Addendum #3 - QA.pdf

Winston-Salem State University

601 S. Martin Luther King Jr. Drive

Winston-Salem, NC 27110

ADDENDUM #3

BID NO. 74-WSSU2025-

Commodity: Comprehensive Healthcare Services

Using Agency Name: Winston-Salem State University

Date: May 23, 2025

The following are the answers to the written questions received by the WSSU Purchasing Services department at or prior to the Friday, May 16, 2025 at 4:00pm EDT deadline.

1. Q. Will faculty/staff have the opportunity to utilize the health center?

A.

a. Faculty and staff are not able to use Student Health using the current model.

They are able to purchase over-the-counter medications from Pharmacy Services.

b. Faculty and staff are also able to send or transfer their prescription medications electronically to the Pharmacy Services.

2. Q. Is the dietitian/nutritionist available in person? How frequently are they on-site? Is this a full time position? Is your expectation that the vendor hire your current staff in this role?

A.

In our current model, we do not have a dietician or nutritionist; however, we would like to have this role so students can benefit from associated services. This is a role that would allow us to expand services.

3. Q. Is the health educator and health specialist role full time role? Is your expectation that the vendor hire your current staff in these role?

A.

a. The Campus Health Educator is a full-time role at WSSU. The expectation is that the vendor will hire our current staff member in this role to continue to provide these services and to continue our ongoing collaborative relationships with campus and community partners.

4. Q. What is the current structure of your massage therapy and bodywork services? Is the massage therapist a full time role and is your expectation that the vendor hire your current staff?

A.

Massage therapy and bodywork services are currently provided as a contract service. It is not the expectation that the vendor hires this external partner.

5. Q. Can you provide your current monthly utilization of your student health clinic? Broken out by medical services versus Behavioral health Services.

A. July 1, 2024- May 19, 2025, Student Health Data:

Total Appointments 1,584 (Distinct Accounts 946, First Visit 451)

July 1, 2024 - May 19, 2025, Counseling Center Data:

Total Appointments 2,343 (Distinct Accounts 474, First Visit 38)

6. Q. Percent of total student body using clinic

Student Health visits for the 24-25 academic year were around 20% of the student population. Pharmacy visits for the 24-25 academic year were around 25% of the student population, but this number is elevated as some faculty/staff usage was captured. Finally, Counseling Services utilization was around 10% for the 24-25 academic year.

7. Q. Total number of unique students using clinic

Student Health - 946, Student Counseling - 474, Pharmacy Services - 1328 (includes students, faculty, and staff)

8. Q. Total visits per year/month

Note: annual visits provided

July 1, 2024- May 19, 2025, Student Health Data:

Total Appointments 1,584 (Distinct Accounts 946, First Visit 451)

July 1, 2024 - May 19, 2025, Counseling Center Data:

Total Appointments 2,343 (Distinct Accounts 474, First Visit 38)

July 1, 2024 – May 19, 2025, Pharmacy Services Data:

Total Prescriptions Filled 1977, People Served 1328 (includes students, faculty, and staff)

9. Q. Average visits per student

At this point, we do not have sufficient data to share average visits per student. Should there be ongoing interest in this, please share, and we will work to calculate this.

10. Q. Average insurance reimbursement if known

At this point, we do not have sufficient data to share average insurance reimbursement. It is important to note that the billing position was vacant from August 2023 until March 2025.

Should there be ongoing interest in this, please share, and we will work to calculate this.

11. Q. Annual medication spend

Pharmacy medication spending from July 1, 2024 – May 19, 2025 (including OTC, prescription, and vaccines): $95,297.32

12. Q. Are the following full-time (40-hour) positions? Primary Care & Preventive Health Services- (1)

Medical Director, (1) APP, (2) RN, (1) LPN, (1) CNA, (1) Medical Assistant. If not, how many hours do each position currently work?

Each of these are 40-hour/week positions.

13. Q. Is the clinical case manager a full-time(40-hour) position and is your expectation that the vendor hire your current staff?

A.

In our current model, we do not have a clinical case manager; however, we would like to have this role so students can benefit from associated services. This is a role that would allow us to expand services.

14. Q. If awarded, are we required to maintain the same level of staffing or FTE?

If awarded, it is a requirement to maintain the same level of staffing or FTE. This would allow us to retain the current staff. Additionally, to fulfill the expansion of services requirement, additional staff, such as the nutritionist and clinical case manager, would need to be hired or access provided to those staff members within the provider’s enterprise.

15. Q. Do we have the option to alter staffing based on the school calendar?

Three of our University Counselors are 10-month employees, all others work 12 months. We will honor University scheduled holidays and closures.

16. Q. Are all the listed positions required? E.g. (1) pharmacist and (1) Technician? Are these full-time roles and is your expectations that the vendor hire your current staff?

A.

The Pharmacist is a 40-hour/week, full-time position and the expectation is that ongoing Pharmacy Services only will be provided to students. Pharmacy Services must allow for timely delivery of medication to students.

17. Q. Can the pricing be presented as “inclusive,” with corresponding indications next to the included line items in Attachment A?

A. Yes, the pricing for a single line or lines can be listed as inclusive with the statement as to which line the inclusivity belongs to. For example, line 1 has a total amount of $10,000.00.

Then line items 2, 3, and 4 all indicate “inclusive”, you’d want to indicate out beside of the “inclusive” for lines 2, 3, and 4, “with line 1”.

18. Q. Could you provide the background information that prompted the issuance of this RFP?

A. The university is moving forward with an RFP (Request for Proposals) process to explore external partnerships for Student Health, Behavioral Health, and Pharmacy Services. This is not a response to any issues with our current services or staff; in fact, the services provided by our team are highly valued and contribute immensely to the well-being of our students.

Rather, this effort is focused on enhancing service delivery and ensuring we are positioned to meet the evolving needs of our campus community.

19. Q. Could you provide more details regarding your request for “off-campus services accessible by making transportation seamless”?

A.

Transportation services are to provide students, without other means, assistance to medical appointments and evaluations off campus. It is also important to consider transportation needs for students who have been discharged from local hospitals.

20. Q. Could you give a description of how you would like the Chaplain to be involved with the students? Is this a full-time role and is your expectation that the vendor hire your current staff?

A.

WSSU would like students to have access to chaplaincy services. This does not require an additional on-campus staff member. Instead, think creatively about ways to offer these services through current vendor staffing or other models.

21. Q. How will psychiatric services be staffed, and what is the expected student-to-provider ratio?

Psychiatric services can be provided through a virtual and in-person model. The student-to-provider ratio should be determined by best practices according to industry standards.

22. Q. Can you provide monthly utilization report for counseling services?

Counseling

August-73

September-127

October-156

November-140

December-61

January-119

February-149

March-148

April-136

Total- 436

23. Q. Is it your expectation that all current behavioral health staff will need to be retained? How many Licensed Mental Health Counselors & Social Workers do you have currently?

A.

Yes, it is our expectation that all current behavioral health staff be retained. There are currently five staff members total. There is one director, one assistant director, and three full-time mental health professionals.

24. Q. Can you give details/responsibilities for the request for “Spaces on campus for students to seek support and relax, such as a Zen space”?

A.

Counseling services has a relaxation room on site. It includes a massage chair and aromatherapy. There is an expectation that this space be protected for such use and that there be at least one additional space created for such use.

25. Q. If awarded, does the vendor have exclusivity in the health care space, i.e. first right of refusal for any other relationships with health & well-being vendors?

No, the vendor would not have exclusivity in the health care space.

26. Q. Is there an opportunity to align marketing assets to align with the partnership?

A. Yes, it will be important to align marketing and communication efforts with the partnership.

Alignment between the vendor, the overall Health and Well-being umbrella unit, and the university’s Integrated Marketing and Communication’s office is important.

27. Q. If awarded, is there a timeline we’re expected to operationalize this work?

The RFP indicates the anticipated operationalization of this work will begin on August 1, 2025.

28. Q. If you would like to include faculty & staff in the wellness clinic, do you require a separate waiting room and/or hours dedicated to faculty & staff?

A. Not applicable.

29. Q. Can you provide job descriptions of all current positions the vendor is expected to hire along with employee's most current performance evaluations?

A.

This data could be provided at a later time in the RFP process as we solidify a partnership/contract. For context, we have an annual performance evaluation process, which involves the intentional creation of performance goals, ongoing appraisals of performance, two-level reviews, and an employee-supervisor discussion.

30. Q. Does WSSU have a formalized, trained Threat Assessment Team in place?

There is a formalized, trained Threat Assessment Team in place.

31. Q. Was there a waitlist for students seeking counseling services on the campus this academic year?

A.

There is not a waitlist for students seeking counseling services on campus this year. Some students did report not being able to find an appointment within their desired timeframe. This was influenced by factors such as student availability, office operational hours, clinician preference, and clinician availability.

32. Q. What is the current model of healthcare delivery on campus and why is WSSU seeking a new provider or issuing a new RFP?

A.

WSSU has an Outpatient/ambulatory Care, primary care model. The university is moving forward with an RFP (Request for Proposals) process to explore external partnerships for Student Health, Behavioral Health, and Pharmacy Services. This is not a response to any issues with our current services or staff; in fact, the services provided by our team are highly valued and contribute immensely to the well-being of our students. Rather, this effort is focused on enhancing service delivery and ensuring we are positioned to meet the evolving needs of our campus community.

33. Q. What is the expected student population to be served annually, and are services required year-round or only during academic terms?

A.

The Wellness Center operates year-round with the exception of the University scheduled holidays, mandatory closures, and during the University scheduled Christmas break closures. Student Health visits for the 24-25 academic year were around 20% of the student population. Pharmacy visits for the 24-25 academic year were around 25% of the student population, but this number is elevated as some faculty/staff usage was captured. Finally, Counseling Services utilization was around 10% for the 24-25 academic year.

34. Q. What are the detailed requirements for the mental health and psychiatric services component (e.g., on-site hours, crisis coverage, telehealth options)?

A.

None, Psychiatric services can be provided through a virtual and in-person model. The student-to-provider ratio should be determined by best practices according to industry standards. It is best to provide multiple meeting modalities to meet the needs of residential and off-campus students. Additionally, crises – during and after hours – will warrant personnel support.

35. Q. Is the provider expected to supply or subcontract pharmacy services, or is there an existing pharmacy partner?

A. The provider is expected to provide pharmacy services.

We are not expecting a full-service pharmacy with a pharmacist, we are looking for a provider that will ensure that we have the capacity to have the services delivered to our campus to support our student needs. Pharmacy Services must allow for timely delivery of medication to students.

36. Q. Are CLIA-waived lab services expected to be conducted on-site, and what are the reporting and compliance expectations?

A. Yes. POCT tests are performed in-house, and the clinic is CLIA certified. Certificate of

Provider-Performed Microscopy Procedures is in place in compliance with state guidelines.

37. Q. What are the minimum staffing requirements, and does WSSU require specific credentials, licensure, or diversity hiring practices?

A. At a minimum, the current staffing is expected to be retained.

Student Health: one MD, one DNP, two RNs, 2 administrative support staff Behavioral Health: 1 director LCMHCS, 1 LCSW, 1LCSWA and 2 LCMHCAs

38. Q. Will WSSU provide any infrastructure (facilities, equipment, IT support), or is the provider expected to fully furnish the clinic?

A. Offices are equipped, medical equipment available with recent annual inspections, IT support may vary depending on the EHR.

39. Q. What key performance indicators (KPIs) or service-level agreements (SLAs) will be used to evaluate the provider’s performance?

A.

Some of the key performance indicators (KPIs) are increasing access, customer satisfaction, expanding virtual care services, and the provision of expanded services as outlined in the

RFP.

40. Q. What are the reporting and data-sharing expectations regarding student health outcomes, utilization, and compliance?

A.

It will be expected that monthly and annual utilization data, billing revenue if billing proposed, immunization compliance data, and overall presenting issues/trends be shared. This information should be de-identified as needed, but the overarching trends are imporant to inform outreach, education, programming.

41. Q. What is the funding structure—fee-for-service, capitated model, flat-rate contract—and what is the anticipated contract length and renewal process?

A.

There is a flat rate contract for in-house services. Virtual services may vary depending on the contract.

42. Q. Is there a maximum budget or funding cap allocated by WSSU for Student Health Services, and how flexible is this budget based on proposed service enhancements?

A. The total fee-funded budget is almost 2 million. However, revenue from billing will likely result in 150-200k/year based on current services. With the required expansion of services, revenue generation could be higher.

43. Q. Will the provider be allowed to bill insurance (including student insurance plans or Medicaid), and how does that factor into the overall funding model?

A. The provider is allowed to bill student insurance plans and Medicaid. We also receive funding through the Student Health Fee.

44. Q. Are there opportunities for additional funding through grants, partnerships, or supplemental university support for special programs (e.g., wellness initiatives, mental health crisis teams)?

A.

Currently the Counseling Center has received the Collegiate Recovery Grant for around $90,000 to $107,000, pending federal funding. This grant is a sub-grant from the UNC System, and they were funded by the North Carolina Department of Health and Human Services. As a Health and Well-being unit, we have also been awarded and used grants from other sources, such as the American College Health Association and the Department of Justice’s Office on Violence Against Women. These funds have supported some of our strategic-level health and wellness initiaitves. These opporuntities are available, and we are excited to take advantage of them.

45. Q. How does WSSU expect the provider to serve students who are underinsured or uninsured—will there be a subsidy, sliding fee scale, or university reimbursement?

A. All UNC constituent universities require students to maintain health insurance that meets the student health insurance plan standard set and approved by the state.

46. Q. Is the provider expected to assist students with insurance enrollment or navigation of

Medicaid or student health plans?

A. Yes, providers are expected to assist students with insurance enrollment or navigation of

Medicaid or student health plans.

47. Q. Will this RFP result in a single-award contract or is WSSU open to awarding different service components (e.g., primary care, mental health, pharmacy) to multiple providers?

A. As indicated in the RFP, Section 3.1 – Method of Award, while the intent of this RFP is to award a Contract(s) to a single Vendor, WSSU reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so.

48. Q. Are candidate resumes required with the bid response submission? If so, should they be actual resumes or sample resumes?

A. When submitting your proposal, please include a brief dossier on the key personnel within your organization and those who will be connected to this work with WSSU.

49. Q. Are there any mandatory Subcontracting Goals?

A. WSSU would like to limit subcontracting with this RFP. If subcontracts are needed to adequately perform the work, additional discussions will ensue to ensure alignment between the vendor and WSSU.

50. Q. Is there an incumbent for this contract? If yes, could you provide the incumbent's pricing and details?

As indicated during the Pre-Proposal meeting, this is possibly a new venture for WSSU so there will not be any incumbent that will be participating in this RFP.

51. Q. Are there any Pain points with the current incumbent?

A. Due to there not being an incumbent participating in this RFP, this question is not applicable.

52. Q. What is the budget allocated to this contract?

A. WSSU has budgeted enough funding to cover this project.

53. Q. What is the previous spending?

A. Spending for the 2024-2025 academic year is at 100% of the budgeted capacity based on funds collected from the student health fee.

54. Q. What are the possible number of positions required for this contract?

A. At a minimum, the current staffing is expected to be retained.

Student Health: one MD, one DNP, two RNs, 2 administrative support staff Behavioral Health: 1 director LCMHCS, 1 LCSW, 1LCSWA and 2 LCMHCAs

Additionally, there will need to be other services, as indicated in the RFP, provided. This may require hiring new employees to provide said services.

55. Q. Is it a single award contract?

A. As indicated in the RFP, Section 3.1 – Method of Award, while the intent of this RFP is to award a Contract(s) to a single Vendor, WSSU reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so.

56. Q. Could you kindly provide the links again for the following documents, as we are currently unable to access them: Instructions to Vendors, North Carolina General Terms & Conditions, HUB Supplemental Vendor Information, Customer Reference Form, Location of Workers Utilized by Vendor, Certification of Financial Condition, Acknowledgment of COVID-19 Vaccination and Testing Policy, and Lobbying Activity Certification for Federal Grants?

A. The links to each Attachment are included below.

ATTACHMENT B: INSTRUCTIONS TO VENDORS

The Instructions to Vendors, which are incorporated herein by this reference, may be found here:

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to- Vendors_09.2020.pdf https://ncadmin.nc.gov/formnorth-carolina-instructions-vendors032023/download?attachment

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here:

https://www.doa.nc.gov/form-north-carolina-general-terms-and-conditions-11-2023/open

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

Complete and return the Historically Underutilized Businesses (HUB) Vendor Information form, which https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2020.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2020.pdf https://ncadmin.nc.gov/formnorth-carolina-instructions-vendors032023/download?attachment https://www.doa.nc.gov/form-north-carolina-general-terms-and-conditions-11-2023/open can be found at the following link:

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf

ATTACHMENT E: CUSTOMER REFERENCE FORM

Complete and return the Customer Reference Form, which can be found at the following link:

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

Complete and return the Location of Workers Utilized by Vendor, which can be found at the following link:

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

Complete, sign, and return the Certification of Financial Condition, which can be found at the following link:

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf

ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING

POLICY

Complete, sign, and return the ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY associated with this RFP is a separate document that can be found at the following link:

https://files.nc.gov/ncdoa/pandc/OnlineForms/COVID_Policy_Acknowledgement_-_Fillable.pdf

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

The Certification for Contracts, Grants, Loans, and Cooperative Agreements and the OMB Standard Form LLL are separate documents that can be found at the following link:

https://ncadmin.nc.gov/documents/vendor-forms

57. Q. What is WSSU’s long-term vision for student health and wellness, and how should the provider align with or contribute to that strategy?

A. The long-term vision for student health and wellness is for the university to take a public health approach to students’ holistic wellness. We use an integrated wellness model that allows for students’ holistic wellness needs to be incorporated into strategic planning, programming and assessment practices. Additionally, we utilize the eight dimensions of wellness to allow for this work to be as comprehensive as possible. Also, prevention, intervention, and postvention are important. Students’ health and wellness are critical when considering our university’s overall student success metrics.

58. Q. Are there any existing community partnerships (e.g., local hospitals, public health agencies) that the selected provider is expected to collaborate with or maintain?

A.

Current external partnerships include American Red Cross, Forsyth County Department of Public Health – free STIs screenings and the Infectious Diseases Department at Atrium Health Baptist Hospital for continuity of care for highly contagious and serious infections.

https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/COVID_Policy_Acknowledgement_-_Fillable.pdf https://ncadmin.nc.gov/documents/vendor-forms

Very sick or acutely sick students are also sent to the EDs of Atrium and Novant health facilities for immediate care. Also, there is a list of community specialists’ care referrals used per students’ needs and preferences.

59. Q. How does WSSU define “success” for this contract, beyond standard performance metrics— what does a successful provider look like to the university?

A.

A successful provider for the university would provide accessible, culturally appropriate care to our students by elevating the existing services through expanded hours and services.

Students would consistently report, through sound assessments, satisfaction with care and excellent customer service. Additionally, the vendor, the other overarching Health and Well-being units, and the institution would work together, as appropriate, to provide improved student health outcomes.

60. Q. Are there specific requirements for handling infectious disease control, immunization tracking, or public health emergencies (e.g., COVID-19 protocols)?

A.

The vendor will have representation on the Incident Management, Planning, and Coordination Team (IMPACT) and at a minimum adhere to Emergency Operation Procedures of the university regarding public health concerns. The vendor will be responsible for documenting immunization compliance as established by the state of North Carolina Immunization statutes for university students.

61. Q. Does WSSU expect the provider to offer services related to sexual health, reproductive health, or gender-based violence prevention and response?

A.

WSSU expects the provider to offer sexual health and reproductive health services.

Additionally, WSSU expects the provider to integrate with the larger strategic work to address interpersonal violence through prevention and response efforts. The RamsSAFE and Gender Based Violence Advisory Group are both multidisciplinary, institutional teams that have representation from Student Health and Counseling Services. Continuing this partnership is critical.

62. Q. What are the data security, FERPA/HIPAA compliance, and reporting obligations the provider must meet, and how frequently must reports be submitted?

A. This will require discussions with the university’s IT department and that the vendor and

WSSU consult accreditation requirements. In short, data security and FERPA/HIPAA compliance are critical. Currently, there is a requirement to submit appropriate documentation every three years for reaccreditation. Additionally, the Internal Audit Office, has a consistent and as-needed audit cycle. Appropriate documentation may be needed for this process.

63. Q. Is the provider expected to support institutional research efforts by supplying aggregate health data or participating in wellness surveys/studies?

A.

The provider is expected to support institutional research efforts by supplying aggregate health data and by participating in wellness surveys and studies. While not all studies, such as those led by faculty, are required, there is an institutional Assessment Committee that the AVC for Health and Well-being services on and other strategic assessment efforts, such as the National College Health Assessment and the Healthy Minds Study, that is connected to this leader’s work.

64. Q. Will the provider be responsible for conducting outreach or educational campaigns on campus (e.g., mental health awareness, nutrition, substance use prevention)?

A.

The provider will be responsible for helping inform outreach, education, and programing.

Having access to appropriate de-identified data will help inform these efforts and ongoing work with internal and external partners.

65. Q. Is there an expectation to involve students in health service planning or evaluation (e.g., via advisory boards or feedback loops)?

A. Student representatives from the peer health student organization (Wellbeing Ambassadors) and student government association (SGA) sit on the AAAHC advisory board. Practicum opportunities are provided for Health Care Management and Nurse Practitioner students each semester.

66. Q. If selected, what is the expected transition timeline for service implementation, and will there be overlap or handoff with an outgoing provider?

A.

Currently, the expected implementation date is August 1, 2025. Because we expect the current Winston-Salem State University employees to remain in their roles, there will be overlap with the employees, but the service provider would shift no later than August 1st.