REQUEST FOR PROPOSAL LERN CALL CENTER STAFFING LOUISIANA EMERGENCY

REQUEST FOR PROPOSAL LERN CALL CENTER STAFFING LOUISIANA EMERGENCY RESPONSE NETWORK BOARD DEPARTMENT OF HEALTH AND HOSPITALS STATE OF LOUISIANA Issue Date: September 3, 2009 Table of Contents I. General Information ………………………………………………………………...4 A. Background …………………………………………………….……………4 B. Purpose of RFP ……………………………………………………………..4 C. Invitation to Propose ……………………………………………………….5 D. RFP Coordinator …………………………………………………………….5 E. Proposer Inquiries …………………………………………………….……5 F. Schedule of Events ……………………………………………………..…..6 G. RFP Addenda ……………………………………………………………..….6 Scope of Work ………………………………………………………………………..7 A. Overview: Project Task …………………………………………………….7 B. Staffing Requirements…………………………………………………….10 C. Deliverables ………………………………………………………………...33 D. Subcontracting …………………………………………………………….17 E. Insurance Requirements …………………………………………………17 F. Resources Available to Contractor …………………………………….18 G. Contact Personnel ………………………………………………………...18 H. Term of Contract …………………………………………………………..18 I. Payment ……………………………………………………………………..18 Proposals ……………………………………………………………………….……19 A. General Information ……………………………………………………….19 B. Proposal Submission ……………………………………………………..19 C. Proposal Cost ………………………………………………………………19 D. Ownership of Proposal ……………………………………………………19 E. Certification Statement ……………………………………………………19 F. Proposal Submission ……………………………………………………..19 G. Criteria for Evaluation …………………………………………………….24 H. Announcement of Award …………………………………………………25 I. Other Information……………………………………………………………25 Contractual Terms …………………………………………………………………..26 II. III. IV. Attachments I. Certification Statement ……………………………………………………………..28 II. LERN Standard Contract Form ……………………………………………………29 III. Department of Health and Hospital Administrative Regions ………………...32 IV. State Property Control Procedures……………………………………………….33 V-A. Cost and Pricing Analysis--Personnel and Administrative Costs……………34 V-B. Cost and Pricing Analysis--Emergency Operations Costs……………………35 VI. Forecasted Call Volumes……………………………………………………………37 2 Glossary LCC: LERN Call Center LERN: Louisiana Emergency Response Network Must: Denotes a mandatory requirement Redacted Proposal: The removal of confidential and/or proprietary information from one copy of the proposal for public records purposes. Shall: Denotes a mandatory requirement Should: Denotes a preference, but not a mandatory requirement Will: Denotes a mandatory requirement 3 I. GENERAL INFORMATION A. Background 1. The Louisiana Emergency Response Network (LERN) was created by an act of the Louisiana Legislature in 2004 (Act 248). The objectives of LERN are as follows: • LERN is to implement a statewide system that is regionally developed to coordinate the health care resources within the region and the state to ensure that all injured patients gain access to the appropriate level of care in a timely, coordinated and cost effective manner leading to a reduction in mortality and morbidity. • In addition, LERN is to create a network with interagency agreements designed to address additional trauma and time sensitive illnesses including but not limited to statewide Emergency Preparedness, Disease Prevention, Homeland Security and the development of regional Injury Prevention Programs. • LERN will identity and develop measures and collect data to demonstrate the success of the network in meeting its goals and purpose. • LERN has instituted a series of Call Centers to direct trauma and time sensitive illness patients to the appropriate definitive care facilities. 2. LERN Regional Commissions The LERN Board has established 9 regions that are consistent with the 9 public health regions used by the Department of Health and Hospitals (See Attachment III). Each region has a Regional Commission. The specific functions of the Regional Commissions are set forth in rules and regulations promulgated by the LERN Board. 3. LERN Funding LERN is funded by the State of Louisiana General Fund. 4. Current plans by the LERN Board are for the contracted LERN Call Centers to cover the following Regions. • LERN Call Center North (Shreveport) will cover Region 6, 7 and 8. • LERN Call Center Central (Baton Rouge) will cover Regions 1, 2, 3, 4, 5, and 9. • Additional LERN Communicator hours may be added to these two existing LERN Call Centers as necessary to accommodate call volume or to open an additional LERN Call Center that may be created as determined by the Contractor or the LERN Board. If determined by Contractor, additional worked hours must be pre-approved by the LERN Executive Director at the same rates and terms as proposed in the Contractor’s proposal. • For informational purposes, see Attachment VI for anticipated Call Volumes. It is the intent of this proposal for LERN to determine staffing needs, but to allow proposers to understand better the mission of LERN, Attachment VI may be used as a reference. 4 B. Purpose of RFP The purpose of this RFP is to solicit proposals from qualified entities that can provide qualified call center staffing to operate LERN Call Centers as determined by and in locations designated and provided by the LERN Board. A contract is necessary to acquire the capability to provide call center staffing for each LERN Call Center. C. Invitation to Propose The LERN Board is inviting qualified proposers to submit proposals to provide LERN Call Center staffing in accordance with the specifications and conditions set forth herein. D. RFP Coordinator Requests for copies of the RFP and written questions or inquiries must be directed to the RFP coordinator listed below: Ross Pottschmidt Louisiana Emergency Response Network 8919 World Ministry Ave, Suite C Baton Rouge, LA 70810 Email: Ross.Pottschmidt@LA.GOV Telephone: 225-763-5728 Fax number: 225.763.8576 This RFP is available at the following website: http://www.dhh.louisiana.gov/publications.asp?ID=1&CID=25. E. Proposer Inquiries The LERN Board will consider written inquiries regarding the RFP or Scope of Services before the date specified in the Schedule of Events. To be considered, written inquiries and requests for clarification of the content of this RFP must be received at the above address or via the above fax number or email address by the date specified in the Schedule of Events. Any and all questions directed to the RFP coordinator will be deemed to require an official response and a copy of all questions and answers will be posted to the following web address http://www.dhh.louisiana.gov/publications.asp?ID=1&CID=25 by the date specified in the Schedule of Events. Action taken as a result of verbal discussion shall not be binding on the Agency. Only written communication and clarification from the RFP Coordinator shall be considered binding. 5 F. Schedule of Events (The LERN Board reserves the right to deviate from this Schedule of Events) Schedule of Events Public Notice of RFP Deadline for Receipt of Written Questions Response to Written Questions. Deadline for Receipt of Proposals Proposal Evaluation Contract Award Announced Contract Negotiations Begin Contract Begins Tentative Schedule September 3, 2009 4:00pm CDT September 9, 2009 September 15, 2009 4:00pm CDT October 2, 2009 October 5/6, 2009 October 7, 2009 October 8, 2009 January 1, 2010 G. RFP ADDENDA In the event it becomes necessary to revise any portion of the RFP for any reason, the Agency shall distribute addenda, supplements, and/or amendments to all potential proposers known to have received the RFP. Additionally, all such supplements shall be posted at the following web address: http://www.dhh.louisiana.gov/publications.asp?ID=1&CID=25 6 II. SCOPE OF WORK A. Overview: Project Task 1. The contractor will be responsible for completing the following major tasks: i. Recruit and hire qualified staff to staff operations for each LERN Call Center. ii. Ensure that each LERN Call Center is staffed and available to receive calls 24 hours a day, 7 days a week through a detailed staffing plan and a continuity of operations plan in the event of a local, regional, state or national disaster. • Manage the LERN Call Center Technical Infrastructure System communications infrastructure, including standard managing call reporting tools as directed by LERN. Although LERN will provide the facility, equipment, landlines, and other infrastructure components, the Contractor will manage and maintain these assets on a daily basis and work with LERN to develop procedures for testing, maintenance, troubleshooting, and reporting. iii. Provide a monthly schedule of hours to be worked 2 weeks prior to the beginning of each work schedule. iv. Work with the LERN staff to review, improve if required, and execute quality assurance procedures, data acquisition and reporting procedures, and financial accountability/property control procedures. The result of this contract will be the provision of qualified emergency call center staffing and supervision, for the two current LERN Call Centers for the hours specified in the pricing schedule. 2. The LERN Call Centers will be operational 24/7 with adequate staffing to ensure the following: i. Ability to answer the expected and actual number of calls without putting callers on hold or dropping calls due to inability to answer the incoming request ii. Ability to operate on a continuous 24/7 basis to receive calls and route patients and to provide continuous operations. iii. Ability to continue or increase operational capacity (staffing) 24/7 function in the event of a declared emergency and/or natural/man-made disaster as requested by the LERN Executive Director or designee. 3. The contractor selected for this project will have the following characteristics: i. A corporate infrastructure capable of staffing an operation of this size and complexity. ii. Human resource services capability necessary to recruit qualified personnel and provide related HR functions, the necessary corporate financial resources (assets and personnel) that can accommodate the cash flow needs for sustaining operations and managing receivables and payables on a timely basis. 4. LERN Process Sequentially, the overall LERN procedure involves the following steps: i. A call to 911 will be made by an injured patient, which goes to the currently operating 911 centers. 7 ii. iii. iv. v. vi. vii. viii. ix. 911 will dispatch an EMS unit to the scene of an injured patient. The paramedics will do a quick assessment of the patient at the scene and the trauma status of the patient will be determined as per regional LERN protocol. Based on protocol the injured patient(s) will be designated as a LERN patient. All LERN patients will be entered into the LERN Network by calling the LERN Call Center and giving the medical condition of the patient. Based on this the LERN Call Center will then review the current status of the hospitals in the region and direct the EMS unit to transfer the injured patient to the most appropriate hospital per LERN State-wide Entry and Destination protocols. If the EMS unit is not sure if the patient meets criteria to enter the LERN Network then the EMS unit can still contact the LERN Call Center for guidance. If an EMS unit transports a patient to a hospital without LERN Call Center contact but the receiving hospital determines that the patient meets LERN Entry Criteria, the receiving hospital can also call the LERN Call Center to facilitate the rapid transfer of the patient to the next most appropriate hospital. If a patient arrives at a hospital by PRIVATE vehicle and meets criteria to enter the LERN system, then the hospital can call the LERN Call Center and enter the patient into the Network and the LERN Call Center facilitates the transfer to the most appropriate facility. The Call Center Communicators/Supervisors will follow LERN’s procedures for communicating with EMS, hospitals, LERN Medical Directors, LERN Regional RNs, and employees/contractors of LERN. The Call Center Communicators/Supervisors will follow LERN’s procedure for entering, protecting, retrieving, and following up with outside entities to complete all information gathering required by LERN. 8 5. The process can be depicted graphically as follows: 9 B. Staffing Requirements 1. LCC Supervisor Each LCC Supervisor shall be a NREMT-Paramedic (NREMT-P) who shall perform, at a minimum, the following duties and responsibilities: i. Report directly to the LERN Executive Director or designee. ii. Submit the schedule for staffing to the LERN Executive Director or designee at least 2 weeks prior to the start of the work schedule. Each LCC must be staffed by qualified Call Communicators 24 hours a day, 365 days a year; iii. Have 24 hour call availability in the case of disasters and be on site in the LCC for the duration of the event with backup coverage as necessary provided by the Contractor. iv. Follow all Rules and Regulations and policy as established by LERN Executive Director or designee; v. The Call Center Communicators/Supervisors will follow LERN”s procedures for communicating with EMS, hospitals, LERN Medical Directors, LERN Regional RNs, and employees/contractors of LERN. The Call Center Communicators/Supervisors will follow LERN’s procedure for entering, protecting, retrieving, and following up with outside entities to complete all information gathering required by the LERN.Executive Director or designee. vi. Perform other duties as assigned by LERN. Mandatory Qualifications: i. Current State and Nationally Registered NREMT-P license in good standing; ii. Minimum of 2 years of fulltime experience in the field or emergency/critical care and a minimum of 3 years supervisory experience; iii. Experience of On-Line Pre-hospital communications; iv. Excellent communication skills and leadership qualities; v. Excellent interpersonal, listening and human relations skills; and vi. Able to handle difficult and complex situations vii. Demonstrated experience with and knowledge of computerized data collection, management, reporting and analysis systems. viii. All LERN Call Center Supervisors will be trained in Emergency Medical Dispatch equivalent to NAED, APCO, Powerphone or equivalent experience. 2. LCC Call Communicator Each LCC Communicator shall be a currently licensed, Nationally Registered NREMT-P who shall perform, at a minimum, the following duties and responsibilities: i. Report directly to the LCC Supervisor; ii. Available for duty shifts as scheduled by the LCC Supervisor; iii. Have in depth knowledge of EMS protocols, LERN Entry Criteria and available medical resources; iv. Have functional knowledge of radio, telephone, IP and other necessary forms of communications equipment necessary for the purpose of the LCC; v. Have knowledge of performance indicators and quality review indicators pertinent to LERN operations; vi. Follow all rules, regulations and policies as established by LERN; 10 vii. viii. ix. x. xi. Be knowledgeable of and follow all LCC Standard Operating Procedures; Protect Patient Confidentiality and adhere to all applicable medical, patient and EMS rules; Perform housekeeping responsibilities to keep the LCC clean and functional; The Call Center Communicators/Supervisors will follow LERN”s procedures for communicating with EMS, hospitals, LERN Medical Directors, LERN Regional RNs, and employees/contractors of LERN. The Call Center Communicators/Supervisors will follow LERN’s procedure for entering, protecting, retrieving, and following up with outside entities to complete all information gathering required by LERN.Executive Director or designee. Perform other duties as assigned by the LERN. Mandatory Qualifications: i. Current State and NREMT-P license in good standing; ii. Minimum of 2 years full time NREMT-P experience or emergency nursing experience; iii. Experience with On-Line Pre-hospital medical communications; iv. Excellent communication, interpersonal and human relations skills; and v. Ability to multitask difficult and complex communications; vi. All LERN Call Center Communicators will be trained in Emergency Medical Dispatch equivalent to NAED, APCO, Powerphone or equivalent experience. 3. Disaster Contingency Staffing Contractor must also be able to provide additional hours of staffing for Call Center communicators as requested in writing by the LERN Executive Director or designee as required to meet LERN Operational needs in the event of declared emergencies. 4. Minimum staffing requirements for LERN statewide are as follows: Staffing Plan Work Schedule 1 per LERN Call Center including minimum (2) NREMT-Paramedic Supervisor 24 hours a week as an LCC Communicator, 16 hours a week performing supervisory/administrative duties. (Total of 2080 hours a year.) Provide LERN Call Center Communicator staffing to adequately cover state wide operations 24 hours a day, 7 days a week, 365 days per year. NREMT-P LERN Communicators Minimum staffing Baton Rouge LERN Call Center. 36 hours LCC Communicator coverage 24/7/365. Minimum staffing Shreveport LERN Call Center, 24 hours LCC Communicator 11 coverage 24/7/365. Must have the capability to provide additional Call Center Communicator staffing at the request of the LERN Executive Director or designee to insure adequate LCC operations. C. Deliverables: 1. The Contractor shall provide adequate staffing for each LERN CALL CENTER to enable 24/7 operations. The requirements for this deliverable are as follows: Deliverable Requirements Contractor will furnish the following positions in each LERN Call Center: • Performance Indicators • Contractor will provide Employment Agreements and/or contracts for review by Executive Director or designee. Contractor will present to Executive Director or designee a written staffing plan that includes shift scheduling, including back-up staffing resources for each month at least 2 weeks prior to the beginning of the work schedule. Contractor will present an Emergency Staffing Plan to the Executive Director or designee that outlines procedures for maintaining or acquiring additional call center staffing hours in the event of an emergency and/or natural/man-made disaster in April of each year Minimum staffing Baton Rouge LERN Call Center. 36 hours LCC Communicator coverage 24/7/365. Minimum staffing Shreveport LERN Call Center, 24 hours LCC Communicator coverage 24/7/365. Must have the capability to provide additional Call Center Communicator staffing at the request of the LERN Executive Director or designee to insure adequate LCC operations. LERN Communicators sufficient to maintain Call Center communications at all times. Contractor must have sufficient staffing resources to provide 24/7/365 continuous operations. Contractor must have sufficient staffing resources to provide 24/7 /365 continuous operations in the event of an emergency and/or natural/man-made disaster Prior to being approved to be added to the work schedule each LERN Communicator must be approved by LERN for training with a preceptor designated by LERN. Contractor will • • Contractor will provide adequate staffing for each LERN Call Center and each LERN Communicator position to enable 24/7 operations • • • • 12 Deliverable Requirements provide a consistent schedule comprised of 7-10 full time Communicators working 40 hours/week. Performance Indicators 2. The Contractor shall provide adequate supervision for each LERN CALL CENTER to enable 24/7 operations. The requirements for this deliverable are as follows: Deliverable Requirements • Contractor will furnish the following positions in each LERN Call Center: o NEMT-P Supervisor for each LERN Call Center Performance Indicators • • Provide Employment Agreements and/or contracts. Present a written supervisory plan of duties that includes Contractor will provide adequate supervision for each LERN Call Center and each LERN Communicator position to enable 24/7 operations minimum 24 hours a week as an LCC Communicator, 16 hours a week performing supervisory/administrative duties to the Executive Director or designee monthly.. • Present an Emergency Staffing Plan that outlines procedures for acquiring and maintaining supervisory staff in the event of an emergency and/or natural/manmade disaster in April of each year. 3. The Contractor shall provide for the ability to maintain all LERN Call Center operations on a 24/7/365 basis. The requirements for this deliverable are as follows: Deliverable The Contractor shall provide for the ability to execute the LERN process on a 24/7/365 basis • Requirements • The Contractor shall adhere to policies and procedures for operations that address staffing, operational protocols, supervision methods, on-call procedures, back-up communications procedures, etc. The Contractor shall provide a 13 Performance Indicators Provide a copy of the COOP plan in Microsoft Word 2007™ format to Executive Director or designee for review and approval in April of each year. Deliverable Requirements Continuity of Operations Plan (COOP) in the event of an emergency to ensure that each LERN Call Center is fully functional 24/7/365. • The Contractor shall adhere to the Quality Assurance plan as established by the LERN Staff incorporating periodic review of call volume data, periodic review of LERN process outcomes (including dispatched patient status 30 days post-dispatch), and other quality indicators. The Contractor will have sufficient liability insurance in place to ensure replacement of equipment and infrastructure (purchased by LERN) in the event such equipment and/or infrastructure is damaged or destroyed due to the negligence of the Contractor. Such insurance should allow for complete replacement of the damaged/destroyed equipment. Performance Indicators • The Contractor will provide a certificate of insurance documenting the equipment replacement coverage. • Note: Although furnished by LERN, the Contractor will be expected to implement property control procedures as directed by LERN. i. The Contractor shall implement the State of Louisiana Property Control procedures as attached to this RFP as Attachment IV. (need to attach this, not included) ii. Although LERN will provide the facility, equipment, landlines, and other infrastructure components, the Contractor will be expected to manage these assets on a daily basis. iii. Note that LERN will not provide copies and/or licenses for Microsoft Office™ productivity software. This is the responsibility of the Contractor. iv. The Contractor shall ensure that the incoming call uptime rate is 99.99% per year. This means that all communications modes must not fail for greater than 52.5 minutes per year. • This uptime/downtime rate shall be verified by daily (per shift) system checks and logs v. All variances in communications equipment will be reported to the LERN Executive Director or designee immediately, and in any event no later than within 30 minutes of variance for remediation. D. Technical Requirements 1. LERN will furnish the following computing equipment as part of the communications infrastructure: i. Workstation class PCs for management of the Radio Console software, the 14 telephone switch software, the digital recording software and interface, and the web access to the hospital data system. ii. A combination of standard office desktop computers and laptops, to be determined by LERN, for the staff on duty at each LERN CALL CENTER. 2. Any other computing equipment furnished by the Contractor to supplement the LERNprovided equipment, must conform to the following minimum standards: i. Standard Desktop with Monitor • 3.0 GHz Dual Core Intel/AMD, 1GB DDR2 1 DIMM, 80GB 7200rpm SATA HDD, 128MB Video local on-board memory, CD-RW/DVD ROM combo drive, 1 gigabit Ethernet card, 5 yr limited warranty, Window OS, Standard desktop with 17” Flat Panel LCD monitor ii. Standard Laptop • 14.1” SXGA+ LCD, 2.0 GHz Dual Core Intel/AMD, 1GB DDR2 1 DIMM, 80GB 5400rpm SATA HDD, 128MB Video RAM shared memory, CD-RW/DVD ROM combo drive, 1 gigabit Ethernet card, 802.11 a/b/g wireless, 5 yr limited warranty, Window OS, Carrying Case iii. High End Desktop with Monitor • 3.4 GHz Dual Core Intel/AMD, 2GB DDR2, 160GB 7200rpm SATA HDD, 256MB Video local on-board memory, DVD±RW drive, 1 gigabit Ethernet card, 5 yr limited warranty, Window OS, 17” Flat Panel LCD monitor iv. High End Laptop • 15” UXGA LCD, 2.3 GHz Dual Core Intel/AMD, 2GB DDR2, 100GB 7200rpm SATA HDD, 256MB Video local on-board memory, DVD±RW drive, 1 gigabit Ethernet card, 802.11 a/b/g wireless, fingerprint reader, 5 yr limited warranty, Window OS, Carrying Case 3. The Contractor must access the Internet through the LERN-supplied firewall for confidentiality of information transmitted over the internet. E. Subcontracting The contractor shall not contract with any other party for furnishing any of the work and professional services required by the contract without the express prior written approval of the Agency. The contractor shall not substitute any subcontractor without the prior written approval of the Agency. Before commencing work, the contractor will provide letters of agreement, contracts or other forms of commitment for subcontractor(s) which demonstrate that all requirements pertaining to the contractor will be satisfied by all subcontractors through the following: • The subcontractor(s)/consultant(s) will provide a written commitment to accept all contract provisions. • The subcontractor(s)/consultant(s) will provide a written commitment to adhere to an established system of accounting and financial controls adequate to permit the effective administration of the contract. F. Insurance Requirements Insurance shall be placed with insurers with an A.M. Best's rating of no less than A-:VI. This rating requirement shall be waived for Worker's Compensation coverage only. 15 Contractor's Insurance The Contractor shall not commence work under this contract until it has obtained all insurance required herein. Certificates of Insurance, fully executed by officers of the Insurance Company shall be filed with the Agency for approval. The Contractor shall not allow any subcontractor to commence work on subcontract until all similar insurance required for the subcontractor has been obtained and approved. If so requested, the Contractor shall also submit copies of insurance policies for inspection and approval of the Agency before work is commenced. Said policies shall not be canceled, permitted to expire, or be changed without thirty (30) days notice in advance to the Agency and consented to by the Agency in writing and the policies shall so provide. Compensation Insurance Before any work is commenced, the Contractor shall obtain and maintain during the life of the contract, Workers' Compensation Insurance for all of the Contractor's employees employed to provide services under the contract. In case any work is sublet, the Contractor shall require the subcontractor similarly to provide Workers' Compensation Insurance for all the latter's employees, unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in work under the contract at the site of the project is not protected under the Workers' Compensation Statute, the Contractor shall provide for any such employees, and shall further provide or cause any and all subcontractors to provide Employer's Liability Insurance for the protection of such employees not protected by the Workers' Compensation Statute. Commercial General Liability Insurance The Contractor shall maintain during the life of the contract such Commercial General Liability Insurance which shall protect Contractor, the Agency, and any subcontractor during the performance of work covered by the contract from claims or damages for personal injury, including accidental death, as well as for claims for property damages, which may arise from operations under the contract, whether such operations be by the Contractor or by a subcontractor, or by anyone directly or indirectly employed by either of them, or in such a manner as to impose liability to the Agency. The Contractor will have sufficient liability insurance in place to ensure replacement of equipment and infrastructure (purchased by LERN) in the event such equipment and/or infrastructure is damaged or destroyed due to the negligence of the Contractor. Such insurance should allow for complete replacement of the damaged/destroyed equipment. Such insurance shall name the Agency as additional insured for claims arising from or as the result of the operations of the Contactor or its subcontractors. In the absence of specific regulations, the amount of coverage shall be as follows: Commercial General Liability Insurance, including bodily injury, property damage and contractual liability, with combined single limits of $2,000,000. Insurance Covering Special Hazards Special hazards as determined by the Agency shall be covered by rider or riders in the Commercial General Liability Insurance Policy or policies herein elsewhere required to be furnished by the Contractor, or by separate policies of insurance in the amounts as defined in any Special Conditions of the contract included therewith. Licensed and Non-Licensed Motor Vehicles The Contractor shall maintain during the life of the contract, Automobile Liability Insurance in 16 an amount not less than combined single limits of $1,000,000 per occurrence for bodily injury/property damage. Such insurance shall cover the use of any non-licensed motor vehicles engaged in operations within the terms of the contract on the site of the work to be performed thereunder, unless such coverage is included in insurance elsewhere specified. Subcontractor's Insurance The Contractor shall require that any and all subcontractors, which are not protected under the Contractor's own insurance policies, take and maintain insurance of the same nature and in the same amounts as required of the Contractor. G. Resources Available to Contractor LERN Executive Director or designee will be responsible for primary oversight of the contract and will routinely communicate with Contractor to report on issues relative to service. H. Contact Personnel: All work will be performed under the direct supervision of the LERN Executive Director or designee. I. Term of Contract The contract shall commence on or near the date approximated in the Schedule of Events. The term of this contract is for a period of 36 months. The continuation of this contract is contingent upon the appropriation of funds by the legislature to fulfill the requirements of the contract. J. Payment The contractor shall submit deliverables in accordance with established timelines and shall submit itemized invoices showing hours worked monthly by each position (name and title) or as defined in the contract terms. Payment of invoices is subject to approval of LERN Executive Director or designee. Emergency operations hourly rates shall only be billed during a declared emergency. 17 III. PROPOSALS A. GENERAL INFORMATION This section outlines the provisions which govern determination of compliance of each Proposer's response to the RFP. The Agency shall determine, at its sole discretion, whether or not the requirements have been reasonably met. Omissions of required information, fraudulent or misleading statements, and vague or non-specific responses to required information shall be grounds for rejection of the firm's proposal by the Agency. B. PROPOSAL SUBMISSION All proposals must be received by the due date and time indicated on the Schedule of Events. Proposals received after the due date and time will not be considered. It is the sole responsibility of each proposer to assure that its proposal is delivered at the specified location prior to the deadline. Proposals which, for any reason, are not so delivered will not be considered. Proposer will submit one (1) original, should submit 10 bound copies, and should submit one electronic copy in Microsoft Word 2007™ format. With the exception of the one electronic copy, proposals must be submitted in hard copy form; no facsimile or emailed proposals will be accepted. Proposals must be submitted via mail or hand delivered to: Louisiana Emergency Response Network Attn: Ross Pottschmidt, RFP Coordinator 8919 World Ministry Ave. Suite C Baton Rouge, LA 70810 C. Proposal Cost – The proposer assumes sole responsibility for any and all costs associated with the preparation and reproduction of any proposal submitted in response to this RFP, and shall not include this cost or any portion thereof in the proposed contract price. D. PROPRIETARY AND/OR CONFIDENTIAL INFORMATION The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion of the proposal. The cost proposal will not be considered confidential under any circumstances. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse. For the purposes of this RFP, the provisions of the Louisiana Public Records Act (La. R.S. 44.1 et. seq.) will be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this RFP shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information submitted in conjunction with this RFP may not be subject to public disclosure, protections must be claimed by the proposer at the time of submission of its Technical Proposal. Proposers should refer to the Louisiana Public Records Act for further clarification. 18 The proposer must clearly designate the part(s) of the proposal that the proposer asserts contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. Each page containing such data shall be specifically identified and marked “CONFIDENTIAL”. Proposers must be prepared to defend the reasons why the material should be held confidential. If a competing proposer or other person seeks review or copies of another proposer's confidential data, LERN will notify the owner of the asserted data of the request. If the owner of the asserted data does not want the information disclosed, it must take legal action as necessary to restrain LERN from releasing information DHH believes to be public record. If the proposal contains confidential information, a redacted copy of the proposal must be submitted. If a redacted copy is not submitted, proposer will be required to submit this copy within 48 hours of notification from LERN. When submitting the redacted copy, it should be clearly marked on the cover as - “REDACTED COPY”. The redacted copy should also state which sections or information has been removed.” Any proposal marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse. E. Ownership of Proposal – All proposals become the property of the Agency and will not be returned to the proposer. The Agency retains the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this solicitation. Selection or rejection of the offer will not affect this right. Once a contract is awarded, all proposals will become subject to the Louisiana Public Records Act. F. Proposal Submission This section outlines proposal provisions that determine compliance of each Proposer's response to the RFP. Failure to comply with any mandatory requirement shall result in the rejection of the proposal. The agency shall determine, at its sole discretion, whether or not the RFP provisions have been reasonably met. The proposal should describe the background and capabilities of the proposer, give details on how the services will be provided, and must include a breakdown of proposed costs. It should also include information that will assist the Agency in determining the level of quality and timeliness that may be expected. Work samples may be included as part of the proposal. 1. An Item-by-item response to the Request for Proposals is requested. 2. There is no intent to limit the content of the proposals, and proposers may include any additional information deemed pertinent. Emphasis should be on simple, straightforward and concise statements of the proposer's ability to satisfy the requirements of the RFP. 3. Requested Proposal Outline a. Introduction/Understanding of Project Scope/Work Plan b. Relevant Corporate Experience/Corporate Financial Condition c. Personnel Qualifications d. Cost and Pricing Analysis 19 e. f. g. h. i. Administrative Data Assignments Additional Information Warranty Against Cost Disclosure and Broker Fees Location of Active Office with Full Time Personnel 4. Content of Proposal Outline Listed Above a. Introduction Should contain summary information about the proposer's organization and its ability to satisfy provisions of the Request For Proposal. This section should also include an organizational chart displaying its overall structure and the structure it will use to provide the services requested in this RFP. b. Understanding of Project Scope, Needs, and Objectives / Work Plan This section should state proposer’s knowledge and understanding of the needs and objectives of the LERN program and the LERN CALL CENTER concept as related to the scope of this RFP. The proposer should relate this knowledge and understanding to the overall scope of services as requested in this RFP, including knowledge of LERN, State ESF-8, and Bureau of EMS functions. This section should contain work statements setting out the Proposer's management philosophy including, but not limited to, the role of Quality Control/Performance Improvement, Professional Practices, Supervision, Distribution of Work and Communication Systems. The practicality of the execution of each stage of the project will be examined. The proposer should provide a detailed breakdown of how the requested services will be provided. The rationale and methodology for achieving objectives will be considered as well as the Proposer’s organizational approach to the project. Proposals should define proposer’s functional approach in providing services and identify the tasks necessary to meet the RFP requirements. c. Work Plan – The Proposer should state the approach it intends to use to achieve each objective of the project including major activities and methodologies utilized for each work statement, as well as Agency involvement. The Proposal should state how each objective of the project will be accomplished. This section should address the project work plan and provide a work schedule for each phase of the project. The work plan should be presented as follows: 1. Provide a written discussion of the work plan addressing process flow, time frames for each component; how findings will be addressed in the process; and the ability to maintain the work plan schedule (i.e. drawing on firm resources, training, etc.). 2. Provide a strategic overview including all elements to be provided. 3. The work plan should include a detailed staffing plan for the existing LCC’s. 4. Refer to specific documents and reports that are to be produced as a result of completing tasks. 5. Contain a summary, at the activity level, to show completion schedules 20 relative to deliverables. 6. Include charts and graphs which reflect the work plan in detail. 7. Describe the approach to Project Management and Quality Assurance/Performance Improvement. 8. Discuss what flexibility exists within the work plan to address unanticipated problems which might develop during the contract period. 9. If the proposer intends to subcontract for portions of the work, the proposer should include specific designations of the tasks to be performed by the subcontractor. 10. Document procedures to protect the confidentiality of records in LERN/LERN databases, including records in databases that may be transmitted electronically via e-mail or the Internet. d. Relevant Corporate Experience The proposal should indicate the firm has a record of prior successful experience in the design and implementation of the services sought through this RFP. Proposers should include statements specifying the extent of responsibility prior projects and a description of the projects scope and similarity to the projects outlined in this RFP. All experience under this section should be in sufficient detail to allow an adequate evaluation by the Agency. In particular, the proposer should demonstrate experience with the implementation of healthcare operations, healthcare financial management, healthcare personnel recruiting, call centers, emergency medical services, etc. The proposer should have, within the last 36 months completed a similar type project that involved all project phases including planning, deployment, execution, and management. Proposers should give at least two customer references for projects completed in at least the last 36 months. References should include the name and telephone number of each contact person. In this section, a statement of the proposer’s involvement in litigation that could affect this work should be included. If no such litigation exists, proposer should so state. Corporate Financial Condition The organization’s financial solvency will be evaluated. The proposer’s ability to demonstrate adequate financial resources for performance of the contract or the ability to obtain such resources as required during performance under this contract will be given special emphasis. Proposal should include for each of the last three (3) years, copies of financial statements, preferably audited, including at least a balance sheet and profit and loss statement, or other appropriate documentation which would demonstrate to the Agency the proposer's financial resources sufficient to conduct the project. e. Personnel Qualifications This section should include the key factors which the Proposer understands shall be considered in the staffing of the project. The Proposer shall consider types of resources required, and resources available, as outlined in Section II.B. 21 The purpose of this section is to evaluate the relevant experience, resources, and qualifications of the proposed staff to be assigned to this project. The experience of proposer’s personnel in implementing similar services to those to be provided under this RFP will also be evaluated. Proposer should also include a statement of its ability to commit full time key personnel for the full term of the contract. The adequacy of personnel for the proposed project team will be evaluated on the basis of project tasks, allocation of staff, professional skill mix, and level of involvement of personnel. Personnel should be identified, and should be the individuals who will work directly on the project. Percentage of time, work-hours committed or other identification of the proposed level of effort should be submitted. Job descriptions for all staff should be included and should indicate minimum education, training, experience, special skills and other qualifications for each staff position as well as specific job duties identified in the proposal. Proposers should also state job responsibilities, workload and lines of supervision. An organizational chart identifying individuals and their job titles and major job duties as well as indication of full- or part-time participation is required. The organizational chart should show lines of responsibility and authority. The proposer should clearly show how the organizational structure is designed to carry out the responsibilities within each of the major components. Key personnel, if known, should be designated as such in the proposal and resumes should be included. Resumes of key personnel proposed should include, but not be limited to: 1. Experience with proposer, 2. Previous experience in projects of similar scope and size. 3. Where personnel have previously worked as a team on similar projects, resume data should include responsibility and position within the team. 4. Educational background. f. Cost and Pricing Analysis Proposer must specify costs for performance of tasks and methodologies of payment. Proposal must include all anticipated costs of successful implementation of all deliverables outlined. An item by item breakdown of costs must be included in the proposal. The cost proposal for this RFP must include pricing for all of the following as directed in Attachment V-A and Attachment V-B: 1. Hourly, benefits/administrative, total hourly, weekly, monthly, annual, and 3 year pricing to include minimum staffing Baton Rouge LERN Call Center. 36 hours LCC Communicator coverage 24/7/365. Minimum staffing Shreveport LERN Call Center, 24 hours LCC Communicator coverage 24/7/365 2. Hourly, benefits/administrative, total hourly, weekly, monthly, annual and three year cost amount per Supervisor Communicator Position who is an NREMT-P available for supervision of staffed communicator positions with a schedule to provide minimum 24 hours a week as an LCC Communicator, 16 hours a week performing supervisory/administrative duties. 22 3. Proposers shall also provide hourly pricing per LERN Call Center supervisor and communicator position to provide additional staffing as determined by the LERN Executive Director or designee insuring adequate LCC operations. That pricing should reflect hourly rates for each additional LERN Call Center communications position. 4. Proposers shall also provide contingency pricing to include an hourly rate per LERN Call Center communicators position (in excess of the normal daily LCC communicator hourly coverage) sufficient to accommodate additional staff as required to meet LERN Operational needs in the event of declared emergencies. g. Administrative Data The proposal should include the following administrative data: 1. Name and address of principal officer; 2. Name and address for purpose of issuing checks and/or drafts; 3. For corporations, a statement listing name(s) and address (es) of principal owners who hold five percent interest or more in the corporation. 4. If out-of-state Proposer, give name and address of local representative; if none, so state; 5. If any of the Proposer's personnel named is a current or former Louisiana state employee, indicate the Agency where employed, position, title, termination date, and social security number; 6. If the proposer was engaged by LERN within the past twenty-four (24) months, indicate the contract number and/or any other information available to identify the engagement; if not, so state; and 7. Proposer's state and federal tax identification numbers. Mandatory Administrative Data 1. The proposer must sign and submit the Certification Statement (see Attachment I). 2. Proposer shall guarantee that there will be no conflict or violation of the Ethics Code if it is awarded the contract. Ethics issues are interpreted by the Louisiana Board of Ethics. 3. Proposer shall guarantee that the entire proposal will be valid for a period of 120 days after the submission date 4. Proposer shall guarantee that the proposal submitted shall become a contractual obligation and valid if a contract is awarded. h. Assignments Any assignment, pledge, joint venture, hypothecation of right or responsibility to any person, firm or corporation should be fully explained and detailed in the proposal. Information as to the experience and qualifications of proposed subcontractors or joint ventures should be included in the proposal. In addition, written commitments from any subcontractors or joint ventures should be included as part of the proposal. i. Additional Information 23 Proposers may be required by LERN to provide additional information concerning proposals. j. Warranties The following 2 items should be included in the proposal: Warranty Against Cost Disclosure: The proposer should warrant that it has not discussed or disclosed price or cost data with DHH prior to the opening of the proposal and that all price and/or cost data have been arrived at independently without consultation, communication or agreement with any competitor. Warranty Against Broker’s Fees: The proposer should warrant that, subsequent to the issuance of this RFP, it has not employed any company or person other than a bona fide employee working solely for the proposer or a company regularly employed as its marketing agent to solicit or secure the contract. The proposer should also warrant that it has not paid or agreed to pay any company or person other than the bona fide employee working solely for the proposer as its marketing agent any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of the contract k. Location of Active Office with Full Time Personnel The proposer should include all office locations (address) with full time personnel. G. Criteria For Evaluation a. The evaluation of the proposals will be based on the criteria listed below. Evaluations will be conducted by a Proposal Review Committee. Members of the Proposal Review Committee shall be appointed by the LERN Executive Director or designee. b. Scoring will be based on a possible total of 100 points. Each evaluator will score each proposal and the proposal with the highest combined total score will be recommended for award. Total Cost used for evaluation will be the total 3 year cost, the “additional daily operations” cost and the “emergency operations” cost. However, each year should be broken out separately. c. The proposer with the lowest total cost shall receive 25 points. Other proposers shall receive points for cost based upon the following formula: CPS = (LPC/PC)* 25 (i.e., CPS = (LPC/PC)*25 for 25 point total) CPS = Cost Proposal Score LPC = Lowest Proposal Cost of all Contractors PC = Individual Proposal Cost d. Evaluation Criteria The criteria and assigned weights are: 24 Evaluation Criteria Introduction/Understanding of Scope of Work Technical Proposal/Plan for Project Execution Corporate Experience/Financial Condition Qualifications of Personnel Cost Total Points Point Total 15 25 20 15 25 100 H. LERN will award the contract to the proposer with the highest graded proposal and deemed to be in the best interest of the Agency. All proposers will be notified of the successful contract award. I. ANNOUNCEMENT OF AWARD The Agency will notify the successful proposer and proceed to negotiate contract terms. 25 IV. OTHER INFORMATION 1. Contact After Solicitation Deadline - After the date for receipt of proposals, no proposer-initiated contact relative to the solicitation will be allowed between the proposers and LERN until the award is made. 2. Rejection and Cancellation - Issuance of this solicitation does not constitute a commitment by LERN to award a contract or contracts. The Agency reserves the right to reject any or all proposals received in response to this solicitation. 3. Completeness of Information – Failure to furnish mandatory information specifically required in this solicitation shall disqualify a proposal. 4. Award Without Discussion - The Secretary of LERN reserves the right to make an award without presentations by proposers or further discussion of proposals received. 5. Performance Bond-For all contractors (for profit or not for profit) awarded contracts through the RFP; the Agency shall require the contractor, within 10 days of signing the contract, to procure, submit, and maintain a Performance Bond in the amount of 10% of the annual contract amount, or in lieu of a Performance Bond, the Contractor may submit an irrevocable letter of credit for 10% of the annual contract amount. The letter of credit must provide that the Agency can access the credit upon breach of contract by the contractor. OR Retainage-As an alternative to a performance bond or letter of credit requirement above, the Agency, at the request of the contractor and acceptance by the Agency, may secure a retainage of 10% from all billings under the contract as surety for performance. 26 V. CONTRACTUAL TERMS A. The contract between LERN Board and the Contractor shall include the standard LERN contract form including a negotiated scope of work, the RFP and its amendments and addenda, and the Contractor’s proposal. The contract contains basic information and general terms and conditions of the contract to be awarded. (See Attachment II) B. Mutual Obligations and Responsibilities: The state requires that the mutual obligations and responsibilities of LERN Board and the successful proposer be recorded in a written contract. While final wording will be resolved at contract time, the intent of the provisions will not be altered and will include all provisions as specified in the attached contract. C. In addition, to terms of the contract and supplements, the following will be incorporated into the contract awarded through this RFP: 1. Personnel Assignments: The Contractor’s key personnel assigned to this contract may not be replaced without the written consent of the Agency. Such consent shall not be unreasonably withheld or delayed provided an equally qualified replacement is offered. Key personnel for these purposes will be determined during contract negotiation. 2. Force Majeure: The contractor and the Agency are excused from performance under contract for any period they may be prevented from performance by an Act of God, strike, war, civil disturbance, epidemic or court order. 3. Order of Precedence: The contract shall, to the extent possible, be construed to give effect to all provisions contained therein; however, where provisions conflict, the intent of the parties shall be determined by giving a first priority to provisions of the contract excluding the RFP and the proposal; second priority to the provisions of the RFP; and third priority to the provisions of the proposal. 4. Entire Agreement: This contract, together with the RFP and addenda issued thereto by the Agency, the proposal submitted by the contractor in response to the Agency’s RFP, and any exhibits specifically incorporated herein by reference constitute the entire agreement between the parties with respect o the subject matter. 5. Board Resolution/Signature Authority: The contractor, if a corporation, shall secure and attach to the contract a formal Board Resolution indicating the signatory to the contract is a corporate representative and authorized to sign said contract. 6. Warranty to Comply with State and Federal Regulations: The contractor shall warrant that it shall comply with all state and federal regulations as they exist at the time of the contract or as subsequently amended. 7. Warranty of Removal of Conflict of Interest: The contractor shall warrant that it, its officers, and employees have no interest and shall not acquire any interest, direct or indirect, which conflicts in any manner or degree with the performance of services hereunder. The contractor shall periodically inquire of its officers and employees concerning such conflicts, and shall inform the Agency promptly of 27 any potential conflict. The contractor shall warrant that it shall remove any conflict of interest prior to signing the contract. 8. If the contractor is a corporation, the following requirement must be met prior to execution of the contract: a. If a for-profit corporation whose stock is not publicly traded-the contractor must file a Disclosure of Ownership form with the Louisiana Secretary of State. b. If the contractor is a corporation not incorporated under the laws of the State of Louisiana-the contractor must obtain a Certificate of Authority pursuant to R.S. 12:301-302 from the Louisiana Secretary of State. c. The contractor must provide written assurance to the agency from contractor’s legal counsel that the contractor is not prohibited by its articles of incorporation, bylaws or the laws under which it is incorporated from performing the services required under the contract. Attachments: I: Certification Statement II: LERN Standard Contract Form III: Department of Health and Hospitals Administrative Regions IV: State Property Control Procedures V-A: Cost and Pricing Analysis--Personnel and Administrative Costs V-B: Cost and Pricing Analysis—Daily Operations and Emergency Operations Costs VI: Forecasted Call Volumes 28 CERTIFICATION STATEMENT ATTACHMENT I The undersigned hereby acknowledges she/he has read and understands all requirements and specifications of the Request for Proposals (RFP), including attachments. OFFICIAL CONTACT. The Agency requests that the proposer designate one person to receive all documents. Identify the Contact name and fill in the information below: Date Official Contact Name Email Address Fax Number with Area Code Telephone Number Street Address City, State, and Zip Proposer certifies that the above information is true and grants permission to the Agency to contact the above named person or otherwise verify the information I have provided. By its submission of this proposal and authorized signature below, proposer certifies that: 1. The information contained in its response to this RFP is accurate; 2. Proposer accepts the procedures, evaluation criteria, contract terms and conditions, and all other administrative requirements set forth in this RFP. Authorized Signature: ______________________________________________ Typed or Printed Name: _____________________________________________ Title: ____________________________________________________________ Company Name: ___________________________________________________ 29 STATE OF LOUISIANA CONTRACT ATTACHMENT II Be it known, that on this (Date) day of (month), 20 (year), the (Agency Name) (hereinafter sometimes referred to as "State") and (Contractor's name and legal address including Zipcode) (hereinafter sometimes referred to as "Contractor") do hereby enter into contract under the following terms and conditions. Scope of Services Contractor hereby agrees to furnish the following services: (If the Scope of Services is more lengthy than will fit here, it may be attached separately, referenced and incorporated herein. must include a description of the specific goals and objectives, deliverables, performance measures, and a monitoring plan.) Payment Terms In consideration of the services described above, state hereby agrees to pay the Contractor a maximum fee of $__________. Payment will be made only on approval of (Name of authorized person). If progress and/or completion to the reasonable satisfaction of the agency is obtained, payments are scheduled as follows: (include payment terms here) Taxes Contractor hereby agrees that the responsibility for payment of taxes from the funds thus received under this Contract and/or legislative appropriation shall be contractor's obligation and identified under Federal tax identification number ___________________. Termination for Cause The State may terminate this Contract for cause based upon the failure of the Contractor to comply with the terms and/or conditions of the Contract; provided that the State shall give the Contractor written notice specifying the Contractor's failure. If within thirty (30) days after receipt of such notice, the Contractor shall not have either corrected such failure or, in the case of failure which cannot be corrected in thirty (30) days, begun in good faith to correct said failure and thereafter proceeded diligently to complete such correction, then the State may, at its option, place the Contractor in default and the Contract shall terminate on the date specified in such notice. The Contractor may exercise any rights available to it under Louisiana law to terminate for cause upon the failure of the State to comply with the terms and conditions of this contract; provided that the Contractor shall give the State written notice specifying the State's failure and a reasonable opportunity for the state to cure the defect. 30 Termination for Convenience The State may terminate the Contract at any time by giving thirty (30) days written notice to the Contractor. The Contractor shall be entitled to payment for deliverables in progress, to the extent work has been performed satisfactorily. Remedies for Default Any claim or controversy arising out of this contract shall be resolved by the provisions of LSA - R.S. 39:1524 - 1526. Ownership All records, reports, documents and other material delivered or transmitted to Contractor by State shall remain the property of State, and shall be returned by Contractor to State, at Contractor's expense, at termination or expiration of this contract. All records, reports, documents, or other material related to this contract and/or obtained or prepared by Contractor in connection with the performance of the services contracted for herein shall become the property of State, and shall, upon request, be returned by Contractor to State, at Contractor's expense, at termination or expiration of this contract. Nonassignability No contractor shall assign any interest in this contract by assignment, transfer, or novation, without prior written consent of the State. This provision shall not be construed to prohibit the contractor from assigning his bank, trust company, or other financial institution any money due or to become due from approved contracts without such prior written consent. Notice of any such assignment or transfer shall be furnished promptly to the State. Auditors It is hereby agreed that the Legislative Auditor of the State of Louisiana and/or the Office of the Governor, Division of Administration auditors shall have the option of auditing all accounts of contractor which relate to this contract. Term of Contract This contract shall begin on (beginning date) and shall terminate on (ending date). Fiscal Funding The continuation of this contract is contingent upon the appropriation of funds to fulfill the requirements of the contract by the legislature. If the legislature fails to appropriate sufficient monies to provide for the continuation of the contract, or if such appropriation is reduced by the veto of the Governor or by any means provided in the appropriations act to prevent the total appropriation for the year from exceeding revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the date of the beginning of the first fiscal year for which funds are not appropriated. Discrimination Clause The contractor agrees to abide by the requirements of the following as applicable: Title VI of the Civil Rights Act of 1964 and Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972, Federal Executive Order 11246 as amended, the Rehabilitation Act of 1973, as 31 amended, the Vietnam Era Veteran's Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, the Fair Housing Act of 1968 as amended, and contractor agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Contractor agrees not to discriminate in its employment practices, and will render services under this contract without regard to race, color, religion, sex, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by Contractor, or failure to comply with these statutory obligations when applicable shall be grounds for termination of this contract. THUS DONE AND SIGNED AT Baton Rouge, Louisiana on the day, month and year first written above. IN WITNESS WHEREOF, the parties have executed this Agreement as of this day of (enter date). WITNESSES SIGNATURES: _____________________________ _____________________________ STATE AGENCY SIGNATURE: By: ______________________________ Title: ___________________________ WITNESSES SIGNATURES: _____________________________ ______________________________ CONTRACTOR SIGNATURE: By: _____________________________ Title: _______________________________ 32 ATTACHMENT III 33 ATTACHMENT IV Title 34 GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL Part VII. Property Control Chapter 1. General Provisions §101. Definitions AgencyCany state office, department, board, commission, institution, division, officer, or other person, or functional group, heretofore existing or hereafter created, which is authorized to exercise, or that does exercise any function of the government of the state, excluding, however, any governing body or officer of any local government or subdivision of the state or any parochial officer who exercises functions coterminous with the municipality in which he performs those functions. Agency Property ManagerCthe officer or employee designated by the head of the agency as property manager for the agency. Charitable OrganizationCan organization authorized and doing business in the state of Louisiana with its primary purpose being the providing of help and assistance to the needy, by providing direct assistance or indirect assistance through an institution, organization, or fund established to help the needy. Said organization must have and maintain an IRS Section 501 status. CommissionerCthe commissioner of the Division of Administration. DivisionCthe Division of Administration. Educational OrganizationCan organization authorized and doing business in the state of Louisiana with its primary purpose being the imparting of knowledge or skill through systematic instruction by the teaching of structured courses at regularly scheduled intervals. Head of the AgencyCthe individual responsible for the administration and operations of the agency. Louisiana Property Assistance Agency DirectorCthe individual in the Louisiana Property Assistance Section of the Division of Administration who has been designated by the commissioner as the person responsible to the commissioner for the administration of the State Property Control regulations. The responsibility of the director is to develop and organize the agency units necessary to carry out the requirements and functions of R.S. 39:321 et seq. PropertyCall tangible nonconsumable moveable property owned by an agency with the exception of property specifically exempted by the commissioner. The commissioner hereby designates that state-owned timber should be considered to be moveable and state-owned pecans shall be considered to be nonconsumable for purposes of the Louisiana Property Control Law (R.S. 39:321 et seq.). 1. Timber and pecans are considered moveable and nonconsumable for the purpose of sales and are not to be included in the agency's inventory of moveable property. Religious OrganizationCan organization authorized and doing business in the state of Louisiana with its primary purpose pertaining to or teaching a generally accepted and practiced religion within the state. Surplus PropertyCany moveable state property which is deemed to be of no further use to an agency. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321, R.S. 39:326, R.S. 39:331-332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:227 (August 1976), amended LR 7:71 (March 1981), LR 7:265 (May 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:92 (February 1986), LR 15:831 (October 1989). §103. Inventory Classification Codes A. A listing of items of state property alphabetized by their commonly used names will be developed and maintained by the Louisiana Property Assistance Agency director or his designee. A code number representing each item will be designated. These codes and only these codes are mandated for use in inventorying moveable property by all state agencies subject to the provisions of Title 39 of the Louisiana Revised Statutes. B. The agency property manager shall use the mandated classification code when completing the classification code field on the Louisiana Property Control Transmittal form and the classification code section of the BF-11 form. C. When an Item has not been Assigned an Inventory Classification Code. The agency property manager must contact the Louisiana Property Assistance Agency for assignment of a new code number before submitting the Louisiana Property Control Transmittal form. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:241 (August 1976), amended LR 8:144 (March 1982), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:93 (February 1986), LR 15:831 (October 1989). §105. Agency Numbers A. The agency number and sub-number are numbers assigned to the agency by the Louisiana property assistance agency director or his designee. This same number is the first five digits on all of the agency's state of Louisiana identification tags. Requests for new or additional agency Title 34, Part VII numbers should be directed to the Louisiana Property Assistance Agency director or his designee. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 15:831 (October 1989). Administration, Louisiana Property Assistance Agency, LR 12:93 (February 1986), LR 15:831 (October 1989). §305. Responsibility for Property Chapter 3. State Property Inventory §301. Appointment of Property Managers A. The head of the agency shall designate one of its officers or employees as agency property manager. In cases where an agency owns a large amount of property situated in more than one location. The Louisiana Property Assistance Agency director or his designee may authorize the appointment of more than one agency property manager within an agency. This authorization shall be in writing and granted only upon the request of the head of the agency. The head of the agency shall notify the commissioner, through the Louisiana Property Assistance Agency director or his designee, in writing, of the appointment of each agency property manager giving his name and domicile. The agency property manager's signature shall be placed on this letter. B. The head of the agency shall notify the Louisiana Property Assistance Agency director or his designee in writing prior to the date any agency property manager ceases to function in that position. The Louisiana Property Assistance Agency director or his designee shall conduct an examination of the property inventory records under the jurisdiction of the agency property manager. On the basis of the report of this examination and the next accepted certification of moveable property inventory by the agency, the Louisiana Property Assistance Agency director or his designee shall approve the release of the agency property manager from responsibility and liability or shall make a written report of any defects in the records or damage to or shortages of property. In cases of damage to or shortages of property, the commissioner shall take steps as necessary to satisfy the claims of the state, as provided by R.S. 39:330. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:322, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by office of the Governor, Division of Administration, Property Control Section, LR 2:228 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:93 (February 1986), LR 15:831 (October 1989). A. Each agency property manager shall be the custodian of and shall be responsible for all the property within his agency until his release from responsibility is approved by the Louisiana Property Assistance Agency director or his designee. B. Each agency property manager shall maintain for three years past, the following files: 1. copies of all transmittals submitted for which no record of acceptance has yet been received; 2. annual printout of inventory used for certification (§313.C and §313.G.2); 3. letters of certification of moveable property inventory and subsequent letters of acceptance or rejection (§313.F.11 and §313.G.12); 4. sequentially dated copies of all property acquisition/ change transaction listings received (§317.A); 5. sequential copies of BF-11s submitted, and responses received (§501). C. When any property is entrusted to any other officer or employee of the agency, the agency property manager shall secure a receipt for such property from the person receiving the property, and in such event, the agency property manager shall be relieved of responsibility for the property but shall continue to maintain accountability for the property. Upon the return of the property to the agency property manager, he shall return the person's receipt or issue acknowledgement of the return of the property and resume responsibility. D. Whenever an agency property manager has knowledge or reason to believe that any property of the agency is lost, stolen, damaged, or destroyed through vandalism, fire, wind-storm, or other acts of God, he shall immediately notify the head of his agency. The head of the agency shall immediately notify the commissioner, through the Louisiana Property Assistance Agency director or his designee and follow up with a written report. The Louisiana Property Assistance Agency director or his designee shall make an investigation and take necessary action as provided for in R.S. 39:330. E. The agency property manager and each person to whom property is entrusted and receipted for as provided in these regulations shall be liable for the payment of damages whenever his wrongful or grossly negligent act or omission causes any loss, theft, disappearance, damage to or destruction of property of his agency for which he is responsible as provided herein, and such damages shall be recoverable in a civil suit, therefore, prosecuted on behalf of the state by the attorney general. F. The head of the agency shall allow the agency property manager(s) the necessary time and provide them with the necessary supplies and assistance for performance of their duties under these regulations, and the head of the §303. Faithful Performance of Duty Bond A. Where the Louisiana Property Assistance Agency director or his designee has approved the appointment of one or more property managers within an agency, each property manager shall be covered by the Faithful Performance of Duty Bond. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326, R.S. 39:330 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:228 (August 1976), amended by Office of the Governor, Division of Title 34, Part VII agency shall be responsible for seeing that the provisions of these regulations are carried out. G. The agency property manager shall submit, within the week it becomes known, each idle or surplus item within his agency for disposition request utilizing a State Property Transaction Form BF-11. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:322, R.S. 39:326, R.S. 39:330 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:228 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:93 (February 1986), LR 15:831 (October 1989). §307 Items of Property to be Inventoried A. All items of moveable property having an "original" acquisition cost, when first purchased by the state of Louisiana, of $1000 or more, all gifts and other property having a fair market value of $1000 or more, and all weapons, regardless of cost, with the exception of items specifically excluded in §307.E, must be placed on the statewide inventory system. The term "moveable" distinguishes this type of equipment from equipment attached as a permanent part of a building or structure. The term "property" distinguishes this type of equipment from "supplies" with supplies being consumable through normal use in no more than one year's time. All acquisitions of qualified items must be tagged with a uniform state of Louisiana identification tag approved by the commissioner of administration and all pertinent inventory information must be forwarded to the Louisiana Property Assistance Agency director or his designee within 60 calendar days after receipt of these items. In instances when equipment must be installed and/or tested before acceptance by the agency, the calendar days will begin upon official acceptance by the agency. B. Gifts of moveable property must be given a fair market value as agreed upon between the donor and head of the receiving agency and recorded in the inventory if the fair market value is $1000 or more. C. Agencies manufacturing moveable property for use within the agency must determine the estimated cost based on the cost of labor and materials and include such items in the inventory provided that estimated cost is $1000 or more. D. Agencies which are eligible to receive federal surplus property must place on inventory all items acquired from Federal Surplus which would ordinarily be classified as moveable property and which have an acquisition cost of $1000 or more. The acquisition date will be the date of acquisition by the state agency and the acquisition cost will be the actual cost incurred by the state agency. NOTE: There are federal regulations regarding accountability for federal surplus property. State agencies should contact the Federal Surplus Property section for information regarding these regulations. type small mammals, must be recorded in the inventory regardless of the value per animal. Animals acquired for slaughter need not be placed on inventory. When an agency acquires livestock by birth and determination is made that such animals will be used for breeding, dairy, or experimental purposes, the animals shall be included in the inventory and noted as having been acquired by birth and given an appraised fair market value. At each annual inventory, the value of livestock acquired by birth and used for breeding, dairy, or experimental purposes will be reappraised by the agency property manager and the acquisition cost will be adjusted on the inventory in accord with current fair market value. When an agency acquires livestock by birth and determination is made that such animals will be slaughtered for food, the animals shall not be included in the inventory. AUTHORITY NOTE: Promulgated in accordance with R.S. 39.321 et seq. HISTORICAL NOTE: Promulgated by the Office of the Governor, Division of Administration, Property Control, LR 2.241 (August 1976), amended LR 8.144 (March 1982), amended by the Office of the Governor, Division of Administration, Property Assistance Agency, LR 12:103 (February 1986), LR 26:2005 (September 2000), repromulgated LR 26:2284 (October 2000), LR 26:2788 (December 2000), LR 27:49 (January 2001), amended LR 28:481 (March 2002). §309. Marking and Identifying Items of Property on Inventory A. Each item which meets the definition of items of property to be inventoried (§307) must be identified with an identification tag approved by the commissioner of administration which shall bear a unique identification number. B. Agencies shall submit their requests for state of Louisiana identification tags directly to Louisiana Property Assistance Agency. C. The agency property manager shall be responsible for the tagging of property, location, identification of property, and maintenance of property identification tags as prescribed in these regulations. D. Livestock may be tagged in the ear with a metal tag provided that tag number is set aside. If there is any type of identification mark or tag already on the animal, such as bangs, brucellosis, etc., such identification shall be entered as the tag number provided the number has not been used before. E. If the item cannot have a state of Louisiana identification number placed on it for physical reasons, the identification number should be set aside and the identification number written on the item with indelible ink (in case of items of cloth), or the number inscribed on the item with a small engraving tool. Authorization must be given in writing by the Louisiana Property Assistance Agency director or his designee for any inventoriable item which does not have a state identification mark due to extenuating circumstances. E. Livestock acquired for breeding, dairy, and experimental purposes are classified as property and, with the exception of fowl, and rodents, and any other similar Title 34, Part VII AUTHORITY NOTE: Promulgated in accordance with R.S. 39:323, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:229 (August 1976), amended LR 7:71 (March 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:94 (February 1986), LR 15:832 (October 1989). utilize the second half of the Notification of Inventory/Request for Printout to also request an annual printout of the agency's inventory master file. Additional requests will result in the assessment of a fee to cover costs. D. The commissioner shall cause periodic observations of inventories and examinations of records to be made and shall cause reports submitted to the Louisiana Property Assistance Agency to be compared periodically with records of the agencies and with the physical property of the agencies for the purpose of testing the completeness and accuracy of inventories, records, and reports. E. The head of the agency shall determine which of the two methods of inventory shall be used by the agency property manager in the annual physical inventory of the agency's property. The agency property manager shall be responsible for using the method determined by the head of the agency to be the best for the operations of his agency. Any procedure used other than the ones prescribed in these regulations (§313.F and G) must have prior written approval of the Louisiana Property Assistance Agency director or his designee. F. Inventory Procedure 1. The agency property manager shall, under the direction of the head of the agency, select the date(s) most convenient to the operations of the agency, but not more than 12 months since the last annual physical inventory. 2. The agency property manager shall complete and submit to the Louisiana Property Assistance Agency director or his designee the Notification of Inventory/Request for Printout at least 30 days prior to the date(s) inventory is taken. 3. The agency property manager, under direction of the head of the agency, shall designate the personnel who will conduct the inventory by areas indicated in the agency's property location index (§311.A). 4. A copy of the property location index shall be provided to each of the persons participating in the physical inventory. It shall describe the areas and the property location code each person is to inventory. 5. The agency property manager shall provide each person participating in the physical inventory a copy of the state master file listing printout of inventory for the agency covering the area or location to be inventoried. 6. The agency property manager shall instruct the persons participating in the inventory on the method to be used to: a. identify and mark on the inventory listing the items located; b. mark clearly on the inventory listing the items not located; and c. conspicuously mark and report to the agency property manager those items found without a property tag. The agency property manager shall make a determination that the items should or should not be tagged and submitted §311. Inventory of Property A. The agency property manager shall establish and maintain a property location index which shall be used to keep track of the location of property of the agency. The agency property manager shall keep the property location index for the agency current and shall submit to the Louisiana Property Assistance Agency director or his designee an up-to-date index each time a change or modification is made in the index. B. The agency property manager shall submit all pertinent inventory information on items acquired by the agency and defined in these regulations as items to be inventoried. The means of submitting the information shall be the Louisiana Property Control Transmittal form. These forms may be obtained from the Forms Management Section of the Division of Administration. This form shall be sent monthly to the Louisiana Property Assistance Agency director or his designee listing the transactions of the agency for the month. The data submitted on the transmittal form will be forwarded to the Baton Rouge Computer Center by the Louisiana Property Assistance Agency director or his designee, where it will be keypunched into the agency's inventory master file. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:324, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:229 (August 1976), amended LR 7:71 (March 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:94 (February 1986), LR 15:832 (October 1989). §313. Annual Inventory Requirements A. The agency property manager shall conduct a complete physical inventory of the property owned by the agency each fiscal year and not more than 12 calendar months since the last physical inventory. The agency property manager is responsible for recording the true and actual results of the physical inventory. B. The agency property manager shall notify the commissioner through the Louisiana Property Assistance Agency director in writing 30 days prior to the date(s) inventory is to begin. Agencies inventorying on a rotation basis shall submit their schedule and shall notify the commission through the Louisiana Property Assistance Agency director of any changes to be made in that schedule. The commissioner, Louisiana Property Assistance director, or their representatives, may supervise or observe all or any part(s) of any inventory. C. Each agency property manager whose head of the agency elects to use Inventory Procedure I (§313.F) shall Title 34, Part VII to the state master file listing of inventory for the agency based on these regulations. 7. The physical inventory shall be taken on the date(s) pre-selected. The agency property manager shall notify Louisiana Property Assistance Agency director or his designee if, for some unforeseen reason, it is necessary to alter the date(s). 8. The agency property manager shall compile the true results of the physical inventory and shall submit a discrepancy report, (if applicable), to the Louisiana Property Assistance Agency director or his designee with a copy to the legislative auditor, containing all exceptions or discrepancies found in relating physical inventory results with the state master file listing of inventory for the agency. 9. The discrepancy report shall list each of the missing items by agency, tag number, description, location, acquisition date and acquisition cost, along with an explanation of what is believed to have happened to the items not located. The commissioner may cause an investigation to be made upon receipt of a discrepancy report, according to §301.B of these regulations. 10. Items not located during inventory for which there is no explanation available as to their disappearance must be retained on inventory and placed in a suspense location for three years. The location must indicate the year in which the item was first not located, (e.g., "9989"). During these three years, efforts must continue to locate the missing items. If items are relocated, the proper location is to be transmitted for inventory purposes. If, after the third year missing items are still not located, a request to remove from inventory as "not located" may be submitted on a DABF-11 form (§501). 11. The agency property manager shall submit the Certification of Annual Property Inventory to the Louisiana Property Assistance Agency director or his designee with a copy to the legislative auditor, after the physical inventory and the state master file listing of inventory for the agency have been reconciled according to the regulations. G. Inventory Procedure II 1. The agency property manager shall, under the direction of the head of the agency, select the date(s) most convenient to the operations of the agency, but not more than 12 months since the last annual physical inventory. 2. The agency property manager shall complete and submit to the Louisiana Property Assistance Agency director or his designee the Notification of Inventory/Request for Printout of the state master file listing of agency inventory at least 30 days prior to the date(s) inventory is to be taken. 3. The agency property manager, under the direction of the head of the agency shall designate the personnel who will conduct the inventory by areas indicated in the agency's property location index (§311.A). 4. A copy of the property location index shall be provided to each of the persons participating in the physical inventory. It shall describe the areas and the property location code each person is to inventory. 5. The agency property manager shall provide each of the persons participating in the inventory with the Inventory Procedure II form and instruct each concerning its use. 6. The agency property manager shall also instruct those persons participating in the inventory on the method to be used to enter the agency number, tag number, and property location number of each item of property physically located and to conspicuously mark and report to the agency property manager those items found without a property tag. The agency property manager shall make a determination that the item should or should not be tagged and submitted to the state master file listing of inventory based on these regulations. 7. The physical inventory shall be taken on the date(s) selected. The Louisiana Property Assistance Agency director shall be notified by the agency property manager if, for some unforeseen reason, it is necessary to alter the dates. 8. The agency property manager shall reconcile each of the completed true results on the Inventory Procedure II forms with the state master file listing of inventory for the agency. 9. The agency property manager shall submit a discrepancy report (if applicable) to the Louisiana Property Assistance Agency director or his designee with a copy to the legislative auditor, containing all exceptions or discrepancies found in relating physical inventory results with the state master file listing of inventory for the agency. 10. The discrepancy report shall list each of the missing items by agency tag number, description, location, acquisition date, and acquisition cost, along with an explanation of what is believed to have happened to the items not located. The commissioner may cause an investigation to be made upon receipt of a discrepancy report, according to §301.B of these regulations. 11. Items not located during inventory for which there is no explanation available as to their disappearance must be retained on inventory and placed in a suspense location for three years. The location must indicate the year in which the item was first not located, (e.g., "9989"). During these three years, efforts must continue to locate missing items. If items are relocated, the proper location is to be transmitted for inventory purposes. If after the third year missing items are still not located, a request to remove from inventory as "not located" may be submitted on a DABF-11 form (§501). 12. The agency property manager shall submit to the Louisiana Property Assistance Agency director or his designee the Certification of Annual Property Inventory after the physical inventory results and state master file listing of inventory for the agency have been reconciled in accordance with these regulations. The agency property manager shall submit a copy of the certification of annual property inventory to the legislative auditor. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:324, R.S. 39:325, R.S. 39:326, R.S. 39:327, R.S. 39:328 and R.S. 39:332. Title 34, Part VII HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:232 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:96 (February 1986), LR 15:832 (October 1989). 2. Request for new classification code number, §103.C. 3. Requisitions for state of Louisiana identification tags, §309.B. 4. Request for authorization not to tag an item, §309.E. 5. Copy of current agency property location index, §311.A. 6. Louisiana Property Control Transmittal form month, §311.B. 7. Request for Louisiana Property Control Transmittal forms, §311.B. 8. Thirty days notice prior to annual inventory, §313.B. 9. Request for state master file listing of inventory using Inventory Procedure I, §313.C. 10. Discrepancy report using Inventory Procedure I, §313.F.8 and 9. 11. Certification of annual property inventory using Inventory Procedure I, §313.F.11. 12. Request for state master file listing of inventory using Inventory Procedure II, §313.G.2. 13. Discrepancy report using Inventory Procedure II, §313.G.9 and 10. 14. Certification of annual property inventory using Inventory Procedure II, §313.G.12. 15. Certification of annual property inventory using Inventory Procedure II, §313.G.12. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:324, R.S. 39:325, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:235 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:100 (February 1986), LR 15:834 (October 1989). §317. Reports from Louisiana Property Assistance Agency A. The agency property manager submits the Louisiana Property Control Transmittal Form each month to the Louisiana Property Assistance Agency listing the transactions for the month. At least once each month, the agency property manager will receive from Louisiana Property Assistance Agency a report listing the property acquisitions and changes submitted for the month (if any). Eventually, this report will also include a listing of property dispositions recorded for the agency on the state master file listing for the respective month. This monthly report will show the change in total acquisition value of inventory accomplished for the agency by accepted transactions. B. Agency Inventory Master File Report. This report contains all the current and updated items on the state master file listing of inventory for an agency and is received upon request from the agency property manager to the Louisiana Property Assistance Agency director. If many transactions have occurred during a period of time, a special request may be submitted for this report other than annually. C. Inventory Classification Codes. The Louisiana Property Assistance Agency director or his designee will send, as deemed necessary by said director, an updated listing of approved classification codes for items of moveable property to all agency property managers of record. Upon special request from the agency property manager for this listing, a fee sufficient to cover costs will be assessed to the agency. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:324, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:234 (August 1976), amended LR 7:71 (March 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:97 (February 1986), LR 15:834 (October 1989). §321. §319. Agency Reporting Requirements: Summary Acquisition by Transfer from State Surplus Property A. Reports from Head of Agency 1. New agency or agency reorganizationCnotification of new property manager and domicile, §301.A. 2. Request for more than one agency property manager, §301.A. 3. Notification when agency property manager ceases to function/replaced, §301.B. 4. Notification when property is not located or destroyed, etc., §305.D. B. Reports from Agency Property Manager 1. Request for agency code numbers, §105. A. Surplus property from state agencies is normally retained for the inspection of state agencies at least 45 days before it is sold at public bid or auctioned or scrapped. B. The purpose for displaying surplus and idle items at the state surplus property warehouse is for transferring those items to an agency where a need exists, thereby reducing expenditures for additional items. C. The agency property manager or his designated representative shall select the item which the agency needs. A value less than the expected price from public sale of the item shall have been established for each item in the possession of the State Surplus Property Unit of the Louisiana Property Assistance Agency and the receiving agency shall be billed for that value when the item has been Title 34, Part VII received by the receiving agency. Payment to the Louisiana Property Assistance Agency shall be within 30 days. D. The agency property manager shall use the Louisiana Property Control Transmittal form to input acquisitions by transfer from State Surplus Property into the state master file listing of agency inventory. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:324, R.S. 39:326, R.S. 39:330 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:235 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:100 (February 1986), LR 15:834 (October 1989). approval for any action until a copy if received by the agency property manager with Section IICDivision of Administration Use Only, completed and signed as approved. Entries are to be made in type or print only, except for signatures. C. An approved State Property Transaction form BF-11 shall be used as the authority to sell, transfer, scrap, dismantle, loan out or otherwise remove an item from the state master file listing of agency inventory. D. The disposition of the request is binding upon the agency property manager. If it is different than that requested by the agency property manager, the manager may proceed to dispose of the item in the manner prescribed in Chapter 3 or request that the BF-11 be voided. Disapproval of the BF11 will require resubmittal of the item in the manner prescribed by the Louisiana Property Assistance director or his designee under the "Remarks" section. E. The State Property Transaction form BF-11 must be approved by the Louisiana property assistance agency director or his designee prior to any transfer or disposition of state owned property. The BF-11 is the request from an agency property manager and is not, in any case, to be considered an approval for any action until a copy is received by the agency property manager with Section IIDivision of Administration Use Only, completed and signed as approved. Entries are to be made in typed or print only, except for signatures. In no case shall property be destroyed prior to this approval. Requests to transfer or dispose of computer equipment must be approved by the director of State Purchasing or his designee prior to approval by the Louisiana Property Assistance Agency director. Requests to transfer or dispose of telecommunications equipment must be approved by the director of the Office of Telecommunications or his designee prior to approval by the Louisiana Property Assistance Agency director. F. No agency property manager or head of the agency shall authorize the transfer of any items of surplus property to the State Surplus Property Unit of the Louisiana Property Assistance Agency without a prior approved BF-11 for each item and a scheduled delivery date from the state surplus property director or state auto delivery/maintenance/operations director or their designees. Items which arrive with unapproved BF-11s at the state surplus property or state auto delivery/maintenance/operations warehouses for disposition will be returned to the shipping agency for proper compliance to these regulations. G. The agency property manager must either see to the delivery to the designated state surplus property warehouse of items approved for transfer to surplus or contact the state surplus property director or state auto delivery/maintenance/operations director to schedule pickup of these items. In either case, the property manager must clearly mark each item with the BF-11 number by which the item was approved for transfer. Items scheduled for pickup must be located in an easily accessible area. §323. Responsibility of the Division of Administration Budget Office A. The Division of Administration Budget Section shall provide the Louisiana Property Assistance Agency with the name and number of each new agency, each abolished agency, and information concerning consolidation or other change of status of any agency. The status change of an agency shall also include those agencies that operate with revolving funds as nonbudget units. This information shall be provided on a timely basis so that the inventory of stateowned property can be kept accountable. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:236 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:100 (February 1986), LR 15:834 (October 1989). §325. Regulations and Orders by the Commissioner A. The commissioner shall have power and authority to make necessary and reasonable regulations and orders to carry out the provisions of these regulations when it serves the best interest of the state, in addition to specific authorization contained in this Section. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:236 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:101 (February 1986), LR 15:835 (October 1989). Chapter 5. State Property Disposition §501. Inventory Disposition Authority A. No property of any agency shall be sold to any person or legal entity or otherwise alienated, or be transferred, assigned or entrusted to any other agency or to any officer or employee of any other agency without the written permission of the commissioner through an approved State Property Transaction Form BF-11. B. The BF-11 is the request from an agency property manager and is not, in any case, to be considered an Title 34, Part VII H. Whenever an agency property manager has knowledge or reason to believe that any property of the agency is lost, stolen, damaged, or destroyed through vandalism, fire, windstorm, or other acts of God, he shall immediately notify the head of the agency. The head of the agency shall immediately notify the commissioner, through the Louisiana Property Assistance Agency director or his designee, and follow up with a written report. The Louisiana Property Assistance Agency director or his designee shall make an investigation and take necessary action as provided for in R.S. 39:330. I. A fee may be assessed to the receiving agency in accord with established policies approved by the commissioner governing the operations of the Louisiana Property Assistance Agency. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:200.C, R.S. 39:326, R.S. 39:330, R.S. 39:330.1-2 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:236 (August 1976), amended LR 7:71 (March 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:101 (February 1986). manager must prepare an attachment indicating sub-numbers for each item listed (exhibit 8). The first item listed should be shown with the BF-11 number only (e.g., BF-11 Number 189171); the second item should be shown with the BF-11 number plus "01" (e.g., BF-11 Number 18917101); the third item should be shown with the BF-11 number plus "02" (e.g., BF-11 Number 18917102), etc. 4. The agency property manager shall enclose with the BF-11 request for transferring vehicles and trailers to the Louisiana Property Assistance Agency director or his designee the following items. a. Motor vehicle condition report DA121, revised 6-76 (exhibit 9). b. Certificate of title (endorsed and notarized). NOTE: Do not enter the receiver of title. The registration certificate must be delivered with the vehicle when transferred. §503. State Property Transaction Form DABF-11 (Revised 4-85) 5. The agency property manager shall enter additional remarks giving justification for requests to scrap, dismantle, make an inventory adjustment, or remove as not located, and identifying the condition of items to be transferred to surplus or sold "as is, where is." Pictures must be attached for sale "as is, where is" items, a police report for stolen items, and a memorandum of justification for trade-ins. 6. The five digit agency number and tag number must be entered in the required section. If the item(s) to be disposed of is (are) not active on agency inventory, this must be indicated in the remarks section of the BF-11 and an appropriate classification code must be listed for each item. 7. The following headings on the information form shall be completed for items active on agency inventory utilizing the state master file listing of agency inventory: a. b. c. d. serial number (up to 22 digits); property location; acquisition date; and acquisition cost. A. The BF-11 is the means of an agency receiving written approval for the disposition of any and all items of state property from the agency. Use only the latest revision of the form BF-11. B. The BF-11 is the request from an agency property manager and is not, in any case, to be considered an approval for any action until a copy is received by the agency property manager with Section II-Division of Administration Use Only, completed and signed as approved. Entries are to be made in type or print only, except for signatures. C. The agency property manager shall enter the originating date of the request. D. Section I-Report and Evaluation 1. The agency property manager shall complete (check) one of the boxes indicating his recommendation for disposal of the item. 2. The agency property manager shall enter the complete title and mailing address of the reporting agency and the agency control number consisting of the five digit agency number, a fiscal year number (e.g., "00,01,02,03,04,05,06, 07,08, or 09"), and the proper sequence number of the respective BF-11 for that agency (the first BF-11 for each fiscal year will be "00001," the second will be "00002," etc.). 3. The common name of the article, the make and model, and the manufacturer (if known) shall be completed. The quantity of items for which disposition is requested on this BF-11 must be noted. See §5O1.D concerning number of items allowed per BF-11. When preparing one BF-11, listing multiple items for disposition, the agency property 8. The description of the physical storage location of the item shall be explicit. The contact person and his telephone number for pickup of transfer items shall be entered by the agency property manager. 9. The section entitled "Reimbursement Request" must be checked if applicable. Note: Specific documentation may be required by Louisiana Property Assistance Agency director or his designee showing the specific item was purchased with participating federal funds and the percentage, or with other funds requiring reimbursement, prior to release of the reimbursement to the agency. Normally, state agencies are not eligible for any reimbursement for surplus property proceeds. 10. The designated section must be signed by the agency property manager with his name and title typed or printed. E. Section II-Division of Administration Use Only Title 34, Part VII 1. The disposition stated in this section is binding upon the agency property manager. If it is different than that requested by the agency property manager, the manager may proceed to dispose of the item in the manner prescribed in Chapter 3 or request that the BF-11 be voided. Disapproval of the BF-11 will require resubmittal of the item in the manner prescribed by the Louisiana Property Assistance Agency director or his designee under the "Remarks" section. 2. Approval of a BF-11 form will constitute grounds for deactivation of the listed property item(s) on the state master listing of the agency's inventory. The item will be deactivated on-line by Louisiana Property Assistance Agency personnel. However, if property items designated for transfer to surplus are later not available for such transfer or if the agency property manager requests and approval is given for voiding a BF-11, the affected property items will be reactivated on the agency inventory. F. Section III. This section is completed when the item is received at the State Surplus Property warehouse. The agency property manager must keep on file all BF-11s completed in this section as evidence that responsibility for the items listed has been transferred to State Surplus Property. G. Section IV-Receiving Agency 1. For all BF-11s with disposition of interagency transfer, the agency property manager for the reporting agency must enter the name, full address (attention: property manager) and agency property control number of the receiving agency in Section IV of the BF-11. Once the BF-11 has been approved and the receiving agency property manager has acknowledged receipt of the item, Louisiana Property Assistance Agency personnel will remit a copy of the receipted BF-11 to the reporting agency property manager to be kept on file as evidence of transfer of responsibility for the item. A fee may be assessed to the receiving agency in accord with established policies approved by the commissioner governing the operations of the Louisiana Property Assistance Agency. 2. For every BF-11 with disposition of transfer to surplus or sale "as is, where is," this section is completed by the State Surplus Property Unit of the Louisiana Property Assistance Agency when the item is transferred to another agency. The receipt of the receiving agency is completed by the agency representative responsible for pickup of the item where he physically receives the item on behalf of the receiving agency. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326, R.S. 39:330 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:237 (August 1976), amended LR 7:71 (March 1981), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:101 (February 1986). determined that certain items of property are of no use to the agency or to the state. B. Property transferred to the Louisiana Property Assistance Agency of the Division of Administration may be assigned for use in other agencies in accord with established policies of the Division of Administration when the commissioner deems it to be in the best interest of the state. A fee may be assessed to the receiving agency in accord with established policies approved by the commissioner governing the operations of the Louisiana Property Assistance Agency. Said property may, in accord with Division of Administration policies and R.S. 39:330(b), be sold to political subdivisions, municipalities, or religious, charitable, or educational organizations when the commissioner deems it to be in the best interest of the state. To purchase such property, said subdivisions, municipalities and/or organizations must: 1.a. follow agency listing procedures established by the Louisiana Property Assistance Agency director with the approval of the commissioner; b. place purchased items in use within the subdivision, municipality, and/or organization within 90 days of purchase; and c. maintain purchased items in use for subdivision, municipality, and/or organizational purposes for at least 18 months from date of purchase. 2. Exceptions to this regulation in individual instances require written approval from the Louisiana Property Assistance Agency director or his designee. Purchasing subdivisions, municipalities, and/or organizations shall make available to Louisiana property assistance auditors upon request all necessary records and documentation supporting compliance with these requirements. C. Property owned by the state for more than six months and of no use to the state or agencies may be considered for disposition to the public. D. The Louisiana Property Assistance Agency director or his designee may sell property "as is, where is" when it is determined to be in the best economical interest of the state. E. The Louisiana Property Assistance Agency director shall deposit the proceeds from transfer or sale of property at public bid to the Louisiana Property Assistance Agency revolving fund. 1. Originating Purchase from any Percentage of Participating Federal Funds. For equipment with a unit acquisition cost of less than $1,000, the Louisiana Property Assistance Agency will retain 20 percent of the proceeds received from sale of the item and the percentage of the remainder which corresponds to the percentage of federal funding in acquisition of the item will be refunded to the agency if the program is still active. There will be no refund if the program has been discontinued. For equipment with a unit acquisition cost of $1,000, or more, $100, or 10 percent of the total sales, whichever is greater, will be retained by the Louisiana Property Assistance Agency for handling §505. Disposition of State Moveable Property A. These regulations of the commissioner shall govern the condemnation and disposition of state property when it is Title 34, Part VII expense and the remainder will be refunded to the agency. Unless contractual or legal disposition requirements specify otherwise, agencies will be reimbursed 80 percent of the proceeds received by the Louisiana Property Assistance Agency for any item originally purchased by other grants, funds, etc., which require reimbursement. NOTE: The agency's use of the reimbursed percentage of federal funds must be documented for the legislative auditor. those agencies which initiate data processing facilities for this purpose to maintain and use those systems provided those inventory systems can meet the requirements of R.S. 39:321-332 and these State Property Control regulations. B. A prerequisite to receive written permission from the commissioner through the Louisiana Property Control Assistance Agency director is that the existing system must be integrated into other systems within the agency through data processing interfaces and not be a "stand alone" system. "Stand alone" inventory systems shall be converted to the state Property Control System. The Office of Information Services of the Division of Administration shall make that determination through an examination of those agencies which apply to the commissioner through the Louisiana Property Assistance Agency director for permission to continue to use their own data processing facilities for agency inventory control. C. Those agencies which receive written permission to utilize their own data processing facilities for inventory control are excluded from utilizing the Louisiana Property Control Transmittal form. D. These regulations must be met in full unless the head of the agency applies to the commissioner through the Louisiana Property Assistance Agency Director for a specific exclusion from a requirement and receives written permission from the commissioner when he deems it to be in the best interest of the state. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:240 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:103 (February 1986), repealed and repromulgated, LR 15:836 (October 1989). 2. Originating Purchase from State Revolving Fund. The agency transferring the item shall be reimbursed at least 80 percent of the proceeds received by Louisiana Property Assistance Agency for the item. 3. Sale of Farm Produce. The cost to the agency for bid services rendered by Louisiana Property Assistance Agency shall be up to five percent of the proceeds of the sale. 4. Sale of State-Owned Timber. The cost to the agency for bid services shall be up to five percent of the proceeds of the sale. 5. As an exception to the general state property disposition regulations, state agencies may sell their livestock at any authorized public auction or sale. A BF-11, any documentation pertaining to the sale, and a check for the full amount of the sale proceeds, should be sent to the Louisiana Property Assistance Agency immediately after the sale. The livestock will then be removed from the state master listing of inventory for the agency if such is required. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326, R.S. 39:330 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:239 (August 1976), amended LR 7:71 (March 1981), LR 7:265 (May 1981), LR 9:412 (June 1983), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:102 (February, 1986), LR 15:835 (October 1989). §507. Regulations and Orders by the Commissioner §703. Agency Inventory Master File Interface A. The commissioner shall have power and authority to make necessary and reasonable regulations and orders to carry out the provisions of these regulations when it serves the best interest of the state, in addition to specific authorizations contained in this Part. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:240 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:103 (February 1986), LR 15:836 (October 1989). A. Those agencies which receive written permission from the commissioner through the Louisiana Property Assistance Agency director to utilize their own data processing facilities for inventory control shall coordinate through the Office of Information Services of the Division of Administration and complete the following conversion programs for transferring the agency master file information. B. If the agency has not previously listed inventory on the Louisiana Property Assistance System, the agency shall transfer to the Division of Administration, Louisiana Property Assistance Agency Inventory Control System at the Baton Rouge Computer Center the agency's inventory master file with the same data and field length as required when using the Louisiana Property Control Transmittal form through a computer tape-to-tape conversion. If the agency has previously listed inventory on the Louisiana Property Assistance System, Louisiana Property Assistance Agency will provide the agency with a computer tape of inventory to be used in establishing the agency system. C. Each subsequent month, the agency shall submit a like formatted computer tape showing all acquisition and Chapter 7. Agencies with Integrated Inventory Control Systems and Miscellaneous Exceptions §701. Qualifications A. The commissioner shall have the authority to allow certain agencies which have utilized their own data processing facilities for their inventory control systems and Title 34, Part VII change transactions for the preceding month involving the agency inventory master file. Each acquisition/change transaction tape must be submitted in the format approved by Louisiana Property Assistance Agency. D. Disposition and removal of items from inventory may only be accomplished by submission and approval of a BF11. (§501) AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:241 (August 1976), amended LR 8:144 (March 1982), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:103 (February 1986), repealed and repromulgated, LR 15:836 (October 1989). for consideration. Any exclusion from these regulations must be approved in writing by the commissioner. AUTHORITY NOTE: Promulgated in accordance with R.S.321, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:241 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:104 (February 1986), repealed and repromulgated LR 15:837 (October 1989). Chapter 9. Noncompliance §901. Penalties A. The commissioner shall have power and authority to make necessary and reasonable regulations and orders to carry out the provisions of these regulations when it serves the best interest of the state. The commissioner shall have the authority to invoke any and all of the following actions when agencies are found to be in noncompliance with these regulations. 1. Call in the good faith performance bonds of the respective property managers. 2. Take action to restrict or require acquisition of movable property only on approval of the commissioner until compliance with the movable property regulation is completed. 3. Revoke or restrict purchasing authority for movable property. 4. Contract, at the expense of the agency in noncompliance, the resources necessary to resolve the compliance problem. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321 et seq. HISTORICAL NOTE: Promulgated by the Office of the Governor, Division of Administration, Property Control, LR 2:241 (August 1976), amended LR 8:144 (March 1982), amended by the Office of the Governor, Division of Administration, Property Assistance Agency, LR 12:103 (February 1986), LR 12:677 (October 1986), LR 15:830 (October 1989), LR 17:266 (March 1991). §705. Inventory Classification Code System A. All state agencies shall utilize the inventory classification code system established by the Louisiana Property Assistance Agency director or his designee for the coded numbers which identify each item of inventory. Any agencies currently not utilizing the Louisiana Property Assistance Agency inventory classification code system shall convert the items on the agency inventory master file to said classification code system. This conversion shall be coordinated by the Office of Information Services between the agency and the Louisiana Property Assistance Agency. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:241 (August 1976), amended LR 8:144 (March 1982), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:103 (February 1986), repealed and repromulgated, LR 15:836 (October 1989). §707. Reporting Requirements A. The head of the agency and the agency property manager(s) shall comply with the reporting requirements of these regulations with the exception of §311.B, §319.B.6.-7, which relate to the use of the Louisiana Property Control Transmittal form. This form will not be used when an agency has received permission in writing to utilize their own data processing facilities. Computer tapes will be submitted on a monthly basis instead of the transmittal form. AUTHORITY NOTE: Promulgated in accordance with R.S. 39:321, R.S. 39:326 and R.S. 39:332. HISTORICAL NOTE: Promulgated by Office of the Governor, Division of Administration, Property Control Section, LR 2:241 (August 1976), amended by Office of the Governor, Division of Administration, Louisiana Property Assistance Agency, LR 12:104 (February 1986), repealed and repromulgated, LR 15:836 (October 1989). §709. Nonexclusion from State Property Control Regulations A. These regulations, effective February 20, 1986, Chapters 1-7, (§§101-709) supersede all previous regulations and exceptional permissions, both written and verbal. Any exclusion request shall be submitted to the commissioner, through the Louisiana Property Assistance Agency director, ATTACHMENT V-A Minimum  Hourly  Minimum Staffing  Hours/week  Rate  Baton Rouge  268     Supervisor (24  hrs. as  Communicator, 16  hrs. Supervisory +  24 hour call  availability)  40     LCC  Communicator  228     Total Baton Rouge  LCC Cost     Shreveport  Supervisor (24  hrs. as  Communicator, 16  hrs. Supervisory +  24 hour call  availability)  LCC  Communicator  Total Shreveport  LCC Cost  Total Costs LCC  North, LCC  Central           Benefits and  Total Hourly  Total  Total  Administrative  Billable  Total  Monthly  Annual  Cost  Costs  Weekly Cost  Cost  Cost                                   $0.00  $0.00  $0.00 $0.00 $0.00       $0.00 $0.00 $0.00    $0.0 $0.0 $0.0 184  40  144                       $0.00  $0.00  $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.0 $0.0 $0.0             $0.00 $0.00 $0.0 35 ATTACHMENT V-B LCC  Hourly Rate/Position (Daily Operations)  Hourly  Rate        Benefits and  Administrative  Cost        Total  Hourly  Billable  Costs  0 0 Position  LCC Supervisor  LCC Communicator  LCC  Hourly Rate/Position (Emergency Operations*)  Hourly  Position  Rate  LCC Supervisor     LCC Communicator     Benefits and  Administrative  Cost        Total  Hourly  Billable  Costs  0 0 *Emergency operations hourly rate shall only be billed for LCC  coverage in excess of daily operations during a declared  emergency.  36 Attachment VI Forecasted Call Volumes Forecasted Calls/Day Region 1 2 3 4 5 6 7 8 9 Total Low Range (Minimum) 14 13 8 12 6 6 11 7 11 89 High Range (Maximum) 21 19 15 18 12 12 18 13 17 145 37