bonding levels if they are required. The integrity of future contracts revolves
around our ability to convey accurate and realistic information to all
A complete and accurate Usage Report (Appendix G) shall be furnished
in an Excel format and submitted electronically, no later than the 15
next business day after the 15
day) of each month, detailing the
purchasing of all items on this contract. The reports shall be submitted
and sent as an attachment to Antony Ward Tony.R.Ward@state.de.us.
Submitted reports shall contain accurate descriptions of the products,
goods or services procured, purchasing agency information, including the
six-digit department and organization code, quantities procured and
prices paid. Any exception to this mandatory requirement or failure to
submit complete reports, or in the format required, may result corrective
action, up to and including the possible cancellation of the award.
Failure to provide the report with the minimum required information may
also negate any contract extension clauses. Additionally, Vendors who
are determined to be in default of this mandatory report requirement may
have such conduct considered against them, in assessment of
responsibility, in the evaluation of future proposals.
In accordance with Executive Order 44, the State of Delaware is committed
to supporting its diverse business industry and population. The successful
Vendor will be required to accurately report on the participation by
Diversity Suppliers which includes: minority (MBE), woman (WBE), veteran
owned business (VOBE), or service disabled veteran owned business
(SDVOBE) under this awarded contract. The reported data elements shall
include but not be limited to; name of state contract/project, the name of
the Diversity Supplier, Diversity Supplier contact information (phone, email),
type of product or service provided by the Diversity Supplier and any
minority, women, veteran, or service disabled veteran certifications for the
subcontractor (State OSD certification, Minority Supplier Development
Council, Women’s Business Enterprise Council, VetBiz.gov). The format used
for Subcontracting 2
Tier report is shown as in Appendix G.
Accurate 2nd tier reports shall be submitted to the contracting Agency’s
Office of Supplier Diversity at firstname.lastname@example.org on the 15
business day) of the month following each quarterly period. For
consistency quarters shall be considered to end the last day of March,
June, September and December of each calendar year.
lV. FORMAT AND CONTENT OF RESPONSE
Proposals shall contain the following information, adhering to the order as
A. Bidder’s Signature Form
This form, found in the Appendix C, must be completed and signed by
the bidder’s authorized representative.
B. Title Page
The Title page shall include: 1) the RFP subject; 2) the name of the
applicant; 3) the applicant’s full address; 4) the applicant’s telephone
number; 5) the name and title of the designated contact person; and 6)
bid opening date (due date: May 27, 2015 at 11:00am).
C. Table of Contents
The Table of Contents shall include a clear and complete identification
of information presented by section and page number.
D. Confidential Information
The following items, if required in response to this RFP, are to be included
in a separate section of your proposal and marked as confidential.
These items are: 1) any financial information relating to the company or
organization (not the RFP pricing or budget); 2) Organization Charts.
E. Qualifications and Experience
This section shall contain sufficient information to demonstrate
experience and staff expertise to carry out the project. A statement
must be included that the vendor either has or certifies he/she will
secure a Delaware Business License prior to initiation of the project.
Attach articles of incorporation and IRS certification of tax exempt status
The specific individuals who will work on this project must be identified,
along with the nature and extent of their involvement. The qualifications
of these individuals shall be presented (in resumes or other formats). If
conducting this project will require hiring of one or more individuals who
are not currently employed by the bidding organization, applications shall
provide detailed job descriptions, including required qualifications and
If subcontractors are to be used, the proposal shall also contain similar
information regarding each subcontractor.
F. Bidder References
The names and phone numbers of at least three (3)
organizations/agencies for whom the vendor carried out a similar
project must be included. If no similar project has been conducted,
others requiring comparable skills can be used.
Bidder shall list all contracts awarded to it or its predecessor firm(s) by the
State of Delaware; during the last three years, by State Department,
Division, Contact Person (with address/phone number), period of
performance and amount. The Evaluation/Selection Review Committee
will consider these additional references and may contact each of
these sources. Information regarding bidder performance gathered
from these sources may be included in the Committee’s deliberations
and factored in the final scoring of the bid. Failure to list any contract as
required by this paragraph may be grounds for immediate rejection of
G. Proposed Methodology and Work Plan
This section shall describe in detail the approach that will be taken to
carry out the activities described in the Scope of Services section of this
RFP. Specific completion dates for the various tasks must be shown. The
workplan shall outline specific objectives, activities and strategies, and
H. Certification and Statement of Compliance
The bidder must include statements that the applicant agency complies
with all Federal and Delaware laws and regulations pertaining to equal
opportunity and affirmative action. In addition, compliance must be
assured in regard to Federal and Delaware laws and regulations relating
to confidentiality and individual and family privacy in health care
delivery and in the collection and reporting of data. (See Appendices D
I. Standard Contract
Appendix F is a copy of the standard boilerplate contract for the State
of Delaware, Delaware of Health and Social Services, Division of Public
Health. This boilerplate will be the one used for any contract resulting
from this Request for Proposal. If a bidder has an objection to any
contract provisions or the RFP and its procurement provisions, objections
shall be stated in the Transmittal Letter of the bidder’s proposal.
Execution of the contract is NOT required with proposal submission. The
contract is provided as a courtesy for review by an interested bidder’s
Vendor will submit a line item budget, for each contract year, using a format
mirroring that in Appendices A & B. Modifications to the budget after the
award must be approved by the Division of Public Health.
Applicants shall also describe any factors that may have an impact on the
cost and should suggest a payment schedule contingent upon completion
of the various tasks.
VI. GENERAL INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
A. Number of Copies Required
Two (2) original CDs (Each Labeled as “Original”) and six (6) CD copies
(Each labeled as “Copy”). In addition, any required confidential
financial or audit information relating to the company and not
specifically to the proposal may be copied separately to one set of up to
three (3) additional CDs (Each labeled “Corporate Confidential
Information”). All CD files shall be in PDF and Microsoft Word formats.
Additional file formats (i.e. .xls, .mpp) may be required as requested.
It is the responsibility of the bidder to ensure all submitted CDs are
machine readable, virus free and are otherwise error-free. CDs (or their
component files) not in this condition may be cause for the vendor to be
disqualified from bidding.
Bidders will no longer be required to make hard copies of their proposals
with the exception that one copy of a Cover Letter along with one copy
each of the completed and signed Bidders Signature Form (Appendix C),
Certification Sheet (Appendix D), and Statements of Compliance Form
(Appendix E) be submitted in hardcopy with original signature with their
CDs. Please also include PDF versions of these forms on your CDs.
The cover letter should include: bidder recognition of all addenda
posted on the RFP website (http://bids.delaware.gov.) relative to this RFP,
a statement confirming the proposal remains effective through the date
shown in (D) below, a statement the bidder has or agrees to obtain a
Delaware business license if awarded a contract, a statement confirming
pricing was arrived at without collusion.
The responses to this RFP shall be submitted to:
Division of Management Services
Delaware Health and Social Services
Main Administration Building, Sullivan Street
Second Floor, Room 257
1901 North duPont Highway
New Castle, DE 19720
B. Closing Date
All responses must be received no later than May 27, 2015 at 11:00am.
Later submission will be cause for disqualification.
C. Opening of Proposals
The State of Delaware will receive proposals until the date and time
shown in this RFP. Proposals will be opened only in the presence of the
State of Delaware personnel. Any unopened proposals will be returned
There will be no public opening of proposals but a public log will be kept
of the names of all vendor organizations that submitted proposals. The
contents of any proposal shall not be disclosed to competing vendors
prior to contract award.
D. Proposal Expiration Date
Prices quoted in the proposal shall remain fixed and binding on the
bidder at least through May 26, 2018. The State of Delaware reserves the
right to ask for an extension of time if needed.
E. Acknowledgement of Understanding of Terms
By submitting a bid, each vendor shall be deemed to acknowledge that
it has carefully read all sections of this RFP, including all forms, schedules
and exhibits hereto, and has fully informed itself as to all existing
conditions and limitations
F. Realistic Proposals
It is the expectation of the State of Delaware that vendors can fully satisfy
the obligations of the proposal in the manner and timeframe defined
within the proposal. Proposals must be realistic and must represent the
best estimate of time, materials and other costs including the impact of
inflation and any economic or other factors that are reasonably
The State of Delaware shall bear no responsibility or increase obligation
for a vendor’s failure to accurately estimate the costs or resources
required to meet the obligations defined in the proposal.
G. Non-Conforming Proposals
Non-conforming proposals will not be considered. Non-conforming
proposals are defined as those that do not meet the requirements of this
RFP. The determination of whether an RFP requirement is substantive or a
mere formality shall reside solely within the State of Delaware
H. Notification of Acceptance
Notification of the Department's intent to enter into contract negotiations
will be made in writing to all bidders.
All questions concerning this Request for Proposal must reference the
pertinent RFP section(s) and page number(s). Questions must be in writing
and can be either mailed, faxed, or emailed to:
Antony R. Ward, QA Administrator and/or
Robert Prosser, Management Analyst III
Deadline for submission of all questions is March 30, 2015. All questions
and answers will be posted on the RFP website at
http://bids.delaware.gov no later than April 28, 2015. Please include your
fax number and/or your email address with your request.
J. Amendments to Proposals
Amendments to proposals will not be accepted after the deadline for
proposal submission has passed. The State reserves the right at any time
to request clarification and/or further technical information from any or
all applicants submitting proposals.
K. Proposals Become State Property
All proposals become the property of the State of Delaware and will not
be returned to the bidders. The State will not divulge any information
identified as confidential at the time of proposal submission provided the
information resides solely on the CD (s) marked confidential.
L. Non-Interference Clause
The awarding of this contract and all aspects of the awarded bidders
contractual obligations, projects, literature, books, manuals, and any
other relevant materials and work will automatically become property of
the State of Delaware. The awarded bidder will not in any manner
interfere or retain any information in relationship to the contractual
obligations of said contract, at the time of the award or in the future
M. Investigation of Bidder’s Qualifications
Delaware Health and Social Services may make such investigation as it
deems necessary to determine the ability of the bidder to furnish the
required services, and the bidder shall furnish such data as the
Department may request for this purpose.
N. RFP and Final Contract
The contents of the RFP will be incorporated into the final contract and
will become binding upon the successful bidder. If the bidder is unwilling
to comply with any of the requirements, terms, and conditions of the RFP,
objections must be clearly stated in the proposal. Objections will be
considered and may be subject to negotiation at the discretion of the
O. Proposal and Final Contract
The contents of each proposal will be considered binding on the bidder
and subject to subsequent contract confirmation if selected. The
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