RFP 24-2616TM HCS Onsite Health Wellness Center.pdf

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City of Hampton

ISSUING OFFICE:

DATE: February 20, 2024

RFP ITEM NO.

24-2616TM

Consolidated Procurement Div.

1 Franklin Street, Suite 345

HAMPTON, VA 23669

TELEPHONE: (757) 727-2200

FAX: (757)727-2207

Attention of Offeror is Directed To Section 2.2-4367 to 2.2-4377 Code of Virginia (Ethics In Public Contracting)

PROCUREMENT OFFICER

Tammy Martin, Senior Buyer

SEALED PROPOSALS will be received in the Issuing Office above until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. HCS of Hampton is not responsible for late delivery by U.S. Postal mail or other couriers.

All inquiries for information regarding this Request for Proposal are to be directed to the Issuing Office as defined herein.

COMMODITY: Onsite Health & Wellness Center NIGP CODE: 96247

CLOSING DATE

March 14, 2024

CLOSING TIME

11:00 a.m. EST

PLEASE FILL IN OFFEROR’S NAME & ADDRESS

IN THE SPACES PROVIDED BELOW:

THIS IS NOT AN ORDER

PREPROPOSAL CONFERENCE

NONMANDATORY

DATE: n/a

TIME:

THE SCHOOL BOARD OF THE CITY OF HAMPTON, HEREAFTER REFERRED TO AS “HCS”, RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN THE COMPETITVE NEGOTIATIONS PROCESS. FURTHER, HCS RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE CONTENTS OF THE REQUEST FOR PROPOSALS, ANY ADDENDA, OFFEROR'S PROPOSAL AND NEGOTIATED CHANGES SHALL BE INCORPORATED

BY REFERENCE INTO ANY RESULTING CONTRACT.

THE SCHOOL BOARD OF THE CITY OF HAMPTON DOES NOT DISCRIMINATE AGAINST

FAITH-BASED ORGANIZATIONS.

DESCRIPTION OF COMMODITY

The School Board of The City of Hampton is seeking proposals from qualified Offerors to provide administrative service for the onsite health center for Hampton City Schools’ employees

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)

THE SCHOOL BOARD OF THE CITY OF HAMPTON CANNOT LEGALLY AGREE TO ANY CLAUSE INDEMNIFYING THE CONTRACTOR FROM ANY DAMAGES ARISING OUT OF THE CONTRACT/AGREEMENT/LEASE OR HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION OF A PROPOSAL CONSTITUTES AN AGREEMENT BY THE CONTRACTOR NOT TO REQUEST SUCH LANGUAGE IN THE RESULTING CONTRACT. IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.

Authorized Agent: _______________________________________________ ______________________ Signature Type or Print Name

Email Address Telephone Number Fax Number Company FEI/FIN#

ENCLOSURES

REQUEST FOR PROPOSALS

pg. 2

ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS

ANTI-COLLUSION CLAUSE:

IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID OFFEROR DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1 THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6 THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA.

THE UNDERSIGNED OFFEROR HEREBY CERTIFIES THAT THIS AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY, CITY HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS PROPOSAL; AND, THAT NO PERSON OR PERSONS, FIRM OR CORPORATION

OTHER THAN THE UNDERSIGNED, HAVE, OR ARE, INTERESTED IN THIS PROPOSAL.

DRUG-FREE WORKPLACE:

DURING THE PERFORMANCE OF THIS CONTRACT, THE CONTRACTOR AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR THE CONTRACTOR'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, A STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION, OR USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE CONTRACTOR'S WORKPLACE AND SPECIFYING THE ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH PROHIBITION; (III) STATE IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE CONTRACTOR THAT THE CONTRACTOR MAINTAINS A DRUG- FREE WORKPLACE; AND (IV) INCLUDE THE PROVISIONS OF THE FOREGOING CLAUSES IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUCONTRACTOR OR VENDOR.

FOR THE PURPOSE OF THIS SECTION, "DRUG-FREE WORKPLACE" MEANS A SITE FOR THE PERFORMANCE OR WORK DONE IN CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A CONTRACTOR IN ACCORDANCE WITH FEDERAL LAW, THE EMPLOYEES OF WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION OR USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING THE PERFORMANCE OF THE CONTRACT.

EMPLOYMENT DISCRIMINATION BY THE SUCESSFUL OFFEROR SHALL BE PROHIBITED:

1. DURING THE PERFORMANCE OF THIS CONTRACT, THE CONTRACTOR AGREES AS FOLLOWS:

a THE OFFEROR, SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS PROHIBITED BY STATE LAW RELATING TO DISCRIMINATION IN EMPLOYMENT, EXCEPT WHERE THERE IS A BONA FIDE OCCUPATIONAL QUALIFICATION REASONABLY NECESSARY TO THE NORMAL OPERATION OF THE CONTRACTOR. THE CONTRACTOR AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF

THIS NONDISCRIMINATION CLAUSE.

b. THE CONTRACTOR, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE

CONTRACTOR, SHALL STATE THAT SUCH CONTRACTOR IS AN EQUAL OPPORTUNITY EMPLOYER.

c. NOTICES, ADVERTISEMENTS, AND SOLICITATIONS PLACED IN ACCORDANCE WITH FEDERAL LAW, RULE OR REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS

SECTION.

2. THE CONTRACTOR WILL INCLUDE THE PROVISIONS OF THE FOREGOING PARAGRAPHS A, B, AND C IN EVERY SUBCONTRACT OR

PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUBCONTRACTOR OR VENDOR.

Name and Address of OFFEROR: Date: _____ Authorized Signature__________________________

Printed Name:___________________________Title:____________________________

Phone Number:__________________________ Fax Number:_____________________

Email Address:__________________________________________________________

Federal Tax Identification Number/Social Security Number: ________________________________

Is Offeror a "minority" business? Yes No If yes, please indicate the "minority" classification below:

African American Hispanic American American Indian Eskimo Asian American Aleut Other; Please Explain:

Is Offeror Woman Owned? Yes No Is Offeror a Small Business? Yes No Is Offeror a Faith-Based Organization? Yes No

I. PURPOSE

The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide Hampton City Schools (HCS) with management services for its onsite employee health and wellness center. HCS has an employer-sponsored onsite health center that provides health and wellness services to its employees. Within the school system, it is referred to as “Employee Health & Wellness Center.”

BACKGROUND

Hampton, Virginia

Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering the

Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is water, with a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America’s first astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace, run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent research center is Huntington

Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to focus on military and business applications for underwater drones. Virginia Tech has an expanded research center focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s Peninsula

Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s

Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer treatment, centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’ Daughters, as well as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec, Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point National

Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton location (in addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport and the smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and culture – but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are African-American, and

37% are white, with the remainder split among multiple races and other categories. About 6% of the population is

Hispanic. Additional demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics http://hampton.gov/90/Demographics

The School Board of HCS of Hampton is seeking proposals for management services for its onsite employee health and wellness center. HCS has an employer-sponsored onsite health center that provides health and wellness services to its employees. Within the school system, it is referred to as “Employee Health & Wellness Center.”

III. SCOPE OF WORK

A. General Requirements:

Hampton City Schools is seeking proposals for management services for its employer-sponsored onsite health center that provides health center services to its employees.

The contractor agrees to hold HCS, its medical insurance carrier, and all of its partners harmless in any and all liability claims that might arise from the services provided by this contract.

The contractor agrees to comply with the fair labor standard act, fair employment practices, equal opportunity employment act, e-verify and all other applicable federal, state, county and local laws.

All reports generated for this contract shall become the property of HCS upon completion of requirements. The contractor may not, for any reason, use any information or report without the express written consent of HCS.

SECTION 1: Letter of Instruction

It is the intent of this Request for Proposal (RFP) to solicit sealed proposals from qualified sources to establish a contract to provide services for HCS’s employer-sponsored onsite wellness center.

Currently, administration of the health center services is performed by CareATC.

SECTION 2: General Information & Scope of Services

Employer: Hampton City Schools

Administrative Office Address: 1 Franklin Street

Hampton, VA 23669

Physical Location of the Employee Health and Wellness Center

2238 Todds Lane Hampton, VA 23666 (Layout included as Exhibit)

Hours of Operation Monday through Thursday 7:00am-6pm

Friday and Saturday 8:00am-1:00pm

Current Staffing Model Two full-time nurse practitioners

Two full-time medical assistants One part-time dietician/health coach (20 hours per week) One part-time physical therapist (20 hours per week)

Eligibility: All Full- and Part-Time employees, Job-Share employees and

Full-Time Bus Attendants. Additionally, spouses and children (ages 6 and over) who are covered under an HCS sponsored medical plan may access care at the onsite health center.

Retirees are not eligible.

Number of employees and family members that may access care:

2,645 employees 192 spouses 860 children age 6 and older

Industry: Public School System

Coverage to be Quoted: Management Services for onsite employee health center

Current Administrator: CareATC

Proposed Effective Date: July 1, 2024

Deviations: If there are any deviations in the specifications, please detail the differences in writing on Attachment D.

Commissions: 0% commissions

Rate Guarantees: All rates and/or fees must be guaranteed for at least three years.

Multi-year rate guarantees are an important component Hampton City Schools’ decision-making process and are preferable.

Current Group Medical Plans (subject to change October 1, 2024)

SENTARA HEALTHPLAN SIGNATURE POS CHOICE POS CDHP

In-Network

PY* Deductible (Individual/Family)

$750/$1,500 $1,500/$3,000 $3,000/$5,700

Out-of-Pocket Maximum (Individual/Family)

$3,000/$6,000 $3,250/$6,500 $3,500/$7,000

Hospital Benefits

Inpatient 20% AD 20% AD 20%, AD

Outpatient Surgery 20% AD 20% AD 20% AD

Outpatient Therapy & Rehab

20% AD 20% AD 20% AD

(Chemo, Radiation, Respiratory Therapy)

20% AD 20% AD 20% AD

Cardiac, Vascular & Pulmonary Rehab

20% AD 20% AD 20% AD

ER (waived if admitted) 20% AD 20% AD 20% AD

Physician Office

Require referral to Specialists?

No No No

PCP Office Visits $25 $30 20% AD

Specialist Office Visits $50 $60 20% AD

Diagnostic Imaging $25/$50 $30/$60 20% AD

Urgent Care Center $50 $60 20% AD

Chiropractic Care $50 $60 20% AD

Outpatient Services

Therapy (Phys, Occ, Speech) in a facility

20% AD;

20% AD; 20% AD

Outpatient Facility Diagnostic X-Ray & Lab

20% AD 20% AD 20% AD

Diagnostic Imaging Services

(MRI, MRA, CAT, PET

Scans)

20% AD 20% AD 20% AD

Preventive Care

Well Baby Care Covered @ 100% Covered @ 100% Covered @ 100%

Well Adult Care Covered @ 100% Covered @ 100% Covered @ 100%

Other Services

Skilled Nursing Facility 20% AD 20% AD 20% AD

Home Health Care 20% AD 20% AD 20% AD

Durable Medical Equipment

20% AD 20% AD 20% AD

Dependent Maternity Coverage

Yes Yes Yes

Substance Abuse

Outpatient Professional in Facility In the Office

20% AD

$25

20% AD

$30

20% AD

Inpatient 20% AD 20% AD 20% AD

Prescription Drugs

Plan Year Rx Deductible (Individual/Family)

$150/$300

Combined with Medical Deductible, with exception of preventive Rx

Retail (Up to 31 day supply) HCS Pharmacy

$10/$30/$50 $2/$15/$25

$10/$30/$50 $2/$15/$25

Mail Order (Up to 90 day supply) HCS Pharmacy – 90 days

$10/$60/$150 $4/$30/$50

$10/$60/$150 $4/$30/$50

Out-of- Network

Plan Year Deductible (Individual/Family)

$3,000/$6,000 $4,000/$8,000 Combined with in-network

Out-of-Pocket Maximum (Individual/Family)

$7,000/$14,000 $8,000/$16,000 $7,000/$14,000

Coinsurance 30% 40% 40%

Vision

Exam $15; one exam / 12 months

Network Sentara Vision Provider

Hardware Hardware discounts

SCOPE OF SERVICES

Minimum Services to Be Performed by the Offeror

The following is a list of minimum service requirements, performance standards and guarantees that the Offeror should meet in order to fulfill Hampton City Schools’ objectives as stated in Section 1 of this RFP. Offerors should outline in writing if and how these minimum service requirements, performance standards and guarantees are proposed to be met. Offerors are encouraged to provide additional services which will enhance their ability to meet the stated objectives.

Primary Care, Preventive Care, and Urgent Care Services

a. Primary care services (adult and pediatric) for those age 6 and older

b. Preventive care / physical examinations including well-woman and well-man exams

c. Routine immunizations including, flu shots, tetanus, hepatitis

d. Urgent care services

e. Injury treatment for sprains and muscle strains, minor lacerations, and contusions

f. Sutures for minor lacerations

g. School, sports and camp physicals

h. Allergy shots

i. Routine lab services and biometric screenings

j. Coordination of referrals outside the health center for specialist visits or additional diagnostics and follow up on preventive guidelines based on age

k. In-person visits are preferred but where there is a need, the health center must have the ability to conduct virtual visits.

Physical Therapy Services

Provide PT services onsite

Employee Screening Services

Pre-employment screenings Annual work physicals for the transportation department Drug and alcohol screenings Biometric screenings

Wellness Related Services

a. Provide health risk assessments (HRA)

b. Conduct mass onsite biometric screenings event

c. Provide follow up coaching/review for the HRA and biometric screenings

d. Provide wellness related educational materials

e. Coordinate additional onsite health screenings such as mammography events, dermatology screenings, blood pressure checks and PSA screenings

f. Develop condition management programs for areas that are not currently available through the insurance carrier

g. Coordinate with current medical carrier’s lifestyle coaching services (when applicable)

h. Advise on importance or applicability of exercise for patients

i. Provide health and lifestyle coaching, including diet and exercise

j. Coordinate with, support and enhance current wellness related programs

k. Coordination with wellbeing coordinator

l. Participate in quarterly wellness committee and wellness champion meetings

m. Conduct onsite flu shot events

Technology

a. Ability to deploy and maintain an electronic health record

b. Provide technology required to operate the health center, including an electronic medical record (EMR), email for staff, etc.

c. Provide an online patient portal allowing employees to view their medical information electronically from outside of the health center setting

d. Provide a portal to track wellness challenges and participation, as well as incentive tracking

e. Ability to send claims in $0, or defined visit fee or medication fee amounts, to carrier (no additional amount in excess of the visit fee collected will be billed to carrier)

Reporting and Analytics

a. Provide monthly reporting to measure:

• Health center utilization/participation rates, number of visits, types of conditions seen, medications prescribed, and health center costs

• Number of referrals to specialists, by specialty and location of those referrals

b. Real-time or near-time reporting capability for utilization

c. Perform ad hoc reporting as necessary or upon request

d. Provide clear and transparent financial reporting for all supply, lab and equipment purchases and monthly fees

e. Provide reporting on quality of care

f. Provide wellness program participation reporting for premium incentive compliance programming

g. Provide aggregate data for program participation, or risk assessments / biometric screenings

Health Center Operations

a. Develop marketing plans and materials to support the promotion of the onsite health center

b. Coordinate with district and/or their designated representative

c. Administer surveys to measure patient satisfaction

d. Conduct surveys to measure employer satisfaction

e. Provide HCS with notification of any complaints promptly and provide a remedy

f. Audit health center operations and clinical efficacy

g. Ensure HIPAA compliance

h. Provide any additional equipment needed for up to 6 exam rooms

i. Maintain equipment

j. Monitor and adjust health center hours and staffing based on utilization patterns, if necessary

k. Coordinate care with patient’s existing physicians and medical personnel

l. Refer to any provider for primary care or specialty care within HCS medical and worker’s compensation insurance networks, when appropriate

m. Integrate health center claims data with medical insurance carrier

n. Have the ability to track and collect payments if visit fee or medication fee is required based on individual’s plan election and visit type

o. Offset health center operational costs with any payments received by member or insurance carrier

p. All proposals should be inclusive of travel fees associated with the scope of services provided for both health center and HRA events

q. Integrate with vendors that currently provide services; including medical, EAP, coaching and wellness, etc.

r. Provide separate billing for items outside of normal monthly operating expenses.

Referral Services

a. Dedicated team to personalize experience with referral research, scheduling and follow-up services

b. High-quality, cost-effective services

c. Referrals for tests/procedures not available at the health center

Staffing Requirements

a. Ensure compliance with state and federal medical practice guidelines

b. Remain compliant with all medical malpractice and liability mitigation strategies

c. Perform health center staff recruiting and replacement searches

d. Maintain adequate staffing levels to provide required levels of care

e. Manage all health center staff and provide training and education opportunities for health center staff

f. Provide replacement staff when health center staff will be absent more than one day

Additional Specific Conditions

Transfer of data and records: The offeror must agree that at termination or expiration of the contract, all data and records shall be transferred to the new contractor within thirty (30) days of HCS’ request. Such transfer may be accomplished by file transfer, the layout will be based upon the mutual agreement between the outgoing contractor and HCS.

Program Specifications

The offeror is requested to submit a proposal for the services outlined in the Scope of Services.

Descriptions of all services must be included in TAB II of your proposal.

Anticipated Schedule

Activity Date

Release RFP February 20, 2024

Deadline for submission of questions 4:30 PM EST March 4, 2024

Deadline for submission of proposals 10:00 AM EST March 14, 2024

Evaluation of proposals and development of shortlist

March/April 2024

Finalist meetings Week of April 8, 2024

Negotiations Week of April 8, 2024

Intent to award announcement April 12, 2024

Recommendation to Board April 2024

Award of fully executed contract April 2024

Implementation of program, development of employee communications

May – June 2024

Applications to contractor(s) June 1, 2024

Effective date of onsite health center services July 1, 2024

B. SPECIAL Definitions:

Issuing Office:

Wherever used in this Invitation to Bid, Issuing Office will be:

Tammy Martin, CPPB Senior Buyer Consolidated Procurement Division Community, Municipal Services/Education 1 Franklin Street, Suite 345 Hampton, VA 23669 Phone: (757) 727-2205 Email: tmartin@hampton.gov

School Board of the City of Hampton Contract Administrator:

Wherever used in this Invitation to Bid and for purposes of any notices under this contract, HCS Contract Administrator will be:

Nicole Samuelson, MS, PHR Hampton City Schools Human Resources 1 Franklin Street

Hampton, VA 23669 757 727- 2326 Email: nsamuelson@hampton.k12.va.us

II. INSTRUCTIONS TO THE OFFEROR

A. Contact with City/HCS Staff, Representatives, and/or Agents:

Direct contact with HCS staff, representatives, and/or agents other than Consolidated Procurement Division staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Purchasing Agent or designated representative.

B. Questions:

Offerors must submit questions regarding the Request For Proposal in writing by email to tmartin@hampton.gov no later than 3:00 PM EST March 4, 2024. Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the Proposal documents.

Offeror is responsible for checking the http:/www.hampton/bids-contracts web site or contacting the Issuing Office within 48 hours prior to Proposal closing to secure any addenda issued for this RFP.

C. Changes or Modifications:

Changes or modifications to this Request for Proposals made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. RFP Closing:

Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time shown on the cover page of this Information for Proposal. Proposals received after the specified date and time (time stamped 11:01 A.M. or later) will not be considered and will be returned to the Offeror unopened.

E. Proposal Submittal Requirements:

1. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:

a. The cover page of this Request for Proposal, which will contain:

1) Original signature of an agent authorized to bind the company;

2) Requested contact information;

3) Company FEI/FIN number; and,

4) Acknowledgment of any addenda on page one (1);

5) Federal Funding Sheet Attachment http://www.hampton.gov/bids-contracts

b. Pricing Schedule-Attachment A

c. Completed and signed anticollusion/nondiscrimination clauses on page 2;

2. Offerors are encouraged to submit their Proposals on recycled paper and to use double-sided copying.

3. Proposals must be submitted utilizing the following requirements:

a. Offerors shall submit proposals in a sealed envelope or package, and label the envelope or package with the Request for Proposal's item number and the name and address of the Offeror. Proposals received by telephone, telegraph, facsimile, or any other means of electronic transfer shall not be accepted.

b. Submit the original and one (1) flash drive of the proposal.

c. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page of this Request for Proposal. Any proposal received after the specified date and time (1:01 PM EST or later) will not be considered and will be returned to the Offeror unopened.

d. Proposals must include all elements noted in the “Preparation of Proposals” section below.

e. Include a statement setting forth the basis for protection of proprietary information, if any, as detailed in the “Proprietary Information/Disclosure” section.

f. Proposals are to be organized in the following tabs

g. Tab 1 – Experience Tab 2 – Services to be provided Tab 3 – Capabilities and Skills Tab 4 – Costs Tab 5 – Exceptions Tab 6 – Proposed alternatives to HCS requirements

Overall Proposal Score Exceptional (5): The submission exceeds expectations, excellent probability of success and in achieving all objectives.

Very innovative.

Good (4): Very good probability of success. Achieves all objectives in reasonable fashion.

Acceptable (3): Has reasonable probability of success. Some objectives may not be met.

Poor (2): Falls short of expectations and has a low probability of success.

Unacceptable (1): Submission fails to meet requirements and the approach has no probability of success.

CRITERIA

PERCENTAGES

Experience

15%

Capability and Skills

25%

Services to be Provided

50%

Exceptions/Alternatives

5%

Minority/Woman Owned Service

5%

F. Evaluation of Proposals:

1. After the proposal opening, HCS will select for further consideration two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on Offerors’ responses to the information requested in this RFP.

2. The following criteria will be used in the evaluation process:

Offeror's experience in providing the services requested;

Offeror's capability and skills to perform the services required;

Services to be provided by the Offeror; and Price.

3. Exceptions/Alternatives will also be considered.

4. Based on the initial evaluation, HCS may request the selected Offerors to make oral presentations.

Thereafter, HCS will conduct negotiations with each of the selected short-listed Offerors. Individuals representing the Offeror during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

5. After negotiations are completed, HCS will select the Offeror who, in HCS opinion, has made the best proposal and shall award the contract to that Offeror (referred to in this RFP as the Contractor). Should HCS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

6. HCS is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

G. Presentation/Demonstration:

If in HCS’s opinion, vendor presentations or demonstrations of the Offeror’s proposed system’s features and capabilities are warranted, HCS will notify the appropriate vendors. Such presentation or demonstration will be at a HCS site at a date and time mutually agreed to between HCS and Offeror and will be at the Offeror’s expense.

Preparation of Proposals:

In presenting their proposals, Offerors are encouraged to be thorough in addressing the Specific Requirements, the Preparation Guidelines, and the Proposal Submittal Requirements as outlined in this

RFP.

To facilitate HCS’s evaluation of Offeror’s proposal, Offeror is to number all pages of its proposal and provide tabs as indicated above. Offeror must fully address each of the following items and submit proposals using the following format:

1. Experience - Provide a concise description of all work experiences as they relate to the scope of work outlined herein. Said description should include, but not be limited to:

Offeror’s established experience record in providing comparable services to organizations similar to Hampton City Schools.

Number and types of customers the Offeror has served with comparable services.

Number of years Offeror has been providing these types of services.

A minimum of five (5) references for which Offeror has completed services comparable to those described in this RFP. Include references for work performed in an environment comparable to HCS’. For each reference, detail:

Name of firm;

Address of firm;

Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

Number of years Offeror has served the firm; and Brief summary of scope of services provided.

Information detailing projects of similar scope Offeror is currently engaged in, including:

Name of firm;

Address of firm;

Name, title, address, e-mail address, and phone and fax number of a contact for the firm;

Number of years Offeror has served the firm; and Brief summary of scope of services being provided.

Other available documentation to verify Offeror’s experience.

A statement detailing why the Offeror is the best candidate to provide HCS with the services requested in this

RFP.

2. Capability and skill - Describe the qualifications and skills of the organization to provide the services. Said description should provide, but not be limited to, the following information:

Background information about the organization, e.g., philosophy, ownership, size, facilities and locations, etc.

Offeror’s management structure of the firm -- e.g. organization chart of the firm, project team, etc.

Size and location of the office that will serve HCS;

Offeror’s qualifications to perform the services, including all resources available to Offeror for the performance of the contract.

Qualifications and resumes of the design team and other employees who will be managing and performing the services under this contract. Projects of individual team members may be submitted.

Name, title, address, e-mail address, phone and fax numbers, and work hours of the Offeror’s Contract Representative for the following functions:

Contact for prompt contract administration upon award of the contract;

Contact during the period of evaluation;

Authorized agent to accept any notices provided for in this contract.

Indicate the type of organization you represent, i.e. individual, partnership or corporation. If the Offeror is a corporation, list the names of the President, Vice-President, Secretary, Treasurer and all principals. If the Offeror is a partnership, include the names of all principals or partners.

A detailed history of all mergers or acquisitions.

A copy of the certificate verifying the firm is registered to do business in the Commonwealth of Virginia.

A detailed list of contractor licenses held, including license class and number.

Offeror’s current financial condition. Provide supporting documentation and audited annual reports for the past three (3) years. If company is privately held, supply sufficient information to document the company’s financial status and capability to perform under this contract. Include any financial ratings held by the firm.

If Offeror intends to subcontract any part of the work under this contract, indicate services to be subcontracted and subcontractor(s) to provide said services.

3. Services to be Provided - Provide a detailed description of the services to be provided under this contract.

Said description is to address, at a minimum:

An introduction - An overview of Offeror’s understanding of the scope of work and services to be provided.

Best practice approaches to providing services to HCS that enhance efficiency and effectiveness. Innovative solutions will be considered by HCS.

EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.

A detail of any assistance, equipment, or other items the Offeror will require HCS to furnish under this contract.

A statement explaining why the Offeror’s proposed solution would be the most advantageous to HCS.

Describe the one attribute that places the Offeror ahead of the competition.

4. Price Complete and submit with the proposal the attached Pricing Sheet (Attachment A).

Offeror is to provide as an attachment to Appendix A any additional pricing information or alternative pricing structures offered.

Offeror’s prices will be subject to negotiations.

After negotiations and award of this contract, Contractor’s pricing for the services provided under this contract shall be a firm fixed-price during the term of the contract and any extensions.

5. Exceptions/Alternatives - Detail any exceptions taken to the Scope of Work and Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Offeror must not incorporate its standard contract document into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions/Alternatives section of this RFP.

6. Minority / Woman Owned Programs (Attachment C)

H. Cost of Responding:

This solicitation does not commit HCS to pay any costs incurred by the Offeror or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is HCS obligated to procure or contract for such services.

II. GENERAL TERMS AND CONDITIONS

A. Contract Document:

This RFP, its addenda, Contractor’s proposal, any additional information requested, and negotiated changes and will constitute the final contract hereafter referred to as this “contract”. These documents will be incorporated by reference into HCS purchase order awarding this contract. This contract shall be governed by the contract documents in the following order of precedence:

This RFP document;

Any negotiated changes to the foregoing documents; and Offeror’s proposal

B. Proposal Binding For One-hundred Twenty (120) Days:

Offeror agrees that its Proposal shall be binding and may not be withdrawn for a period of one-hundred (120) calendar days after the scheduled closing date of this Request For Proposals.

C. Proprietary Information/Non-Disclosure:

Offeror is advised that the Virginia Public Procurement Act (Section 2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Offeror. Specifically, if Offeror seeks to protect any proprietary data or materials, pursuant to Section 2.2-4342, Offeror shall:

1. Invoke the protections of this section prior to or upon submission of the data or other materials,

2. Provide a statement that identifies the data or other materials to be protected and that states the reasons why protection is necessary.

3. Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly marked “PROPRIETARY”.

4. Information submitted that does not meet the above requirements will be considered public information in accordance with State statutes.

5. HCS reserves the right to submit such information to HCS attorney for concurrence of the Offeror’s claim that it is in fact proprietary.

6. References to the proprietary information may be made within the body of the Proposal; however, all information contained within the body of the Proposal shall be public information in accordance with State statutes.

7. Trade secrets or proprietary information submitted by an Offeror in conjunction with this RFP is not subject to public disclosure under the Virginia Freedom of Information Act (VFOIA).

8. Information submitted that does not meet the above requirements will be considered public information in accordance with the VFOIA.

9. An all-inclusive statement that the entire Proposal is proprietary is unacceptable. A statement that Offeror’s costs and/or Proposal pricing are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further consideration.

D. Contract Modification(s):

After award, any and all modifications to this contract shall be mutually agreed to by both parties, in writing, and authorized by HCS Purchasing Agent or his designee via issuance of a change order (purchase order).

E. Offeror Obligation:

Offeror shall carefully examine the contents of this Request for Proposals and any subsequent addenda.

Failure to do so shall not relieve the Contractor of its obligation to fulfill the requirements of any contract awarded as a result of this RFP.

F. Conditions of Work:

Offeror shall inform itself fully of the conditions relating to services required herein. Failure to do so will not relieve a Contractor of the obligation to furnish all goods and/or services necessary to carry out the provisions of this contract

G. Prime Contractor:

If in its performance of this contract, Contractor supplies goods or services by or through another party or subcontractor, Contractor agrees that:

1. Contractor shall act as the prime contractor for the goods and services to be provided under contract and shall be the sole point of contact with regard to all obligations under this contract.

2. Contractor represents and warrants that Contractor has made third parties or subcontractors aware of the proposed use and disposition of the other party’s products or services, and that such other party has agreed in writing that it has no objection and that HCS is not liable to such third parties or subcontractors for any work performed under this contract.

3. The use of subcontractors and the work they perform must receive the prior written approval of HCS. HCS will designate a Contract Administrator to approve such work.

4. Contractor shall be solely responsible for all work performed and materials provided by subcontractors.

5. Contractor shall be responsible for the liability of subcontractors for the types and limits required of the Contractor under this contract.

6. To obtain payment for work performed under this Agreement, if the Contractor is an individual, the individual Contractor shall provide his social security number. If the Contractor is a proprietorship, partnership, or corporation, the Contractor shall provide its federal employer identification number.

H. Subcontractors:

Contractor's use of subcontractors and the work they are to perform must receive written approval from the Contract Administrator at least ten (10) calendar days prior to the work being performed. Contractor shall be solely responsible for all work performed and materials provided by subcontractors. Contractor shall be responsible for the liability of subcontractors for the types and limits required of the Contractor.

Payments to Subcontractors:

In accordance with Title 2.2, Chapter 43, Article 4 of the Code of Virginia (Virginia Public Procurement Act), Contractor shall make payment to all subcontractors, as defined in the Code, within seven (7) days after receipt of payment from the HCS; or, shall notify the HCS and subcontractors in writing of the intention to withhold all or a part of the amount due along with the reason for nonpayment. In the event payment is not made as noted, Contractor shall pay interest at the rate of one (1) percent per month, unless otherwise provided in the Agreement, to the subcontractors on all amounts that remain unpaid after seven (7) days except for the amounts withheld as provided herein.

These same requirements shall be included in each subcontract and shall be applicable to each lower-tier subcontractor.

Contractor's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section may not be construed to be an obligation of the HSC. An Agreement modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

I. Non-Assignment:

Contractor shall not assign its rights and duties under this Agreement without the prior written consent of HCS Contract Administrator.

J. Antitrust:

Any perceived anti-trust violation will be reported to the State Attorney General for possible enforcement of anti-trust laws.

K. Anticollusion/Nondiscrimination Requirements Form:

The attached “Anticollusion/Nondiscrimination Requirements” form, on page 2 of this RFP, shall be executed by Offeror and is to be submitted with Offeror’s Proposal. The requirements set forth on said form shall be considered to be binding terms and conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not signed the anticollusion/nondiscrimination statement.

L. Hold Harmless/Indemnification:

It is understood and agreed that Contractor hereby assumes the entire responsibility and liability for any and all material damages to persons or property caused by or resulting from or arising out of any act or omission on the part of Contractor, its subcontractors, agents or employees under or in connection with this Contract or the performance or failure to perform any work required by this Contract. Contractor agrees to indemnify and hold harmless HCS and its agents, volunteers, servants, employees and officials from and against any and all claims, losses, or expenses, including reasonable attorney's fees and litigation expenses suffered by any indemnified party or entity as the result of claims or suits due to, arising out of or in connection with (a) any and all such damages, real or alleged, (b) the violation of any law applicable to this Contract, and (c) the performance of the work by Contractor or those for whom Contractor is legally liable. Upon written demand by HCS, Contractor shall assume and defend at Contractor's sole expense any and all such suits or defense of claims made against HCS, its agents, volunteers, servants, employees or officials.

M. Notices:

All notices, requests, demands, and elections under this contract, other than routine operational communications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, or on the date received when delivered by courier that has a reliable system for tracking delivery, or six (6) HCS business days after the date of mailing when mailed by United States mail, certified mail, return receipt requested, postage prepaid. All notices shall be addressed to the following individuals:

To HCS Contract Administrator as designated in this RFP.

To Contractor: Contractor’s Contract Administrator as defined in Contractor’s Proposal.

Either party may from time to time change the individual(s) to receive notices and/or its address for notification purposes by giving the other party written notice as provided above.

N. Non-Performance:

1. Delivery Delays: HCS reserves the right to procure goods and/or services to be provided under this contract from other sources in the event Contractor fails to deliver such goods and/or service deliverables in accordance with delivery dates and time frames set forth in this contract.

2. Unacceptable Deliveries (Rejections): Upon notification by HCS that goods and/or service deliverables provided by the Contractor under this contract are damaged and/or not of the quality specified by HCS, such goods and/or service deliverables will be rejected. Contractor shall replace such rejected goods and/or service deliverables immediately or within a reasonable time as determined by HCS.

3. Contractor shall remove all rejected materials, equipment or supplies from the premises of HCS within ten

(10) days of notification. Rejected goods and/or service deliverables not removed from HCS’s premises within ten (10) days will be regarded as abandoned, shall become the property of HCS, and HCS shall have the right to dispose of such items.

4. HCS reserves the right to authorize immediate purchase from other sources against rejections.

5. Liability: Contractor shall be liable to HCS for all costs incurred by HCS as a result of Contractor's failure to perform in accordance with the contract. Contractor's liability shall include, but not be limited to:

a. Damages and other delay costs, to include costs to procure goods/services from alternate suppliers.

b. Increased costs of performance, such as extended overhead and increased performance costs resulting from performance delays caused by Contractor and/or rejections of Contractor’s goods and/or service deliverables.

c. Warranty and rework costs, liability to third party, excess costs, attorney’s fees and related costs incurred by HCS due to non-responsive performance of Contractor.

O. Termination Without Cause:

HCS may at any time, and for any reason, terminate this Contract by written notice to Contractor specifying the termination date, which shall be not less than thirty (30) days from the date such notice is mailed. Notice shall be given to Contractor by certified mail/return receipt requested, addressed to the Contractor’s Contract Administrator. In the event of such termination, Contractor shall be paid such amount as shall compensate Contractor for the work satisfactorily completed, and accepted by HCS, at the time of termination. In the event HCS terminates this Contract, Contractor shall withdraw its personnel and equipment, cease performance of any further work under this Contract, and turn over to HCS any work completed or in process for which payment has been made.

P. Termination With Cause/Breach:

In the event that Contractor shall for any reason or through any cause be in default of the terms of this Contract, HCS may give Contractor written notice of such default by certified mail/return receipt requested at the address set forth in Contractor's Bid Proposal or in Paragraph I of this Contract. Unless otherwise provided, Contractor shall have ten (10) days from the date such notice is mailed in which to cure the default. Upon failure of Contractor to cure the default, HCS may immediately cancel and terminate this Contract as of the mailing date of the default notice. Upon termination, Contractor shall withdraw its personnel and equipment, cease performance of any further work under the Contract, and turn over to HCS any work in process for which payment has been made. In the event of violations of law, safety or health standards and regulations, this Contract may be immediately cancelled and terminated by HCS and provisions herein with respect to opportunity to cure default shall not be applicable. This contract may be terminated by either party in the event that the other party has failed to perform a material obligation or has otherwise breached a material term of this contract, if that other party has failed to cure that failure or breach within ten (10) days after receipt of written notice thereof from the other party.

Q. Breach of Contract:

Contractor shall be deemed in breach of this contract if the Contractor:

Fails to comply with any terms of this contract;

Fails to cure such noncompliance within ten (10) calendar days from the date of HCS’s written notice or such other time frame, greater than ten (10) calendar days, specified by HCS Contract Administrator in the notice.

Fails to submit a written response to HCS’s notification of noncompliance within ten (10) calendar days after the date of HCS notice.

All notices under this contract shall be submitted, either by fax or certified mail, return-receipt requested, to the respective contract…