ESBD_544717_1785514923792_RFP for Prescription_Pharmacy Services.pdf

REQUEST FOR PROPOSALS

Prescription/Pharmacy Services

Issued July 31, 2026 by:

Jessie Campbell, Deputy CEO

West Texas Centers for MHMR 319 Runnels

Big Spring, TX 79720 Phone: 432-264-3242

Email: Jessie.Campbell@wtcmhmr.org mailto:Jessie.Campbell@wtcmhmr.org

TABLE OF CONTENTS

SECTION Page

1.0 Introduction and Background………………………………………………….………………..03

2.0 Bid Requirements ………………………………………………………………………………04

3.0 Evaluation and Award of Bids …………………………………………………………………07

4.0 Bid Form………………………………………………………………………………………..08

5.0 Acknowledgement and Execution of Offer…………………...….…………………………….10

6.0 Terms and Conditions…………………………………………………………………….…….11

SECTION 1.0 – INTRODUCTION AND BACKGROUND

West Texas Centers (the “Center” or “Authority”) is seeking the professional services of an experienced, licensed pharmacy provider to furnish prescription/pharmacy services and act as pharmacy consultant for individuals served by the Center. An individual or legal entity may submit a proposal.

The Center is looking for the professional services of a contractor with expertise in public section healthcare audit services to provide expertise in performance, compliance, operational, and information technology audit and advisory services.

All qualified vendors are invited to submit a proposal. Every effort has been made to notify vendors within the Center’s service area. Vendors responding to this proposal must be in good standing with the Texas State Comptroller.

BACKGROUND INFORMATION

The Center is a unit of local government, as designated under the provisions of Chapter 534.001 of the Texas Health and Safety Code, as amended, and serves as the designated local authority for mental health and intellectual and developmental disabilities for the established service area. The Center began operations on March 1, 1997 and continues to operate through a contractual relationship with the Texas Department Health and Human Services Commission.

We proudly serve the citizens of Andrews, Borden, Crane, Dawson, Fisher, Gaines, Garza, Glasscock, Howard, Kent, Loving, Martin, Mitchell, Nolan, Reeves, Runnels, Scurry, Terrell, Terry, Upton, Ward, Winkler and Yoakum counties.

The Center provides a wide array of services in approximately 35 sites across the service area to over 7000 individuals through the dedication of approximately 300 staff. Although administrative offices are located at 319 Runnels, Big Spring, Howard County, Texas, local offices are established throughout most of the catchment area.

PROJECT OBJECTIVES AND CRITICAL SUCCESS FACTORS

The Center is soliciting proposals from qualified pharmacy providers to furnish prescription services and act as pharmacy consultant for individuals served by the Center throughout the service area described above. The successful proposer will be expected to enter into a Provider Services Agreement substantially similar in form to the Center’s standard agreement, with an anticipated not-to-exceed annual amount to be negotiated based on projected utilization.

Services will include, at a minimum: timely dispensing and delivery of routine, emergency, and refill prescriptions; single-dose (unit-dose) packaging; provision of stock and prescribed injectable medications;

pharmacist consultation for consumers, physicians, and nursing staff; a quality improvement program addressing dispensing errors and adverse reactions; and strict compliance with confidentiality requirements applicable to behavioral health records.

The work will be governed by a written Provider Services Agreement setting forth covered services, qualifications, standards, reimbursement rates, and required federal contract provisions (where federal funds are expended). The Center anticipates presenting a recommendation for award to the Center’s Board of Trustees.

SECTION 2.0 – BID REQUIREMENTS

Please read carefully this entire dib document and specifications. Complete all forms and submit your response with all appropriate attachments.

2.1 Proposal Format

In order to fully and equitably evaluate each proposal, a standard reply format is required.

• Proposals must include a cover letter clearly stating the name of the vendor and the name, address, and telephone number of the proposer’s representative. The letter must state that the proposal is valid for at least 180 days from the submission date;

• Proposal must address each of the bid requirements as stated in this RFP

• The Center reserves the right to reject any and all proposals, and to negotiate portions thereof.

• Proposals that address only part of the requirements contained in this RFP will not be considered;

• The Center reserves the right to select any proposal, considering the quoted estimated fee and other factors;

• The proposer shall furnish additional information that the Center may reasonably require;

• The Center will not be liable for any cost incurred in the preparation of proposals.

2.2 Schedule of Proposal Submission

Activity Timeline

1 Mailing of individual hard copy notifications to known qualifying vendors. Request for Proposals package documents posted to the

ESBD

7/31/26

2 Proposals due 8/21/2026

3 Evaluation of Proposals 8/21/2026 – 8/28/2026

4 Recommendation to Board of Trustees NLT: 8/28/2026

5 Negotiate & execute Purchase Order NLT: 9/30/2026

6 Letters of non-selection mailed NLT: 9/30/2026

2.3 Delivery and Execution

To be eligible for consideration under this RFQ/RFP, a proposal shall be submitted by the stated deadline.

Only electronic submissions will be accepted.

Electronic Delivery Responses to the RFQ emailed to:

Jessie Campbell Deputy Chief Executive Officer Jessie.Campbell@wtcmhmr.org

Proposals must be received no later than 5:00 p.m. on August 21, 2026. Proposals received after this time will not be accepted. Faxed Proposals will not be accepted.

2.4 Questions

There will not be a pre-proposal conference. Any person wishing to obtain additional information about the request for qualifications or about the operations of the Center may contact Jessie Campbell, Deputy Chief Executive Officer by email.

All questions submitted will be reviewed, consolidated, and answered in one addendum to the proposal.

The proposal and any addendums will be posted on the Texas Electronic State Business Daily website at:

Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) Website: www.txsmartbuy.com

Agency: WEST TEXAS CENTERS– R1140 Search Type: Reports/Solicitation Posting

Description: Prescription Services Solicitation Number: RX1001

It is the proposer’s responsibility to continually check the website for responses to questions and clarifications.

2.5 Formal Interview

If it is deemed necessary, West Texas Centers may schedule the top evaluated 2-5 vendors who submit a valid proposal in accordance with this RFQ/RFP for formal interview between August 21, 2026 and August 28, 2026. Final time slots will be assigned after the August 21st submission deadline.

The focus of the interview will be to display the vendor’s capabilities to provide the required services.

2.6 Open Records

The Center is a governmental body subject to the Texas Public Information Act. Bids submitted to the Center as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If the bidder believes that its response, or parts of its response, may be exempted from disclosure under Texas law, they must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the bidder must specify which exceptions to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception. The Center assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by bidders.

2.7 Tax Exempt

The Center is a tax-exempt entity and a registered 501(c)(3) entity. Bid prices should not include taxes.

Please include any charitable entity discounts provided on the Cost of Ownership Form (Attachment E)

2.8 Independence

The bidder must make a statement concerning the independence of the proposer, including direct and indirect financial interest, and the relationship of the proposed bidder’s officers and employees to employees of the Center and any of the board of trustees members. (See Attachment B for a roster of the Board of Trustees and Attachment C for Conflict of Interest Definition)

2.9 Data Use Agreement

By entering into a Contract with West Texas Centers as a result of this solicitation, the successful respondent agrees to comply with all applicable Health Insurance Portability and Accountability Act (HIPAA) requirements, the Texas Administrative Code provisions governing alcohol and drug abuse records (where applicable), and the confidentiality provisions set forth in Attachment E (Data Use Agreement).

SECTION 3.0 – EVALUATION AND AWARD OF BIDS

The following criteria is to be used to document the Center’s evaluation of the proposers’ qualifications.

Points within the ranges specified are to be assigned to the below listed criteria as a means for quantifying the relative strengths and weaknesses of the various proposals. It should be understood that while the total score is a significant factor, the requester of the services reserves the right to consider other factors in making a final selection. Award of the contract may not be made to the vendor submitting the lowest priced proposal. The Center will choose the vendor which is deemed to be in its best interest as determined by the Center.

3.1 Mandatory Criteria

Proposals will not be considered for further evaluation unless there is compliance with all of the following criteria. The proposer:

• Must be in good standing with the Texas State Comptroller;

• Must demonstrate independence by submitting a Bid Affidavit (Attachment D)

• Must hold a current and active license through the Texas State Board of Pharmacy for the pharmacy and all participating pharmacists;

• Must hold a current and active Texas Controlled Substances Registration through the Texas

Department of Public Safety;

• Must hold a current and active Controlled Substance Registration through the U.S. Drug

Enforcement Administration (DEA);

• Must be a participating provider in good standing under the Medicare and Medicaid programs and must not be and never have been excluded from participation in said programs;

3.2 Technical Criteria

The following criteria will be used as the basis for evaluation of the technical criteria (0-45 points)

• Prior experience serving Texas community mental health/IDD centers or comparable healthcare entities, and references;

• Ability to meet turnaround requirements for new orders, emergency prescriptions, and routine refills;

• Capability to provide unit-dose packaging and alternative packaging/dispensing increments;

• Availability of a pharmacist for consultation with consumers, physicians, and nursing staff during regular business hours;

• Qualifications of pharmacy staff, including licensure and any specialty certifications

• Quality improvement program addressing dispensing errors and adverse medication reactions;

• Size, structure, and service capacity of the vendor relative to the Center’s service area;

• Customer service and responsiveness.

3.3 Cost Criteria

Proposals will be evaluated for the overall cost of the services to be rendered under the RFP, including markup and dispensing fee structure (0-20 points)

3.4 Formal Interview

Formal interviews, if held, will be evaluated on the vendor’s ability to demonstrate capability of meeting all required elements of the RFP. (0-35 points)

SECTION 4.0 – BID FORM

In this document the terms “you” and “your” refer to the vendor, and “we”, “our,” and “us” refer to West Texas Centers (the Center).

Bidder must answer all questions in this form and provide it as the bid response. A Microsoft Word version of the form is available upon request by emailing Jessie.Campbell@wtcmhmr.org. Provide brief, direct responses to all questions.

4.1 Company Overview

• Identify your company name, headquarters, and the name/headquarters of your parent company

(if applicable). Provide: Name, Address, Phone Number, Web Address.

• Provide a brief overview of your company and history of your organization, including your mission statement.

• What is the tenure of your organization’s management team?

• What is the total number and average size of your active institutional/community clients?

• Do you have experience serving Texas-based community mental health centers or similar behavioral health/IDD providers? Please provide references for a minimum of three customers, including a Texas MHMR/LIDDA customer (if possible) and a customer served within the past 12 months.

• Provide evidence that your firm is eligible to do business in the State of Texas.

4.2 Executive Summary

Provide a narrative description that concisely summarizes the plan being proposed to meet the requirements of this solicitation, your approach to providing the requirements identified by the Center, and a description of what uniquely qualifies your firm for this contract. The Executive Summary should exclude any cost information.

4.3 Requirement Listing

Describe your approach and capability to provide the following services, consistent with Attachment A (Specialized Services to be Provided):

• Sufficient equipment and medication purchasing capacity to ensure, at minimum, a 48-hour turnaround for new medication orders and a 24-hour turnaround for emergency prescriptions and routine refills;

• Capability to fill prescriptions in single-dose (unit-dose) packaging, and in requested increments (weekly, bi-weekly, monthly);

• Provision of prescribed and “stock” injectable medications (e.g., long-acting injectable antipsychotics);

• A quality improvement program addressing medication dispensing errors and adverse medication reactions, including specifications for drug purchases and compliance monitoring;

• Availability of a pharmacist during regular business hours for consultation with consumers, Center physicians, and nursing staff regarding medications, side effects, and food/drug interactions, and provision of written medication education materials;

• Use of generic substitutions where available (Grade A generic or name-brand substitutes), with identification of substituted NDC numbers;

• Confidentiality safeguards ensuring only pharmacy (and, where appropriate, data entry) personnel have access to information identifying an individual as a Center consumer;

• A refill-authorization mechanism consistent with the Center’s utilization requirements;

• Billing practices that recognize the Center as payor of last resort and appropriately coordinate third-party and Medicaid benefits.

Describe the methodologies, technologies, and tools you will employ to ensure thoroughness, accuracy, and timely delivery, and outline your approach to reporting, corrective action, and confidentiality of protected health information.

4.4 Additional Requirements

• Provide details of all relevant licenses, registrations, and certifications held by your firm and its pharmacists (Texas Board of Pharmacy, Texas DPS Controlled Substances Registration, DEA Controlled Substance Registration, and any others).

• Describe your criminal background check process for personnel with direct or indirect involvement in service delivery, consistent with Texas Health and Safety Code §533.007 and Texas Government Code §411.115.

• Describe your record retention practices and your ability to retain records, including Plans of Service and PHI, for a minimum of seven (7) years.

• Describe the level of assistance you would expect from Center personnel, including any recurring update meetings and who from the Center should attend.

4.5 Estimated Total Cost

The proposal should contain all pricing information relative to accomplishing the goals described in this request for proposals. Provide a clear breakdown of your fee structure, including:

• Markup applied to invoice acquisition cost (AG cost), by pricing tier;

• Dispensing fee per prescription;

• Any separate pricing for Patient Assistance Program drugs;

• Any monthly, per-billing-cycle, or delivery fees;

• Payment terms, invoicing schedule, and any prompt-payment discount offered;

• Policy on credit for unused medications returned to the vendor.

For reference, the Center’s current fee schedule structure is tiered by invoice acquisition cost as follows.

Proposers should provide a comparable, fully specified rate structure:

If any additional information is needed to provide accurate pricing, please contact Jessie Campbell via email. The Center will not be responsible for expenses incurred in preparing and submitting the proposal.

Such costs should not be included in the proposal.

4.1 Schedules and Attachments

4.1.1 We provide the following:

• Audited financial statements emailed upon request

• Attachment A – Specialized Services to be Provided

• Attachment B – Roster of Board of Trustees

• Attachment C – Conflict of Interest Definition

• Attachment D – Affidavit

• Attachment E – Data Use Agreement

4.1.2 You must include the following information with the bid:

• Completed Proposal valid for 180 days

• Signed Acknowledgement and Execution of Offer

• Signed and notarized Affidavit (Attachment D)

5 Test

5.0 ACKNOWLDEMENT AND EXECUTION OF OFFER

• You confirm that the necessary experience, knowledge, skills, abilities, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFP and the subsequent Contract.

• All statements, information, and representations prepared and submitted in response to the RFP are current, complete, true and accurate. The proposer acknowledges that the Center will rely on such statements, information, and representations in selecting the successful bidder(s).

• By submitting this bid, you acknowledge that you agree with and accept all specifications in the bid except as you expressly qualified in the bid.

• In compliance with the RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any and all commodities or services at the prices quoted.

• Bidder acknowledges that the Contract may be canceled if any conflict of interest or appearance of a conflict of interest is discovered by the Center.

Vendor:__________________________________________ FEIN: ______________________

Address:________________________________________________

City, State, Zip:__________________________________________

Phone Number:___________________________________________

Email Address:___________________________________________

Signature of Vendor Official:_________________________________ Date:______________

Name (printed): __________________________________________

Title: __________________________________________________

PLEASE COMPLETE, SIGN AND RETURN WITH PROPOSAL. FAILURE TO SIGN AND

RETURN THIS EXECUTION OF OFFER WILL RESULT IN THE REJECTION OF THE

PROPOSAL.

6.0 TERMS AND CONDITIONS

ITEMS BELOW APPLY TO AND BECOME A PART OF PROPOSAL. ANY EXCEPTIONS

THERETO MUST BE IN WRITING.

6 Test

6.1 Proposal Requirements:

6.1.1 Rules, Regulations and Statutes: Proposer must comply with all rules, regulations and statutes relating to purchasing in the State of Texas in addition to the requirements of this form.

6.1.2 Unit Price: Proposers must price per unit shown. Unit prices shall govern in the event of extension errors.

6.1.3 Late or Unsigned Proposals: Late and/or unsigned proposals will not be considered under any circumstances. Person signing proposal must have the authority to bind the firm in a contract. The proposer is solely responsible for ensuring that the proposal is received prior to the specified due date and time.

6.1.4 Pricing Firm: Proposal prices are requested to be firm for the Center acceptance for 45 days from proposal opening date (unless otherwise stated in specifications). “Discount from list” proposals are not acceptable unless requested. Cash discounts are not considered in determining an award. Cash discounts will be taken if earned.

6.1.5 Tax Exempt: The Center is tax exempt as a unit of local government in the State of Texas under federal and state law. Do not include tax in the proposal.

6.1.6 Right to Accept or Reject: The Center reserves the right to accept or reject all or any part of any proposal, waive minor technicalities and award the proposal to best serve the interest of the Center.

6.1.7 Withdrawal: Any proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 180 days, to provide the commodity or service set forth in the specifications, or until a selection has been made by the Center.

6.1.8 Proposal Costs: Proposers electing to respond to this RFP are responsible for any and all costs of proposal preparation. The Center is not liable for any costs incurred by a proposer in response to this RFP.

6.1.9 Exceptions: If a proposer takes exception to any specification within this RFP, they must notify the Center in writing prior to the scheduled proposal opening date and time.

6.1.10 Oral Statements: The Center will not be bound by any oral statement or representation contrary to the written specification of the RFP.

6.1.11 Texas Public Information Act: Information, documentation and other material collected, assembled or maintained by the Center in connection with this solicitation or any resulting contract may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public Information Act”). If a proposer believes any information contained in the proposer’s response package contains any proprietary or confidential information the proposer must clearly mark the verbiage claimed to be proprietary or confidential. If a Public Information Act request for documents is filed, the Center will make best efforts to contact proposer prior to release of claimed proprietary information. If, at that time, the proposer still believes information provided is proprietary or confidential, the proposer shall timely notify the Center. Upon receipt of such notice, the Center will submit to the Attorney General’s Office the documents on which privilege is claimed, but will not be required to present any arguments in support of the proposer’s claim of privilege. It shall be the responsibility of the proposer to make arguments directly to the Attorney General’s Office.

6.2 Award of Contract

6.2.1 A response to this RFP is an offer to contract based upon the best price, terms, and conditions and specifications contained herein. Proposals do not become a contract until they are accepted. The contract shall be governed, construed and interpreted under the laws of the State of Texas, and the Center Policy as the same may be amended from time to time. Any legal actions must be filed in Howard County, Texas. Disputes concerning the terms of contracted services that cannot be resolved will be brought before an independent mediation center, whose decision will be binding upon both parties.

6.2.2 No Guarantee of Award: The Center makes no warranty or guarantee that an award will be made as a result of this RFP. The Center reserves the right to accept or reject any or all proposals, waive any formalities or minor technical inconsistencies and delete any requirement or specification from this RFP or the Agreement when deemed to be in the Center’s best interest.

The Center reserves the right to seek clarification of any item contained in Proposer’s proposal prior to final selection. Such clarification may be provided by telephone or personal meeting with or in writing to the Center, at the Center’s discretion. Representations made by Proposer within its proposal will be binding on Proposer. The Center will not be bound to act by any previous communication or response submitted by Proposer, other than this RFP.

6.3 Cancelation of Contract – If contract is cancelled, for any reason, any prepaid fees shall be refunded on a pro-rated basis.

6.4 Conflicts – In the event of a conflict between standard proposal requirements and conditions and the attached detail specification, the detail specification shall govern.

6.5 Indemnification – The proposer shall defend, indemnify, and hold harmless the State of Texas, West Texas Centers for MHMR, all of its officers, agents and employees, and board of trustees members from and against all claims, actions, suites, demands, proceedings, costs, damages, and liabilities, arising out of, connected with, or resulting from any acts or omissions of proposer or any agent, employee, subcontractor, or supplies of proposer in the execution or performance of this RFP. There shall be no provision contained in the RFP or subsequent contract that waives or operates to abrogate any immunities to which the Center is entitled by law.