IFB 30-26061 - Locum Tenens Medical Staffing.pdf

STATE OF NORTH CAROLINA

Department of Health and Human Services

Division of State Operated Healthcare Facilities

Invitation for Bid #: 30-26061

Locum Tenens – Professional Medical Staffing

Date of Issue: July 22, 2026

Bid Opening Date: September 21, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Brooke Wells

DSOHF Procurement Specialist

Email: Brooke.Wells@dhhs.nc.gov

Ver: 11/2025

Invitation for Bid #

30-26061

For internal State agency processing, including tabulation of bids, 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 bid.

Failure to do so may subject your bid 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://evp.nc.gov/SignIn https://evp.nc.gov/SignIn

Bid Number: 30-26060 Vendor: __________________________________________

Ver: 11/2025 1

Refer ALL Inquiries regarding this IFB to the procurement lead through the Message Board in the Sourcing Tool. See section 2.6 for details:

Brooke Wells

Invitation for Bid No.: 30-26061 Bids will be publicly opened: 09/21/2026 2:00pm EST

Using Agency: DHHS-DSOHF Commodity No. and Description: 851215 – Primary Care Practitioner Services, 851216 – Medical Doctor Specialist Services, 851217 – Healthcare Provider Specialist Services, 851219 – Pharmacists, 851220 – Dental Services, 851221 – Medical Rehabilitation Services for Patients

Requisition No.: TBD

EXECUTION

In compliance with this Invitation for Bid (IFB), 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 bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this bid 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 bid, 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 IFB, 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 IFB, 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 bid, 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 Ariba Sourcing Tool.

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

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

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

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

DHHS - Division of State Operated Healthcare Facilities

Ver: 11/2025 2

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: _180__ 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 IFB.

ACCEPTANCE OF BIDS

If your bid is accepted, all provisions of this IFB, 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 DHHS - DSOHF)

Ver: 11/2025 3

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 BID QUESTIONS

2.6 BID SUBMITTAL

2.7 BID CONTENTS

2.8 ALTERNATE BIDS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FEES

4.3 FINANCIAL STABILITY

4.4 REFERENCES

4.5 BACKGROUND CHECKS & DRUG SCREENING

4.6 APPLICABLE LICENSES/CERTIFICATIONS/REGISTRATIONS

4.7 SUBCONTRACTORS

4.8 SECRETARY OF STATE REGISTRATION

4.9 VACCINATION AND INFECTION CONTROL MEASURES

4.10 DSOHF FACILITY DUTIES

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

Ver: 11/2025 4

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD BUSINESS REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 TRANSITION ASSISTANCE

6.6 DISPUTE RESOLUTION

6.7 CONTRACT CHANGES

6.8 ATTACHMENTS

ATTACHMENT A: PRICING SUBMITTAL EXCEL WORKSHEET

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: CUSTOMER REFERENCE FORM

ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT G: STATE OF NORTH CAROLINA SUBSTITUTE W-9 FORM

ATTACHMENT H: STATE CERTIFICATIONS

ATTACHMENT I: BUSINESS ASSOCIATE ADDENDUM

ATTACHMENT J: NORTH CAROLINA TERMS AND CONDITIONS – MEDICAL SERVICES

ATTACHMENT K: DSOHF POLICY IC 182 INFECTION PREVENTION AND CONTROL

ATTESTATION FORM

ATTACHMENT L: FRAUD, WASTE AND FINANCIAL ABUSE COMPLIANCE

Ver: 11/2025 5

1.0 PURPOSE AND BACKGROUND

The purpose of the Invitation for Bid (IFB) is to solicit proposals from qualified Vendors to provide Locum Tenens on an as needed basis to the State of North Carolina, Department of Health and Human Services (DHHS), Division of State Operated Healthcare Facilities (DSOHF), intends to secure multiple contracts for the provision of statewide Locum Tenens coverage to provide Clinicians to patients seeking care at DSOHF.

DSOHF requires Locum Tenens to provide medical services from licensed and/or certified medical specialists to include, but not limited to, Psychologists, Psychiatrists, Primary Care Physicians, Family Medical, Laboratory Specialists, Physical Therapists, Occupational Therapists, Occupational Therapist Assistant, Speech Therapist, Radiology Specialists, Optometrist, Dentist, and Cardiopulmonary, Pharmacist as needed to meet patient needs while recruiting efforts are underway for permanent employees. Without the appropriate staffing levels of DSOHF they would be unable to meet CMS and JCAHO requirements and maintain an appropriate census level. This could lead to regulatory/accreditation deficiencies or worst-case scenario a failure to adequately attend to best practice standards which is paramount for in-patient psychiatric facilities.

The provider will give high quality care to all patients. 95% of identified patients evaluated and treated by contracted provider are expected to experience benefit as a consequence of having received the service.

Patients will receive appropriate service 100% of the time as evidenced by regular evaluations of contractor by Clinical supervisor at DSOHF. These evaluations include, but are not limited to, case supervision and chart review.

DSOHF Locations included in contract:

FACILITY NAME LOCATION

J. Iverson Riddle Developmental Center 300 Enola Road, Morganton, NC 28655

Murdoch Developmental Center 1600 E. Street, Butner, NC 27509

Caswell Development Center 2415 W. Vernon Ave., Kinston, NC 28504-3321

Broughton Hospital 1000 S. Sterling Street, Morganton NC 28655

Central Regional Hospital 300 Veazey Road, Butner, NC 27509

Cherry Hospital 1401 W. Ash Street, Goldsboro, NC 27530

Black Mountain Neuro-Medical Treatment Center 932 Old Highway 70, Black Mountain, NC 28711

O'Berry Neuro-Medical Treatment Center 400 Old Smithfield Road, Goldsboro, NC 27530

Longleaf Neuro-Medical Treatment Center 4761 Ward Blvd., Wilson, NC 27893

Julian F. Keith Alcohol and Drug Abuse Treatment Center 201 Tabernacle Road, Black Mountain, NC 28711

Walter B. Jones Alcohol and Drug Abuse Treatment Center 2577 West 5th Street, Greenville, NC 27834

Whitaker Psychiatric Residential Treatment Facility 1003 12th Street, Butner, NC 27509

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

1.1 CONTRACT TERM

The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”).

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

Ver: 11/2025 6

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

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

2.2 E-PROCUREMENT FEE

ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. 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/.

What is the Ariba Network?

The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to the Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate with buyers on contract documents.

For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site:

http://eprocurement.nc.gov/training/Vendor-training.

2.3 NOTICE TO VENDORS REGARDING IFB 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 IFB 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 IFB.

If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State 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 IFB addendum. The State 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, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB 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 during negotiations 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 bid as nonresponsive.

2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue IFB State 07/22/2026 http://eprocurement.nc.gov/

Ver: 11/2025 7

Submit Written Questions

Vendor 08/13/2026 11:00am EST

Provide Response to Questions

State 08/20/2026 5:00pm EST

Submit Bids Vendor 09/21/2026 2:00pm EST Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/258832371618526?p=kMf0ycL1IrwaCzKqOk Meeting ID: 258 832 371 618 526 Passcode: LH7do3CB

Need help? | System reference Dial in by phone +1 984-204-1487,,342977448# United States, Raleigh Find a local number Phone conference ID: 342 977 448# Join on a video conferencing device Tenant key: ncgov@m.webex.com Video ID: 117 269 605 6 More info For organizers: Meeting options | Reset dial-in PIN

Contract Award State TBD

2.5 BID QUESTIONS

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

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “IFB #30-26061 – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.

2.6 BID SUBMITTAL

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 bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements.

Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training https://teams.microsoft.com/meet/258832371618526?p=kMf0ycL1IrwaCzKqOk https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2I0ZWRiN2MtZWRjNS00MDNjLWFjN2ItNTU5ZDRiMWMxMjdm%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22dc15abc5-53f1-4e42-85d1-75ff99a3a9a1%22%7d tel:+19842041487,,342977448 https://dialin.teams.cloud.microsoft/c102d528-0544-4660-b869-294e85047e28?id=342977448 mailto:ncgov@m.webex.com https://www.webex.com/msteams?confid=1172696056&tenantkey=ncgov&domain=m.webex.com https://teams.microsoft.com/meetingOptions/?organizerId=dc15abc5-53f1-4e42-85d1-75ff99a3a9a1&tenantId=7a7681dc-b9d0-449a-85c3-ecc26cd7ed19&threadId=19_meeting_Y2I0ZWRiN2MtZWRjNS00MDNjLWFjN2ItNTU5ZDRiMWMxMjdm@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing https://eprocurement.nc.gov/training/vendor-training

Ver: 11/2025 8

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM

EST.

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through the Message Board will not be accepted or considered for award.

If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid.

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 bid with its bid submission, the Department may release an unredacted version if a record request is received.

2.7 BID CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested.

Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion.

Vendors shall upload the following items and attachments in the Sourcing Tool:

a) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.

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

c) Any applicable LICENSES/CERTIFICATIONS/REGISTRATIONS (Section 4.9)

d) Completed version of ATTACHMENT A: PRICING SUBMITTAL EXCEL WORKSHEET (uploaded separately in Ariba)

e) Completed version of ATTACHMENT D: CUSTOMER REFERENCE FORM

f) Completed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR

g) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

h) Completed and signed version of ATTACHMENT G: STATE OF NORTH CAROLINA SUBSTITUTE W-9 FORM

i) Completed and signed version of ATTACHMENT H: STATE CERTIFICATIONS

Ver: 11/2025 9

j) Completed and signed version of ATTACHMENT I: BUSINESS ASSOCIATE ADDENDUM

k) Completed and signed version of ATTACHMENT J: DSOHF POLICY IC 182 AL ATTESTATION STATEMENT

2.8 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

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

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

1) AMA: American Medical Association

2) CMS: Centers for Medicare and Medicaid Services

3) JCAHO: Joint Commission on Accreditation of Healthcare Organizations

4) TJC: The Joint Commission

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State 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 State’s best interest.

All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to multiple Vendors, the State 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 IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB 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 Paragraph 29. of the Instructions to Vendors entitled COMMUNICATIONS BY VENDORS

Each Vendor submitting a bid to this IFB, 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 procurement lead 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 bid 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.

Ver: 11/2025 10

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 IFB, or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or 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 the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award. 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.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid 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 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State 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 State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions https://evp.nc.gov/

Ver: 11/2025 11

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

e) Availability of pertinent skills

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

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

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State;

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 bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, 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 IFB. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State 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 SUBMITTAL EXCEL WORKSHEET included in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 FEES

1. The rate specified for each professional is all-inclusive and no additional fees shall be applied. This includes any pre-employment requirements such as background checks, immunization requirements, TB tests, etc.

2. Payment for each timecard period is due within thirty (30) days from invoice approval date.

3. Should the Provider provide services/work on a recognized holiday, the premium rate quoted for psychiatry nurse practitioners, psychiatrists, primary care physicians, medical nurse practitioners will be charged for the actual number of hours worked. Should the Provider have 24-hour call duties on the weekend or holiday, the Weekend & Holiday on-Call flat rate per 24-hour coverage rate quoted for psychiatric nurse practitioners, psychiatrists, primary care physician and medical nurse practitioners will be charged. Holidays recognized for this quote are the actual calendar dates for each of the following Holidays: Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Day and New Year’s Day.

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 F: CERTIFICATION OF FINANCIAL CONDITION.

The State 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 State within thirty

Ver: 11/2025 12

(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 REFERENCES

Vendor shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT D: CUSTOMER REFERENCE FORM, for which it has provided services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting State entity. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope to those proposed herein.

The State 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 Bid.

4.5 BACKGROUND CHECKS & DRUG SCREENING

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State as stated in more detail in Attachment J: NORTH CAROLINA TERMS AND CONDITIONS – MEDICAL

SERVICES.

Vendor’s drug screen of personnel is acceptable by the State at Vendor’s expense within 60 days prior to beginning work with the State. Vendor and its personnel are required to provide or undergo national background checks at Vendor’s expense within 60 days prior to beginning work with the State.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any failed drug screens, criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

4.5.1 VENDOR BACKGROUND CHECK & DRUG SCREENING AGREEMENT

Vendor agrees to conduct a background check and drug screening per the specifications above in this section on all employees proposed to work under this Contract, at its expense, and provide the required documentation to the State in order to perform Services under this Contract:

YES NO

4.6 APPLICABLE LICENSES/CERTIFICATIONS/REGISTRATIONS

Vendor shall provide, as applicable, a current and valid copy of the license/certification/registration for professional services outlined in the Scope of Work. Vendor can add applicable documents to their returned response in Section 6.1 RETURN SOLICITATION DOCUMENT in the Ariba Sourcing Tool or if needed they can submit as a separate document/zip file in Section

6.2 APPLICABLE LICENSES/CERTIFICATGIONS/REGISTRATIONS in the Ariba Sourcing Tool.

Requirement Provided with Response

Copy of current Professional Liability Insurance is attached. YES ☐ NO ☐

Copy of current License/ Certifications / Registrations is attached. YES ☐ NO ☐

Copy of current malpractice insurance policy is included. YES ☐ NO ☐

Copy of current BLS (AHA) certification is included, YES ☐ NO ☐

Proof of TB testing (PPD or Quantiferon) within 30 days of start or CXR if known positive YES ☐ NO ☐

Ver: 11/2025 13

4.7 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

4.8 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award.

No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to: https://www.sosnc.gov/ to register.

Vendor has registered with the North Carolina Secretary of State: Yes☐ No ☐

4.9 VACCINATION AND INFECTION CONTROL MEASURES

All Division of State Operated Healthcare Facilities (DSOHF) staff and contractors must comply with immunization requirements as a condition of performing work in any DSOHF facility. DSOHF Vaccination policy (No. 182 and 148 January 01, 2025) applies to all DSOHF employees, volunteers, students, and trainees, working for or within a DSOHF facility. In addition, DHHS employees, whose assigned primary worksite is within or on the grounds of a DSOHF facility shall follow this policy. Moreover, the vaccination policy applies to all contract and temporary workers who: 1) have direct contact with patients/residents in a DSOHF facility, or 2) work primarily within or on the grounds of a DSOHF facility, or 3) have an employee-employer relationship working for or within a DSOHF facility.

This policy does not apply to outside health providers rendering services to Division patients/residents on their own behalf and at their own location, except to the extent required by applicable state or federal laws or regulations.

DSOHF staff and contractors must adhere to the policies and procedures of DSOHF FACILITIES listed in this Contract including control measures to detect and prevent the spread of communicable diseases. When indicated, based on the presence of a communicable disease in the facility, or in the community, DSOHF FACILITIES listed in this Contract may order control measures, including screening/testing to detect the communicable disease or immunity thereto, source control, PPE, reassignment, furlough, or physical isolation from patients/residents of any covered individual who: 1) has regular contact with patients/residents; or 2) who provides services to patients/residents; or 3) who work in any facility area.

Vendor shall complete ATTACHMENT K: DSOHF POLICY IC 182 AL ATTESTATION STATEMENT All professional staff referred and hired through this agreement must be compliant with policies 182 and 148 prior to start date.

4.10 DSOHF FACILITY DUTIES

To enable Vendor to attract qualified Providers to the facilities, DSOHF will:

1. Use independent judgment as to a Provider's qualifications, credentials and background. DSOHF acknowledges that the ultimate decision as to a Provider's qualifications belongs to the DSOHF facility;

2. Inform Vendor within forty-eight (48) hours if any Provider presented by Vendor is already known to the DSOHF facility. Otherwise, the Provider will be conclusively presumed to have been introduced by Vendor. The DSOHF facility agrees to submit proof of a prior relationship or introduction upon request by Vendor;

3. Provide the Provider with a reasonable work schedule, reasonably maintained usual and customary equipment, usual and customary supplies, a suitable practice environment complying with accepted clinical and procedural https://www.sosnc.gov/

Ver: 11/2025 14 standards and, as necessary, appropriately trained support staff to enable the Provider(s) to perform his/her services;

4. Pay for any medical staff application and medical staff membership fees for any Provider;

5. Pay for any Insurance enrollments required by DHHS (e.g. NC TRACKS).

6. Assist the Provider in obtaining hospital privileges as applicable;

7. Comply with AMA, TJC, CMS, federal, state and local standards relating to patient care and related activities;

8. Provide peer review quality data that evaluates the Providers professional practice, in accordance with industry standard, annually (before May 1), to the DSOHF facility Chief Medical Officer and Contract Administrator. This data is factored into the decision to grant or deny privileges, and for renewal of existing privileges.

9. Participate in Vendor’s customer service/risk management activities by reporting immediately to Vice President of Customer Service/Risk Management and to Vendor’s Medical Director, any incident which may lead to a malpractice claim or disciplinary actions taken against any Provider which Vendor has provided to a DSOHF facility;

10. Not disclose or discuss our fees with any Provider that Vendor presents to DSOHF facilities;

11. Not discriminate on the basis of color, sex, race, creed, religion or economic status.

12. If North Carolina participates in the patient compensation fund, the DSOHF facility is responsible for all fees associated with the fund.

4.11 QUALITY ASSURANCE AND CONTRACT EVALUATION

This Contract is monitored for compliance with the terms by the Clinical Director or his designee, Performance reviews for each contract Provider are completed within 90 days, and semiannually. The Clinical Director identifies performance deficits and collaborates on individualized performance improvement plan. Additionally, all accidents, injuries and or incidents involving the contract physician are reviewed and discussed with the contractor.

The Clinical Director or his designee will review the Vendor contract annually to decide if the contract services are adequate, based on performance requirements of the scope of work, and the state job description to evaluate if the contract should be renewed or canceled.

4.12 STANDARDS OF SERVICE

DSOHF represents that it is not currently under investigation by any state or federal governmental agency for Medicare or Medicaid false claims, fraud or abuse. Further, DSOHF represents that DSOHF facilities current Providers and staff have not been sanctioned by a state or federal governmental agency, that the DSOHF facilities and its current practicing Providers and staff are not excluded from participation in the Medicare or Medicaid programs, and that no such proceeding is pending.

In the event any state or federal governmental agency initiates an investigation of a DSOHF facility, or the Vendor discovers that the facilities representations in this Client Agreement are false, the Vendor reserves the right to immediately terminate this Agreement. DSOHF facilities will be liable for any costs or fees that result from this early termination.

The DSOHF facilities agree to assist Vendor in commitment to customer satisfaction and risk management by providing Vendor with meaningful feedback by (1) periodic performance review of Providers while on assignment, (2) including Providers placed through the Vendor in the ongoing quality assurance/risk management programs of the Client’s facility, (3) providing necessary materials and reports on the performance of Providers to Vendor’s customer service/risk management team, medical director and legal counsel, and (4) advising Vendor within 48 hours of Client receiving notification of any incident or claim involving a Provider placed through Vendor so that Vendor can cooperate in its resolution.

5.0 SPECIFICATIONS AND SCOPE OF WORK

The specific items and any specifications that the Purchasing Agency is seeking are listed below. Items offered by the Vendor must meet or exceed the listed Specifications to be considered for award.

5.1 SPECIFICATIONS

A. VENDOR DUTIES

To assist DSOHF facilities in obtaining qualified Providers, Vendor will:

1. Use their best efforts to present Providers acceptable to the facilities;

2. Reimburse the Provider(s) for his/her fee(s);

3. Pay for malpractice insurance coverage through their insurance carrier for any and all Provider(s) presented by

Vendor to DSOHF facilities. This insurance is in excess of any other valid and collectible insurance maintained by Provider and Client;

Ver: 11/2025 15

4. Verify and obtain Provider licensure.

5. Allow DSOHF facilities to retain revenue generated by any Vendor’s Provider(s) placed by Vendor.

6. Require that any Providers the Vendor places with a DSOHF facility give the facility a minimum of thirty (30) days advanced written notice of termination and complete all of their charts before they leave.

7. Psychiatric and Behavioral Health Providers, Medical Providers, and Allied Health Professionals shall perform all services within the full scope of their licensure, certification, and training. This includes discipline-appropriate assessment, evaluation, diagnosis (where applicable), treatment or service delivery, participation in interdisciplinary care, and duties as outlined in the North Carolina State Job Descriptions provided to the Vendor when clinical personnel are requested.

8. Require that Providers participate in DSOHF facility’s Orientation Program for New Employees per DSOHF policy.

9. Require that Providers return their identification badge, keys, cell phone, Dictaphone and all other equipment provided by the DSOHF facility.

10. The Contractor shall inform all medical personnel it tenders to the DSOHF facilities that G.S. § 130A-493 prohibits all smoking in all of the buildings and campuses.

B. The Vendor Guarantee: Vendor is committed to the satisfaction of the Providers placed by Vendor and the DSOHF facilities who contract for their services. This means that Vendor will provide courteous and professional services in all dealings. Vendor will see to solve problems quickly and equitably.

1. If a DSOHF facility is not reasonably satisfied with the clinical performance or professional conduct of any Provider(s) Vendor places with the facility, and the facility requests in writing that the Provider(s) be removed from the Assignment within two (2) working days of the initial placement, Vendor will remove the Provider upon receipt of the appropriate written documentation.

2. If a DSOHF facility is not reasonably satisfied with the clinical performance or professional conduct of any Provider Vendor places with the facility within the first thirty (30) days of the initial placement and the facility requests in writing that the Provider be removed, and the facility provides Vendor with the appropriate written documentation, Vendor will remove the provider.

C. Standards of Service

1. DSOHF represents that it is not currently under investigation by any state or federal governmental agency for Medicare or Medicaid false claims, fraud or abuse. Further, DSOHF represents that DSOHF facilities current Providers and staff have not been sanctioned by a state or federal governmental agency, that the DSOHF facilities and its current practicing Providers and staff are not excluded from participation in the Medicare or Medicaid programs, and that no such proceeding is pending.