ESBD_416638_1746650919173_RFP 1004-25 In-House Pharmacy, complete RFP.pdf

Community Healthcore RFP # 1004-25

COMMUNITY HEALTHCORE

CONTRACTS DEPARTMENT

107 Woodbine Pl, Longview, TX 75601 lee.brown@communityhealthcore.com

Lee Brown Director of Contracts

COMMUNITY HEALTHCORE

LONGVIEW, TEXAS

REQUEST FOR PROPOSAL

INSTRUCTIONS/TERMS OF CONTRACT

RFP # 1004-25 – In House Pharmacy Services

COMPLETE RFP CAN BE FOUND AT

http://communityhealthcore.com/about-us/contractors/request-for-proposals/

Questions regarding this REQUEST FOR PROPOSAL should be directed to rfp.questions@communityhealthcore.com.

Please submit one proposal by:

TIME 11:00 AM, Monday, April 28, 2025

Submit to a secure email site at:

RFP1004-25@communityhealthcore.com

Please label email subject:

“Proposal for In-House Pharmacy Services”

Responder shall sign and date the proposal on each page. Proposals which are not signed, dated, or delivered by the time specified above may be rejected.

The enclosed REQUEST FOR PROPOSAL and ATTACHED DOCUMENTS are for your convenience in preparing proposal for the enclosed referenced products and/or services for Community Healthcore. For any response include RFP number and RFP Name on Submission

Sabine Valley Regional MHMR Center dba Community Healthcore is the Health and Human Services Commission’s (HHSC) designated Local Mental Health Authority and Local Intellectual & Developmental Disabilities Authority for the mailto:lee.brown@communityhealthcore.com http://communityhealthcore.com/about-us/contractors/request-for-proposals/ mailto:rfp.questions@communityhealthcore.com mailto:RFP1004-25@communityhealthcore.com residents of Bowie, Cass, Gregg, Harrison, Marion, Panola, Red River, Rusk, and Upshur Counties, Texas.

Community Healthcore appreciates your time and effort in preparing a proposal.

Please note that all proposals must be received at the designated location by the deadline shown above. Proposals received after the deadline will not be considered for the award of the contract, and shall be considered void and unacceptable.

PUBLIC OPENING

Opening is scheduled to be held 2:00 p.m. on Monday, April 28, 2025 in the Ben Bane Room, 107 Woodbine, Longview, TX. You are invited to attend.

Community Healthcore is seeking proposals for In-House Pharmacy Services at all locations. For a full description of the Scope of Work, see Attachment A.

Attachments: Documents listed below are a part of this Request for Proposal and required to be included in any response:

1. Attachment A – Detailed Scope of Work, Instructions for Response, and Scoring of RFP

2. Attachment B – Conflict of Interest Questionnaire for vendor doing business with local governmental entity

3. Attachment C – Standard Community Healthcore Contract

4. Attachment D – Response INFO Sheet

QUESTIONS AND ANSWERS.

Please submit all questions in writing to rfp.questions@communityhealthcore.com by Noon, Friday, April 18, 2025. There will be a Question and Answer Conference Call on Tuesday, April 22, 2025 at 9:30 am. Please dial 888-204-5987, access code 5440237. During the Q&A session – each question received will be read. If an answer is available on Tuesday, it will be shared. A written summary of the questions and the final answers will be posted as an Addenda to this RFP. No new questions regarding the RFP will be answered after the Question and Answer Meeting.

NO BID LIST: If you do not wish to submit a proposal at this time but wish to remain on the bid list for this commodity/service, please submit a "No Proposal" by the same time and location as stated for in RFP. If a response is not received in the form of a "Proposal" or "No Proposal" for three consecutive RFP's, you will be removed from the proposal list. If you wish to be removed from the proposal list or changed to the proposal list for another commodity/service, please let us know.

AWARDS: Awards should be made approximately 60 days after the RFP opening date. To obtain results, please visit the Community Healthcore website where this RFP resides; an award notice will be posted.

FUNDING: Funds for payment are provided through Community Healthcore budget approved by the Board of Trustees for the fiscal year. State of Texas statutes prohibit the expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Community Healthcore fiscal year shall be subject to budget approval.

LATE PROPOSALS: Proposals received in the Community Healthcore Purchasing Office after submission deadline will be considered void and unacceptable. Community Healthcore is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Office shall be the official time of receipt.

ALTERING PROPOSALS: Proposals cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the proposal, guaranteeing authenticity.

WITHDRAWAL OF PROPOSAL: A proposal may not be withdrawn or cancelled by the Responder without permission of Community Healthcore for ninety (90) days following the date designated for the receipt of the proposals, and the Responder so agrees upon submittal of their proposal.

SALES TAX: Community Healthcore is exempted by law from State of Texas Sales Tax and Federal Excise Tax.

PROPOSAL AWARD: Community Healthcore reserves the right to award proposals on the lump sum or unit price basis, whichever is in the best value for the Center. Community Healthcore reserves the right to accept or reject any or all proposals.

PROPOSALS: Proposals received through the RFP process become the property of the CENTER. As a unit of local government, all requests for open records under the Texas Information Act, the CENTER must evaluate and determined per that law whether or not there is an exception for not providing information under such a request.

CONTRACT: This proposal, when properly accepted by Community Healthcore, shall constitute a contract equally binding between the successful

Responder and Community Healthcore. No different or additional terms will become a part of this contract with the exception of Change Orders or changes agreed to in writing by both parties

CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or effect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the Community Healthcore Purchasing Agent.

ETHICS: The Responder shall not offer or accept gifts of value nor enter into any business arrangement with an employee, official or agent of Community Healthcore.

EXCEPTIONS/SUBSTITUTIONS: All proposals meeting the instructions of this invitation will be considered for award. Responders taking exception to the specifications, or offering substitutions, shall state these exceptions by attachment as part of the proposal. The absence of such a list shall indicate that the Responder has not taken exceptions and shall hold the Responder responsible to perform in strict accordance with the specifications of the RFP.

Community Healthcore reserves the right to accept any or all or none of the exception(s)/substitution(s) deemed to be in the best value for Community Healthcore. The Responder may at his discretion elect not to submit a proposal on specific items. The Responder should note this by stating “No Proposal” on items he does not wish to submit a proposal.

DESCRIPTIONS: Any reference to model and/or make/manufacturer used in proposal specifications is descriptive, not restrictive. It is used to indicate the type and quality desired. Proposals on items of like quality will be considered.

ADDENDA: Any interpretations, corrections or changes to this Request for Proposal (RFP) and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in Community Healthcore Contracts Department. Addenda will be communicated in the same method as the Request for Proposal. Responders shall acknowledge receipt of all addenda in their proposal.

PROPOSAL MUST COMPLY with all federal, state, county and local laws concerning these types of service.

DESIGN, STRENGTH, QUALITY of materials must conform to the highest standards of manufacturing practice.

FIRM PRICING: All of the items listed are to be on a “per unit” basis, stating a firm price per unit or unit quantity of each item based upon cost formula included in the proposal. This price must be good from the date of the proposal opening for a fixed period of time. Unless the proposal expressly states otherwise, this period shall be for three years. Proposals which do not state a fixed price, or which are subject to change without notice, will not be considered. The CENTER may award a contract for the period implied or expressly stated in the best proposal.

CONFLICT OF INTEREST: No CENTER employee, or Board member shall have an interest in this a contract. The Community Healthcore conflict of interest language is contained in ATTACHMENT B and this form is to be completed, signed and submitted with RESPONSDER’s proposal.

SUCCESSFUL RESPONDER SHALL defend, indemnify and save harmless Community Healthcore and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful Responder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from proposal award. Successful Responder will indemnify and save harmless Community Healthcore from liability, claim or demand on their part, agents, servants, customers, and/or employees. Successful Responder shall pay any judgement with costs and fees which may be obtained against Community Healthcore growing out of such injury or damages.

WAGES: Successful Responder shall pay or cause to be paid, without cost to Community Healthcore, all Social Security, Unemployment and Federal Income Withholding Taxes of all such employees and all such employees shall be paid wages and benefits as required by Federal and/or State Law. Proposer must maintain all documentation required by law for workers providing services to Community Healthcore.

TERM OF THE CONTRACT: This contract will commence on September 1, 2025. It will end on August 31, 2026 with the option for three, one year extensions.

TERMINATION OF CONTRACT: This contract shall remain in effect until contract expires, delivery and acceptance of products and/or performance of services ordered. Community Healthcore reserves the right to award cancelled contract to next best Responder as it deems to be in the best value for Community Healthcore.

TERMINATION of FUNDING: The term of this Agreement shall be subject to continued funding by the Federal Government, the State of Texas, and agencies thereof, in support of the services provided by Contractor. Should there be fundamental changes in, or termination of, funding for said services, the Center may with thirty (30) days written notice terminate this agreement, without prejudice to the right of Contractor to all payments due at the time of termination. Formal documentation of the funding changes shall be made available to Contractor upon request.

TERMINATION FOR DEFAULT: Community Healthcore reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of Community Healthcore in the event of breach or default of this contract. Community Healthcore reserves the right to terminate the contract immediately in the event the successful Responder fails to:

1. Meet schedules

2. Pay any fees; or

3. Otherwise perform in accordance with these specifications

Breach of contract or default authorizes Community Healthcore to exercise any or all of the following rights:

1. Community Healthcore may take possession of the assigned premises and any fees accrued or becoming due to date;

2. Community Healthcore may take possession of all goods, fixtures and materials of successful Responder therein and may foreclose its lien against personal property, applying the proceeds towards fees due or thereinafter becoming due.

In the event the successful Responder shall fail to perform, keep or observe any of the terms and conditions to be performed, kept or observed, Community Healthcore shall give the successful Responder written notice of such default;

and in the event said default is not remedied to the satisfaction and approval of Community Healthcore within two (2) working days of receipt of such notice by the successful Responder, default will be declared and all the successful Responder's rights shall terminate.

Responder, in submitting this proposal, agrees that Community Healthcore shall not be liable for damages in the event that Community Healthcore declares the Responder in default.

NOTICE: Any notice provided by this proposal (or required by law) to be given to the successful Responder by Community Healthcore shall be conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail in Longview, Texas, by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Responder at the address so provided; provided this shall not prevent the giving of actual notice in any other manner.

PATENTS/COPYRIGHTS: The successful Responder agrees to protect and indemnify Community Healthcore from claims involving infringements of patents and /or copyrights.

CONTRACT ADMIMISTRATOR: Under this contract, Community Healthcore may appoint a contract administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to acceptance, inspection and delivery. The contract administrator will serve as liaison between Community Healthcore Contracts Department (which has the overall contract administration responsibilities) and the successful Responder.

PURCHASE ORDER: When specified a purchase order(s) will be generated by Community Healthcore to the successful Responder. When a purchase order has been generated the purchase order number must appear on all itemized invoices and packing slips. Community Healthcore will not be held responsible for any orders placed/delivered without a valid current purchase order when it has been specified by the contract that one shall be generated for purchase.

INVOICES shall show all information as stated above, shall be issued for each order and shall be mailed directly to the Community Healthcore Business Office, P.O. Box 6800, Longview, TX. 75608.

PAYMENT will be made upon receipt and acceptance by Community Healthcore of item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA. Successful Responder(s) is required to pay subcontractors within ten (10) days after the vendor receives payment.

ITEMS supplied under this contract shall be subject to the approval of Community Healthcore. Items found defective or not meeting specifications shall be picked up and replaced by the successful Responder at the next service at no expense to Community Healthcore. If item is not picked up within one (1) week after notification, the item will become a donation to Community Healthcore for disposition.

SAMPLES: When requested, samples shall be furnished free of expense to Community Healthcore.

WARRANTY: Successful Responder shall warrant that all items/services shall conform to the proposed specifications and/or warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title.

REMEDIES - The successful Responder and Community Healthcore agree that both parties have all the rights, duties, and remedies available as stated in the Uniform Commercial Code.

VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Bowie, Cass, Gregg, Harrison, Marion, Panola, Red River, Rusk, Smith and Upshur Counties in the State of Texas.

ASSIGNMENT: The Successful Responder shall not sell, assign, transfer or convey this contract, in whole or in part, without prior written consent of Community Healthcore.

SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these shall be made based on this statement.

INSURANCE: Each insurance policy furnished by successful Responder shall include, by endorsement to the policy, a statement that a notice shall be given to Community Healthcore by certified mail thirty (30) days prior to cancellation or upon any material change in coverage.

TITLE AND RISK OF LOSS: The title and risk of loss of goods shall not pass to Community Healthcore until Community Healthcore actually receives and takes possession of the goods at the point or points of delivery.

COMMUNITY HEALTHCORE expressly reserves the right to accept or reject in part or in whole any or all proposals submitted and to waive any technicalities or formalities considered to be the best value for Community Healthcore.

HISTORICALLY UNDERUTILIZED BUSINESSES Community Healthcore is committed to developing, establishing and maintaining historically underutilized businesses’ involvement in the total procurement process.

ANY QUESTIONS concerning the Request for Proposal and specifications should be directed to rfp.questions@communityhealthcore.com .

Community Healthcore RFP # 1004-25 In House Pharmacy Attachment A

ATTACHMENT A - DETAILED SCOPE OF WORK

I. Scope of Work ………………….……………Page 1

II. Instructions for Response …………………..Page 2

III. Scoring of the RFP …….……….…………...Page 14

I. Detailed Scope of Work

The Center is a Community Mental Health and Intellectual Disability Center established under the Texas Health & Safety Code, Section 534 and as such a unit of local government. It provides Mental Health and Intellectual Disability services to residents living in nine Texas counties: Bowie, Cass, Gregg, Harrison, Marion, Panola, Red River, Rusk and Upshur. It also offers many specialty programs such as Substance Use Disorder and Early Childhood Intervention in these and another 20 counties. The Center employs 450 employees and 150+ contractors. For Fiscal Year 2025 the Center annual adjusted budget is $43 million. In FY24 the CENTER paid current Vendor $194,176 for prescriptions that were the responsibility of the CENTER to purchase.

In December 2019 the Center awarded an In-House Pharmacy to a national contractor for an In-Home Pharmacy located at 1300 Sixth Street, Longview TX, 75601. That agreement was for the remainder of that fiscal year ending August 31, 2020 and two, one-year renewals. In 2022 the contract was again procured through a Request for Proposal. That contract was awarded to the same national contractor for fiscal year 2023 and two, one-year renewals. The current contract with all its renewals will end August 31, 2025. The Center is issuing this RFP to select a Contractor to provide an In-House Pharmacy and other services defined in this RFP for the next four years.

The space for the In-House Pharmacy is currently located at 1300 N. Sixth Street, Longview, Texas. It is embedded within a Mental Health clinic.

1) Approximately 622 square foot

2) Sheetrock finishes with paint, walls built to roof.

3) Drop ceiling

4) Carpet square flooring

5) Independent Mini Split HVAC

6) Built in cabinets/ drawers/ shelving

7) Two (2) under-counter refrigerator openings

8) Sink

9) One entrance, duo locked

10) Separate network panel and drops

11) One service window (roll down garage door for security)

12) Waiting for approximately 4 individuals

13) Restrooms available for staff and clients next to suite

14) Client access to pharmacy from 2 entrances

A diagram is provided as Exhibit A.

Services currently located at Sixth Street will be moving to a new location 2920 Tuttle approximately 2 miles north. Opening at the new location is anticipated to be in the Late Fall of 2025. The design and construction for this new space will be the responsibility of the successful RESPONDER within the commercial structure being remodeled. There is up to 1000 square feet available for build out. Successful RESPONDER will also need to install independent HVAC system.

The successful RESPONDER will need to provide all equipment, furniture, and supplies.

Any reconfiguration of the space would be at the RESPONDER’s expense and may require preapproval of the landlord prior to remodeling.

A second office space is located at 2435 College Dr. Texarkana Texas. It is used by the In- House Pharmacy to store filled prescriptions and distribute them to persons in the northern region. It has locked cabinets and a customer service sliding window where persons served can speak with the worker inside the office and pick up medications.

II. Instructions for Response

Please submit in your response the information requested below in the order presented below.

PROPOSALS IN RESPONSE SHOULD INCLUDE:

A Proposal submittal should include:

• Specifications for Service Delivery (see Section II A. for details) including:

o In-House Pharmacy o Remote Clinics o Crisis Stabilization Unit, Extended Observation & Crisis Residential o Primary Care-Integrated Clinics o Service Delivery for 340B Drug Pricing Program o Solution for the destruction of Medications

• Experience / Personnel / Staffing (see Section II B for details)

• Cost (see Section II C for details) o Completed Price List – Exhibit A o Completed Stock Drugs for CSU – Exhibit D o Complete Stock Drugs for Primary Care locations – Exhibit E

• Acknowledge Invoicing (see Section II D for details)

• Acknowledgement to meet all requirements in Section II E Additional

Requirements.

• Three References

• Verification of licensure or eligibility for licensure with verification of appropriate applications made to the regulatory agencies. Texas Locations are preferred.

• Acknowledgements of RFP and all RFP Addenda’s

• Provide Declaration of Insurance

• Workers Compensation Policy

• Return signed Conflict of Interest Questionnaire - Attachment B

• Return completed Response INFO Sheet - Attachment D

A. Specifications for Service Delivery

Please respond to all six components: B1 In-House Pharmacy, B2 Remote Clinic Locations, B3 Crisis Stabilization Unit, B4 Primary Care – Integrated Clinics, B5 340B Drug Pricing Program and B6 Destruction of Returned Medications.

1. In-House Pharmacy. The successful RESPONDER must:

a. Plan and provide a full-service pharmacy to persons served by the CENTER in a seamless comprehensive in-house pharmacy system to be located at 1300 N.

Sixth Street, Longview TX 75601.

b. Build out new Pharmacy Space at Tuttle location and transition pharmacy services from 1300 N. Sixth Street to 2920 Tuttle as part of the transition to the new location.

c. Provide pharmacy services M-F, 8 to 5 to persons served by the CENTER.

Following an appointment, a person may stop and have their CENTER prescriptions filled by the In-House Pharmacy. The Successful RESPONDER will prioritize patients who have had appointments that day and waiting for their medications. If closed for lunch, time posted for people to see.

d. When the person served has their own insurance, or 3rd party payer, bill that payer. Pharmacy only bills CENTER for prescriptions when a voucher is provided verifying the CENTER is the payer; the CENTER is not the default payer.

e. Maintain drugs as listed in the Excel Cost Worksheet – Exhibit B. Exhibit B lists the pharmaceuticals that have the highest frequency ordered in the past.

f. Ensure that all medication shall be labeled in accordance with Federal, Texas State Law and the Texas Board of Pharmacy regulations.

g. Keep appropriate records on all prescriptions ordered by the CENTER.

h. Maintain computerized patient profiles that are accessible by CENTER staff who Pharmacy grants access to including Patient Assistance Program (PAP) staff and key managers and nursing staff.

i. Provide a full credit for all returned medications that meet relevant chain of custody requirements. (see D.3 Invoicing, regarding credits)

j. Dispensed in blister packaging when specified based on person’s needs.

k. Dispense Liquid/dissolvable psychotropic medication whenever required.

l. Dispense injectable medications including long-acting injectable.

m. Utilize Pharmaceutical Assistance Programs (PAP) to decrease the demands on the direct CENTER funding for medications. Store and dispense the PAP meds to persons served upon receipt. Provide ongoing communication re medications and quantity that Pharmacy is stocking.

n. Accept on daily basis medications for destruction returned to the Pharmacy by

CENTER staff. See B6 Destruction of Returned Medication.

1.1 In Response to B 1, In-House Pharmacy:

a. Provide a time table for In-House Pharmacy operations. Assume award of the

RFP is May 22, 2025. Include licensing of location, move in, and projected operational start date.

b. Describe how RESPONDER will meet each of the items listed in B 1, a – m; n.

will be addressed in B6 Destruction of Returned Medication.

c. By what time RESPONDER needs to receive the prescription to have it filled same day.

d. Describe RESPONDER’s E-prescribing abilities and the plan to collaborate with the CENTER's two EMR systems – Primary care using NextGen and everyone else on Credible.

2. Remote Clinic Locations. The successful RESPONDER must:

a. Fill prescriptions and have delivered to the ten remote clinic location within 2 business days of ordering and require signature for delivery so packages are not left unattended at locations. See Exhibit C for Remote Clinic locations.

b. When the person served has their own insurance, or 3rd party payer, bill that

c. Ensure that all medication shall be labeled in accordance with Federal, Texas

State Law and the Texas Board of Pharmacy regulations.

d. Keep appropriate records on all prescriptions ordered by the CENTER.

e. Maintain computerized patient profiles that are accessible by CENTER staff who

f. Provide a full credit for all returned medications that meet relevant chain of

g. Dispensed in blister packaging when specified based on person’s needs.

h. Dispense Liquid/dissolvable psychotropic medication whenever required.

i. Dispense injectable medications including long-acting injectable.

j. Utilize Pharmaceutical Assistance Programs (PAP) to decrease the demands on the direct CENTER funding for medications. Store and dispense the PAP meds to persons served upon receipt. Provide ongoing communication re medications and quantity that Pharmacy is stocking.

k. One FTE to staff substation (non-pharmacy) to store and distribute medications for the current 2435 College Street Location in Texarkana.

l. Accept for destruction medications returned to the Pharmacy. Methods of delivery include drop off by Center Staff or receipt by Fed Ex. See B6 Destruction of Returned Medication.

2.1 In response to section B 2 Remote Clinic locations:

a. Provide a detailed discussion of how Vendor will meet each of the items listed in Remote Clinic Locations B 2, a – k. Include the method and frequency for medication delivery to Remote Clinic locations. Item l. will be addressed in B6 Destruction of Returned Medication

3. Service Delivery to Crisis Stabilization Unit.

The Center operates a 24/7 Rapid Crisis Stabilization Unit (RCSU) that is embedded within CHRISTUS St. Michael Hospital located at 1007 South Williams Street, Atlanta TX 75551. Capacity is 14 persons who typically stay 3 to 14 days and then discharged. The successful RESPONDER will provide pharmaceutical support to this location.

a. Plan and provide pharmacy services to the CSU in a seamless comprehensive pharmacy system.

b. Maintain stock drugs on site as listed in Excel Cost Worksheet - Exhibit D.

Exhibit D lists of medications that the successful RESPONDER will stock. Stock drugs must be provider through a medication dispensing unit with some over the counter medications provided via blister pack unless in liquid or powder form.

the pharmacy must inventory, restock, correct pill count, remove and replace expired medications, and conduct other routine maintenance of the medication dispensing unit. Center has a preference for medication dispensing unit if properly maintained by pharmacy as outlined here but can utilize all blister packs if alternative is needed. If a medication dispensing unit is proposed, then vendor needs to provide a detailed response as to how the RESPONDER will maintain the system - onsite and remote and all cost associated with that unit.

c. Fill ordered drugs not maintained in stock and delivered within 24 hours of order submitted.

d. For CENTER prescribed medications, the successful RESPONDER will bill the person’s pharmacy benefit when a person has Medicaid, Medicare, insurance or other payer and will bill the CENTER when the client has 1) no pharmacy benefit and 2) authorized by the CENTER.

e. For non-CENTER prescribed medications approved by the Center and are refilled while an individual is staying at the CSU, the successful RESPONDER will bill the person's pharmacy benefit and then the Center.

f. A minimum requirement for quarterly onsite review of stock drugs, expiration dates, and proper storage of medications. More frequent onsite reviews are preferred.

g. As a Value added feature, Pharmacy maintains an arrangement with a local pharmacy in Atlanta Texas and Discharge Medications M-F, can be filled within 2 hours of discharge orders received.

h. Destruction of expired or returned medication

3.1 In Response to 3. Crisis Stabilization Unit:

a. Provide a detailed discussion of how RESPONDER will meet each of the items listed in 3. Crisis Stabilization Unit, a – f.

b. For item g. “arrangement with a local pharmacy”, state plan or the RESPONDER is not pursing this value added feature.

c. Accept for destruction medications returned to the Pharmacy. Methods of delivery include drop off by Center Staff or receipt by Fed Ex. See B6 Destruction of Returned Medication.

4. Service Delivery to Primary Care-Integrated Clinics.

The Center operates 4 Primary Care-Integrated Clinics, operating as Core Health Systems located within the Center’s service area. The successful RESPONDER will provide pharmaceutical support to these locations.

a. Locations to be supported:

106 MLK, Clarksville, Texas 75426 101 E Madison St., Gilmer, Texas 75644 1300 N Sixth St., Longview, Texas 75601 2435 College Dr., Texarkana, Texas 75501

b. Plan and provide pharmacy services to the Primary Care-Integrated Clinics in a seamless comprehensive pharmacy system.

c. Maintain stock drugs on site as listed in Excel Cost Worksheet - Exhibit E.

Exhibit E lists of medications that the successful RESPONDER will stock. Stock drugs must be provided in manufacturers packaging or applicable packaging that meets pharmacy dispensing standards. Stock drugs will only be dispensed that are on the approved Core Health Systems formulary.

d. Maintain stock vaccines on site as listed in Excel Cost Worksheet - Exhibit E.

Exhibit E lists of vaccines that the successful RESPONDER will stock. Stock vaccines must be provided in manufacturers packaging or applicable packaging that meets pharmacy dispensing standards. Stock vaccines will only be dispensed that are on the approved Core Health Systems formulary.

e. Fill ordered drugs or vaccines not maintained in stock and delivered within 24 hours of order submitted. For CENTER prescribed medications, the successful RESPONDER will bill the person’s pharmacy benefit when a person has Medicaid, Medicare, insurance or other payer and will bill the CENTER when the client has 1) no pharmacy benefit and 2) authorized by the CENTER.

f. When the person served has their own insurance, or 3rd party payer, bill that

g. Ensure that all medication shall be labeled in accordance with Federal, Texas State Law and the Texas Board of Pharmacy regulations. Keep appropriate records on all prescriptions ordered by the CENTER.

h. Maintain computerized patient profiles that are accessible by CENTER staff who

i. Provide a full credit for all returned medications that meet relevant chain of

j. Accept for destruction medications returned to the Pharmacy. Methods of delivery include drop off by Center Staff or receipt by Fed Ex. May also offer other alternative secure pharmaceutical services.

4.1 In Response to 4 Primary Care-Integrated Clinics:

listed in 4 Primary Care-Integrated Clinics, a – i. Item j. will be addressed in B6 Destruction of Returned Medication

5. Service Delivery for 340B Drug Pricing Program.

The Center collaborates with CORE Health Systems, the Primary Care component of Services and has been designated as a Federally Qualified Health Center – Look Alike (FQHC - LA). As a component of the FQHC – LA program, the Center plans to be a future participant in the 340B Drug Pricing Program.

a. Participate and provide pharmacy services in the 340B Drug Pricing Program

b. Actively partner with AND support the Center in the 340B Drug Pricing Program

5.1 In Response to 340B Drug Pricing Program:

listed in 5 340B Drug Pricing Program, a – b.

6. Destruction of Returned Medications.

The Center has a strong need for the In-House Pharmacy to accept medications for destruction and to destroy as prescribed by law. Medications would come from four service delivery areas: In House Pharmacy, Remote Locations, CSU, and Primary Care clinics. Medications from these sites could be collected in secure containers and then sent to the In-House Pharmacy for destruction or dropped off by staff at the In-House Pharmacy.

The preferred method is for the medications to be dropped off or sent to the In- House Pharmacy and the In-House Pharmacy see about their destruction. Less favorable methods include the Center maintaining a shipping container at different Center locations and once full, send it to the In-House Pharmacy. Some containers are not secured (sealed) allowing the medication to be accessible by staff until shipping date. Desire is to have a secure system with minimal to no storage of medication by the Center and the In-House Pharmacy to accept and destroy medications. A secure, reusable container may be more cost effective.

6.1 in Response to Destruction of Returned Medications, the successful responded will propose a solution as to how the medications will be maintained until destruction.

Solution will include any cost that is the Center’s responsibility.

B. Qualifications / Experience / Staffing

Please acknowledge and respond to each of the specifications listed below and discuss your firm’s abilities to meet or exceed these requirements

1. Qualifications.

a. RESPONDER agrees and understands that the awarded Vendor will be the principal source of supply for pharmaceuticals during the term of the contract.

However, Community Healthcore reserves the right to purchase these products from other sources of supply in case of weekends, emergency or when the vendor is out of stock and it becomes necessary for CENTER to support its immediate operational requirements.

b. All pharmaceuticals, chemicals, and drugs provided under this contract shall conform to the standards set by the Federal Food and Drug Administration and the latest editions of the US Pharmacopoeia, the National Formulary, or the American Medical Association’s publication, New Drugs, where applicable, whether or not this is specially indicated in the specification or proposal. In cases of multi-source drug products, names of manufacturers must be listed in the current FDA of approved drug products with therapeutic equivalence evaluations publication. Vendor must hold approved New Drug Applications (NDA) or Abbreviated New Drug Application (ANDA) for all products.

c. Vendor must be a licensed Medicaid vendor.

2. Experience

a. Please provide a 1-page summary of your organization and its history in providing pharmacy services. Please include any experience in operating an in-house pharmacy within a medical or health care setting operated by separate entity. If experience, describe two lessons learned from such operations. Please include any experience with Joint Commission standards.

b. Provide for dispensing supplies of prescribed medications in 1 to 90-day supply at a time with refills as prescribed or requested.

c. Provide the following components for all age groups:

i. Use liquid / dissolvable medications including psychotropic medications when required.

ii. Dispense injectable medications including long-acting.

iii. Provide at least quarterly statistical report as follows by the 15th of the next month:

1) Medications dispensed by client, drug, dosage, day supply, physician, Program (CENTER’s cost center) and Payor.

2) How many persons served are using the service. And how many of those were persons medications were paid for by Center. How many pick up their medications.

3) The electronic data in an excel format that can be manipulated shall also be provided with the report.

4) Reports and Data are to be submitted with the Monthly Invoice for Services.

5) Present information on Medication services to Medical Services Team at least annually re utilization. Value added if more frequently such as quarterly.

d. The CENTER currently uses two Electronic Health Records (EHR) – Credible by

Qualifacts and NextGen. The successful RESPONDER will work with the CENTER regarding the exchange of information with the CENTER's EHR and any database that the Vendor uses to collect information regarding medications.

The successful RESPONDER will receive prescriptions ordered by CENTER prescribers using e-prescribing; this will be one source of prescriptions. and other time and cost saving technologies to decrease the demands on the CENTER resources and assist with the reporting of information about the services delivered.

e. Health plans. Individuals have freedom of choice and there can be no coercion as to changing Managed Care Providers. The successful RESPONDER can provide information and benefits but not recruit. Pharmacy must report to Center all such changes within next business day so CENTER billing would be match.

f. The successful RESPONDER will meet all Joint Commission Services required for pharmacy services at no additional cost.

g. The successful RESPONDER will be responsive and open to all inspections / audits of the in-house pharmacy for the regulatory compliance, drug storage, expiration date compliance, and pharmacy compliance issues.

h. The Vendor shall provide and conduct a continuous monitoring system with the specific goal of improving the quality of services and care provided. Medication error and omission shall be monitored and reported quarterly. All incidents of medication interactions, allergic reactions, contraindications, and duplication of therapy shall be reported to the Quality Coordination committee.

i. The successful RESPONDER is responsible for an emergency preparedness plan in place to ensure that prescription medications can be provided in the event of a widespread emergency. Any such plan must meet any Federal, State, or local reviewer and if not, be revised to comply at no additional cost to the CENTER. Describe how RESPONDER will meet this obligation.

3. Staffing

a. Please provide a staffing chart that will show the onsite Pharmacist(s) and support staff in carrying out all of the aspects of this RFP. Other resources away from the In-House Pharmacy should be included; be sure they are clearly labeled and separate from the on-site staff.

b. Provide a registered pharmacist that shall be available to the medical staff for consultation regarding all aspects of medication used by telephone or page system.

c. The successful RESPONDER will ensure that all staff located within the In-House

Pharmacy or deliver medications to CENTER locations are current in required CENTER training within 30 days of their start date at the In-House Pharmacy. Training will be made available to the successful RESPONDER using online training. The successful RESPONDER is responsible for all related costs for its staff to be current in training and access to the CENTER’s EHR is contingent upon being current in required training.

d. The Vendor will work with the CENTER Medical Director and the CENTER

Director of Nursing, to review, develop and help implement pharmacy related policies and procedures that will be in compliance with the Federal and State of Texas Statutes as appropriate.

e. Provide patient education regarding medication uses and interactions, healthy living and other related topics.

f. Provide, when requested, in-service training to the CENTER Staff on, but not limited to, the following subjects; drug security, documentation, and sanitation standards for medication administration; education on specific medication use and therapeutics; and medication management.

g. Value Added A pharmacist employed by the successful RESPONDER will attend quarterly Medical Services meetings.

C. Cost - Cost for Services will be used in evaluating the Cost component of your response.

1. Describe the Full Cost for prescriptions using AWP Price, Minus Discount, Plus

Dispensing Fee = Total Price. Vendor may utilize a different method but must define and show all components of cost.

2. Submit Exhibit A using pricing formula above (C.1.).

3. Unit price for Stock Drugs listed in Exhibit D.

4. Describe the Full Cost for OTC medications including any labeling.

5. Disclose any costs to be charged to CENTER not already listed in C. 1-4 to provide services as defined in this RFP.

D. Invoicing for prescriptions billed to the CENTER.

The CENTER operates over 40 separate programs at multiple locations in nine counties. It currently uses 17 Unit Codes and vouchers to track a prescription to a particular program; this allows us to maintain the required detail in tracking the correct expense for Federal, State, Local and Grants funders. The selected RESPONDER MUST be able to maintain accurate, detailed records that are complete and easy to review by CENTER program and fiscal services staff. The CENTER pays for approximately 2,000 prescriptions every month.

1. At least monthly an invoice with a detailed Excel Spreadsheet shall be submitted to the Center covering the period of the last invoice. For every medication dispensed and charged to the CENTER, (i.e. every row on the spreadsheet) the following information must be listed:

a. Date Dispensed

b. CENTER Client Number or DOB

c. Client’s Name

d. CENTER Unit or Prescription Voucher

e. RX Number

f. Drug Name

g. Amount

2. RESPONDER agrees that failure to include all of the required elements in the Spreadsheet (D1 a.-g.) renders that prescription ineligible for reimbursement by the CENTER unless RESPONDER is able to provide the missing information at its own time and expense.

3. Any credits issued back to the CENTER must contain the following data:

a. Date Dispensed

b. CENTER Client Number or DOB

c. Client Name

d. CENTER Unit or Original Voucher Number

e. RX Number

f. Drug Name

g. Amount of Charge

4. All transactions must be provided through a secure means meeting PHI requirements for transmission of personal health information.

RESPONDER acknowledges ability and agreement to perform all of section D 1-4.

E. Additional Requirements

1. The successful RESPONDER will use the CENTER contract (ATTACHMENT C). The final version may be modified with consent by the CENTER. The RFP 1007-22, all addendums, and RESPONDER’s proposal will be a part of that contract.

2. The CENTER's medical staff and Vendor team agree to notify each other, either verbally or in writing, as soon as appropriate, of absences of critical positions and to identify a team member who will be attending to the responsibilities usually attended to by the person in the critical position in an effort to minimize program impact.

3. The Vendor will participate in a minimum of one meeting per quarter with CENTER including business office to review performance, occupancy, facilities, drug costs, maintenance issues and other issues that may arise.

F. References

Community Healthcore requests RESPONDER to supply the following with this RFP:

1. Provide three (3) references where like services have been received by their firm.

2. Must be professional references of like In-House Pharmacy or other pharmacy services.

3. RESPONDERs who have the best scores will have their references checked.

Include name of firm, address, telephone number, email and name of representative.

Note: It is the practice of Community Healthcore to score a “Zero” after 3 attempts are made for a Reference Check without success and no call back or other communication by the reference.

G. Also submit with your proposal

1. Acknowledgements of RFP and all RFP Addenda’s

2. Provide a complete copy of insurance policy including all addendums

3. Workers Compensation Policy

4. Return signed Conflict of Interest Questionnaire - Attachment B

5. RESPONDER shall provide in their proposal all documentation required by this RFP.

6. Response INFO Sheet - Attachment D

Failure to provide this information may result in rejection of proposal.

III. Scoring of the RFP

A. Factors to be considered include:

1. Delivery terms;

2. Quality and reliability of respondents goods or services;

3. The extent to which the goods or services meet Community Healthcore’s needs as described in this RFP;

4. Past RESPONDER performance, respondent’s financial resources and ability to perform, the respondent's experience and responsibility, and the respondent's ability to provide reliable service agreements

5. The impact on the ability of Community Healthcore to comply with laws and rules relating to historically underutilized businesses or relating to the procurement of goods and services from persons with disabilities;

6. The total long term cost to the local authority of acquiring the respondent's goods or services;

7. The cost of any Community Healthcore employee training associated with the acquisition;

8. The effect of the acquisition on Community Healthcore’s productivity;

9. Price

10. Whether the respondent can perform the contract or provide the service(s) within the contract term, promptly provide the services, without delay or interference;

11. Respondent’s history of compliance with the laws relating to its business operations and the affected service(s) and whether it is currently in compliance;

12. Whether the respondent’s financial resources are sufficient to perform the contract and to provide the service(s);

13. Whether necessary or desirable support and ancillary services are available to the respondent;

14. The character, responsibility, integrity, reputation, and experience of the respondent;

15. The quality of the facilities and equipment available to or proposed by the respondent;

16. The ability of the respondent to provide continuity of services;

17. The ability of the respondent to meet all applicable written policies, principles, and regulations;

18. Any factor is relevant to determining the best value for Community Healthcore in the context of this procurement.

B. Proposals will be scored using the following criteria:

These factors will be considered and some may be given greater weight than others

Description Max Score Service Delivery

• In House 150

• Remote 150

• RCSU 150

• Primary Care 150

• Service Delivery for 340B Drug Pricing

Program 100

• Solution for Medication Destruction 100 Qualifications / Experience / Staffing 100 Cost 350 Invoice 50 Additional Requirements acknowledge

Based upon RFP Proposal Score, the top 2 RESPONDERs will be invited to present and discuss their proposal. Up to an additional 600 points will be awarded based upon presentation and best value as determined by the Center. References will also be checked for an additional 100 maximum points.

Center reserves the right to invite more or fewer finalists.

Please direct any questions you have about this specification to rfp.questions@communityhealthcore.com.

ATTACHMENT B – CONFLICT OF INTEREST QUESTIONNAIRE

RFP 1004-25 In House Pharmacy Attachment C - Contract

STATE OF TEXAS §

COUNTY OF GREGG §

Non-Community Services Contract

I.

Name of Legal Entity and Doing Business As (d/b/a) Name, if applicable (herein referred to as “Contractor”)

Contractor’s Representative

Contractor’s Professionals

Contractor’s Mailing Address

Contractor’s Email Address

Taxpayer Identification No. (EIN or SSN for Individual)

Contractor’s Telephone Number

Contract Effective Date

Contract Expiration Date

August 31, 2026

Program Name(s) and Unit Number(s) Served

Center Contract Supervisor

Center Contract Supervisor Telephone Number

Center Contract Supervisor Email Address

Payment

Total Contract Amount Not to Exceed

II.

2.1 Services:

Scope of Work (See Attachment A of RFP)

Center will ensure that all contracted services provided by licensed independent practitioners will be within the scope of their professional licenses.

Only Contractor and ‘Contractor’s Professionals” as identified in Section I are approved for professional work hereunder. In the event that the Contractor adds/changes/subtracts “Contractor’s Professionals”, the Contractor shall submit an amended Section I “Contractor’s Professionals” list reflecting the same.

2.2 Payment:

Payment for Services:

This contract may not exceed the total amount authorized in Section I. Services are reimbursed at the payment amount for actual work provided. The total amount paid out through this contract may be less than the total amount authorized.

Payment will be made based upon a completed claim form approved either by the Executive Director or by the Center employee(s) authorized to approve billing(s). Payment for services is conditioned upon the Contractor completing the documentation necessary for the Center to process the claim(s). Such documentation must be complete, legible, and properly signed with title, date, and time as required.