HomeMy WebLinkAbout2026451-01 REQUEST FOR PROPOSAL Crisis Intervention Software System FINAL
REQUEST FOR PROPOSAL to provide
CRISIS INTERNVENTION SOFTWARE SYSTEM
for FRANKLIN COUNTY MENTAL HEALTH DEPARTMNET
Franklin County Pennsylvania
RFP# 2026451-01
TABLE OF CONTENTS
SECTION I INTRODUCTION & INSTRUCTIONS ............................................................................................... 1
1.01. PURPOSE .......................................................................................................................................... 1
1.02 RFP SCHEDULE .................................................................................................................................. 1
1.03 DEFINITIONS ...................................................................................................................................... 1
1.04 REQUIRED REVIEW ............................................................................................................................ 1
1.05 AMENDMENTS TO PROPOSALS ........................................................................................................ 2
1.06 AMENDMENTS TO THE RFP .............................................................................................................. 2
1.07 QUESTION & ANSWER PERIOD ......................................................................................................... 2
1.08 RETURN INSTRUCTIONS .................................................................................................................... 2
1.09 NONDISCRIMINATION CLAUSE ......................................................................................................... 2
SECTION II. COUNTY BACKGROUND AND INFORMATION ............................................................................ 3
SECTION III. OBJECTIVE ................................................................................................................................. 3
SECTION IV. SCOPE OF SERVICES REQUESTED .............................................................................................. 3
SECTION V. RESPONSE FORMAT ................................................................................................................... 6
5.01 INTRODUCTION/TRANSMITTAL LETTER ........................................................................................... 6
5.02 BRIEF STATEMENT ON THE COMPANY (1 page max)....................................................................... 6
5.03 SOLUTION OVERVIEW ....................................................................................................................... 6
5.04 PROJECT IMPLEMENTATION PLAN ................................................................................................... 6
5.05 REPORTING ....................................................................................................................................... 6
5.06 SECURITY PLAN ................................................................................................................................. 7
5.07 COMPLIANCE PLAN (2 pages max) .................................................................................................... 7
5.08 CONTRACTS & SUPPORT/MAINTENANCE PLAN ............................................................................... 7
5.09 DATA OWNERSHIP STATEMENT ........................................................................................................ 8
5.10 REFERENCES ...................................................................................................................................... 8
5.1 NON-COLLUSION AFFIDAVIT ............................................................................................................... 8
5.12 COST PROPOSAL ................................................................................................................................ 8
5.13 SUPPLEMENTAL SECTIONS ................................................................................................................ 8
SECTION VI. EVALUATION CRITERIA.............................................................................................................. 9
SECTION VII. GENERAL SELECTION PROCESS INFORMATION ....................................................................... 9
7.01 CLARIFICATION OF OFFERS ............................................................................................................... 9
7.02 DISCUSSIONS WITH OFFERORS ......................................................................................................... 9
7.03 EVALUATION OF PROPOSALS .......................................................................................................... 10
SECTION VIII. CONTRACT PROVISIONS & INSURANCE REQUIREMENTS ..................................................... 10
8.01 CONTRACT PROVISIONS .................................................................................................................. 10
8.02 INSURANCE ..................................................................................................................................... 11
8.03 ARTIFICIAL INTELLIGENCE ............................................................................................................... 12
SECTION IX. GENERAL LEGAL INFORMATION ............................................................................................. 12
9.01 RIGHT OF REJECTION ...................................................................................................................... 12
9.02 VENDOR CLEARANCE ...................................................................................................................... 12
9.03 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS ................................................................. 12
9.04 DISCLOSURE OF PROPOSAL CONTENTS .......................................................................................... 12
ATTACHMENT A References
ATTACHMENT B Non-Collusion Affidavit
Page 1
REQUEST FOR PROPOSALS
CRISIS INTERVENTION SOFTWARE SYSTEM FOR
COUNTY OF FRANKLIN, PENNSYLVANIA MENTAL HEALTH DEPARTMENT
SECTION I INTRODUCTION & INSTRUCTIONS
1.01. PURPOSE
The purpose and intent of this Request for Proposals (RFP) is to solicit proposals from qualified
and experienced offerors for a Crisis Intervention Software System Platform to be used by crisis
intervention personnel and Franklin County, PA (The County) staff of the Mental Health
Department. The County of Franklin is interested in procuring an application software which can
best address the functional and performance requirements as stated in this RFP.
Licensing for server operating system software and hardware to support the proposed solution
may be acquired under the scope of this contract. However, nothing herein shall be taken to
require the County to procure operating system software and/or hardware through the
successful offeror.
1.02 RFP SCHEDULE
The RFP schedule set out herein represents Franklin County’s best estimate of the schedule that
will be followed. If a component of this schedule, such as the deadline for the receipt of
proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Franklin
County, Pennsylvania time.
RFP Released March 17, 2026
Question & Answer Due Date March 25, 2026 10, 4:00 PM
RFP’s Due April 2, 2026 at 4:00 PM
Anticipated Contract Start Date April 22, 2026
Contract Completion Date June 10, 2026
1.03 DEFINITIONS
HIPAA – Health Insurance Portability and Accountability Act of 1996.
SAMHSA – Substance Abuse and Mental Health Services Administration, an agency within the
U.S. Department of Health and Human Services.
1.04 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and erroneous material. Comments
concerning defects and erroneous material should be made in writing and received by the
procurement officer at least ten days before the deadline for receipt of proposals. This will allow
time for the issuance of any necessary amendments. It will also help prevent the opening of a
defective proposal and exposure of offeror's proposals upon which award could not be made.
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1.05 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if an acceptable request is
received prior to the deadline that is set for the receipt of proposals. No amendments or
withdrawals will be accepted after the deadline.
1.06 AMENDMENTS TO THE RFP
If an amendment is issued, it will be provided to all those who were notified of the RFP and to
those who have registered with the procurement office after receiving the RFP from the Franklin
County website. Amendments will also be posted on the Franklin County website.
1.07 QUESTION & ANSWER PERIOD
All questions must be submitted in writing to procurement@franklincountypa.gov. Questions
may be submitted until March 25, 2026 at 4:00 PM, Franklin County, Pennsylvania time.
1.08 RETURN INSTRUCTIONS
Proposals must be submitted to the Procurement Office as a PDF via email to
procurement@franklincountypa.gov or USB Flash Drive mailed to the following address:
Franklin County, Pennsylvania
Procurement Department RFP #2026451-01
272 North Second Street
Chambersburg, PA 17201
The cost proposal must be saved in a separate PDF file from the main proposal and clearly
named in a format such as Vendor A - Cost Proposal. Any confidential information submitted by
the vendor must be submitted in a separate PDF Document from the main proposal and labeled
similarly to as described above including the word Confidential in the file name.
A hard copy is not required but will be accepted. If submitting a hard copy, the cost proposal
must be provided in a separate envelope from the main proposal.
1.09 NONDISCRIMINATION CLAUSE
Franklin County assures that no person shall be excluded from participating in, be denied the
benefits of, or be otherwise subjected to discrimination on the grounds of race, gender, creed,
color, sexual orientation, gender identity or expression, or in violation of the Pennsylvania
Human Relations Act, which prohibits discrimination on the basis of race, color, religious creed,
ancestry, age, sex, national origin, handicap or disability, or in violation of any applicable local,
state, or federal laws. With advance notification, accommodations may be provided for those
with special needs for language, speech, sight or hearing. If you have a request for a special
need, wish to file a complaint, or desire additional information please contact the Risk
Department at (717) 261-3819 or riskmgt@franklincountypa.gov.
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SECTION II. COUNTY BACKGROUND AND INFORMATION
Franklin County is situated in south central Pennsylvania along the Maryland border at the
convergence of several major highways including Interstates 81 and 76, U.S. Route 11, and U.S.
Route 30. The County seat of Franklin County is Chambersburg Borough. Franklin County is a
fourth-class county comprising fifteen townships and seven boroughs. The County
encompasses 754 square miles and has a 2020 US Census population of 155,932. The County
provides many public services and community programs to ensure the safety, health and
general welfare of its residents. With the diversity of its economic base and steady growth over
the last ten years, the residents enjoy the advantages of both urban and rural opportunities
within Franklin County.
The Franklin/Fulton County Mental Health/Intellectual & Development Disabilities/Early
Intervention (MH/IDD/EI) is charged with oversite of the mental health service system in the two
counties. MH/IDD/EI also provides these services to Fulton County, Pennsylvania through a
joinder agreement. Fulton County is situated directly west of Franklin County and encompasses
438 square miles with a 2020 population of 14,556.
Crisis Intervention is one of the programs overseen by MH/IDD/EI and the goal of this program
is to move it towards the Substance Abuse and Mental Health Services Administration
(SAMHSA) best practice model. Crisis interventions services are provided 24-hours a day, seven
days a week by telephone, walk-in and mobile-crisis intervention services. There is also a 988
call center. The crisis staff provides intervention, assessment, brief counseling and
deposition/referral services to individuals presenting themselves in a mental health or
substance abuse crisis situation.
SECTION III. OBJECTIVE
The objective of the crisis intervention system software platform is to provide crisis service
providers the ability to have one system that can map the crisis situation from the first call
through the entire process including the follow up contact. The system will support the tracking
and monitoring of 988 call center, crisis hotline number, walk ins, mobile crisis dispatch
activities, follow up contacts and promote continuity of care across providers to ensure all crisis
personnel operate within a unified platform. This centralized approach will enhance data
collection, reporting, and performance tracking, leading to more efficient service delivery and
improved crisis response strategies.
The platform will help address critical challenges in the behavioral health crisis response
system by providing centralized, real-time communication capabilities. It will support the
County’s efforts to better align with SAMHSA best practice guidelines for crisis systems and
offer enhanced system-level support.
SECTION IV. SCOPE OF SERVICES REQUESTED
A. The successful offeror shall provide all software, programming, documentation,
training materials, personnel, technical knowledge, and project management skills
necessary to implement a crisis intervention software system as outlined in this request
for proposals.
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B. Tasks to be completed by the software include:
• Respond to requests – receive and manage incoming calls
• Mobile dispatch capabilities
• Standardized and customizable risk assessments of both adults and youth in crisis
• Referral resources and outpatient appointment scheduling
• Coordinate services - referrals
• Document Interventions – assessments, notes and action
• Follow up contact assignment, scheduling and documentation
• Provide Easy-to-use/user-friendly crisis intervention tools that follow the 988 call
center template.
C. The roles of the users include:
• Direct care providers who will use the assessments, enter information, etc.
• MD/IDD/EI County staff who will analyze and use the information gathered for
reporting.
• Administration – administer access and permissions.
D. Features:
• Ensure compliance – confidentiality and reporting.
• The software shall be HIPAA compliant.
• GPS tracking capability and safety features for staff in the field.
• Clear, intuitive navigation.
• Ability to integrate with existing electronic health records.
• Ability to track outcomes and various metrics.
• Ability to analyze data – use dashboards for trends, utilization and service gaps.
E. Reports shall
• Track crisis intervention contacts, outcomes, and follow-up
• Track response times
• Provide a real-time dashboard of key data elements for monitoring performance. The
dashboard shall be customizable to allow different users or stakeholders only the
appropriate information.
• Provide basic consumer information
• The ability to report on trends in crisis incidents.
• Downloadable into excel and PDF formats.
F. Technology:
• The software platform shall be cloud-based and include robust backup and disaster
recovery systems to ensure continuity of operations in the event of an emergency.
• It is strongly preferred that the system be compatible with Microsoft AD or Entra to
allow the County to use single sign-on and Multifactor Authentication controlled at the
County level.
• It is preferred that the system have the ability to integrate with existing electronic
health records.
• It is preferred that the proposed solution be compatible with all major types of
devices and work via secure web access on common browsers, cell phone
application for common brands such as Apple and Samsung, and common tablet
brands.
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• The technology shall maintain system integrity and ensure security and system
updates.
• The solution shall provide a download of all County data to a County environment
once per week or more in a non-proprietary format.
G. Implementation shall be completed on or before June 10, 2026.
H. Project Management: The vendor shall provide comprehensive training, onboarding, and
ongoing technical support in a timely manner. Routine meetings shall be conducted
throughout the implementation phase and during at least the first year of licensure, with
the option to continue beyond the initial year as needed. Training sessions shall be
recorded and made available for ongoing reference.
The Franklin/Fulton County Mental Health department will provide all necessary
information, resources, and support to enable the vendor to successfully implement the
system. Maintain ongoing communication regarding system functionality, performance,
and the County’s evolving needs, fostering a collaborative partnership throughout the
duration of the agreement.
I. Proposers must have and upon request by the County shall promptly provide the County
with copies of its information security policies that cover the following elements:
• Data classification and privacy
• Security training and awareness
• Systems administration, patching and configuration
• Application development and code review
• Incident response
• Workstation management, mobile devices and antivirus
• Backups, disaster recovery and business continuity
• Regular audits and testing
• Requirements for third-party business partners and contractors
• Compliance with information security or privacy laws, rules, regulations or standards
• Any other information security policies
Policy Requirements: In addition to addressing the elements set forth above:
• Proposer must indicate in their policies the date of the most recent revision.
• Vendor shall maintain compliance with such policies and, unless the vendor receives
the County’s prior written approval, vendor shall not make any changes to such
policies that would result in in such policies (i) not addressing one or more elements
set forth above or (ii) not being as rigorous as the policies set forth in this document
or the County Information Security Policies.
J. The successful offeror must include a sample of their annual maintenance agreement
with their proposal and provide annual pricings. The maintenance agreement must
provide ongoing system support and maintenance, including upgrades, bug fixes and
patches, and other technical support necessary for County staff to operate the system.
The County requires support to be available Monday through Friday from 8:00 AM to 4:30
PM Eastern Time and prefers a help desk accessible by phone.
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K. Artificial Intelligence
See Section 8.03 for Artificial Intelligence requirements.
SECTION V. RESPONSE FORMAT
The County discourages overly lengthy and costly proposals. However, in order for the County to
evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and
provide all information requested.
If your firm has prior experience working with the County DO NOT assume this prior work is
known to the evaluation committee. All firms are evaluated solely on the information contained
in their proposal, information obtained from references, interviews or presentations if
requested. All submittals must be prepared as if the evaluation committee has no knowledge of
the firm, their qualifications or past projects.
Any submission that does not follow this format or does not require all the information
requested, may be deemed unresponsive by the County and not evaluated.
5.01 INTRODUCTION/TRANSMITTAL LETTER
A transmittal letter must accompany the RFP submission. The purposes of this letter are to
transmit the proposal, acknowledge the receipt of any addenda and to allow the firm an
opportunity to indicate their ability to provide the services requested. The letter must contain the
following information for the primary firm and any sub-consultants or partner firms:
• Primary Point-of-Contact Name
• Primary Project Lead Name (if different from above)
• Primary Contact Address
• Primary Contact Phone and Email
• Authorized signature confirming the proposal will remain open and valid for at least 90
days from the date set as the deadline for the receipt of proposals.
5.02 BRIEF STATEMENT ON THE COMPANY (1 PAGE MAX)
Provide a description of your company including your work in this area. Detail your company’s
experience and qualifications in implementing and supporting software such as described
above. One or more resumes of key personnel may be attached to the proposal.
5.03 SOLUTION OVERVIEW (2 pages max)
Describe how the proposed solution meets the specific functional requirements listed in section
III including relevant features and functionality of the solution.
5.04 PROJECT IMPLEMENTATION PLAN (2 pages max)
Provide a project implementation plan to meet the requirements in the scope of services
requested. Include your training and documentation plan as well as your testing plan.
5.05 REPORTING (2 pages max)
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Describe the proposed solution’s reporting capability and how it meets the requirements of the
scope of services requested.
5.06 SECURITY PLAN
Provide a synopsis of your firm’s strategy with regards to managing client information. How do
you safeguard client information? How do you store client information?
If the solution proposed is cloud-based (Saas) and/or includes cloud-storage for management
of application-related data, provide a synopsis of protections in place for that data.
Does your firm utilize an independent third party to conduct annual information security
penetration tests of your IT systems related to client data and application data? If not, explain
what protections and controls are used for perimeter security.
Has your firm experienced any information security breaches, ransomware, phishing, or
malware incidents in the past three (3) years? If so, please describe the incident, recovery, and
new preventative measures implemented.
Does your firm incorporate the following as it applies to company data and systems, client data,
and application related data?
• Email encryption
• A formalized information system security policy and annual training for all employees
• Annual cybersecurity awareness training for employees
• An incident management process
• Annual testing of computers
• Antivirus safeguards
• Industry-standard backup and storage of client information
• Industry-standard password management policies (NIST 800-53 or better)
The proposer must include a certification from its Chief Operating Officer, or individual with an
equivalent title with authority to represent the vendor, that all of the above elements listed in
Section III are addressed in vendor’s security policies, and that such policies are at least as
rigorous as the policies set forth in this document and the County Information Security Policies.
If vendor cannot make such certification for any reason (e.g. vendor’s policies do not address
an element listed above), vendor must notify the County of the deficiency in its
proposal/response to the RFP.
5.07 COMPLIANCE PLAN (2 pages max)
Provide information on how achieve compliance with HIPAA and any other certifications you
may have such as CJIS (Criminal Justice Information Services) or CHRIA (Criminal History
Record Information Act).
5.08 CONTRACTS & SUPPORT/MAINTENANCE PLAN
Provide your contract for implementation, being sure to be compliant with the requirements of
this document. Describe your process for ongoing support after implementation. Include the
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process and schedule for upgrades and bug fixes. Include a copy of your maintenance
agreement being sure to be compliant with the requirements of this document.
5.09 DATA OWNERSHIP STATEMENT
Provide a statement describing your strategy for guaranteeing County ownership and access to
all data as described in the Scope of Work.
5.10 REFERENCES
Using Attachment A, provide at least three clients / buyers / organizations with whom the
proposer has done business like that required by this solicitation within the last two years. For
each client / buyer / organization, the proposer must include the name, title, address and
telephone number of a contact person along with a brief description of the project or
assignment which was the basis for the business relationship
References may be contacted by Franklin County to assess the quality of work performed and
personnel assigned to the project. Franklin County reserves the right to contact and/or visit
references without the proposer representation for live demonstrations. The results of any
reference contacts may be used in the evaluation of the proposal.
5.1 NON-COLLUSION AFFIDAVIT
Include the completed non-collusion affidavit from Attachment B.
5.12 COST PROPOSAL
The cost proposal shall be included in a separate PDF file named Vendor A - Cost Proposal. A
detailed cost proposal shall be provided with a project total. All costs must be included
including but not limited to implementation, training, data conversion, support, maintenance and
licensing. In addition to initial costs, all costs for the first 5 years of ownership must be detailed.
The respondent shall break out costs associated with meeting the needs of this RFP but they
may also provide other ‘value-added’ propositions, along with proposed cost, that may be of
interest to the County.
Include a sample of the annual maintenance agreement with any and all fees including but not
limited to licensing, upgrades, patches and support.
5.13 SUPPLEMENTAL SECTIONS
As needed, respondents may provide additional information not covered in the above sections
that the respondents believe shall be beneficial to the County during the selection process.
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SECTION VI. EVALUATION CRITERIA
Crisis Intervention System software is a key tool to Franklin County, and to rely exclusively on
price is not in the best interest of the County. Award of a contract shall be at the sole discretion
of Franklin County. Franklin County reserves the right to accept or reject any or all submissions
in whole or in part and to waive any irregularities in the proposal process. Further, Franklin
County reserves the right to enter into any contract deemed in its best interest and to engage
vendors in best and final offers, at its discretion. The County reserves the right to reject any and
all proposals and to waive any and all irregularities.
All proposals will be evaluated for completeness of the required elements. If one of the required
elements is not submitted in the required format, the County may deem the proposal
nonresponsive.
The selection committee will evaluate the submissions as follows:
Functionality (20 points total)
Implementation & Integration Services (20 points total)
Experience/Qualification of Firm (15 points)
Support/Maintenance Plan (20points)
Cost (25 Points)
Cost will be scored based on the total cost of ownership. Total cost includes all
purchases and implementation costs, all costs of operation for the 5 years, and internal
costs. Franklin County will estimate internal costs of staff and hardware required to
support the proposed solution based on the information provided in the proposal.
Points will be awarded according to the following formula:
(Overall Lowest Total Cost of Ownership/Proposed Total Cost of Ownership) x _____
available points.
SECTION VII. GENERAL SELECTION PROCESS INFORMATION
7.01 CLARIFICATION OF OFFERS
In order to determine if a proposal is reasonably susceptible for award, communications by the
procurement officer or the proposal evaluation committee are permitted with an offeror to
clarify uncertainties or eliminate confusion concerning the contents of a proposal. Clarifications
may not result in a material or substantive change to the proposal. The evaluation by the
procurement officer or the evaluation committee may be adjusted as a result of a clarification
under this section.
7.02 DISCUSSIONS WITH OFFERORS
The County may conduct discussions and/or interviews with offerors. The purpose of these
discussions and/or interviews will be to ensure full understanding of the requirements of the
RFP and proposal. Discussions will only be held with offerors who have submitted a proposal
deemed reasonably viable for award by the procurement officer. Discussions, if held, will be
after initial evaluation of proposals by the procurement officer or the evaluation committee.
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Following discussions, the procurement officer may set a time for best and final proposal
submissions from those offerors with whom discussions were held. Proposals may be
reevaluated after receipt of best and final proposal submissions.
7.03 EVALUATION OF PROPOSALS
A selection committee made up of at least 3 County employees, public officials and/or
stakeholders shall review the submissions and select finalists based on evaluation of the
proposals as described in Section VI. Evaluation Criteria.
After receipt of proposals, if there is a need for any substantial clarification or material change
in the RFP, an amendment will be issued. The amendment will incorporate the clarification or
change, and a new date or time established for the new or amended proposals. Evaluations may
be adjusted as a result of receiving new or amended proposals.
After determining the list of responders deemed qualified and interviews may be scheduled with
selected firms. The County reserves the right, at their discretion, to interview some, all or none
of the applicants. Following the interview process, the selected firm or project team will be
provided with a draft cope of Work, Timeline and Project Budget on which to begin contract
negotiations with the County of Franklin. Upon agreement of the previous three items, the
project will be taken to the Franklin County Board of Commissioners for approval. Once
approval is given, a notice to proceed will be issued.
SECTION VIII. CONTRACT PROVISIONS & INSURANCE REQUIREMENTS
8.01 CONTRACT PROVISIONS
After the County of Franklin makes its selection, it shall proceed to negotiate a contract at a
mutually-agreeable price based upon a Scope of Work for the project. If the County is unable to
negotiate a satisfactory contract with the most highly qualified person or firm, the County shall
formally end negotiations with that person or firm and begin to negotiate with the second most
highly qualified person or firm. Negotiations shall continue in this sequence until a contract is
agreed upon.
The performance of this contract shall be in accordance with all Federal, State and local laws as
may be applicable. Any contract between the County of Franklin and the consultant shall be
subject to the rules and regulations of any agencies where funding is being requested.
The contract between the County and the selected consulting firm will include the following
non-negotiable contract provisions:
1. Indemnification of the County.
2. Non-Indemnification of the Contractor.
3. Forum Selection (Franklin County, PA Court of Common Pleas).
4. Choice of law (Commonwealth of Pennsylvania)
5. Prevailing party attorneys’ fees.
6. Termination for convenience/termination for cause by the County.
7. County ownership of the instruments of service/deliverables.
8. Work-for-Hire Transfer of Copyrights/Intellectual Property.
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9. All data is the property of the County of Franklin. The contract must include
express provisions guaranteeing County ownership of all data and guaranteeing
that the data may be accessed post-contract using non-proprietary means. No
mining, analytics, or duplication is allowed without the County’s express written
permission.
10. Data security, confidentiality, and use of County data and information.
11. Nondiscrimination.
12. Suspension and debarment.
13. Release of liability in favor of the County.
14. Non-release of liability of the contractor.
15. Insurance coverage and County status as additional insured as set forth in
Section 8.02.
16. Terms of payment and invoicing, including 45-day payment period.
17. Any and all federal and state provisions required as a result of grant funding.
A separate “Data Sharing Agreement” will be signed by the selected consultant and Franklin
County during the Scope of Work process.
The County reserves the right to request additional contract provisions it deems necessary as
needed to protect the best interest of the County.
Any work proposed and undertaken by this RFP that requires the use, access, and sharing of
County data shall be addressed via a “Data Sharing Agreement” as compliant with current
County of Franklin processes and procedures.
8.02 INSURANCE
Prior to and during the performance of any services covered by this RFP, vendor shall provide
the County, upon execution of an agreement, in a form and manner reasonably acceptable to
the County Solicitor or Risk Manager, a certificate of insurance as evidence that it has obtained
and maintains in full force and effect during the term of this Agreement the following types of
insurance in the amounts described as follows:
i.) General Liability insurance covering liability for death and bodily injury and
liabilities for loss of or damage to property with a combined single limit of not
less than One Million Dollars ($1,000,000.00) per occurrence and Two Million
Dollars ($2,000,000.00) in the aggregate;
ii.) Business Automobile Liability Insurance coverage:
Recipients shall, at its own expense, maintain. business auto liability insurance with a minimum
limit of $500,000 per accident and including coverage for all of the following: (a) Liability arising
out of the ownership, maintenance or use of any auto (if no owned autos, then hired and non-
owned autos); and (b) Automobile contractual liability.
iii). Worker’s Compensation and Employer’s Liability insurance as required by the laws of the
Commonwealth of Pennsylvania; employers liability insurance with minimum limits of $100,000
each accident for bodily injury by accident, $100,000 each employee fo r bodily injury by disease;
and $ 500,000 policy limit for bodily injury by disease.
iv). Personal Liability and Employee Dishonesty coverage:
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The Recipient shall have Personal Liability policy for their employees with a $100,000 per
occurrence limit and an Employee Dishonesty policy with a minimum of $25,000 per employee
coverage.
v). Professional liability insurance of not less than One Million Dollars ($1,000,000.00) per
occurrence, and:
vi). Cyber Liability insurance of not less than One Million Dollars ($1,000,000.00) per occurrence
and Two Million Dollars ($2,000,000.00) aggregate limit and a $1000 deductible. If the Recipient
is engaged in high-risk business dealing with specializing in data storage higher Cyber limits of
coverage will be required. This may also include the Recipient being required to have a
Technology Errors and Omissions policy.
The County shall be endorsed as additional insured on the General Liability Insurance for
services and activities provided by the vendor under this agreement. Vendor shall provide proof
of insurance and the requirements of this section upon execution of this agreement as
requested after that. Should the vendor have any changes to their current insurance coverage,
they shall notify the County within 5 business days.
8.03 ARTIFICIAL INTELLIGENCE
The use of Artificial Intelligence (AI) shall under no circumstances be used for clinical matters.
AI shall also not be used for training or resale of information tied to this program. If the provider
desires to use AI for other matters, it shall disclose the use to the County and obtain written
approval before any data or information from this program shall be used. If approved, any AI
system must comply with all other requirements of this RFP and the state regulations such as
HIPAA compliance.
SECTION IX. GENERAL LEGAL INFORMATION
9.01 RIGHT OF REJECTION
Franklin County reserves the right to cancel this request for proposals at any time for any
reason. Any proposal received may be rejected in whole or in part when in the best interest of
the County.
9.02 VENDOR CLEARANCE
All vendors will be required to submit a W-9 and pass clearance checks including a debarment
check and other background checks as deemed necessary by Franklin County.
9.03 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS
The County will not pay any cost associated with the preparation, submittal, presentation, or
evaluation of any proposal.
9.04 DISCLOSURE OF PROPOSAL CONTENTS
All responses are subject to the Pennsylvania Right to Know Law, 65 P.S. §§ 67.101 -3104,
(“RTKL” or Right to Know Law”), which may mandate the release of any and all information and
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documents submitted by the proposer. By submitting a proposal, all proposers acknowledge the
County’s non-waivable duties under the Right to Know Law, and agree to cooperate therewith.
Any confidential or proprietary information should be marked accordingly. Additionally, any
confidential information submitted by the vendor must be easily separable from the non-
confidential sections of the proposal and as such must be submitted in a separate PDF
Document from the main proposal and labeled similarly to as described above including the
word Confidential in the file name. Notwithstanding the foregoing, all proposals, documents,
submissions and data are subject to the Pennsylvania Right to Know Law.
Any exceptions taken to such mandatory terms may result in rejection of the proposal. Any
exceptions to the terms and conditions must be set forth in writing, with reasons for such
objection, and alternate language suggested, or is otherwise waived.
Attachment A References
Reference #1
Name _______________________________________________________________________________________
Address _____________________________________________________________________________________
Contact Name _______________________________________________________________________________
Contact Title _________________________________________________________________________________
Contact Phone Number ______________________________________________________________________
Contact Email _______________________________________________________________________________
Brief description of the project or assignment which was the basis for the business relationship
including project date.
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Reference #2
Name _______________________________________________________________________________________
Address _____________________________________________________________________________________
Contact Name _______________________________________________________________________________
Contact Title _________________________________________________________________________________
Contact Phone Number ______________________________________________________________________
Contact Email _______________________________________________________________________________
Brief description of the project or assignment which was the basis for the business relationship
including project date.
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Reference #3
Name _______________________________________________________________________________________
Address _____________________________________________________________________________________
Contact Name _______________________________________________________________________________
Contact Title _________________________________________________________________________________
Contact Phone Number ______________________________________________________________________
Contact Email _______________________________________________________________________________
Brief description of the project or assignment which was the basis for the business relationship
including project date.
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
ATTACHMENT B Non-Collusion Affidavit
NON-COLLUSION AFFIDAVIT
RFP No : 2026451-01
State of: ________________________:
: ss
County of: ______________________:
I state that I am _________________________________ of ___________________________________
(Title) (Firm)
and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors,
and officers. I am the person responsible in my firm for the price(s) and the amount of this
proposal.
I state that:
1. The price(s) and amount(s) of this proposal have been arrived at independently and without
consultation, communication or agreement with any other contractor, proposer or potential
proposer.
2. Neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor
approximate amount of this proposal, have been disclosed to any other firm or person who is a
proposer or potential proposer, and they will not be disclosed before proposal opening.
3. No attempt has been made or will be made to induce any firm or person to refrain from
responding to this contract, or to submit a proposal intentionally less competitive or
noncompetitive or other form of complementary proposal.
4. The proposal of my firm is made in good faith and not pursuant to any agreement or
discussion with, or inducement from, any firm or person to submit a complementary or other
noncompetitive proposal.
5. ________________________________, its affiliates, subsidiaries, officers, directors, and
(Firm)
employees are not currently under investigation by any governmental agency and have not in
the last four years been convicted or found liable for any act prohibited by State or Federal Law
in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any
public contract, except as follows: *
6. ___________________________ has or has not been convicted or found liable for any act
prohibited by State or Federal Law in any jurisdiction involving conspiracy or collusion with
respect to bidding or proposing on any public contract within the last three (3) years.
I state that ____________________________________ understands and
(Firm)
acknowledges that the above responsibilities are material and important,
and will be relied on by the Owner in awarding the contract(s) for which
this proposal is submitted. I understand and my firm understands that any
mis-statement in this affidavit is and shall be treated as fraudulent
concealment form the Owner of the true facts relating to the submission
of proposals for this contract.
__________________________________________
Name
___________________________________________
Company Position
SWORN TO AND SUBSCRIBED
BEFORE ME THIS ___________
DAY OF _________, 20 _______.
_______________________________________
Notary Public
My Commission Expires:
*Note: Such a conviction of liability does not prohibit acceptance of your proposal or award of a
contract but may be a basis for a determination that you are not a responsible proposer. Please
list any convictions or liabilities in the attached pages to this affidavit.