Kentucky - CertiSurv Contract

Document Description Page 4
2200004588 Long Term Care Surveyor Group C3061
PERSONAL SERVICE CONTRACT FOR
Long-Term Care Surveyor Group
THE COMMONWEALTH OF KENTUCKY
Issued by
The Cabinet for Health and Family Services

Office of Administrative Services
Division of Procurement and Grant Oversight
BETWEEN
Office of Inspector General
AND
CertiSurv, LLC
112 W 7th St., Suite C
Columbia, TN 38401
This Personal Service Contract (PSC) is entered into, by and between the Commonwealth of Kentucky,
Cabinet for Health and Family Services, Department for Office of Inspector General (“the Commonwealth”)
and CertiSurv, LLC (“the Contractor”) to establish a contract for Long-Term Care Surveyor Group. The initial
PSC is effective from 07/01/2022 through 06/30/2024.
Per the solicitation, the Commonwealth reserves the right to renew this Contract for up to two (2) additional
two-year periods.
RFP 723 2200000048

INITIAL CONTRACT: PON2 2200004588 – 07/01/2022-06/30/2024
The Commonwealth and Contractor agree to the following:
Section 1 - Scope of Contract
1.00 Scope of Work
Survey teams must utilize staff who have completed the federally required training courses and are
qualified for the surveys that are conducting, to include, but not limited to, Qualified Mental Retardation
Professional (QMRP) for ICFs/IID Facilities, Life Safety Code (LSC), and have successfully passed the
Surveyor Minimum Qualifictions Test (SMQT) for Long Term Care Facilities.
CertiSurv, LLC shall:
1. Provide qualified staff to conduct health surveys for Intermediate Care Facilities with the process
outline by Centers for Medicare and Medicaid Services (CMS) and applicable federal laws and
regulations.
2. Provide qualified staff to conduct health surveys on Long-Term Care Facilities with the process outlined
by CMS and applicable federal laws and regulations.
3. Provide qualified staff to conduct CMS required Life Safety Code (LSC) Surveys for the applicable
levels of care.
4. Provide qualified staff to conduct LSC complaint investigation surveys.
5. Provide any necessary Personal Protect Equipment (PPE) to surveyors working pursuant to the
Contract.
6. Enter all survey finding into the Automated Survey Processing Environment (ASPEN) shell and
submit to the Division of Health Care (DHC) no later than five (5) business days from the date of survey
completion.
7. Perform a quality assurance review of deficiencies cited to verify the deficient practice is written to
comply with principles of documentation and that documented evidence is obtained to support the tag is
verified.
8. Submit the CMS Infection Control Tool along with the CMS-2567 no later that five (5) business days
from the date of the survey completion.
9. Participate in meetings or conference call, as requested by DHC, to assist in review of survey findings
and/or the facility Plan of Correction.
10. Notify Department of Public Health (DPH) as soon as possible of any suspected Immediate Jeopardy
(IJ) situation in a facility being surveyed and follow procedures set forth in the State Operations Manual
(SOM).
11. Provide requested documentation and/or testimony regarding enforcement actions as needed to
support Federal or State counsel in any resulting litigation.
12. At the completion of each contracted survey, release to DHC all information, working papers, and
reports required by Federal and State law used in determining in whether participating facilities met
requirements.
13. Adhere to all federal and state requirements, including but not not limited to forms, methods, policies
and procedutes, which are applicable to CMS survey and certification work, as well as federal laws and
regulations.
The following guidelines will be followed when performing on-site surveys:
1. Surveys can occur during daytime working hours (Monday-Friday, 8:00 a.m. to 4:30 p.m., EST).
However, surveyors may conduct the survey at any time and on weekends. If the survey is conducted
outside the normal working time, the team may modify the survey in recognition of residents’ activities and
the staff available. All surveys are unannounced.
2. All facility surveys will be conducted in a very similar manner utilizing the federal survey process for
each level of care. The surveys will be performed by multidisciplinary teams that may include registered
nurses, registered dieticians, and social workers.
3. The survey team will meet prior to arrival at the facility to discuss roles and tasks each member is going
to perform. The team will arrive at the facility together as a team and request an entrance conference
with the person in charge of the facility and the staff. The team will be required to let the facility know
what steps they are going to take (purpose of the survey, what areas of the facility they will be in, explain
the interview process, and set a date and time for an exit conference.)
4. Perform the survey by gathering information, conducting interviews with staff and residents, and
making on-site observations. The survey takes the course of several days in succession.
5. Analyze the findings and conduct an exit conference to inform the facility staff of the preliminary
findings.
1.01 Reporting Requirements
The Long Term Care (LTC) survey program is a computerized CMS program specifically designed for
a long-term care standard survey. A completed survey is the submittal of the survey packet to DHC
uploaded electronically in ASE-Q. This is a computerized Long Term Care Survey Process that is
resident-centered, identifying resident-specific concerns identified through observations, resident and
family interviews, and record review. The Contractor shall submit completed survey reports no later than
seven (7) business days from the exit date of each survey.
1.02 Subcontractors
Subcontractors will not be considered acceptable for this Contract.
1.03 CHFS Responsibilities
The Cabinet for Health and Family Service, Office of Inspector General, DHC is responsible for the
following:
1. Monitor and assign facilities to be surveyed by the Contractor.
2. Email the Contractor’s survey team a shell from ACO (Aspen Central Office) to be imported by the
survey team in ACO Survey Explorer Quality (ASE-Q). ASE-Q access capabilities are needed.
3. Issue the statement of deficiencies to the facilities, review and approve plans of corrections, complete
any subsequent revisit surveys, and monitor any enforcement.
1.04 Information Technology Requirements
The survey team shall have the technological capabilities to conduct SMQT Certified Surveys. They must
have computer knowledge and portable computer equipment to support the Centers for Medicare and
Medicaid computer program for the new Long Term Care Survey process. The program, ASE-Q Aspen
Survey Explore - Quality, stores data about certified providers regulated by the Centers for Medicare and
Medicaid Services which is utilized to conduct a standard long term care survey.
Section 2 - Contract Components and Order of Precedence
The Commonwealth’s acceptance of the Contractor’s offer in response to the Solicitation, indicated by the
issuance of a Contract Award shall create a valid contract between the Parties consisting of the following:
1. Procurement Statutes, Regulations and Policies;
2. This written agreement and any subsequent written amendments to this Agreement;
3. Any Addenda to the Solicitation;
4. The Solicitation and all attachments thereto; including PSC Standard Terms and Conditions;
5. Any Best and Final Offer;
6. Any clarifications concerning the Contractor’s proposal in response to the Solicitation;

7. The Contractor’s proposal in response to the Solicitation.
In the event of any conflict between or among the provisions contained in the contract, the order of
precedence shall be as enumerated above.
Section 3 - Negotiated Items
Not applicable.
Section 4 – PRICING
This contract shall not exceed $1,800,000.00. The contractor shall be paid no more than $22,750.00 per
survey of a small facility long term care facility of 49-95 beds. The contractor shall be paid no more than
$29,475.00 per survey of a medium facility of 96-174 beds. The contractor shall be paid no more than
$29,475.00 per survey of a large facility of 175 beds or greater. The contractor shall be paid no note than
$2,750.00 per Life Safety Code Survey.
Section 5 – INVOICING
The Contractor should submit invoices setting forth the hours worked and the expenses for which
reimbursement is sought on a monthly basis.
Invoices for payment shall be submitted electronically to [email protected]. Invoices must be
submitted no later than thirty (30) calendar days after completion of the service period.
Payment shall be conditioned upon receipt of appropriate, accurate, and acceptable invoices that are
submitted in a timely manner.
The Contractor shall submit monthly invoices in accordance with this section. Invoices shall contain two
parts:
A. Legislative Research Commission’s (LRC) Government Contract Review Committee Invoice
Form; and
B. Supporting documentation.
Invoices that do not contain the requirements above will be rejected and sent back to the Contractor for
re-invoicing.
Section 6 - CHFS STANDARD TERMS AND CONDITIONS

6.00 General Provisions
6.00.01 Headings
The section headings included herein are for reference and convenience only and shall not have any
effect on the construction or legal effect of this Contract.
6.00.02 Assignment
This Contract shall be binding upon and inured to the benefit of the respective legal successors of the
Parties. However, neither this Contract nor any rights or obligations hereunder may be assigned, in whole
or in part, without the prior written consent of CHFS, Division of Procurement and Grant Oversight, and
the Division of Accounting Services.
6.00.03 Beginning of Work
The Contractor shall not commence any billable work until a valid Contract has been fully executed. This
Contract shall represent the entire agreement between the parties.
6.00.04 Changes and Modifications to the Contract

Pursuant to 200 KAR 5:311, no modification or change of any provision in the Contract shall be made, or
construed to have been made, unless such modification is mutually agreed to in writing by the Contractor
and the Commonwealth, and incorporated as a written amendment by CHFS prior to the effective date
of such modification or change. Modification shall be subject to prior approval from the Secretary of the
Finance and Administration Cabinet, or authorized designee, and the LRC Government Contract Review
Committee. Memoranda of Understanding, written clarification, and/or other correspondence shall not be
construed as amendments to the Contract.
6.00.05 Notices
Unless otherwise instructed, all notices, consents, and other communications required and/or permitted
by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or
legal nature are to be made to the Agency Contact.
6.00.06 No Required Use of Contract
This contract does not guarantee any minimum use of services. The Cabinet reserves the right to leave
all, or any portion, of the contract unused and/or to establish other contracts for additional and/or related
services.
The Commonwealth of Kentucky may undertake or award other contracts for additional or related work,
services, supplies, or commodities, and the Contractor shall fully cooperate with such other Contractors
and Commonwealth employees. The Contractor shall not commit or permit any act that will interfere with
the performance of work by any other Contractor or by Commonwealth employees.
6.00.07 Severability
It is understood and agreed by the Parties that if any part, term, or provision of this Contract is held by the
courts to be illegal or in conflict with any law of the Commonwealth of Kentucky or of the United States
of America, the validity of the remaining portions or provisions shall not be affected, and the rights and
obligations of the Parties shall be construed and enforced as if the Contract did not contain the particular
part, term, or provision held to be invalid, if the remainder of the Contract is capable of performance.
6.00.08 Indemnification
The Contractor shall indemnify and hold harmless CHFS and its agents, representatives, officers,
directors, employees, insurers, successors, and assigns from and against any and all expenses, costs
(including attorneys’ fees), causes of action, liability, loss and/or damages suffered or incurred by it or any
of them, that results from or arises out of (a) this Contract; (b) any and all acts of the Contractor and or
its Subcontractor(s); (c) the policies and procedures of the Contractor, specifically including all Contractor
employment practices employed by Contractor during the term of this or any prior Contract with CHFS;
(d) any dishonest, fraudulent, criminal, or negligent or unauthorized acts or errors or omissions which
are committed by Contractor or any of Contractor's employees or agents or Subcontractors; (e) the
publication translation, reproduction, delivery, performance, use or disposition of any data produced by
CHFS in an unauthorized manner, provided that such action was not taken by Contractor or as a result
of the express written request of CHFS; or (f) Contractor's failure to comply with any applicable state or
federal laws or regulations.
Provided, however, in the event the Contractor is an agency of the Commonwealth of Kentucky, the state
agency’s liability shall be governed instead by KRS 49.010 through KRS 49.180 and limited to any award
from the Board of Claims up to the jurisdictional amount.
6.00.09 Sovereign Immunity
The Parties expressly agree that no provision of this Contract constitutes a waiver by CHFS or the
Commonwealth of Kentucky of any immunities from suit or from liability that CHFS or the Commonwealth
of Kentucky may have by operation of law.
6.00.10 Force Majeure

Neither Party shall be liable for public utility performance (e.g., Postal Service, Telephone, or Water
Company) or for the consequence of public utility non-performance. Events or conditions beyond the
reasonable control of the Parties, such as natural disasters, fires, floods, elements, transportation
crashes, a pandemic requiring the issuance of a State of Emergency Declaration by the Governor of
the Commonwealth of Kentucky, or utility failures shall not be construed as non-performance, nor shall
reductions be applied as a result of such events, provided that CHFS shall have the right to obtain the
necessary services elsewhere in the event of such non-performance by the Contractor and the Parties
shall negotiate in good faith any appropriate offset to the compensation payable under this Contract. The
Contractor shall cooperate and shall require that any Subcontractor cooperate with CHFS in such event.
The existence of such causes of delay or failure will extend the period of performance in the exercise of
reasonable diligence until after the causes of delay or failure have been removed. Each Party must inform
the other, orally or in writing, as soon as possible of the existence of a force majeure event. In order to
preserve this right as a defense each Party must inform the other in writing, with confirmation of receipt,
within twenty (20) business days of the existence of a force majeure event or otherwise waive this right as
a defense.
6.00.11 Maintenance of Insurance
During the term of this Contract, the Contractor shall maintain and shall require any Subcontractor to
maintain their directors and officers liability insurance, workers' compensation insurance, employer
liability insurance, and such other liability insurance as reasonably necessary in the Contractor's business
judgment to provide adequate coverage against losses and liabilities attributable to the respective acts or
omissions of the Contractor and the Subcontractor(s) in the performance of this Contract. The Contractor
shall provide or cause to be provided and shall require any Subcontractor to provide or cause to be
provided evidence of such coverage upon request.
To the extent that the Contractor and any Subcontractor are not self-insured, each shall, in any event,
name CHFS as an additional insured on any policy of coverage, with the exception of the workers’
compensation and any reinsurance. The Contractor and any Subcontractor shall notify CHFS of the
evidence of insurance coverage within five (5) business days of coverage. Notice shall be sent in writing
to the Department.
CHFS shall not be responsible for any premiums or assessments on the policy or policies held by the
Contractor or any Subcontractor under this Contract. CHFS may, at its sole option, pay one or more
premiums, if it decides that to do so would be in the best interest of the Cabinet. Should CHFS exercise
this option, it shall be fully reimbursed by the Contractor, either by Contractor directly or by an offset
against future payments.
The Certificate of Insurance for any policy other than self-insurance or any reinsurance must require that
the insurer shall not cancel the coverage without thirty (30) days prior written notice to CHFS.
Contractor shall notify CHFS within five (5) business days of any cancellation or interruption of Contractor
or Subcontractor’s insurance coverage. CHFS shall require in any subcontracts that the Subcontractor
provide such notice within five (5) business days to the Contractor and CHFS. Contractor shall assure
and require that any Subcontractor assure that insurance is in effect at all times during the life of this
Contract. If their respective insurance coverage expires at any time during the term of this Contract, the
Contractor and any Subcontractor shall provide at least thirty (30) calendar days prior to the expiration
date, to the extent possible, a new Certificate of Insurance evidencing coverage as provided herein for
not less than the remainder of the term of this Contract.
6.00.12 Licensure, Certification, and Registration
The Contractor shall:
1. Ensure that all appropriate licenses, registrations, and/or certifications necessary are maintained at all
times to the extent such are required for performance under this Contract;
2. Ensure that it has readily accessible copies of licenses, registration, and/or certifications necessary;
and
3. Produce copies of any required license, registration, and/or certification at the request of CHFS or the
Cabinet’s designee.
6.00.13 Permits, Licenses, Taxes, and Laws
The Contractor shall procure all necessary permits and licenses and abide by all applicable laws,
regulations, and ordinances of all federal, state, and local governments in which work under this Contract
is performed.
To the extent required by law, the Contractor shall pay any sales, use, personal property and income
taxes arising out of this Contract and the transaction contemplated hereby. Any other taxes levied upon
this Contract, the transaction, or the equipment or services delivered pursuant hereto shall be borne by
the Contractor.
Contractor shall be responsible for all applicable Federal (including FICA), State and Local tax
withholdings.
6.00.14 Legal Proceedings
Except as specifically disclosed in writing to CHFS by the Contractor, prior to the date of this Contract,
Contractor certifies there are no suits, investigations, or other proceedings pending or threatened against
Contractor or any subcontractor that would have a material effect on Contractor's ability to perform under
this Contract, or on Subcontractors ability to perform under their respective subcontracts, if applicable.
Further, the Contractor shall use its best efforts to notify CHFS within one (1) business day, and in writing
within three (3) business days, of all suits, investigations, or other proceedings involving Contractor
related to this Contract. The Contractor shall send written notice to the Department.
6.00.15 No Grant of Employment or Agency
Nothing in this Contract shall be construed, in any way, as granting to any individual providing services
under the Contract any of the claims, privileges, or rights established or recognized under KRS Chapter
18A or KAR Title 101.
At no point shall any individual providing services under this Contract be considered a full-time or part-
time employee of CHFS, for any purpose, including but not limited to unemployment, taxes, withholding,
health insurance, liability, retirement, Workers’ Compensation, vacation, sick or other leave, the Family
Medical Leave Act, accrued benefits, evaluations, or any other purpose. At all times, any such individual
shall be considered and deemed to be an employee, volunteer, or independent contractor of the
Contractor.
In no event shall any employee, volunteer, or independent contractor of the Contractor be deemed to be a
third-party beneficiary of this Contract or an agent or an employee of the Commonwealth.
6.00.16 CHFS Discrimination Prohibited in Service Provision (Because of Race, Religion, Color,
National Origin, Sex, Disability, Age, Political Beliefs or Reprisal or Retaliation for prior Civil Rights
Activity or other Federal, State, or Local Protected Class)
Discrimination (because of race, religion, color, national origin, sex, sexual orientation, gender identity,
age, or disability) is prohibited. During the performance of this contract, the Contractor agrees as follows:
1. The Contractor will not discriminate against anyone applying for or receiving assistance or services
based on race, religion, color, national origin, sex, disability, age, political beliefs or reprisal or retaliation
for prior civil rights activity or any other protected class identified in federal, state or local laws. The
Contractor agrees to comply with the provisions of the Kentucky Civil Rights Act, the Americans with
Disabilities Act of 1990 as Amended (ADA), , Section 1557 of the Patient Protection and Affordable
Care Act, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age
Discrimination Act of 1975, as applicable, and all other applicable federal, state and local regulations
relating to prohibiting discrimination.
2. The Contractor will take action to ensure that service applicants and recipients are given services in
the same manner, based on eligibility, and are not based on membership in a protected class: denied
aid, care, services, or other benefits provided under this contract; subjected to segregation or different
treatment in any matter related to receipt of assistance; restricted in any way in the enjoyment of any
advantages or privileges enjoyed by others receiving similar services; given different treatment in
determining eligibility; or meeting other requirements or conditions that must be met to receive benefits.
3. The Contractor agrees to post in conspicuous places, available to program or service applicants or
recipients, notices setting forth the provisions of this non-discrimination clause.
4. In all program or service solicitations or advertisements placed by or on behalf of the Contractor, the
Contractor will state that they will not discriminate against anyone applying for or receiving assistance or
services based on race, religion, color, national origin, sex, disability, age, political beliefs, or reprisal or
retaliation for prior civil rights activity, or any other protected class identified in federal, state, or local laws.
5. In the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or
with any of the said rules, regulations, or orders, this contract may be cancelled, terminated or suspended
in whole or in part, and such other sanctions that may be imposed and remedies invoked as provided in
or as otherwise provided by law.
6. In compliance with the prohibition against Disability discrimination and in compliance with the
implementing guidance for the Americans with Disabilities Act issued by the Department of Justice, the
Contractor agrees to provide, free of charge, appropriate accommodations for applicants or recipients
with disabilities, including auxiliary aids and services for persons with disabilities who require alternative
means of communication.
7. In compliance with the prohibition against National Origin discrimination and, by extension
discrimination based on Limited English Proficiency (LEP), the Contractor agrees to provide meaningful
language assistance measures free of charge to program or service applicants or recipients with Limited
English Proficiency. The language services shall:
a. Be consistent with the general guidance document issued by the Department of Justice, which sets
forth the compliance standards recipients of federal financial assistance must follow to ensure that
LEP persons have meaningful access to the program’s services and activities;
b. Have a method of identifying LEP individuals; and
c. Provide language assistance measures (e.g., oral interpretation and written translation services;
training of staff; note to LEP persons of availability of language access assistance; monitoring
compliance, etc.).
6.01 Contract Performance
6.01.00 Service Delivery Requirements
All services provided by the Contractor under the terms and conditions of this Contract shall be delivered
in accordance with:
1. All applicable federal and state statutes and regulations;
2. All commitments and assurances as set forth in all CHFS grant awards with respect to goals,
strategies, funding, and outcomes made by the Commonwealth as required by and contained in grant
applications to federal agencies, foundations, and other agencies providing grant funding and in the
resulting award notices from those agencies; and
3. All final, federally-funded grant award terms and conditions, including federal reporting and expenditure
requirements, for any federally-funded proposed project developed jointly by the Contractor and CHFS
and submitted to a federal agency.
6.01.01 Total Amount of Funds and Budget Revisions
CHFS shall have the right to recoup the amount of any overpayment, regardless of the reason for the
overpayment. Any reconciliation or settlement of fund balances contained in the Summary Line Item
Section of this Contract shall be negotiated between CHFS and the Contractor and determined as soon
as feasible before the end of the scope of work as set forth under the Contract.
The Contractor shall not request a budget revision within the last sixty (60) days of the contract period.
6.01.02 Subcontractors
Unless provided in the scope of work and pre-approved at the Cabinet level, the Contractor shall make
no subcontract with any other party for furnishing any of the work or services herein. This provision shall
not require the approval of contracts of employment between the Contractor and personnel assigned for
services thereunder. The Contractor shall be solely responsible for performance of the entire Contract
whether or not Subcontractors are used.
6.01.03 Indirect Cost
Except as otherwise authorized by this contract, no indirect costs shall be reimbursed.
6.01.04 Financial Record Retention
The Contractor agrees to maintain all records pertaining to this contract for a period of not less than
three (3) years after all matters pertaining to this contract (e.g., audit, settlement of audit exceptions,
disputes, etc.) are resolved in accordance with applicable federal and/or state laws, regulations, and
policies (except as may otherwise be specified in this contract).
6.01.05 Confidential Information
The Contractor shall comply with the state and federal rules and regulations governing access to and use
of information and data provided by CHFS or collected by the Contractor, and will use such information
or data only for those purposes expressly delineated, defined, and authorized in this Contract. The
Contractor agrees to ensure that all confidential information and data shall remain confidential. The
Contractor shall have an appropriate agreement with its employees to that effect.
Any dissemination of information about projects funded and the scope of work described in the terms and
conditions of this Contract, must be fully documented and reviewed by the Cabinet’s project manager
before any representation, electronic or otherwise, of projects, their funding sources, use of data, or data
analyses may be posted to a web page or otherwise published.
The Contractor shall permit unrestricted access on demand to personnel of the Cabinet, the Office of the
Attorney General, the Office of the Auditor of Public Accounts, and any representative of a government
funding agency authorized to review records for audit or investigation purposes to its current policies
and procedures for ensuring compliance with these confidentiality requirements, the confidentiality
agreements with its personnel, and subcontractor confidentiality assurances.
The foregoing will not apply to:
1. Information that the Commonwealth has released in writing from being maintained in confidence;
2. Information that at the time of disclosure is in the public domain by having been printed and published
and available to the public in libraries or other public places where such data is usually collected; or
3. Information that, after disclosure, becomes part of the public domain as defined above, through no act
of the Contractor; or
4. Information required to be disclosed by law.
The Contractor shall have an appropriate agreement with its Subcontractors extending these
confidentiality requirements to all Subcontractors’ employees.
6.01.06 HIPAA Confidentiality Compliance
The Contractor agrees to abide by the “HIPAA Privacy Rule,” 45 CFR Parts 160 and 164, established
under the Health Insurance Portability and Accountability Act, Public Law 104-191 (42 USC 1320d).
6.01.07 Response/Compliance with Audit Findings

The Contractor shall take action to ensure its or a subcontractor’s compliance with or correction of any
finding of noncompliance with any law, regulation, audit requirement, or generally accepted accounting
principle relating to the services and deliverables or any other deficiency contained in any audit, review,
or inspection conducted under this section. This action will include Contractor’s delivery to CHFS, for
CHFS’ approval, a Corrective Action Plan that addresses deficiencies identified in any audit(s), review(s),
or inspection(s) within thirty (30) calendar days of the close of the audit(s), review(s), or inspection(s).
The Contractor shall bear the expense of compliance with any finding of noncompliance under this
section that is:
1. Required by a Kentucky or Federal law, regulation, rule, or other audit requirement relating to
Contractor’s business;
2. Performed by Contractor as part of this Contract; or
3. Necessary due to Contractor’s noncompliance with any law, regulation, rule, or audit requirement
imposed on Contractor; or
4. Deficiencies may also result in the assessment of penalties as described in Section 6.01.09-
Performance-Based Penalties.
6.01.08 Research Project Approval and Institutional Review Board Requirements
Any proposed research project undertaken under the terms and conditions of this Contract shall follow the
procedures and protocols established under 920 KAR 1:060 that provide for a Cabinet review of research
projects supported or funded in whole or in part through CHFS. If the proposed research project involves
human subjects, it shall comply with federal regulations 45 CFR 46 and the requirements of the Cabinet’s
Institutional Review Board for the Protection of Human Subjects, which CHFS is required to establish
and maintain to protect the rights and welfare of human subjects of research conducted or sponsored by
CHFS. The project manager assigned by CHFS will provide all documentation and protocols for review
and approval by the CHFS Institutional Board. No research may begin until such time as the Board
reviews and approves the project.
6.01.09 Performance-Based Penalties
Upon a determination of failure to perform services outlined in Section 2 - Scope of Work, the Cabinet
may issue penalties up to five percent (5%) of the total amount of contract for each instance of non-
performance.
If the Cabinet elects not to exercise any of the penalty clauses herein in a particular instance, this
decision shall not be construed as a waiver of the Department’s right to pursue the future assessment of
any performance standard requirement and associated penalties. In addition, a Corrective Action Plan
may be issued as outlined below (Section 6.01.09(1)(b)).
The Department will work with the Contractor to resolve performance issues at all times.
1. Requirement of Corrective Action:
a. Letter of Concern
Should the Department determine that the Contractor or any Subcontractor is in violation of any
requirement of this Contract, the Department shall notify the Contractor of the deficiency through
a “Letter of Concern.” The Contractor shall contact the Department’s representative designated by
the Department within two (2) business days of receipt of the Letter of Concern and shall indicate
how such concern is unfounded or how it will be addressed. If the Contractor fails to timely contact
the designated representative regarding a Letter of Concern, the Department shall proceed to the
additional enforcement contained in this Contract.
b. Corrective Action Plan

Should the Cabinet determine that the Contractor or any Subcontractor is not in substantial
compliance with any material provision of this Contract, the Cabinet shall issue a written deficiency
notice and require a corrective action plan be filed by the Contractor within ten (10) business days
following the date of the notice.
A corrective action plan shall delineate the time and manner in which each deficiency is to be
corrected. The plan shall be subject to approval by Finance or the Department, which may accept the
plan as submitted, may accept the plan with specified modifications, or may reject the plan within ten
(10) business days of receipt. Cabinet may reduce the time allowed for corrective action depending
upon the nature of the deficiency.
c. Failure to Respond to Letter of Concern or Corrective Action Plan Notice
Failure of the Contractor to respond to a Letter of Concern within two (2) business days of receipt of
the Letter of Concern may result up to a $500.00 per day penalty for each day until the response is
received. Failure of the Contractor to submit a Corrective Action Plan within ten (10) business days
following the date of the written deficiency notice may result up to $1,000.00 per day penalty for each
day until the Corrective Action Plan is received.
d. Request for Extension
Upon request, CHFS may extend the time allowed for both a response to the Letter of Concern and a
Corrective Action Plan depending upon the nature of the deficiency. The Contractor shall request an
extension of time in writing from the representative designated in the Letter of Concern or the written
deficiency notice. The written request shall contain a justification and proposed extension period. If an
extension is granted, the penalty per day for either a late Letter of Concern or a late Corrective Action
Plan would begin after the expiration of the extension period.
2. Failure to Correct any identified deficiency may result in action pursuant to 6.02-Breach and Contract
Termination.
3. Upon timely resolution of all performance based issues outlined in the Correction Action Plan, the
Contractor shall receive reimbursement of a percentage of the amount withheld based on the following
tier schedule:
a. Resolution within 30 days: at least 75% will be reimbursed to Contractor;
b. Resolution within 60 days: at least 50% will be reimbursed to Contractor;
c. Resolution within 90 days: at least 25% will be reimbursed to Contractor;
d. Resolution after 90 days: total penalty withholdings are forfeited.
6.01.10 Performance and Evaluation
CHFS may complete a Performance Evaluation (PE) to document contract performance. PE documents
will be entered into the Commonwealth’s electronic financial system (eMARS). Performance documented
by PE may be considered when making future awards. To obtain a copy of the PE documents completed
for this contract, contact the Contract Specialist listed on page 1.
6.01.11 Business Continuity, Disaster Recovery, and Information Security Requirements
Upon request, the Contractor shall provide a Business Continuity Plan, Disaster Recovery Plan and
Information Security Plan, which shall detail the steps the Contractor will take in the event of an outage
or failure of either the Contractor’s or CHFS’ data or communication or technical support system. Such
plans shall enable the Contractor to continue to meet all requirements of CHFS.
All costs associated with activating and sustaining execution of all plans shall be borne solely by the
Contractor.
Test all backup procedures no less than quarterly.
6.01.11.01-Information Security Plan
The Vendor shall:

A. Submit a detailed Information Security Plan, for the Department’s approval and prior to
implementing, within thirty (30) calendar days of execution of the Contract.
B. Review the Information Security Plan annually, at a minimum, or in the event of a significant
system change (as defined by the Centers for Medicare and Medicaid Services (CMS)), update as
needed. The annual Information Security Plan shall be submitted to the Department during the yearly
contract monitoring review.
C. Ensure all software and hardware components used to deliver this solution are be supported
by the Original Equipment Manufacturer (OEM) of that particular software or hardware and all other
technologies used are uncompromised/secure.
D. Ensure access to all sensitive information (such as Personally Identifiable Information [PII],
Protected Health Information [PHI], etc.) is restricted to vetted United States personnel only.
E. Ensure all data, including backups and archives, are maintained at all times within the contiguous
United States. All sensitive data, as defined by CMS, shall be encrypted in-transit and at rest at all
times.
F. The Contractor shall notify their CHFS point of contact and CHFS Information Security on all
Security incidents within one (1) hour of their discovery.
G. All databases/spreadsheets containing sensitive data such as PII and PHI shall be monitored for
any breaches. The Contractor shall set up alerts based on triggers that fire when a predetermined
threshold is reached.
H. Cyber Insurance:
The Contractor shall hold Cyber Insurance policies, or obtain a performance bond, to cover liability
that includes, but is not limited to, costs of cyber security breaches, unauthorized data disclosure,
data tampering, data loss, credit monitoring, system restoration/repair, follow-on lawsuits, and other
damages during the entire life of this contract, including any renewals. This is not a substitute for a
robust security program.
If a performance bond is chosen, pursuant to 45A.190 and 200 KAR 5:305, the Contractor shall
furnish a performance bond satisfactory to the Commonwealth in the amount of the full contract
amount as security for the faithful performance of the Contract. The bond furnished by the Contractor
shall incorporate by reference the terms of the Contract as fully as though they were set forth
verbatim in such bonds. In the event the Contract is amended, the penal sum of the performance
bond shall be deemed increased by like amount.
The initial bond shall be submitted to the Commonwealth Buyer within thirty (30) days of execution of
this Contract. Any required amendment to the bond shall be submitted to the Commonwealth Buyer
within thirty (30) days of said amendment.
The Department shall have the right to enforce the Contractor’s Performance Bond pursuant to the
terms thereof for any material breach of this Contract after prior written notice to Contractor and an
opportunity to cure such material breach within thirty (30) days of the date of the notice.
I. No production data shall exist in any other environment other than production. All non-production
environments shall be designed to use data masking routines to transform personal and confidential
data, while retaining its contextual meaning and referential integrity. The authorized Commonwealth
management staff and CHFS Security shall approve any exceptions.
6.01.11.02-Independent Security Review
The Contractor shall perform an Infrastructure Vulnerability Assessment and full-scale Penetration
Testing annually with Commonwealth Office of Technology (COT) and an independent security
assessment company agreed upon with Commonwealth, at no additional cost to the Commonwealth.
The Contractor shall submit a copy of the Infrastructure Vulnerability Assessment and industry
standard Penetration Test Report to the Commonwealth within fourteen (14) business days of its
execution. The Contractor shall provide a Risk Mitigation Plan outlining options and recommending
actions to enhance opportunities and reduce identified project risks.
6.01.12 Protection of Personal Information Security and Breach Investigation Procedures and
Practices Act
When applicable, contractors that receive Personal Information as defined by and in accordance with
Kentucky’s Personal Information Security and Breach Investigation Procedures and Practices Act, KRS
61.931, KRS 61.932, KRS 61.933, and KRS 61.934, (the “Act”), shall secure and protect the Personal
Information by, without limitation, complying with all requirements applicable to non-affiliated third parties
set forth in the Act.
The Contractor hereby agrees to cooperate with the Commonwealth in complying with the response,
mitigation, correction, investigation, and notification requirements of the Act.
The Contractor shall notify as soon as possible, but not to exceed seventy-two (72) hours, the contracting
agency, the Commissioner of the Kentucky State Police, the Auditor of Public Accounts, and the
Commonwealth Office of Technology of a determination of or knowledge of a breach, unless the
exception set forth in KRS 61.932(2)(b)2 applies and the Contractor abides by the requirements set forth
in that exception. If the agency is a unit of government listed in KRS 61.931(1)(b), the Contractor shall
notify the Commissioner of the Department of Local Government in the same manner as above. If the
agency is a public school district listed in KRS 61.931(1)(d), the Contractor shall notify the Commissioner
of the Department of Education in the same manner as above. If the agency is an educational entity listed
under KRS 61.931(1)(e), the Contractor shall notify the Council on Postsecondary Education in the same
manner as above. Notification shall be in writing on a form developed by the Commonwealth Office of
Technology.
The Contractor hereby agrees that the Commonwealth may withhold payment(s) owed to the Contractor
for any violation of the Identity Theft Prevention Reporting Requirements.
The Contractor hereby agrees to undertake a prompt and reasonable investigation of any breach as
required by KRS 61.933.
Upon conclusion of an investigation of a security breach of Personal Information as required by KRS
61.933, the Contractor hereby agrees to an apportionment of the costs of the notification, investigation,
and mitigation of the security breach.
In accordance with KRS 61.932(2)(a) the Contractor shall implement, maintain, and update security and
breach investigation procedures that are appropriate to the nature of the information disclosed, that are
at least as stringent as the security and breach investigation procedures and practices established by the
Commonwealth Office of Technology:
See:
http://technology.ky.gov/ciso/Pages/InformationSecurityPolicies,StandardsandProcedures.aspx
6.01.13-Staffing
Any individual providing services under this Contract must not be included on any formal registry or
listing that is required by law and which relates to abuse, neglect, sexual offenses, or other inappropriate
practices or which, in any way, prohibits their employment for or performance of the services required
herein, including but not limited to the nurse aid abuse registry and the Child Abuse Prevention and
Treatment Act registry. In the event of any such listing or registration, the Contractor shall immediately
notify CHFS.
Any individual providing services under this Contract must not be prohibited or debarred from providing
services or participating in any state or federal governmental program, including but not limited to the
Medicare and Medicaid programs. In the event of any such prohibition or debarment, the Contractor shall
immediately notify CHFS.
6.02 Breach and Contract Termination

6.02.00 Remedies for Breach
It is agreed by the Parties that in the event of breach of contract by the Contractor, CHFS may pursue any
remedy available to it pursuant to this Contract, or to the provisions of KRS Chapter 45A, or any remedy
that is available to it by law. The remedies available to CHFS may be invoked without regard to the
existence of any other available remedy, and may include the enforcement of any holdback provision or
payment of any specified liquidated damages by the Contractor to CHFS for noncompliance as provided
for in this Contract.
6.02.01 Transition/Turnover
In the event CHFS requires a transition after a non-renewal or termination by either party, CHFS shall
notify the Contractor at the same time CHFS serves notice of the non-renewal or termination, as the case
may be.
Upon receipt of notice of termination of the Contract from CHFS, the Contractor shall provide any turnover
assistance reasonably necessary to enable CHFS or its designee to effectively close out the Contract and
move the work to another Contractor or to perform the work by itself.
The Contractor shall, at no additional cost to the Department:
A. Provide detailed transition documents.
B. Be responsible for the orderly transition of work and the accuracy of data in coordination with
the new contractor. CHFS shall ensure the cooperation of the new contractor to facilitate a smooth
transition.
C. Within ten (10) days after written notification by CHFS of the initiation of transition, provide a
detailed Transition Document.
Upon receipt of the detailed Transition Document by CHFS, CHFS shall review the document
and within fourteen (14) days provide written instructions to the Contractor as to the packaging,
documentation, delivery location and delivery date of all records, as needed to provide orderly
transition.
If CHFS determines upon review that the Transition Document is lacking necessary information,
CHFS shall provide the Contractor written instructions as to the information that is still needed, and
the Contractor shall amend the Transition Document to include the necessary information.
D. Deliver a full and complete accounting and report as of the date of termination about the status of
services. This report shall be provided to CHFS within twenty-one (21) days following the termination
date.
E. Transfer all documents and records of every kind, including electronic, microfilm, paper, or
otherwise, in their possession that pertain to this contract , including but not limited to all those
listed in the contract and any records as required by federal funding agencies, if applicable, within
twenty-one (21) days following the termination date. All documents shall be in a CHFS-approved
format.
F. Provide reasonable and appropriate assistance to CHFS and its designee(s) regarding the
contents of such documents and records, and shall provide reasonable and appropriate reference
materials, including data models and file documentation. This assistance shall be provided to CHFS
within twenty-one (21) days following the termination date.
G. Pay any and all additional costs incurred by CHFS that are the result of the Contractor’s failure to
provide the requested records, documents, data or materials within the time frames agreed to in the
Transition Document.
6.02.01.01-Data Conversion Plan

The Conversion Plan shall define the strategy, preparation, and specifications for converting data
from the source system(s) to the target system(s). The Conversion Plan shall include any security
or privacy considerations associated with the conversion, including but not limited to, compliance to
regulations regarding standards for privacy, security, and individually identifiable health information,
as identified in the HIPAA. The Contractor shall work with the CHFS to determine file format and
transmission method.
6.02.01.02-Turn Over
The Contractor shall plan and implement a coordinated transfer of system data, licenses, and
operations duties to another entity upon direction of CHFS. Knowledge transfer and turnover activities
shall include, at a minimum:
A. Standard policies, procedures, business processes, and organizational contacts necessary for
day-to-day operations;
B. Transfer of, and assistance on, all existing documentation;
C. Conversion or migration of all work in progress; and,
D. Data conversion and migration assistance.
6.03 Miscellaneous Provisions
6.03.00 Advertising Award Prohibition
The Contractor shall not refer to the Award of Contract in commercial advertising in such a manner as to
state or imply that the firm or its services are endorsed or preferred by the Commonwealth of Kentucky.
6.03.01 Bankruptcy
In the event the Contractor becomes the subject debtor in a case pending under the Federal Bankruptcy
Code, the Commonwealth’s right to terminate this Contract may be subject to the rights of a trustee in
bankruptcy to assume or assign this Contract. The trustee shall not have the right to assume or assign
this Contract unless the trustee:
1. Promptly cures all defaults under this Contract;
2. Promptly compensates the Commonwealth for the monetary damages incurred as a result of such
default; and
3. Provides adequate assurance of future performance, as determined by the Commonwealth.
6.03.02 Code of Ethics
The Contractor and all professional personnel who may provide services under this contract or any
subcontract with the Contractor shall be familiar with and abide by any and all codes of ethics or conduct
as designated by CHFS that have been established by a national or regional association and are
generally recognized as being applicable. Failure of the Contractor to abide by the applicable code of
ethics shall result in the immediate termination of the Contract.
6.03.03 Notices and Pamphlets
All notices, employment, advertisements, information pamphlets, research reports, and similar public
notices prepared and released by the Contractor pursuant to this Contract, shall include a statement
identifying the appropriate source of funds for the project or service, including but not limited to, identifying
whether the funding is in whole or in part from federal, CHFS, or other state funds.
6.03.04 Scientific Misconduct
The Contractor shall set out a procedure for the inquiry, investigation, appeal, and disposition of
complaints alleging misconduct in activities involving any and all research projects funded, in whole or
in part, with federal funds included in this Contract, and as authorized under the Public Health Services
research grants. Such policies and procedures shall be in accordance with the provisions of 42 CFR
Part 50 and CHFS Policy for Responding to Allegations of Scientific Misconduct, as amended, and
shall be made available, upon request, to CHFS. The Contractor shall immediately report to CHFS any
activity reported to the Contractor under these terms and conditions. Notice shall be sent in writing to the
Department.
6.03.05 Intellectual Property
The Contractor agrees that any formulae, methodology, or other reports and compilations of data
provided by the Department to the Contractor for the purposes of meeting the terms and conditions of
this Contract shall be the exclusive property of CHFS, unless the specific ownership of any proposed
or developed formulae, methodology, or other reports and compilations of data is otherwise identified
in any Attachment(s). The Contractor further agrees that any formulae, methodology, other reports and
compilations of data prepared or produced by the Contractor during the course of work pursuant to this
Contract shall be made available to CHFS for the Cabinet’s use upon request and without charge. Any
use of these materials other than for the purposes of meeting the terms and conditions of this Contract
must be reviewed and approved in advance by CHFS.
If any of these materials are included in any publication, training materials, or presentations, or for any
other type of release of this material other than for the purposes of meeting the terms and conditions of
this Contract, appropriate credit for the funding source must be given. This provision shall be included in
any subcontract, including contracting for staff, issued by the Contractor under this Contract.
Any proposed project under the scope of work for any of the Projects set forth under the Summary Line
Item Section in this Contract shall include specific documentation and justification for titles of ownership
as:
1. Patents;
2. Trademarks as proposed or registered with the U.S. Patent and Trademark Office; or
3. Copyrights proposed or certified with the Library of Congress, U.S. Copyright Office.
6.03.06 Certification Regarding Drug-Free Workplace
The Contractor hereby certifies that it will, or will continue to, provide a drug-free workplace in accordance
with 2 CFR Part 182. The Contractor shall at a minimum:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited from the Contractor’s workplace and
specifying actions that will be taken against employees for violation of such prohibition;
2. Establish an ongoing drug-free awareness program to inform employees about:
a. The dangers of drug abuse in the workplace;
b. The Contractor’s policy of maintaining a drug-free workplace;
c. Available drug counseling, rehabilitation, and employee assistance programs; and
d. The penalties that may be imposed upon employees for drug abuse violation.
6.03.07 Data Use Agreement
Not Required
6.03.08 Business Associate Agreement
A Business Associate Agreement has been determined to be unnecessary for this Agreement.
Section 7 - FEDERAL REQUIREMENTS

If federal funds are utilized, the Contractor is responsible for complying with all provisions of 2 CFR Part
200, Appendix II, regarding Contract provisions for non-federal entity Contracts under federal award.
The following terms shall apply:
7.00 Certain Provisions Contained Within 2 CFR, Part 200, Appendix II
7.00.00 Clean Air Act and Federal Water Pollution Control Act
Contractor and subcontractors shall agree to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act, 42 U.S.C. 7401 et seq., and the Federal Water
Pollution Control Act, as amended 33 U.S.C. 1251 et seq. Violations shall be reported to the HHS
and the appropriate Regional Office of the Environmental Protection Agency.
7.00.01 Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary
Exclusion, Lower Tier Covered Transactions
In accordance with Federal Acquisition Regulation 52.209-5, the Contractor shall certify, by
signing the Solicitation, that to the best of its knowledge and belief, the Contractor and/or its
Principals is (are) not presently debarred, suspended, proposed for debarment, or declared
ineligible for the award of contracts by any state or federal agency.
For the purposes of this certification, “Principals,” means officers, directors, owners, partners, and
persons having primary management or supervisory responsibilities within a business entity (e.g.,
general manager, plant manager, head of subsidiary, division, or business segment, and similar
positions.
The Contractor shall be compliant with 2 CFR 180 at the time of award and throughout the
contract period.
7.00.02 Certification of Lobbying Activities
Contractor shall disclose any lobbying activities in accordance with Section 1352, Title 31, U.S.
Code. The Contractor certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of any Federal contract,
grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned
shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,'' in
accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose
accordingly. This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any
person who fails to file the required certification shall be subject to a civil penalty of not less than
$10,000.00 and not more than $100,000.00 for each such failure.
7.00.03-Equipment
For reimbursement type contracts, the Contractor shall not purchase equipment or property
with contract funds, unless and except as specifically authorized under the scope of work and
specifications of this Contract.
Equipment and property reimbursed by CHFS for the purposes of fulfilling the requirements of
this Contract, and that may include, but not be limited to, furniture, computer software, computer
hardware, office equipment, and supplies with any single item purchase of $5,000.00 or greater
(capital expenditures), requires prior approval by the Cabinet and the federal agency before the
federal government will allow the costs in accordance with 2 CFR, Part 200.
7.00.04 Telecommunications and Video Surveillance Services or Equipment
In accordance with 2 CFR § 200.216 Prohibition on certain telecommunications and video
surveillance services or equipment Contractors and subrecipients are prohibited from obligating
or expending loan or grant funds to:
(1) Procure or obtain;
(2) Extend or renew a contract to procure or obtain; or
(3) Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services,
or systems that uses covered telecommunications equipment or services as a substantial
or essential component of any system, or as critical technology as part of any system. As
described in Public Law 115-232, section 889, covered telecommunications equipment is
telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation
(or any subsidiary or affiliate of such entities).
(i) For the purpose of public safety, security of government facilities, physical security
surveillance of critical infrastructure, and other national security purposes, video surveillance and
telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or
affiliate of such entities).
(ii) Telecommunications or video surveillance services provided by such entities or using such
equipment.
(iii) Telecommunications or video surveillance equipment or services produced or provided by an
entity that the Secretary of Defense, in consultation with the Director of the National Intelligence
or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned
or controlled by, or otherwise connected to, the government of a covered foreign country.
7.00.05 Domestic Preferences for Procurements
In accordance with 2 CFR § 200.322 Domestic preferences for procurements.
(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the
greatest extent practicable under a Federal award, provide a preference for the purchase,
acquisition, or use of goods, products, or materials produced in the United States (including but
not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements
of this section must be included in all subawards including all contracts and purchase orders for
work or products under this award.
(b) For purposes of this section:
(1) “Produced in the United States” means, for iron and steel products, that all manufacturing
processes, from the initial melting stage through the application of coatings, occurred in the
United States.
(2) “Manufactured products” means items and construction materials composed in whole or in
part of non-ferrous metals such as aluminum; plastics and polymer-based products such as
polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
7.00.06 Procurement of Recovered Materials
In accordance with 2 CFR § 200.323 Procurement of recovered materials.
A non-Federal entity that is a state agency or agency of a political subdivision of a state and its
contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the
Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring
only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR
part 247 that contain the highest percentage of recovered materials practicable, consistent with
maintaining a satisfactory level of competition, where the purchase price of the item exceeds
$10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000;
procuring solid waste management services in a manner that maximizes energy and resource
recovery; and establishing an affirmative procurement program for procurement of recovered
materials identified in the EPA guidelines.
Endnotes
Personal Service Contract Standard Terms and Conditions

Revised November 2021
Whereas, the first party, the state agency, has concluded that either state personnel are not available to
perform said function, or it would not be feasible to utilize state personnel to perform said function; and
Whereas, the second party, the Contractor, is available and qualified to perform such function; and
Whereas, for the abovementioned reasons, the state agency desires to avail itself of the services of the
second party;
NOW THEREFORE, the following terms and conditions are applicable to this contract:
1.00 Effective Date:

This contract is not effective until the Secretary of the Finance and Administration Cabinet or his
authorized designee has approved the contract and until the contract has been submitted to the Legislative
Research Commission, Government Contract Review Committee (“LRC”). However, in accordance with
KRS 45A.700, contracts in aggregate amounts of $10,000 or less are exempt from review by the committee
and need only be filed with the committee within 30 days of their effective date for informational purposes.
KRS 45A.695(7) provides that payments on personal service contracts and memoranda of agreement shall
not be authorized for services rendered after government contract review committee disapproval, unless
the decision of the committee is overridden by the Secretary of the Finance and Administration Cabinet or
agency head, if the agency has been granted delegation authority by the Secretary.
2.00 Renewals:
Upon expiration of the initial term, the contract may be renewed in accordance with the terms and conditions
in the original solicitation. Renewal shall be subject to prior approval from the Secretary of the Finance and
Administration Cabinet or his authorized designee and the LRC Government Contract Review Committee
in accordance with KRS 45A.695 and KRS 45A.705, and contingent upon available funding.
3.00 LRC Policies:

Pursuant to KRS 45A.725, LRC has established policies which govern rates payable for certain
professional services. These are located on the LRC webpage https://apps.legislature.ky.gov/moreinfo/
Contracts/homepage.html and would impact any contract established under KRS 45A.690 et seq., where
applicable.
4.00 Choice of Law and Forum:

This contract shall be governed by and construed in accordance with the laws of the Commonwealth of
Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions
either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court,
Franklin County, Kentucky in accordance with KRS 45A.245.
5.00 EEO Requirements:

The Equal Employment Opportunity Act of 1978 applies to All State government projects with an estimated
value exceeding $500,000. The contractor shall comply with all terms and conditions of the Act.
6.00 Cancellation:
The Commonwealth shall have the right to terminate and cancel this contract at any time not to exceed
thirty (30) days' written notice served on the Contractor by registered or certified mail.
7.00 Funding Out Provision:
The state agency may terminate this contract if funds are not appropriated to the contracting agency or are
not otherwise available for the purpose of making payments without incurring any obligation for payment
after the date of termination, regardless of the terms of the contract. The state agency shall provide the
Contractor thirty (30) calendar days’ written notice of termination of the contract due to lack of available
funding.
8.00 Reduction in Contract Worker Hours:

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a
budget balancing measure for some professional and non-professional service contracts. If under such
authority the agency is required by Executive Order or otherwise to reduce contract hours, the agreement
will be reduced by the amount specified in that document. If the contract funding is reduced, then the scope
of work related to the contract may also be reduced commensurate with the reduction in funding. This
reduction of the scope shall be agreeable to both parties and shall not be considered a breach of contract.
9.00 Authorized to do Business in Kentucky:

The Contractor affirms that it is properly authorized under the laws of the Commonwealth of Kentucky to
conduct business in this state and will remain in good standing to do business in the Commonwealth of
Kentucky for the duration of any contract awarded.
The Contractor shall maintain certification of authority to conduct business in the Commonwealth of
Kentucky during the term of this contract. Such registration is obtained from the Secretary of State, who
will also provide the certification thereof.
Registration with the Secretary of State by a Foreign Entity:

Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth
of Kentucky shall not award a state contract to a person that is a foreign entity required by KRS 14A.9-010 to
obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary
of State under KRS 14A.9-030 unless the person produces the certificate within fourteen (14) days of the bid
or proposal opening. Therefore, foreign entities should submit a copy of their certificate with their solicitation
response. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010, the foreign
entity should identify the applicable exception in its solicitation response. Foreign entity is defined within
KRS 14A.1-070.
For all foreign entities required to obtain a certificate of authority to transact business in the
Commonwealth, if a copy of the certificate is not received by the contracting agency within the time
frame identified above, the foreign entity’s solicitation response shall be deemed non-responsive
or the awarded contract shall be cancelled.
Businesses can register with the Secretary of State at https://onestop.ky.gov/Pages/default.aspx
10.00 Invoices for fees:

The Contractor shall maintain supporting documents to substantiate invoices and shall furnish same if
required by state government. The invoice must conform to the method described in Section V of this
contract.
Pursuant to KRS 45A.695, no payment shall be made on any personal service contract unless
the individual, firm, partnership, or corporation awarded the personal service contract submits its
invoice for payment on a form established by the committee.
*Invoice form is available on the Legislative Research Commission, Government Contract Review
Committee website: https://apps.legislature.ky.gov/moreinfo/Contracts/homepage.html
11.00 Travel expenses, if authorized:

The Contractor shall be paid for no travel expenses unless and except as specifically authorized by the
specifications of this contract or authorized in advance and in writing by the Commonwealth. The Contractor
shall maintain supporting documents that substantiate every claim for expenses and shall furnish same if
requested by the Commonwealth.
12.00 Other expenses, if authorized herein:

The Contractor shall be reimbursed for no other expenses of any kind, unless and except as specifically
authorized within the specifications of this contract or authorized in advance and in writing by the
Commonwealth.
If the reimbursement of such expenses is authorized, the reimbursement shall be only on an out-of-pocket
basis. Request for payment of same shall be processed upon receipt from the Contractor of valid, itemized
statements submitted periodically for payment at the time any fees are due. The Contractor shall maintain
supporting documents that substantiate every claim for expenses and shall furnish same if requested by
the Commonwealth.
13.00 Purchasing and specifications:

The Contractor certifies that he/she will not attempt in any manner to influence any specifications to be
restrictive in any way or respect nor will he/she attempt in any way to influence any purchasing of services,
commodities or equipment by the Commonwealth of Kentucky. For the purpose of this paragraph and the
following paragraph that pertains to conflict-of interest laws and principles, "he/she" is construed to mean
"they" if more than one person is involved and if a firm, partnership, corporation, or other organization is
involved, then "he/she" is construed to mean any person with an interest therein.
14.00 Conflict-of-interest laws and principles:

The Contractor certifies that he/she is legally entitled to enter into this contract with the Commonwealth
of Kentucky, and by holding and performing this contract, he/she will not be violating either any conflict of
interest statute (KRS 45A.330-45A.340, 45A.990, 164.390), or KRS 11A.040 of the executive branch code
of ethics, relating to the employment of former public servants.
15.00 Campaign finance:

The Contractor certifies that neither he/she nor any member of his/her immediate family having an interest
of 10% or more in any business entity involved in the performance of this contract, has contributed more
than the amount specified in KRS 121.056(2), to the campaign of the gubernatorial candidate elected at the
election last preceding the date of this contract. The Contractor further swears under the penalty of perjury,
as provided by KRS 523.020, that neither he/she nor the company which he/she represents, has knowingly
violated any provisions of the campaign finance laws of the Commonwealth, and that the award of a contract
to him/her or the company which he/she represents will not violate any provisions of the campaign finance
laws of the Commonwealth.
16.00 Access to Records:

The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to
contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The
Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration
Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized
representatives, shall have access to any books, documents, papers, records, or other evidence, which are
directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also
recognizes that any books, documents, papers, records, or other evidence, received during a financial audit
or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and
other prequalification information confidentially disclosed as part of the bid process shall not be deemed as
directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).
17.00 Protest:
Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall
have authority to determine protests and other controversies of actual or prospective vendors in connection
with the solicitation or selection for award of a contract.
Any actual or prospective vendor, who is aggrieved in connection with the solicitation or selection for award
of a contract, may file protest with the Secretary of the Finance and Administration Cabinet. A protest or
notice of other controversy must be filed promptly and, in any event, within two (2) calendar weeks after
such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices
of other controversies must be in writing and shall be addressed to:
Holly M. Johnson, Secretary

Commonwealth of Kentucky
Finance and Administration Cabinet
Office of the Secretary
200 Mero Street, 5th Floor
Frankfort, KY 40622
The Secretary of Finance and Administration Cabinet shall promptly issue a decision in writing. A copy
of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons
for the action taken.
The decision by the Secretary of the Finance and Administration Cabinet shall be final and conclusive.
18.00 Social security: (check one)
_____ The parties are cognizant that the state is not liable for social security contributions, pursuant to 42
U.S. Code, section 418, relative to the compensation of the second party for this contract.
_____ The parties are cognizant that the state is liable for social security contributions, pursuant to 42 U.S.
Code, section 418, relative to the compensation of the second party for this contract.
19.00 Violation of tax and employment laws:

KRS 45A.485 requires the Contractor and all subcontractors performing work under the contract to reveal to
the Commonwealth, prior to the award of a contract, any final determination of a violation by the Contractor
within the previous five (5) year period of the provisions of KRS chapters 136, 139, 141, 337, 338, 341, and
342. These statutes relate to corporate and utility tax, sales and use tax, income tax, wages and hours laws,
occupational safety and health laws, unemployment insurance laws, and workers compensation insurance
laws, respectively
To comply with the provisions of KRS 45A.485, the Contractor and all subcontractors performing work
under the contract shall report any such final determination(s) of violation(s) to the Commonwealth by
providing the following information regarding the final determination(s): the KRS violated, the date of the
final determination, and the state agency which issued the final determination.
KRS 45A.485 also provides that, for the duration of any contract, the Contractor and all subcontractors
performing work under the contract shall be in continuous compliance with the provisions of those statutes,
which apply to their operations, and that their failure to reveal a final determination, as described above,
or failure to comply with the above statutes for the duration of the contract, shall be grounds for the
Commonwealth's cancellation of the contract and their disqualification from eligibility for future state
contracts for a period of two (2) years.
Contractor must check one:

______ The Contractor has not violated any of the provisions of the above statutes within the previous five
(5) year period.
______ The Contractor has violated the provisions of one or more of the above statutes within the previous
five (5) year period and has revealed such final determination(s) of violation(s). Attached is a list of such
determination(s), which includes the KRS violated, the date of the final determination, and the state agency
which issued the final determination.
20.00 Discrimination:
This section applies only to contracts disbursing federal funds, in whole or part, when the terms for receiving
those funds mandate its inclusion. Discrimination (because of race, religion, color, national origin, sex,
sexual orientation, gender identity, age, or disability) is prohibited. During the performance of this contract,
the Contractor agrees as follows:
The Contractor will not discriminate against any employee or applicant for employment because of
race, religion, color, national origin, sex, sexual orientation, gender identity or age. The Contractor further
agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336,
and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified
disabled individuals under any program or activity. The Contractor agrees to provide, upon request, needed
reasonable accommodations. The Contractor will take affirmative action to ensure that applicants are
employed and that employees are treated during employment without regard to their race, religion, color,
national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but
not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensations; and selection for training,
including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this non-discrimination clause.
In all solicitations or advertisements for employees placed by or on behalf of the Contractor, the Contractor
will state that all qualified applicants will receive consideration for employment without regard to race,
religion, color, national origin, sex, sexual orientation, gender identity, age or disability.
The Contractor will send to each labor union or representative of workers with which he/she has a collective
bargaining agreement or other contract or understanding a notice advising the said labor union or workers'
representative of the Contractor's commitments under this section and shall post copies of the notice in
conspicuous places available to employees and applicants for employment. The Contractor will take such
action with respect to any subcontract or purchase order as the administering agency may direct as a means
of enforcing such provisions, including sanctions for noncompliance.
The Contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965, as
amended, and of the rules, regulations and relevant orders of the Secretary of Labor.
The Contractor will furnish all information and reports required by Executive Order No. 11246 of September
24, 1965, as amended, and by the rules, regulations and orders of the Secretary of Labor, or pursuant
thereto, and will permit access to his/her books, records and accounts by the administering agency and
the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations
and orders.
In the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or with
any of the said rules, regulations or orders, this contract may be cancelled, terminated or suspended in
whole or in part, and the Contractor may be declared ineligible for further government contracts or federally-
assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of
September 24, 1965, as amended, and such other sanctions that may be imposed and remedies invoked
as provided in or as otherwise provided by law.
The Contractor will include the provisions of paragraphs (1) through (7) of section 202 of Executive Order
11246 in every subcontract or purchase order unless exempted by rules, regulations or orders of the
Secretary of Labor, issued pursuant to section 204 of Executive Order No. 11246 of September 24, 1965,
as amended, so that such provisions will be binding upon each subcontractor or vendor. The Contractor
will take such action with respect to any subcontract or purchase order as the administering agency may
direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however,
that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or
vendor as a result of such direction by the agency, the Contractor may request the United States to enter
into such litigation to protect the interests of the United States.
Approvals
This contract is subject to the terms and conditions stated herein. By affixing signatures below, the parties
verify that they are authorized to enter into this contract and that they accept and consent to be bound
by the terms and conditions stated herein. In addition, the parties agree that (i) electronic approvals may
serve as electronic signatures, and (ii) this contract may be executed in any number of counterparts, each
of which when executed and delivered shall constitute a duplicate original, but all counterparts together
shall constitute a single contract.
CHFS Cabinet Approval:
/Cab_Sig/ /Cab_Title/
Signature Title
/Cab_Name/ /Cab_Date/
Printed Name Date
Contractor Approval:
/Cont_Sig/ /Cont_Title/
Signature Title
/Cont_Name/ /Cont_Date/
Printed Name Date
CHFS Department Review:
/Dept_Sig/ /Dept_Title/
Signature Title
/Dept_Name/ /Dept_Date/
Printed Name Date
Approved as to form and legality:
/Att_Sig/
Attorney
/Att_Date/
Date

Kentucky - CertiSurv Contract

Uploaded by

Copyright:

Available Formats

Kentucky - CertiSurv Contract

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Kentucky - CertiSurv Contract

Uploaded by

Copyright:

Available Formats

Document Description Page 4

2200004588 Long Term Care Surveyor Group C3061

PERSONAL SERVICE CONTRACT FOR

Long-Term Care Surveyor Group

THE COMMONWEALTH OF KENTUCKY

The Cabinet for Health and Family Services

Office of Inspector General

RFP 723 2200000048

1.00 Scope of Work

CertiSurv, LLC shall:

2200004588 Long Term Care Surveyor Group C3061

4. Provide qualified staff to conduct LSC complaint investigation surveys.

The following guidelines will be followed when performing on-site surveys:

2200004588 Long Term Care Surveyor Group C3061

1.01 Reporting Requirements

Subcontractors will not be considered acceptable for this Contract.

1.03 CHFS Responsibilities

1. Monitor and assign facilities to be surveyed by the Contractor.

1.04 Information Technology Requirements

2200004588 Long Term Care Surveyor Group C3061

6. Any clarifications concerning the Contractor’s proposal in response to the Solicitation;

Section 6 - CHFS STANDARD TERMS AND CONDITIONS

2200004588 Long Term Care Surveyor Group C3061

6.00.04 Changes and Modifications to the Contract

2200004588 Long Term Care Surveyor Group C3061

6.00.10 Force Majeure

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

6.01.07 Response/Compliance with Audit Findings

2200004588 Long Term Care Surveyor Group C3061

b. Corrective Action Plan

2200004588 Long Term Care Surveyor Group C3061

The Vendor shall:

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

6.02 Breach and Contract Termination

2200004588 Long Term Care Surveyor Group C3061

6.02.01.01-Data Conversion Plan

2200004588 Long Term Care Surveyor Group C3061

6.03.08 Business Associate Agreement

Section 7 - FEDERAL REQUIREMENTS

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

2200004588 Long Term Care Surveyor Group C3061

Personal Service Contract Standard Terms and Conditions

1.00 Effective Date:

3.00 LRC Policies:

4.00 Choice of Law and Forum:

5.00 EEO Requirements:

2200004588 Long Term Care Surveyor Group C3061

8.00 Reduction in Contract Worker Hours:

9.00 Authorized to do Business in Kentucky:

Registration with the Secretary of State by a Foreign Entity:

Businesses can register with the Secretary of State at https://onestop.ky.gov/Pages/default.aspx

10.00 Invoices for fees:

11.00 Travel expenses, if authorized:

12.00 Other expenses, if authorized herein: