This Contract may be relied upon by Ohio institutions of higher education and Ohio political subdivisions. Ohio political subdivisions include any county, township, municipal corporation, school district, conservancy district, regional transit authority, regional airport authority, regional water and sewer district, port authority, township park district, park district created under Chapter 1545 of the Ohio Revised Code, or any other political subdivision as described in the Ohio Revised Code.
Staffing companies interested in registering and becoming a supplier on this contract must adhere to the following contract requirements:
Federal, State, and Local Regulatory Compliance
Suppliers will comply with all requirements of Federal, State and local laws concerning the maintenance of confidentiality. These include, as applicable, the Sarbanes-Oxley Act, the Health Insurance Portability and Accountability Act (HIPAA), and other statutes and rules specific to your industry.
Record Keeping Requirements
Suppliers shall maintain books, charts, documents, papers, reports and records (including, but not limited to, financial, accounting and administrative materials) related to the supplier’s provision of services. These records must be retained for the longer of: (a) four (4) years from date of record creation; or (b) the period of time required by Federal, State and local law.
Contingent Worker Candidate Submission
Suppliers must use the candidate submission method specified by InGenesis (see Delivery Orders and Management: Information Systems and VMS section below). Before submitting a candidate in the system, suppliers must verify and validate at least the following basic requirements:
A. Eligibility to Work: verification of candidate’s eligibility to work in the United States;
B. Background Checks: criminal history, social security, DMV license check, and drug test and credit checks when necessary;
C. Education Verification: verification of academic degrees and certifications;
D. Pre-Interview: conduct a pre-interview during the screening process to confirm the candidate’s qualifications. Collect the candidate’s resume, work history, technical skills information, certifications, and educational credentials;
E. Employment Status: provide employment status for the candidate submitted for review. All candidates must have W-2 status; 1099 will not be considered unless specifically agreed to in advance by InGenesis.
Candidates also may be subject to personal interviews and testing (phone interviews, face-to-face interviews, capabilities tests, and other methods of assessment) by InGenesis and the client which suppliers must help coordinate.
Contingent Worker Time and Expense Submission
Suppliers must use the time and expense capture method specified by InGenesis to record and approve compensable time and expenses of contingent workers on a weekly basis. Suppliers are responsible for obtaining the necessary documentation from contingent workers regarding their time and expense submissions. Suppliers are responsible for ensuring the timely submission of time and expenses by contingent workers. Suppliers shall retain copies of time records in accordance with the Record Keeping Requirements section above.
Supplier participation requires access to InGenesis’ information systems. Suppliers are responsible for implementing all administrative, physical, and technical safeguards necessary to protect your connection to the InGenesis information system, and are responsible for any damages that occur as a result of any breach caused by a lack of sufficient safeguards, including damages caused by a disclosure of personal information collected, accessed, used, stored, processed, disposed of and disclosed in the information system. Safeguards need to be no less rigorous than accepted information security industry practices, and comply with all applicable data protection and privacy laws.
Delivery Orders and Management: Information Systems and VMS
The Fieldglass VMS is used to procure, onboard, manage, and optimize staff augmentation efforts for the client. The system may operate as an integrated Vendor Management System (VMS), in which complete management of contingent workers will be performed using the VMS tools, including time and expense management. Job requisitions will be maintained in that system, and your candidates will be submitted using the system. Although suppliers will receive training, they are ultimately responsible for learning how to navigate through and use the VMS if it is in place. If it is not, you will use whatever system is mandated by InGenesis.
Suppliers are expected to monitor and evaluate the quality of services provided by contingent workers. In this regard, you should maintain at all times a quality assessment and improvement program which meets all Federal and State licensure, accreditation and certification requirements, to the extent applicable. Suppliers should also maintain a Quality Assurance Committee, which develops and implements a Quality Assurance Plan which you should provide to InGenesis on request.
Suppliers will assure compliance with all quality assurance policies required by InGenesis, including but not limited to the policies and procedures mandated by client’s quality assessment and improvement programs. Quality assessment and improvement reports should be provided to InGenesis on request.
From time to time, InGenesis may conduct service review meetings either in person or electronically with suppliers. This may include situations where suppliers are performing in an exemplary manner or may include situations where corrective action needs to occur. Suppliers will be required to participate in these meetings as required by InGenesis.
Proprietary and/or Confidential Information
During the course of normal business transactions, information will be communicated between InGenesis and suppliers. Some of this information, including financial information and client information, will be considered proprietary. You must not disclose that information to those without a need to know in your company, and can only use that information for your work as a supplier.
Gift and Gratuity Policy
InGenesis employees may not accept gifts, discounts, loans, services or gratuities. The only exceptions to this policy are for gadgets, such as desk calendars, memo pads, paperweights and similar items of nominal value which bear an advertising message or name of the supplier. InGenesis does not permit lavish or extravagant entertainment of our employees. InGenesis employees may accept only moderate meals or entertainment from suppliers in the course of company business.
We ask that suppliers do not put our employees in the position of having to refuse gifts, gratuities, or entertainment. InGenesis appreciates your cooperation.
Solicitation of InGenesis Employees and Contractors
Suppliers will not solicit InGenesis employees or contractors, or client employees or contractors, for employment or any other contractual relationships with the supplier or its affiliates.