13-DOA1677390536 Department of Military and Veteran Affairs (DMVA)

October 9, 2025

OFFER

The Purchasing Agency solicits offers for Services and/or goods described in this solicitation. All offers and responses received shall be treated as Offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION

In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for one hundred twenty (120) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of Department of Military and Veteran Affairs shall affix its signature hereto and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers, if any, Special terms and conditions specific to this RFP, Specifications of the RFP, the Department of Information Technology Terms and Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR AGENCY USE ONLY

Offer accepted and contract awarded this date , as indicated on attached certification, by (Authorized representative of Department of Military and Veteran

Affairs).

STATE OF NORTH CAROLINA REQUEST FOR PROPOSAL NO. 13-DOA1677390536

Department of Administration Office of Fiscal Management

Contract Name: Operation and Management of North Carolina State Veterans Homes

Bid Opening Date: March 16, 2026 @ 2:00PM

Refer ALL inquiries regarding this RFP to:

Name: Meredith Swartz Email: Meredith.swartz@doa.nc.gov Phone Number: 984-236-0083

Issue Date: January 28, 2026 Commodity Code: 851017 Health administration services Purchasing Agency: Department of Military and Veteran Affairs Requisition No.: 1677390536

October 9, 2025

Table of Contents

1.0 Anticipated Procurement Schedule

2.0 Purpose of RFP

2.1 Introduction

2.2 Background

2.3 Contract Term

2.4 Effective Date

2.5 Contract Type

3 RFP requirements and Specifications

3.1 General Requirements and Specifications

3.2 Security Specifications

3.3 Enterprise Specifications

3.4 Proposal Requirements and Specifications

4 Scope of Services

4.1 Vendor Obligations

4.2 Vendor Deliverables

4.3 Additional Provisions

4.4 Appendix

5 Cost of Vendor’s Offer

5.1 Offer Costs

5.2 Payment Schedule

6 Evaluation

6.1 Source Selection

6.2 Evaluation Criteria

6.3 Best and Final Offers (BAFO)

6.4 Possession and Review

7 Vendor Information and Instructions

7.1 General Conditions of Offer

7.2 General Instructions for Vendor

7.3 Instructions for Offer Submission

8 Other Requirements and Special Terms

8.1 Vendor Utilization Of Workers Outside of U.S

8.2 Financial Statements

8.3 Financial Resources Assessment, Quality Assurance, Performance and Reliability

8.4 Vendor’s License or Support Agreements

8.5 Resellers

8.6 Disclosure of Litigation

8.7 Criminal Conviction

8.8 Security and Background Checks

8.9 Assurances

8.10 Confidentiality of Offers

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8.11 Project Management

8.12 Meetings

8.13 Recycling and Source Reduction

8.14 Special Terms and Conditions

9 Contract Administration

9.1 General Responsibilities of Contracting Agency

9.2 Contract Manager and Customer Services

9.3 Invoices

9.4 Post Award and Business Review Meetings

9.5 Continuous Improvement

9.6 Acceptance of Work

9.7 Transition Assistance

9.8 Dispute Resolution

9.9 Contract Changes

Attachment A: Definitions Attachment B: Department of Information Technology Terms and Conditions Attachment C: Description of Offeror Attachment D: Cost Form Attachment E: Vendor Certification Form Attachment F: Location of Workers Utilized by Vendor - Disclosure Statement Attachment G: References Attachment H: Financial Review Form

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1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action Responsibility Date

RFP Issued Agency 1/28/26

Written Questions Deadline Potential Vendors 2/13/26 @ 2:00PM

Agency’s Response to Written Questions/ RFP Addendum Issued

Agency 2/19/26

Offer Opening Deadline Vendor(s) 3/16/2026@ 2:00PM

ET

Offer Evaluation Agency 3/17/2026 – 5/11/2026

Selection of Finalists Agency 5/11/2026

Negotiations with Finalists Agency designees and selected Vendor(s)

5/11/2026 - 7/1/2026

Best and Final Offers Deadline from Finalists Selected Vendors 7/1/2026

Contract Award Agency 7/1/2026

Transition Period: Contract Close out of current contract, Kickoff and Set up of new

Agency and Awarded Vendor

7/1/26 – 11/30/2026

Contract Effective Date Awarded Vendor 12/1/2026

Protest Deadline Responding Vendors 15 days after award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The North Carolina Department of Administration (NCDOA), on behalf of the North Carolina Department of Military and Veterans Affairs (NCDMVA), is seeking proposals from experienced and qualified entities desiring to manage, administer, and operate the North Carolina State Veterans Homes (NCSVHs).

North Carolina currently operates five (5) state veterans homes. NCSVH facilities are certified by Medicare, Medicaid, and the United States Department of Veterans Affairs (VA). These facilities provide skilled nursing care based on the eligibility and priorities established under the North Carolina General Statutes (N.C. Gen. Stat.), specifically N.C. Gen. Stat. § 143B-1298. The terms of this contract and the contents of this RFP will require the successful Vendor to operate each NCSVH facility as a highly qualified Licensed Skilled Nursing Facility. The NCSVHs are located in Black Mountain, Fayetteville, Kernersville, Kinston, and Salisbury, North Carolina. Additionally, the state has approved a future NCSVH to be located in Raleigh, North Carolina; however, construction has not commenced and no timeline has been established.

The State reserves the right to amend this contract to add any additional facilities or solicit for these services for any additional facilities at the time of need. Contracts for the procurement of services to manage, administer, and operate any NCSVH shall be awarded on a competitive basis through the solicitation of proposals and through the procedures established by statute and the Division of Purchase and Contract pursuant to N.C. Gen. Stat. § 143B-1295.

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2.2 BACKGROUND

The United States Department of Veterans Affairs (VA), under authority of 38 U.S.C. § § 8131-8137 and 38 C.F.R. Part 59, provides grants to States for the construction and acquisition of State home facilities. In 2015, the North Carolina General Assembly enacted N.C. Gen. Stat. § 143B-1291, authorizing NCDMVA to construct, maintain, and operate veterans homes for the aged and inform residents of North Carolina.

Pursuant to N.C. Gen. Stat. § 143B-1295, the Veterans’ Affairs Commission (VAC) of NCDMVA is authorized to select and recommend for award a contract with a Vendor whose proposal it deems most advantageous to the State, taking into consideration cost, program suitability, management plan, excellence of program design, key personnel, corporate or company resources, financial condition of the vendor, experience, past performance, and any other qualities it deems necessary. The VAC operates under the supervision and direction of the Secretary of NCDMVA. The VAC and NCDMVA will monitor performance of the successful Vendor through the Contract Manager.

Below is information on each of the five (5) current NCSVHs. The information is provided for informational purposes only.

I. The NCSVH in Black Mountain, NC (Black Mountain Facility) has been in operation since October 2012. The facility is located at 62 Lake Eden Road, Black Mountain, NC, 28711 and is a one-story building (111,000 sq ft) with 100 private rooms. It is comprised of four (4) residential buildings and one administrative building.

II. The NCSVH in Fayetteville, NC (Fayetteville Facility) officially opened in March 1999. However, as of February 2024, the Fayetteville Facility is currently closed to residents, but remains administratively open. The Fayetteville Facility is located at 214 Cochran Ave., Fayetteville, NC 28301, adjacent to the Fayetteville Veterans Affairs Medical Center. It is a one-story building (82,000 sq ft) comprised of 150 beds with ancillary support and mechanical space. There are three (3) wings with fifty (50) beds in each unit.

III. The NCSVH in Kernersville, NC (Kernersville Facility) has been in operation since October 2023.

The Kernersville Facility is located at 1795 Kernersville Medical Pkwy, Kernersville, NC 27284, adjacent to the Kernersville Veterans Health Care Center. It is a one-story building (120,000 sq

ft) comprised of 120 beds with ancillary support and mechanical space. There are four (4) wings composed of one 24-bed wing for memory care, three (3) 32-bed wings for the normal skilled nursing facility residents, and a central administrative area that is the hub for the facility.

IV. The NCSVH in Kinston, NC (Kinston Facility) has been in operation since March 2013. This facility is located at 2150 Hull Road, Kinston, NC, 28504 and is a one-story building (111,000 sq

ft) with 100 private rooms. It is comprised of four (4) residential buildings and one administrative building.

V. The NCSVH in Salisbury, NC (Salisbury Facility) has been in operation since November 1998.

The facility is located at 1601 Brenner Ave., Building #10, Salisbury, NC 28144. It is a three-story building (63,826 sq ft) containing four (4) units of 22-30 beds each, with ancillary support and mechanical space. The residents occupy the first and second floors. The ground floor is used for dining, laundry, staff locker rooms, storage, physical therapy, and several offices.

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A NCSVH in Raleigh, NC (Raleigh Facility) is planned for future development, but a timeline has yet to be determined. The future Raleigh Facility is planned to be located on Edwards Mill Road in Raleigh, NC, approximately 2 miles from Rex Hospital, and approximately 30 miles from the Durham Veterans Administration Medical Center. The design is anticipated to be a 120-bed (100,000+ sq ft) facility with ancillary support, mechanical space and a memory care wing.

2.3 CONTRACT TERM

The initial term of this Agreement shall be for a period of three (3) years and five (5) months, commencing on July 1, 2026 and ending on November 30, 2029. The intention of this term is to include a five (5) month transition period. The transition period shall run from July 1, 2026 through November 30, 2026. The awarded vendor shall begin providing full services on December 1, 2026, at which time the Agreement shall be deemed fully operational.

At the conclusion of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew this Agreement on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

2.4 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the document(s), contract or amendment; the effective award date has been completed on the document(s), by the State purchasing official, and that date has arrived or passed. The State shall not be responsible for reimbursing the Vendor for goods provided nor Services rendered prior to the appropriate signatures and the arrival of the effective date of the Agreement. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the Agreement.

2.5 CONTRACT TYPE

Indefinite Quantity Agency Specific Contract – Pursuant to 9 NCAC 6B.0701, this solicitation will establish an indefinite quantity agency specific contract between a Vendor and the State. The quantity of Goods or Services that may be used by the State is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the State of any anticipated purchase volume under any contract made pursuant to this solicitation.

The State reserves the right to make partial, progressive or multiple awards where it is advantageous to award separately by items; where more than one supplier is needed to provide the contemplated specifications as to quantity, quality, delivery, service, geographical areas; or where other factors are deemed to be necessary or proper to the purchase in question.

3.0 RFP REQUIREMENTS AND SPECIFICATIONS

3.1 GENERAL REQUIREMENTS AND SPECIFICATIONS

3.1.1 REQUIREMENTS

Requirement means, as used herein, a function, feature, or performance that the solution must provide. If the offer cannot meet the requirements, they will not be evaluated.

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3.1.2 SPECIFICATIONS

Specification means, as used herein, a detailed description that documents the function and performance of a system or system component.

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute Services, products, goods or other Deliverables. Alternate or substitute Services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

3.1.3 SITE AND SYSTEM PREPARATION

Vendors shall provide the Purchasing State Agency complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modification in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor and which would involve additional expenses to the State, shall be made at the expense of the Vendor.

3.1.4 EQUIVALENT ITEMS

Whenever a material, article or piece of equipment is identified in the specification(s) by reference to a manufacturer’s or Vendor’s name, trade name, catalog number or similar identifier, it is intended to establish a standard for determining substantial conformity during evaluation, unless otherwise specifically stated as a brand specific requirement (no substitute items will be allowed). Any material, article or piece of equipment of other manufacturers or Vendors shall perform to the standard of the item named. Equivalent offers must be accompanied by sufficient descriptive literature and/or specifications to provide for detailed comparison.

3.2 SECURITY SPECIFICATIONS

3.2.1 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE

The software solution used for operation and management of the North Carolina State Veterans Homes will be required to receive and securely manage data that is classified as High Risk. Refer to the North Carolina Statewide Data Classification and Handling Policy for more information regarding data classification. The policy is located at the following website:

https://it.nc.gov/document/statewide-data-classification-and-handling-policy.

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls. This requirement additionally applies to all Vendor-provided, agency-managed Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS) solutions which will handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted) data.

(a) Vendors shall provide a completed Vendor Readiness Assessment Report Non-State Hosted Solutions (“VRAR”) at offer submission. This report is located at the following website:

https://it.nc.gov/documents/vendor-readiness-assessment-report

(b) Upon request, Vendors shall provide a current independent 3rd party assessment report in accordance with the following subparagraphs (i)-(iii) prior to contract award. However, Vendors https://it.nc.gov/document/statewide-data-classification-and-handling-policy https://it.nc.gov/documents/vendor-readiness-assessment-report

October 9 2025 are encouraged to provide a current independent 3rd party assessment report in accordance with subparagraphs (i)-(iii) at the time of offer submission.

(i) Federal Risk and Authorization Management Program (FedRAMP) certification, SOC 2 Type 2, ISO 27001, or HITRUST are the preferred assessment reports for any Vendor solutions which will handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted).

(ii) A Vendor that cannot provide a preferred independent 3rd party assessment report as described above may submit an alternative assessment, such as a SOC 2 Type 1 assessment report. The Vendor shall provide an explanation for submitting the alternative assessment report. If awarded this contract, a Vendor who submits an alternative assessment report shall submit one of the preferred assessment reports no later than 365 days of the Effective Date of the contract. Timely submission of this preferred assessment report shall be a material requirement of the contract.

(iii) An IaaS vendor cannot provide a certification or assessment report for a SaaS provider UNLESS permitted by the terms of a written agreement between the two vendors and the scope of the IaaS certification or assessment report clearly includes the SaaS solution.

(c) Additional Security Documentation. Prior to contract award, the State may in its discretion require the Vendor to provide additional security documentation, including but not limited to vulnerability assessment reports and penetration test reports. The awarded Vendor shall provide such additional security documentation upon request by the State during the term of the contract.

3.3 ENTERPRISE SPECIFICATIONS

3.3.1 ARCHITECTURE DIAGRAMS

The two diagrams are Network Architecture and Technology Stack. The State utilizes architectural diagrams to better understand the design and technologies of a proposed solution. Details on these diagrams can be found at the following link: https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192

The provision of these two diagrams is a requirement at offer submission. If they are not supplied at that time, the Vendor’s offer will be considered non-responsive and will not be evaluated.

There may be additional architectural diagrams requested of the vendor after contract award. This will be communicated to the vendor by the agency as needed during the project.

3.3.2 SOLUTION ROADMAP

A Solution Roadmap defines the vision and strategic elements of the solution. The Solution Roadmap is a plan of action for how a Solution will evolve over time. The minimum content should include:

• Vision for the solution

• High-level functionality expected for each solution release into production environment

• High-level timeline

• Description of how customer feedback is collected and incorporated into solution enhancements

Describe the solution roadmap for your product. Include content on release strategies for functionality, roadmap for technical architecture, how scalability of solution is planned.

3.3.3 IDENTITY AND ACCESS MANAGEMENT

https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192

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The proposed solution must externalize identity and access management. The protocols describing the State’s Identity and Access Management can be found at the following link:

https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241 Describe how your solution supports the above protocols, as well as making them available for application integration/consumption.

3.3.4 INTEGRATION APPROACH

Describe proposed solution capabilities to interoperate with other solutions. Identify the standards supported, integrations platforms, adaptors, APIs, and the like.

3.3.5 DISASTER RECOVERY AND BUSINESS CONTINUITY

Describe the proposed solution capabilities related to the following areas:

Disaster Recovery Plan (DRP) – describe how proposed solution supports Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) metrics.

System Backup – describe backup plan capabilities.

Disaster Recovery Testing – describe the frequency and test procedures for end-to-end disaster recovery testing. Business Continuity Plan (BCP) – describe capabilities proposed solution can provide in support of agency’s continuity of operations and incident responses.

3.3.6 DATA MIGRATION

Describe approaches available for data conversion and/or data migration to load current data into proposed solution.

3.3.7 APPLICATION MANAGEMENT

Describe how the proposed solution monitors and reports the metrics on system performance.

Describe how the proposed solution manages user administration.

Describe the audit capabilities of proposed solution related to management of the application.

3.3.8 ACCESSIBILITY

Describe how the proposed solution complies with industry accessibility standards.

Provide product documentation that demonstrates how the proposed solution is digitally accessible or if not fully accessible, provide the roadmap with timeline for remediation.

Standards include:

• W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1:

https://www.w3.org/TR/WCAG21/

• Section 508: https://www.section508.gov/

• Voluntary Product Accessibility Template (VPAT®):

https://www.itic.org/policy/accessibility/vpat https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463390497%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e02p3b8aB5KB1xe2s6LB3ksZyRtoo09MCHTXDzO5E6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463398992%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pzgUTV7chyDcngdl6SvQJ3tAIz7RLJvSY02jf8A4SRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.itic.org%2Fpolicy%2Faccessibility%2Fvpat&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463405831%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5PxuYxDYvzebQ0oJ4qLv%2BXmBS25YhqJa3ms9L3r8c8c%3D&reserved=0

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3.3.9 ENTERPRISE, SERVICES, AND STANDARDS

Vendors should refer to the Vendor Resources Page for information on North Carolina Department of Information Technology regarding architecture, security, strategy, data, digital, identity and access management and other general information on doing business with state IT process.

The Vendor Resources Page found at the following link: http://it.nc.gov/vendor-engagement-resources. This site provides vendors with statewide information and links referenced throughout the RFP document. Agencies may request additional information.

3.4 PROPOSAL REQUIREMENTS AND SPECIFICATIONS

3.4.1 General Information:

Vendor shall respond to each of the sections below and upload its response in the Sourcing Tool.

Vendors must reference and tab relevant RFP Sections below in their response. Vendor responses should include information sufficient to demonstrate how the proposed solution, resources, experience, and approach are intended to address the Scope of Work in Section 4 of this RFP, Vendors are requested to keep responses clear and concise and should not include generic marketing materials. Responses will be reviewed as part of the evaluation process per section 3 of this RFP. All proposals must be complete and convey all the information requested in order to be considered responsive.

3.4.2 Business and Technical Requirements

The procurement process shall be limited to Healthcare Management entities that meet the minimum requirements below. Vendor shall submit with its proposal a response to each of the requirements including any documentation necessary to show compliance. A Vendor’s proposal shall be rejected if it fails to comply, demonstrate, and/or satisfy any of these requirements.

A. Minimum of five (5) years of continuous experience managing or operating a licensed skilled nursing facility, assisted living facility, or state veterans home with at least 100 beds.

B. Certification that Vendor has successfully managed or operated facilities that are licensed by a state regulatory authority and certified for participation in Medicare and Medicaid.

C. Certification that Vendor has no history of license revocation, facility closure, or suspension attributable to Vendor’s management within the past five (5) years.

D. Certification that Vendor has no pattern of substandard quality of care findings, sanctions, or civil monetary penalties imposed by Centers for Medicare and Medicaid Services (CMS), U.S.

Department of Veterans Affairs (VA), or a state regulatory agency within the past five (5) years.

E. Submission of Vendor’s audited financial statements for the past three (3) fiscal years (see section

8.2 Financial Stability and Attachment H).

F. Proof that Vendor can obtain the required $5 million dollar ($5,000,000.00) Performance Bond, $1 million dollar ($1,000,000.00) Fidelity Bond, and liability insurance (see section 8.14).

G. Certification that Vendor has an integrated Computer/Accounting and Resident Tracking System in place prior to submission of the proposal. The systems in NCSVHs currently use MatrixCare (Smart Charting). Vendor shall Describe the security requirements of proposed system to be used per Sections 3.3 and 3.4

3.4.3 Vendor Experience

http://it.nc.gov/vendor-engagement-resources http://it.nc.gov/vendor-engagement-resources

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In the Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State of North Carolina’s Veterans Homes. Description of Vendor’s experience must include the following:

A. A description of the Vendor’s philosophy and approach to resident healthcare services, personnel management, and fiscal management. Include the length of time the organization has been in business, relevant experience, and applicable service capabilities.

B. A description of the Vendor’s knowledge and understanding of nursing home care, and the Vendor’s knowledge and experience of State Nursing Home facilities or similar projects, and the VA Standards for Nursing Home Care.

C. A description of the Vendor’s knowledge and experience with operating facilities under North Carolina law, regulations, and guidelines.

D. A description of the Vendor’s knowledge and experience of VA Disability, Medicaid, Medicare, and Private Insurance filings.

E. A list of all skilled care nursing facilities, assisted living facilities, personal care facilities, or other health care facilities, providing services primarily to elderly individuals that the Vendor or Vendor’s organization has operated within the last five (5) years. For each facility, include name, address, phone number, Facility Administrator, the number of beds in the facility, the number of times receiving CMS Star Ratings, the number of awards from the American Health Care Association and National Center for Assisted Living (AHCA/NCAL), if applicable.

F. A list of all subcontractors the Vendor utilizes to provide goods and services related to the management or operation of skilled nursing homes.

G. Disclosure of any survey deficiencies of “G level” or higher, within the past three (3) years, received by facilities while under the management or operation of the Vendor, to include corrective actions taken and outcomes.

H. Disclosure of any admission holds, within the past three (3) years, imposed on facilities while under the management or operation of the Vendor, to include corrective actions taken and outcomes.

I. Disclosure of any facilities that were closed due to survey issues while under the management or operation of the Vendor.

3.4.4 Vendor Profile

In the Proposal, Vendor shall provide a comprehensive description of Vendor’s profile, that includes at a minimum, the following:

A. Certification that the Vendor is a corporation or other legal entity that operates other skilled nursing facilities licensed either by the State of North Carolina or another state.

B. A description of the Vendor’s management capabilities to successfully operate the NCSVHs in accordance with all applicable Federal, State, and local laws, regulations, and policies in accordance with this RFP.

C. A description of the Vendor’s ability to operate a State Veterans Home, including a response to these comments:

1. Explain the difference between NCSVH and other nursing homes.

October 9 2025

2. Explain how medical services are provided to residents with a VA disability rating of 70% or higher.

3. Should there be a limitation for admitting residents to NCSVH with a VA disability rating of 70% or higher as referenced in item 2 above? Vendor should respond as yes no and explain why.

D. A description of how the Vendor will provide clinical services in each of the facilities, including physician, nursing, physical therapy, occupational therapy, speech therapy, and pharmacy.

E. A description of how the Vendor will provide administrative and operational services in each of the facilities, including oversight and accountability for the timely submission of required Medicare, Medicaid, and Private Insurance claims.

F. A description of the Vendor’s knowledge and experience with compliance of Medicare and Medicaid Payroll Based Journal (PBJ) reporting. Describe vendor’s experience with quality reporting.

G. A description of the Vendor’s ability to achieve and maintain JCAHO accreditation.

H. A description of how the Vendor will provide dietary services in each of the facilities, including preparation of meals, quality of meal components, menu decisions, and kitchen cleanliness.

I. A description of how the Vendor will provide facility maintenance and landscaping services in each of the facilities, including shrubbery, mulch, grass cutting, major equipment maintenance, and management of the Capital Expenditure Report process.

J. A description of the Vendor’s capability to design a contingency plan for facility operations during a period of nontypical operations (e.g., response to COVID-19 outbreak or infectious disease, etc.).

This description should address any special staffing requirements that become necessary during the event, any special equipment packages required to supplement standard equipment, any special procedures for preparing and serving meals to residents, and/or any other activities affected by the period of “non-typical” operations.”

3.4.5 Staffing Plan

The Vendor shall describe its staffing plan for each facility, including an organizational chart, classification of employees, minimum qualifications for each classification, and the number and classification of staff on each shift for each facility. Vendor shall provide with its bid response, information as to the key personnel assigned, including the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to NCSVHs, including their resumes citing relevant experience and the responsibilities to be assigned to each person.

Additionally, describe the structure the Vendor would use while operating the five (5) current NCSVHs in Black Mountain, Fayetteville, Kernersville, Kinston, and Salisbury.

3.4.6 Statement of Legal Action

The Vendor shall provide a statement with its bid response disclosing any past or pending legal actions against the Vendor, its principals, employees, or subcontractors within the last ten (10) years, and any other legal or regulatory actions that may be relevant to the Vendor’s ability to manage or operate a licensed skilled nursing facility, assisted living facility, or state veterans home.

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4.0 SCOPE OF SERVICES

4.1 VENDOR OBLIGATIONS

4.1.1 General Obligations of the Vendor. The Vendor shall:

A. Provide clinical services 24 hours per day, seven (7) days per week to each NCSVH. The mix and number of staff shall meet resident needs as set forth by North Carolina nursing home regulations, CMS, and VA, with the more stringent requirement controlling. While the Fayetteville NCSVH is not currently open to residents, the Vendor shall provide an administrator of that home. The VA requires a registered nurse (RN) to be on duty in each facility at all hours of the day, every day.

NCDMVA requires a minimum average of at least 4.25 hours of nursing services per resident per day to meet the needs of the residents.

B. Assign one Regional Support Team to all NCSVHs. The Vendor's assigned Regional Support Team shall be limited to the oversight of only NCSVHs.

C. Provide a primary care physician licensed by the State of North Carolina to be the Medical Director for each facility. The Medical Director shall perform administrative duties and provide medical supervision at each facility, which shall comply with all State, CMS, and VA requirements, with the more stringent requirement controlling.

D. Maintain written transfer agreements with local civilian and nearby Veteran Affairs Medical Center (VAMC) and with NCDMVA for acute care situations. Vendor shall arrange transportation in such events and maintain contact with the receiving facility to ensure the return of the residents to the NCSVH or any additional State Veterans Homes that are opened and managed under this contract at the earliest possible date. The Vendor shall obtain contract with outside physicians, ambulance, radiology, labs, and others for 70% disabled residents.

E. Provide complete mortuary policies and procedures that ensure the sensitivity and expediency of death notification, documentation, and disposition of the remains for each NCSVH.

F. Take all measures to pursue Medicare, Medicaid and any other third-party payment plan pursuant to the requirements of this RFP, Federal and State Law, rules, and regulations for collecting and accounting for third-party payments. In the event the resident is a beneficiary of Medicare or any other third-party payment plan, all deductibles, co-insurance, or charges and fees for non-covered items and services shall be the responsibility of the resident. The liability for lack of billing and collection efforts will be the responsibility of the Vendor and reimbursement will be made to Contracting Agency.

G. Be responsible for the timely preparation, submission, and resubmission of all Medicare, Medicaid, and other third-party reimbursement claims in accordance with applicable federal and state laws, rules, and regulations, including deadlines established by the Centers for Medicare and Medicaid Services (CMS) and the North Carolina Medicaid Program. The Vendor shall provide NCDMVA with quarterly billing compliance reports that include, at a minimum: Total outstanding claim balances and aging, the number and percentage of claims denied, rejected or resubmitted, the average days from service to initial claim submission, and claim submission volumes by payor source. Failure to comply with this provision, resulting in loss of reimbursement, excessive claim denials, or accumulation of bad debt, shall constitute a material breach of this Agreement and may subject the Vendor to corrective action, withholding of payment, or termination, in addition to other remedies available to the state.

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H. Be responsible for collections of all past due receivables according to the Collections Policy in the NCSVH Handbook. Collections shall be addressed immediately after discovery, and every effort should be made to collect the debts. Vendor is responsible for keeping the non-payments to a minimum and closed out within 90 days.

I. Completion and submission of NCSVH Medicare and Medicaid Cost Reports are not a part of this contract.

J. Submit all new types or categories of expenses to be incurred by the homes to the Contract Manager for approval. This information must be approved prior to expense being included on the monthly invoice.

K. Submit an annual budget to NCDMVA for approval, which shall include the number of positions to be staffed in each facility. Any increases or decreases in staffing shall be approved by the Contract Manager and, if applicable, State Procurement officials, prior to implementation.

L. Implement a Volunteer Program that maximizes utilization of community resources to enhance the quality of life for all residents. The Vendor shall provide an Activity Director who will also serve as the Volunteer Services Coordinator to ensure integration with volunteer service programs within the community.

M. Protect and hold all confidential materials and information to meet State and Federal regulations, requirements and law. The Vendor shall comply with the provisions of the Federal Privacy Act, Freedom of Information Act, HIPAA, State requirements and other pertinent guidelines for safeguarding the confidentiality of such data.

N. The Contracting Agency owns all passenger vehicles including vans, minivans, buses with wheelchair lifts capabilities, and pick-up trucks. All state vehicles are licensed by the State with State license plates and insurance. The two 20-passenger vehicles require a CDL driver's license.

A request shall be submitted by the Vendor to the Contracting Agency: ATTN: Contract Manager, for any driver to be permitted to drive the State vehicles. This request should include the following information and shall not be limited to: Current North Carolina driver's license, social security card, drug test results, and the Transportation Training Forms must be dated and signed. In order for the Vendor's employees to operate State-owned passenger/non-passenger vehicles, the Vendor must have the minimum automobile insurance coverage set forth in Insurance, Automobile Insurance. Such coverage must provide liability coverage for the Vendor's employees operating the subject vehicles and Vendor's insurance shall provide primary coverage if a Vendor's employee is involved in an accident while operating a State-owned passenger/non-passenger vehicle.

(Vendor may have to obtain a rider or other document reflecting its insurer's acknowledgement that its policy will be primary in the event of the specified accident.)

O. Submit all non-routine, additional, or special service requests that fall outside the scope of this Agreement to the Contract Manager.

P. Provide a daily recap of residence and partner health status to the Contract Manager, as required, during periods of non-typical operations (ie: while in the midst of an infectious disease outbreak, natural disaster, etc).

Q. Provide a weekly Census recap for residence at each facility to the Contract Manager.

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R. Participate in a weekly call with the Contracting Agency to review operational status of facilities, and coordinate future requirements as required.

S. Coordinate with the Contracting Agency on any media requests or responses to media inquiries.

T. Provide physical, occupational, and speech therapy at each facility, as required.

U. Provide consumable medical supplies for residents, as required.

V. Provide resident transportation to and from medical appointments at other medical facilities, as required.

W. Develop contingency plans for continuous clinical operations during non-typical operational environments.

X. Provide appropriate dietary staff, including a dietician and dining facility manager, at each facility.

Y. Provide all food supplies for the facility. Meals prepared at the facility will be based on residence choices and physicians’ orders.

Z. Establish appropriate meals times for residents, as required.

AA. Develop contingency plans to address meal distribution during non-typical operations environments.

4.1.2 Maintenance Obligations of the Vendor. The Vendor shall:

A. Keep each of the facilities in good repair, excepting normal wear and tear. The Vendor shall maintain the facilities in the same condition, as noted at the inception of the contract and shall return the facilities to the Contracting Agency in the same condition at contract termination.

B. Utilize properly trained and/or certified in-house personnel or third-party personnel to maintain each of the facility’s equipment, systems, and the facility’s grounds including, but not limited to, landscaping, lawns, planted beds, gardens, and parking areas.

C. Provide appropriate maintenance staffing, including a facility maintenance manager, subject matter experts on facility equipment and maintenance requirements, and landscaping professionals.

D. Identify any capital equipment purchases, complete a Capital Expenditure Request (CER) with necessary supporting documentation and forward to the Contracting Agency for approval. This step must be taken prior to actual contract for purchase.

E. Maintain adequate supply of landscaping consumables as required.

F. Maintain maintenance records on all equipment assigned to the facility.

G. Coordinate quotes for maintenance-oriented capital purchases, as identified by a maintenance inspection.

H. Coordinate with contractors for repairs and renovations.

I. Turn in any unserviceable equipment or furnishings to the Contracting Agency Representative (Veteran Service Officer) at the facility so that proper accountability can be executed.

4.1.3 Staffing Obligations of the Vendor (for Each Facility). The Vendor shall:

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A. Designate a licensed nursing home Administrator for each facility, who shall operate the facility and its program, a Director of Health Services, and a Medical Director for each facility. The Contract Manager shall have final approval for the hiring or firing of these positions for the NCSVH.

B. Ensure that all physicians practicing within each of the facilities are credentialed according to VA requirements and that each physician maintains said credentials.

C. Warrant and represent that all persons assigned to perform work under this contract shall be employees of the Vendor or an authorized subcontractor. The Vendor shall ensure that licensure and certification requirements of both full-time and part-time personnel meet both Federal and State specifications both in-kind and in number.

D. The Contract Manager or any State or Federal governing agency with the approval to do so may require the Vendor to conduct more extensive investigations on key personnel. Personnel files will be open to inspection by Contract Manager during the hours of 8:00 a.m. to 5:00 p.m. if required and requested.

E. The Vendor shall not, as part of its agreement with employees or subcontractor, prevent any employees or subcontractor from working at the NCSVH in the event of cancellation or termination of the contract for any reason.

F. Ensure continued operation and staff coverage in the event of a labor dispute or strike.

G. All contracts established by the Vendor, above $10,000.00, must be maintained at the homes; and records must be available for immediate review by Contracting Agency at time of request.

4.1.4 Administrative Obligations of the Vendor: The Vendor shall:

A. Assign or provide a Regional Support Team (Regional Director of Nursing, Regional Finance Director, Regional Vice President, Regional Admissions Coordinator, Regional Environmental Consultant, and Regional Clinical Reimbursement Consultant) that shall exclusively oversee the operations of NCSVHs covered by this Agreement. Members of the Regional Support team shall not provide services to, or divide their responsibilities with, any non-NCSVH facility, client, or operation during the term of this Agreement. The Vendor shall submit an annual written certification to NCDMVA certifying compliance of this provision.

B. Develop, implement, and maintain all standard policies and procedures necessary for maintenance of resident care in accordance with Federal and State standards. The Contract Manager shall review and approve all policies and procedures proposed and in use at the NCSVH that are not healthcare related. All policies and procedures shall be maintained in each facility and will become the property of the Contracting Agency. The Vendor shall submit the policies and procedures to Contracting Agency, within ninety (90) days after contract award. for approval before implementation.

C. The systems in NCSVHs are currently MatrixCare (Smart Charting). Vendor will have an operational, integrated Computer/Accounting and Resident Tracking System. Electronic Charting Systems must be compatible with current resident information systems above.

D. Develop and maintain an admission policy to admit new residents to each facility. Routinely brief current residents on the services and benefits available to veterans at each facility. Vendor's programs shall be subject to Contract Manager's approval; in addition, shall have final approval of

October 9 2025 public information, media releases, and informational materials- disseminated. The Vendor shall submit the policies and procedures to Contracting Agency, within ninety (90) days after contract award, for approval before implementation.

E. Verbally notify Contract Manager immediately when a facility is notified of any abuse or suspected abuse of a resident, any unexpected or unexplained injury or death of a resident, or any immediate threat to the health or safety of a resident, and any other notifications as required by all Federal and State entities. Finalized notification shall be promptly submitted in writing within 24 hours of any such incident.

F. Provide mandatory reporting to NCDMVA following all regulatory or accrediting body surveys, including but not limited to surveys conducted by the Centers for Medicare and Medicaid Services (CMS), the U.S. Department of Veterans Affairs (VA), The Joint Commission on Accreditation of Healthcare Organizations (formerly JCAHO), and the Department of Health and Human Services.

The Vendor shall provide NCDMVA with a copy of the survey report, along with any associated findings, corrective action plans, or responses, within ten (10) business days of receipt by the Vendor.

G. Provide copies of any inspections and/or VA surveys conducted on the facility once the inspection is completed.

H. Keep records of work provided and be available to discuss, either hard copy of electronic version as dictated by best business practices and/or regulatory guidance.

I. Provide all records and documentation related to the management and operation of NCSVHs for review and audit as required by the Contracting Agency or State of North Carolina.

J. Provide a monthly invoice documenting staffing costs, capital equipment purchases, capital improvement costs, routine maintenance costs, capital maintenance purchases, dietary purchases, and consumable supply purchases. Invoices will be due to the Contracting Agency not later than the 15th day of the month (25th day of the month at quarter end) for the previous month’s service.

4.1.5 Safety Obligations of the Vendor: The Vendor shall:

Comply with all Federal, State, and local fire, safety, and health regulations to either meet or exceed requirements.

4.1.6 Equipment Obligations of the Vendor: The Vendor shall:

A. Provide the computers and software necessary for maintaining Vendor's accounting system and Medical Records to Vendor's corporate office or such other location that Vendor uses to maintain its accounting system(s). The Contracting Agency does not PAY FOR TRAINING on the accounting system.

B. Be responsible for maintaining and performing preventive maintenance for all equipment under warranty and notify Contract Manager immediately of all warranty service issues for follow-up.

C. Be responsible for routine maintenance on all equipment at the facility.

4.1.7 Vendor’s Point of Contact: The Vendor will designate individuals within the management company for the State to contact and they will be limited to 2 (two) contacts.

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4.2 VENDOR DELIVERABLES

A. Assume full responsibility for management and supervision of the daily operations for the NCSVH.

B. Provide all services associated with operational and management of a licensed nursing facility as required by all applicable laws, rules, regulations, standards and policies, of Federal, State and local governments, and any…