7-RFP 25-51 Health and Hygiene Vending Machine.docx

MONTGOMERY COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES

Montgomery County RFP 25-51 Department of Health and Human Services – Office of Drug and Alcohol Health and Hygiene Vending Machine

Overview and Introduction Montgomery County Profile:

Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with nearly 861,000 residents, is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

Office Summary:

This project is funded by Montgomery County, PA, Department of Health and Human Services, Office of Drug & Alcohol (ODA) and the Office of Public Health (OPH).

ODA is the Single County Authority (SCA) in Montgomery County as designated by the Pennsylvania Department of Drug and Alcohol Programs (DDAP). The Montgomery County SCA is responsible for planning, coordinating and oversight of all publicly funded substance use disorder prevention, intervention, case management, treatment and recovery support services to eligible Montgomery County residents. The goals of the Office of Drug and Alcohol as outlined by DDAP are to: prevent people from abusing drugs and alcohol; intervene in a timely, helpful way with persons already experimenting with drugs and alcohol; to provide needed treatment services to people dependent on drugs and/or alcohol; case management; and recovery support services to assist people to obtain treatment and support people with services once discharged from treatment.

OPH is responsible for protecting public health through the promotion, administration, and enforcement of the Public Health Code by: 1) Preventing the spread of illness and infectious disease; 2) Providing high-quality health care at County health clinics; 3) Protecting against environmental hazards; 4) Planning and responding to health emergencies; 5) Encouraging healthy behaviors to prevent chronic disease; 6) Setting health policy; and 7) Collecting, analyzing, and reporting on a variety of public health data

Project Background and Objective:

The intention of this RFP is to lease a Health and Hygiene Vending Machine (HHVM) funded by Opioid Settlement Funds (OSF) and Overdose Data 2 Action (OD2A) grant funds through collaboration between the Office of Drug and Alcohol (ODA) and the Office of Public Health (OPH). The primary role of the machine will be to dispense free and low barrier health products including hygiene products and covid/flu tests, as well as harm reduction supplies such as Narcan and drug test strips. Additionally, it will have the ability to collect data, produce reports, and interact with its users by providing resources and information.

Statement of Purpose: vending machines provide an evidence-based, easily accessible method for people who use drugs (PWUD) to obtain a range of risk reduction supplies with minimal to no requirements for usage. In addition to Narcan and drug-testing strips, it is the intention of the HHVM Project to also offer naloxone administration instructions, overdose education, safer drug use tips, and information on referral resources.

Scope of Work Detailed Description of Services or tangible work product requested:

Deliverables for this contract include:

· Delivery of one (1) smart, temperature-controlled, outdoor vending machine capable of dispensing health and hygiene products and supplies 24/7 to Montgomery County, PA

· Ability to collect data on items dispensed and provide customizable reports

· Option for users to create anonymous accounts to track machine use trends

· Remote inventory capabilities

· Ability to provide information and resources to users, customizable to the needs of the County, including how-to videos

· Opportunity for custom branding, design, and graphics

· Technical support availability in addition to tailored onboarding, implementation and training

Montgomery County, PA SCA plans to lease one (1) HHVM for two (2) years to be placed at a strategic location in Montgomery County, PA. The HHVM will supplement existing harm reduction programs, allowing for low barrier access to health, hygiene, and harm reduction supplies at any hour of the day or night. The HHVM Project will target PWUD that either reside in, or frequent, the area in which the HHVM is located, in addition to individuals who need resources, hygiene, and health-related products. The SCA will determine what area in the county has an identified need for harm reduction supplies, contingent on community buy-in, and a community partner willing to host the HHVM machine.

In addition to the HHVM itself, we require that the machine be a smart device that utilizes data and smart screen features to provide information and resources to its users, in addition to dispensing supplies. This smart device will provide data back to the SCA regarding supplies distributed, current inventory, as well as data on users who agree to creating a user account. This data will be de-identified, collecting no PHI of the users of the machine.

The supplies themselves are not a part of this RFP. The SCA anticipates being able to supply the machines with Narcan and testing strips provided by the county at no charge and will explore opportunities with other entities to supply the machine with health and hygiene-related products mentioned previously.

Specifics of purchase:

SCA plans to lease one (1) HHVM for a two (2) year period, with an option to continue the lease based on funding availability. The initial contract period would be 2/1/26 through 1/31/28. Funding will be shared by the CDC OD2A grant, and OSF funds.

General Disclaimers:

· The organization must be in good performance standing with County, State, or Federal oversight bodies. Current or unresolved findings will be reviewed by Montgomery County HHS for all APPLICANTS. These findings may influence final award of contract.

Selection Process and Responses:

The SCA will conduct a thorough RFP process that entails a technical, fiscal and executive review. The organization with the highest score will be awarded the contract. The RFP will be posted for four weeks starting on 9/26/25 and submissions will be accepted until 10/23/25.

Requirements

· Outdoor, temperature-controlled, low barrier vending machine

· Remote monitoring with ability to produce reports

· Have at least three (3) years of experience manufacturing and providing vending machines

Monitoring Requirements Performance Metrics, Outcomes, Standards, and Reporting Requirements

· Key Performance Indicators (Outcomes & Objectives to be achieved)

· 100% of users are presented the option to create a user account.

· The vending machine will have a 99% dispense success rate.

· Reporting Requirements: The contractor shall adhere to the reporting requirements and schedules outlined below. The contractor will be responsible for collecting and reporting relevant metrics and data to designated personnel within the Department of Health and Human Services (HHS). Specific points of contact for reporting will be identified and communicated to the contractor at the time of contract execution.

Technological and Data Governance Requirements

· Data

· Montgomery County Health and Human Service is the sole owner of the data contained within this RFP and any and all reports requested. No additional fees will be assessed by contractor for full download of data collected.

· Confidentiality

· The Contractor agrees to protect the confidentiality of the County’s confidential information.

· The Contractor shall not use or disclose any information about a recipient receiving services from, or otherwise enrolled in, a County program affected by or benefiting from Services under the Contract for any purpose not connected with the Contractor’s responsibilities, except with consent pursuant to applicable law or regulations. All material associated with direct disclosures of this kind (including the disclosed information) shall be provided to the County prior to direct disclosure.

· Compliance with Laws. Contractor will comply with all applicable laws or regulations related to the use and disclosure of information, including information that constitutes Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA).

· Data Breach or Loss

· The Contractor shall comply with all applicable data protection, data security, data privacy and data breach notification laws, including but not limited to the Breach of Personal Information Notification Act, Act of December 22, 2005, P.L. 474, No. 94, as amended, 73 P.S. §§ 2301—2329.

· For Data and Confidential Information in the possession, custody, and control of the Contractor or its employees, agents, and/or subcontractors:

· The Contractor shall report unauthorized access, use, release, loss, destruction or disclosure of Data or Confidential Information (“Incident”) to the County within one (1) hour of when the Contractor knows of or reasonably suspects such Incident, and the Contractor must immediately take all reasonable steps to mitigate any potential harm or further access, use, release, loss, destruction or disclosure of such Data or Confidential Information.

· The Contractor shall provide timely notice to all individuals that may require notice under any applicable law or regulation as a result of an Incident. The notice must be pre-approved by the County. At the County’s request, Contractor shall, at its sole expense, provide credit monitoring services to all individuals that may be impacted by any Incident requiring notice.

· The Contractor shall be solely responsible for any costs, losses, fines, or damages incurred by the County due to Incidents.

· As to Data and Confidential Information fully or partially in the possession, custody, or control of the Contractor and the County, the Contractor shall diligently perform all of the duties required in this section in cooperation with the County, until the time at which a determination of responsibility for the Incident, and for subsequent action regarding the Incident, is made final.

· Sensitive Information

· The Contractor shall not publish or otherwise disclose, except to the County or the Contractor’s subcontractors and except matters of public record (which is to be determined entirely in the discretion of the County), any information or data obtained hereunder from private individuals, organizations, or public agencies.

· THE PARTIES SHALL NOT USE OR DISCLOSE ANY INFORMATION ABOUT A RECIPIENT RECEIVING SERVICES FROM, OR OTHERWISE ENROLLED IN, A COUNTY PROGRAM AFFECTED BY OR BENEFITING FROM SERVICES UNDER THIS CONTRACT FOR ANY PURPOSE NOT CONNECTED WITH THE PARTIES’ CONTRACT RESPONSIBILITIES EXCEPT WITH CONSENT PURSUANT TO APPLICABLE STATE AND FEDERAL LAW AND REGULATIONS. ALL DOCUMENTS ASSOCIATED WITH DIRECT DISCLOSURES OF THIS KIND MUST BE ANNOUNCED TO AND OPEN FOR INSPECTION BY THE COUNTY.

Cost Proposal Funding will depend on the availability of OSF and OD2A funds. Should the funding be reduced below the estimated level, the funds available for the contract may be reduced or terminated per notice by the Montgomery County SCA.

Total available funds for 2-years: $74,100 Anticipated annual allocations: Y1: $41,100 / Y2: $33,000

Contract Period with Option to Extend/Renew The initial term of the RFP will be for two (2) years, starting 2/1/2026 through 1/31/2028, with the option to extend or renew, based on success of the project and funding availability.

PROPOSAL SUBMITTAL

Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

QUESTIONS

All questions regarding this Specification must be submitted via the Messages/Vendor Discussions section of this Solicitation in Bonfire.

RFP Response Narrative Format Template

Introduction The format that follows is to be used in preparing your proposal in response to the RFP. The applicant’s operations, plans, capabilities, and prior experience are of primary interest to Montgomery County Department of Health and Human Services. The completed proposal must follow the format shown and may not exceed 14 pages, excluding title page and requested attachments.

Title Page: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

Background Statement and Prior Experience

1. Provide a brief (no more than one page) description of the applicant’s business, including:

· History and future plans

· Vendor size

· Vendor financial stability (include copy of most recent audit as an attachment)

· Number of years in business

· Provider Identification (EIN)

· Corporate name and address

· Contact person(s) name, telephone number and email

2. Describe the applicant's broad purpose for serving its community as stated in its mission statement and the goals it hopes to achieve.

3. Please describe an overview of the services you currently deliver. Please include details on your prior experience with these types of vending machines, a listing of other contracts you have maintained, and testimonials you might be able to provide.

Service Description Please respond to each question below:

1. Describe in detail your process for delivery and setup of one (1) smart, temperature-controlled, outdoor vending machine capable of dispensing health and hygiene products and supplies 24/7 to individuals in Montgomery County, PA.

2. Describe in detail your process for customizing the machine to fit various sizes of products.

3. Describe your HHVM’s ability to collect de-identified and HIPAA compliant data on items dispensed and its provision of customizable reports to the SCA. Will this data be accessible remotely? Will inventory data be accessible remotely? In addition to customizable reports, will raw data be available for download?

4. Describe the ability for users to create anonymous accounts to track machine usage over time. How will users be able to access the health and hygiene products and supplies with little to no barriers? Provide as much detail as possible on this process.

5. Describe the smart features of your HHVM. Will it have the ability to provide customizable information and resources to users, based on the needs of the County. Will this include the possibility to display how-to videos on the health and hygiene products and supplies?

6. Describe the ability for customizable branding, design, and graphics as well as your process for collaboration during the design phase.

7. Describe the availability of onsite and remote technical support. In the case of HHVM malfunction, describe the process for limiting downtime and bringing the machine back to operational. In addition, please provide what tailored onboarding, implementation and training would look like.

8. Please confirm that the HHVM will be able to endure outside temperatures and weather conditions in Montgomery County, PA. In addition to being outdoors, the HHVM will need to have temperature control capabilities. Provide details on the specifications of your HHVM.

9. Include a timeline for development and delivery of an HHVM, assuming a 2/1/2026 start date. Or, if unable to meet that deadline, explain why and provide a revised timeline that would be more realistic for your organization.

Agency Organization

1. Montgomery County has transitioned to electronic contracting through the use of Docusign. Please identify the following individuals within your organization who would be responsible for the contract:

· 2 authorized signers, one as primary signer and the second as witness (including name, title, and email addresses);

· Staff included under this contract, if awarded, by position title(s); and

· Any administrative requirements.

Data Reporting

1. Comment on your capabilities to maintain all performance metrics and reporting requirements as listed in this RFP, to include but not limited to:

· Real time Inventory Counts

· Usage over time for each item in inventory

· Usage by user account

· Usage by user zip code

· Basic demographics of each user

2. Comment on your technological capabilities regarding

· Data

· Confidentiality

· Data Breach or loss

· Sensitive Information Fiscal, Cost Proposal/Budget, and Invoicing

· Comment on your capabilities to maintain all required documentation and monitoring requirements listed in this RFP.

· Describe your billing process, including payment expectations, and timing and consistency of invoicing.

· Submit a budget (using the attached HDA-311 form). Include a narrative with your budget.

List of Attachments to be Submitted

· Organizational chart

· Letters of Support, at least 2, from other organizations you have provided vending services to

· Provide an example of a typical report on usage you would provide

· Job descriptions pertinent to contract

· Budget or cost proposal

· License(s), certification(s) (if applicable)

· Most recent audit report

· If awarded contract a Certificate of Insurance (COI) will need to be issued listing the specific office as a holder image1.png