RFP-2027-NHH-02-PATIE.pdf

STATE OF NEW HAMPSHIRE

State Agency Name

New Hampshire Hospital

RFP-2027-NHH-02-PATIE

Patient Identification Software System

Anticipated Contract

Effective Date

July 1, 2026

Anticipated Contract

End Date

7/1/2031

Renewal Options The State may extend contracted services for up to five (5) additional years.

Point of Contact Dean B. Fancy dean.b.fancy@dhhs.nh.gov

603-271-9610

From the date of release of this solicitation until an award is made and announced regarding the selection of a Vendor, all communication with personnel employed by or under contract with the

State regarding this solicitation is prohibited unless first approved by the Point of Contact listed above. State employees have been directed not to hold conferences and/or discussions concerning this solicitation with any potential contractor during the selection process, unless otherwise authorized by the Point of Contact. Vendors may be disqualified for violating this restriction on communications.

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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Patient Identification Software System

RFP-2027-NHH-02-PATIE

TABLE OF CONTENTS

Contents

SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS

SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION

INSTRUCTIONS 5

SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

SECTION 4: EVALUATION OF PROPOSALS

SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

SECTION 6: CONTRACT TERMS AND AWARD

APPENDIX A: VENDOR CONFERENCE REQUIREMENTS

APPENDIX B: STATEMENT OF WORK

1. STATEMENT OF WORK

2. TECHNICAL REQUIREMENTS

4. DELIVERABLE, ACTIVITY, OR MILESTONE

5. HELPDESK SUPPORT

6. INTERFACES

7. IMPLEMENTATION SERVICES

8. MEETINGS & REPORTING

9. TRAINING

10. TESTING & ACCEPTANCE SERVICES

11. MAINTENANCE, OPERATIONS AND SUPPORT

12. DATA LOCATION

13. PRIVACY IMPACT ASSESSMENT (PIA)

14. BACKGROUND CHECKS

15. DATA PROTECTION

16. DATA INTEGRATION AND INGESTION

17. CONTRACT END OF LIFE TRANSITION SERVICES

18. STATE OWNED DEVICES, SYSTEMS AND NETWORK USAGE

APPENDIX C: TOPICS FOR MANDATORY RESPONSES

APPENDIX D: STANDARD FOR DESCRIBING VENDOR QUALIFICATIONS

APPENDIX E: PRICING

APPENDIX F: DOIT INFRASTRUCTURE & SECURITY

APPENDIX G: REQUIRED ATTACHMENTS

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TABLE OF CONTENTS

APPENDIX H: TERMS AND DEFINITIONS

APPENDIX I: EXAMPLE CONTRACT AND EXHIBITS (For Reference Only)

EXHIBIT A: REVISIONS TO STANDARD CONTRACT PROVISIONS

EXHIBIT D: SOFTWARE LICENSE AGREEMENT

EXHIBIT D-1 - CUSTOM SOFTWARE AGREEMENT

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SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS

1.1. Introduction

1.1.1. The State of New Hampshire, Department of Health and Human Services, New Hampshire Hospital

(hereinafter “State” or “NHH”) is publishing this Request for Proposals (RFP) to solicit proposals for the provision of a patient identification system for New Hampshire Hospital. The State is soliciting proposals from qualified vendors to provide a system for producing wristbands that will be worn by patients. The selected Vendor must provide a system that includes:

1.1.1.1. Software installation at NHH.

1.1.1.2. Training in the use of the system for hospital staff.

1.1.1.3. Ability to receive data from the Department’s existing electronic health records (EHR) systems.

1.1.1.4. Compatibility with the Department’s existing handheld scanning devices.

1.1.1.5. Ongoing support that is available to users at NHH during business hours (8AM to 5PM

Eastern Time).

1.1.1.6. Durable identification bracelets that are available in no less than six (6) distinct colors with a tamper-proof locking clasp.

1.2. Background

1.2.1. New Hampshire Hospital provides acute, inpatient psychiatric services for adults needing active treatment and other essential supports within a continuum of community-based care. Core values of person-centered care, collaboration, integrity, compassion, and excellence are the foundation of the

Department’s vision of being recognized as a center of excellence. Treatments are recovery-oriented and patient-centered. New Hampshire Hospital provides services for approximately 800 patients each year.

1.3. Schedule of Events

1.3.1. The following table provides a Schedule of Events for this RFP through contract finalization and approval. The State reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum.

SCHEDULE OF EVENTS

EVENT DATE & TIME (ET)

RFP Released to Vendors September 9, 2025, Vendor Inquiry Period Ends/Vendor Questions Due September 16, 2025

Department Responses to Questions Posted October 7 , 2025

Final Date and Time for Proposal Submission October 21, 2025 at 12:00 PM Noon

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SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION

INSTRUCTIONS

2.1 Proposal Submission

2.1.1 Proposals submitted in response to this RFP must be received no later than the time and date specified in the Schedule of Events herein.

2.1.2 The Price Proposal must be labeled clearly and submitted separately from the

Technical Proposal.

2.1.3 Electronic delivery of the Proposals must be at the Vendor’s responsibility. The time of receipt must be considered when a Proposal has been officially documented by the State, in accordance with its established policies, as having been received at the location designated below. The State assumes no liability for ensuring accurate/complete Email transmission/receipt.

2.2 Electronic Proposals

Electronic Proposals must be addressed to:

TO: Dean B. Fancy

CC: DHHS: RFx mailto:RFX@dhhs.nh.gov

Proposals must be clearly marked as follows:

Subject: RESPONSE TO RFP: DHHS – RFP-2027-NHH-02-PATIE - Patient

Identification Software System.

Electronic Submissions must be submitted using the following criteria:

a. Searchable PDF Format

b. Files must be less than 25MB in size.

Exception: If files are greater than 25MB in size, the Vendor will be required to submit their proposal in parts. It is the Vendor’s responsibility to ensure a complete proposal is submitted.

2.3 Number of Proposals

Vendors are permitted to submit one (1) proposal. The proposal should include a unique solution in response to this RFP.

2.4 Vendor Inquiries

2.4.1 All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and any changes to the RFP, must be submitted via Email to the following RFP Point of Contact:

Dean B. Fancy dean.b.fancy@dhhs.nh.gov

2.4.2 Inquiries must be received by the RFP Point of Contact no later than the conclusion of the Vendor Inquiry Period identified in the Schedule of Events. Inquiries mailto:RFX@dhhs.nh.gov

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received later than the conclusion of the Vendor Inquiry Period may be reviewed by the State. The State assumes no liability for ensuring accurate/complete Email transmission/receipt and is not required to acknowledge receipt.

2.4.3 The State intends to issue official responses to properly submitted inquiries on or before the date specified in the Schedule of Events section, herein. The State may consolidate and/or paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications concerning the RFP are not binding upon the State. Official responses by the State will be made only in writing by the process described above.

2.4.4 The State will require the successful Vendor to execute a Contract using the P-37

State of New Hampshire General Provisions and any attached exhibits. To the extent that a Vendor believes that exceptions to the standard form contract and exhibits will be necessary for the Vendor to enter into the Agreement, the Vendor must submit those exceptions during the Vendor Inquiry Period.

2.5 Restriction of Contact with State Employees

From the date of release of this RFP until an award is made and announced regarding the selection of a Vendor, all communication with personnel employed by or under contract with the State regarding this RFP is prohibited unless first approved by the RFP Points of Contact listed herein. State employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential Contractor during the selection process, unless otherwise authorized by the RFP Point of Contact. Vendors may be disqualified for violating this restriction on communications.

2.6 Validity of Proposal

Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in the Schedule of Events, or until the Effective Date of any resulting

Contract, whichever is later.

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SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

3.1 Proposal Organization

Proposals should adhere to the following outline:

Cover Page

Transmittal Form Letter

Table of Contents

Section I: Executive Summary

Section II: Glossary of Terms and Abbreviations

Section III: Responses to Requirements and Deliverables

Section IV: Narrative Responses

Section V: Corporate Qualifications

Section VI: Qualifications of Key Vendor staff

Section VII: Price Proposal

Section VIII: Vendor Attachments

3.1.1 Cover Page

The first page of the Vendor’s Proposal must be a cover page containing the following text:

RESPONSE TO RFP: DHHS – RFP-2027-NHH-02-PATIE - Patient

Identification Software System

The cover page must also include the Vendor’s name, contact person, contact telephone number, address, city, state, zip code, fax number, and Email address.

3.1.2 Transmittal Form Letter

The Vendor must submit a signed Transmittal Form Letter with their response using the Transmittal Form Letter template provided on the following page. Any electronic alteration to the content of this Transmittal Form Letter template is prohibited. Any such changes may result in a Proposal being rejected.

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State of New Hampshire Proposal Transmittal Form Letter

Company Name: ________________________________________________________________

Address: ____________________________________ __________________________________

To: Dean.B.Fancy

Dean.b.fancy@dhhs.nh.gov

603-271-9610

RE: Proposal Invitation Name: Patient Identification Software System.

Proposal Number: RFP-2027-NHH-02-PATIE .

. Proposal Due Date and Time: October 21, 2025 2:00 PM EST

To Whom It May Concern:

Company Name: _________________________ hereby submits an offer to provide to the State of

New Hampshire the Services indicated in DHHS – Patient Identification Software System RFP-2027-

NHH-02-PATIE at the price(s) quoted in Vendor Response Section VII: Price Proposal, in complete accordance with all conditions of this RFP and all Specifications set forth in the RFP, Appendix I – P-

37 General Provisions and Exhibits, and Appendix G Attachment 1 - Technical Requirements

Workbook.

We attest to the fact that:

1. The company has reviewed and agreed to be bound by the RFP.

2. The company has not altered any of the language or other provisions contained in the RFP document.

3. The Proposal is effective for a period of 180 days from the RFP Closing Date or until the

Effective Date of any resulting Contract, whichever is later.

4. The prices quoted in the Proposal were established without collusion with other vendors.

5. The Vendor has read and fully understands this RFP.

Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any of its subsidiaries, affiliates or principal officers (principal officers refers to individuals with management responsibility for the entity or association):

a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2, RSA 356:4, or any state or federal law or county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which has not been annulled;

b. Has been prohibited, either permanently or temporarily, from participating in any public works project pursuant to RSA 638:20;

c. Has previously provided false, deceptive, or fraudulent information on a vendor code number application form, or any other document submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid, proposal, or quotation;

d. Is currently debarred from performing work on any project of the federal government or the government of any state;

e. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any state;

f. Is presently subject to any order of the department of labor, the department of employment security, or any other state department, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the laws or rules that the department, agency, board, or commission is charged with implementing;

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g. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment security, or any other state department, agency, board, or commission, which sanction or penalty has not been fully discharged or fulfilled;

h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this section;

i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation noted in this section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment; or

j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year.

This document must be signed by a person who is authorized to legally obligate the responding Vendor.

A signature on this document indicates that all State of New Hampshire terms and conditions are accepted by the responding Vendor and that any and all other terms and conditions submitted by the responding Vendor are null and void, even if such terms and conditions have terminology to the contrary. The responding Vendor must also be subject to State of New Hampshire terms and conditions as stated on the reverse of the purchase order, if any.

Our official point of contact is: _________________________________________________

Title: ____________________________________________________________________

Telephone: (___) ___-_______________ Email: _________________________________

Authorized Signature Printed: ________________________________________________

Authorized Signature: ________________________________________________________

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SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

3.1.1 Table of Contents

The Vendor must provide a table of contents with corresponding page numbers relating to its Proposal.

3.1.2 Section I: Executive Summary

Section I must provide an executive summary, not to exceed two (2) pages, identifying how the Vendor satisfies the goals of this RFP. The executive summary will also provide an overview of the Vendor’s proposed Solution and Services highlighting those factors that they believe distinguish their Proposal.

3.1.3 Section II: Glossary of Terms and Abbreviations

Section II must provide a glossary of all terms, acronyms, and abbreviations used in the Vendor’s Proposal.

3.1.4 Section III: Responses to System Requirements and Deliverables

Section III must include the response tables from the Appendix G Attachment 1 -

Technical Requirements Workbook. The Vendor must document the ability to meet the Requirements and Deliverables of this RFP.

3.1.5 Section IV: Narrative Responses

Section IV solicits narrative responses describing the topics defined for this RFP

Project. The Topics for Mandatory Responses, Appendix C, is organized into sections, which correspond to the different aspects of the scoring process of the proposal. Discussion of each topic must begin on a new page.

3.1.6 Section V: Corporate Qualifications

Section V must provide the corporate qualifications of the Vendor and any

Subcontractors proposed to participate in the Project. Specific information to be provided is described in the Standards for Describing Vendor Qualifications

Appendix D.

3.1.7 Section VI: Qualifications of Key Vendor Staff

Section VI must be used to provide required information on the Vendor’s Key

Project Staff. Specific information to be provided is described in the Standards for

Describing Vendor Qualifications Appendix D.

3.1.8 Section VII: Price Proposal

Section VII must include the Price Proposal, which must describe the proposed cost of the Vendor Proposal based on and reflected by the inclusion of the completed tables listed in the Pricing Appendix E.

3.1.9 Section VIII: Vendor Attachments

Section VIII provides for extra materials as referenced in the Topic for Mandatory responses Appendix C, such as Product Literature, Ad Hoc/Federal Reporting, Interface Standards, Testing (For UAT Plan) that includes Interface testing, and

Status Meetings and Reports.

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SECTION 4: EVALUATION OF PROPOSALS

SECTION 4: EVALUATION OF PROPOSALS

4.1 Criteria for Evaluation and Scoring

4.1.1 Each responsive Proposal will be evaluated and considered with regard to the

Solution and Services proposed, qualifications of the Vendor and any

Subcontractors, experience and qualifications of proposed candidates, and cost.

4.1.2 If the State determines to make an award, the State will begin negotiations with a

Vendor based on these evaluations. Should the State be unable to reach agreement with the high scoring Vendor during Contract discussions, the State may then undertake Contract discussions with the next high scoring Vendor and so on; or the

State may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process.

4.1.3 The State will use a scoring scale of 1,000 TOTAL Points. Points will be distributed as set forth in the table below:

SCORING TABLE

CATEGORIES POINTS

Technical Proposal with the following potential maximum scores for each Technical Proposal category listed below:

Proposed Software Solution 250

Identification Bracelet and Durable Clasp Material and Specifications

Vendor’s Technical, Service and Project

Management Experience

Work Plan/Project Plan 50

Service Methodology 50

Vendor Company and Client References 75

Staffing Qualifications 50

Price Proposal Potential Maximum Points 300

TOTAL POTENTIAL MAXIUM POINTS AWARDED 1,000

4.1.4 The State will select a Vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the State, will be used to refine and finalize technical scores.

4.2 Scoring Detail

4.2.1 Scoring of the Proposed Software Solution

The Vendor’s Proposed Software Solution will be allocated a maximum score of

Error! Reference source not found.250 Points. The main purpose of this section i s to measure how well the Solution meets the business needs of the State.

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Scoring is primarily measured using vendor responses in the following sections:

a. Proposal Section III: Responses to Requirements and Deliverables

b. Proposal Section IV: Narrative Responses

c. Vendor Presentation and Demonstration (if applicable)

4.2.2 Scoring of the Proposed Patient Identification Bracelet and Durable Clasp

Product

The Vendor’s Proposed Patient Identification Bracelet and Durable Tamper-Proof

Clasp products will be allocated a maximum score of 125 Points. The main purpose of this section is to measure how well the Solution meets the business needs of the

State by providing a secure identification product for use in the Department’s acute psychiatric facility.

4.2.3 Scoring of Vendor Technical, Service, and Project Management Experience

Vendor proposed Technical, Service, and Project Management Experience will be allocated a maximum score of 100 Points. In this section, the State will score the technical merits of how the Vendor will carry out the Implementation and

Maintenance of the Solution. Technical details of the System including security and protection of data, proposed training, administrative procedures, how the Vendor manages its team, and the Project will be critical. How compatible the Vendor’s procedures and technologies are with the State contribute to an assessment of risk both in the short and long term.

Scoring is primarily measured using vendor responses in the following sections:

a. Proposal Section III: Responses to Requirements and Deliverables

b. Proposal Section IV: Narrative Responses

c. Proposed Work/Project Plan

d. References

4.2.4 Scoring of Proposed Work Plan/Project Plan

The Vendor’s proposed plan for implementing their solution at NHH will be allocated a maximum score of 50 Points.

4.2.5 Scoring of Vendor Service Methodology

The Vendor’s proposed service methodology, including technical support services and availability will be awarded a maximum score of 50 Points.

4.2.6 Scoring of Vendor Company and References

Vendor Company qualifications will be allocated a maximum score of Error! R eference source not found. points. It must be established that the Vendor Company is capable of carrying out the Project through Implementation, the Warranty Period and the maintenance period.

Scoring is primarily measured using vendor responses in the following sections:

a. Proposal Section V: Corporate Qualifications

b. References

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4.2.7 Scoring of Vendor Staffing Qualifications

Vendor’s Staff must have the training and experience to support the Vendor’s plans to implement and support the System. Vendor’s Staff qualifications will be allocated a maximum score of 25 points.

Scoring is primarily measured using vendor responses in the following sections:

a. Proposal Section VI: Qualifications of Key Staff

b. Vendor Presentations & Demonstrations (if applicable)

c. References

4.2.8 Scoring the Software Solution Price

The Vendor’s Software Solution price will be allocated a maximum score of 300 points. The State will consider both Implementation and subsequent five (5) year license and maintenance costs as well as the costs associated in Appendix E -

Pricing. The price information required in a Proposal is intended to provide a sound basis for comparing costs. The cost point formula described in the Price Proposal

Review section will be utilized for this scoring portion.

4.2.9 Planned Evaluations

The State plans to use the following process:

a. Initial screening to ensure that the Proposals are in compliance with submission requirements;

b. Preliminary evaluation of the Proposals;

c. Oral interviews and Product Demonstrations (if applicable);

d. Final Evaluation of Technical Proposals and scoring;

e. Review of Price Proposals and scoring; and

f. Select the highest scoring Vendor and begin contract negotiation.

4.2.10 Initial Screening

The State will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFP and the minimum content set forth in the Proposal Format, Content and Required Items within this RFP. The State may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest of the State. A Proposal that fails to satisfy either submission requirements or minimum standards may be rejected without further consideration.

4.2.11 Preliminary Technical Scoring of Proposals

The State will establish an evaluation team. This evaluation team will review the

Technical Proposals and give a preliminary score. Should a Vendor fail to achieve

Error! Reference source not found. minimum points in the preliminary scoring, it w ill receive no further consideration from the evaluation team and the Vendor’s Price

Proposal will remain unopened. Price Proposals will remain unopened during the preliminary technical review, oral interviews and product demonstrations.

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4.2.12 Oral Interviews and Product Demonstrations

4.2.9.1 At the State’s discretion, Vendors may be invited to oral interviews and/or product demonstrations including demonstrations of any proposed automated systems or technology components. The State retains the sole discretion to determine whether to conduct oral interviews and product demonstrations, with which Vendors, the number of interviews and the length of time provided for the interview and product demonstration. The

State may decide to conduct oral interviews and product demonstrations with less than all responsive Vendors.

4.2.9.2 The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written Proposals. Vendors are prohibited from altering the basic substance of their Proposals during the oral interviews and product demonstrations. The State may ask the Vendor to provide written clarifications of elements in their Technical Proposal regardless of whether it intends to conduct oral interviews.

4.2.9.3 Information gained from oral interviews and product demonstrations will be used to refine technical review scores assigned from the initial review of the Proposals. All costs associated with oral presentations/interviews shall be borne entirely by the Vendor.

4.2.13 Final Scoring of Technical Proposals

Following oral interviews, product demonstrations, reference checks (if appropriate) and/or review of written clarifications of proposals requested by the State, the evaluation team will determine a final score for each Technical Proposal.

4.2.14 Price Proposal Review and Scoring

Price proposals will be reviewed upon completion of the final scoring of Technical

Proposals. The Vendor’s Price Proposal will be allocated a maximum potential score of Error! Reference source not found. points. Vendors are advised that this is not a low bid award and that the scoring of the price proposal will be combined with the scoring of the Technical Proposal to determine the overall highest scoring Vendor.

The following formula will be used to assign points for Price:

Vendor’s Price Score = (Lowest Proposed Price / Vendor’s Proposed

Price) x Maximum Number of Points for price proposal.

For the purpose of use of this formula, the lowest proposed price is defined as the lowest price proposed by a Vendor who has scored above the minimum necessary for consideration on the Technical Score.

4.2.15 Rights of the State in Accepting and Evaluating Proposals

The State reserves the right to:

a. Make independent investigations in evaluating Proposals;

b. Request additional information to clarify elements of a Proposal;

c. Waive minor or immaterial deviations from the RFP requirements, if determined to be in the best interest of the State;

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d. Omit any planned evaluation step if, in the State’s view, the step is not needed;

e. At its sole discretion, reject any and all Proposals at any time; and

f. Open contract discussions with the second highest scoring Vendor and so on, if the State is unable to reach an agreement on Contract terms with the higher scoring Vendor(s).

4.2.16 No Best and Final Offer

The Proposal should be submitted initially on the most favorable terms that the

Vendor can offer. There will be no best and final offer procedure. The Vendor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or the entire Proposal.

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SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

5.1 RFP Addendum

The State reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the State, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate.

5.2 Non-Collusion

The Vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and Work quoted have been established without collusion with other Vendors and without effort to preclude the State from obtaining the best possible competitive Proposal.

5.3 Property of the State

All material received in response to this RFP shall become the property of the State and will not be returned to the Vendor. Upon Contract award, the State reserves the right to use any information presented in any Proposal.

5.4 Confidentiality of a Proposal

The substance of a Proposal must remain confidential until the Effective Date of any

Contract resulting from this RFP. A Vendor’s disclosure or distribution of Proposals other than to the State without the State’s prior consent may be grounds for disqualification.

5.5 Public Disclosure

5.5.1 In general, the State is obligated to make public the information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship. The

Right-to-Know law (RSA 91-A) obligates the State to conduct an independent analysis of the confidentiality of the information submitted, regardless of whether it is marked confidential or propriety.

5.5.2 In addition, the Governor and Council (G&C) contract approval process more specifically requires that pricing be made public and that any Contract reaching the G&C agenda for approval be posted online.

5.5.3 Disclosure of Information Submitted in Response to RFP

5.5.3.1 Information submitted in response to this RFP is subject to public disclosure under the Right-to-Know law after the award of a

Contract by G&C. At the time of closing date for Proposals, the

State will post the number of responses received with no further information. Pursuant to RSA 21-G:37, the State will also post the name and rank or score of each Vendor pursuant to the timeliness requirements therein. Notwithstanding the Right-to-Know law, no information concerning the contracting process, including, but not

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limited to information related to proposals, communications between the parties or contract negotiations, must be available until a contract is approved by G&C, or, if the contract does not require G&C approval, until the contract has been actually awarded. This means unsuccessful Vendors shall not be notified of the outcome until that time.

5.5.3.2 Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If a Vendor believes any information submitted in response to this request for proposal should be kept confidential, the Vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the Vendor claims must be exempt from disclosure as “CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial or financial and providing your rationale for each designation.

Marking or designating an entire proposal, attachment or section as confidential must neither be accepted nor honored by the State.

Vendors must also provide a separate copy of the full and complete document, fully redacting those portions and must note on the applicable page or pages that the redacted portion or portions are

“confidential.”

5.5.3.3 Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal.

5.5.3.4 Pricing, which includes but is not limited to, the administrative costs and other performance guarantees in Proposals or any subsequently awarded contract must be subject to public disclosure regardless of whether it is marked as confidential.

5.5.3.5 Notwithstanding a Vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal.

If a request is made to the State by any person or entity to view or receive copies of any portion of the proposal, the State must first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the

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State, a Vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

5.5.3.6 By submitting a proposal, Vendors acknowledge and agree that:

a. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this

RFP;

b. The State is not obligated to comply with a Vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

c. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Vendor.

5.6 Electronic Posting of Resulting Contract

RSA 91-A obligates disclosure of contracts resulting from responses to RFPs. As such, the Secretary of State provides to the public any document submitted to G&C for approval, and posts those documents, including the contract, on its website. Further, RSA 9-F:1 requires that contracts stemming from RFPs be posted online. By submitting a proposal, Vendors acknowledge and agree that, in accordance with the above-mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFP), any contract resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online via the

State’s website.

5.7 Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the State to award a Contract. The State reserves the right, at its sole discretion, to reject any and all Proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new

Proposals under a new acquisition process.

5.8 Proposal Preparation Cost

By submitting a Proposal, a Vendor agrees that in no event must the State be either responsible for or held liable for any costs incurred by a Vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract.

5.9 Ethical Requirements

From the time this RFP is published until a contract is awarded, no bidder must offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional

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official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any bidder that violates RSA 21-

G:38 must be subject to prosecution for an offense under RSA 640:2. Any bidder who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, must be disqualified from bidding on the RFP, or similar request for submission and every such bidder must be disqualified from bidding on any RFP or similar request for submission issued by any State agency. A bidder that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the Department of Administrative Services (DAS), which must note that information on the list maintained on the State’s internal intranet system, except in the case of annulment, the information, must be deleted from the list.

5.10 Debarment

Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative Services, Division of Procurement and Support Services pursuant to the provisions of RSA 21-I:11-c must not be considered eligible for an award under this proposal.

5.11 Challenges on Form or Process of the RFP

A bidder questioning the State’s identification of the selected Vendor may request that the State review its selection process. Such request must be made in writing and be received by the Agency within 5 (five) business days after the rank or score is posted on the State website. The request must specify all points on which the bidder believes the

State erred in its process and must contain such argument in support of its position as the bidder seeks to present. In response, the issuing State must review the process it followed for evaluating responses and, within 5 (five) business days of receiving the request for review, issue a written response either affirming its initial selection of a

Vendor or canceling the bid. In its request for review, a bidder must not submit, and the

State must not accept nor consider, any substantive information that was not included by the bidder in its original bid response. No hearing must be held in conjunction with a review. The outcome of the State’s review must not be subject to appeal.

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SECTION 6: CONTRACT TERMS AND AWARD

SECTION 6: CONTRACT TERMS AND AWARD

6.1. Non-Exclusive Contract

Any resulting Contract from this RFP will be a Non-Exclusive Contract. The State reserves the right, at its discretion, to retain other contractors to provide any of the

Services or Deliverables identified under this procurement or make an award by item, part or portion of an item, group of items, or total Proposal.

6.2. Award

Any resulting Contract is contingent upon approval of the Contract by Governor and

Executive Council of the State of New Hampshire and upon continued appropriation of funding for the Contract.

6.3. Anticipated Contract Term

The Vendor must be fully prepared to commence work after full execution of the

Contract by the parties, and the receipt of required governmental approvals, including, but not limited to, Governor and Executive Council of the State of New Hampshire approval (“Effective Date”).

The Contract Term may be extended up to five (5) years (“Extended Contract Term”) at the sole option of the State, subject to the party’s prior written agreement on terms and applicable fees for each extended Contract Term, contingent upon satisfactory Vendor performance, continued funding and Governor and Executive Council approval.

6.4. Standard Contract Terms

6.4.1. The State will require the successful bidder to execute a Not to Exceed

Contract. The P-37 State of New Hampshire General Provisions and

Exhibits, identified in Appendix I will form the basis of any Contract resulting from this RFP.

6.4.2. To the extent that a Vendor believes that exceptions to the standard form

Contract and exhibits will be necessary for the Vendor to enter into the

Agreement, the Vendor should note those issues during the Vendor Inquiry

Period. The State will review requested exceptions and accept, reject or note that it is open to negotiation of the proposed exception at its sole discretion. If the State accepts a Vendor’s exception the State will, at the conclusion of the inquiry period, provide notice to all potential Vendors of the exceptions which have been accepted and indicate that exception is available to all potential Vendors. Any exceptions to the standard form contract that are not raised during the Vendor inquiry period may not be considered.

6.4.3. In no event is a Vendor to submit its own standard contract terms and conditions as a replacement for the State’s terms in response to this solicitation.

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6.5. Contract Negotiations and Unsuccessful Bidder Notice

If a Vendor is selected, the State will notify the selected Vendor in writing of their selection and the State’s desire to enter into contract discussions. Until the State successfully completes discussions with the selected Vendor, all submitted Proposals remain eligible for selection by the State. In the event contract discussions are unsuccessful with the selected Vendor, the evaluation team may recommend another

Vendor. The State will not contact Vendor(s) that are not initially selected to enter into contract negotiations.

6.6. Related Documents Required

The selected Vendor will be required to submit the following documents prior to

Contract approval:

a. Certificate of Good Standing obtained by the Secretary of State of New

Hampshire.

b. Certificate of Authority/Vote - The Certificate of Authority/Vote authorizes, by position, a representative(s) of your corporation to enter into an Agreement or amendment with the State of New Hampshire.

c. Certificate of Insurance - Certificate of Insurance evidencing coverage as required under the Contract.

d. Workers’ Compensation coverage must comply with State of NH RSA 281-A.

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APPENDIX A: VENDOR CONFERENCE REQUIREMENTS

APPENDIX A: VENDOR CONFERENCE REQUIREMENTS

Not Applicable

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APPENDIX B – STATEMENT OF WORK

APPENDIX B: STATEMENT OF WORK

1. STATEMENT OF WORK

1.1. The selected Vendor must provide a solution for patient identification at New Hampshire Hospital which must include:

1.1.1. Durable, and disposable patient identification bracelets that:

1.1.1.1. Are customizable with individual patient information.

1.1.1.2. Are available in not less than six (6) distinct and highly visible colors.

1.1.1.3. Are made from polyester or a similar substance, excluding latex and polyvinyl chloride (PVC).

1.1.1.4. Are designed to be tamper evident.

1.1.1.5. Can be printed using standard color or black and white printers.

1.1.1.6. Are ready to use and require no assembly.

1.1.1.7. Do not require a laminate material to be applied for sealing.

1.1.1.8. Are available in sizes for small adults, adults, bariatric, and geriatric populations.

1.1.1.9. Will not affect physical integrity of skin.

1.1.1.10. Use a two-piece interlocking clasp for a closure that is made from ABS plastic or a similar substance with greater or equal durability.

1.1.2. A software application that:

1.1.2.1. Is able to receive data from the Department’s current electronic health records system, Netsmart/Avatar.

1.1.2.2. Is compatible with the Department’s current android-based handheld scanning devices.

1.1.2.3. Provides in the moment patient tracking data based on a patient’s status as provided by the EHR.

1.1.2.4. Has reporting capability including:

1.1.2.4.1. Code status;

1.1.2.4.2. Movement status;

1.1.2.4.3. Escort requirements;

1.1.2.4.4. Duration of movement events; and

1.1.2.4.5. Expected destination.

1.1.2.5. Includes support services that are available by telephone between 8 am and 5 pm daily each business day.

1.1.2.6. Can make use of historical data from current solution which is MS Sequel (DBMS).

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1.2. The selected Vendor must install the patient identification system and ensure that it is fully functional and operating no later than sixty (60) days after the Contract Effective Date. Installation includes, but is not limited to:

1.2.1. Determining and documenting configuration for deployment.

1.2.2. On site installation of software application at NHH.

1.2.3. Integrating the Department’s android-based handheld scanners capable of two- and three-dimensional barcode reading (2D and 3D) with the system.

1.2.4. Supplying additional hand-held scanners for any future expansion.

1.2.5. Testing of configuration.

1.2.6. Training staff to use the system.

1.2.7. Testing of support services.

1.2.8. An initial supply of identification bracelets and durable clasps that can produce no less than five hundred individual patient identification bracelets.

1.3. The selected Vendor must provide a patient identification system that includes:

1.3.1. Unique identification capability for each patient identification bracelet.

1.3.2. The ability to scan and record information on identification bracelets.

1.3.3. The ability to generate reports that include and can be filtered by:

1.3.3.1. Patient ID.

1.3.3.2. Location.

1.3.3.3. Date.

1.3.3.4. Time.

1.3.3.5. Attending employee.

1.3.4. A license to the Department, of no less than five (5) years, for the application software.

1.4. The selected Vendor must provide a method to allow for replacement or repair of any scanner tool.

2. TECHNICAL REQUIREMENTS

2.1. The selected Vendor must be responsible for meeting the Technical Requirements identified in

Appendix G Attachment 1 - IT Requirements Workbook.

3. SOFTWARE LICENSE AGREEMENT

3.1. The selected Vendor must be responsible for meeting applicable Software License Agreement terms in Appendix I - Example Contract and Exhibits – Exhibit D Software License Agreement and/or

Exhibit D-1 - Custom Software Agreement. The State may negotiate at its discretion the terms of the software licensing agreement to include terms proposed by the selected Vendor.

4. DELIVERABLE, ACTIVITY, OR MILESTONE

4.1. The selected Vendor must be responsible for meeting the Deliverables, Activities and/or Milestones identified in Appendix G Attachment 1 - IT Requirements Workbook - Activity/ Deliverables/

Milestones.

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5. HELPDESK SUPPORT

5.1. The selected Vendor must provide Help Desk support for questions from the State.

5.2. The selected Vendor must provide Help Desk support during the hours of 8:00 a.m. to 5:00 p.m.

Eastern Time on business days, Monday through Friday.

5.3. The selected Vendor must respond within two (2) hours of the initial query.

6. INTERFACES

6.1. The selected Vendor must provide a system that can accept data from the Department’s Electronic

Health Record (EHR).

7. IMPLEMENTATION SERVICES

7.1. The selected Vendor must employ an industry-standard implementation strategy with a timeline set forth in accordance with the Work/Project Plan.

7.2. The selected Vendor must manage Project execution and provide the tools needed to create and manage the Work/Project Plan and tasks, manage and schedule Project staff, track and manage issues, manage changing requirements, maintain communication within the Project Team, and Report status.

7.3. The selected Vendor and the State shall adopt a Change Management approach to identify and plan key strategies, communication initiatives, and training plans.

7.4. The selected Vendor must adopt an Implementation timeline aligned with the State’s required timeline.

8. MEETINGS & REPORTING

8.1. The selected Vendor must meet with the Department on a schedule determined by the final

Work/Project plan, and as requested by the Department.

9. TRAINING

9.1. The selected Vendor must provide training on the system to Department employees on a schedule as set in the final Work/Project plan, and as approved by the Department.

10. TESTING & ACCEPTANCE SERVICES

10.1. The selected Vendor must support the State and New Hampshire Department of Information

Technology (DoIT) to test and use the software solution. User acceptance testing signoff by the State must occur before go-live.

10.2. The selected Vendor must bear all responsibilities for the full suite of Test Planning and preparation throughout the Project. The Contractor will also provide training as necessary to the State and DoIT staff responsible for test activities. The Contractor shall be responsible for all aspects of testing contained in the Test Plan including support, at no additional cost, during User Acceptance Test conducted by the State and the testing of the training materials.

10.3. The Test Plan methodology shall reflect the needs of the Project and be included in the finalized

Work Plan. A separate Test Plan and set of test materials will be prepared for each Software function or module.

10.4. All Testing and Acceptance (both business and technically oriented testing) shall apply to testing the software solution as a whole, (e.g., software modules or functions, and Implementation(s). This shall include planning, test scenario and script development, data and system preparation for testing, and execution of Unit Tests, System Integration Tests, Conversion Tests, Installation tests, Regression

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