On-Site_Health_and_Wellness_Center_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS (RFP)

2093-RFP

ON-SITE HEALTH AND WELLNESS CENTER

City of Rock Hill

757 S. Anderson Road, Building 103

Rock Hill, SC 29730

RELEASE DATE: February 19, 2026

DEADLINE FOR QUESTIONS: March 11, 2026

RESPONSE DEADLINE: March 23, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofrockhill

City of Rock Hill

REQUEST FOR PROPOSALS (RFP)

2093-RFP

On-Site Health and Wellness Center

I. Introduction II. Request for Proposals

III. Scope of Work IV. Terms & Conditions V. Local Purchasing

VI. Evaluation VII. Vendor Questionnaire

Attachments:

A - SAMPLE Agreement for Goods & Services

B - City of Rock Hill Data

Request for Proposals (RFP) #2093-RFP Title: On-Site Health and Wellness Center

1. Introduction

1.1. Summary

The City of Rock Hill, South Carolina ("City") is seeking proposals from interested and qualified companies to provide the City with contracted On-Site Health and Wellness Services.

1.2. Background

The City of Rock Hill On-Site Health and Wellness Center provides primary health care, acute and episodic health care, wellness services, health screenings, identification and outreach to patients exhibiting markers for certain chronic health conditions in the City’s population, outpatient occupational healthcare, and other services depending on the needs of the City. The On-Site Health and Wellness

Center is a health care option for City employees, retirees, and their dependents covered by City health insurance. The Center is located at the City Operations Center, 757 Anderson Road, Rock Hill, SC, with some scheduled service times available at other City facility locations.

1.3. Contact Information

Sarah Kesler

Procurement Analyst

Email: sarah.kesler@cityofrockhill.com

Phone: (803) 329-7070

Department:

Risk Management

1.4. Timeline

Solicitation Release Date February 19, 2026

Pre-Proposal Meeting (Non-Mandatory) February 26, 2026, 1:30pm

City of Rock Hill Operations Center

757 S Anderson Road, Building 103, Purchasing Conference Room

Rock Hill, SC 29730

Question Submission Deadline March 11, 2026, 4:00pm

Proposal Submission Deadline March 23, 2026, 5:00pm

The City of Rock Hill's eProcurement Portal only.

NOTE: The proposal opening is virtual. No in-person meeting will be held.

mailto:sarah.kesler@cityofrockhill.com tel:(803)329-7070

2. Request for Proposals

PROJECT: On-Site Health and Wellness Center

RFP Number: 2093-RFP

Proposal DUE DATE: Monday, March 23, 2026 before 5:00 pm

2.1. General Information

Electronic submissions will be received by the Procurement Division of the City of Rock Hill, South

Carolina via the City's eProcurement Portal up to but not later than the published date and time. The eProcurement Portal clock is the official timekeeper for determining all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline, regardless of any technical difficulties such as poor internet connections. The City strongly recommends completing your response well ahead of the deadline.

2.2. Non Mandatory Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held at 1:30 pm on Thursday, February 26, 2026 in the following location:

City of Rock Hill Operations Center 757 S Anderson Road, Building 103, Purchasing Conference

Room Rock Hill, SC 29730

After making the turn onto Cowan Road, continue driving until you pass the gas pumps on the left.

There is a parking lot with loading bays. The Conference Room is located through the glass door under the "103" sign to the left of those bays.

Inspection, questions, and work review will take place at this time. Please RSVP if a representative from your company will be attending the non-mandatory pre-proposal meeting.

2.3. Purpose

The City of Rock Hill, South Carolina is seeking proposals from qualified companies to provide the City with an On-Site Health and Wellness Center.

The initial term of the resulting agreement is thirty-six (36) months with two (2) one-year optional renewals. After this term, the parties may mutually agree to a renewal of this contract in one-year intervals or any interval that is advantageous to the City.

2.4. Competition Intended

The process of responding to this Request for Proposals (RFP) should involve interested companies reviewing and analyzing the information provided herein and responding to all items where a response is requested.

2.5. Definitions

Proposer/Company/Vendor/Contractor/Supplier: These terms are used to encompass the party seeking to have an agreement with the City of Rock Hill.

City: This term is defined as the City of Rock Hill, South Carolina. All communications relating to the procurement process or the resulting purchase should be directed to the City’s Procurement Office.

Purchase: This term means the agreement to be executed by the City and the successful company.

2.6. Discrepancies and Questions

Companies shall have no contact related to this project with the City of Rock Hill elected or appointed officials or employees during the solicitation process, other than the contact person specified within this solicitation. Any such contact will subject the Company to immediate disqualification for consideration for this project.

Should the Company have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the Company shall request clarification from the City via the eProcurement Portal, not later than 4:00 pm on Wednesday, March 11, 2026.

All questions will be answered, and any changes will be communicated through an addendum posted on the City’s eProcurement Portal. As a registered Company, you will also receive addenda notifications in your email by clicking “Follow” on this project. It is the Company's responsibility to check the website for this information before submitting. Failure to request such clarification is a waiver of any claim by the

Company for additional expenses because its interpretation was different from the City’s.

2.7. Proposer's Minimum Qualification

A qualified company is defined for this purpose as one that meets, or by the date of proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this RFP.

2.8. Proposal Preparation

All proposal responses shall be:

1. Prepared and submitted electronically via the City's eProcurement Portal by an authorized company representative.

2. Each proposal constitutes an offer and may not be withdrawn except as provided herein. Prices are to remain firm for the period stated in the Request for Proposals.

3. Each proposal shall include the name, address, telephone number, and e-mail address of at least three (3) current customers for whom they have provided similar products or services. These references may be contacted, and if so, their responses may constitute a significant part of the proposal evaluation process.

4. The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

2.9. Proposal Submission

Proposals must be received before 5:00 pm on Monday, March 23, 2026 to be considered.

The City assumes no responsibility for late proposals. No proposal may be withdrawn for a period of sixty (60) calendar days after the date set for the opening thereof unless approved in writing by the

Procurement Manager. All proposals must be approved by the Rock Hill City Manager and the department(s) in charge of the project. Failing an agreement, the City may reject all proposals and resubmit for new proposals or make any other decisions it deems to be in its own best interest.

https://procurement.opengov.com/portal/cityofrockhill

The e-Procurement Portal uses an 'electronic lock box' system to receive and protect all Company responses. Only the Company can see that they have submitted a response and the information contained in that response. The Company may withdraw its submission and resubmit anytime until the due date and time. Once the submission phase has ended, the City can view the proposals and begin the evaluation of all received.

2.10. Availability of the e-Procurement Portal

All responses to the Solicitation must be submitted electronically through the e-Procurement Portal.

Should there be any technical issues with the Portal (not user/Supplier issues) that prevent any Supplier from submitting a response within the two (2) hours immediately before the due time, the Solicitation due date and time shall be extended for a period of 24 hours. The technical issue must be with the

Portal provider (OpenGov) and affects all participating Suppliers. The City shall verify the technical issue or unavailability of the Portal with OpenGov, the system provider. Technical issues localized to a single supplier will not be considered a cause for an extension.

The e-Procurement Portal will not allow submissions after the established due date and time have passed.

2.11. Errors in Proposal

Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the company's own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. If an error is made before submitting the proposal, the company may withdraw its proposal electronically through the City's eProcurement Portal and may resubmit prior to the stated proposal submission deadline. The City reserves the right to waive any informalities, technical defects, and minor irregularities in proposals received.

2.12. Award Criteria

The award shall be made to a company that submits the highest-scoring proposal, taking into consideration product or service quality, past performance, and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, the City of Rock Hill reserves the right to reject any or all proposals, to accept any proposal submitted, waive any informality, and negotiate with the low Proposer(s) on any changes that the City of Rock Hill considers necessary or desirable for its own interests. The City alone shall make such determination.

Should the City identify the lowest bid as an Abnormally Low Bid (ALB) in accordance with the City's own internal guidance, the City may request the Vendor to provide information or an explanation in support of what appears to be an ALB. Should the City believe the Vendor cannot fulfill the requirements of an

Awarded Contract for the amount of the offer, the City may disqualify the submission.

In addition, the City of Rock Hill's Procurement Policies and Procedures Manual, as amended or supplemented from time to time, is hereby incorporated by this reference and shall apply to this

Request for Proposals. The City reserves all alternatives, terms, and conditions as set forth therein.

2.13. Compliance with Laws

The successful Proposer shall obtain and maintain all licenses, permits, liability insurance, and workers' compensation insurance, and comply with all other standards or regulations required by federal, state, county, or City statutes, ordinances, and rules during the performance of any purchase between the company and the City. Any such requirement specifically outlined in any purchasing document between the company and the City shall be supplementary to this section and not in substitution thereof.

2.14. Suspension and Debarment

The Proposer certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the Proposer is unable to certify any of the statements in this certification, such Offeror shall attach an explanation to this proposal.

2.15. Subcontractors

The awarded Company agrees that it shall not delegate, subcontract, or assign all or any portion of the project to any third party without the express written consent of the City.

2.16. Brand Name

The use of a brand name is for the sole purpose of describing the standard of quality, performance, and a characteristic desired, and is not intended to limit or restrict competition.

2.17. Retainage

The City reserves the right to hold up to 10% of the invoice amount in retainage to ensure that the project, materials, and services are delivered to the City’s satisfaction. All retainages will be paid when all issues, in the sole opinion of the City, have been resolved, and retainage may be held until the project completion.

2.18. Local Providers

Proposers should keep in mind the City’s goal of supporting local businesses and supply houses for materials and labor whenever practicable, so long as pricing and other contract conditions are not adversely affected.

2.19. Proposal Format

The proposal shall not exceed thirty-five (35) pages, excluding the cover, back page, letters of introduction, tabbed dividers, and table of contents. Font size shall be no smaller than ten (10).

Proposals exceeding the thirty-five (35) page count may not be considered at the sole discretion of the

City of Rock Hill. Each page with the criteria information will be counted, including photos, charts, and graphs. Please number all pages except for those excluded above.

To facilitate review of your proposal by the City of Rock Hill, please ensure the submission conforms to the following format:

1. Coversheet: List RFP Statement, the name of your company, and the name, address, e-mail address, and telephone number of a contact person for questions concerning the proposal submitted.

2. Qualifications & Experience of the Company: Brief history and organization of the company, legal entity that will enter into the contract, and the name and title of the person authorized to enter into a master contract agreement (must be an officer, partner, or member of the company). List any subcontractor companies that will support your company.

Provide a narrative of your company's prior experience and qualifications pertaining to the

Scope of Work, and provide a list of projects with similar scopes.

3. Project Team: Provide a list of the project team classifications proposed to use and identify each team member's responsibilities. Do not list all the subcontractor employees that may be on the team, but list the organizational structure. List any specialties or roles on the team and office locations. Provide a detailed cost summary relating to project team members.

Once staffing is determined, the Contractor shall provide copies of proof of professional licensure in the State of South Carolina (Certificate of Authorization) for the staff performing the various tasks.

Proposers must identify all functional teams supporting the City account. Named individuals are not required, but roles and responsibilities must be clearly defined. At a minimum, responses must describe:

• Client success or account management roles

• Implementation and transition support

• Operations management

• Reporting and analytics support

• Pharmacy or medication management support, if applicable

4. Project Management, Approach to the Project, & Quality Control: Demonstrate project management, approach to the project, and quality control methods employed by your company, specifically for employer clinics, managing outpatient occupational health services, and case, health, & disease management.

5. Flexibility and Risk Management: Proposers must describe how nonstandard operations are managed, including: inclement weather operations, staffing continuity during emergencies, and support for 24-hour public safety workforces.

6. Capacity and Response Capability: Provide a statement of your company's current workload, proposed schedule of action for when the City requests these services, and capacity to meet the demand for specified services.

7. Strategic Program Development: Proposers must submit a forward-looking strategy describing recommended next phase program development for the City based on information provided in the RFP. The response must:

a. be limited to 500 works;

b. be specific to the City’s current program;

c. identify recommended priorities and rationale;

d. demonstrate strategic thinking rather than service inventories.

8. References: Provide the names, addresses, telephone numbers, and emails of at least three

(3) references relative to the Scope of Work found in Section 3. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

9. Legal, Safety, Insurance, and Financial: The company's submittal shall provide documentation of any history of litigation associated with project performance or professional, malpractice, security & privacy liability, or regulatory action during the past ten years. A short statement of any safety problems that the company may have encountered in the operation of similar clinics or providing health services should be included. A statement or other information to describe the company's general financial standing and current insurance coverage.

10. Cost: The proposer must provide details of all costs associated with providing, at a minimum, all services requested in the Scope of Work (Section 3). Please also describe the company’s pricing model. If other services are to be included or offered, please provide a detailed listing as well as a description of payment terms.

Please describe any and all terms of service other than those required by the City.

11. Insurance Capacity: The submitting company (lead company if submitting as a team) shall be able to post the minimum, specified insurance requirements for this project as follows:

▪ Professional Liability -$2,000,000.00 per claim, $2,000,000.00 aggregate

▪ Worker's Compensation -$500,000.00

▪ Comprehensive/General Liability -$2,000,000.00 per claim

▪ Malpractice Liability -$3,000,000.00 per claim, $3,000,000.00 aggregate

▪ Security & Privacy Liability -$1,000,000 per occurrence/annual aggregate

▪ Regulatory Action Sublimit: -$500,000

Coverages must be maintained throughout the life of the contract.

12. Other Supporting Data: Include any additional information relevant to the selection of your company.

3. Scope of Work

3.1. Introduction

The On-Site Health and Wellness Center provides primary health care, acute and episodic health care, wellness services, health screenings, identification and outreach to patients exhibiting markers for certain chronic health conditions in the City’s population, outpatient occupational healthcare, and other services depending on the needs of the City. The On-Site Health and Wellness Center is a health care option for City employees, early retirees, and their dependents covered by City health insurance.

The location of the Center is the City Operations Center, 757 Anderson Road, Rock Hill, SC with some scheduled service times available at other City facility locations.

The City offers health benefits coverage to its employees, eligible non-Medicare eligible retirees, and their respective dependents. Currently, the City has approximately 1,100 employees and early retirees enrolled for health care benefit coverage and provides coverage to approximately 1,750 individuals. In

2025, there were approximately 3,100 visits by eligible employees and/or dependents to the City On-

Site Health and Wellness Center.

The City places significant emphasis on performance measurement, transparency, and documented outcomes. Proposers must demonstrate not only the ability to provide services, but the ability to measure, analyze, and report the outcomes and value created by those services. Responses should prioritize data, analytics, and results over service descriptions alone.

3.2. Goals

The primary goals of the On-Site Health Center are:

A. To improve employee health, welfare, and workforce betterment; and

B. To save City financial resources (e.g., money).

C. Some, but not all, actions necessary to achieve these overarching goals are as follows:

o Increase medical access for employees and insured dependents o Improve health outcomes for employees and insured dependents o Improve treatment and compliance for patients with chronic health conditions o Provide access to health coaching and care management o Improve wellness and disease management, as well as wellness incentive management and administration o Reduce costs for the City’s self-insured health plan and plan members o Provide health screening services o Reduce reliance on emergency rooms and urgent care o Improve employee productivity and reduce absenteeism o Provide a point of integration for health plan services (care management, customer service) with health care delivery o Develop occupational health programs to deliver services to include work-related injuries/illnesses, drug screens, and occupational-related physicals o Provide alternative options for retail pharmacy, specialty medications, and infusion services;

adhere to formulary rules o Provide first dose medications, e.g., Xarelto, Albuterol o Partner with the City Medical Director for EMS/EMT service needs; manage medicines program with EMS/EMT to swap out/exchange expiring drugs o Optimize utilization of services offered through efficient scheduling (explain methodology) o Other goals/services proposed by Proposer and/or City

3.3. Workplace Health Center Services

Proposers must describe their experience/capabilities to provide on-site services for eligible City employees, early retirees, and their dependents covered by City health insurance. Some examples of minimum services are as follows:

A. Wellness care focused on prevention and wellness with a proactive evidence-based approach

B. Adult and child (six months of age and older) primary care services

C. Episodic/acute care for illness and injury for patients aged six months and older

D. Health risk assessments

E. Immunizations and injections

F. New hire physicals

G. Patient exams and screenings

H. Annual adult physicals

I. Gynecology physicals

J. Written prescriptions

K. Occupational-related screenings, including but not limited to SC Department of Transportation

Commercial Driver License (CDL) physicals

L. Occupational-related physicals for firefighters

M. Occupational-related pre-employment physicals for police officers

N. Occupational-related hearing conservation programs

O. Coordination with the City's health insurance Third Party Administrator to identify through electronic data mining and provide education and intervention in patients at risk for chronic diseases, such as hypertension, diabetes, asthma, and others that adversely affect the City's insured population’s wellness and health care claims exposure

P. Management, oversight, and administration of the City Wellness Program, as well as Wellness

Incentive Management

Q. Health coaching

R. Nutrition guidance

S. Family planning services

T. Laboratory tests, biometric screenings, and preventive care

U. Chronic care management and medication prescribing

V. Drug screening and Breath Analysis Testing for pre-employment testing, random testing, and for cause

W. Fit for duty evaluations

X. Other services proposed by Proposer

Examples of current occupational services and the annual average:

A. DOT (CDL) physicals o Approximate number of CDL holders is 190; if every 24 months, on average, 100 exams per year

B. Pre-employment physicals o Police pre-employment 40-50 per year, depending on attrition

C. Drug testing (random, pre-employment, reasonable suspicion) o 60 per year for Worker's Comp injuries

D. Blood/breath alcohol testing (BAT) o 60 per year for Worker's Comp injuries

E. Work-related Injury treatment/ triage o 60-80 per year

F. First report of injury o 60 per year

G. Fit for duty exams o 135 for Fire per year o 200 for Police (Future) per year

3.4. Outcome Documentation Requirement

For each major service category proposed, the Proposer must describe:

• What data is collected

• How outcomes are measured

• How results are reported to the City

• How service effectiveness is validated over time

3.5. Data, Analytics, and ROI Requirements

The Proposer must demonstrate robust data and analytics capabilities. At a minimum, the response must include:

• Description of the Proposer’s ROI methodology, including assumptions, metrics, and validation approach

• Description of how the Proposer partners with the City to build and refine ROI models using

City-provided data

• Sample reports demonstrating outcome measurements for employer clinics

• Ability to isolate and report data separately for occupational health services and primary care services

• Description of how results are translated into actionable recommendations for program improvement

The City will evaluate Proposers heavily on demonstrated ability to show what occurred as a result of services delivered.

3.6. Facility Operation

The Proposer must fulfill each requirement listed concerning day-to-day management of the On-Site

Health and Wellness Center:

A. Maintain scheduling of all Center services. Please describe how this would be performed.

B. 24/7 access for patients to schedule appointments. Please describe how this would be performed.

C. The City desires to obtain the best pricing through the Proposer for the acquisition of all medical supplies, pharmaceuticals, and other supplies for the Center, as well as other City purposes. The

City reserves the right to negotiate with other Proposers for medical supplies, pharmaceuticals, and other supplies. A list of suppliers will be required of finalists, as well as current price lists.

D. The proposer must comply with all required staffing certifications, safety, security, medical and pharmaceutical standards governing the operation of the On-Site Health and Wellness Center.

The proposer must give all notices and comply with all City, State, Federal, and OSHA rules, regulations (including DES), ordinances, statutes, laws, and safety guidelines.

E. It is the City’s intent to provide access to care during normal City business hours as well as extended hours as noted below. The proposer must disclose any restrictions and or preferences for optimum efficiencies in hours, staffing, and services available at the On-Site Health and

Wellness Center.

The Center’s current hours of operation are Monday through Thursday 7:30 am-6 pm; closed

12:00 noon – 1:00 p.m. for lunch, and Friday 7:30 am – 4:30 p.m.; closed 12:00 noon -1:00 p.m.

for lunch. These may change at the discretion of the City. In the event of any instance that causes assigned staff to be unavailable, alternate staff must be provided to sustain normal on-site operations at current staffing levels. Proposer should also provide pricing for changes in hours for staff in the event of seasonal needs, special events, or in the event that weekend hours are needed.

F. Proposer must agree for the facility to follow the holiday schedule of the City and to follow the

City’s inclement weather schedule.

G. Proposer must be certified and willing to provide South Carolina Department of Transportation

CDL physicals as required.

H. The proposer must provide prompt delivery of appropriate health care and services via qualified individuals.

I. The selected Proposer must submit evidence of all insurance prior to the start of any work activity. Certificate of Insurance submitted to the City must include that the City of Rock Hill, its

Appointed and Elected Officials, Employees, and Volunteers are listed on these coverages as an

Additional Insured.

J. Proposer must agree to allow the City to concur in the selection of on-site staff members.

K. Observe City recognized holidays:

1. New Year's Day

2. Martin Luther King Holiday

3. Easter Monday

4. Memorial Day

5. Independence Day

6. Labor Day

7. Veterans Day

8. Thanksgiving Day & Friday after Thanksgiving

9. Christmas Eve afternoon, Christmas Day, & Day after Christmas

L. Other requirements proposed by Proposer.

The Proposer must describe how clinic operations, scheduling, staffing models, appointment lengths, and visit mix are customized specifically for the City.

The Proposer must describe how system-wide or organization-wide policy changes do or do not affect the City’s onsite clinic. No changes impacting clinic operations may be implemented without prior notification and approval by the City.

3.7. Reporting

At a minimum, the proposer must fulfill each requirement listed for reporting all services specified below on a MONTHLY basis by the 20th of each subsequent month. Proposers must provide sample reports demonstrating the items below. This is not an all-inclusive listing of Key Performance Indicators

(KPIs):

A. Clinic Utilization

B. Wellness Utilization

C. Patient Demographics (e.g., age, sex, relationship, etc.)

D. Cost Validation

E. Case Derivation

F. Case Management Summary

G. Return on Investment

H. Wait Time, cancellation and no-show rate

1. Provide individual’s name to Payroll after second offense of no show e.g., penalty rate may apply

I. Wellness Program Effectiveness e.g., Chronic condition prevalence, Patience Risk View

J. Financial Overview and Savings

K. Cost of provided services if administered at a Blue Cross/Blue Shield of South Carolina or other

TPA network provider.

L. In addition to existing reporting requirements, Proposers must provide sample reports demonstrating:

1. Occupational health outcomes separate from primary care outcomes

2. Fire, police, and public safety specific reporting

3. Trend analysis over time

4. Data visualization examples used for executive or governing body review

3.8. Health Records

The proposer must describe the method used for the management of health records for compliance with all required federal and state laws.

3.9. Proposer Responsibilities

On-Site/Off-Site Requirements. The Proposer must have a point of contact representative available during normal business hours (as defined in Section 3.6.E) for immediate decisions.

Ownership of Documents and Work Product. The Proposer agrees that all finished or unfinished documents, data, or reports, prepared by Proposer under the contract shall be considered the City’s property. The Proposer must provide all claim information and medical records as defined by the City to the City, and its successors, assigns, and designees. Also, upon completion of the services to be performed, or upon the termination of the contract for cause, or for the convenience of the City, all finished or unfinished documents, data, or reports, prepared by the Proposer will be turned over to the

City.

Proposer must provide a specific, signed agreement to this requirement. The City and Proposer will work in good faith to adhere to this requirement while at the same time remaining in compliance with any laws which may affect or apply to this requirement. It is the responsibility of the Proposer to advise in writing to the City in full of all such applicable laws and requirements at the time of submission of its bid and propose an agreement that complies with the above, or alternatively, an alternate proposal that effectuates the intent of this provision to the fullest legal and ethical extent. The Proposer shall indemnify and hold harmless the City, its successors, designees and assigns from and against any and all liabilities, costs, and legal actions resulting or related to the provisions set forth above, it being the intent of the Proposer and the City that, among other things, the Proposer shall be completely responsible for all matters of legal compliance related to the above requirements. The above indemnity is in addition to any other indemnity provision set forth herein or otherwise applicable against the

Proposer in favor of the City.

Patient Confidentiality and HIPPA Compliance. The Proposer agrees that all interactions with patients and resulting records will be kept in confidence and will also be treated in compliance with all HIPPA regulations. Any issues of non-compliance or resulting actions and or costs caused by non-compliance will be the liability of the Proposer.

Disaster Recovery. The proposer must propose a detailed approach to disaster recovery to be used during the contract.

Staffing. The proposer must provide in the staffing model a certified health coach.

• The proposer must provide a staffing model that is compliant with SC law governing medical practice, prescribing authority, and pharmaceutical management. The model must include a licensed provider under SC law to prescribe medications, and a certified health coach as a required component of care delivery. In addition, the proposer may determine if resources are needed to perform administrative duties such as CMA.

• The proposer must demonstrate how the proposed staffing model achieves these efficiencies within the On-Site Health and Wellness Center.

Technological Needs/Equipment. Proposer must include a proposal to meet all technological needs of the center, including but not limited to telephone, computers, printers, and software. The clinic is currently furnished to function as a medical facility. Any additional specific equipment necessary for the proposer must be listed. The proposal shall specifically state what those needs are and the proposed financially responsible party. This proposal should also include a proposal for all necessary maintenance of such items including those currently in the facility.

Innovative and Value-Added Services. Proposer should provide descriptions of any innovative programs or value-added services available and explain the value they would hold for the City. Provide a copy of the provider incentive program, if available. Clearly state if the cost for these programs is included in the fees quoted or what the extra costs would be. Proposer should note any other information that may differentiate them from their competitors.

Regulatory and Legal Compliance Proposers must describe their understanding of South Carolina specific regulatory requirements affecting clinic operations. Proposers must specifically address the following:

• Process for medication dispensing in South Carolina

• Regulatory limitations unique to South Carolina

• Steps required to achieve compliance prior to service delivery

• Proposers must identify whether they maintain an internal legal and compliance function. If they do, responses must include:

o Types of issues managed o Organizational placement of the compliance function o How compliance oversight supports onsite clinic operations

3.10. Anticipated Project Schedule

The agreement is scheduled to begin on July 1, 2026, or as soon thereafter as possible. The following is an anticipated schedule for the project (subject to change):

Questions due: March 11, 2026

Proposals due: March 18, 2026

Interviews with shortlisted candidates: March 25 - April 15

(based on scheduling)

Selection of company: May 1, 2026

Initiate Work: July 1, 2026

4. Terms & Conditions

4.1. Insurance

The Company agrees that the Company shall keep and maintain the specified insurance minimum requirements for this project as follows:

Professional Liability - $2,000,000 per claim, $2,000,000 in aggregate

Comprehensive/General Liability - $2,000,000 per claim

Worker's Compensation - $500,000

Malpractice Liability - $3,000,000 per claim, $3,000,000 in aggregate

Security & Privacy Liability - $1,000,000 per occurrence and annual aggregate

Regulatory Action Sublimit - $500,000

The Company also agrees that the Company shall provide, in a form acceptable to the City, certificates of the above-mentioned Insurance. Coverages must be maintained throughout the life of the contract, including any applicable warranty period.

4.2. Illegal Immigration Reform Act Compliance

The Proposer certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-4-

90 (as amended) titled, "Unauthorized Aliens and Public Employment," and agrees to provide to the City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the

Proposer, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Proposer, its subcontractors, and its sub-subcontractors.

4.3. Indemnification

The Company shall indemnify and hold harmless the City from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys' fees and costs of any suit related thereto), suffered or incurred by the City, to the extent arising from the Company’s or its subcontractors' (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during the performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

4.4. Freedom of Information Act

All proposals will be public information, per FOIA guidelines.

4.5. Iran Divestment Act

By signing its proposal, the Proposer certifies that it:

(i) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

(ii) will not take any action causing it to appear on any such list during the term of the Final Contract;

and

(iii) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

4.6. Agreement

The selected company will be required to use the City of Rock Hill’s standard agreement. See attached sample agreement. As a part of the proposal, companies may submit a redline of the attached sample agreement for consideration if selected. This will not be included in the page count.

4.7. Non-Appropriation of Funds

This Agreement shall be subject to the availability and appropriation of funds by Management and City

Council. Management and City Council appropriate funding on an annual basis during each fiscal year. If

Management or City Council does not appropriate the funding under this agreement, the City will not be obligated to pay amounts due beyond the fiscal year for which funds were appropriated. No act or omission by the City, which is attributable to non-appropriation of funds, shall constitute a breach of or default under this Agreement.

4.8. Statement on Disadvantaged Business Enterprises (DBE)

(i) The City recognizes that business firms owned and operated by minority persons and women have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses.

(ii) The City believes that it should work to ameliorate past discrimination by facilitating the participation of underrepresented groups in the City’s economic community and that such participation is in its best interests and the best interests of its citizens.

(iii) The City will work to ensure that such underrepresented groups, and the businesses they own and lead, are afforded the maximum practicable opportunity—in balance with financially safe and sound business practices–to compete for and perform contracts when the City is procuring construction services, supplies, equipment contracts, lease agreements, or consultant and other services, within the laws of the State of South Carolina.

(iv) The City endeavors to develop, establish, implement, and administer its policies, programs, and procedures to promote balanced economic growth throughout its community.

Accordingly, the City shall not discriminate and shall prohibit discrimination in its selection and retention of contractors, subcontractors, and suppliers, against any person or business on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, status as a parent, age, disability, genetic information, or military status. The City recognizes that disparate treatment on any such basis in the pursuit of economic opportunities is intolerable discrimination.

4.9. City Business License

The winning Proposer, prior to execution of the Final Contract, must possess or obtain a City of Rock Hill

Business License. Such license must be maintained throughout the duration of the Work. If the Proposer is not currently doing other business inside the City limits, the fee for such license is based on the amount of the Final Contract. If the winning Proposer is currently doing other business within the City limits and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the City limits. Contact the City Business License Office at 803-329-5590 to determine the exact amount of the fee or ask other pertinent questions regarding doing business in the City of Rock Hill.

4.10. Excluded Companies

Proposals from companies may be excluded for any of the following reasons:

(i) Reason to believe collusion exists among the companies

(ii) The Company is involved in any litigation against the City

(iii) The Company is in arrears on any existing contract or has defaulted on a previous contract with the

City

(iv) Lack of financial stability

(v) Failure to perform under previous or present contracts with the City

(vi) Is currently debarred by the State of South Carolina Procurement Services

Excluded vendors/contractors can resubmit complete company information with references for City review after a minimum of one (1) year from the last excluded Bid. The City will contact the submitting vendor/contractor with its decision within thirty (30) days of company information submittal. The City reserves the right to include or exclude said vendor/contractor based on findings.

4.11. Customer Service

Please remember, although you are a contracted City service, you each represent the City of Rock Hill during all work performed, face-to-face as well as telephone conversations. These guidelines are to give all contract employees a solid feeling of what the City of Rock Hill expects from any contracted service.

Overview:

• Be friendly, courteous, and helpful

• Company uniforms must be worn at all times

• Employees must look and act professionally at all times

Company's Employees:

Before the company's employees can enter the project site, it shall investigate and determine that its employees working on the project site are not listed on the sexual offender registry. The contractor shall require all subcontractors to make a similar investigation. One such investigation within six (6) months of commencement of the project work, by the employer, fulfills the City’s requirement for the project.

The Rock Hill Police Department along with the City of Rock Hill also reserves the right to cancel any contracts, agreements, purchasing or distribution, etc., if they feel the project, purchasing, vehicle(s), and or property(s) may be in jeopardy due to the company's employee(s) having a criminal history which may lead to ethical issues while dealing with City workings or investigative activities.

5. Local Purchasing

The City of Rock Hill intends to promote the use of local businesses and hire citizens living within the local Rock Hill/York County area when possible.

(i) Local vendors, services, contractors, companies, and businesses (Rock Hill/York County) with a valid

City of Rock Hill business license may have the opportunity to receive a 3% or a 5% adjustment factor during the consideration of bids. A local vendor, service, contractor, company, or business is defined as a business offering the services and or products being requested. The business must have been established for not less than one year within York County limits and hold a valid City of Rock Hill

Business License for the entire year before the solicitation date. City Council shall be entitled to make the final decision as to whether such business is local and may at its discretion consider factors such as the length of time before issuance of the local business license, the actual physical presence within the corporate limits or within York County, property taxes attributable to such entity received by the City of

Rock Hill, local employment, and any other reasonable factors to ensure that this policy is not being circumvented.

(ii) Businesses located within the Rock Hill municipal limits may be considered for a 5% adjustment factor.

Businesses located in York County outside the Rock Hill municipal limits may be considered for a 3% adjustment factor.

(iii) The maximum value of the percentage adjustment factor will be capped at $25,000.

(iv) If a local business is within the percentage guideline, not exceeding $25,000 of the lowest proposal received, the local business may be considered for the award if it is willing to provide goods or services at the price of the lowest proposal received.

(v) If the conditions above are met, and the local business is not willing to provide goods or services at the price of the lowest proposal received, the consideration of the award will revert to the lowest proposal received or the next lowest local business within the percentage (maximum $25,000) adjustment factor threshold.

(vi) The contractor and/or business must reasonably attempt to hire local Rock Hill/York County residents.

(vii) Selected businesses must make a reasonable effort to purchase/lease all material, equipment, and supplies associated with the awarded proposal from a local business with a valid City of Rock Hill

Business License.

(viii) Businesses receiving the award must supply the City with a list of their employees working on the project, that includes the city in which they reside, along with a list of all equipment, material, suppliers, and subcontractors and their addresses. This list will be used in the evaluation process.

(ix) Special consideration may be given to companies that have products produced and/or manufactured in the United States.

(x) Local Purchasing provisions of this section will be in effect and apply to bidding until June 30, 2025 and expire unless re-authorized by the City Council.

(xi) Local Purchasing adjustment factors cannot apply:

(a) to Federally Funded Projects

(b) to State-Funded Projects where the State restricts the use of local preferences under such circumstances; or

(c) to projects funded by Bond proceeds, where the Bond covenants restrict the manner of procurement.

(xii) Utilization of the Local Purchasing program requires a minimum of three bids. If three or more bids are not received, the Local Purchasing program cannot be utilized.

6. Evaluation

1. All responses are subject to a determination of "responsive" and "responsible" prior to award. The

City is the sole judge as to the Proposer's "responsiveness" and "responsibility." The City reserves the right to request additional information.

2. The City will review all proposals and reserves the right to request necessary modifications, waive minor technicalities, reject all proposals, reject any proposal that does not meet the mandatory requirement(s), or cancel this RFP, according to the City's best interests.

3. The City will evaluate responses on a weighted evaluation system.

4. The City's evaluation team may elect to first rank proposals with a simple numeric score and then detail score only the top tier of proposals.

5. The City's evaluation team will elect to interview one or more proposing companies before making an award. The City shall not reimburse the company for the costs associated with the interview process.

The City of Rock Hill assumes no responsibility for costs incurred in responding to this RFP.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Relevant Experiences in Employer Clinics Points Based 30 (30% of Total)

2. Approach to Case, Health, and Disease

Management Program Deployment Points Based 30

(30% of Total)

3. Experience Managing Outpatient

Occupational Health Services Points Based 20

(20% of Total)

4. Pricing Points Based 20 (20% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews and Presentations 0-10 Points 100 (100% of Total)

7. Vendor Questionnaire

7.1. Company Information*

Please provide the following information as it should appear in a potential agreement with your company:

• Company (legal entity that will enter into the contract)

• Name and Title (person authorized to enter into contract)

• Address (location of the office where or from which the work will be performed)

• Telephone Number

• Email Address

*Response required

7.2. Company Confirmation*

The Company affirms that we have read and understand the enclosed RFP requirements and specifications and do submit this proposal for: On-Site Health and Wellness Center.

☐ Please confirm

*Response required

7.3. Submission of Proposal *

Upload the complete proposal here.

*Response required

7.4. Upload any additional documents

Include any additional information requested in the solicitation.

7.5. References*

Provide the name, address, email, and telephone number of at least three (3) references familiar with the quality of work done by your company of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references.

*Response required

7.6. Suspension and Debarment Certification*

The Company certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the submitting entity is unable to certify any of the statements in this certification, such company shall attach an explanation to the submission.

☐ Please confirm

*Response required

7.7. Illegal Immigration Reform Act Compliance *

The Company certifies that it will comply with the requirements of Chapter 14, Title 8 of the South

Carolina Code of Laws titled Unauthorized Aliens and Public Employment and agrees to provide to the

City of Rock Hill any documentation required to establish either; (a) the applicability of such law to the

Company, subcontractor, and sub-subcontractor; or (b) the compliance with this law by the Company and any subcontractors or sub-subcontractors.

☐ Please confirm

*Response required

7.8. Iran Divestment Act *

The Company certifies that it:

1)…