923456-26-5-3.pdf

ST. TAMMANY PARISH

MICHAEL B. COOPER

PARISH PRESIDENT

PROCUREMENT DEPARTMENT

P.O. BOX 628 | COVINGTON, LOUISIANA | 70434 | PROCUREMENT@STPGOV.ORG 985-898-2520

WWW.STPGOV.ORG

NOTICE OF REQUEST FOR PROPOSALS

ST. TAMMANY PARISH

St. Tammany Parish Government is seeking responses for the following project:

RFP# 26-5-3 – Rebid Jail Health Care Services

This RFP is available online at: LaPAC – Louisiana Procurement and Contract

Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1

It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP.

Responses will be received by the Department of Procurement, until 2:00 pm CST Tuesday, June 16, 2026. Each response will be evaluated by designated Parish personnel after the submission deadline and public opening has passed.

Each Proposal must be sealed. The outside of the envelope, box or package should be marked with the Proposer’s Name and Address, the Proposal Name, the RFP #, and the Proposal Opening Date.

The successful Respondent must supply St. Tammany Parish Government with all required documentation as specified in the RFP documents. Said Respondent must also be in Good Standing and licensed to do business in the State of Louisiana.

Proposals will be received at the St. Tammany Parish Government Department of Procurement

Office, 21454 Koop Dr., Suite 2F, Mandeville LA., 70471 from each Respondent or his agent, or by certified mail with return receipt requested.

Procurement Department https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=185

REQUEST FOR PROPOSAL

ST. TAMMANY PARISH GOVERNMENT

Rebid Jail Health Care Services

RFP Number: 26-5-3

Proposal Opening Date: Tuesday, June 16, 2026

Proposal Opening Time: 2:00PM

May 12, 2026

TABLE OF CONTENTS

PART I: OVERVIEW

1.1 Background/Purpose

1.2 Definitions

1.3 Schedule of Events

1.4 Proposal Submittal

1.5 Proposal Response Format

PART II: Technical Proposal

2.1 Technical Proposal

2.2 Period of Agreement

2.3 Price Schedule

2.4 Deliverables

2.5 Location

PART III: EVALUATION

PART IV: PERFORMANCE STANDARDS

4.1 Performance Requirements

4.2 Performance Measurement/Evaluation

PART V: GENERAL PROVISIONS

5.1 Legibility/Clarity

5.2 Confidential Information, Trade Secrets, and Proprietary Information

5.3 Proposal Clarifications Prior to Submittal

5.3.1 Pre-proposal Conference

5.3.2 Proposer Inquiry Periods

5.3.3 Blackout Period

5.4 Errors and Omissions in Proposal

5.5 Performance Bond

5.6 Changes, Addenda, Withdrawals

5.7 Withdrawal of Proposal

5.8 Material in the RFP

5.9 Waiver of Administrative Informalities

5.10 Proposal Rejection

5.11 Ownership of Proposal

5.12 Cost of Offer Preparation

5.13 Non-negotiable Contract Terms

5.14 Taxes

5.15 Proposal Validity

5.16 Prime Provider Responsibilities

5.17 Use of SubProviders

5.18 Written or Oral Discussions/Presentations

5.19 Acceptance of Proposal Content

5.20 Evaluation and Selection

5.21 Contract Negotiations

5.22 Contract Award and Execution

5.23 Acknowledgment and Waiver of Protest Rights

5.24 Notice of Intent to Award

5.25 Insurance Requirements

5.26 SubProvider Insurance

5.27 Indemnification and Limitation of Liability

5.27.1 Duty to Defend

5.27.2 Provider Liability

5.27.3 Force Majeure

5.27.4 Indemnification

5.27.5 Intellectual Property Indemnification

5.28 Fidelity Bond Requirements

5.29 Payment

5.29.1 Payment for Services

5.30 Termination

5.30.1 Termination of the Contract for Cause

5.30.2 Termination of the Contract for Convenience

5.30.3 Termination for Non-Appropriation of Funds

5.30.4 Default of Provider

5.31 Assignment

5.32 No Guarantee of Quantities

5.33 Audit of Records

5.34 Civil Rights Compliance

5.35 Record Retention

5.36 Record Ownership

5.37 Content of Contract/ Order of Precedence

5.38 Contract Changes

5.39 Substitution of Personnel

5.40 Governing Law

5.41 Anti-Kickback Clause

5.42 Clean Air Act

5.43 Energy Policy and Conservation Act

5.44 Clean Water Act

5.45 Anti-Lobbying and Debarment Act

Attachment “A” – Pricing Sheet Attachment “B” – Sample Contract Attachment “C” – Acknowledgment and Waiver Attachment “D” – Insurance Requirements Attachment “E” – Affidavits Attachment “F-1” – Sample Scoring Matrix Attachment “G” – Sample Corporate Resolution Attachment “H” – Sample Certificate of Insurance

REQUEST FOR PROPOSAL

FOR

Rebid Jail Health Care Services

PART I: OVERVIEW

1.1 Background/Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified health care firms for the St. Tammany Parish Jail. The operation includes responsibility for all healthcare services, as well as pharmaceutical supplies, labor, license, insurance, medical supplies, and everything required to provide daily inmate medical services.

The average daily Parish inmate population in the facility shall include both male and female inmates. The projected daily inmate population for this facility is 625. However, proposals will be based on populations of up to 700.

Submittal of a proposal does not create any right or expectation to a contract with Parish.

1.2 Definitions

A. Shall – The term “shall” denotes mandatory requirements.

B. Must - The term “must” denotes mandatory requirements.

C. May - The term “may” denotes an advisory or permissible action.

D. Should – The term “should” denotes a desirable action.

E. Provider – A Proposer who contracts with the Parish.

F. Parish - St. Tammany Parish Government.

G. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral communications/presentations with responsible Proposers who submit proposals in response to this RFP.

H. RFP – Request for Proposal.

I. Proposer – Person or entity responding to this RFP.

J. Agreement – A contract between the Provider and the Parish.

K. Evaluation Committee – Committee established for the purposes of evaluating proposals submitted in response to this RFP.

1.3 Schedule of Events

Date Time (CT)

1. RFP Available May 20, 2026 8:00 AM

2. Pre-Proposal Conference (if required):* Omitted as not applicable to this RFP

3. Deadline to receive written inquiries June 5, 2026 2:00 PM

4. Deadline to answer written inquiries June 11, 2026 2:00 PM

5. Proposal Opening Date June 16, 2026 2:00 PM (deadline for submitting proposals)

6. Oral discussions with proposers, if applicable TBD

7. Notice of Intent to Award to be mailed TBD

8. Contract Initiation TBD

NOTE: The Parish reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP.

1.4 Proposal Submittal

This RFP is available online at: LaPAC – Louisiana Procurement and Contract

Network:https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1

NOTE: LaPAC is the State’s online electronic solicitation notification system on the Office of

State Procurement website. LaPAC provides an immediate e-mail notification to subscribing vendors of a STPGOV solicitation and any addenda posted. To receive the e-mail notification, vendors must register in the LaGov portal. Registration is intuitive at the following link:

https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg

It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a proposer’s failure to download any addenda documents required to complete an RFP.

All proposals shall be received by the Procurement Department no later than the date and time shown in the Schedule of Events.

https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg

Important - - Clearly mark outside of the sealed envelope, box or package with the following information and format:

Χ Name and Address of Proposer Χ Proposal Name: Rebid Jail Health Care Services

Χ RFP #: 26-5-3

Χ Proposal Opening Date: Tuesday, June 16, 2026

Proposals may only be sent via certified mail, hand-delivery or courier service to our physical location at:

St. Tammany Parish Government Procurement Department 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471

Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The Parish is not responsible for any delays caused by the proposer’s chosen means of proposal delivery.

Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal opening date and time shall result in rejection of the proposal.

If the Proposer has not done business with the Parish, the Proposer should submit a W-9 with their response.

1.5 Proposal Response Format

Proposals submitted for consideration should follow the format and order of presentation described below:

A. Cover Letter: The cover letter should exhibit the Proposer’s understanding and approach to the project. It should contain a summary of Proposer’s ability to perform the services described in the RFP and confirm that Proposer is willing to perform those services and enter into a contract with the Parish.

ATTENTION: Please indicate in the Cover Letter which of the following applies to the signer of this proposal. Evidence of signature authority shall be provided upon the Parish’s request.

1. The signer of the proposal is either a corporate officer who is listed on the most current annual report on file with the secretary of state or a member of a partnership or partnership in commendam as reflected in the most current partnership records on file with the secretary of state. A copy of the annual report or partnership record must be submitted to the Parish before contract award.

2. The signer of the proposal is a representative of the Proposer authorized to submit this proposal as evidenced by documents such as, corporate resolution, certification as to corporate principal, etc. If this applies, a copy of the resolution, certification or other supportive documents must be submitted to the Parish before contract award.

The cover letter should also:

1. Identify the submitting Proposer and provide its federal tax identification number;

2. Identify the name, title, address, telephone number, fax number, and email address of each person authorized by the Proposer to contractually obligate the Proposer; and

3. Identify the name, address, telephone number, fax number, and email address of the contact person for technical and contractual clarifications throughout the evaluation period.

B. Table of Contents: Organized in the order cited in the format contained herein.

C. Proposer Qualifications and Experience: Minimum qualifications for all proposers as referenced in Section 2.1

D. Proposed Solution/Technical Response: Illustrating and describing proposed technical solutions and compliance with the RFP requirements

E. Innovative Concepts: Presentation of innovative concepts, if any, for consideration.

F. Financial Proposal: Proposer’s fees and other costs, if any, shall be submitted on Attachment “A”. Prices proposed shall be firm for the duration of the contract. This financial proposal shall include any and all costs the Proposer wishes to have considered in the contractual arrangement with the Parish.

G. Additional Information: Each Proposer should submit any other information deemed pertinent by the Proposer including terms and conditions which the Proposer wishes the Parish to consider.

H. Acknowledgment and Waiver: Proposer shall execute and have notarized an Acknowledgment and Waiver (Attachment “C” hereto).

I. Multiple Copies of Response: Each Proposer shall submit one (1) signed original response. Four (4) additional copies of the proposal should be provided and one

(1) electronic copy via USB or CD.

PART II: Technical Proposal

2.1 TECHNICAL PROPOSAL

The Technical proposal paragraphs must correspond to the numbered sections below:

1. Those responding to this RFP must follow its procedures and requirements. Failure to comply with or complete any part of this RFP may result in rejection of the proposal. All proposals must include:

a. A cover Letter

b. A list of the personnel who will be in direct contact with staff and inmates along with their resume, qualifications, and the percentage of their job that will be devoted to this contract.

c. All proposals must include a brief resume of all similar projects your firm has performed for the past three years. Each project listed shall include the names and phone numbers of a contact person for the project for review purposes.

d. All proposals must list a name, address and administrator, all detention or correctional facilities where the proposer has obtained accreditation by the American Correctional Association and other recognized body according to the National Commission of Correctional Health Care standards (i.e., ACA, etc.)

e. An organizational chart demonstrates the reporting structure and the resilience of your organization to personnel change.

f. Three (3) references from clients for whom the Proposer has preformed similar scope of services.

MINIMUM QUALIFICATIONS FOR ALL PROPOSERS

1. The proposer must demonstrate the knowledge and ability to obtain American Correctional Association Accreditation and the quality of its care by having obtained that accreditation in a jail which is of a size comparable or larger to that of St. Tammany Parish.

2. The proposer must demonstrate its ability to provide a health care system specifically for St. Tammany Parish. It must demonstrate its ability for an immediate contract start-up as of contract date, that it has a proven system of recruiting staff and it has adequate support staff in its central office capable of competently supervising and monitoring its operation at St. Tammany Parish as well as supplemental resource backup as may be necessary.

3. The proposer must demonstrate the ability to provide a system of technical and medical support to the on-site personnel.

4. The proposer must demonstrate the ability to prepare and implement written policies and procedures which comply with all standards and requirements set forth herein, and to conduct an annual evaluation of compliance with its policies and procedures.

5. The Proposer must demonstrate the ability to maintain an open and collaborative relationship with the administration and staff of the Sheriff’s Office and Jail Facility.

STAFFING/PERSONNEL

a) All proposals must contain an appropriate weekly staffing matrix. Staffing matrix should include all relevant information as indicated in the sample breakdown of personnel provided below (Note: information listed below is for demonstrative purposes only and does not represent desired or anticipated staffing matrix).

Personnel Hrs/Wk FTE Medical Providers

Medical Director (MD) 24 0.6 Midlevel Provider (NP /PA) 40 1

Oversite Operations Health Services Administrator (RN) 40 1.00 Director of Nursing (RN) 40 1.00 Administrative Assistant / Health Information Technician

40 1.00

Clinic Registered Nurse (RN) 84 2.10

LPN-PA 168 4.20

LPN-AP 84 2.10

LPN-PA 84 2.10

Pill Team

LPN-AP 336 8.40

Mental Health Psychiatrist 8 0.20 MH Professional (LPC / LCSW) 60 1.50

Dental Dentist 6 0.15 Total Payroll 1,014 25.35

b) Awarded vendor will make a concerted and dedicated effort to seek and process health insurance reimbursements to help reduce overall costs. As such, vendors may choose to include a position (i.e. Administrative Assistant) in their staffing matrix that is dedicated to health insurance reimbursement.

c) Proposers must also include a section summarizing the need for each position included in their staffing matrix. Summary should also include anticipated “day-to-day” duties and responsibilities for each position.

ACCREDITATION STANDARDS

All proposals must demonstrate that the proposer has the willingness and the ability to meet or exceed all current accreditation standards (American Correctional Association (ACA), National Commission on Correctional Health Care (NCCHC) and be willing to comply to any additional standards St. Tammany Parish desires to pursue.

DATA REPORTS

All proposals must demonstrate that the proposer can provide accessible data reports monthly and as needed or requested. Ultimately the St. Tammany Parish Sherriff’s office or Parish Government may use these data reports for purposes of; supporting outside funding opportunities, assessing the services provided, identifying health trends, chronic/acute disease trends, outbreak concerns, etc.

PROTECTION OF RIGHTS

• In addition to inspecting and reviewing the Provider’s services to determine their acceptability, the Parish shall be empowered to inspect and review the Provider’s services in progress at such reasonable times as desired by St. Tammany Parish.

• No reports or other documents produced in whole or part under the contract shall be the subject of an application for copyright by or on behalf of the Provider, and all rights are reserved for St. Tammany Parish.

• The Sheriff, Warden, or Chief Administrative Officer shall have the right to suspend a contracted employee.

DAILY INMATE CENSUS

• A daily computer-generated census listing of all inmates constitutes the grouping of individuals for which the Provider will be responsible for providing medical care.

• Excluded from the Provider’s responsibility will be those inmates in custody at hospitals, on temporary release or furlough, including inmates temporarily released for the purpose of attending funerals or similar family emergencies; inmates on escape status, inmates on pass/parole/supervisory custody who do not sleep in the jail; and inmates in the custody of other police of penal jurisdictions. This will also include any inmates that belong to Louisiana Department of Corrections and Federal Corrections.

MEDICAL AUDIT COMMITTEE

The committee shall be responsible for developing, recommending and implementing all policies and procedures necessary for the operation of the medical program. The objective of the committee is to ensure that quality health services are available to all inmates. The Warden or his Designees will be included on this committee.

QUALITY ASSURANCE PROGRAM

The medical director will establish a Quality Assurance Program for assuring that quality health care services are provided to inmates. This Program will evaluate the health care provided to inmates both on-site and off-site for quality, appropriateness, and continuity of care; additionally, the following shall be provided;

• In-service medical education programs for Sheriff’s employees.

• Personnel files shall be maintained on contractual personnel and made available to the

Sheriff or Parish Government upon request.

• The quality assurance program must be consistent with any requirements of the Sheriff and may include but not be limited to audit and medical chart review procedures.

• Periodic meetings shall be held between the Sheriff’s staff and Provider’s staff to review significant issues and changes as well as to provide feedback relative to the quality assurance program so that any deficiencies or recommendations may be acted upon.

Also, when requested, the Provider will provide appropriate personnel to participate in other meetings scheduled by the Warden. This will include regular reports from the Provider in a form acceptable to Warden, and available to the Parish upon request.

STAFFING

• Provider will provide a weekly staffing attendance report that should mirror staffing matrix. The report should include time in/time out for employees and their respective titles. Sheriff’s staff will conduct regular unannounced in-person staffing audits to ensure that weekly staffing reports accurately represent contracted staffing matrix. It is the responsibility of the Provider to ensure that all contracted positions are present and on-site. If positions are not covered in any given week, monthly payment will be prorated appropriately.

• Provider must submit a list of employees and match them up to the weekly staffing matrix.

• All Provider’s employees must check-in and check-out at the front desk and wear Sheriff’s Department identification badges at all times while on duty. Any personnel changes (i.e. absences, leave) must be addressed ahead of time and disseminated to the St. Tammany Parish Jail.

• The Provider must recruit, interview, hire, train, and supervise all health care staff and assure health care staff is consistently adequate to meet all conditions and specifications at all times.

JAIL SECURITY

• The Provider shall have no responsibility for the physical security of the inmates in custody; the Sheriff will be responsible for such security. In the event that any medical directions for health services for any individual inmate or groups of inmates including but not limited to transfers to health care facilities, should not be acted upon by the Parish within a time limit specified in writing and agreed to by the Warden, the Provider shall thereby be released from all responsibility for harm directly caused by the delay. If circumstances exist where there is a perceived delay by the Parish in performing the requirements of this provision, it is the Providers responsibility to contact the Shift Commander and the Warden or their designee, notify them directly of the situation and that there is medical necessity that action be taken by the Sheriff to resolve the concern within a certain amount of time.

• The Provider shall have no responsibility for security or for the custody of any inmate at any time, such responsibility being solely that of the Sheriff’s staff. The Provider shall have sole responsibility in all matters of medical, mental health, and dental judgement.

The Provider shall have primary, but no exclusive responsibly for all the identification, care and treatment of inmates who are “security risks” or who present a danger to themselves and others. On these matters of mutual concern, the Sheriff and his staff shall support, assist and cooperate with the Provider, and the Provider shall support, assist and cooperate with the Sheriff whose decision in any non-medical matter will be final. All decisions involving the exercise of medical, mental health and dental judgement still are the responsibility of the Provider.

MEDICAL BILLING AND INSURANCE REIMBURSEMENT

Provider will provide a monthly report of health insurance coverage payments made back and provide the Parish with a record of this payment (via check, monthly payment offset, etc.).

Provider may include a position to coordinate medical billing processes with the goal of reimbursing expenses back to the Parish. However, at the discretion of the Parish, if the costs of retaining such position regularly outweigh the amount of reimbursement received, then the Parish may choose to eliminate such position from the contracted staffing matrix at any time and prorate the payment for the absence of this position.

COST CONTAINMENT PROGRAM

The awarded proposer must specify and should provide a detailed plan for the implementation and operation of a cost containment program. Addresses in this section shall be the mechanism by which the awarded proposer plans to control health care costs, areas in which cost savings will be achieved and evidence of the success of such a program at other contract sites. This program must preserve NCCHC and ACA standards and must not compromise the standard of medical care provided to the inmate.

MANAGEMENT INFORMATION SYSTEM

The awarded proposer must indicate the methods to be used in implementing a system for collecting and analyzing the trends in the utilization of health care services.

COMPLAINT PROCEDURE

The awarded proposer must specify the policies and procedures to be followed in dealing with inmate complaints and grievances regarding any aspect of the health care delivery system in accordance with the Sheriff’s regulations. The Provider must maintain a close working relationship with the correctional staff that handles grievances, fully respond by the time required by them and promptly implement any needed action.

HIV MEDICATIONS

Provider will cover the first $50,000 worth of HIV medications each year. Provider will also disclose the negotiated rates for all issued drugs. HIV medications over the threshold stated in this section will be covered by the Parish. Any amount over this threshold must be approved by the Parish.

EQUIPMENT

Provider is responsible for purchasing and maintaining all medical equipment needed for the initial commencement of the Agreement. If existing equipment is utilized, it is the responsibility of the Provider to ensure that equipment is maintained in proper working conditions. Any needed equipment purchased by the Provider is retained by the Parish at the termination of the agreement. Provider is responsible for purchasing up to $10,000 per contract term for medical equipment. Provider is responsible for coordinating the professional installation and assembly of any kind of purchased medical equipment. No other individuals should be asked to purchase, assemble or set up equipment used by the Provider. Equipment must be medical grade. Provider is also solely responsible for purchasing and maintaining any laptops, computers, printers and other required office equipment and accessories. All office equipment purchased by the Provider may be retained by the Provider at time of contract completion or termination.

AGGREGATE CAP FOR EXPENSES FOR SPECIALTY CARE

The Parish acknowledges and agrees that is shall be responsible for payment of all costs and expenses associated with the provision of these services that occur for Specialty Care, when such costs and expenses exceed $100,000.00 for the first twelve (12) months of this Agreement (“the Aggregate Cap Amount”) and any subsequent twelve (12) month extensions of this Agreement. In addition to Specialty Care, advanced diagnostics (ultrasound, CT, etc.), chemotherapy and dialysis will apply to the Aggregate Cap. The Aggregate Cap shall be prorated for any partial twelve-month period under this Agreement. Until such time as the Aggregate Cap Amount is exceeded in any twelve-month period, the costs and expenses associated with the Specialty Care services shall be borne by the Provider. The Provider agrees to track and account for all such expenses on behalf of the Parish and provide a copy to the Parish upon request.

The term of the contract will be from July 1, 2026, through June 30, 2027. with the option of four

(4) additional one (1) year renewals, if the Parish and Provider agree. A notice with intent to renew would be issued in writing by the Parish.

VENDOR SECURITY CLEARANCE PROCESS:

Any vendor or vendor personnel visiting or working in an institution is required to receive security clearance prior to entering the institution's grounds. Vendor must furnish the full name, driver’s license number, social security number, date of birth, race, and sex of each employee who will be entering the compound. This information must be furnished in writing to the site visit coordinator prior to commencing work on the awarded project. A criminal background check will be conducted on each employee, and upon arrival, ID cards will be issued to each employee. No vendor personnel will be allowed to work on the institution's grounds until the above clearance approval process is completed. The successful vendor is also required to provide a written inventory of tools, vehicles, and/or trailers prior to entering the institution's grounds.

PREA: PRISON RAPE ELIMINATION ACT:

In accordance with DPS & Department Regulation No. C-01-022 "Sexual Assault and Sexual Misconduct", the vendor agrees to report allegations of sexual misconduct, respond to investigation inquiries, and participate in training as directed by the Department of Public Safety and Corrections. The sexual assault and sexual misconduct with inmates’ acknowledgement form and the Louisiana Criminal Code: La. R.S. 14:134 Malfeasance in Office form will be signed by the vendor and kept on file at the facility. Should the regulation be modified or amended, the vendor will be notified and shall comply with the regulation as modified or amended

2.2 Period of Agreement

The term of any contract resulting from this solicitation shall begin on the date of the Parish President’s signature or approval in writing by the Parish President or designee. The contract shall terminate pursuant to the terms and conditions of section 5.30 herein, the terms and conditions of the contract, operation of law, as agreed between the parties, or upon satisfactory completion of all services and obligations described in the contract.

2.3 Price Schedule

All Proposals must contain a specific price for all healthcare services provided by this contract plus an additional price per inmate per day for excess inmates over the base number (n=700).

Proposals must provide an overall cost (which includes a monthly base rate) and cost breakdown to provide medical services.

2.4 Deliverables

Every Proposer should describe what deliverables will be provided per their proposal and how the proposed deliverables will be provided.

2.5 Location

The location where the service is to be performed and managed is located at:

St. Tammany Parish Jail 1200 Champagne Street Covington, LA 70433

PART III: EVALUATION

The following criteria cited herein will be evaluated when reviewing the proposal. The proposal will be evaluated in light of the material and the substantiating evidence presented to the Parish.

The Parish will assess proposals generally according to the established standards of the NCCHC as set forth in the requirements of this RFP, and all federal, state, and local laws relating to health care services provided in correctional institutions, including the Louisiana Department of Public Safety and Corrections’ Basic Jail Guidelines.

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

Evaluation Criteria Possible Points Qualifications of the Proposer, including, but not limited to, its experience and personnel assigned to the Project

Prior experience with similar contracts 30

Financial strength 15

Cost 30

Total 100

The number of points awarded to each Proposer for Overall Cost and Fees will be determined by applying the cost scoring formula.

Cost Score = (𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋𝐋 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏

𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐫𝐫′𝐬𝐬 𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏𝐏

) * Max Points

The Proposer with the lowest price will receive the full maximum points available for cost. All other Proposers will receive a proportionate share of the points, based on how much higher their proposed price is compared to the lowest price.

Pricing will be evaluated by all costs, inclusive of the maximum fee for all services and by all other costs, if any, proposed by the Proposer.

The scores will be combined to determine the overall score. The Proposer with the highest overall score will be recommended for award.

PART IV: PERFORMANCE STANDARDS

4.1 Performance Requirements

Omitted as not applicable to this RFP.

4.2 Performance Measurement/Evaluation

Omitted as not applicable to this RFP.

PART V: GENERAL PROVISIONS

5.1 Legibility/Clarity

Responses to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The Proposer’s response is to demonstrate an understanding of the requirements. Proposals shall be prepared providing a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP. Each Proposer is solely responsible for the accuracy and completeness of its proposal.

5.2 Confidential Information, Trade Secrets, and Proprietary 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 circumstance. 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 procurement, the provisions of the Louisiana Public Records Act (LSA- 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 procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this procurement 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.

The Proposer must clearly designate the part of the proposal that contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s) of his proposal sought to be restricted in accordance with the conditions of the legend:

“The data contained in pages _____of the proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this proposal, the Parish of St. Tammany shall have the right to use or disclose the data therein to the extent provided in the contract. This restriction does not limit the Parish of St. Tammany’s right to use or disclose data obtained from any source, including the Proposer, without restrictions.”

Further, to protect such data, 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, the Parish 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 agree to indemnify the Parish and hold the Parish harmless against all actions or court proceedings that may ensue (including attorney's fees), which seek to order the Parish to disclose the information. If the owner of the asserted data refuses to indemnify and hold the state harmless, the Parish may disclose the information.

The Parish reserves the right to make any proposal, including proprietary information contained therein, available to Parish personnel, the Parish Council, or other Parish and state agencies or organizations for the sole purpose of assisting the Parish in its evaluation of the proposal. The Parish shall require said individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in these evaluations.

If your proposal contains confidential information, you should also submit a redacted copy along with your proposal. If you do not submit the redacted copy, you will be required to submit this copy within 48 hours of notification from the Procurement Department. When submitting your redacted copy, you should clearly mark the cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee member. The redacted copy should also state which sections or information have been removed.

5.3 Proposal Clarifications Prior to Submittal

5.3.1 Pre-proposal Conference

Omitted as not applicable to this RFP

5.3.2 Proposer Inquiry Periods

The Parish shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and Parish operations. The Parish reasonably expects and requires responsible and interested proposers to conduct their in-depth proposal review and submit inquiries in a timely manner.

An inquiry period is hereby firmly set for all interested Proposers to perform a detailed review of the proposal documents and to submit any written inquiries relative thereto. Without exception, all inquiries MUST be submitted in writing by an authorized representative of the Proposer, clearly cross-referenced to the relevant solicitation section (even if an answer has already been given to an oral question during a Pre-proposal Conference). All inquiries must be received by the close of business on the Inquiry Deadline date set forth in Section 1.3 Schedule of Events of this RFP.

Only those inquiries received by the established deadline shall be considered by the Parish.

Inquiries received after the established deadline shall not be entertained.

Inquiries concerning this solicitation may be delivered by e-mail or hand-delivery to:

St. Tammany Parish Government Procurement Department Attn: Director of Procurement 21454 Koop Drive, Suite 2F Mandeville, Louisiana 70471 E-Mail: procurement@stpgov.org

An addendum will be issued and posted on LaPAC (Louisiana Procurement and Contract Network)https://wwwcfprd.doa.louisiana.gov/osp/lapac/dspBid.cfm?search=department&term=1 85 to address all inquiries received and any other changes or clarifications to the solicitation.

Thereafter, all proposal documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand as written and/or amended by any addendum. No negotiations, decisions, or actions shall be executed by any Proposer as a result of any oral discussions with any Parish employee or Parish consultant. It is the Proposer’s responsibility to check the LaPAC website frequently for any possible addenda that may be issued. The Parish is not responsible for a Proposer’s failure to download any addenda documents required to complete an RFP.

5.3.3 Blackout Period

The Blackout Period is a specified period of time during a competitive sealed procurement process in which any Proposer, Bidder, or its Agent or Representative is prohibited from communicating with any Parish employee or Provider of the Parish involved in any step in the procurement process about the affected procurement. The Blackout Period applies not only to Parish employees, but also to any Provider of the Parish. “Involvement” in the procurement process includes but may not be limited to project management, design, development, implementation, procurement management, development of specifications, and evaluation of proposals for a particular procurement. All solicitations for competitive sealed procurements will identify a designated contact person, as per Section 5.3.2 of this RFP. All communications to and from potential Proposers, Bidders, vendors and/or its representatives during the Blackout Period must be in accordance with this solicitation’s defined method of communication with the designated contact person. The Blackout Period will begin upon posting of the solicitation. The Blackout Period will end when the Contract is awarded.

In those instances in which a prospective Proposer is also an incumbent Provider, the Parish and the incumbent Provider may contact each other with respect to the existing contract only. Under no circumstances may the Parish and the incumbent Provider and/or its representative(s) discuss the blacked-out procurement.

mailto:procurement@stpgov.org

Any Bidder, Proposer, or Parish Provider who violates the Blackout Period may be liable to the Parish in damages and/or subject to any other remedy allowed by law. Further, failure to comply with these requirements may result in the Proposal’s disqualification.

Any costs associated with cancellation or termination will be the responsibility of the Proposer or Bidder.

Notwithstanding the foregoing, the Blackout Period shall not apply to:

1. Duly noticed site visits and/or conferences for Bidders or Proposers;

2. Oral presentations during the evaluation process; or

3. Communications regarding a particular solicitation between any person and staff of the procuring agency provided the communication is limited strictly to matters of procedure.

Procedural matters include deadlines for decisions or submission of proposals and the proper means of communicating regarding the procurement, but shall not include any substantive matter related to the particular procurement or requirements of the RFP.

5.4 Errors and Omissions in Proposal

The Parish will not be liable for any error in the proposal. Proposer will not be allowed to alter proposal documents after the deadline for proposal submission, except under the following condition: the Parish reserves the right to make corrections or clarifications due to patent errors identified in proposals by the Parish or the Proposer. The Parish, at its option, has the right to request clarification or additional information from the Proposer.

5.5 Performance Bond

Omitted as not applicable to this RFP.

5.6 Changes, Addenda, Withdrawals

The Parish reserves the right to change the Schedule of Events or issue Addenda to the RFP at any time. The Parish also reserves the right to cancel or reissue the RFP.

If the Proposer needs to submit changes or addenda, such shall be submitted in writing, signed by an authorized representative of the Proposer, cross-referenced clearly to the relevant proposal section, prior to the proposal opening, and should be submitted in a sealed envelope. Such shall meet all requirements for the proposal.

5.7 Withdrawal of Proposal

A Proposer may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by the authorized representative of the Proposer must be submitted to the Procurement Department.

5.8 Material in the RFP

Proposals shall be based only on the material contained in this RFP. The RFP includes official responses to questions, addenda, and other material, which may be provided by the Parish pursuant to the RFP.

5.9 Waiver of Administrative Informalities

The Parish reserves the right, at its sole discretion, to waive administrative informalities contained in any proposal.

5.10 Proposal Rejection

Issuance of this RFP in no way constitutes a commitment by the Parish to award a contract.

The Parish reserves the right to accept or reject any or all proposals submitted or to cancel this RFP if it is in the best interest of the Parish to do so.

5.11 Ownership of Proposal

All materials (paper content only) submitted in response to this request become the property of the Parish. Selection or rejection of a response does not affect this right. All proposals submitted will be retained by the Parish and not returned to Proposers. Any copyrighted materials in the response are not transferred to the Parish.

5.12 Cost of Offer Preparation

The Parish is not liable for any costs incurred by prospective Proposers or Providers prior to issuance of or entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Parish.

5.13 Non-negotiable Contract Terms

Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records, EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes, governing law, claims or controversies, and termination based on contingency of appropriation of funds.

5.14 Taxes

Any taxes, other than state and local sales and use taxes from which the Parish is exempt, shall be assumed to be included within the Proposer’s cost.

5.15 Proposal Validity

All proposals shall be considered valid for acceptance until such time an award is made, unless the Proposer provides for a different time period within its proposal response.

However, the Parish reserves the right to reject a proposal if the Proposer’s acceptance period is unacceptable and the Proposer is unwilling to extend the validity of its proposal.

5.16 Prime Provider Responsibilities

The selected Proposer shall be required to assume responsibility for all items and services offered in his proposal whether or not he produces or provides them. The Parish shall consider the selected Proposer to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

5.17 Use of SubProviders

Each Provider shall serve as the single prime Provider for all work performed pursuant to its contract. That prime Provider shall be responsible for all deliverables referenced in this RFP.

This general requirement notwithstanding, Proposers may enter into subProvider arrangements.

Proposers may submit a proposal in response to this RFP, which identifies subcontract(s) with others, provided that the prime Provider acknowledges total responsibility for the entire contract.

If it becomes necessary for the prime Provider to use subProviders, the Parish urges the prime Provider to use Louisiana vendors, including small and emerging businesses, a small entrepreneurship or a veteran or service-connected disabled veteran-owned small entrepreneurship, if practical. In all events, any subProvider used by the prime should be identified to the Parish.

Information required of the prime Provider under the terms of this RFP, is also required for each subProvider and the subProviders must agree to be bound by the terms of the contract. The prime Provider shall assume total responsibility for compliance.

5.18 Written or Oral Discussions/Presentations

Written or oral discussions may be conducted with Proposers who submit proposals determined to be reasonably susceptible of being selected for award; however, the Parish reserves the right to enter into an Agreement without further discussion of the proposal submitted based on the initial offers received. Any such written or oral discussion shall be initiated by the Parish.

Any commitments or representations made during these discussions, if conducted, may become formally recorded in the final contract.

Written or oral discussions/presentations for clarification may be conducted to enhance the Parish's understanding of any or all of the proposals submitted. Any such written or oral discussions/presentations shall be initiated by the Parish. Proposals may be accepted without such discussions.

5.19 Acceptance of Proposal Content

The mandatory RFP requirements shall become contractual obligations if a contract ensues.

Failure of the successful Proposer to accept these obligations shall result in the rejection of the proposal

5.20 Evaluation and Selection

All responses received as a result of this RFP are subject to evaluation by the Evaluation Committee for the purpose of selecting the Proposer with whom the Parish shall contract.

To evaluate all proposals, a committee whose members have expertise in various areas has been selected. This committee will determine which proposals are reasonably susceptible of being selected for award. If required, written or oral discussions may be conducted with any or all of the Proposers to make this determination. Any such written or oral discussions shall be initiated by the Evaluation Committee.

Results of the evaluations will be provided by the Evaluation Committee to the Procurement Director. Written recommendation for award shall be made for the Proposer whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered.

The committee may reject any or all proposals if none is considered in the best interest of the Parish.

5.21 Contract Negotiations

If for any reason the Proposer whose proposal is most responsive to the Parish's needs, price and other evaluation factors set forth in the RFP considered, does not agree to a contract, that proposal shall be rejected and the Parish may negotiate with the next most responsive Proposer.

Negotiation may include revision of non-mandatory terms, conditions, and requirements. The Procurement Department must approve the final contract form and issue a purchase order, if applicable, to complete the process.

5.22 Contract Award and Execution

The Parish reserves the right to enter into a contract without further discussion of the proposal submitted based on the initial offers received.

The RFP, including any addenda, and the proposal of the selected Provider will become part of any contract initiated by the Parish.

Proposers are discouraged from submitting their own standard terms and conditions with their proposals. Proposers should address the specific language in the sample contract in Attachment “B” of this RFP and submit any exceptions or deviations the Proposer wishes to negotiate. The proposed terms will be negotiated before a final contract is entered. Mandatory terms and conditions are not negotiable.

If the contract negotiation period exceeds thirty (30) days or if the selected Proposer fails to sign the contract within ten (10) calendar days of delivery of it, the Parish may elect to cancel the award and award the contract to the next-highest-ranked Proposer.

Award shall be made to the Proposer with the highest points, whose proposal, conforming to the RFP, will be the most advantageous to the Parish, price and other factors considered.

The Parish intends to award to a single Proposer.

In accordance with Louisiana Law, all corporations (See LA R.S. 12:26.1) and Limited Liability Companies (See LA R.S. 12:1308.2) must be registered and in good standing with the Louisiana Secretary of State in order to hold a contract.

5.23 Acknowledgment and Waiver of Protest Rights

Proposer shall execute an Acknowledgment and Waiver (the “Waiver”) (Attachment “C”) and shall produce same to the Parish along with its proposal. Such Waiver shall state that Proposer has read this RFP and the Waiver, and understands that the Parish’s obligations under this RFP are not dictated by Louisiana Public Bid Law or the Louisiana Procurement Code.