rfp-doc-2025-10.pdf

STATE OF NEW HAMPSHIRE

NH DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL

OUT OF STATE PRISONER

TRANSPORT SERVICES

RFP NH DOC 2025-10

ISSUE DATE: January 31, 2025

CLOSING DATE: February 18, 2025

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

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

Initials: __________

Date: __________

Table of Contents

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

2. Schedule of Events (Timetable)

SECTION B: DESCRIPTION OF AGENCY/DIVISION/PROGRAM

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of Service

2. Minimum Required Services

3. General Service Provisions

4. Other Agreement Provisions

SECTION D: PROCESS FOR SUBMITTING A PROPOSAL

1. Proposal Submission Deadline, Labeling, Addressing Instructions

2. 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………………………………………………………………………..16

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

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 Agreement

2. Award

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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 SERVICE - EXHIBIT B

1. Purpose

2. Term of Agreement

3. Location of Services

4. Description of Service

5. Minimum Required Services

6. General Service Provisions

7. Other Agreement Provisions

8. Change of Ownership

9. Contractor Designated Liaison

10. Contractor Liaison’s Responsibilities

11. NH Department of Corrections Contract Liaison Responsibilities

12. Reporting Requirements

13. Performance Evaluation

14. Performance Measures

15. Bankruptcy or Insolvency Proceeding Notifications

16. Embodiment of the Agreement

17. Cancellation of Agreement

18. Notification to Contractor

19. Additional Information

20. Notification to Contractor

21. Non-Exclusive Contract

EXHIBIT C - ESTIMATED BUDGET/METHOD OF PAYMENT

PROPOSAL CHECK SHEET

GLOSSARY OF TERMS

State of NH, Department of Corrections

Out of State Prisoner Transport Services

NHDOC RFP 2025-10

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

.Date: __________

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

1.1. Purpose: The purpose of this Request for Proposal (RFP) is to seek out-of-state transportation services for NH Department of Corrections (herein known as “NHDOC,” “State,” or “Department”).

1.2. Performance Period: Contract Agreement awarded as a result of this RFP is anticipated to be effective upon Governor and Executive Council (G&C) approval through June 30, 2028. NHDOC shall have the option to extend the term of this Agreement for services for one (1) additional term not to exceed two (2) years, subject to the Parties’ prior written agreement on terms and applicable fees for the additional term, satisfactory Contractor performance, continued funding, and Governor and

Executive Council approval.

1.3. Service Location: Services shall be performed at the following NHDOC locations.

NH Department of Corrections Correctional Facilities

Northern NH Correctional Facility (NNHCF) 138 East Milan Road, Berlin NH 03570

NH State Prison for Men (NHSP-M), 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

1.4. Locations may be added and/or deleted after the awarding of an Agreement at the discretion of the

Department and upon mutual agreement of the Commissioner of NHDOC and Contractor.

1.5. In the event that NHDOC wishes to add or remove facilities at which Contractor is to provide services, it shall:

1.5.1. Give Contractor fourteen (14) days written notice of the proposed change; and

1.5.2. Secure Contractor’s written agreement to the proposed changes.

1.6. Notwithstanding the foregoing, or any provision of this Agreement to the contrary, in no event shall changes to facilities be allowed that modify the “Completion Date” or “Price Limitation” of the

Agreement.

The remainder of this page is intentionally blank.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

2. Schedule of Events (Timetable)₁

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 31, 2025

2 Vendor Conference TBD, if required

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

4 NHDOC Posts Answers to Inquiries February 12, 2025

5 Proposals Due February 18, 2025 at 2:00PM

6 Evaluation of Proposals February 24, 2025

7 Best & Final Offer TBD, if applicable

8 Anticipated Contract Finalization March 2025

9 Anticipated Approval by the Governor and Executive Council March 2025

10 Expected Services Start Date G&C Approval

₁Note: 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.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of Services

Extradition services that transport individuals for out of state prisoner transportation.

2. Minimum Required Services

2.1. Vendor shall provide a quote for each transport that is an itemized estimate containing, but not limited to, the estimate cost of transportation, and method of travel. Quote must be provided within

24-hours of the request by the State.

2.2. State shall make every effort to provide as much as ten (10) days' notice for pick-up whenever possible. If the agency with custody does not provide the State adequate notice, the State will notify the Vendor no less than 24-hours in advance of the desired pick-up time and in such circumstances, Vendor shall make all reasonable efforts to accommodate the pick-up.

2.3. Security Specifications:

Vendor shall perform its responsibilities for security and control of such prisoners in a professional manner and in accordance with applicable State and Federal law in assuming custody.

2.4. Vendor shall follow reasonable and customary operating procedures regarding the use of force and the security and control of prisoners.

2.4.1. Prisoners shall be positively identified in person prior to transportation agents assuming custody and removing them from the holding agency.

2.4.2. Vendor shall secure the prisoners in custody with appropriate, standard law enforcement restraining devices, to include leg shackles and double-locked handcuffs, in accordance with local, State, and Federal statutes. State reserves the right to approve restraints.

2.4.3. Vendor shall maintain a minimum ratio of two (2) transport personnel to six (6) prisoners during each transport.

2.4.4. Vendor must be able to pick-up and transport adult male and female prisoners. Female prisoners will not be transported by less than two (2) transport agents, one (1) must be female and must be segregated from male prisoners.

2.4.5. Vendor shall notify local law enforcement officials 24-hours in advance of any scheduled stop in their jurisdiction when transporting prisoners.

2.4.6. Vendor shall, in the event of an escape by a prisoner, immediately notify NHDOC and appropriate law enforcement officials in the jurisdiction and State where the escape occurred.

2.5 Personnel Requirements:

2.5.1. Vendor personnel involved in the transport of prisoners shall have successfully completed appropriate training program(s) focused on the proper use of restraining devices, searches, use of force, including use of appropriate weapons and firearms, CPR, map reading, and defensive driving. Vendor must be able to show proof of completion.

2.5.2. Vendor personnel involved in the transport of prisoners shall be subject to drug, security, and background checks and not have a criminal record.

2.5.3. Vendor shall have an appropriate drug testing program in place for pre-employment applicants and current employees.

2.5.4. All Vendor personnel involved in the transport of prisoners shall have a valid driver’s license from their state of residence with proper classification.

2.5.5. All Vendor personnel involved in the transport of prisoners that carry firearms must be currently authorized by the Department of Justice to carry a firearm and will abide by all applicable Federal, State and local laws, regulations and ordinances during the transport.

2.5.6. All Vendor personnel involved in the transport of prisoners shall wear a uniform bearing the company logo and have a photo identification with Vendor’s insignia during any pick-up and throughout the transportation of prisoners. Street and/or casual clothing are not acceptable.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

The holding authority may not release the Offender if proper attire is not worn by Vendor’s employees. If this occurs, Vendor shall not be compensated for the trip.

2.6. Transportation Specifications:

State shall provide advance notification to the agency currently with custody of the prisoner identifying Vendor who will be acting as an agency. Vendor shall notify the holding agency of the expected pick-up date and time.

2.6.1. Vendor shall provide advance notification to the State currently with custody of the prisoner identifying Vendor who will be acting as an agent. Vendor shall notify the holding agency of the expected pick-up date and time. Vendor shall provide 24-hour advance notice of the expected arrival date and time.

2.6.2. Limits on continuous travel, hours and miles driven by Vendor’s personnel shall be in accordance with 49 CFR Section 395.5, Maximum Driving Time for Passenger Carrying

Vehicles of the United States Department of Transportation, Federal Motor Carrier Safety

Administration regulations (49 CFR part 395).

2.6.3. Vendor shall transport and deliver the prisoner along with prisoner’s records and property to the destination point. Prisoner’s property transported shall be inventoried and signed for by both the prisoner and transporting agent and shall not be accessible to the prisoner during the transport.

2.6.4. Vendor shall immediately report emergencies, unusual incidents, and/or controversial situations that arise in the performance of its services to the State. Such incidents may include but are not limited to: any act of violence by a prisoner or passenger, and escape or attempted escape of a prisoner, any breach of security, any use of force, any excessive delay in delivery of a prisoner, resident or other passenger requiring emergency medical treatment, any incident required to be reported under the Prison Rape Elimination Act PREA) of 2003, or refusal of law enforcement agency to release a prisoner to Vendor.

2.6.5. Vendor shall surrender custody of prisoners to the State or designated law enforcement agency upon arrival at the place of delivery. Identification shall be presented by the State or its duly authorized agent at the time and place of surrender of custody. Vendor shall not surrender custody without verifying identification of persons to whom custody of the prisoner is being transferred.

2.6.6. Vendor shall have the right to refuse any transport of any individual whose condition or behavior, in the opinion of the driver, would be detrimental or unduly dangerous to the safety of the vehicle or its passengers. In the event a transport is refused, the State shall be immediately notified, prior to leaving the pick-up location, and there shall be no charge to the State.

2.6.7. Vendor shall notify the State immediately if upon arrival at the holding agency, that they have learned the prisoner has a contagious disease. If the prisoner is transported, Vendor shall ensure wellbeing of all other occupants during transport. If the prisoner cannot be transported.

2.7. Prisoner Care Specifications:

2.7.1. Vendor and all personnel shall treat all prisoners in a dignified manner while in custody.

2.7.2. Vendor shall provide prisoners adequate restroom stops, at least once every five (5) hours during transport if no restroom facility is provided in the transport vehicle. If a restrooms facility is provided in the transport vehicle, it shall be kept in a sanitary condition and shall be maintained as such for the duration of the transport.

2.7.3. Vendor shall provide three (3) meals, no less than 1500 calories, per 24-hour period for female and no less than 2000 calories for male prisoners during transport, as mandated by the American Correctional Association Standard 4-44328. Meals from fast-food restaurants shall be acceptable.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

2.7.4. Vendor shall provide prisoner with lodging arranged with the appropriate local detention facility during any delay in transport. Local staff shall be advised of escape potential, security threats such as gang affiliations or high-profile offender. Whenever possible, prisoners en route shall be separated from the facility’s general population. Prisoners en route are prohibited from using phones at en route locations.

2.7.5. Vendor’s safest, most effective and efficient method of travel shall be utilized for prisoners with known medical conditions. Prisoners requiring medication shall be provided medication at required time intervals while en route and shall be appropriately documented.

State reserves the right to review and approve Vendor’s methods and procedures.

2.7.6. All medical costs arising from illness of disease not caused by Vendor shall be borne by

NHDOC.

2.7.7. Vendor shall obtain prisoner’s medical clearance, if necessary, from the releasing agency.

2.7.8. Vendor will use best practice standards in the management and custody of any pregnant residents transported as it pertains to restraints. Examples include - Nonuse of Restraints for Pregnant and Postpartum Incarcerated Individuals (2020) - National Commission on

Correctional Health Care and Best Practices in the Use of Restraints with Pregnant Women and Girls Under Correctional Custody | Bureau of Justice Assistance.

2.8. Vehicle Specifications:

2.8.1. Vendor shall maintain a fleet of vehicles compliant with all applicable United States

Department of Transportation (USDOT) regulations and suitable to accomplish the transport services required by this Agreement. All vehicles must be registered and insured.

All vehicle maintenance and repairs are the responsibility of Vendor.

2.8.2. Vehicles used in the transport of prisoners shall at all times be currently licensed, in good and safe operating condition.

2.8.3. Vehicles used in the transport of prisoners shall be equipped with appropriate security devices, including a barrier between the transport agent(s) and the prisoner(s) and an appropriate communications’ system.

2.8.4. Vehicles used in the transport of prisoners must include federally approved transportation restraints, seatbelts, and medical emergency kits sufficient for the exact number of anticipated prisoners to be transported.

2.8.5. Vehicles used in the transport of prisoners must be compartmentalized to separate male, female and juvenile prisoners.

2.8.6. Vehicles used in the transport of prisoners shall have operating air conditioning and heating for the entire vehicle.

2.8.7. Vehicles used in the transport of prisoners shall carry safety equipment such as first aid kits, fire extinguisher, safety triangles, etc.

2.8.8. Vehicles used in the transport of prisoners shall be equipped with sufficient storage to secure personal property of prisoners being transported.

2.8.9. A minimum of three (3) working video cameras with secure recording equipment, and with a minimum of 7-day recording retention.

2.8.10. Global Positioning System (GPS) equipment to allow vehicles to be tracked and located nationwide on a real-time basis.

2.8.11. Communication device to allow communication to and from law enforcement agencies or home offices nationwide.

2.8.12. Speed limiting devices set to prevent transport vehicles from driving over seventy (70) mph.

2.8.13. Compartmentalized prisoner seating with a minimum of three (3) different areas.

2.8.14. Food delivery access doors that allow food service without requiring prisoner ingress and egress doors to be opened.

https://www.ncchc.org/position-statements/nonuse-of-restraints-for-pregnant-and-postpartum-incarcerated-individuals-2020/ https://www.ncchc.org/position-statements/nonuse-of-restraints-for-pregnant-and-postpartum-incarcerated-individuals-2020/ https://www.ncchc.org/position-statements/nonuse-of-restraints-for-pregnant-and-postpartum-incarcerated-individuals-2020/ https://bja.ojp.gov/library/publications/best-practices-use-restraints-pregnant-women-and-girls-under-correctional https://bja.ojp.gov/library/publications/best-practices-use-restraints-pregnant-women-and-girls-under-correctional

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

2.8.15. Vehicles available for inspection upon request to ensure compliance with the

RFP/Agreement and vehicle requirements.

2.8.16. Private prisoner transportation companies are governed by 34 USC 60103 known as

“Jenna’s Act.” The act and accompanying regulations require:

• Minimum standards for background checks and pre-employment drug testing for potential employees to disqualify persons with a felony conviction or domestic violence conviction.

• Minimum standards for the length and type of training that employees must undergo before transporting prisoners, not to exceed one hundred (100) hours of pre-service training focusing on the transportation of prisoners. Training shall be in the areas of restraint use, searches, use of force, including the use of appropriate weapons and firearms, CPR, map reading, and defensive driving.

• Restrictions on the number of hours that employees can be on duty during a given period of time. Such restrictions shall not be more stringent than current applicable rules and regulations concerning hours of service promulgated under the Federal Motor Vehicle

Safety Act.

• The officer to prisoner ratio cannot exceed two (2) agents for every six (6) prisoners.

• Minimum standards for employee uniforms and identification that require wearing a uniform with a badge or insignia identifying the employee as a transportation officer.

• Minimum requirements for the restraints that must be used when transporting prisoners, to include leg shackles and double-locked handcuffs, when appropriate.

2.8.17. U.S. Department of Transportation Statues and Regulations (USDOT): A company is required by the Federal Motor Carrier Safety Administration (FMCSA) to obtain a USDOT

Number (USDOT #) and comply with federal regulations if the company is in the business of transporting inmates, and the following applies:

• Has a gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight of 4,536 kg (10,001 pounds) or more, whichever is greater; or

• Is designed or used to transport more than eight (8) passengers (including the driver) for compensation; or is designed or used to transport more than fifteen (15) passengers, including the driver, and is not used to transport passengers for compensation.

2.9. Records Specifications:

2.9.1. Vendor shall maintain a transit log of each transport that shall be delivered with the prisoner. The transit log shall contain the following information: prisoner name, pick-up location, beginning mile, ending mile, signature of prisoner at end of trip, prisoner medical/medication information, and prisoner activities (meals, rest stops, stretch breaks, and rest overnight).

2.9.2. Vendor shall maintain State and prisoner records and transport plans in a confidential manner.

2.9.3. Vendor shall keep and maintain proper and complete book, records, and accounts, which shall be open at all reasonable times for inspection by the State.

2.9.4. Vendor shall retain all records relating to this Agreement for at least five (5) years after its termination or cancellation or until any related pending proceeding or litigation has been closed.

2.9.5. Invoices for services performed shall be complete and itemized with line-item detail of services rendered.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

2.10. Vendor Minimum Standard:

Prisoner transportation company should be a SATISFACTORY RATING with the Department of

Transportation (DOT).

2.10.1. Any company that has been in business for a minimum of one and one half (1.5) years should have its initial Safety Inspection completed by the DOT. Therefore, any prisoner transportation company should have a Safety Rating if they are operating legally after two

(2) years unless some extenuating circumstances are present. Because of this, most agencies require a minimum of three (3) years in business to bid on a contract before they consider using them as a service provider.

2.10.2. Electronic Logging Devices (ELD): DOT and the FMCSA, as required by MAP–21, §

395.8(a)(1), directs a motor carrier operating CMVs to install and require each of its drivers to use an ELD to record the driver’s duty status no later than December 18, 2017.

2.10.3. This system is used to measure drivers’ duty time to ensure the company is compliant with the laws governing the safety of interstate commerce and the safe transportation of passengers.

2.10.4. The Company Snapshot is a concise electronic record of a company’s identification, size, commodity information, and safety record, including the safety rating, a roadside out-of-service inspection summary, and crash information. The Company Snapshot is available via an ad-hoc query (one carrier at a time) free of charge.

2.10.5. You can check a company’s Safety Rating on the Company Snapshot Page:

safer.fmcsa.dot.gov/CompanySnapshot.aspx.

2.11. Vendor Sign-In Sheet: Vendor staff shall be expected to show company identification, and sign-in and out of the corresponding facility receiving services. At a minimum, Vendor staff shall provide their company name, personal first and last name, time-in and time-out, date of service and may be required to provide vehicle make, model and license plate number.

3. General Service Provisions

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

NHDOC. Vendor shall adhere to NHDOC Administrative Rules, Conduct and Confidentiality of

Information polices.

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

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

3.4. Tool Inventory: Any tools to include equipment that the Vendor/subcontractor needs to perform the required services shall be inspected and inventoried before entering and leaving the facility.

3.5. Admittance: NHDOC may, at its sole discretion, remove from or refuse admittance to any NHDOC facility any person providing services under an Agreement without incurring penalty or cost for exercising this right. Vendor shall be responsible for assuring that the services that the person(s) so removed or denied access are delivered.

3.6. Licenses: Vendor shall maintain in current status all Federal, State and Local licenses and permits required for the operation of a business conducted by the Vendor.

4. Other Agreement Provisions

4.1. Administrative Rules, Policies, Regulations and Policy and Procedures 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.

https://safer.fmcsa.dot.gov/CompanySnapshot.aspx

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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

/resources/bids-contracts/rfp-resources.

4.2. Protected Health Information (PHI)

Vendor 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, Vendor may gain access to information of the patients, including confidential information or PHI. Vendor 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 Vendor’s performance under this Agreement.

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

All financial, statistical, personnel and/or technical data supplied by NHDOC to Vendor are confidential. Vendor 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 Vendor, or any individual or entity in Vendor’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.

4.3. 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-contractor(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.

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

Education/Information

Vendor 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. Vendor 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.

4.5. Criminal Justice Information Services (CJIS) Security Policy, if applicable

The essential premise of the CJIS Security Policy is to provide appropriate controls to protect the full lifecycle of CJIS, whether at rest or in transit. The CJIS Security Policy provides guidance for the creation, viewing, modification, transmission, dissemination, storage and destruction of CJI.

This Policy applies to every individual vendor, private entity, noncriminal justice agency representative, or member of a criminal justice entity with access to, or who operate in support of, criminal justice services and information. Vendor shall comply with the CJIS policy and is located as a separate link: 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 Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

4.6. Vendor Employee Information/Background Checks

Vendor shall be responsible for obtaining a criminal background check from NHDOC to include fingerprinting on all potential employees assigned by Vendor and/or sub-contractor(s) to provide services at NHDOC. Upon award of an Agreement, NHDOC Warden, or designee, will notify the selected Vendor of the procedures to obtain background checks and fingerprinting. Vendor and/or sub-contractor employee hiring status shall be contingent upon receipt of a criminal background check and fingerprinting report(s) from the NH Department of Safety (NHDOS) to NHDOC and a procedural review of said reports by NHDOC.

4.7. NHDOC will notify Vendor of any potential Vendor and/or sub-contractor employee who does not comply with the criteria identified below.

In addition, Vendor and/or sub-contractor(s) shall not hire employees meeting the following criteria:

a. Individuals convicted of a felony shall not be permitted to provide services;

b. Individuals with confirmed outstanding arrest warrants shall not be permitted to provide services;

c. Individuals with a record of a misdemeanor offense(s) may be permitted to provide services pending determination of the severity of the misdemeanor offense(s) and review of the criminal record history by Commissioner, or designee, of NHDOC;

d. Individuals with restrictions on out-of-state and/or State of NH professional licenses and or certifications;

e. Individuals whose professional licenses and/or certification have been revoked and reinstated from other states and/or the State of NH;

f. Individuals with a history of drug diversion;

g. Individual staff on the National Offender Database;

h. Individuals who were a former State of NH employee and/or former contracted employee that were dismissed for cause or resigned or retired pending results of investigation;

i. Individuals previously employed with NHDOC without prior approval of NHDOC; and

j. Relatives, or associates of people currently incarcerated or under Departmental supervision

(probation or parole) may not be permitted to provide services without prior approval by

NHDOC.

k. NHDOC reserves the right to conduct further review of any candidate and decline clearance.

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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 18, 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. 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 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 Vendor 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.

STATE OF NEW HAMPSHIRE

DEPARTMENT OF CORRECTIONS

RESPONSE TO:

RFP 2025-10

Out of State Prisoner Transport Services 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 Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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.

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 was 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 Agreement 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 – SPC, above, citing the RFP Title, RFP Number, RFP Section/Paragraph and RFP page number.

4.1. Inquiries must be received by the 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.

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 Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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.

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 contract with NHDOC regarding the

RFP is forbidden unless first approved by the RFP point 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 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 alteration(s) 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.

https://www.nh.gov/nhdoc/business/rfp.html https://www.nh.gov/nhdoc/business/rfp.html

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

10. Rejection of Proposals

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

Vendor:

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

b. If a non-profit/not-for-profit fails to furnish 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 NHDOC, at a time, place and in a manner satisfactory to the Department.

d. Fails to reach an agreement with 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 Vendor to make corrections, or

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

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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).

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 & 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 Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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).

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, 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

State of NH, Department of Corrections Out of State Prisoner Transport Services

Division of Administration RFP NHDOC 2025-10

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 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…