State of Utah
Bid VB15047
5
Solicitation VB15047
EMS Data System
Bid designation: Public
State of Utah
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State of Utah
Bid VB15047
5
Bid VB15047 EMS Data System Bid Number
VB15047
Bid Title
EMS Data System
Bid Start Date
Nov 14, 2014 5:02:41 PM MST
Bid End Date
Nov 26, 2014 12:00:00 PM MST
Question & Answer End Date
Nov 19, 2014 12:00:00 PM MST
Bid Contact
Vinessa Baldwin Purchasing Services Administrative Services
[email protected]
Contract Duration 5 years Contract Renewal Not Applicable Prices Good for
5 years
Bid Comments
All questions regarding this solicitation must be asked in writing in the BidSync electronic system prior to the posted question due date and time period. Answers to questions will be posted in BidSync. Vendors, if you have any trouble submitting your bid or attaching documents in the BidSync site, please contact Vendor Customer Support at 1-800-990-9339 or at
[email protected].
For all technical questions please call Bidsync customer support at 800-990-9339. Item Response Form
Item
VB15047--01-01 - SEE COST SHEET
Quantity
1 job
Unit Price Delivery Location State of Utah No Location Specified Qty 1
Description All questions regarding this solicitation must be asked in writing in the BidSync electronic system prior to the posted question due date and time period. Answers to questions will be posted in BidSync. Vendors, if you have any trouble submitting your bid or attaching documents in the BidSync site, please contact Vendor Customer Support at 1-800-9909339 or at
[email protected].
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State of Utah
Bid VB15047
5
STATE OF UTAH
SOLICITATION NO. VB15047 EMS Data System
RESPONSES DUE NO LATER THAN:
Nov 26, 2014 12:00:00 PM MST
RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO: www.bidsync.com RESPONSES MAY BE MAILED OR DELIVERED TO: State of Utah Division of Purchasing 3150 State Office Building, Capitol Hill Salt Lake City, Utah 84114-1061
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State of Utah
Bid VB15047
5
State of Utah Invitation for Bid
Legal Company Name (include d/b/a if applicable)
Federal Tax Identification
State of Utah Sales Tax ID Number
Number
Ordering Address
City
State
Zip Code
Remittance Address (if different from ordering address)
City
State
Zip Code
Type
Corporation
Partnership
Company Contact Person
Government Proprietorship Telephone Number (include
Fax Number (include
Area Code)
area code)
Discount Terms(for bid purposes, bid discounts less than 30 days will not be considered)
Email Address
Days Required for Delivery After Receipt of Order (see attached for any required minimums)
Brand/Trade Name
Price Guarantee Period (see attached specifications for any required minimums)
Minimum Order
Company's Internet Web Address
The undersigned certifies that the goods or services offered are produced, mined, grown, manufactured, or performed in Utah. Yes No . If no, enter where produced, etc.
11/14/2014 5:03 PM Offeror=s
Authorized Representatives=s Signature
Date
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performed in Utah. Yes
No
. If no, enter where produced, etc. State of Utah
Bid VB15047
Offeror=s Authorized Representatives=s Signature
Date
Type or Print Name
Position or Title
NOTICE When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed in order to place an offer: A. Login to www.bidsync.com; B. Locate the bid (solicitation) to which you are responding; a. Click the "Search" tab on the top left of the page; b. Enter keyword or bid (solicitation) number and click "Search"; C. Click on the "Bid title/description" to open the Bid (solicitation) Information Page; D. "View and Accept" all documents in the document section; E. Select "Place Offer" found at the bottom of the page; F. Enter your pricing, notes, other required information and upload attachments to this page; G. Click "Submit" at the bottom of the page; H. Review Offer(s); and I. Enter your password and click "Confirm". Note that the final step in submitting a response involves the supplier's acknowledgement that the information and documents entered into the BidSync system are accurate and represent the supplier's actual proposal, quote or bid. This acknowledgement is registered in BidSync when the supplier clicks "Confirm". BidSync will post a notice that the offer has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Be aware that entering information and uploading documents into BidSync may take considerable time. Please allow sufficient time to complete the online forms and upload documents. Suppliers should not wait until the last minute to submit a response. It is recommended that suppliers submit responses a minimum of 24 hours prior to the closing deadline. The deadline for submitting information and documents will end at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will not be accepted. Responses submitted in BidSync are completely secure. No one (including state purchasing staff) can see responses until after the deadline. Suppliers may modify or change their response at any time prior to the closing deadline. However, all modifications or changes must be completed and acknowledged (Confirm) in the BidSync system prior to the deadline. BidSync will post a notice that the modification/change (new offer) has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Utah Code 46-4-402(2) Unless otherwise agreed between a sender (supplier) and the recipient (State Purchasing), an electronic record is received when: (a) it enters an information processing system that the recipient has designated or uses for the purpose of receiving electronic records or information of the type 11/14/2014 5:03 PM sent and from which the recipient is able to retrieve the electronic record; and (b) it is in a form capable of
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State of Utah
Bid VB15047
NOTICE When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed in order to place an offer: A. Login to www.bidsync.com; B. Locate the bid (solicitation) to which you are responding; a. Click the "Search" tab on the top left of the page; b. Enter keyword or bid (solicitation) number and click "Search"; C. Click on the "Bid title/description" to open the Bid (solicitation) Information Page; D. "View and Accept" all documents in the document section; E. Select "Place Offer" found at the bottom of the page; F. Enter your pricing, notes, other required information and upload attachments to this page; G. Click "Submit" at the bottom of the page; H. Review Offer(s); and I. Enter your password and click "Confirm". Note that the final step in submitting a response involves the supplier's acknowledgement that the information and documents entered into the BidSync system are accurate and represent the supplier's actual proposal, quote or bid. This acknowledgement is registered in BidSync when the supplier clicks "Confirm". BidSync will post a notice that the offer has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Be aware that entering information and uploading documents into BidSync may take considerable time. Please allow sufficient time to complete the online forms and upload documents. Suppliers should not wait until the last minute to submit a response. It is recommended that suppliers submit responses a minimum of 24 hours prior to the closing deadline. The deadline for submitting information and documents will end at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will not be accepted. Responses submitted in BidSync are completely secure. No one (including state purchasing staff) can see responses until after the deadline. Suppliers may modify or change their response at any time prior to the closing deadline. However, all modifications or changes must be completed and acknowledged (Confirm) in the BidSync system prior to the deadline. BidSync will post a notice that the modification/change (new offer) has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Utah Code 46-4-402(2) Unless otherwise agreed between a sender (supplier) and the recipient (State Purchasing), an electronic record is received when: (a) it enters an information processing system that the recipient has designated or uses for the purpose of receiving electronic records or information of the type sent and from which the recipient is able to retrieve the electronic record; and (b) it is in a form capable of being processed by that system . INVITATION FOR BID - INSTRUCTIONS AND GENERAL PROVISIONS 1. SUBMITTING THE BID: (a) The Utah Division of Purchasing and General Services (DIVISION) prefers that bids be submitted electronically. Electronic bids may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) www.bidsync.com until the date and time as indicated in this document. 11/14/2014 5:03 PM It is the sole responsibility of the supplier to ensure their bid reaches BidSync before the closing date and time. There is no cost to the supplier to submit Utah's electronic bids via BidSync. (b) Electronic bids
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recipient has designated or uses for the purpose of receiving electronic records or information of the type sent and from which the recipient is able to retrieve State the electronic record; and (b) it is in a form capable of of Utah being processed by that system .
Bid VB15047
INVITATION FOR BID - INSTRUCTIONS AND GENERAL PROVISIONS 1. SUBMITTING THE BID: (a) The Utah Division of Purchasing and General Services (DIVISION) prefers that bids be submitted electronically. Electronic bids may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) www.bidsync.com until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their bid reaches BidSync before the closing date and time. There is no cost to the supplier to submit Utah's electronic bids via BidSync. (b) Electronic bids may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the bid directly to the DIVISION in writing: The bid must be signed in ink, sealed in a properly addressed envelope, and delivered to the Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, UT 84114-1061 by the "Due Date and Time." The "Bid Number" and "Due Date" must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item bid. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. Unit price will govern, if there is an error in the extension. Written bids will be considered only if it is submitted on the forms provided by the DIVISION. (d) Bids, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with the Utah Procurement Rules, section R33-3-109. (e) Facsimile transmission of bids to DIVISION will not be considered. 2. BID PREPARATION: (a) Delivery time is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by the DIVISION. If the supplier lists a trade name and/or catalog number in the bid, the DIVISION will assume the item meets the specifications unless the bid clearly states it is an alternate, and describes specifically how it differs from the item specified. All bids must include complete manufacturer =s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) By submitting the bid the supplier certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices quoted are correct. (d) This bid may not be withdrawn for a period of 60 days from bid due date. 3. FREIGHT COST: (a) Where "Freight Cost" is listed as a separate line item, suppliers are to provide product line item pricing FOB Origin Less Freight. On the line item for "Freight Cost" suppliers are to indicate the total freight cost FOB Destination Freight Prepaid, and complete the "Freight Information" document. The DIVISION will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the supplier, or by the State's carrier). (b) Where there is not a line item for "Freight Cost", suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid. 4. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions submitted through BidSync shall be considered addenda to the solicitation documents. Bidders are cautioned not to consider verbal modifications. 5. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their bid which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the bid. Each request for non -disclosure must be made by completing the " C o n f i d e n t i a l i t y C l a i m F o r m " l o c a t e d a t : http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc with a specific justification explaining why the information is to be protected. Pricing and service elements of any bid will not be considered proprietary. All material becomes the property of the DIVISION and may be returned only at the DIVISION's option. Bids submitted may to be reviewed and evaluated by any persons at the discretion of the DIVISION. 6. SAMPLES: Samples of item(s) specified in this bid, when required by DIVISION, must to be furnished free of charge to DIVISION. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the bidder's expense. 7. AWARD OF CONTRACT: (a) The contract will to be awarded with reasonable promptness, by written notice, to the lowest responsible bidder that meets the specifications. Consideration will to be given to the quality of the product(s) to be supplied, conformity to the specifications, the purpose for which required, delivery time required, discount terms and other criteria set forth in this invitation for bid. (b) The bids are 11/14/2014 5:03 PM opened publicly. The name of each bidder and the amount of the bid is recorded. Each bid, and the record, is open to public inspection. (c) The DIVISION may accept any item or group of items, or overall low bid. The
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7. AWARD OF CONTRACT: (a) The contract will to be awarded with reasonable promptness, by written notice, to the lowest responsible bidder that meets specifications. Consideration will to be given to State the of Utah the quality of the product(s) to be supplied, conformity to the specifications, the purpose for which required, delivery time required, discount terms and other criteria set forth in this invitation for bid. (b) The bids are opened publicly. The name of each bidder and the amount of the bid is recorded. Each bid, and the record, is open to public inspection. (c) The DIVISION may accept any item or group of items, or overall low bid. The DIVISION has the right to cancel this invitation for bid at any time prior to the award of contract. (d) The DIVISION can reject any or all bids, and it can waive any informality, or technicality in any bid received, if the DIVISION believes it would serve the best interest of the State. (e) Before, or after, the award of a contract the DIVISION has the right to inspect the bidder's premises and all business records to determine the holder's ability to meet contract requirements. (f) DIVISION does not guarantee to make any purchase under awarded contract(s). Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (g) Utah has a reciprocal preference law which will to be applied against bidders bidding products or services produced in states which discriminate against Utah products. For details see Section 63G -6-404 and 63G-6-405, Utah Code Annotated. (h) Bid tabulations and awards are posted http://purchasing.utah.gov/vendor/bidtab.html (i) Multiple contracts may be awarded if the DIVISION determines it would be in its best interest. 8. DIVISION APPROVAL: Purchase orders placed, or contracts written, with the State of Utah, as a result of this bid, will not be legally binding without the written approval of the director of the DIVISION. 9. DEBARMENT: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by the DIVISION. 10. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. The State of Utah also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation. 11. GOVERNING LAWS AND REGULATIONS: All State purchases are subject to the Utah Procurement Code, Title 63 Chapter 56 U.C.A. 1953, as amended, and the Procurement Rules as adopted by the Utah State Procurement Policy Board. These are available on the Internet at www.purchasing.utah.gov. 12. SALES TAX ID NUMBER: Utah Code Annotated (UCA) 59-12-106 requires anyone filing a bid with the state for the sale of tangible personal property or any other taxable transaction under UCA 59-12-103 (1) to include their Utah sales tax license number with their bid. For information regarding a Utah sales tax license see the Utah State Tax Commission's website at www.tax.utah.gov/sales. The Tax Commission is located at 210 North 1950 West, Salt Lake City, UT 84134, and can be reached by phone at (801) 297-2200.
Bid VB15047
(Revision Date: 3 Nov. 2009 - IFB Instructions)
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State of Utah
Bid VB15047
Multi-Step BID EMS Data System SOLITICATION # VB15047 PURPOSE OF MULTI-STEP BID PROCESS The Utah Department of Health, Bureau of Emergency Medical Services & Preparedness (BEMSP) is seeking bids for a single vendor solution, contractor hosted solution for an integrated EMS Data System to include the following modules: ● licensure and certification management for hospitals, agencies, vehicles and EMS professionals to allow near ‘real-time’ data exchange across modules; ● EMS (pre-hospital) data collection, receipt and processing with NEMSIS v3.x certification for each; and ● trauma data collection, receipt and processing adhering to the NTDS v1.x standard The BEMSP has identified the need to acquire a single vendor solution to replace the existing systems with the intent that demographic data from the license management solution will flow into the pre-hospital solution with patient care report data flowing into the trauma registry solution, effectively minimizing the need for external data integrations and duplicative data entry therefore improving data quality. BACKGROUND BEMSP is a bureau within the Utah Department of Health’s Family Health and Preparedness division and is the regulatory body for the provision of emergency medical services within the State of Utah. BEMSP is mandated to: ● coordinate the emergency medical services within the State of Utah; ● adopt rules in accordance with Title 63G, Chapter 3, Utah Administrative Rulemaking Act, to: ● license ambulance providers and paramedic providers; ● permit ambulances and emergency response vehicles; ● establish application, submission, and procedural requirements for licenses, designations, certificates, and permits; ● collect, receive and process pre-hospital data from all licensed providers; and ● collect receive and process trauma data from all acute care hospitals To meet this mandate, BEMSP maintains data systems to support the collection, receipt and processing of related data including pre-hospital patient care reports and the trauma registry. BEMSP collects and processes data for 45 acute care hospitals (including 23 designated trauma centers), 138 agencies, 45,000 EMS personnel with over 66,000 certifications. Historically BEMSP has operated three disparate data systems for data collection, receipt and processing: 1
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State of Utah
Bid VB15047
●
BEMS: an internally developed system to collect and process license and certification data for EMS personnel and providers including applications, fees collection, and course maintenance. ● POLARIS: an externally developed system to collect, receive and process patient care reports. ● TraumaBase: an externally developed system to collect, receive and process trauma registry data. The State of Utah Department of Technology Services is releasing this solicitation in partnership with the Department of Health for procurement items identified in this solicitation. However, the Department of Technology Services has the authority to allow State of Utah Executive Branch Agencies the ability to participate in any contract resulting from this solicitation in the event a procurement need arises. Allowing additional Executive Branch Agencies to participate in a contract resulting from this solicitation will require a contract amendment and participation will be limited to the procurement items or scope of work identified in this solicitation. All technology contract amendments will be issued in accordance with State of Utah Procurement Code 63F-1205 and Administrative Rules R33-3-712 and R33-6-101. ISSUING OFFICE AND BID REFERENCE NUMBER The State of Utah Division of Purchasing is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Department of Technology Services. The reference number for the transaction is Solicitation VB15047. This number must be referred to on all bids, correspondence, and documentation relating to the bid.
LIST OF ATTACHMENTS Attachment A: State of Utah Standard Information Technology Terms and Conditions (For DTS Related Contracts) Attachment B: Cost Sheet Attachment C: Category E National and Utah required elements CONTENT OF BID All bids submitted must include the following items as well as the items listed under section Technical Bid Format and Response. 1. Bid Form: The State’s Invitation to Bid form completed and signed. 2. Letters from NEMSIS Technical Assistance Center verifying current NEMSIS v3.x compliance for the following: 2.1 State compliance to receive and process data 2.2 Agency compliance to collect data 3. Security control attestation of their application as they pertain to the HIPPA Security Rule. Bidder may use NIST Special Publication 800-66 version 1 as a guide. 2
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State of Utah
4. 5.
Bid VB15047
Detailed project plan verifying ability to meet implementation dates as listed on page 2, item 2. Cost Sheet: See Attachment B; cost will be requested in Stage 2.
SUBMITTING YOUR BID SUBMITTING YOUR BID Bids must be received by the posted due date and time. Bids received after the deadline identified in BidSync will be late and ineligible for consideration. Question & Answer period closes: November 19th, 2014 at 12:00 PM MDT Bids must be submitted by: November 26th, 2014 at 12:00 PM MDT The preferred method of submitting your bid is electronically through BidSync. However, if you choose to submit hard copies, one (1) original and three (3) identical copies of your bid must be received at the State of Utah Division of Purchasing, 3150 State Office Building, Capitol Hill, PO Box 141061, Salt Lake City, Utah 84114-1061. If sending via United States Postal Services (USPS), mail to the State of Utah Division of Purchasing, P.O. Box 141061, Salt Lake City, Utah 84114-1061. If sending via a carrier who cannot deliver to a PO Box, mail to 3150 State Office Building, Capitol Hill Complex, 450 North State Street, Salt Lake City, Utah 84114. Please allow sufficient time for delivery. Responses sent overnight, but not received by the closing date and time will not be accepted. When submitting a bid electronically through BidSync, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the IFB. If you are in the middle of uploading your bid at the closing time, the system will stop the process and your bid will not be received by the system. Electronic bids may require uploading of electronic attachments. BidSync’s site will accept a wide variety of document types as attachments. Documents containing embedded encryptions cannot be processed by BidSync. Additionally, the submission of documents containing embedded documents (zip files), mov, wmp, and mp3 files are prohibited. All documents should be attached as separate files. NOTICE: By submitting a bid in response to this IFB, bidder is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the IFB are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the IFB must be protested to the purchasing agent prior to the closing date and time for submission of the bid. CORRECTION OR WITHDRAWAL OF BIDS 1) Correction or withdrawal of inadvertently erroneous bids that is based on an unintentionally erroneous bid may be made in accordance with Utah Administrative Rule R33-6-106. Changes may not be made to a bid after the bid opening that: 3
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State of Utah
Bid VB15047
a) changes the bid pricing; b) changes the cost evaluation formula; or c) changes any provisions that would be prejudicial to fair competition or the interests of the State. 2) Provided that there is no change in bid pricing or the cost evaluation formula, errors not attributed to a bidder's error in judgment may be corrected if it is in the best interest of the procurement unit and correcting the mistake maintains the fair treatment of other bidders. (a) Examples include: (i) missing signatures, (ii) missing acknowledging receipt of an addendum; (iii) missing copies of professional licenses, bonds, insurance certificates, provided that copies are submitted by the deadline established by the chief procurement officer or head of a procurement unit with independent procurement authority to correct this mistake; (iv) typographical errors; (v) mathematical errors not affecting the total bid price; or (vi) other errors deemed by the chief procurement officer or head of a procurement unit with independent procurement authority to be immaterial or inconsequential in nature. (3) The chief procurement officer or head of a procurement unit with independent procurement authority shall approve or deny, in writing, a bidder's request to correct or withdraw a bid. (3) Corrections or withdrawal of bids shall be conducted in accordance with Section 63G-6a-605. BID OPENING AND ACCEPTANCE Bids shall be opened publicly and accepted unconditionally, without alteration or correction except as permitted in this IFB under Utah Procurement Code 63G-6a-604. The procurement officer shall reject a bid that is not responsive or responsible. 1) A bid that is not responsive is a bid that: a) is conditional; b) attempts to modify the bid requirements; c) contains additional terms or conditions, unless authorized by this IFB; or d) fails to conform with the requirements, specifications or scope of work. 2) A bid that is not responsible includes a bid where the procurement officer reasonably concludes that the bidder or an employee, agent, or subcontractor of the bidder, at any tier, is unable to satisfactorily fulfill the bid requirements. BID EVALUATION AND AWARD All bids in response to this IFB will be evaluated in a manner consistent with the Utah Procurement Code 63G-6a-606 and all applicable rules and policies. In the initial Stage I of the bid evaluation process, the State will review all bids timely received. Non-responsive/responsible bids will be eliminated. Each bid not eliminated shall be evaluated using the objective criteria described in the 4
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State of Utah
Bid VB15047
IFB. Criteria not described in this IFB will not be used to evaluate a bid. Bids that have met the criteria requirements in this IFB will move to Stage II for cost evaluation. The bid(s) will be awarded to the lowest responsive and responsible bidder(s) meeting the objective criteria described in this IFB. Winning bidder(s) will be selected based on lowest overall pricing for all items identified in the IFB. LENGTH OF CONTRACT The Contract resulting from this bid will be for: 5 years PRICE GUARANTEE PERIOD All pricing must be guaranteed for the entire term of the contract. The State will be given the immediate benefit of any decrease in the market, or allowable discount. Any request for price adjustment must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation (market analysis) supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing. STATE OF UTAH STANDARD CONTRACT TERMS AND CONDITIONS Any contract that may result from this bid will include (1) the State of Utah Standard Information Technology Terms and Conditions. If the Standard Terms and Conditions are not attached to this IFB (see Attachment A), then the Standard Terms and Conditions can be found at: http://purchasing.utah.gov/purchasingforms.html. It is the responsibility of the offeror to review the Standard Terms and Conditions, whether attached to this IFB (see Attachment A) or at http://purchasing.utah.gov/purchasingforms.html.
Pursuant to Utah Procurement Code 63G-6a-603 the required contractual terms and conditions must be included, or incorporated by reference in the IFB and pursuant to Utah Procurement Code 63G-6a-604 a bid shall be rejected for being non-responsive if the bid contains additional terms or conditions. However, due to the complex requirements and conditions that surround the IT industry, the State recognizes a need to review an offeror’s exceptions and/or additions to State’s Standard Terms and Conditions. Any offeror requesting exceptions and/or additions to the State’s Standard Terms and Conditions must clearly identify those exceptions and/or additions during the Stage I Question & Answer period of the IFB. The State, at its sole discretion, will decide which proposed exceptions and/or additions, if any, will become part of Attachment A during Stage II of the IFB. During Stage II, before offerors submit their cost proposal, the State will provide an Addendum to the Solicitation revising Attachment A to include any exceptions and/or additions it deems is in the best 5
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State of Utah
Bid VB15047
interest of the State. Allowance of vendor terms and conditions such as licensing agreements, support agreements, professional services agreements, etc. must be submitted during the Question & Answer period of Stage I. Any vendor terms and conditions not submitted during the Question & Answer period of Stage I will not be accepted at a later date. PRE-BID CONFERENCE No pre-bid conference is scheduled. DISCUSSIONS WITH BIDDERS A discussion between the State Purchasing agent and a bidder to clarify their technical bid may be required at the sole discretion of the State after submittal of technical bids. However, the State may award a contract based on the initial technical bid received without discussion with the Bidder. If a bidder is required to meet with the State for clarification, any expenses incurred by the bidder will be at the bidder’s expense. PROTECTED INFORMATION The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that: the following records are protected if properly classified by a government entity: (1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2309 (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and (c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-309; ***** (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed; .... GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the offeror must: Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the State, and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1). 6
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State of Utah
Bid VB15047
Submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.” A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at: http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such. To ensure the information is protected, you must include all protected information in Section 4 of the proposal response. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the State of Utah. All materials submitted become the property of the State of Utah. Materials may be evaluated by anyone designated by the State as part of the proposal evaluation committee. Materials submitted may be returned only at the State's option. QUESTIONS, EXCEPTIONS, CLARIFICATIONS, & ADDENDUMS All questions must be submitted through BidSync. Answers will be given via the BidSync site. All questions and scope exceptions or clarifications must be submitted through BidSync.com’s Question & Answer. BidSync will post the questions, where the State will respond. No other agency employee, board member, or evaluation committee member should be contacted concerning this solicitation during the selection process. Failure to comply with this requirement may result in disqualification. Bidders shall promptly post questions in BidSync notifying the State of any ambiguity, inconsistency, excessively restrictive requirements, or error in the solicitation documents. Questions may be answered as they come in or may be compiled into one document and answered via an addendum. Addendums will be posted on BidSync. Bidders should periodically check BidSync.com for answered questions and addenda. DISQUALIFICATION OF BIDDER/CANCELLATION OF AWARD 1) In the event the procurement officer or the head of the procurement unit disqualifies the lowest responsive and responsible bidder the procurement officer may award to the next lowest responsive and responsible bidder who meets the objective criteria described in this IFB OR may cancel this IFB without awarding a contract. Justifications for disqualification at this stage include: a) a violation of the Utah Procurement Code; b) a violation of the requirements of this IFB that is discovered after the evaluation; c) unlawful or unethical conduct; or 7
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Bid VB15047
d) a change in circumstance that, had the change been known at the time the bid was submitted, would have caused the bidder not to be the lowest responsive and responsible bidder. 2) If the procurement officer disqualifies a bidder under this section, the procurement officer shall make a written finding, stating the reasons for disqualification; and provide a copy of the written finding to the bidder. 3) If the procurement officer cancels this IFB without awarding a contract, the procurement officer shall make available for public inspection a written justification for the cancellation. Current Environment CATEGORY A describes required functionality for each module. CATEGORY B describes required system integration and automation points. CATEGORY C describes required reports for each module. CATEGORY D – License and Certification Required Data Elements CATEGORY E: List of NEMSIS v2.2.x National and Utah required elements - uploaded to BidSync. CATEGORY A – FUNCTIONAL REQUIREMENTS BY MODULE License & Certification Management Module ● Serves as the foundation of other modules such as Stroke, STEMI, Trauma, PreHospital, etc. ● Is maintained as a web-based application with access for the general public as well as administrative staff and system administrators ● Provides the State with necessary functionality to manage all aspects of certification management for 50,000 personnel, 50 hospitals and 150 agencies, including ● Web Based Customizable Public Web Portal ● Portal must be a responsive design to support mobile devices with a variety of browsers ● Allow for seamless integration with current and future State website(s) to include ● single sign-on (user name and password) for all modules ● centralized file maintenance ● synchronization of NEMSIS 2 and NEMSIS 3 demographic data ● Allow end users to look-up records and create accounts ● Field level permissions wherein the State may allow end users to view information and to update restricted data elements ● No restriction on the number of users who can be connected to the system simultaneously 8
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Bid VB15047
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On-line Application Processes ● Agencies/Services ● New Agency/Service Applications ● Renewal Applications ● Must allow for unlimited attachments ● Personnel ● Initial ● Renewals ● Reciprocity ● Lapsed Certifications ● Collections of related fees ● Must allow for unlimited attachments ● Workflow Management and Creation ● The solution must provide the State to configure additional applications and corresponding workflows as needed. Characteristics of user-defined workflows is as follows: ● Allow the State to configure additional forms to support new types of license application processes as needed ● Allow the State to define the workflow associated with processing each new application using automated triggers to convert manual processes to automated ones for any type of license application ● Allow for automated, triggered, template correspondence either individually or in bulk for any system transaction. ● Allow for trigger-based functions to validate training requirement fulfillment. ● Allow for field level automated alerts based on answers provided by the applicant throughout the process ● Allow for State defined chains of approval on all applications to be managed through the Public Portal. i.e. agency directors can log into the portal to approve affiliations and medical directors can log into the portal to approve policy or protocols. ● Allow the State to update and define rules governing which types of users are able to apply for various licenses or complete specific applications for any given time period ● Ability to automatically retire a license based on date requirement and institute new license and all rules governing that new process. ● Allow the State to randomly audit applications based on desired thresholds, date ranges, application types and statuses. ● Ability to send automated notifications/reminders to users and applicants of the system based on conditions of their profile to include expiration dates, levels of certification, etc. ● Ability to send automated emails to State-defined roles within the system to notify these roles of the status of 9
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State of Utah
Bid VB15047
user/applicant within the system that they may have oversight ● Course Management ● Course listing for available courses ● Provide applicable contact info for course coordinator to allow for enrollment in new courses as needed ● Allow for course coordinators to manage course attendance and record test score results as required ● Allow the State to create and define Continuing Medical Education (CME) requirements associated with all license types ● Allow end users to view their individual CMEs through the Public Portal. ● Allow course coordinators to update student progress as required. ● Ability for State to configure application workflows in compliance with statute and administrative rule ● Workflow Engine and Correspondence to Support Course Application Processes ● Allow for both Pass/Fail and numerical test scores to be recorded ● Calculation of pass/fail rates by instructors ● Personnel Management ● Demographics ● Document management for personnel records ● Recording of internal notes ● Alert messages for personnel with outstanding issues to be resolved ● Audit trail for all changes to personnel records ● Automated storage of all system-generated correspondence to each provider ● Audit trail of attachments submitted by the provider ● Review of all charges applied and payment record for each personnel record ● Review pending applications ● Review certification history ● Multiple certifications (Paramedic, instructor, course coordinator, medical director, etc.) allowed for single provider ● Allow for single or multiple agency affiliations for providers ● Allow provider to declare affiliation with an agency and route to agency designee for approval ● Customized identification card production ● Allow for hard copy ID printing ● Allow for mobile device compatible e-ID ● Complaint and disciplinary action management ● Allow automated trigger based correspondence to any user ● Allow bulk correspondence to a selected distribution list ● Agency Management ● Demographics (including key contacts) 10
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State of Utah
Bid VB15047
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Allow designated individuals to update and manage the personnel roster through the public portal, with updates flowing through to prehospital module ● Allow mass correspondence to key contacts (i.e. medical directors, agency directors, training officers, etc.) ● Service area tracking and management ● License and designation history management ● Mutual aid agreements ● Complaints and disciplinary action management ● Document management ● Triggered alerts for agencies that have been flagged with licensing issues ● Allow review of personnel training history ● Vehicle roster management ● Hospital Management ● Demographics (including key contacts) ● Allow mass correspondence to key contacts (i.e. medical directors, trauma program managers, etc.) ● Designation history management ● Complaints and disciplinary action management ● Document management ● Triggered alerts for hospitals that have been flagged with designation issues ● Inspections ● Must allow for checklists to be defined by the State for various inspections and edited/updated as required ● Must allow for loading of State codes for deficiencies on both agency and vehicle inspections to facilitate ‘drop-down’ menus or rapid data entry by inspectors ● Inspection histories recorded for all agencies and vehicles ● Allow for attachment of documents, photos, and necessary items to support inspection findings, building plans, etc. ● Must allow State to configure rules around notification of upcoming inspections required time periods between inspections. ● Investigations ● Management of investigation subjects ● Allow for permissions governing access to investigation data ● All inspections tied to subject record allowing for alerts to be generated on the subject record ● Allow for unlimited document attachments ● Record corresponding case numbers ● Allow for investigative notes ● Allow for public lookup of complaint/investigation history for agencies and providers ● Required Integrations
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State of Utah
Bid VB15047
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Allow for all personnel, agency, and vehicle demographic data to be managed within license management while populating pre-hospital system as updated ● Allow for audit trail of data syncing between licensure and pre-hospital system ● Allow for data to flow seamlessly from licensure to pre-hospital, to trauma registry ● Allow for all demographic data to be managed EXCLUSIVELY through the license management solution with permissions granted only by the State for updates made from the pre-hospital system ● Allow for nightly data updates from both NREMT and NAEMD ● Allow for State selected payment gateway integration ● Allow for future integration to State selected modules ● Populate hospital demographics on pre-hospital system ● Populate agency demographics on trauma system ● Data Elements ● At a minimum, the license/certification solution must include the data elements listed in CATEGORY B. Pre-hospital Module ● Patient Care Reports ● New incident ● Edit existing incident (constricted by role-based security) ● Delete record (constricted by role-based security) ● Linkage to other agencies’ related reports ● Real time validation upon saving record ● Records cannot be flagged ‘complete’ until all fatal edits are resolved. ● Workflow Management and Creation ● Provide agencies with the ability to flag ePCRs for review based upon user-defined criteria and route said records to appropriate agency staff ● Unlimited workflows per agency ● Ability to modify/delete workflows ● Alert messages for personnel with outstanding ePCRs ● Audit trail for all ePCR changes and/or retrievals ● Personnel Management ● Agency personnel demographics to be populated from license management system ● Updates to selected demographic elements may be posted from prehospital to license management as determined by BEMSP ● Agency Management ● Agency demographics to be populated from license management system ● Updates to selected demographic elements may be posted from prehospital to license management as determined by BEMSP ● Allow designated individuals to update and manage the personnel roster through the pre-hospital portal, with updates flowing through to license management module ● Required Integrations 12
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State of Utah
Bid VB15047
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Allow for all personnel, agency, and vehicle demographic data to be managed within license management while populating pre-hospital system as updated ● Allow for audit trail of data syncing between licensure and pre-hospital system ● Allow for data to flow seamlessly from licensure to pre-hospital, to trauma registry ● Allow for all demographic data to be managed EXCLUSIVELY through the license management solution with permissions granted only by the State for updates made from the pre-hospital system ● Populate agency demographics on trauma system ● Data elements ● consistent with NEMSIS v2.2.x and v3.3.x standards ● solution supports NEMSIS v2.2.x and v3.3.x concurrently ● modifiable by BEMSP staff for acceptable values, state-required elements, etc. Trauma Registry Module ● Web Based Customizable Public Web Portal ● Portal must be a responsive design to support mobile devices with the most current version of a variety of browsers ● Allow for seamless integration with current and future State website(s) to include ● single sign-on ● centralized file maintenance ● Allow end users to look-up records and create accounts ● Field level permissions wherein the State may allow end users to view information and to update restricted data elements ● No restriction on the number of users who can be connected to the system simultaneously ● Users and Security ● Field level permissions wherein the State may allow end users to view information and to update restricted data elements based on facility and role of user. ● The system will allow BEMSP to grant access to more than one hospital in the system for any individual user, e.g. if a trauma program manager or medical director is working with more than one hospital, the system will allow the user to access the information at each hospital without requiring the user to have more than one account in the system. ● Configurable data collection forms ● The system will allow BEMSP to create and manage the data collection forms. The configuration of the forms must include: ● The ability to automatically show/not show values for elements based on a date range. ● The ability to manage one list of values while choosing which types of forms the values will be displayed on, e.g. trauma form vs. STEMI, stroke forms, etc. 13
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State of Utah
Bid VB15047
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The system must allow BEMSP to manage multiple trauma forms that are appropriate for the hospitals entering the data, e.g. long form for seasoned abstractors vs. a short form for simplified data entry. ● Data Imports/Exports ● The system will allow individual users to create an export that conforms to the NTDB file formats. The user will have the option to include the TQIP process measures in the export file. As a part of the export process the system will re-run each incident against the NTDB validation rules for the submission year/channel they have selected and provide a report to user that identifies any incidents that that contained level 1-4 errors. ● The system will allow individual users to import files that conform to the NTDB file format or, at BEMSP’s discretion, a file based on the NTDB format that includes all of the data in BEMSP’s data dictionary that exceeds the NTDB. ● If BEMSP elects to collect more data than the NTDB, the system will contain an interface that allows BEMSP to determine what additional data will be accepted through the import. BEMSP will have the ability to generate the XSD that will be used by other vendors who have individual hospital clients who will be importing their trauma data to BEMSP’s registry. ● The vendor for the system will provide a webservice API that can be used by other trauma vendors to automatically submit data to BEMSP’s registry from individual hospitals. BEMSP’s vendor will provide all documentation required to submit data through the webservice. ● Integration with other systems ● The system will provide integration with BEMSP’s EMS system that allows the hospital user to search for patients that have been transported to their hospital by an EMS agency. ● Users may choose to either: ● view the completed ePCR in a PDF format that can be attached to the trauma incident or the Patient’s medical record ● import data from the ePCR into specific fields within the trauma form, e.g. agency demographics, field vital signs, etc. ● The system will provide an integration that allows the hospital to send outcome information, such as the ED Discharge Disposition and Hospital Discharge Disposition, back to BEMSP’s EMS system as well as to referring hospitals. ● The system will provide an integration that connects data between hospitals for a single incident, e.g. referring hospital to definitive care, etc. ● The system will provide an integration that connects a hospital’s EMR to the trauma system via webservice. This integration can be used to automatically send data from the hospitals EMR that is used to create trauma incidents. This integration will allow the hospital to send data through the webservice in either an XML format that follows the NTDB file 14
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State of Utah
Bid VB15047
standard or in an HL7 format. The contractor will provide all necessary documentation to the hospitals regarding said integration. ● Hospital configurations ● The system will provide a dashboard that each user can configure that allows them to quickly see information available consistent with user permissions. ● The user will have the ability to add links to other websites that are used frequently to assist with the entry and evaluation of trauma data. ● The hospitals will be able to setup lists that contain: ● The EMS agencies who frequently transport patients to their hospital ● The hospitals who frequently transfer patients to their hospital ● The hospitals who they frequently transfer patients to ● The performance improvement audits that their hospital is focusing on for this quarter or year. ● The hospitals will have the ability to create performance improvement audits that are not included in the list setup by BEMSP. ● The hospitals will be able to create their own questions to collect data in addition to what is included in BEMSP’s data dictionary. ● Complication and Performance Improvement requirements ● The system will allow hospitals to collect information on any complication that occurred with an individual patient. ● The information will include items such as preventability, judgment, determination, staff involved and related notes. ● The system will not restrict the number of individual notes that can be added. ● The system will restrict BEMSP administrators from viewing any information beside the name of the complication ● The system will allow hospitals to collect information regarding performance improvement audits, including, but not limited to preventability, judgment, determination, staff involved and related notes, etc. ● The system will not restrict the number of individual notes that can be added. ● The system will restrict system administrators from viewing any information beside the name of the performance improvement audit CATEGORY B – REQUIRED SYSTEM INTEGRATION AND AUTOMATION POINTS Utah Responds DOPL and EMT Update Module: License Management Sends nightly extracts of Division of Occupational and Professional Licensing (DOPL) and EMT certification data to volunteer registry so that credentials can be verified when volunteers register. Web Site: Agency Lists Module: License Management 15
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State of Utah
Bid VB15047
Pages on the Bureau Web site display directories of EMS agencies, dispatch agencies, and recertification testing and training agencies by querying the BEMS database. Web Site: Certification Counts Module: License Management Page on the Bureau Web site displays a count of currently certified EMS personnel, by certification level, by querying the BEMS database. CARES Post Module: Pre-hospital Transfers a CARES case from POLARIS (NEMSIS 2) to the CARES system upon request of BEMSP CARES coordinator. Must be updated to handle both NEMSIS 2.2.x and NEMSIS 3.3.x data. IBIS Pre-hospital Module: Pre-hospital Extracts an annual pre-hospital dataset for publication in the DOH Indicator-Based Information System (IBIS) for public health. IBIS Trauma Module: Pre-hospital, Trauma An export job in TraumaBase is used to extract an annual trauma dataset for IBIS. An automated job in POLARIS performs transformations to prepare the dataset for publication in IBIS. UTCODES Module: Pre-hospital Extracts an annual pre-hospital dataset in NEMSIS 2 XML format for the CODES project. (Scheduled for update to handle both NEMSIS 2 and NEMSIS 3 data.) ETL ED Module: Pre-hospital An export job in the SAS data store for ED data is used to manually export an annual ED dataset. Once the file is transferred to POLARIS, an automated job loads it into an SQL database on the POLARIS servers. ETL ED Linkage Module: Pre-hospital After new ED data are loaded, an automated job executes a linkage algorithm and updates existing records in the pre-hospital data warehouse with ED outcome data. ETL POLARIS Module: Pre-hospital Nightly ETL job processes NEMSIS 2 data into the pre-hospital data warehouse. Includes several routines for cleaning data: integration of personnel certification data from BEMS; location lookup, verification, cleaning, and geocoding using AGRC services; medication name cleaning using a lookup list; and logic enforcement on elements such as date/times and co-dependent elements (e.g., cardiac arrest and 16
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State of Utah
Bid VB15047
trauma/injury sections). Loads data into a consolidated data warehouse that holds data from both NEMSIS 2 and NEMSIS 3 sources. ETL POLARIS3 Module: Pre-hospital Nightly ETL job processes NEMSIS 3 data into the pre-hospital data warehouse. Includes several routines for cleaning data, as noted in the “ETL POLARIS” job above. ETL Trauma Linkage System: TraumaBase, POLARIS An export job in TraumaBase is used to manually export trauma registry data. Once the data file is transferred to POLARIS, an automated job executes a linkage algorithm and updates existing records in the pre-hospital data warehouse with trauma outcome data. National EMS Database Module: Pre-hospital On a monthly basis, submits NEMSIS 2 agency demographic data and PCR data to the national EMS database. PCR Destination Cleaning Module: Pre-hospital On an hourly basis, corrects misspellings of destination names (E20_01) received from third party systems using a lookup list. Web Services Operations Module: Pre-hospital POLARIS offers the following web services operations in its NEMSIS 2-compliant system: export agency demographics (national elements, state elements, or all elements); export PCRs (national elements, state elements, or all elements); export PCRs in PDF format; export user roles; import PCRs; search PCRs; search Users; update agency demographics; update PCRs; and update user roles. The following future Integration jobs are contracted for completion by June 30, 2015: CARES Outcome Data Module: Pre-hospital Automated job will extract data from completed records in the CARES system and update existing records in the pre-hospital data warehouse with cardiac arrest outcome information. Crash Repository Module: Pre-hospital Nightly job will use web services on POLARIS and the crash repository to search for records updated since the last run, execute a linkage algorithm, update existing records in the pre-hospital data warehouse with data from crash records, and send certain data elements from linked pre-hospital records to the crash repository. CATEGORY C – EXISTING REPORTS BY MODULE 17
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State of Utah
Bid VB15047
License Management ● BCI 2-year Checks: List of EMTs who need to have the 2-year BCI check performed this quarter. ●
Course Test Results: Report covering each course that ended during the specified timeframe, providing information about the students’ initial attempt practical and written test results.
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Course Test Results (E-mail): Monthly job that sends a report to each course coordinator whose course ended 5 months ago (>120 days), providing information about the students’ initial attempt practical and written test results. Also sends summary to BEMS staff.
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Upcoming Expirations: Count of upcoming certification expirations by quarter and certification level.
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Probations: Report of certifications placed on probation during specified timeframe, so that updated certification cards can be sent, with the probation end date as the expiration date.
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Agency Expiration Report (E-mail): Monthly job that sends an e-mail to BEMS staff to notify them of agency licenses/designations that have just expired or are about to expire.
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Course Start/End (E-mail): Job that sends an e-mail to the course coordinator for each course that either starts or ends on today's date. The e-mail reminds the course coordinator of paperwork requirements.
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Grants Agency Roster (E-mail): Sends an e-mail to the contact person at each agency with information about the EMS grants application process. The e-mail inclues the agency's roster as an attachment in Excel format.
Pre-hospital ● Cardiac Arrest Listing: Provides a case log of cardiac arrests for a date range you specify. ●
Cardiac Arrest Report: Summarizes cardiac arrests encountered by EMS professionals.
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Data Quality Report: Compares the completeness of certain NEMSIS data elements on your PCRs with statewide data.
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EMS Professional Activity Report: Summarizes an individual EMS professional's activity.
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Fluid Volume Listing: Provides a case log of PCRs where normal saline was administered, showing fluid amounts and blood pressure measurements.
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State of Utah
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General Report: Provides a quick breakdown of your data by various dimensions.
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Incident Listing: Provides a case log of PCRs for a date range you specify. Also lists any PCRs that do not have an incident date.
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Incident Map: Provides a GIS file of incidents for a date range you specify, for viewing in a map program such as Google Earth.
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Payroll Report: Lists each agency employee and the incidents they've been on, and calculates the number of hours to pay.
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Pediatric Vital Signs Report: Evaluates how often blood pressure, pulse rate, pulse oximetry, and respiratory rate are collected in pediatric patients.
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Permissive Hypotension Report: Evaluates the appropriateness of blood pressure management on hypotensive adult trauma cases.
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Response Time Listing: Provides a case log of PCRs for a date range you specify, showing the EMS times for each PCR (response, scene, transport, turnaround, etc.).
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Stroke Report: Summarizes EMS responses to strokes.
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Timeliness Report: Reports on the timeliness of creating and completing PCRs.
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Treatment/Transport Listing: Provides a case log of PCRs where a patient was treated, for a date range you specify, showing patient name, resident status, and information about the EMS response and transport.
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CARES Report (E-mail): Daily e-mail to notify CARES coordinator of new potential CARES cases in POLARIS.
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Monthly Data Compliance Report (E-mail): Monthly report to notify each EMS agency of its level of data compliance during the previous month. Also sends summary to BEMS staff.
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Multidimensional Analysis: Acting as a data cube, multidimensional analysis provides access to every NEMSIS 2 and NEMSIS 3 data element in the data warehouse, plus additional data integrated from other sources. Various links have been designed to serve as convenient entry points into Multidimensional Analysis.
Bid VB15047
Trauma ●
Volume Report All Patients: At will report to show the number of records submitted monthly by facility for 18 rolling months.
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Volume of Completed Records by Date 19
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State of Utah
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Open Records without Edits: Identifies trauma records that have no failing edits that have not yet been closed by facility staff.
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Closed Records with Edits: Identifies trauma records with non-fatal edits that have not been closed.
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Submission Detail Report: Shows the submission number and number of records along with submission status for each trauma records upload by facilities.
Bid VB15047
CATEGORY D – LICENSE AND CERTIFICATION REQUIRED DATA ELEMENTS ● Personnel ● Primary Key/Unique Identifier ● First Name ● Middle Initial ● Last Name ● Suffix ● Maiden Name ● Alias (unlimited) ● SSN ● Gender ● Date of Birth ● Height ● Weight ● Eye Color ● Street Address Line 1 ● Street Address Line 2 ● City ● County ● State ● Zip ● Mailing Address Line 1 ● Mailing Address Line 2 ● Mailing Address City ● Mailing Address County ● Mailing Address State ● Mailing Address Zip ● International Address ● Home Phone ● Work Phone ● Cell Phone ● E-Mail (x2) ● Driver License Number ● Driver License State ● EMS ID ● NREMT Number ● NREMT Expiration Date ● Other State EMS ID 20
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State of Utah
Bid VB15047
● ● ● ●
Other State Expiration Date Share Info Flag Primary Affiliation Secondary Affiliation (unlimited) ● Testing ● Type (state configurable list) ● Date Taken (multiple) ● Results (multiple) ● Course completion approval by Instructor/Coordinator ● Continuing Education credits ● Continuing Education completion attestation ● Requirement Checklist for Licensure ● Personnel Licensure ● License Application History for all applications ● Type (state configurable list) ● Application Status ● Exam Results ● Requirement Completion Checklist ● Certification History for all certifications held ● Type (state configurable list) ● Initial Certification Date ● Renewal Date ● Expiration Date ● EMS Agency ● Agency Primary Key ● Agency name ● Agency number ● Street Address Line 1 ● Street Address Line 2 ● City ● County ● State ● Zip ● Mailing Address Line 1 ● Mailing Address Line 2 ● Mailing Address City ● Mailing Address County ● Mailing Address State ● Mailing Address Zip ● Main Phone Number ● Main Fax Number ● URL ● Ownership Type ● Service Level ● Dispatch Agency ● Federal ID # ● Key Contacts 21
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State of Utah
Bid VB15047
● ● ● ● ● ● ●
Contact Type (state configurable list) Contact First Name Contact Middle Initial Contact Last Name Contact Business Phone Number Contact Cell Phone Number Contact Email Address ● Affiliated personnel ● Variances Granted ● Date Granted ● Type (state configurable list) ● Expiration Date ● Investigations and Inspections History ● Date ● Type (state configurable list) ● Inspector Name ● Result ● Region Affiliation ● License history ● Mutual Aid Agencies ● Service area (town names, square miles, etc.) ● Insurance information ● General Liability ● Worker’s Compensation ● Professional Liability ● Vehicle Coverage ● Agency Licensure ● License History ● Service Level ● Requirement Completion Checklist ● Initial Licensure Date ● Renewal Date (unlimited) ● Expiration Date (unlimited) ● Medication Variances ● Additional Variances ● Vehicle Licenses ● Vehicle Name ● Vehicle Year ● Vehicle Location ● Vehicle Type (Ambulance, Rescue, Quick Response, Reserve) ● VIN ● Description ● Inspection Date(s) ● Unit Call Sign ● Investigation History ● Type (state configurable list) ● Description 22
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State of Utah
Bid VB15047
● ● ● ● ● ● ●
Status (pending, complete, etc.) Respondent(s) name(s) Investigator decision Date initiated Date concluded Action Follow-Up Date ● Hospital/Facility Designation ● Facility Primary Key ● Facility name ● Facility number ● Street Address Line 1 ● Street Address Line 2 ● City ● County ● State ● Zip ● Mailing Address Line 1 ● Mailing Address Line 2 ● Mailing Address City ● Mailing Address County ● Mailing Address State ● Mailing Address Zip ● Main Phone Number ● Main Fax Number ● URL ● Ownership Type ● Federal Tax ID # ● Key Contacts ● Contact Type (state configurable list) ● Contact First Name ● Contact Middle Initial ● Contact Last Name ● Contact Business Phone Number ● Contact Cell Phone Number ● Contact Email Address ● Verification History ● Date ● Type (state configurable list) ● Inspector Name ● Result ● Region Affiliation ● Requirement Completion Checklist ● Initial Verification Date ● Renewal Date (unlimited) ● Expiration Date (unlimited Vendors can access applicable data dictionaries through the following links: 23
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Bid VB15047
●
Utah Trauma Registry Data Dictionary: http://www.utahtrauma.org/publicResources/utahTraumaDataDiction ary.html ● NEMSIS v2.2.1 Data Dictionary: http://nemsis.org/v2/downloads/datasetDictionaries.html ● NEMSIS v3.3.4 Data Dictionary: http://nemsis.org/v3/downloads/datasetDictionaries.html DETAILED SCOPE OF WORK ●
Current Environment ○ Single vendor solution must be able to meet or exceed the above outlined current environment. ● Data Migration o Contractor will provide technical assistance for data conversions for each module. o Bidder will be required to work with BEMSP and current provider to extract the current data and to accurately migrate the information into the new systems. o BEMSP staff will assist with data element mapping and acceptance testing. o Bidder will provide data migration assistance to individual hospitals wishing to transition to the trauma registry solution. ● System Administration o contractor will provide adequate training and support to enable BEMSP staff to configure each module as needed with regard to: ▪ business rules (including data validation rules) ▪ custom elements ▪ layout design ▪ reports ▪ security groups and permissions ▪ user profiles, including resetting of passwords and security codes ▪ allow BEMSP administrators to configure settings relative to profile and password expiration reminders. ▪ management of portal content and settings by BEMSP administrators to configure values for selection lists, various page and function default settings and other system settings as needed. ● User Interface o The solution must have a similar “look and feel” across all modules. o All required elements must be clearly indicated. o Solution affords consistent search functionality across modules using a variety of data elements and values. Search results are based on security groups and permissions that are agency/facility specific. o Solution should offer predictive text results across all modules. o Solution must provide alerts for possible duplicate records which users may accept or reject. 24
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p. 32
State of Utah
Bid VB15047
Solution auto populates city, county and state based upon zip code input. If a zip code is assigned to multiple cities, the solution should offer a list of choices to the user. Support o 24/7/365 support to system administrators and end users o system administrators will have access to support 24/7/365 o end users must have access to Help Desk support during the hours 7:00 am – 6:00 pm Mountain Time, 7 days per week o required updates of product to maintain compliance with relevant national standards o waiver or pro-rating of first year support costs commensurate with first date of active implementation (go-live) o Licensing fees need to be financed interest free for no less than three (3) years Annual Data Sets o contractor will provide annual data sets for pre-hospital and trauma in a SAS-compatible format at no additional cost Data Security o contractor must submit security control attestation of their application as they pertain to the HIPPA Security Rule, and may use NIST Special Publication 800-66 version 1 as a guide o Personally Identifiable Information and Protected Health Information encrypted at rest and in transit Project Management o The Contractor shall follow project management methodologies that are consistent with generally accepted PM principles, e.g. Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK) Guide. Contractor’s staff and subcontractors are to follow a consistent methodology for all SOW activities. o Contractor will provide a project manager ("PM") and his/her effort will incorporate all the tasks necessary to oversee the project. These tasks include updating Project Plans, assigning staff, scheduling meetings, reviewing status reports, addressing project issues and change orders, and preparing presentations for upper management. o Contractor shall be responsible to the State’s Project Manager. The contractor’s Project Manager has overall responsibility for the project deliverables, schedule, and successful implementation of the software as planned and all activities of contractor’s resources. o Summary of Project Management Deliverables: ▪ contractor PM to work with State project team to develop a detailed project work plan ▪ maintain and update project plan on a regular basis (at least weekly, if not daily). ▪ project kickoff meeting. ▪ project Management Plan ▪ bi-weekly project status reports ▪ up-to-date project issues log o
●
●
●
●
25
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p. 33
State of Utah
▪ ▪ ▪ ▪
Bid VB15047
up-to-date risk log schedule and facilitate weekly project team meetings provide meeting agenda provide meeting discussion log, action items and update issues and risk logs accordingly
●
Staffing o Contractor shall identify all staff proposed for each project. o If any contractor staff does not perform up to satisfactory standards as documented in the contract, the State shall inform the Contractor. When so informed, the Contractor shall either replace the staff member(s) or take remedial action agreed by the State to ensure performance at an acceptable level. ● Product Delivery o Contractor shall deliver fully functional product with all specified functionality in whole o Contractor shall create and conduct thorough testing tasks to ensure successful implementation of each module ● Reporting o Solution will contain a report writer that can be used by individual users to write reports on their data with a similar “look and feel” across modules o Solution will not limit the number of users who will have access to the report writer. o BEMSP will have the ability to create access groups to the report writer that will determine which data set each group of user will be able to see as well as functionality to export, distribute, etc. reports o Solution will allow the user to create ad hoc reports. The data available in the ad hoc reports will include all data fields that are available on the data entry forms. o Solution will allow the user to export the information from an ad hoc report to CSV/Excel, Word, HTML and PDF. o Solution will allow the user to export the incident information to a map. o Solution will allow users to schedule an ad hoc report to be sent to a user via email. o The system will allow the user to create analytical reports that display the information in a grid/spreadsheet format. o The system will allow the user to schedule analytical reports to be delivered via email. o The system will use a dimensional model database with an appropriate business intelligence reporting tool frontend. o The system will allow users to create a variety of chart reports such as angular gauge, area, bar, column, funnel, pie, etc. o The system will allow the user to set their chart reports so they are automatically run and shown to the user upon logging into the system. o Defect Tracking o Contractor will provide a defect tracking process available to BEMSP staff on demand. Said process must include, at a minimum, the following: ▪ defect description 26
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p. 34
State of Utah
Bid VB15047
▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪
o ●
related area of functionality date identified assigned support staff member defect status (e.g. new, testing, customer feedback, etc.) projected resolution date actual resolution date notes allow for attachments Contractor will meet with BEMSP system administrator monthly to review outstanding issues
Training o
o o
o
Contractor must offer live training to no more than 15 administrative users and virtual training to an unlimited number of end users prior to the initial roll out of each module. Trainees will be identified by BEMSP. Contractor will provide on-going virtual training for any major changes or alterations during the life of the contract at no additional cost. Contractor will provide electronic training documentation for distribution to users. Said documentation must be editable by BEMSP as necessary to reflect user-defined fields, etc. Contractor will provide a training/testing environment that will be synchronized with the production environment after major releases, but no less than every quarter. Said environment will be provided at no additional cost.
(Stage 1) TECHNICAL REQUIREMENTS AND COMPANY QUALIFICATIONS MANDATORY MINIMUMS 1. Letter of NEMSIS certification for data collection of NEMSIS v3.x 2. Letter of NEMSIS certification for data receipt and processing of NEMSIS v3.x 3. Single vendor solution for product development, implementation and support. Verifiable implementation of multiple modules with a single customer. 4. 3 References; specifically listing at least 3 existing customers currently utilizing at least 2 of the vendor’s modules in a manner similar to that explained within this IFB. Proven track record of integrated solutions as evidenced by 3 references. 5. Project time line illustrating ability to meet implementation deadlines o license management implementation by 01/01/2015 o pre-hospital implementation by 02/01/2015 o trauma registry implementation by 05/01/2015 6. Pre-hospital module must simultaneously receive and process NEMSIS v3.3.x and v2.2.x data 7. Trauma registry module NTDS v1.x compliant 8. Implementation fees to be paid over no less than three (3) years 9. Unlimited support hours included in annual maintenance agreement 27
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p. 35
State of Utah
Bid VB15047
. Bids that do not meet all the requirements in the detailed scope of work and the mandatory minimum requirements will be disqualified from further consideration, and will not advance to Stage 2. TECHNICAL BID FORMAT and RESPONSE All technical bids must be organized and tabbed with labels for the following headings: 1.
Bid Form. The State’s Invitation to Bid form completed and signed.
2. Executive Summary. The one or two page executive summary is to briefly describe the bidder's technical bid. This summary should highlight the major features of the technical bid. It must indicate any requirements that cannot be met by the bidder. The reader should be able to determine the essence of the technical bid by reading the executive summary. Proprietary information requests must be identified in this section. Identification of proprietary information does not guarantee acceptance under GRAMA law. 3. Detailed Response. This section should constitute the major portion of the technical bid and must contain at least the following information: A. A complete narrative of the bidder's assessment of the work to be performed, the bidder’s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the bidder's understanding of the desired overall performance expectations. B. A specific point-by-point response, in the order listed, to each requirement in current environment, detailed scope of work, and mandatory minimums. . C. Offeror must provide documentation/narrative demonstrating compliance with the stated Mandatory Minimum Requirements/Qualifications. Offeror’s failure to meet any one of the mandatory requirements will result in the bid response being classified as non-responsive and will not move forward in the evaluation process. D. Project time line. TECHNICAL BID EVALUATION CRITERIA All Bids in response to this IFB will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the IFB. Each Offeror bears sole responsibility for the items included or not included within the response submitted by the Offeror. (Stage 1) - VERIFICATION OF RESPONSIVE/RESPONSIBLE BIDDERS ●
Acceptable – Criterion is met.
28
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State of Utah
●
●
Bid VB15047
Potentially Acceptable – Clarification from bidder is required to determine if the criterion is met; or evaluators believe that the bidder has the capability to meet the criterion by modifying their technical bid. Unacceptable – Criterion is not met, nor is the bidder capable of meeting the criteria. (Stage2) - Cost Evaluation Do not submit cost with technical bid. Cost submittal will be by invitation only to those bidders who have previously been qualified in stage 1. Price will be evaluated independently from the technical bid. Only those firms who have been determined as “acceptable” during the technical evaluation (Stage I) will proceed to the price evaluation (Stage II). Please enumerate all costs on the attached Price Bid Form. Award will be made to the lowest bid from the firm determined to have submitted a technically acceptable bid. If submitting a hard copy bid, Bid price should be submitted in a separate sealed envelope along with the technical bid. Mark the outside of the pricing envelope with the solicitation number and the company name.
29
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p. 37
State of Utah
Bid VB15047
EMS Data System Solicitation # VB-15047 Pass/Fail Requirements Bidder:
___________________________
Evaluator:
___________________________
Date:
___________________________ Check One
EVALUATION CRITERIA
Acceptable
Potentially Acceptable
Unacceptable
Evaluator Notes
Ability to meet all functionality detailed in current environment Abilty to meet detailed scope of work Proof of NEMSIS v3.x compliance for data collection (agency level) Proof of NEMSIS v3.x compliance for data receipt and processing (state level) Single vendor solution for product development, implementation and support 5 references Project Time Line Ability to receive and process NEMSIS v2.x and v3.x data concurrently Trauma registry module NTDS v1.x compliant implementation fees to be paid over no less than 3 years Unlimited support hours included in annual maintenance agreement
30
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p. 38
State of Utah
Bid VB15047
Attachment B Cost Sheet VB15047 - EMS Data System Total 5-year cost not to exceed $1,190,230.00 First Year
Second Year
License & Certification Management License (1st installment) Implementation Costs (1st installment) Project Management Payment gateway integration
$
-
National Registry integration Legacy data conversion (.csv file) Required integrations and automation points Required reports Webinar training for Administrative and User training Hosting Support Fees
Sub-Total
Pre-hospital License (1st installment) Data Warehouse Security and Permissions Module NEMSIS v3 data set
Fifth Year
License & Certification Management License (4th installment, if necessary) Implementation Costs (4th installment, if necessary) Hosting Support Fees
$
-
Sub-Total
$
-
License (2nd installment) Implementation Costs (2nd installment) Hosting Support Fees
$ $
-
License (3rd installment) Implementation Costs (3rd installment) Hosting Support Fees
$ $
-
$
-
Sub-Total
$
-
Pre-hospital
Sub-Total Pre-hospital License (4th installment, if necessary) Implementation Costs (4th installment, if necessary) Hosting Support Fees
$
-
$ $
-
$
-
$ $
-
Sub-Total Pre-hospital License (5th installment, if necessary) Implementation Costs (5th installment, if necessary) Hosting Support Fees
-
-
$
-
$ $
-
Sub-Total
$
-
License (2nd installment) Implementation Costs (2nd installment) Hosting Support Fees
$ $
-
License (3rd installment) Implementation Costs (3rd installment) Hosting Support Fees
$ $
-
Sub-Total
$
-
Sub-Total
$
-
Sub-Total
$
-
Sub-Total
$
-
Second Year Total (not to exceed $319,000.00)
$
-
Third Year Total (not to exceed $319,000.00)
$
-
Fourth Year Total (not to exceed $244,290.00)
$
-
Fifth Year Total (not to exceed $244,290.00)
$
-
$
-
Trauma Registry License (4th installment, if necessary) Implementation Costs (4th installment, if necessary) Hosting Support Fees
Sub-Total
$
$ $
-
Trauma Registry
Sub-Total
License & Certification Management License (5th installment, if necessary) Implementation Costs (5th installment, if necessary) Hosting Support Fees
$
Trauma Registry
NEMSIS v2 data set NEMSIS XML data port Import and Export Web-based data collection (v3) Report Writer Implementation Costs (1st installment) Project Management On-site Administrative Training On-site Group User Training Travel Costs Legacy data conversion (NEMSIS v2.x and v3.x) Required integrations and automation points Required reports Data Mining (EMS Cube) Hospital Hub Setup and Access Fee Hosting Support Fees
Fourth Year
License & Certification Management License (3rd installment) Implementation Costs (3rd installment) Hosting Support Fees
Pre-hospital
Sub-Total
Trauma Registry License (5th installment, if necessary) Implementation Costs (5th installment, if necessary) Hosting Support Fees
2nd and 3rd year costs adjusted to allow for a maximum finance term for license and implementation fees of 3 years. If vendor offers a finance term of 4-5 years, then costs for 2nd and 3rd year would be reduced accordingly. The total cost for 5 years cannot exceed $1,190,230.00.
IMPORTANT NOTE Low bid will be determined by total cost for years one (1) throught year five (5). This total cost will reflect a firm fixed price for this project. TOTAL COST NOT TO EXCEED:
Sub-Total
$
-
$
-
$
-
Sub-Total
$
-
Miscellaneous items not included in line items above First Year Total (not to exceed $285,000.00)
$ $
-
Trauma Registry License (1st installment) Data Warehouse Security and Permissions Module Import and Export Web-based data collection TQIP, PI and Complications Module EMS lookup, trip reports integration ICD-10 Upgrade Report Writer Implementation Costs (1st installment) Project Management On-site Administrative Training Travel Costs Legacy data conversion Required integrations and automation points Required reports Data Mining (trauma cube) Hosting Support Fees
cost not to exceed:
Third Year
License & Certification Management License (2nd installment) Implementation Costs (2nd installment) Hosting Support Fees
$
$__________________
318,223.33
Third Year Cost including integration, implementation, training, travel, configuration, maintenance, etc. cost not to exceed: $ 318,223.33
Fourth Year Cost including integration, implementation, training, travel, configuration, maintenance, etc. cost not to exceed: $ 133,390.00
Fifth Year Cost including integration, implementation, training, travel, configuration, maintenance, etc. cost not to exceed: $ 133,390.00
TOTAL COST OF PROJECT NOT TO EXCEED
11/14/2014 5:03 PM
#REF!
p. 39
State of Utah
Bid VB15047
National Data Elements, Utah Data Elements, Optional Local Data Elements Updated January 1, 2009 National/ Utah N U N N U U N N N N U N N N N N N U N U N U U U U U U N U U U U U U U U U U U U U U U U U U
Code D01_01 D01_02 D01_03 D01_04 D01_05 D01_06 D01_07 D01_08 D01_09 D01_10 D01_11 D01_12 D01_13 D01_14 D01_15 D01_16 D01_17 D01_18 D01_19 D01_20 D01_21 D02_01 D02_02 D02_03 D02_04 D02_05 D02_06 D02_07 D02_08 D02_09 D02_10 D02_11 D03_01 D03_02 D03_03 D03_04 D03_05 D03_06 D03_07 D03_08 D03_09 D03_10 D03_11 D04_01 D04_02 D04_03 D04_04
Title EMS Agency Number EMS Agency Name EMS Agency State EMS Agency County Primary Type of Service Other Types of Service Level of Service Organizational Type Organization Status Statistical Year Other Agencies In Area Total Service Size Area Total Service Area Population 911 Call Volume per Year EMS Dispatch Volume per Year EMS Transport Volume per Year EMS Patient Contact Volume per Year EMS Billable Calls per Year EMS Agency Time Zone EMS Agency Daylight Savings Time Use National Provider Identifier Agency Contact Last Name Agency Contact Middle Name/Initial Agency Contact First Name Agency Contact Address Agency Contact City Agency Contact State Agency Contact Zip Code Agency Contact Telephone Number Agency Contact Fax Number Agency Contact Email Address Agency Contact Web Address Agency Medical Director Last Name Agency Medical Director Middle Name/Initial Agency Medical Director First Name Agency Medical Director Address Agency Medical Director City Agency Medical Director State Agency Medical Director Zip Code Agency Medical Director Telephone Number Agency Medical Director Fax Number Agency Medical Director's Medical Specialty Agency Medical Director Email Address State Certification Licensure Levels EMS Unit Call Sign Zones Procedures
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p. 40
State of Utah
National/ Utah U U U U U U U U U U U U U U U U U U U U U
U
U U
U U
Code D04_05 D04_06 D04_07 D04_08 D04_09 D04_10 D04_11 D04_12 D04_13 D04_14 D04_15 D04_16 D04_17 D05_01 D05_02 D05_03 D05_04 D05_05 D05_06 D05_07 D05_08 D05_09 D06_01 D06_03 D06_04 D06_05 D06_06 D06_07 D06_08 D06_09 D06_10 D07_01 D07_02 D07_03 D07_04 D07_05 D07_06 D08_01 D08_02 D08_03 D08_04 D08_05 D08_06 D08_07 D08_08 D08_09 D08_10 D08_11 D08_12 D08_13
Bid VB15047
Title Personnel Level Permitted to Use the Procedure Medications Given Personnel Level Permitted to Use the Medication Protocol Personnel Level Permitted to Use the Protocol Billing Status Hospitals Served Hospital Facility Number Other Destinations Destination Facility Number Destination Type Insurance Companies Used EMD Vendor Station Name Station Number Station Zone Station GPS Station Address Station City Station State Station Zip Station Telephone Number Unit/Vehicle Number Vehicle Type State Certification/Licensure Levels Number Of Each Personnel Level on the Vehicle Crew Vehicle Initial Cost Vehicle Model Year Year Miles/Hours Accrued Annual Vehicle Hours Annual Vehicle Miles Personnel's Agency ID Number State/Licensure ID Number Personnel's Employment Status Employment Status Date Personnel's Level of Certification/Licensure for Agency Date of Personnel's Certification or Licensure for Agency EMS Personnel's Last Name EMS Personnel's Middle Name/Initial EMS Personnel's First Name EMS Personnel's Mailing Address EMS Personnel's City of Residence EMS Personnel's State EMS Personnel's Zip Code EMS Personnel's Work Telephone EMS Personnel's Home Telephone EMS Personnel's Email Address EMS Personnel's Date Of Birth EMS Personnel's Gender EMS Personnel's Race
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State of Utah
National/ Utah
n/a N N N N N U N N N N N N N N
N N N U
U N U N N N
Code D08_14 D08_15 D08_16 D08_17 D08_18 D08_19 D08_20 D09_01 D09_02 D09_03 D09_04 D09_05 E00 E01_01 E01_02 E01_03 E01_04 E02_01 E02_02 E02_03 E02_04 E02_05 E02_06 E02_07 E02_08 E02_09 E02_10 E02_11 E02_12 E02_13 E02_14 E02_15 E02_16 E02_17 E02_18 E02_19 E02_20 E03_01 E03_02 E03_03 E04_01 E04_02 E04_03 E05_01 E05_02 E05_03 E05_04 E05_05 E05_06
Bid VB15047
Title EMS Personnel's Ethnicity State EMS Certification Licensure Level National Registry Credentialed State EMS Current Certification Date Initial State Certification Date Total Length of Service Date Length of Service Documented Device Serial Number Device Name or ID Device Manufacturer Model Number Device Purchase Date Common Null Values Patient Care Report Number Software Creator Software Name Software Version EMS Agency Number Incident Number EMS Unit (Vehicle) Response Number Type of Service Requested Primary Role of the Unit Type of Dispatch Delay Type of Response Delay Type of Scene Delay Type of Transport Delay Type of Turn-Around Delay EMS Unit/Vehicle Number EMS Unit Call Sign (Radio Number) Vehicle Dispatch Location Vehicle Dispatch Zone Vehicle Dispatch GPS Location Beginning Odometer Reading of Responding Vehicle On-Scene Odometer Reading of Responding Vehicle Patient Destination Odometer Reading of Responding Vehicle Ending Odometer Reading of Responding Vehicle Response Mode to Scene Complaint Reported by Dispatch EMD Performed EMD Card Number Crew Member ID Crew Member Role Crew Member Level Incident or Onset Date/Time PSAP Call Date/Time Dispatch Notified Date/Time Unit Notified by Dispatch Date/Time Unit En Route Date/Time Unit Arrived on Scene Date/Time
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State of Utah
National/ Utah N U N N N U N U U U U U U U N U U N N N N N U U
N
U U U
Code E05_07 E05_08 E05_09 E05_10 E05_11 E05_12 E05_13 E06_01 E06_02 E06_03 E06_04 E06_05 E06_06 E06_07 E06_08 E06_09 E06_10 E06_11 E06_12 E06_13 E06_14 E06_15 E06_16 E06_17 E06_18 E06_19 E07_01 E07_02 E07_03 E07_04 E07_05 E07_06 E07_07 E07_08 E07_09 E07_10 E07_11 E07_12 E07_13 E07_14 E07_15 E07_16 E07_17 E07_18 E07_19 E07_20 E07_21 E07_22 E07_23 E07_24
Bid VB15047
Title Arrived at Patient Date/Time Transfer of Patient Care Date/Time Unit Left Scene Date/Time Patient Arrived at Destination Date/Time Unit Back in Service Date/Time Unit Cancelled Date/Time Unit Back at Home Location Date/Time Last Name First Name Middle Initial/Name Patient's Home Address Patient's Home City Patient's Home County Patient's Home State Patient's Home Zip Code Patient’s Home Country Social Security Number Gender Race Ethnicity Age Age Units Date of Birth Primary or Home Telephone Number State Issuing Driver's License Driver's License Number Primary Method of Payment Certificate of Medical Necessity Insurance Company ID/Name Insurance Company Billing Priority Insurance Company Address Insurance Company City Insurance Company State Insurance Company Zip Code Insurance Group ID/Name Insurance Policy ID Number Last Name of the Insured First Name of the Insured Middle Initial/Name of the Insured Relationship to the Insured Work-Related Patient’s Occupational Industry Patient’s Occupation Closest Relative/Guardian Last Name First Name of the Closest Relative/ Guardian Middle Initial/Name of the Closest Relative/ Guardian Closest Relative/ Guardian Street Address Closest Relative/ Guardian City Closest Relative/ Guardian State Closest Relative/ Guardian Zip Code
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p. 43
State of Utah
National/ Utah
N N
N N N
U U U U N N N N N U U U
N N N N N N N U U U U U
Code E07_25 E07_26 E07_27 E07_28 E07_29 E07_30 E07_31 E07_32 E07_33 E07_34 E07_35 E07_36 E07_37 E08_01 E08_02 E08_03 E08_04 E08_05 E08_06 E08_07 E08_08 E08_09 E08_10 E08_11 E08_12 E08_13 E08_14 E08_15 E09_01 E09_02 E09_03 E09_04 E09_05 E09_06 E09_07 E09_08 E09_09 E09_10 E09_11 E09_12 E09_13 E09_14 E09_15 E09_16 E10_01 E10_02 E10_03 E10_04 E10_05 E10_06
Bid VB15047
Title Closest Relative/ Guardian Phone Number Closest Relative/ Guardian Relationship Patient's Employer Patient's Employer's Address Patient’s Employer’s City Patient’s Employer’s State Patient’s Employer’s Zip Code Patient's Work Telephone Number Response Urgency CMS Service Level Condition Code Number ICD-9 Code for the Condition Code Number Condition Code Modifier Other EMS Agencies at Scene Other Services at Scene Estimated Date/Time Initial Responder Arrived on Scene Date/Time Initial Responder Arrived on Scene Number of Patients at Scene Mass Casualty Incident Incident Location Type Incident Facility Code Scene Zone Number Scene GPS Location Incident Address Incident City Incident County Incident State Incident ZIP Code Prior Aid Prior Aid Performed by Outcome of the Prior Aid Possible Injury Chief Complaint Duration of Chief Complaint Time Units of Duration of Chief Complaint Secondary Complaint Narrative Duration of Secondary Complaint Time Units of Duration of Secondary Complaint Chief Complaint Anatomic Location Chief Complaint Organ System Primary Symptom Other Associated Symptoms Providers Primary Impression Provider’s Secondary Impression Cause of Injury Intent of the Injury Mechanism of Injury Vehicular Injury Indicators Area of the Vehicle impacted by the collision Seat Row Location of Patient in Vehicle
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State of Utah
National/ Utah U U U U N N N U U U U U N
U
U
U N U U U U U U U U U U U
U
Code E10_07 E10_08 E10_09 E10_10 E11_01 E11_02 E11_03 E11_04 E11_05 E11_06 E11_07 E11_08 E11_09 E11_10 E11_11 E12_01 E12_02 E12_03 E12_04 E12_05 E12_06 E12_07 E12_08 E12_09 E12_10 E12_11 E12_12 E12_13 E12_14 E12_15 E12_16 E12_17 E12_18 E12_19 E12_20 E13_01 E14_01 E14_02 E14_03 E14_04 E14_05 E14_06 E14_07 E14_08 E14_09 E14_10 E14_11 E14_12 E14_13 E14_14
Bid VB15047
Title Position of Patient in the Seat of the Vehicle Use of Occupant Safety Equipment Airbag Deployment Height of Fall Cardiac Arrest Cardiac Arrest Etiology Resuscitation Attempted Arrest Witnessed by First Monitored Rhythm of the Patient Any Return of Spontaneous Circulation Neurological Outcome at Hospital Discharge Estimated Time of Arrest Prior to EMS Arrival Date/Time Resuscitation Discontinued Reason CPR Discontinued Cardiac Rhythm on Arrival at Destination Barriers to Patient Care Sending Facility Medical Record Number Destination Medical Record Number First Name of Patient's Primary Practitioner Middle Name of Patient's Primary Practitioner Last Name of Patient's Primary Practitioner Advanced Directives Medication Allergies Environmental/Food Allergies Medical/Surgical History Medical History Obtained From Immunization History Immunization Date Current Medications Current Medication Dose Current Medication Dosage Unit Current Medication Administration Route Presence of Emergency Information Form Alcohol/Drug Use Indicators Pregnancy Run Report Narrative Date/Time Vital Signs Taken Obtained Prior to this Units EMS Care Cardiac Rhythm SBP (Systolic Blood Pressure) DBP (Diastolic Blood Pressure) Method of Blood Pressure Measurement Pulse Rate Electronic Monitor Rate Pulse Oximetry Pulse Rhythm Respiratory Rate Respiratory Effort Carbon Dioxide Blood Glucose Level
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State of Utah
National/ Utah U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U
Code E14_15 E14_16 E14_17 E14_18 E14_19 E14_20 E14_21 E14_22 E14_23 E14_24 E14_25 E14_26 E14_27 E14_28 E15_01 E15_02 E15_03 E15_04 E15_05 E15_06 E15_07 E15_08 E15_09 E15_10 E15_11 E16_01 E16_02 E16_03 E16_04 E16_05 E16_06 E16_07 E16_08 E16_09 E16_10 E16_11 E16_12 E16_13 E16_14 E16_15 E16_16 E16_17 E16_18 E16_19 E16_20 E16_21 E16_22 E16_23 E16_24 E17_01
Bid VB15047
Title Glasgow Coma Score-Eye Glasgow Coma Score-Verbal Glasgow Coma Score-Motor Glasgow Coma Score-Qualifier Total Glasgow Coma Score Temperature Temperature Method Level of Responsiveness Pain Scale Stroke Scale Thrombolytic Screen APGAR Revised Trauma Score Pediatric Trauma Score NHTSA Injury Matrix External/Skin NHTSA Injury Matrix Head NHTSA Injury Matrix Face NHTSA Injury Matrix Neck NHTSA Injury Matrix Thorax NHTSA Injury Matrix Abdomen NHTSA Injury Matrix Spine NHTSA Injury Matrix Upper Extremities NHTSA Injury Matrix Pelvis NHTSA Injury Matrix Lower Extremities NHTSA Injury Matrix Unspecified Estimated Body Weight Broselow/Luten Color Date/Time of Assessment Skin Assessment Head/Face Assessment Neck Assessment Chest/Lungs Assessment Heart Assessment Abdomen Left Upper Assessment Abdomen Left Lower Assessment Abdomen Right Upper Assessment Abdomen Right Lower Assessment GU Assessment Back Cervical Assessment Back Thoracic Assessment Back Lumbar/Sacral Assessment Extremities-Right Upper Assessment Extremities-Right Lower Assessment Extremities-Left Upper Assessment Extremities-Left Lower Assessment Eyes-Left Assessment Eyes-Right Assessment Mental Status Assessment Neurological Assessment Protocols Used
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State of Utah
National/ Utah U U N U U U U N U U U N U N N N U U U U U U U U U U U N
N
N U N N
Code E18_01 E18_02 E18_03 E18_04 E18_05 E18_06 E18_07 E18_08 E18_09 E18_10 E18_11 E19_01 E19_02 E19_03 E19_04 E19_05 E19_06 E19_07 E19_08 E19_09 E19_10 E19_11 E19_12 E19_13 E19_14 E20_01 E20_02 E20_03 E20_04 E20_05 E20_06 E20_07 E20_08 E20_09 E20_10 E20_11 E20_12 E20_13 E20_14 E20_15 E20_16 E20_17 E21_01 E21_02 E21_03 E21_04 E21_05 E21_06 E21_07 E21_08
Bid VB15047
Title Date/Time Medication Administered Medication Administered Prior to this Units EMS Care Medication Given Medication Administered Route Medication Dosage Medication Dosage Units Response to Medication Medication Complication Medication Crew Member ID Medication Authorization Medication Authorizing Physician Date/Time Procedure Performed Successfully Procedure Performed Prior to this Units EMS Care Procedure Size of Procedure Equipment Number of Procedure Attempts Procedure Successful Procedure Complication Response to Procedure Procedure Crew Members ID Procedure Authorization Procedure Authorizing Physician Successful IV Site Tube Confirmation Destination Confirmation of Tube Placement Destination/Transferred To, Name Destination/Transferred To, Code Destination Street Address Destination City Destination State Destination County Destination Zip Code Destination GPS Location Destination Zone Number Incident/Patient Disposition How Patient Was Moved to Ambulance Position of Patient During Transport How Patient Was Transported From Ambulance Transport Mode from Scene Condition of Patient at Destination Reason for Choosing Destination Type of Destination Event Date/Time Medical Device Event Name Waveform Graphic Type Waveform Graphic AED, Pacing, or CO2 Mode ECG Lead ECG Interpretation Type of Shock
Page 8 of 15 11/14/2014 5:03 PM
p. 47
State of Utah
National/ Utah
N N
U
U U U
Code E21_09 E21_10 E21_11 E21_12 E21_13 E21_14 E21_15 E21_16 E21_17 E21_18 E21_19 E21_20 E22_01 E22_02 E22_03 E22_04 E22_05 E22_06 E23_01 E23_02 E23_03 E23_04 E23_05 E23_06 E23_07 E23_08 E23_09 E23_10 E23_11
Bid VB15047
Title Shock or Pacing Energy Total Number of Shocks Delivered Pacing Rate Device Heart Rate Device Pulse Rate Device Systolic Blood Pressure Device Diastolic Blood Pressure Device Respiratory Rate Device Pulse Oximetry Device CO2 or etCO2 Device CO2, etCO2, or Invasive Pressure Monitor Units Device Invasive Pressure Mean Emergency Department Disposition Hospital Disposition Law Enforcement/Crash Report Number Trauma Registry ID Fire Incident Report Number Patient ID Band/Tag Number Review Requested Potential Registry Candidate Personal Protective Equipment Used Suspected Intentional, or Unintentional Disaster Suspected Contact with Blood/Body Fluids of EMS Injury or Death Type of Suspected Blood/Body Fluid Exposure, Injury, or Death Personnel Exposed Required Reportable Conditions Research Survey Field Who Generated this Report? Research Survey Field Title
Utah recognizes the following combinations of E23_09 and E23_11. Zero or more pairs may be transmitted in a PCR. When a bio-terrorism indicator has been identified, E23_09 should be set to "true", with E23_11 set to the appropriate value below: B01_01 Abdominal Pain B01_02 Altered LOC B01_03 Apparent Death B01_04 Bloody Diarrhea B01_05 Fever B01_06 Headache B01_07 Inhalation B01_08 Rash/Blistering B01_09 Nausea/Vomiting B01_10 Paralysis B01_11 Respiratory Arrest B01_12 Respiratory Distress B01_13 Seizures
Page 9 of 15 11/14/2014 5:03 PM
p. 48
State of Utah
Bid VB15047
Values to be used for elements of type DemographicStateCertificationLicensureLevels NEMSIS allows states to customize Certification Level-related elements based on their state-recognized certification levels. The customizable elements are: D01_07, D04_01, D04_05, D04_07, D04_09, D06_04, D07_05, D08_15, and E04_03. Utah customizes the elements as follows. Other values should not be used XML Value 6090 EMT-I 1985 6100 6110 6111 6112 6120
11/14/2014 5:03 PM
Utah Label EMT-B EMT-I EMT-IA Paramedic Not used in Utah Not used in Utah Not used in Utah
Maps to NEMSIS Label EMT-Basic Do not map to NEMSIS code, transfer as "EMT-I 1985" in XML EMT-Intermediate EMT-Paramedic Nurse Physician First Responder
p. 49
State of Utah
Bid VB15047
Values to be used for elements of type FacilityName, along with related elements Other values may be used in addition to these, but these values should be used for all hospitals.
FacilityName, DestinationTransferrredToId Allen Memorial Hospital Alta View Hospital American Fork Hospital Ashley Valley Medical Center Bear River Valley Hospital Beaver Valley Hospital Blue Mountain Medical Center Brigham City Community Hospital Cache Valley Specialty Hospital Cassia Regional Medical Center Castleview Hospital Central Valley Medical Center Cottonwood Hospital Davis Hospital and Medical Center Davis Hospital Weber Campus Delta Community Medical Center Dixie Regional Medical Center Dixie Regional Medical Center Fillmore Community Medical Center Garfield Memorial Hospital Gunnison Valley Hospital Heber Valley Medical Center Intermountain Medical Center Jordan Valley Hospital Kane County Hospital Lakeview Hospital LDS Hospital Logan Regional Hospital McKay-Dee Hospital Center Memorial Hospital of Sweetwater County Milford Valley Memorial Hospital Mountain View Hospital Mountain West Medical Center Ogden Regional Medical Center Oneida County Hospital Orem Community Hospital Page Hospital Park City Medical Center Pioneer Valley Hospital Primary Children's Medical Center Riverton Hospital Salt Lake Regional Medical Center San Juan Hospital Sanpete Valley Hospital Sevier Valley Hospital St. Mark's Hospital The Orthopedic Specialty Hospital Timpanogos Regional Hospital Uintah Basin Medical Center University of Utah Hospital Utah Valley Regional Medical Center Valley View Medical Center Veterans Affairs Medical Center
11/14/2014 5:03 PM
FacilityNumber, IncidentFacilityCode, FacilityType, TypeOfDestination IncidentLocationType DestinationTransferrredToCode StreetAddress 530 220 330 335 135 535 575 140 180 -25 340 450 225 145 145.A 465 540 540 440 545 445 365 290 235 550 150 240 155 160 -25 555 350 170 165 -25 355 -25 375 245 250 295 230 565 455 460 260 275 370 345 265 360 570 270
7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280
1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175 1175
719 W 400 N 9660 S 1300 E 170 N 1100 E 151 W 200 N 440 W 600 N 1109 N 100 W 800 S 200 W 950 S Medical Dr 2380 N 400 E 1501 Highland Ave 300 N Hospital Dr 48 W 1500 N 5770 S Fashion Blvd 1600 W Antelope Dr 3451 W 5600 S 126 S White Sage Ave 1080 E Medical Center Dr 544 S 400 E 674 S Hwy 99 224 N 400 E 64 E 100 N 1485 S Hwy 40 5121 S Cottonwood St 3580 W 9000 S 355 N Main St 630 E Medical Dr 325 8th Ave 1400 N 500 E 4401 Harrison Blvd 1200 College Dr 451 N Main St 1000 E 100 N 2055 N Main St 5475 S 500 E 150 N 200 W 331 N 400 W 501 N Navajo Dr 900 Round Valley Dr 3460 S Pioneer Pkwy 100 N Medical Dr 3741 W 12600 S 105 E S Temple 364 W 100 N 1100 S Medical Dr 1000 N Main St 1200 E 3900 S 5848 S 300 E 750 W 800 N 250 W 300 N 50 N Medical Dr 1034 N 500 W 1303 N Main 500 Foothill Blvd
City
County
State
Zip
50700 67440 01310 80090 77120 04060 06370 08460 54990 11260 62030 54220 53230 43660 65110 18910 65330 65330 25510 57740 32660 34200 53230 82950 39920 07690 67000 45860 55980 67235 50040 58730 76680 55980 50140 57300 51810 58070 83470 67000 64340 67000 51580 53010 63570 67000 53230 57300 64670 67000 62470 11320 67000
49019 49035 49049 49047 49003 49001 49037 49003 49005 16031 49007 49023 49035 49011 49057 49027 49053 49053 49027 49017 49039 49051 49035 49035 49025 49011 49035 49005 49057 56037 49001 49049 49045 49057 16071 49049 04005 49043 49035 49035 49035 49035 49037 49039 49041 49035 49035 49049 49013 49035 49049 49021 49035
49 49 49 49 49 49 49 49 49 16 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 56 49 49 49 49 16 49 04 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49 49
84532 84532 84003 84078 84337 84713 84511 84302 84341 83318 84501 84648 84107 84041 84067 84624 84790 84770 84631 84759 84634 84032 84157 84088 84741 84010 84143 84341 84403 82901 84751 84651 84074 84405 83252 84057 86040 84060 84120 84113 84065 84102 84535 84647 84701 84124 84107 84057 84066 84132 84604 84720 84148
GPSLocation
p. 50
State of Utah
Bid VB15047
Values to be used for elements of type OtherAgenciesInArea Other values may be used in addition to these, but these values should be used for all Utah EMS agencies Air Ambulance Specialists Inc Airmed UUMC American Fork Ambulance ATK Thiokol Fire Prevention Department Beaver Ambulance Service Box Elder County Ambulance Brigham City Ambulance Brigham Young University EMS Cache County EMS Authority Cache County Search & Rescue Cache County Sheriff Office Canyon Fuel Co Sufco, LLC Carbon County Ambulance Chevron Refinery EMS Classic Life Guard Clinton City Fire Department Curlew Ambulance Service Daggett County Ambulance Davis County Sheriff's Office Deseret Generation & Transmission Dixie Ambulance Service Eagle Air Med Corporation Eagle Mountain Fire Department Elk Ridge Fire Department Emery County Ambulance Service Enterprise Ambulance Service Ephraim Ambulance Association Farmington Fire Department Fielding First Responders Garfield County Ambulance Gold Cross Amb /E Utah Div Gold Cross Ambulance Gold Cross Service Inc/Utah Co. Grand County EMS Gunnison Valley Ambulance Helper Fire Department Hildale Fire Department Honeyville Fire Department Hurricane Fire & Rescue Hyrum First Responders IHC Life Flight Iron County Ambulance Juab County EMS Kane County Ambulance Kaysville City Fire Department Layton City Fire Department Leeds Area Special Service District Lehi Fire/Emergency Medical Services
11/14/2014 5:03 PM
p. 51
State of Utah
Bid VB15047
Levan Town Ambulance Lewiston First Responders Life Guard International, Inc Lone Peak Public Safety District Manti Ambulance Association Mapleton Emergency Department Med Flight Air Ambulance, Inc. Mendon Fire Department Mercy Air Services/Airlife Midvale Fire Department Milford Valley Ambulance Service Millard County Ambulance Service Millville & Nibley First Responders Morgan County Ambulance Mountain West Ambulance Service Murray City Fire Department Newton First Responders North Davis Fire District North Fork Fire Department North Logan Fire & Rescue North Sanpete Ambulance Service North Tooele County Fire District North View Fire Agency Ogden City Ambulance Ogden City Corporation Orem Department of Public Safety Paradise First Responders Park City Fire Service Payson Ambulance Association Piute County Ambulance Plain City Fire Department Pleasant Grove Ambulance Plymouth Fire Department Ambulance Provo Fire Dept./Paramedic Rich County Ambulance Richmond First Responders Riverdale Fire Department Riverton City/Unified Fire Authority Rockville Springdale Fire District Roy Fire And Rescue Department Salem Emergency Medical Association Salt Lake City Fire Department Salt Lake County Sheriff Search & Rescue San Juan County Search And Rescue San Juan Emergency Services San Juan Regional Air Care Sandy City Fire Department Santa Clara Fire Department Santaquin City Ambulance Scipio Ambulance Service Sevier County EMS Smithfield Fire & Rescue
11/14/2014 5:03 PM
p. 52
State of Utah
Bid VB15047
Solitude Ski Patrol South Davis Fire District South Davis Metro Fire Agency South Jordan Fire Department South Ogden City Fire Department South Salt Lake City Fire Dept South Summit Ambulance Southwest Ambulance Spanish Fork Ambulance Springville Ambulance St George City Fire Department St. Mary's Air Life/St. Mary's Hospital Stockton Fire Department Sunnyside Ambulance Sunset Fire & Rescue Syracuse City Fire Department Thatcher Penrose Fire Deptartment Tremonton Fire Department Ambulance Trenton Town Fire & Rescue Tristate Care Flight, LLC Uintah Basin Medical Center EMS Uintah County Sheriff's Department Unified Fire Authority Utah Air National Guard Utah County Sheriff Search & Rescue Ute Tribe Ambulance Service Vernal Police Department Wasatch Co Emergency Medical Services Washington City Fire Department Washington Terrace Fire Dept Wayne County Ambulance Weber County Sheriff's Office Weber Fire District Wellsville First Responders Wendover Ambulance Wendover First Responders West Jordan Fire Department West Valley City Fire Department
11/14/2014 5:03 PM
p. 53
State of Utah
Bid VB15047
Values to be used for elements of type MedicationsGiven or DemographicMedicationsGiven Other values should not be used Activated Charcoal Adenosine Albuterol Sulfate Amyl Nitrite Aspirin Atropine Sulfate Dextrose Diazepam Diphenhydramine Dopamine Epinephrine 1:1,000 Epinephrine 1:10,000 Fentanyl Furosemide Glucagon Haloperidol Irrigation Solution Lactated Ringers Lidocaine Mark I Meperidine Midazolam Morphine Sulfate Naloxone Nitroglycerine Normal Saline Ondansetron Oral Glucose Oxygen Oxytocin Promethazine Sodium Bicarbonate
11/14/2014 5:03 PM
p. 54
State of Utah
Bid VB15047
5
ATTACHMENT A STATE OF UTAH STANDARD INFORMATION TECHNOLOGY TERMS AND CONDITIONS (FOR DTS RELATED CONTRACTS ONLY) 1.
AUTHORITY: Provisions of this contract are pursuant to the authority set forth in 63G-6a, Utah Code, as amended, Utah State Procurement Rules (Utah Administrative Code Section R33), and related statutes which permit the State to purchase certain specified services, and other approved purchases for the State.
2.
CONTRACT JURISDICTION, CHOICE OF LAW, AND VENUE: The provisions of this contract shall be governed by the laws of the State of Utah. The parties will submit to the jurisdiction of the courts of the State of Utah for any dispute arising out of this Contract or the breach thereof. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt Lake County.
3.
LAWS AND REGULATIONS: The Contractor and any and all supplies, services, equipment, and construction furnished under this contract will comply fully with all applicable Federal and State laws and regulations, including applicable licensure and certification requirements.
4.
RECORDS ADMINISTRATION: The Contractor shall maintain, or supervise the maintenance of all records necessary to properly account for the payments made to the Contractor for costs authorized by this contract. These records shall be retained by the Contractor for at least four years after the contract terminates, or until all audits initiated within the four years, have been completed, whichever is later. The Contractor agrees to allow State and Federal auditors, and State Agency Staff, access to all the records to this contract, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by appointment.
5.
CERTIFY REGISTRATION AND USE OF EMPLOYMENT "STATUS VERIFICATION SYSTEM ”: The Status Verification System, also referred to as “E-verify”, only applies to contracts issued through a Request for Proposal process, and to sole sources that are included within a Request for Proposal. It does not apply to other types of procurement processes, including but not limited to Invitation for Bids or to Multiple Stage Bids. 1. Status Verification System (1) Each offeror and each person signing on behalf of any offeror certifies as to its own entity, under penalty of perjury, that the named Contractor has registered and is participating in the Status Verification System to verify the work eligibility status of the contractor’s new employees that are employed in the State of Utah in accordance with applicable immigration laws including UCA Section 63G-12-302. (2) The Contractor shall require that the following provision be placed in each subcontract at every tier: “The subcontractor shall certify to the main (prime or general) contractor by affidavit that the subcontractor has verified through the Status Verification System the employment status of each new employee of the respective subcontractor, all in accordance with applicable immigration laws including UCA Section 63G-12-302 and to comply with all applicable employee status verification laws. Such affidavit must be provided prior to the notice to proceed for the subcontractor to perform the work.” (3) The State will not consider a proposal for award, nor will it make any award where there has not been compliance with this Section. (4) Manually or electronically signing the Proposal is deemed the Contractor’s certification of compliance with all provisions of this employment status verification certification required by all applicable status verification laws including UCA Section 63G12-302.
2. Indemnity Clause for Status Verification System (1) Contractor (includes, but is not limited to any Contractor, Design Professional, Designer or Consultant) shall protect, indemnify and hold harmless, the State and its officers, employees, agents, representatives and anyone that the State may be liable for, against any claim, damages or liability arising out of or resulting from violations of the above Status Verification System Section whether violated by employees, agents, or contractors of the following: (a) Contractor; (b) Subcontractor at any tier; and/or (c) any entity or person for whom the Contractor or Subcontractor may be liable. (2) Notwithstanding Section 1. above, Design Professionals or Designers under direct contract with the State shall only be required to indemnify the State for a liability claim that arises out of the design professional's services, unless the liability claim arises from the Design Professional's negligent act, wrongful act, error or omission, or other liability imposed by law except that the design professional shall be required to indemnify the State in regard to subcontractors or subconsultants at any tier that are under the direct or indirect control or responsibility of the Design Professional, and includes all independent contractors, agents, employees or anyone else for whom the Design Professional may be liable at any tier. 6.
CONFLICT OF INTEREST: Contractor represents that none of its officers or employees are officers or employees of the State of Utah, unless disclosure has been made in accordance with 67-16-8, Utah Code, as amended.
CONFLICT OF INTEREST WITH STATE EMPLOYEES: In addition to the provisions of State of Utah Terms and Conditions # 6, Conflict of Interest, the Contractor certifies that no person in the State ’s employment, directly or through subcontract, will receive any private financial interest, direct or indirect, in the contract. The Contractor will not hire or 11/14/2014subcontract 5:03 PM with any person having such conflicting interest. 7.
p. 55
6.
CONFLICT OF INTEREST: Contractor represents that none of its officers or employees are officers or employees of the State of Utah, unless disclosure has been made in accordance with 67-16-8, Utah Code, as amended.
7.
CONFLICT OF INTEREST WITH STATE EMPLOYEES: In addition to the provisions of State of Utah Terms and Conditions # 6, Conflict of Interest, the Contractor certifies that no person in the State ’s employment, directly or through subcontract, will receive any private financial interest, direct or indirect, in the contract. The Contractor will not hire or subcontract with any person having such conflicting interest.
8.
CONTRACTOR, AN INDEPENDENT CONTRACTOR: The Contractor shall be an independent contractor, and as such, shall have no authorization, express or implied, to bind the State to any agreements, settlements, liability, or understanding whatsoever, and agrees not to perform any acts as agent for the State, except as herein expressly set forth. Compensation stated herein shall be the total amount payable to the Contractor by the State. The Contractor shall be responsible for the payment of all income tax and social security amounts due as a result of payments received from the State for these contract services. Persons employed by the State and acting under the direction of the State shall not be deemed to be employees or agents of the Contractor.
9.
CONTRACTOR ACCESS TO SECURE STATE FACILITIES, DATA, AND TECHNOLOGY / CRIMINAL Any agents or employees, and the agents and employees of a CONVICTION INFORMATION / FORMER FELONS: subcontractor (if any) are required to complete federal criminal background check, in accordance with DTS Policy 2000-0014 Background Investigations, if they will A) enter upon secure premises controlled, held, leased, or occupied by the State, B) have access to, maintain, or develop any hardware, software, firmware, or any other technology, that is used by the State, or C) have access to or receive any State data, during the course of performing this contract. A federal criminal background check may be completed by the Contractor (at its own expense) and the results provided to the State, or the Contractor may provide the State with sufficient personal information (at its own expense) so that one may be completed by the State, at State expense. Contractor will provide results of said background checks before work is started by the agent or employee and said background check must have been completed within the two years prior to the contract effective date. The Contractor will notify the State of any negative results (such as conviction of a felony) found during the agent or employee's background check. The State reserves the right to conduct additional background checks on agents or employees whose provided background checks were deemed out of compliance with State standards. If an additional background check is needed, the Contractor will provide the State with sufficient personal information (at its own expense) for a federal criminal background check to be completed, at State expense, on such personnel by the State. “Sufficient personal information” about its agents or employees, and the agents and employees of its subcontractors (if any) means for the Contractor to provide to the State Project Manager, in advance of any work, a list of the full names of the designated employees, including their social security number, driver license number and the state of issuance, and their birth date. Thereafter, one week prior to starting work, each contractor employee shall be fingerprinted by the State, and the State is authorized to conduct a federal criminal background check based upon those fingerprints and personal information provided. The State will use this same information to complete a Name Check in the Utah Criminal Justice Information System (UCJIS) every two years and reserves the right to revoke any access or security rights granted in the event of any negative results. Contractor, in executing any duty or exercising any right under this contract, shall not cause or permit any of its agents or employees, and the agents and employees of its subcontractors (if any) who have been convicted of a felony and misdemeanors other than minor misdemeanors to A) enter upon secure premises controlled, held, leased, or occupied by the State, B) have access to, maintain, or develop any hardware, software, firmware, or any other technology, that is used by the State, or C) have access to or receive any State data. A felony and misdemeanor are defined by the jurisdiction of the State of Utah, regardless of where the conviction occurred. Upon request, DTS agrees to provide Contractor with a copy of the latest version of the DTS Policy 2000-0014 Background Investigations.
10.
DRUG-FREE WORKPLACE: The Contractor agrees to abide by the Department of Technology Services (DTS) drug -free workplace policies while on State of Utah premises. DTS will provide the Contractor with a copy of these written “drug-free workplace policies” upon request.
State of Utah
Bid VB15047
11. CODE OF CONDUCT: When Contractor employees are working on-site, the Contractor agrees to follow and enforce DTS Policy 2000-001 Code of Conduct. If Contractor is working at facilities controlled by other State agencies, Contractor agrees to follow and enforce the Code of Conduct Policy of these other State agencies when Contractor is providing services at these facilities under provisions of this contract. The Contractor will assure that each employee or volunteer under Contractor ’s supervision receives a copy of such Code of Conduct, and a signed statement to this effect must be in each Contractor or Subcontractor employee’s/volunteer’s file and is subject to inspection and review by the State’s monitors. Upon request, DTS agrees to provide Contractor with a copy of any applicable codes of conduct. If a Contractor or Subcontractor is working at any State agency which has a Code of Conduct applicable to this Contract, the DTS Project Manager will provide the Contractor with a copy in advance of the Contractor’s on-site contract services performance. 12. INDEMNITY CLAUSE: The Contractor agrees to indemnify, save harmless, and release the State of Utah, and all its officers, agents, volunteers, and employees from and against any and all loss, damages, injury, liability, suits, and proceedings arising out of the performance of this contract which are caused in whole or in part by the acts or negligence of the Contractor's officers, agents, volunteers, or employees, but not for claims arising from the State's sole negligence. The parties agree that if there are any Limitations of the Contractor’s Liability, including a limitation of liability for anyone for whom the Contractor is responsible, such Limitations of Liability will not apply to injuries to persons, including death, or to damages to property. 13. EMPLOYMENT PRACTICES CLAUSE: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which 11/14/2014 5:03 PM prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated
p. 56
13. EMPLOYMENT PRACTICES CLAUSE: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil State of Utah Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated December 13, 2006, which prohibits sexual harassment in the work place.
Bid VB15047
14. SEPARABILITY CLAUSE: A declaration by any court, or any other binding legal source, that any provision of this contract is illegal and void shall not affect the legality and enforceability of any other provision of this contract, unless the provisions are mutually dependent. 15. RENEGOTIATION OR MODIFICATIONS: This contract may be amended, modified, or supplemented only by written amendment to the contract, executed by authorized persons of the parties hereto, and attached to the original signed copy of the contract. Automatic renewals will not apply to this contract. 16. DEBARMENT: The Contractor certifies that neither it nor its principals are presently or have ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by the State. The Contractor must notify the State Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period. 17. TERMINATION: Unless otherwise stated in the Special Terms and Conditions, this contract may be terminated, with cause by either party, in advance of the specified termination date, upon written notice being given by the other party. The party in violation will be given ten (10) working days after notification to correct and cease the violations, after which the contract may be terminated for cause. This contract may be terminated without cause, in advance of the specified expiration date, by either party, upon sixty (60) days prior written notice being given the other party. On termination of this contract, all accounts and payments will be processed according to the financial arrangements set forth herein for approved services rendered to date of termination. In the event of such termination, and professional services apply to the contract; the Contractor shall be compensated for services properly performed under this Contract up to the effective date of the notice of termination. The Contractor agrees that in the event of such termination for cause or without cause, Contractor’s sole remedy and monetary recovery from the State is limited to full payment for all work properly performed as authorized under this Contract up to the date of termination as well as any reasonable monies owed as a result of the Contractor having to terminate contracts necessarily and appropriately entered into by the Contractor pursuant to this Contract. Contractor further acknowledges that in the event of such termination, all work product, which includes but is not limited to all manuals, forms, contracts, schedules, reports, and any and all documents produced by Contractor under this Contract up to the date of termination are the property of the State and shall be promptly delivered to the State. 18. SUSPENSION OF WORK: Should circumstances arise which would cause the State to suspend the work, but not terminate the contract, this will be done by formal notice. The work may be reinstated upon advance formal notice from the State. 19. NONAPPROPRIATION OF FUNDS, REDUCTION OF FUNDS, OR CHANGES IN LAW: 19.1 Upon thirty (30) days written notice delivered to the Contractor, this contract may be terminated in whole or in part at the sole discretion of the State, if the State reasonably determines that a change in Federal or State legislation or applicable laws materially affects the ability of either party to perform under the terms of the contract. 19.2 Upon thirty (30) days written notice delivered to the Contractor, this contract may be terminated in whole or in part, or have the services and purchase obligations of the State proportionately reduced, at the sole discretion of the State, if the State reasonably determines that a change in available funds affects the State’s ability to pay under the contract. A change of available funds as used in this paragraph, includes, but is not limited to, a change in Federal or State funding, whether as a result of a legislative act or by order of the President or the Governor. 19.3 If a notice is delivered under paragraph 1 or 2 of this Section 19 “NONAPPROPRIATION OF FUNDS, REDUCTION OF FUNDS, OR CHANGES IN LAW,” the State will reimburse the Contractor for products properly delivered or services properly performed up until the effective date of said notice. The State will not be liable for any performance, commitments, penalties, or liquidated damages that accrue after the effective date of said notice. 19.4 Notwithstanding any other paragraph or provision of this Section 19 “NONAPPROPRIATION OF FUNDS, REDUCTION OF FUNDS, OR CHANGES IN LAW,” if the State in said notice to the Contractor indicates that the Contractor is to immediately cease from placing any orders or commitments with suppliers, subcontractor or other third parties, the Contractor shall immediately cease such orders or commitments upon receipt of said notice and the State shall not be liable for any such orders or commitments made after the receipt of said notice. 20. SALES TAX EXEMPTION: The State of Utah ’s sales and use tax exemption number is 11736850 -010-STC, located at http://purchasing.utah.gov/contract/documents/salestaxexemptionformsigned.pdf. The tangible personal property or services being purchased are being paid from State funds and used in the exercise of that entity’s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless otherwise stated in the contract. 21. WARRANTY: The Contractor agrees to warrant and assume responsibility for all products (including hardware, firmware, and/or 11/14/2014software 5:03 PM products) that it licenses, contracts, or sells to the State of Utah under this contract for a period of one year, unless
otherwise specified and mutually agreed upon elsewhere in this contract. The Contractor (seller) acknowledges that all warranties
p. 57
being purchased are being paid from State funds and used in the exercise of that entity’s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless State of Utah otherwise stated in the contract.
Bid VB15047
21. WARRANTY: The Contractor agrees to warrant and assume responsibility for all products (including hardware, firmware, and/or software products) that it licenses, contracts, or sells to the State of Utah under this contract for a period of one year, unless otherwise specified and mutually agreed upon elsewhere in this contract. The Contractor (seller) acknowledges that all warranties granted to the buyer by the Uniform Commercial Code of the State of Utah apply to this contract. Product liability disclaimers and/or warranty disclaimers from the seller are not applicable to this contract unless otherwise specified and mutually agreed upon elsewhere in this contract. In general, the Contractor warrants that: (1) the product will do what the salesperson said it would do, (2) the product will live up to all specific claims that the manufacturer makes in their advertisements, (3) the product will be suitable for the ordinary purposes for which such product is used, (4) the product will be suitable for any special purposes that the State has relied on the Contractor’s skill or judgment to consider when it advised the State about the product, (5) the product has been properly designed and manufactured, and (6) the product is free of significant defects or unusual problems about which the State has not been warned. Remedies available to the State include the following: The Contractor will repair or replace (at no charge to the State) the product whose nonconformance is discovered and made known to the Contractor in writing. If the repaired and/or replaced product proves to be inadequate, or fails of its essential purpose, the Contractor will refund the full amount of any payments that have been made. Nothing in this warranty will be construed to limit any rights or remedies the State of Utah may otherwise have under this contract. 22. SECURE PROTECTION AND HANDLING OF DATA: 1.
Network Security: Contractor agrees at all times to maintain network security that - at a minimum - includes: network firewall provisioning, intrusion detection, and regular third party penetration testing. Likewise Contractor agrees to maintain network security that conforms to one of the following: a.
Those standards the State of Utah applies to its own network, found outlined in DTS Policy 5000-0002 Enterprise Information Security Policy (copy available upon request)
b.
Current standards set forth and maintained by the National Institute of Standards and Technology, includes those at: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800 -53r4.pdf; or
c.
Any generally recognized comparable standard that Contractor then applies to its own network and approved by DTS in writing.
2.
Data security: Contractor agrees to protect and maintain the security of the State of Utah data with protection that is at least as good as or better than that maintained by the State of Utah. These security measures included but are not limited to maintaining secure environments that are patched and up to date with all appropriate security updates as designated, (ex. Microsoft Notification).
3.
Data Transmission: Contractor agrees that any and all transmission or exchange of system application data with the State of Utah and/or any other parties expressly designated by the State of Utah, shall take place via secure means, (ex. HTTPS or FTPS).
4.
Data Storage: Contractor agrees that no State of Utah data at any time will be processed on or transferred to any portable or laptop computing device or any portable storage medium, unless such medium is part of the Contractor's designated backup and recovery process.
5.
Data Encryption: Contractor agrees to store all State of Utah backup data as part of its designated backup and recovery process in encrypted form, using no less than 128 bit key.
6.
Password Protection. Contractor agrees that any portable or laptop computer that has access to a State of Utah network, or stores any non-public State of Utah data is equipped with strong and secure password protection.
7.
Data Re -Use: Contractor agrees that any and all data exchanged shall be used expressly and solely for the purpose enumerated in this Contract. Contractor further agrees that no State of Utah data of any kind shall be transmitted, exchanged or otherwise passed to other Contractors or interested parties except on a case -by-case basis as specifically agreed to in writing by DTS.
8.
Data Destruction : The Contractor agrees that upon termination of this Agreement it shall erase, destroy, and render unreadable all State of Utah data from all non-state computer systems and backups, and certify in writing that these actions have been completed within 30 days of the termination of this Agreement or within 7 days of the request of DTS, whichever shall come first.
23. NOTIFICATION AND DATA BREACHES: Contractor agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of personally-identifiable information or other events requiring notification in accordance with DTS Policy 5000-0002 Enterprise Information Security Policy (copy available upon request). In the event of a data breach of any Contractor's security obligations or other event requiring notification under applicable law (Utah Code § 13-44101 thru 301 et al), Contractor agrees at its own expense to assume responsibility for informing all such individuals in accordance with applicable laws and to indemnify, hold harmless and defend the State of Utah against any claims, damages, or other harm 11/14/2014related 5:03 PM to such Notification Event.
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23. NOTIFICATION AND DATA BREACHES: Contractor agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of personally-identifiable information or other events requiring notification in State of UtahPolicy (copy available upon request). In the event of a accordance with DTS Policy 5000-0002 Enterprise Information Security data breach of any Contractor's security obligations or other event requiring notification under applicable law (Utah Code § 13-44101 thru 301 et al), Contractor agrees at its own expense to assume responsibility for informing all such individuals in accordance with applicable laws and to indemnify, hold harmless and defend the State of Utah against any claims, damages, or other harm related to such Notification Event.
Bid VB15047
24. CHANGE MANAGEMENT: Contractor agrees to comply with DTS Change Management Policy 4000-0004. This DTS policy requires that any work performed by the Contractor that has the potential to cause any form of outage, or modify the State ’s infrastructure architecture must first be reviewed by the DTS Change Management Committee, and coordinated accordingly. The DTS Project Manager will inform the Contractor if this change control requirement is applicable. Following this notification, any failure by the Contractor that causes outages or data security breaches caused by the Contractor as a direct result of failure to comply, will result in the Contractor’s liability for the damages. Upon request, DTS agrees to provide Contractor with a copy of the latest version of DTS Change Management Policy 4000 0004. 25. PUBLIC INFORMATION: Contractor agrees that the contract, related Sales Orders, and Invoices will be public documents, and may be available for distribution. Contractor gives the State express permission to make copies of the contract, related Sales Orders, and Invoices in accordance with the State of Utah Government Records Access and Management Act (GRAMA). Except for sections identified in writing and expressly approved by the State Division of Purchasing, Contractor also agrees that the Contractor’s response to the solicitation will be a public document, and copies may be given to the public under GRAMA laws. The permission to make copies as noted will take precedence over any statements of confidentiality, proprietary information, copyright information, or similar notation. 26. CREDITING DEPARTMENT IN ADVERTISING / PUBLICITY: Any publicity given to the project or services provided herein shall identify the State of Utah’s managing agency as the sponsoring agency and shall not be released without prior written approval by that State agency’s Project Manager. 27. STATE AGENCY WEB SITE BRANDING: The Contractor agrees to use the DTS logo, or a newer version if replaced in the future, on websites produced under terms of this contract. Contractor further agrees to allow a State agency to also utilize their own web site branding and logo, if requested by that State agency. 28. DELIVERY: Unless otherwise specified in this contract, all deliveries will be F.O.B. destination with all transportation and handling charges paid by the Contractor. Responsibility and liability for loss or damage will remain with Contractor until final inspection and acceptance when responsibility will pass to the State except as to latent defects, fraud and Contractor's warranty obligations. 29. ORDERING AND INVOICING: All orders will be shipped promptly in accordance with the delivery schedule. The Contractor will promptly submit invoices (within 30 days of shipment or delivery of services) to the State. The State contract number and/or the agency purchase order number shall be listed on all invoices, freight tickets, and correspondence relating to the contract order. The prices paid by the State will be those prices listed in the contract. The State has the right to adjust or return any invoice reflecting incorrect pricing. 30. PROMPT PAYMENT DISCOUNT: Offeror may quote a prompt payment discount based upon early payment; however, discounts offered for less than 30 days will not be considered in making the award. Contractor shall list Payment Discount Terms on invoices. The prompt payment discount will apply to payments made with purchasing cards and checks. The date from which discount time is calculated will be the date a correct invoice is received or receipt of shipment, whichever is later; except that if testing is performed, the date will be the date of acceptance of the merchandise. 31. PAYMENT: 1. Payments are normally made within 30 days following the date the order is delivered or the date a correct invoice is received, whichever is later. After 60 days from the date a correct invoice is received by the appropriate State official, the Contractor may assess interest on overdue, undisputed account charges up to a maximum of the interest rate paid by the IRS on taxpayer refund claims, plus two percent, computed similarly as the requirements of Utah Code Section 15-6-3. The IRS interest rate is adjusted quarterly, and is applied on a per annum basis, on the invoice amount that is overdue. 2. The contract total may be changed only by written amendment executed by authorized personnel of the parties. Unless otherwise stated in the Contract, all payments to the Contractor will be remitted by mail, electronic funds transfer, or the State of Utah’s purchasing card (major credit card). The State of Utah will not allow the Contractor to charge end users electronic payment fees of any kind. 3. The acceptance by the Contractor of final payment without a written protest filed with the State within ten (10) working days of receipt of final payment shall release the State from all claims and all liability to the Contractor for fees and costs of the performance of the services pursuant to this Contract. 4. Notice: Wherever under this contract one party is required to give formal notice to the other, such notice shall be deemed given upon receipt of electronic mail and e -mail attachments. Formal Notices to the Contractor and to DTS shall be addressed as 11/14/2014follows: 5:03 PM
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3. The acceptance by the Contractor of final payment without a written protest filed with the State within ten (10) working days of receipt of final payment shall release the State from all claims and all liability to the Contractor for fees and costs of the State of Utah performance of the services pursuant to this Contract.
Bid VB15047
4. Notice: Wherever under this contract one party is required to give formal notice to the other, such notice shall be deemed given upon receipt of electronic mail and e -mail attachments. Formal Notices to the Contractor and to DTS shall be addressed as follows: Contractor: E-mail sent to Contact person at Contractor’s named e-mail address as indicated on signed State of Utah Contract (Cover) Page of this Contract.
State of Utah - DTS: E-mail sent to
[email protected]
5. Overpayment: The Contractor agrees that if during or subsequent to the contract performance, a CPA audit, or a State agency audit determines that payments were incorrectly reported or paid the Department may adjust the payments. The Contractor shall, upon written request, immediately refund to DTS any such overpayments. The Contractor further agrees that the Department shall have the right to withhold any or all-subsequent payments under this or other contracts that the Contractor may have with the State until recoupment of overpayment is made. 6. Payment withholding: the Contractor agrees that the adequate reporting, record keeping, and compliance requirements specified in this contract are a material element of performance and that if the Contractor’s record keeping practices, compliance, and/or reporting to DTS are not conducted in a timely and satisfactory manner, DTS may withhold part or all payments under this or any other contract until such deficiencies have been remedied. This includes, but is not limited to, Contractors failure to provide timely invoicing, and/or other requirements described elsewhere within this contract. In the event of the payment(s) being withheld, DTS agrees to provide ten (10) day advance Notice to the Contractor of the deficiencies that must be corrected in order to bring about the release of withheld payment. Contractor shall have ten (10) days thereafter to correct the cited reporting or record keeping practice deficiencies or the contract may be terminated. 32. PATENTS, COPYRIGHTS, ETC.: The Contractor will release, indemnify and hold the State, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor's use of any copyrighted or un -copyrighted composition, secret process, patented or un-patented invention, article or appliance furnished or used in the performance of this contract. 33. COPYRIGHT: The contractor agrees that any and all Deliverables prepared for the State of Utah as required by this contract, to the extent to which it is eligible under copyright law in any country, shall be deemed a work made for hire, such that all rights, title and interest in the work and Deliverables shall be exclusively owned by the State of Utah. State of Utah reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal or State Government purposes, such software, modifications and documentation. To the extent any Deliverable is deemed not to be, for any reason whatsoever, work made for hire, Contractor agrees to assign and hereby assigns all right title and interest, including but not limited to copyright patent, trademark and trade secret, to such Deliverables, and all extensions and renewals thereof, to the State of Utah. Contractor further agrees to provide all assistance reasonably requested by the State of Utah in the establishment, preservation, and enforcement of its rights in such Deliverables, without any additional compensation to Contractor. Contractor agrees to and hereby, to the extent permissible, waives all legal and equitable rights relating to the Deliverables, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications. 34. OWNERSHIP, PROTECTION AND USE OF RECORDS: Except for confidential medical records held by direct care providers, the State shall own exclusive title to all information gathered, reports developed, and conclusions reached in performance of this Contract. The Contractor may not use, except in meeting its obligations under this contract, information gathered, reports developed, or conclusions reached in performance of this Contract without the express written consent of the State. The improper use or disclosure of any information concerning a State of Utah client, or a State of Utah employee for any purpose not directly connected with the administration of the State, or the Contractor’s responsibilities with respect to services purchased under this agreement, is prohibited except on written consent of the state agency employee, state agency client, their attorney, or their responsible parent or guardian. The Contractor will be required to sign a Confidential Information Certification form in situations where they will be given access to confidential computerized records. The Contractor agrees to maintain the confidentiality of records it holds as agent for the State as required by Government Records Access and Management Act (“GRAMA ”), or other applicable federal or state law. The State of Utah shall own and retain unlimited rights to use, disclose, or duplicate all information and data (copyrighted or otherwise) developed, derived, documented, stored, or furnished by the Contractor under the Contract. The Contractor, and any subcontractors under its control, expressly agrees not to use confidential client, or confidential federal, state, or local government data, without prior written permission from the State of Utah Project Manager and appropriate officials of the State Agency. 35. OWNERSHIP, PROTECTION, AND USE OF CONFIDENTIAL FEDERAL, STATE, OR LOCAL GOVERNMENT INTERNAL BUSINESS PROCESSES AND PROCEDURES: The improper use or disclosure by any party of protected internal Federal or State business processes, polices, procedures, or practices is prohibited. Confidential federal or state business processes, policies, procedures, or practices shall not be divulged by the Contractor, Contractor ’s employees, or their Subcontractors, unless prior written consent has been obtained in advance from the State of Utah Project Manager. 11/14/2014 5:03 PM 36. OWNERSHIP, PROTECTION, AND RETURN OF DOCUMENTS AND DATA UPON CONTRACT TERMINATION
OR COMPLETION: All documents and data pertaining to work required by this contract will be the property of the State and
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INTERNAL BUSINESS PROCESSES AND PROCEDURES: The improper use or disclosure by any party of protected internal Federal or State business processes, polices, procedures, or practices is prohibited. Confidential federal or state business of Utahby the Contractor, Contractor ’s employees, or their processes, policies, procedures, or practices shall not beState divulged Subcontractors, unless prior written consent has been obtained in advance from the State of Utah Project Manager.
Bid VB15047
36. OWNERSHIP, PROTECTION, AND RETURN OF DOCUMENTS AND DATA UPON CONTRACT TERMINATION OR COMPLETION: All documents and data pertaining to work required by this contract will be the property of the State and must be delivered to the State within 30 working days after termination or completion of the contract, regardless of the reason for contract termination, and without restriction or limitation to their future use. Any State data that may be returned under provisions of this clause must either be in the format as originally provided, or in a format that is readily usable by the State or that can be formatted in a way that it can be used. Costs for all of these described items will be considered as included in the basic contract compensation of the work described used by the State. 37. CONFIDENTIALITY: Contractor, and anyone for whom the Contractor may be liable, must maintain the confidentiality of any non-public personal information. Personal information includes, but is not limited to, names, social security numbers, birth dates, address, credit card numbers and financial account numbers. The State reserves the right to identify additional reasonable types or categories of information that must be kept confidential by the Contractor and anyone for whom the Contractor may be liable. This duty of confidentiality shall be ongoing and survive the term of this contract. 38. ASSIGNMENT/SUBCONTRACT: Contractor will not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the State. 39. DEFAULT AND REMEDIES: Any of the following events will constitute cause for the State to declare Contractor in default of the contract: 1. Nonperformance of contractual requirements; 2. A material breach of any term or condition of this contract. The State will issue a written notice of default providing a ten (10) day period in which Contractor will have an opportunity to cure. Time allowed for cure will not diminish or eliminate Contractor's liability for damages. If the default remains, after Contractor has been provided the opportunity to cure, the State may do one or more of the following: 1. Exercise any remedy provided by law; 2. Terminate this contract and any related contracts or portions thereof; 3. Impose liquidated damages, if liquidated damages are listed in the contract; 4. Suspend Contractor from receiving future solicitations. 40. TERMINATION UPON DEFAULT: In the event this contract is terminated as a result of a default by the Contractor, the Department may procure or otherwise obtain, upon such terms and conditions as the Department deems appropriate, services similar to those terminated, and Contractor shall be liable to the Department for any and all damages arising there from, including, but not limited to, attorneys’ fees and excess costs incurred by the Department in obtaining similar services. 41. FORCE MAJEURE: Neither party to this contract will be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party's reasonable control. The State may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract. 42. PROCUREMENT ETHICS: The Contractor understands that a person who is interested in any way in the sale of any supplies, services, construction, or insurance to the State of Utah is violating the law if the person gives or offers to give any compensation, gratuity, contribution, loan or reward, or any promise thereof to any person acting as a procurement officer on behalf of the State, or who in any official capacity participates in the procurement of such supplies, services, construction, or insurance, whether it is given for their own use or for the use or benefit of any other person or organization (63G-6a-2304.5, Utah Code, as amended). 43. WORKERS’ COMPENSATION: The Contractor shall furnish proof to the State, upon request and maintain during the life of this contract, workers’ compensation insurance for all its employees as well as any subcontractor employees related to this contract. 44. LIABILITY INSURANCE: The Contractor agrees to provide and to maintain during the performance of the contract, at its sole expense, a policy of liability insurance. The limits of the policy shall be no less than $1,000,000.00 for each occurrence and $3,000,000.00 aggregate. It shall be the responsibility of the Contractor to require any of their Subcontractor(s) to secure the same insurance coverage as prescribed herein for the Contractor. 45. CONFLICT OF TERMS: Contractor Terms and Conditions that apply must be in writing and attached to the contract. No other Terms and Conditions will apply to this contract including terms listed or referenced on a Contractor’s website, terms listed in a Contractor quotation/sales order, etc. In the event of any conflict in the contract terms and conditions, the order of precedence shall be: 1. Attachment A: State of Utah Standard IT Terms and Conditions; 2. State of Utah Contract Signature Page(s); 3. State Additional Terms and Conditions; 4. Contractor Terms and Conditions. 46. ENTIRE AGREEMENT: This Agreement, including all Attachments, and documents incorporated hereunder, and the related State Solicitation constitutes the entire agreement between the parties with respect to the subject matter, and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. The terms of this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth or printed on the Contractor’s work plans, cost estimate forms, receiving tickets, invoices, or any other related standard forms or documents of the Contractor that may subsequently be used to implement, record, or invoice services hereunder from time to time, even if such standard forms or documents have been signed or initialed by a representative of the State. The parties agree that the terms of 11/14/2014this 5:03Agreement PM shall prevail in any dispute between the terms of this Agreement and the terms printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement.
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all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. The terms of this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth or printed on the State of Utah or any other related standard forms or documents of the Contractor’s work plans, cost estimate forms, receiving tickets, invoices, Contractor that may subsequently be used to implement, record, or invoice services hereunder from time to time, even if such standard forms or documents have been signed or initialed by a representative of the State. The parties agree that the terms of this Agreement shall prevail in any dispute between the terms of this Agreement and the terms printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement.
Bid VB15047
47. SURVIVORSHIP: This paragraph defines the specific contractual provisions that will remain in effect after the completion of or termination of this contract, for whatever reason: (a) State of Utah Standard IT Terms and Conditions # 2, Contract Jurisdiction, Choice of Law, and Venue; (b) State of Utah Standard IT Terms and Conditions # 22, Secure Protection and Handling of Data; (c) State of Utah Standard IT Terms and Conditions # 23, Notification and Data Breaches; (d) State of Utah Standard IT Terms and Conditions # 33, Copyright; (e) State of Utah Standard IT Terms and Conditions # 34, Ownership, Protection, and Use of Records, including Residuals of such records; and (f) State of Utah Standard IT Terms and Conditions # 35, Ownership, Protection, and Use of Confidential Federal, State, or Local Government Internal Business Processes, including Residuals of such confidential business processes; (g) State of Utah Standard IT Terms and Conditions # 36, Ownership, Protection, and Return of Documents and Data Upon Contract Termination or Completion; (h) State of Utah Standard IT Terms and Conditions # 37, Confidentiality; (i) State of Utah Standard IT Terms and Conditions # 45, Conflict of Terms. 48. WAIVER: The waiver by either party of any provision, term, covenant or condition of this Contract shall not be deemed to be a waiver of any other provision, term, covenant or condition of this Contract nor any subsequent breach of the same or any other provision, term, covenant or condition of this Contract. If professional services are applicable to this solicitation/contract, the following terms and conditions apply: 49. TIME: The Contractor shall complete the scope of services work in a manner to achieve any milestones identified in the procurement documents related to this Contract and the attachments to this Contract. The full scope of services work shall be completed by any applicable deadline stated in the solicitation. 50. TIME IS OF THE ESSENCE: For all work and services under this Contract, time is of the essence and Contractor shall be liable for all damages to the State of Utah and anyone for whom the State of Utah may be liable, as a result of the failure to timely complete the scope of work required under this Contract. 51. CHANGES IN SCOPE: Any changes in the scope of the services to be performed under this Contract shall be in the form of a written amendment to this Contract, mutually agreed to and signed by duly authorized representatives of both parties, specifying any such changes, fee adjustments, any adjustment in time of performance, or any other significant factors arising from the changes in the scope of services. 52. PERFORMANCE EVALUATION: The State of Utah may conduct a performance evaluation of the Contractor ’s services, including specific personnel of the Contractor. References in the Contract to Contractor shall include Contractor, Contractor’s subcontractors, or subconsultants at any tier, if any. Results of any evaluation will be made available to the Contractor. 53. WAIVERS: No waiver by the State or Contractor of any default shall constitute a waiver of the same default at a later time or of a different default. 54. INSURANCE: 1. To protect against liability, loss and/or expense in connection with the performance of services described under this Contract, the Contractor shall obtain and maintain in force during the entire period of this Contract without interruption, at its own expense, insurance as listed below from insurance companies authorized to do business in the State of Utah. If the solicitation document has qualification requirements for the financial stability of the insurance company, these requirements must be met. 2. The following are minimum coverages that may be supplemented by additional requirements contained in the solicitation for this Contract or prov ided in an Attachment to this Contract; if no insurance limits are identified in the solicitation, insurance minimums will default to Section 44. Liability Insurance Requirements: (1) Worker’s Compensation Insurance and Employers’ Liability Insurance. Worker’s compensation insurance shall cover full liability under the worker ’s compensation laws of the jurisdiction in which the service is performed at the statutory limits required by said jurisdiction. (2) Professional liability insurance in the amount as described in the solicitation for this Contract, if applicable. (3) Any other insurance described in the solicitation for this Contract, if applicable. 3. Any type of insurance or any increase of limits of liability not described in this Contract which the Contractor requires for its own protection or on account of any statute, rule, or regulation shall be its own responsibility, and shall be provided at Contractor’s own expense. 4. The carrying of insurance required by this Contract shall not be interpreted as relieving the Contractor of any other responsibility or liability under this Contract or any applicable law, statute, rule, regulation, or order. 55. STANDARD OF CARE: The services of Contractor and its subcontractors and subconsultants at any tier, if any, shall be 11/14/2014performed 5:03 PM in accordance with the standard of care exercised by licensed members of their respective professions having
substantial experience providing similar services which similarities include the type, magnitude and complexity of the services that
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4. The carrying of insurance required by this Contract shall not be interpreted as relieving the Contractor of any other State Utah rule, regulation, or order. responsibility or liability under this Contract or any applicable law,ofstatute,
Bid VB15047
55. STANDARD OF CARE: The services of Contractor and its subcontractors and subconsultants at any tier, if any, shall be performed in accordance with the standard of care exercised by licensed members of their respective professions having substantial experience providing similar services which similarities include the type, magnitude and complexity of the services that are the subject of this Contract. The Contractor shall be liable to the State of Utah for claims, liabilities, additional burdens, penalties, damages or third party claims (i.e. another Contractor ’s claim against the State of Utah), to the extent caused by wrongful acts, errors or omissions that do not meet this standard of care. 56. STATE REVIEWS, LIMITATIONS: The right of the State to perform plan checks, plan reviews, other reviews and/or comment upon the services of the Contractor, as well as any approval by the State, shall not be construed as relieving the Contractor from its professional and legal responsibility for services required under this Contract. No review by the State or any entity/user, approval or acceptance, or payment for any of the services required under this Contract shall be construed to operate as a waiver by the State of any right under this Contract or of any cause of action arising out of the performance or nonperformance of this Contract, and the Contractor shall be and remain liable to the State in accordance with applicable law for all damages to the State caused by the wrongful acts, errors and/or omissions of the Contractor or its subcontractors or subconsultants at any tier, if any. (Revision Date: 25 Mar 2014) 6
11/14/2014 5:03 PM
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State of Utah
Question and Answers for Bid #VB15047 - EMS Data System
Bid VB15047
5
OVERALL BID QUESTIONS There are no questions associated with this bid. Question Deadline: Nov 19, 2014 12:00:00 PM MST
6 11/14/2014 5:03 PM
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