Third Party Administrator Service

Seeking a vendor to manage and administer a childhood lead control program in Ohio, including blood lead testing coordination and program oversight.

Comply with Data Security and Privacy Terms (NIST 800-53 or ISO 27001 with NIST 800-53 controls).
Implement information security policies, standards, and capabilities.
Comply with State IT Security Policies and Standards if accessing State facilities/networks or integrating solutions.
Maintain an information security program to protect Contract Data.
Contract Data at rest must reside within the contiguous United States, with a minimum of two data center facilities at two different and distant geographic locations.
Contract Data not classified as public must be encrypted at rest and in transit (FIPS validated algorithms, State IT Security Policy IT-14).
Solutions must operate at moderate level baseline (NIST 800-53, FISMA 2014).
Information security program must protect security, confidentiality, integrity, and availability of Contract Data.
Promptly destroy or return Contract Data upon completion or termination.
Maintain business continuity and disaster recovery plans.
Maintain a privacy policy (individual privacy consent for PII, access/correct/delete PII requests).
Scan source code for vulnerabilities, remediate promptly, and follow OWASP top 10.
Software must be free from viruses, malware, and other harmful code.
Notify State within 24 hours of any Security Incident.
Comply with notification laws for Security Incidents involving PII.
Reimburse State for notification costs and credit monitoring for Security Incidents.
Preserve evidence for Security Incident investigations.
Disclose use of generative AI, ensure review and approval, and comply with State IT Policy IT-17.
Do not utilize Confidential Data in training generative AI models without State approval.
If accessing State networks or facilities, maintain robust security (system hardening).
Secure Contract Data before transferring systems or media.
Encrypt Contract Data on portable devices or media.
Use multifactor authentication to limit access to systems containing Confidential Data.
Maintain inventory of portable devices and report lost or stolen devices.
Conduct background investigations on personnel with Contract Data access.
Comply with FERPA if handling student information.
Comply with HIPAA if handling health or medical data.
Execute a Business Associate Agreement if handling Protected Health Information (PHI).
Comply with IRS Publication 1075 safeguards for Federal Tax Information (FTI).
Obtain an annual SOC 2 Type 2 audit (or StateRAMP/FedRAMP authorization) if hosting solution, service, or product.
Obtain an annual SOC 1 Type 2 audit if completing financial duty on behalf of the State.
Remedy material issues identified in audits at no cost to the State.
Begin providing Deliverables within 30 days from Contract award.
Comply with federal and State law, policies, and procedures.
Receive written approval from the Agency for all project data/software systems and documents.
Participate in initial training with the Agency within 30 days of contract execution.
Attend monthly conference calls with the Agency.
Collaborate with local funding resources (e.g., community housing agencies, local health departments).
Follow the activity sequence outlined in the Scope of Work for all Deliverables.
Employ or subcontract one individual who meets the qualifications of a HUD Program Manager (licensed lead abatement contractor and lead risk assessor in Ohio, 75% dedicated to Work).
Ensure the HUD Program Manager's attendance at all required meetings and trainings.
Ensure the HUD Program Manager has a working knowledge of HUD's Healthy Homes Grants Management System and the Agency’s electronic management system.
Coordinate and complete intake and enrollment services, ensuring participant qualifications.
Use Agency-created enrollment forms without modification (unless approved).
Upload completed intake and enrollment forms into the Agency’s electronic management system.
Obtain copies of required intake documents (property deed, mortgage statement, proof of property taxes, lease agreement, blood lead test results, etc.).
Perform a full lead inspection/risk assessment for each enrolled property by an Ohio licensed lead risk assessor.
Incorporate x-ray fluorescence analysis, environmental sampling, and visual assessment in lead inspections.
Send environmental samples to an Ohio approved laboratory.
Take photos of interior and exterior for bidding and State Historic Preservation Office (SHPO) approval.
Comply with HUD Guidelines, EPA standards, and Ohio regulations for lead inspections.
Generate lead inspection/risk assessment report within 14 calendar days of environmental sample results.
Upload lead inspection/risk assessment report to the Agency’s electronic management system.
For HUD only: complete a healthy homes assessment and radon test at the time of the lead inspection/risk assessment.
Ensure Work Deliverable specifications are developed by a licensed lead abatement contractor or project designer.
Implement a strategy to reduce immediate lead hazards (lead contaminated dust, bare soil, loose, peeling, or flaking lead-based paint).
Ensure rental property owners agree in writing to a monetary contribution to offset project costs (minimum $2,500 per project).
Collect owner monetary contribution and documentation.
Include all common areas identified with lead hazards in the project scope for multi-unit properties.
Prepare and submit SHPO documents to the Agency for review prior to any Work.
Submit healthy homes repair specifications concurrently with lead hazard control work specifications.
Submit healthy homes projects estimated to exceed $30,000 to HUD for approval.
Utilize Agency-approved lead abatement contractors.
Ensure participating lead abatement contractors have lead licensure, Agency approval, liability insurance, worker’s compensation, and vehicle insurance on file.
Utilize a request for quotation form for bidding and record names of contractors receiving bid packets.
Award the most responsive and responsible bid for lead hazard control and healthy homes work.
Ensure lead abatement contractors follow HUD, Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), State, and local regulations.
Notify successful and unsuccessful bidders.
Ensure the property owner accepts the successful bidder by signing acceptance forms and other contract documents.
Ensure the contract for lead hazard control is between the property owner and the lead abatement contractor.
Owner-occupants are responsible for their own relocation and associated costs.
Owner-occupants are responsible for the relocation of any pets or other animals.
Offer relocation services to tenants of rental properties.
Rental tenants are responsible for the relocation of any pets or other animals (except service animals).
Calculate relocation expenses using the relocation amounts table (GSA rates for lodging, Agency rates for meals).
Ensure relocation of the family for the duration of the lead hazard control project.
Ensure lead hazard control is completed only by licensed lead abatement contractors and lead workers, with Contractor oversight.
Ensure the lead abatement contractor submits prior notification, Pre-Abatement Plan, and Occupant Protection Plan.
Routinely monitor the project site to ensure prohibited practices are not utilized.
Ensure clearance examinations are performed by licensed lead risk assessors.
Ensure re-examinations are performed when an initial clearance examination fails, with costs borne by the lead abatement contractor.
Conduct an interior visual inspection during clearance testing to determine if lead hazards have been abated and check for visible dust or paint chips.
Take dust wipe samples from floors, windowsills, and window troughs in rooms where work was completed, and from outside the work area if containment was used.
Test samples for lead by an Agency approved environmental lead laboratory.
Perform an exterior visual inspection after exterior lead abatement work to ensure hazards were addressed and check for paint chips.
Take photographs of completed lead work during clearance testing.
Generate a clearance report and provide it to the property owner, uploading it to the Agency’s electronic data management system within 14 days.
Request laboratory results be delivered same day, particularly for relocated families.
Notify the family within 24 hours after the property passes clearance.
Meet with the owner after lead hazard control work to ensure required documents verifying satisfaction of work are signed.
Inform owners of the need for ongoing monitoring and maintenance of completed lead hazard control work.
Notify rental property owners of the State’s Lead Safe Rental Registry.
Submit all invoices using the template provided by the Agency within 14 days of service completion.
Invoices for services performed more than 180 calendar days past project completion or after the applicable grant cutoff will not be accepted.
Invoice each service in sequential order.
Seek reimbursement of expenditures through invoice submission and ensure timely payment to subcontracted vendors (within 10 business days of receiving payments from the Agency).
Upload all documentation into the Agency’s electronic management system before submitting an invoice for payment.
Provide the Agency a monthly project management report.
All subcontractors or individuals performing lead hazard control work must be licensed in the State of Ohio.
All lead risk assessments or clearance examination activities must be conducted by a licensed lead risk assessor.
All radon testing must be conducted by a licensed radon tester.
No hardware may be purchased or reimbursed under this Contract.
Provide Transition Assistance Services upon termination or expiration of the Contract.
Cooperate with the State in transferring the Work to another provider.
Waive rights restricting recruitment of Contractor personnel by the State or a Successor.
Provide sublicense or other right to use any software owned or licensed by Contractor.
Obtain and make available to the State or Successor any third-party services utilized in performing the Work.
Continue to provide Transition Assistance Services for up to 12 months following termination or expiration, at contract rates.
Provide information and cooperation for an informed option analysis for the Work.
Provide an inventory of resources performing the Work.
Design and implement a training program for State employees if Work transfers back to the State.
Provide a senior project manager responsible for Transition Assistance Services.
Facilitate access to State source code, object code, libraries, etc., then in Contractor’s possession.
Cooperate with Successor(s) in conducting migration testing.
Provide State-owned documents and information related to functionality, program code, data model, and database structure.
Cooperate with the State’s test plans, back out procedures, and contingency plans.
Provide additional assistance post-transfer to facilitate continuity of operations.

$5,000,000 – $20,000,000

Pre-Proposal Conference: March 20th, 2026 at 1:00 PM Columbus, Ohio local time.

Application Deadline: August 19th, 2024 at 11:59:59 PM Eastern time.

Estimated Project Start Date: November 15th, 2024.

Estimated Project End Date: November 15th, 2028.

Contract Term: From the date of the State’s signature through June 30th, 2028.

Contractor must begin providing Deliverables within 30 days from award of Contract.

Contractor must participate in an initial training with the Agency within 30 days of Contract execution.

Contractor must attend monthly conference calls with the Agency.

Contractor must submit invoices within 14 days of a service being completed.

Contractor must provide a monthly project management report.

Ohio Department of Health

Organization overview and procurement intelligence available on paid plans.

The requesting agency seeks proposals from vendors to provide third party administrator services for a control program focused on childhood lead exposure. The selected vendor will be responsible for ensuring third party administration of the program, which requires all healthcare providers to administer blood lead tests to children at ages one and two, or up to age six for those on Medicaid, living in high-risk zip codes, or prone to other risk factors. Deteriorating lead-based paint has been identified as the primary cause of elevated blood lead levels among children.

Vendors are expected to conduct their work professionally, efficiently, and in accordance with required deliverables. The administrator will consult with agency representatives and relevant stakeholders to ensure thorough understanding and satisfactory performance. Responsibilities include managing, designing, developing, and coordinating all aspects of the program, directing day-to-day activities, and maintaining consistent communication regarding progress, issues, recommendations, and decisions.

A pre-bid meeting will take place on March 25, 2026, and any questions regarding the RFP must be submitted by March 20, 2026.

Third Party Administrator Service

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