Invitation to Bid for Consulting

The bid proposal must be delivered by November 15th at 4 pm via email to DeeHall@whitebirdclinic.org with the email subject line: “DSHII Project”.

Questions concerning this invitation to bid must be submitted by email to Dee Hall, at the above address before noon on November 9th. Written responses will be emailed to all bidders of record.

A bidder may correct, modify, or withdraw a bid, by email to Dee Hall at White Bird Clinic, prior to the time and date set for the bid opening. Bid modifications must be submitted by email and clearly labeled “DSHII Project Modification No.__.” Each modification must be numbered in sequence.

All bid prices submitted in response to this ITB must remain firm for thirty (30) days following the bid opening. A bid must be signed as follows: 1) if the bidder is an individual, by her/him personally; 2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the bidder is a corporation, by the authorized officer,

Scope of Project:
This project, federally funded at $22,000, begins November, 2016 and will be completed by April 15, 2017.

White Bird Clinic, a nonprofit social service agency located in Eugene, Oregon, seeks assistance in establishing a single agency-wide EHR/EPM system. The system will allow eligibility determinations, billing, the sharing of information between program staff, and permit oversight and reporting of service levels and outcomes as required by our funders.

White Bird Clinic is seeking consultant services to assess nine service programs (Medical, Dental, Drug and Alcohol Outpatient Treatment, Counseling, Crisis Intervention – phone, walk-in and mobile, Homeless Case Management, Benefits Assistance and Advocacy, and Homeless Day Center) for EHR/EPM and agency-wide data tracking and reporting needs. The successful bidder will also research and recommend appropriate data system(s), which are HIPAA compliant and ONG certified, to meet the assessed needs. We expect that informed recommendation(s) regarding software purchase will be submitted to the White Bird Board of Directors, or their designee, no later than March 15, 2017.

This is a fixed-price contract. Bidders must provide both a unit price and a total price for each item listed on their bid pricing sheet. All bid prices must remain firm throughout the contract term. Contract price must include at least 4 hours of telephone technical assistance at no additional cost, for the duration of the project.

Bidders must provide all services described herein and comply with all Bid Submission Requirements listed in above.

Bidders are asked to include a complete list of all jobs performed in the past two (2) years that are similar in size and scope to this project, with contact names and telephone numbers

The contract will be awarded to the responsive and responsible bidder offering the lowest total price for all items.

Please sign and return the following certifications with your bid proposal:

CERTIFICATE OF NON-COLLUSION
The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

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Signature of individual submitting bid or proposal

___________________________________________
Name of business

TAX COMPLIANCE CERTIFICATION
I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the State of Oregon relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

___________________________________________
Signature of person submitting bid or proposal

___________________________________________
Name of business