rfp-doc-2025-09.pdf

STATE OF NEW HAMPSHIRE

NH DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL

INPATIENT AND OUTPATIENT HOSPITAL

MEDICAL SERVICES

RFP NH DOC 2025-09

ISSUE DATE: January 27, 2025

CLOSING DATE: February 25, 2025

Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

Vendor Initials: __________

Date: __________

Table of Contents

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

2. Average Resident Population

3. Schedule of Events (Timetable)

SECTION B: DESCRIPTION OF AGENCY/DIVISION/PROGRAM

SECTION C: GENERAL SCOPE OF SERVICES

1. Inpatient Hospital Service

2. Emergency and Urgent Care Services

3. Outpatient Hospital Services

4. Rate Adjustment

5. Hospital Claim Processing

6. Physician Service

7. Physician Services Claims Processing

8. Other Services at Discounted Rates

9. Auditing

10. General Service Provisions

11. Other Agreement Provisions

SECTION D: PROCESS FOR SUBMITTING A PROPOSAL

1. Proposal Submission Deadline, Labeling, Addressing Instructions

2. Hard Copy Submission Criteria

3. Contact Information – Sole Point of Contact

4. Proposal Inquiries

5. Addendum(s) or Withdrawal of RFP

6. Restriction of Contact with NHDOC Employees

7. Validity of Proposal

8. Alternations/Changes to RFP and Associated Documents

9. Sub-contractors

10. Rejection of Proposal

11. Remedies for “Minor Irregularities” of a Proposal

SECTION E: CONTENT AND REQUIREMENTS FOR A PROPOSAL

1. Proposal Organization

SECTION F: EVALUATION OF PROPOSALS

1. Evaluation Criteria and Scoring

2. Proposal Review

3. Planned Evaluations

4. Initial/Procedural Screening of Technical Proposals

5. Preliminary Technical Scoring of Proposals

6. Final Technical Scoring of Proposals

7. Cost Proposal Review

8. Best and Final Offer (BAFO)

9. Final Selections

10. Rights of the NH Department of Corrections

SECTION G: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

1. RFP Addendum

2. Non-Collusion

3. Property of the State

4. Confidentiality of a Proposal

5. Public Disclosure

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

6. Non-Commitment

7. Proposal Preparation Cost

8. Ethical Requirements

9. Challenges on Form or Process of the RFP

SECTION H: AGREEMENT TERMS AND AWARD

1. Non-Exclusive Contract

2. Award

3. Standard Contract Terms

4. Special Terms (Not Applicable)

SECTION I: APPENDIXES

Appendix A – Transmittal Letter

Appendix B – Exception to Terms and Conditions

Appendix C – Standard Terms and Conditions

FORM NUMBER P-37 (version 2/23/2023)

EXHIBIT A - SPECIAL PROVISIONS

SCOPE OF WORK - EXHIBIT B

1. Purpose

2. Term of Agreement

3. Resident Population

4. Average Resident Population

5. Inpatient Hospital Service

6. Emergency and Urgent Care Services

7. Outpatient Hospital Services

8. Rate Adjustment

9. Hopsital Claim Processing

10. Physician Services

11. Physician Services Claims Processing

12. Other Services at Discounted Rates

13. Auditing

14. General Service Provisions

15. Other Agreement Provisions

16. Change of Ownership

17. Contractor Designated Liasion

18. Contractor Liaison’s Responsibilities

19. NH Dept of Corrections Contract Liaison Responsibilities

20. Reporting Requirements

21. Performance Evaluation

22. Performance Measures

23. Bankruptcy or Insolvency Proceeding Notifications

24. Embodiment of Agreement

25. Cancellation of Agreement

26. Contractor Transition

27. Audit Requirement

28. Notification to Contractor

29. Additional Inforamtion

EXHIBIT C - ESTIMATED BUDGET/METHOD OF PAYMENT

PROPOSAL CHECK SHEET

GLOSSARY OF TERMS

State of NH, Department of Corrections

Inpatient and Outpatient Hospital Medical Services

State of NH, Department of Corrections Inpatient/Outpatient Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

1.1. Purpose: The purpose of this Request for Proposal (RFP) is to seek inpatient and outpatient hospital services and professional medical services for the Concord and Southern area for the patient population of the NH Department of Corrections (herein known as the “NHDOC,” “State,” or

“Department”). This RFP is designed to comply with RSA 623-C:2.

1.2. Performance Period: Agreement awarded as a result of this RFP is anticipated to be effective upon

Governor and Executive Council (G&C) approval for the period beginning July 1, 2025 through June

30, 2028. The Department may extend contracted services for one (1) additional period of up to two

(2) years, contingent upon satisfactory Vendor performance, Commissioner approval, continued appropriation of funds, and G&C approval.

1.3. Resident Population₁: Resident population served from the following facilities are listed below.

NH Department of Corrections Correctional Facilities

NH State Prison for Men (NHSP-M) 281 North State Street, Concord NH 03301

Secure Psychiatric Unit (SPU)/Residential Treatment Unit (RTU) 281 North State Street, Concord NH 03301

NH Correctional Facility for Women (NHCF-W) 42 Perimeter Road, Concord NH 03301

NH Department of Corrections Transitional Housing Units

North End Transitional Housing Unit (NEH/THU) 1 Perimeter Road, Concord NH 03301

Concord Transitional Work Center (TWC) 275 North State Street, Concord NH 03301

Shea Farm, Transitional Housing Unit (THU) 60 Iron Works Road, Concord NH 03301

Calumet House, Transitional Housing Unit (THU) 126 Lowell Street, Manchester NH 03104

2. Average Resident Population, and Hospital visits for SFY 2024:

Average Resident Population Hospital Visits for SFY 2024

1404 Emergency Room 256 Inpatient Stay 109

3. Schedule of Events (Timetable)₂

The following table provides a Schedule of Events for this RFP through Agreement finalization and approval by the Governor and Executive Council. NHDOC reserves the right to amend this schedule at its sole discretion and at any time through a published Addendum that will serve as a Public Notice.

Event # Description of Event Date of Event

1 RFP Issued January 25, 2025

2 Vendor Conference TBD, if required

3 Vendor Written Inquiries/Questions Due February 10, 2025 at 2:00 PM

4 NHDOC Posts Answers to Inquiries February 18, 2025

5 Proposals Due February 25, 2025 at 2:00PM

6 Evaluation of Proposals February 27, 2025

7 Best and Final Offer TBD, if applicable

8 Anticipated Approval by the Governor & Executive Council April 2025

9 Expected Services Start Date July 1, 2025 http://www.gencourt.state.nh.us/rsa/html/LX/623-C/623-C-2.htm

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

₁On rare occasions patients may be brought from the NH Northern Correctional Facility, Berline NH to receive services at the Contractor’s facility and in such circumstances all contract conditions shall apply.

₂ Note: The NHDOC, with the exception of Event #5: “Proposals Due”, may alter the above Schedule of Events (Timetable) at any time. The Vendor’s

“Proposals Due” date cannot be changed in order to maintain the integrity of the public contract procurement process of the State of New Hampshire except for the reasons as stated in Section D: Process for Submitting a Proposal, Subpart 5.3., Addendum(s) or Withdrawal to/or this RFP and Section

G: Terms and Conditions Related to the RFP Process, Notice of any such changes will be posted to the NHDOC and Department of Administrative

Services (DAS) websites and will be entitled Addendum and will serve as a Public Notice.

SECTION B: DESCRIPTION OF AGENCY/DIVISION/PROGRAM

NHDOC is an executive agency of the State of New Hampshire charged with overseeing the State’s correctional facilities supervising residents, patients and probation and parolees by providing safe, secure, humane supervision and evidence-based rehabilitation to enhance public safety in New Hampshire.

The remainder of this page is intentionally blank.

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

SECTION C: GENERAL SCOPE OF SERVICES

1. Inpatient Hospital Services

1.1. NHDOC is seeking proposals for inpatient hospital services to be reimbursed on a Diagnosis Related

Group (DRG) methodology. Specifically, Vendor is asked to acknowledge the payment methodology and provide a DRG coefficient for evaluation. Such payment methodology will allow recognition of case mix and still provide an all-inclusive rate for inpatient hospital services.

1.2. In developing the DRG rate, Vendor should review the provisions of amended RSA 623-C:2, enacted as of July 1, 2015 requiring hospitals providing inpatient services to this population to accept fees not greater than one hundred and ten percent (110%) of the Medicare allowable rate.

1.2.1. NHDOC requests Vendor to comment on the competitiveness of the DRG coefficient provided as it relates to amended RSA 623-C:2, I and II, private commercial payment and other public sources of third (3rd) party payment.

1.3. Medicaid covered services provided by a residential care and/or health facility licensed pursuant to

RSA 151shall be paid at the NH Medicaid rate. In addition, please see amended RSA 623-C:2(I)h.

NHDOC will assist patients in applying for this reimbursement allowed by rules and regulations of the NH Medicaid program in effect on the date of service.

1.4. Observation stays shall be defined as a stay of less than twenty-four (24) hours. Any hospital stays of twenty-four (24) hours or greater, whether coded as observation or inpatient admission will be reimbursed at the DRG rate for inpatient stay not to exceed one hundred and ten percent (110%) of the Medicare allowable rate and will be billed to NHDOC for payment based on this methodology.

2. Emergency and Urgent Care Services

2.1. Please Note: Indicate Vendor’s acceptable reimbursement level for Emergency and Urgent Care services as a percentage discount off the hospital billed charge. At a minimum, Vendor shall adhere to the requirements of the amended RSA 623-C:2 requiring that the hospital rate does not exceed one hundred and ten percent (110%) of the Medicare allowable amount for these services. Vendor shall indicate the availability of an Urgent Care facility and/or service as part of the emergency services recruitment. Vendor shall follow industry standard billing practices if any of the services rendered

(e.g. emergency or urgent care services) revert to an inpatient stay as these services would then be billed as part of the overall inpatient stay.

2.2. Please Note: NHDOC requests Vendor to comment on the competitiveness of the discount provided as it relates to the requirements of the amended RSA 623-C:2 effective July 1, 2015, private commercial payment and other public sources of third (3rd) party payment and indicate Vendor’s availability of an Urgent Care facility and/or service as part of the Emergency Services requirement.

3. Outpatient Hospital Services

3.1. Outpatient services shall include but not be limited to diagnostic imaging (e.g. x-rays, MRIs), ambulatory cardiac monitoring (Zio Patch), emergency department services, observation services, outpatient surgery and lab tests. NHDOC is seeking proposals for outpatient services to be reimbursed as a percentage of the current relevant NH Medicare Fee Schedule and indicate the percentage (%) multiplier, below. The following NH Medicare Fee Schedules are to be used:

NH Current Medicare Fee Schedule Percentage (%) Multiplier

Outpatient Laboratory

Outpatient Radiology

National Level II Codes (HCPCS) http://www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-XI-151.htm http://www.gencourt.state.nh.us/rsa/html/LX/623-C/623-C-2.htm

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

3.2. Please Note: NHDOC requests Vendor to comment on the competitiveness of the discount provided as it relates to the requirements of the amended RSA 623-C:2 effective July 1, 2015, private commercial payment and other public sources of third-party payment.

3.3. Please Note: All other outpatient services not covered by the NH Medicare Fee Schedules above shall be paid as a percentage (%) of the facility charge structure. Indicate the percentage discount off the hospital’s billed charge.

3.3.1. Please Note: NHDOC requests Vendor to comment on the competitiveness of the discount provided as it relates to the requirements of the amended RSA 623-C:2 effective July 1, 2015, private commercial payment and other public sources of third (3rd) party payment.

3.3.2. Please Note: Vendor shall provide a complete list of all affiliated facilities that routinely provide services not covered under Vendor’s tax ID number. Vendor shall provide written confirmation that the affiliated facilities will accept the contracted rate or will be reimbursed under the provisions of RSA 623-C:2.

3.3.3. Please Note: Vendor shall provide a complete list of all services, procedures provided by affiliated facilities not covered under the contracted reimbursement rate.

4. Rate Adjustment

4.1. NHDOC requests a three (3) year rate proposal and agreement because of the need to properly appropriate funds over the next biennium. If Vendor proposes an annual adjustment to the rates, please indicate what the adjustment will be and the rationale for such adjustment.

4.2. NHDOC shall review Vendor’s request for rate adjustment using hospital reimbursement rates by the most recently published Consumer Price Index by the Bureau of Labor Statistics, Boston-Cambridge-

Newton, MA-NH/Northeast Region https://www.bls.gov/regions/northeast/data/consumerpriceindex

_boston_table.htm. The adjustment request shall not violate the intent of RSA 623-C:2.

4.3. Please Note: During the term of the agreement with any selected Vendor, NHDOC will require by

Agreement that Vendor provide written notification of any annual rate increases. Any rate adjustments may require written agreement and/or possible amendment from NHDOC prior to going into effect.

4.4. If it is necessary to increase the price limitation of the Agreement, this provision shall require

Governor and Executive Council approval.

5. Hospital Claim Processing

5.1. NHDOC lacks electronic claims system capacity. For Hospital Services, NHDOC shall require

Vendor to invoice the discounted amount for services rendered to patients. Claims are to be provided in the industry standard format (CMS 1500, UB-04) but should indicate the amount expected to be reimbursed. For inpatient admissions, the submitted UB-04 shall reflect the DRG and DRG rate expected for reimbursement. Vendor is asked in this section to describe in detail the method by which it will address this and provide a sample format of the methodology. In addition, Vendor should be aware of the requirements of RSA 623-C:2(I)g.

5.2. All invoices shall clearly reflect if the patient’s status is observation, emergency room, inpatient, or outpatient.

6. Physician Services

6.1. NHDOC seeks to include professional medical services in this RFP. In particular, it seeks to access services for employed physicians to be reimbursed at a discounted level. Vendor should indicate its willingness to provide discounted professional services for its employed physicians and provide the following:

6.1.1. Level of reimbursement expressed as a percentage of the current NH Medicare Physician Fee

Schedule not to exceed one hundred and ten percent (110%) of Medicare.

http://www.gencourt.state.nh.us/rsa/html/LX/623-C/623-C-2.htm http://www.gencourt.state.nh.us/rsa/html/LX/623-C/623-C-2.htm http://www.gencourt.state.nh.us/rsa/html/LX/623-C/623-C-2.htm https://www.bls.gov/regions/northeast/data/consumerpriceindex%20_boston_table.htm https://www.bls.gov/regions/northeast/data/consumerpriceindex%20_boston_table.htm

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

6.2. Please Note: NHDOC requests Vendor to comment on the competitiveness of the discount as it relates to billed charges, commercial third-party payments and other public program third-party payer reimbursements (i.e. Medicaid, Veteran Administration, etc.).

7. Physician Services Claims Processing

7.1. Vendor should validate that the Physician Service claims be provided to NHDOC in a timely manner and consistent with the industry format (CMS 1500). Claims for Physician Services shall be processed by NHDOC by applying the negotiated percentage (%) of the current NH Medicare Fee

Schedule to the services, regardless of amount billed.

7.2. Please Note: NHDOC requests Vendor invoice at one hundred and ten percent (110%) of Medicare for employed Physician Services. No payments of services rendered under this methodology will exceed one hundred and ten percent (110%) of the Medicare amount.

8. Other Services at Discounted Rates

8.1. NHDOC is interested in access to other necessary services that Vendor may be willing to provide at a discounted rate under the one hundred and twenty-five percent (125%) of Medicare rate.

8.2. Please Note: Vendor shall indicate in this section if any other such services are available. Items of interest include but not limited to on-campus (NHDOC facilities) rehabilitation services: Physical

Therapy (PT), Occupational Therapy (OT), Speech Therapy (ST) and Respiratory Therapy (RT), Oncology, Radiation Therapy, chemotherapy, hemodialysis or alternative to hospital-based rehabilitation services.

8.3. Please Note: For inpatient rehabilitation services, Vendors shall provide pricing based on

Medicare’s Case Mix Groups (CMG) utilizing the Payment on Account Factor (PAF or % of charge) of the current NH Medicare Fee Schedule. The NHDOC is seeking a rate not to exceed one hundred and ten percent (110%) of Medicare per RSA 623-C:2.

9. Auditing

9.1. NHDOC reserves the right to retrospectively audit any and all claims submitted for conformance to the contracted rate and medically appropriate claim designation, i.e. inpatient, outpatient, emergency or observation status. Such auditing function may be performed by employees of NHDOC, the NH

Department of Administrative Services, the Department of Health and Human Services or a contracted service. Vendor shall be expected to provide itemized copies of invoices and access to clinical records substantiating billing status.

9.2. Vendor should be able to defend its pricing methodology and properly detail any internal process controls for ensuring accurate pricing of claims RSA 623-C:2(g).

10. General Service Provisions

10.1. Rules and Regulations: Vendor agrees to comply with all Policy and Procedure Directives of

NHDOC. Contractor shall adhere to NHDOC Administrative Rules, Conduct and Confidentiality of Information polices.

10.2. Additional Facilities: Upon agreement of both parties, additional facilities belonging or associated to NHDOC may be added to this Agreement.

10.3. Licenses, Credentials and Certificates: Contractor shall ensure NH State licensed professionals provide the services required. Contractor and its staff shall possess the credentials, licenses and/or certificates required by law and regulations to provide such services.

10.4. Notification of Required Services: The NH Department of Correction’s on-site Nurse Coordinator or designee shall contact the Vendor when service is needed. A list of NH Department of

Corrections key personnel by site shall be provided to the Vendor.

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

11. Other Agreement Provisions

11.1. Administrative Rules, Policies, Regulations and Policy and Procedure Directives

Vendor shall comply with any applicable NH Department of Corrections Administrative Rules, Policies, Regulations and Policy and Procedure Directives (PPD’s) to include but not limited to PPD

371 (formerly 5.08): Staff Personal Property Permitted in and Restricted from Prison Facilities.

Additional information can be located as a separate link: https://www.corrections.

nh.gov/resources/bids-contracts/rfp-resources.

11.2. Protected Health Information (PHI)

Contractor shall safeguard any and all PHI according to the terms of the Health Information

Portability and Accountability Act of 1996, Public Law 104-191 and the Standards for Privacy and

Security of Individually Identifiable Health Information, 45 CFR Parts 160, 162 and 164 and amendments.

In performing its obligations under this Agreement, Contractor may gain access to information of the patients, including confidential information or PHI. Contractor shall not use information developed, or obtained during the performance of, or acquired or developed by reason of this

Agreement, except as is directly connected to and necessary for Contractor’s performance under this

Agreement.

Contractor agrees to maintain the confidentiality of and to protect from unauthorized use, disclosure, publication, or reproduction any and all information of the patient that becomes available to

Contractor in connection with its performance under this Agreement. In the event of unauthorized use of or disclosure of the patient’s information, Contractor shall immediately notify NHDOC.

All financial, statistical, personnel and/or technical data supplied by NHDOC to Contractor are confidential. Contractor is required to use reasonable care to protect the confidentiality of such data.

Any use, sale or offering of this data in any form by Contractor, or any individual or entity in

Contractor’s charge or employ, will be considered a violation of this agreement and may result in termination. In addition, such conduct may be reported to the State Attorney General for possible criminal prosecution.

11.3. Health Insurance Portability and Accountability Act (HIPAA)

Vendor agrees to comply with the Health Insurance Portability and Accountability Act, Public Law

104-191 and with the Standards for Privacy and Security of Individually Identifiable Health

Information, 45 CFR Parts 160 and 164. As defined herein, “Business Associate” shall mean Vendor and sub-vendor(s) and agents of Vendor that receive, use or have access to protected health information under this Agreement and “Covered Entity” shall mean the State of New Hampshire, Department of Health and Human Services. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources

11.4. Prison Rape Elimination Act (PREA) of 2003 and Acknowledgement of PREA Act

Education/Information

Contractor shall comply with the Prison Rape Elimination Act (PREA) of 2003 (Federal Law 42

U.S.C.15601 et. seq.), with all applicable Federal PREA standards, and with all State policies and standards related to PREA for preventing, detecting, monitoring, investigating, and eradicating any form of sexual abuse within facilities/programs/offices owned, operated, or contracted. Contractor acknowledges that, in addition to self-monitoring requirements, the State will conduct compliance monitoring of PREA standards, which may require an outside independent audit. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

https://www.corrections.nh.gov/ https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

SECTION D: PROCESS FOR SUBMITTING A PROPOSAL

1. Proposal Submission Deadline, Labeling, Addressing Instructions

1.1. Submission Deadline and Labeling Proposal(s): Sealed Proposals submitted in response to this RFP must be received by NHDOC, no later than 2:00 PM on February 25, 2025, EST as specified in the

Schedule of Events section, herein. Proposal envelopes, boxes and/or containers must be clearly marked as follows:

1.2. Addressing Proposal(s): Proposals may be submitted via E: Mail to: doc.bids_contracts@doc.nh.gov;

overnight/mail delivery service or in-person with proposals addressed as such:

Overnight Delivery Service or In-Person U.S. Mail

State of New Hampshire

NH Department of Corrections

Attn: Contract Administrator

64 South Street

Concord, NH 03301

State of New Hampshire

NH Department of Corrections

Attn: Contract Administrator

P.O. Box 1806

Concord, NH 03302

NHDOC located at 64 South Street, Concord, NH is a secured facility. Please allow sufficient time for shipping. Vendors shall assume all risk for overnight delivery services and U.S. Mail not meeting the RFP deadline and date.

2. Hard Copy Submission Criteria

2.1. All hard copy proposals submitted in response to this RFP shall consist of:

2.1.1. One (1) original copy, clearly identified including all required attachments.

2.1.2. Three (3) copies, clearly identified including all required attachments

2.1.3. One (1) clearly identified electronic copy of the proposal in PDF, including all required attachments contained on a thumb drive.

2.1.4. One (1) copy with any information redacted/proprietary, clearly identified including all required attachments of both Technical and Cost Proposal.

2.2. NHDOC reserves the right to reject any and all proposals, to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal or all items of the proposal if deemed in the best interest of the State.

2.3. Vendors who are ineligible to bid on proposals, bids or quotes issued by the NH Department of

Administrative Services (DAS), Division of Procurement and Support Services, pursuant to the provisions of RSA 21-I:11-c shall not be considered eligible for an award under this proposal.

2.4. Unless waived as a non-material deviation in accordance with SECTION F: EVALUATION OF

PROPOSALS, late submissions shall not be accepted and may be returned to Vendors unopened.

2.5. Delivery of the proposals shall be at Vendor’s expense. Any damage that may occur due to shipping shall be Vendor’s responsibility.

2.6. For overnight delivery service, the time of receipt shall be when a proposal is received at the location designated above. For in-person delivery, the time of receipt shall be when the proposal is delivered to the Contract Administrator, or designee.

STATE OF NEW HAMPSHIRE

DEPARTMENT OF CORRECTIONS

RESPONSE TO:

RFP NHDOC 2025-09

INPATIENT and OUTPATIENT HOSPITAL SVC mailto:doc.bids_contracts@doc.nh.gov http://www.gencourt.state.nh.us/rsa/html/I/21-I/21-I-11-c.htm

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

2.7. NHDOC accepts no responsibility for mislabeled mail or mail that is not delivered or undelivered for whatever reason.

2.8. Partial proposals shall not be accepted. All proposals shall be submitted for the full scope of services being requested within the RFP.

2.9. If an unsigned proposal is received in response to the RFP, Vendor may be notified by NHDOC and shall be considered “technically non-compliant”.

2.10. A Vendor who has failed to sign a proposal may file a signed version of the RFP response within three (3) business days of the day the notice is issued.

2.11. NHDOC shall not consider a proposal which remains unsigned on the fourth (4th) business day after issuing notification of the unsigned proposal.

2.12. Vendors are permitted to submit one (1) proposal in response to this RFP.

3. Contact Information – Sole Point of Contact

The Sole Point of Contact (SPC), the Contract Administrator, relative to the bid or bidding process for this

RFP, from the RFP issue date until the selection of a Vendor and approval of the resulting contract by

G&C is:

Other personnel are not authorized to discuss this RFP with Vendors before the proposal submission deadline. Contact regarding this RFP with any other State personnel could result in disqualification. The

State will not be held responsible for oral responses to Vendors regardless of the source.

4. Proposal Inquiries

All inquiries concerning this RFP including, but not limited to, requests for clarifications, questions, and any changes to this RFP or standard contract terms, shall be submitted via email to the SPC, identified in

SECTION D: PROCESS FOR SUBMITTING A PROPOSAL Paragraph 3, Contact Information – Sole

Point of Contact, above, citing the RFP Title, RFP Number, RFP Section/Paragraph and RFP page number.

4.1. Inquiries must be received by NHDOC RFP Point of Contact, no later than the conclusion of

Vendor’s written inquiry period as specified in SECTION A: OVERVIEW AND SCHEDULE, Paragraph 2: Schedule of Events (Timetable), herein. Inquiries received later than the conclusion of Vendor’s Written Inquiry Period shall not be considered properly submitted and may not be considered.

4.2. Inquiries received shall be addressed only if they are deemed by NHDOC to be critical to the bid process. NHDOC at its discretion may request clarification of an inquiry submitted by a Vendor.

Inquiries and/or questions that are not understood will not be answered. Statements that are not questions will not receive a response.

4.3. NHDOC intends to issue official responses to properly submitted inquiries on or before the date specified in the Schedule of Events (Timetable), herein; however, this date is subject to change at

NHDOC’s discretion.

4.4. NHDOC may consolidate and/or paraphrase questions for sufficiency and clarity.

4.5. NHDOC may, at its discretion, amend this RFP on its own initiative or in response to issues raised by inquiries, as it deems appropriate.

4.6. Oral/verbal statements, representations, agreements, instructions, clarifications, or modifications concerning the RFP shall not be binding upon NHDOC.

NH Department of Corrections

Loretta Razin

Contract Administrator

P.O. Box 1806

Concord, NH 03302

Tel: (603) 271-7602

Loretta.M.Razin@doc.nh.gov

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

4.7. Vendors shall be responsible for reviewing the most updated information related to this RFP before submitting a proposal by self-monitoring NHDOC’s website: NHDOC, Resources, Bids and

Contracts, that will serve as a Public Notice.

5. Addendum(s) or Withdrawal of RFP

5.1. If NHDOC decides to amend or clarify any part of this RFP, a written addendum shall be provided to all Vendors on the Department’s website and shall service as Public Notice:

https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

5.2. NHDOC, at its discretion, may amend the RFP at any time prior to the closing of the RFP and/or terminate this procurement in whole or in part at any time.

5.3. Whereas NHDOC may modify the RFP and as a result of the modification determine that Vendors will not have enough time to effect changes to their proposals, NHDOC may postpone the proposal due date for a period of up to thirty (30) days in the best interest of the State to allow fairness in the competitive bidding process. Notice of this postponement shall be posted on NHDOC’s website prior to the proposal due date list in the Schedule of Events (Timetable), herein.

6. Restriction of Contact with NHDOC Employees

From the date of release of the RFP until an award is made and announced regarding the selection of a

Vendor, all communication with personnel employed by or under this Agreement with NHDOC regarding the RFP is forbidden unless first approved by the RFP Point(s) of contact listed in the Proposal Inquiries section, herein.

6.1. NHDOC’s employees have been directed not to hold conferences and/or discussions concerning the RFP with any potential Vendor during the selection process, unless otherwise authorized by the Point(s) of Contact.

6.2. Vendors may be disqualified for violating this restriction on communications.

7. 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 Agreement, whichever is later.

8. Alternations/Changes to RFP and Associated Documents

Any alternation to the text or format of this RFP, or the text or format of any addendum or any file associated with this RFP is prohibited. Any such alterations shall result in the proposal being rejected.

9. Sub-contractors

Proposals utilizing sub-contractors for any portion of the services identified in this RFP shall require sub-contractors to meet all requirements described in this RFP, the proposal, any resulting Agreement and any renewal thereof. Sub-contractors shall commit to the entire Agreement period stated within the RFP, unless NHDOC specifically agrees upon the change of such sub-contractors. Sub-contracting of services shall require prior approval by NHDOC. NHDOC reserves the right to reject sub-contractors identified in this RFP and to require Vendor to replace such sub-contractors deemed unacceptable.

10. Rejection of Proposals:

Proposals may be rejected at any time at the discretion of the Director of Administration or designee if the

Contractor:

a) Has any interest that shall, in the sole discretion of the NHDOC, conflict with performance of services for the State.

https://www.nh.gov/nhdoc/business/rfp.html https://www.nh.gov/nhdoc/business/rfp.html https://www.corrections.nh.gov/resources/bids-contracts

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

b) If a non-profit/not-for-profit fails to furnish the NHDOC with the names and addresses of the organization’s Board of Directors/Members, List of Key Personnel and Salaries, Resumes of Key

Personnel (redact all personal information pertaining to these requirements) and/or Mission

Statement.

c) Fails to make an oral presentation, if requested by the NHDOC, at a time, place and in a manner satisfactory to the Department.

d) Fails to reach an agreement with the NHDOC on any and all Contract terms.

11. Remedies for “Minor Irregularities” of a Proposal:

NHDOC, in its sole discretion, may determine that “Minor Irregularities” of a Proposal may be insubstantial. In such cases, NHDOC may:

a) Seek clarification.

b) Allow the Contractor to make corrections, or

c) Apply a combination of the two (2) remedies.

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

SECTION E: CONTENT AND REQUIREMENTS FOR A PROPOSAL

1. Proposal Organization

1.1. Overview:

1.1.1. Vendors are expected to examine all documentation and requirements of the RFP. Failure to observe the terms and conditions in completion of the proposal are at Vendor’s risk and may, at the discretion of NHDOC, result in disqualification.

1.1.2. Proposal must conform to all instructions, conditions and requirements included in the RFP.

1.1.3. Partial proposals shall not be accepted. All proposals shall be submitted for the full scope of services being requested within the RFP.

1.1.4. Proposals should be received by the deadline set forth in the Schedule of Events (Timetable), SECTION A: OVERVIEW AND SCHEDULE.

1.1.5. Vendors shall submit a Technical Proposal and Standard Terms and Conditions Proposal and other supporting documents as outlined in the RFP.

1.2. Proposal Format:

1.2.1. Proposals should follow the following format:

1.3. RFP Presentation Response:

1.3.1. RFP Response shall consist of a sealed Technical Proposal and a sealed Standard Terms and

Conditions Proposal.

1.3.2. Presentation of sealed Technical Proposal:

1.3.2.1. Technical Proposal Cover Sheet, labeled:

a. “Technical Proposal”.

b. Name of Organization;

c. RFP Title and Number, Date of Submission; and

d. Marked as “Original”.

1.3.2.2. Table of Contents

1.3.2.3. Transmittal Letter, SECTION I: APPENDIXES, (Appendix A).

1.3.2.4. Exceptions to Terms and Conditions Letter, SECTION I: APPENDIXES, (Appendix

B).

1.3.2.5. Non-Disclosure of Right to Know of Information Letter to State Agency, SECTION

G: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS, (Paragraph

5. Public Disclosure, herein).

Font Style 12 Point, Times New Roman

Line Spacing One and a half

Text Justification Flush left

Margins One inch all around

Tabs Do not include section tabs

Binding Do not bind, staple or 3-hole punch

Separation of Sections Use binder clips

Header/Footer Do not alter current headers and footers

Signatures/Initials ORIGINAL (handwritten) and in BLUE ink; No computer-generated initials

Executed forms by Vendor ORIGINAL Forms (no photocopies) executed in BLUE ink

Single Sided Do not double side pages

Vendor Text Do not alter the format of the RFP, Form Number P-37 and Appendixes to add Vendor specific information

Black Ink/Graphics Responses shall use BLACK ink ONLY; NO COLOR graphics

Sealed Bids Bids shall be sealed

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

1.3.2.6. Executive Summary – Not to exceed eight (8) pages; briefly summarize an overview of the organization (including any networks or sub-contractors to be involved) to include:

❖ Overall Experience of Company/Staff to include:

❖ Number of years the business has been in operation;

❖ Educational background and relevant experience;

❖ Demonstrated results; and

❖ Organizational chart of key personnel.

1.3.2.7. Organizational Capability – Unlimited pages; describe the overall mission and services of the organization and how it relates to the objectives of the SECTION

C: GENERAL SCOPE OF SERVICES AND EXHIBIT B of this RFP through the following:

• Organization’s capability and immediate availability to effectively manage the requirements of the RFP and Scope of Services; and

• Demonstrated correctional experience.

1.3.2.8. Organizational Approach – Unlimited pages; describe the organization’s approach to provide the required services and EXHIBIT B of this RFP through the following:

• Description of plan of operation and resources;

• Credentialed and experienced personnel; and

• Organizational Chart (Staffing Pattern).

1.3.2.9. Personnel – Complements the organizational chart to include persons currently on staff that will provide direct programmatic services. For staff to be hired, the

Vendor shall describe the hiring process, qualifications for the position(s) and provide job description(s). NHDOC reserves the right to accept or reject dedicated staff personnel. Title all resumes and job descriptions within header of document as:

• Name of personnel/title of position.

• Vendor’s business address and business telephone number.

1.3.2.10. Financial Statements – Provide, preferably audited, two (2) consecutive years and copies of any quarterly financial statements prepared since the end of the period reported by your most recent annual report. Acceptable financial verification shall include one (1) of the following checking off one (1) of the boxes on the following chart:

Check Description

Option 1

A copy of the organization’s most recent full set of financial statements

Option 2

A copy of the organization’s audited set of financial statements from an independent Certified Public Accountant (CPA) firm

Option 3

A copy of the sole proprietorship’s most recent set of Income

Statements, Statement or Owner’s Capital and Balance Sheets or federal income tax returns

1.3.2.11. References – Minimum of three (3) references, unlimited pages of qualitative references consisting of a list of current/former clients providing similar services.

Vendor shall grant NHDOC permission to contact references. State of NH

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09 personnel should not be used to meet the minimum number of references. Provide the following information to include:

• Name and address of organization;

• Name and title of contact person;

• Title, e-mail address, business telephone number of contact person;

• Website address; and

• Performance period.

1.3.2.12. Sub-contractor Letters of Commitment (if applicable) – If sub-contractor(s) are part of this proposal, signed letters of commitment from the sub-contractor are required.

1.3.2.13. Licenses/Certifications (if applicable - redact personal information).

1.3.2.14. Presentation of sealed Standard Terms and Conditions Proposal.

1.3.3. Standard Terms and Conditions Proposal Cover Sheet, labeled:

• “Standard Terms and Conditions Proposal”;

• Name of Organization;

• RFP Title and Number, Date of Submission; and

• Marked as “Original”.

1.3.3.1. GENERAL PROVISIONS, FORM NUMBER P-37 (version 2/23/2023);

1.3.3.2. SPECIAL PROVISION, EXHIBIT A;

1.3.3.3. SCOPE OF SERVICES, EXHIBIT B;

1.3.3.4. ESTIMATED BUDGET/METHOD OF PAYMENT, EXHIBIT C; and

• Estimated Budget (Cost Proposal)

• Method of Payment

1.3.3.5. Certificate of Good Standing (COGS) (see Proposal Check Sheet)

1.3.3.6. Certificate of Authority/Vote (COA/COV) (see Proposal Check Sheet)

1.3.3.7. Certificate of Insurance (COI) (see Proposal Check Sheet)

1.3.3.8. Administrative Rules, Rules of Conduct and Confidentiality of Information Form

(see Proposal Check Sheet)

1.3.3.9. Health Insurance Portability and Accountability Act (HIPAA) Form (see Proposal

Check Sheet)

1.3.3.10. PREA Acknowledgement Form (see Proposal Check Sheet)

1.3.3.11. Criminal Justice Information Services (CJIS) Security Policy (see Proposal Check

Sheet)

1.3.3.12. Mission Statement (see Proposal Check Sheet for instructions)

1.3.3.13. List of Board of Directors/Trustees and Business Address and Telephone

Numbers (see Proposal Check Sheet for instructions)

1.3.3.14. List of Key Personnel and Annual Salaries (see Proposal Check Sheet for instructions)

1.3.3.15. Vendor Alternate W-9 Registration (see Proposal Check Sheet)

1.3.3.16. PROPOSAL CHECK SHEET

1.3.3.17. GLOSSARY OF TERMS

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

SECTION F: EVALUATION OF PROPOSALS

1. Evaluation Criteria and Scoring

1.1. Each responsive proposal will be evaluated and considered with regard to the following criteria:

1.1.1. Technical Proposal;

1.1.2. Cost Proposal – Bidder’s response to the following Cost Proposal categories:

1.1.2.1. Inpatient Hospital Services;

1.1.2.2. Emergency and Urgent Care Services;

1.1.2.3. Outpatient Hospital Services;

1.1.2.4. Rate Adjustments;

1.1.2.5. Hospital Claims Processing;

1.1.2.6. Physician Services;

1.1.2.7. Physician Services Claims Processing; and

1.1.2.8. Other Services at Discounted Rates.

1.2. NHDOC will use a scoring scale of 1000 points, a maximum of 200 points awarded based on the

Technical Proposal and a maximum of 800 points awarded based on the Cost Proposal.

1.3. NHDOC will select a Proposer based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Reference checks, to the extent they are utilized by NHDOC, will be used to refine and finalize scores.

2. Proposal Review

2.1. NHDOC shall conduct an objective review of the proposal(s) received in response to this RFP. The evaluation will be based on the demonstrated capabilities and skill of the prospective Vendor in relation to the needs of the services to be provided as set forth in this RFP.

2.2. NHDOC shall not review proposals that reduce NHDOC current functions.

2.3. NHDOC reserves the right to accept or reject any proposal and to waive any minor irregularities as determined by NHDOC in any proposal.

2.4. NHDOC reserves the right to cancel this RFP in whole or in part upon written or published notice of intent to do so or solicit new proposals under a new acquisition process. Financial responsibility for the preparation, work performed, and submission of proposals shall be the sole responsibility of

Vendor and NHDOC shall not be held liable for any such costs.

Category Points Per Category

1.1.3. Technical Proposal: (200 Points) 200

1.1.3.1. Executive Summary: (100 Points)

1.1.3.2. Organizational Capability: (100 Points)

1.1.4. Cost Proposal: (800 Points) 800

1.1.4.1. Inpatient Hospital Services: (100 Points)

1.1.4.2. Emergency and Urgent Care Services: (175 Points)

1.1.4.3. Outpatient Hospital Services: (200 Points)

1.1.4.4. Rate Adjustments: (75 Points)

1.1.4.5. Hospital Claims Processing: (100 Points)

1.1.4.6. Physician Services: (50 Points)

• Bids at or below the 110% of Medicare for

Hospital Employed Physicians

1.1.4.7. Physician Services Claims Processing: (50 Points)

1.1.4.8. Other Services at Discounted Rates, i.e. PT, OT, ST, RT, etc.: (50 Points)

Total of all Categories 1000

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

2.5. If NHDOC determines to make an award based on the above criteria, NHDOC will notify the selected Vendor(s). Should NHDOC be unable to reach an agreement with a selected Vendor(s) during Agreement discussions, NHDOC may then undertake Agreement discussions with the next preferred Vendor and so on, or NHDOC may reject all proposals, cancel this RFP, or solicit new proposals under a new acquisition process.

3. Planned Evaluations

NHDOC plans to use the following process:

3.1. Initial/Procedural Screening of Technical Proposal;

3.2. Preliminary Technical Scoring of Proposal;

3.3. Final Technical Scoring of Proposal;

3.4. Cost Proposal;

3.5. Best and Final Offer (BAFO) (if applicable); and

3.6. Final Selection.

4. Initial/Procedural Screening of Technical Proposals

NHDOC will conduct an initial/procedural screening step to verify Vendor compliance with the submission requirements set forth in this RFP and to confirm that the Technical Proposal satisfies the conditions defined in SECTION E: CONTENT AND REQUIREMENTS FOR A PROPOSAL.

4.1. NHDOC 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.

4.2. Cost Proposals will remain sealed during the Initial/Procedural Screening.

5. Preliminary Technical Scoring of Proposals

Only those Proposers who are considered best qualified will be invited to participate in the remainder of the RFP evaluation process. Cost Proposals will remain sealed during the Preliminary Technical Scoring of Proposals.

6. Final Technical Scoring of Proposals

Following Reference Checks and review of written clarifications of proposal(s), if applicable, the evaluation team will determine a final score for each Technical Proposal(s).

NHDOC utilizes a consensus scoring methodology to evaluate submitted proposals. Each final proposal will be evaluated by an open forum of discussion/debate by the evaluation committee. The proposals will be scored comparing Vendor’s proposal to the evaluation criteria and specifications defined in this RFP.

Only the consensus score sheet will be used to designate the point value assigned to each proposal.

7. Cost Proposal Review

Cost Proposals will be reviewed upon completion of the final technical scoring of proposals. Vendor’s

Cost Proposal will be allocated a maximum potential score of 800 points. Vendors are advised that this is not a low bid award and that the scoring of the cost proposal will be combined with the scoring of the technical proposal to determine the overall highest scoring proposal. The following formula will be used for costs:

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 preliminary Technical

Score.

Vendor’s Price Score = (Lowest Proposed Price/Vendor’s Price) 800 Points Assigned

State of NH, Department of Corrections Inpatient and Outpatient Hospital Medical Services

Division of Medical and Forensic Services RFP NHDOC 2025-09

8. Best and Final Offer (BAFO)

NHDOC may, at its sole option, invite the highest scoring Vendor(s) to submit a “Best and Final Offer” for NHDOC’s consideration. NHDOC reserves the right to select Vendor based solely on the initial proposal(s) and is under no obligation to solicit or accept a BAFO from any proposer(s). As NHDOC may not request a BAFO, Vendors are encouraged to provide their most competitive prices in their initial proposals.

8.1. The BAFO is a one (1) time invitation only process for a Vendor to submit its lowest priced offer for NHDOC’s consideration.

8.2. NHDOC will provide a deadline submission date for the BAFO.

8.3. NHDOC may communicate in writing any price/cost targets that NHDOC is seeking in a BAFO.

If such target(s) is provided, NHDOC will do so uniformly to all Vendors selected to participate in the BAFO.

8.4. All restriction on contact with State employees outlined in SECTION D: PROCESS FOR

SUBMITTING A PROPOSAL.

8.5. Each invited Vendor shall only make one BAFO. The BAFO shall not alter the substance of

Vendor’s Technical Proposal. The BAFO may only amend Vendor’s initial price proposal.

8.6. To the extent NHDOC solicits and receives a BAFO pursuant to this section, NHDOC will re-score the price proposals after review of the BAFO in accordance with SECTION F: EVALUATION OF

PROPOSALS. NHDOC will not select a Vendor based on the lowest priced BAFO proposal. A final selection, if any, shall be based on the combined score of the technical proposal and BAFO cost proposal. Only those Vendor(s) who were invited to submit a BAFO will be considered for an award.

9. Final Selections

NHDOC will conduct a final selection based on the final evaluation of the initial proposals or, if requested, as a result of the BAFO and begin Agreement negotiations with the selected Vendor(s).

10. Rights of the NH Department of Corrections

NHDOC reserves the right to:

10.1. Make independent investigations in evaluating proposals;

10.2. Request additional information to clarify elements of a proposal;

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

10.4. Omit any planned evaluation step if, in…