Comprehensive Healthcare Services RFP_Final Draft_restricted.doc

Proposal Number: 74-WS2025-002 Vendor: __________________________________________

STATE OF NORTH CAROLINA

Winston-Salem State University Request for Proposal #: 74-WS2025-002 Comprehensive Healthcare Services Date of Issue: Thursday, April 10, 2025 Mandatory Pre-Proposal Meeting: Thursday, May 15, 2025 @ 2:00pm EDT via Zoom Written Questions Submission Deadline: Friday, May 16, 2025, no later than 4:00pm EDT Proposal Submission Deadline: Wednesday, June 18, 2025, via the State of North Carolina eVP (Electronic Vendor Portal) no later than 1:00pm EDT Proposal Opening Date: Wednesday, June 18, 2025, via Zoom @ 3:00pm EDT Direct all inquiries concerning this RFP to:

Richard R. Fleming, Director of Purchasing Services Email: flemingrr@wssu.edu

Phone: 336-750-2731

STATE OF NORTH CAROLINA

Request for Proposal #

74-WS2025-002

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login Electronic responses via the State of North Carolina eVP (Electronic Vendor Portal) ONLY will be accepted for this solicitation.

Refer ALL Inquiries regarding this RFP to:

Richard R. Fleming, C.P.M., Director flemingrr@wssu.edu Request for Proposal #: 74-WS2025-002

Proposals will be publicly opened:

Requisition No.:

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

· this proposal is submitted competitively and without collusion (G.S. 143-54),

· none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

· it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

· it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

VALIDITY PERIOD

Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________.

(Authorized Representative of Winston-Salem State University)

TABLE OF CONTENTS

TABLE OF CONTENTS (cont.)

TABLE OF CONTENTS (cont.)

1.0 PURPOSE AND BACKGROUND

Winston-Salem State University (WSSU, the University) is dedicated to supporting the academic and personal success of its students through accessible, high-quality health services. In line with this commitment, WSSU is seeking a qualified healthcare service provider to deliver comprehensive Student Health Services to its student body. The Request for Proposal (RFP) for Student Health Services at WSSU seeks qualified vendors to provide comprehensive healthcare services to students. This includes primary care, mental health support, crisis intervention, psychiatric services, wellness programs, CLIA-waived lab service, preventive care, and pharmacy services. The RFP outlines the scope of services, expectations for qualified healthcare providers, staffing requirements, and performance standards. It aims to ensure high-quality, accessible healthcare for students, promoting overall well-being and academic success. Proposals will be evaluated based on the provider's experience, service offerings, and ability to meet the university's health and wellness needs.

This RFP aims to identify a vendor capable of offering a wide range of healthcare services, including primary medical care, mental health counseling, preventive services, and wellness programs, all tailored to meet the unique needs of WSSU students.

The awarded provider will play an essential role in maintaining and enhancing student health and well-being, helping students achieve their academic goals. These services are integral to WSSU's mission of fostering a supportive environment that nurtures student success. The chosen provider must adhere to university standards, regulatory guidelines, and accreditation requirements while delivering high-quality care.

Key deliverables include:

· Primary medical care: Routine health services, urgent care, and treatment for illnesses or injuries.

· Preventive care: Health education, screenings, immunizations, and wellness promotion initiatives.

· Coordination with campus resources: Collaborating with academic and student support services to promote holistic student success, support campus wellness initiatives, and participate in campus committees.

· Administrative requirements: Maintain electronic health records and merge current patient data to new EHR, provide monthly utilization reports, conduct annual student satisfaction surveys and prepare report of findings, maintain all necessary licenses and certifications, supervision of non-clinical staff, sustain American College Health Association (ACHA) university membership The provider will be expected to hire current WSSU Student Health Services providers, Counseling Services providers, and professional staff to maintain continuity of care, ensuring a smooth transition and ongoing familiarity with WSSU's student population. Proposals will be evaluated based on the provider's qualifications, experience, ability to meet WSSU's healthcare needs, and adherence to regulatory and environmental guidelines.

The intent of this solicitation is to award an Agency Contract.

1.1 CONTRACT TERM

The Contract shall have an initial term of two years, beginning on August 1st, 2025, the Effective Date. The Vendor shall begin work under the Contract within 10 business days of the Effective Date.

At the end of the Contract’s initial term, WSSU shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two additional one-year terms. WSSU will provide the Vendor written notice of its intent to exercise each option no later than 90 days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, WSSU reserves the right to extend the Contract after the last active term.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. Per state procurement regulations, the initial contract term cannot exceed three years without State Procurement Officer approval. The contract may include renewal options based on performance and funding availability.

2.0 GENERAL INFORMATION

2.0 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.0 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If WSSU determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. WSSU may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, WSSU rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

WSSU may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

2.4 RFP SCHEDULE

The table shown at the top of the next page shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule.

2.5 PRE-PROPOSAL CONFERENCE

WSSU will conduct a Mandatory Pre-Proposal Conference via Zoom to provide potential bidders with essential details about the Student Health Services facility and WSSU's expectations. This conference will allow vendors to ask questions, gain clarity on the RFP requirements, and better understand the campus layout.

Information regarding the date, time, and the link to the meeting is included below.

Mandatory Pre-Proposal Conference

Date: May 15, 2025 Time: 2:00pm Eastern Daylight Time

Location: via Zoom (link to meeting and meeting information below) https://wssu.zoom.us/j/97682920482?pwd=jG5oAXAjowVfnotp5x8wud0zFQ2jRG.1 Meeting ID: 976 8292 0482 Passcode: 400274 Contact #: 336-750-2731

Instructions: It shall be MANDATORY that a representative from each Vendor be present during the pre-proposal Zoom meeting. Attendees must log into the meeting promptly. WSSU will coordinate an introduction period where all attendees will be asked, for the record of attendance, to introduce themselves and their company. THOSE ATTENDEES WHO LOG IN LATE WILL NOT BE ALLOWED PARTICIPATE IN THE PRE-PROPOSAL MEETING, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the logging in and introduction process is complete, all other persons wishing to attend may do so only in the manner of being a spectator.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S PROPOSAL BEING DEEMED NON-RESPONSIVE AND NOT CONSIDERED FOR AWARD.

The purpose of this meeting is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this RFP. Vendors must stay for the duration of the Pre-Proposal meeting. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the Pre-Proposal meeting, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.

2.6 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to flemingrr@wssu.edu so that the email arrives in the WSSU email Inbox no later than 4:00pm EDT on Friday, May 16, 2025, as indicated in the RFP Schedule section. Vendors should enter “RFP #74-WS2025-002: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Questions received prior to the submission deadline date, the University’s response, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any WSSU personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

2.7 PROPOSAL SUBMITTAL & OPENING

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

With a Two-Step Evaluation Method being used with this RFP, there will be a Technical Component as well as a Cost Component. Each component must be submitted as a separate file, as the Cost Component file will only be opened after the Technical Component file has been opened and evaluated and scored. The contents of each component file are indicated in the 2.8 Proposal Contents section on the next page.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

2.7 PROPOSAL SUBMITTAL & OPENING (cont.)_

All electronically submitted proposals will be opened as indicated below.

Submitted Proposal Deadline and Opening Meeting As indicated in the RFP Schedule, Section 2.4 on page 8, all files associated with the proposal must be submitted to the NC eVP Portal on or before 1:00pm EDT on Wednesday, June 18, 2025. The eVP portal will close at exactly 1:00pm EDT, not allowing any additional proposals to be submitted. The Proposal Opening will take place later that afternoon via Zoom, as indicated below.

Proposal Opening Meeting Date: June 18, 2025

Time: 3:00pm Eastern Daylight Time

Location: via Zoom (link to meeting and meeting information below) https://wssu.zoom.us/j/96758723590?pwd=cSf2chCcDULavzbwYNIrK5l9aX9Uwm.1 Meeting ID: 967 5872 3590 Passcode: 035453 Contact #: 336-750-2731

2.8 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the University rejecting Vendor’s proposal, in the University’s sole discretion.

Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:

Technical Component

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

e) Vendor’s Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to responding to sections requiring additional responses outside of the solicitation document. If not required, delete.]

f) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

j) Completed and signed version of ATTACHMENT H: ACKNOWLEDGMENT OF COVID-19 VACCINATION AND TESTING POLICY (if applicable)

k) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL

l) Any and all additional information the Vendor wishes to include as it relates to the details of the proposal. This would include graphs, pictures, charts, Statement of Work, etc.

The Cost Component file requirements are included at the top of the next page.

Cost Component

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

e) Completed version of ATTACHMENT A: PRICING

2.9 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this RFP:

ACHA – American College Health Association

FERPA – Family Education Rights and Privacy Act

HIPAA – Health Insurance Portability and Insurance Act

CLIA – Clinical Laboratory Improvement Amendments

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria WSSU shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the University’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

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.

WSSU reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions to Vendors entitled COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the purchaser named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

WSSU will conduct a Two-Step evaluation of Proposals:

Proposals will be received from each Vendor as two separate volumes - the Technical Proposal and the Cost Proposal. Both proposals (Technical and Cost) shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.

NOTE: No technical information shall be contained in the cost proposal. No cost information shall be contained in the technical proposal. Inclusion of any cost information in the technical proposal and/or any technical information in the cost proposal shall constitute sufficient grounds to reject Vendor’s proposal.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for proposals, not a request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At that date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum, the package containing the technical proposals from each responding Vendor will be publicly opened and the name of each Vendor announced publicly. A notation will also be made regarding whether a separate sealed cost proposal has been received. Cost proposals will be placed in safekeeping until opened at a later date.

Upon completion of the technical evaluation, the cost proposals of those Vendors whose technical proposals have been deemed acceptable will be publicly opened. The total cost offered by each Vendor will be tabulated and become a matter of public record. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award.

3.3 PROPOSAL EVALUATION PROCESS (cont.)

At their sole option, the evaluators may request oral presentations or discussions with any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the State’s eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State:

EVALUTION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the University.

All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the University:

· Experience in providing university health services

· Staff qualifications and certifications

· Compliance with AAAHC accreditation standards

· Student engagement and wellness programming

· Innovation in healthcare delivery (e.g., telemedicine)

· Commitment and capacity to hire current Student Health Services personnel to ensure continuity of care

· Commitment and capacity to hire current Counseling Services personnel to ensure continuity of care and expand services that provide crisis intervention, clinical case management, psychiatric services, and outreach.

· Commitment and capacity to provide Pharmacy services

· Cost-effectiveness and value

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, WSSU may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the University

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the University’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the University’s business requirements and internal operational culture

g) Particular risk factors such as the security of the University’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.6 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, WSSU will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in WSSU exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above.

4.1 PRICING

Proposal price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 INVOICES

Vendor shall invoice the University once the services indicated in the RFP have been completed. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the WSSU with an invoice for each service rendered. Invoices shall include detailed information to allow WSSU to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Name and Billing Address, Customer Account Number, NC Contract Number, Order Date, WSSU’s Purchase Order Number, Description of Service(s) Rendered, Price, Quantity, and Unit of Measure.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

4.3 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. WSSU is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the University within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.4 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.5 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to WSSU. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.6 REFERENCES

Prospective vendors should provide:

· References from at least three institutions of higher education where similar services are provided

· Contact details for each reference

· Performance metrics or success stories demonstrating effectiveness in service delivery Vendor shall provide at a minimum three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. WSSU may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Proposal.

4.7 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by WSSU.

To ensure consistent screening for all healthcare personnel involved, WSSU requires the awarded Company to conduct comprehensive background checks.

4.8 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the University. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. WSSU will approve or disapprove the requested substitution in a timely manner. WSSU may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, WSSU may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.9 VENDOR’S REPRESENTATIONS

If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management,

4.9 VENDOR’S REPRESENTATIONS (cont.)

supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.10 QUESTIONS TO VENDORS

Vendor shall respond to each of the following questions. Vendors are requested to keep responses concise and relevant and should not include generic marketing materials. Responses will be reviewed as part of the evaluation process.

· How does your organization ensure compliance with HIPAA regulations?

· What measures will you take to maintain AAAHC accreditation?

· How will your company support student engagement in health initiatives?

Counseling Services

· How does your organization ensure adequate staffing levels to meet student demand for counseling services, including individual and group therapy?

· What is your approach to short-term vs. long-term counseling, and how do you facilitate referrals for students needing ongoing care?

· How do you integrate counseling services with other campus resources (e.g., disability services, academic support, dean of students, student conduct, and residential life)?

· What evidence-based therapeutic models does your organization utilize in student counseling services?

· How do you ensure that mental health support is accessible and responsive to the needs of students from various backgrounds, including international students and underserved populations?

Crisis Management & Emergency Mental Health Services

· What is your organization’s approach to providing 24/7 crisis support for students in acute distress?

· How does your crisis response model integrate with campus police, local emergency services, and community hospitals?

· What training do your staff members receive on suicide prevention, threat assessment, and crisis de-escalation?

· How will your company ensure timely access to crisis counseling for students experiencing urgent mental health concerns?

Psychiatric Services

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

· What is your process for psychiatric medication management, including follow-up appointments and medication adjustments?

· How do you coordinate psychiatric services with counseling services to provide integrated mental health care?

· What strategies do you use to reduce wait times for psychiatric evaluations and medication management appointments?

Clinical Case Management

· What is your organization’s approach to case management for students with complex health and behavioral needs?

· How do you coordinate care for students transitioning from inpatient psychiatric hospitalization back to campus life?

· How will your case management team collaborate with campus partners, including dean of students, disability services and Title IX offices?

· What technology or systems do you use to track and manage student care plans while ensuring confidentiality and compliance with FERPA and HIPAA?

4.10 QUESTIONS TO VENDORS (cont.)

Pharmacy Services

· What pharmacy services will be available on campus, and how will you ensure students have access to necessary medications?

· How will your organization manage prescription fulfillment, including coordination with insurance providers and student health plans?

· What protocols do you have in place to prevent medication misuse and ensure the safe dispensing of controlled substances?

· How will you provide education on medication adherence and side effects to students prescribed psychiatric and other essential medications?

Operational & Performance Metrics

· How will you track and report key performance indicators (KPIs), such as appointment wait times, student satisfaction, and clinical outcomes?

· How does your organization handle fluctuations in demand, such as increased mental health needs during midterms and finals?

· What quality improvement strategies does your organization employ to enhance service delivery over time?

4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION

Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

X Contract value in excess of $1,000,000.00

4.12 NC…