify by listing their name(s) and title(s) below:
Name of Company Director or Principal
Officer Affiliated With or Employed
By YSU
Title
______________________________________
_______________________________
______________________________________
_______________________________
Failure to complete this document with requested information concerning any of the representations cited above may
disqualify your proposal. YSU, at its discretion, may disqualify your proposal if any such representations are deemed
inaccurate or any such employment of affiliation creates a potential conflict of interest.
Signed:_____________________________________________Title:______________________________________
Company Name: _____________________________Vendor Federal Tax I.D. ____________________________
Note: The provisions of this form are based upon State of Ohio (Chapter 125 of the Ohio Revised Code) and Federal
regulations and requirements.
Page 20
SCHEDULE D
Vendor Authorization to do business in the State of Ohio
The undersigned (if a corporation) warrants that it is duly authorized to do business in the state of Ohio.
Submitted by: Company_________________________________________________________________
Authorized Signature _____________________________ Title __________________________________
Print Name ____________________________________ Date ________________________________
Page 21
SCHEDULE E
Vendor
INQUIRY FORM—Not Appliable for This Proposal – Do Not Return
INQUIRY NAME:
INQUIRY DUE DATE:
07/16/2014
TODAY’S DATE:
COMPANY NAME:
COMPANY REPRESENTATIVE:
TELEPHONE NUMBER:
E-MAIL ADDRESS:
Please be specific regarding inquiry and/or clarification (List text of passage being questioned then add question)
Page 22
Section #
Para #

YOUNGSTOWN STATE UNIVERSITY REQUEST FOR PROPOSAL AND INVITATION TO NEGOTIATE Cover Sheet

Transcription

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