rfp-doc-2025-19.pdf

STATE OF NEW HAMPSHIRE

NH DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL

On-Site Clinical Laboratory and Phlebotomy Services

RFP NH DOC 2025-19

ISSUE DATE: 05/13/2025

CLOSING DATE: 05/27/2025

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

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

Vendor Initials: __________

Date: __________

Table of Contents

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

2. Current Inmate Population by Facility:

3. Schedule of Events (Timetable)

SECTION B: DESCRIPTION OF AGENCY/DIVISION/PROGRAM

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of On-Site Clinical Laboratory and Phlebotomy Services

2. Outline of Minimum Required Services

3. Retrieval Sites of Samples/Specimens

4. Written Laboratory Reports

5. Format of Laboratory Test Results

6. Abnormal and Reportable Laboratory Results

7. Phlebotomy Service Schedule

8. Utilization Management Reports

9. Supplies

10. Venipuncture Training

11. General Service Provisions

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

13. Protected Health Information (PHI)

14. Health Insurance Portability and Accountability Act (HIPAA)

15. Prison Rape Elimination Act (PREA) of 2003 & Acknowledgement of PREA Act

Education/Information

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

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

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

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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: CONTRACT 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 (documents provided within RFP) 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

EXHIBIT B - SCOPE OF WORK

1. Purpose

2. Term of Contract

3. Location of Services

4. Current Inmate Population by Facility:

5. Description of On-Site Clinical Laboratory and Phlebotomy Services

6. Outline of Minimum Required Services

7. Retrieval Sites of Samples/Specimens

8. Written Laboratory Reports

9. Format of Laboratory Test Results

10. Abnormal and Reportable Laboratory Results

11. Phlebotomy Service Schedule

12. Utilization Management Reports

13. Supplies

14. Venipuncture Training

15. General Service Provisions

16. Other Contract Provisions

17. Change of Ownership

18. Contractor Designated Liaison

19. Contractor Liaison’s Responsibilities

20. NH Department of Corrections Contract Liaison Responsibilities

21. Reporting Requirements

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

22. Performance Evaluation

23. Performance Measures

24. Bankruptcy or Insolvency Proceeding Notifications

25. Embodiment of the Contract

26. Cancellation of Contract

27. Contractor Transition

28. Audit Requirement

29. Notification to the Contractor

30. Additional Information

31. Contractor Personnel

32. Other Contractual Documents Required by the NH Department of Corrections

EXHIBIT C - ESTIMATED BUDGET/METHOD OF PAYMENT

1. Estimated Budget (Cost Proposal)

2. Method of Payment

PROPOSAL CHECK SHEET

GLOSSARY OF TERMS

State of NH, Department of Corrections

NHDOC RFP 2025-19

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Administration RFP NHDOC 2025-19

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

Purpose: The purpose of this Request for Proposal (RFP) is to seek On-Site Clinical Laboratory and Phlebotomy Services for the NH Department of Corrections (herein known as “NHDOC,” “State,” or “Department”) inmate population of the Northern New Hampshire Correctional Facility (NNHCF) and for the Southern New Hampshire Correctional Facilities.

1.1. Term of Contract: Contract(s) 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, 2027. 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.

1.2. Location of Services: On-Site Clinical Laboratory Services shall be performed at the following

NHDOC locations:

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

Southern Region – Southern NH 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

Division of Rehabilitative Services – Men (Calumet House)1 126 Lowell Street Manchester, NH 03104

Division of Rehabilitative Services – Men (Transitional Work Center) (TWC) 275 North State Street Concord, NH 03301

Division of Rehabilitative Services – Men (North End House) 1 Perimeter Road Concord, NH 03301

Division of Rehabilitative Services – Women (Shea Farm) 60 Iron Works Road Concord, NH 03301

1.3. Locations may be added and/or deleted after the awarding of a contract at the discretion of the

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

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

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

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

1.5. 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.

1It is the Inmate’s responsibility to go to the Contractor’s location anywhere in the State for clinical lab services if ordered by a NHDOC provider.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

1.6. On-Site Phlebotomy Service Locations for the Southern Region:

Southern Region – Southern NH 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

Division of Rehabilitative Services – Men Calumet House2 126 Lowell Street Manchester, NH 03104

Division of Rehabilitative Services – Men Transitional Work Center (TWC)

275 North State Street Concord, NH 03301

Division of Rehabilitative Services– Men North End House 1 Perimeter Road Concord, NH 03301

Division of Rehabilitative Services– Women (Shea Farm) 60 Iron Works Road Concord, NH 03301

1.7. Phlebotomy Services for the Northern Region will be provided by ancillary contracted services.

1.8. Locations per contract year may be increased/decreased and or reassigned to alternate facilities during the contract term. On-Site Clinical Laboratory and Phlebotomy Services shall be provided by Vendor to inmates of alternative locations in the event that the State relocates its facilities.

1.9. Partial proposals for the requested On-Site Clinical Laboratory and Phlebotomy Services shall not be accepted.

2. Current Inmate Population by Facility:

NH Department of Corrections Current Average Population2

Northern NH Correctional Facility (NCF) Berlin, NH 03570 551 NH State Prison for Men – (NHSP-M) Concord, NH 03301 1,084 Secure Psychiatric Unit (SPU)/Residential Treatment Unit (RTU) Concord, NH 03301 69 Division of Rehabilitative Services Concord, NH 03301 167 NH Correctional Facility for Women – (NHCF-W) Concord, NH 03301 107 Current Inmate Population: 1,978

The remainder of this page is intentionally blank.

2 It is the Inmate’s responsibility to go to the Contractor’s location anywhere in the State for clinical lab services if ordered by a NHDOC provider.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

3. Schedule of Events (Timetable) The following table, below, provides a Schedule of Events for this RFP through contract finalization and approval by the Governor and Executive Council. The 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 May 13, 2025 2 Vendor Conference N/A 3 Vendor Written Inquiries Due May 19, 2025 4 NHDOC Posts Answers to Inquiries May 22, 2025 5 Proposals Due May 27, 2025 at 2:00PM 6 Evaluation of Proposals May 28, 2025 7 Best & Final Offer TBD, if applicable 8 Anticipated Contract Finalization June 2025 9 Anticipated Approval by the Governor and Executive Council June 25, 2025 10 Expected Services Start Date July 1, 2025

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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 inmates 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 On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of On-Site Clinical Laboratory and Phlebotomy Services

On-Site Clinical Laboratory and Phlebotomy Services are a critical and necessary component of the overall NHDOC healthcare delivery system. Basic lab work is performed on all inmates upon admission to facilities and is ordered clinically. Services to be provided will include blood, urine, sputum and tissue analysis for a wide spectrum of diseases and health conditions.

2. Outline of Minimum Required Services

2.1. Lab tests as identified in Estimated Budget/Method of Payment, EXHIBIT C.

2.2. Lab tests that the Vendor may/can provide that are not listed in the EXHIBIT C, Clinical

Laboratory Fee Schedule.

2.3. Provide any other lab tests required on an “as needed” basis including court ordered tests and those required by NH State law.

2.4. Retrieval of samples/specimens from NHDOC to include after-hours, holidays and weekends when scheduled by NHDOC.

2.5. Phlebotomy services to include but not limited to:

• Venipuncture services.

• Specimen collection time and training.

• Provide comprehensive phlebotomy services immediately and to all applicable NHDOC facilities/sites.

• Phlebotomy services shall be comprehensive to include coverage of requested hours as well as the ability to maintain contracted service coverage in cases of sickness, vacation, vacancy of positions, etc. of assigned phlebotomy contracted staff.

• Vendor will communicate coverage plan one (1) week prior to a planned absence of an assigned contracted phlebotomist. Two (2) weeks will be required if the covering staff does not have previous clearance by NHDOC prior to this assignment. Vendor will ensure there is more than one phlebotomist ready to work at NHDOC to provide coverage in case of unexpected absence of assigned contracted staff.

2.6. Provide laboratory data via a bi-directional interoperability interface with the NHDOC Electronic Health Record (EHR) system.

2.7. Vendor shall assume all software development costs for the bi-directional interoperability interface of the Department’s EHR system.

2.8. Vendors shall adhere to RSA 623-C:2, as amended effective July 1, 2015, pursuant to RSA 151, where NHDOC shall pay no more than one hundred ten percent (110%) of the Medicare allowable rate. Vendor shall utilize the July, 2024 Centers of Medicare & Medicaid Services (CMS) Laboratory Fee Schedule detailed in Estimated Budget/Method of Payment, EXHIBIT C.

Contractors are requested to provide the best pricing for each requested laboratory test not to exceed the allowable rate articulated in RSA 623.1-C:2.

2.9. NHDOC will not pay more than one hundred and ten percent (110%) of the CMS laboratory fee schedule for labs not listed in EXHIBIT C.

2.10. Phlebotomy services will be provided in all units identified in the On-Site Phlebotomy Service Locations to include medically isolated and quarantined tiers. NHDOC will provide the Vendor with appropriate Personal Protective Equipment (PPE) when services are being provided in medically isolated and quarantined tiers.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

3. Retrieval Sites of Samples/Specimens

3.1. Retrieval of samples/specimens from NHDOC retrieval sites shall be performed on a daily basis as part of the service provided by the Vendor.

3.2. Retrieval times shall be determined between the Vendor and each NHDOC facility.

3.3. Retrieval of samples will be at no additional cost during after hours, holidays and weekends in the occasion NHDOC requests it from the Vendor.

4. Written Laboratory Reports

4.1. Written lab reports shall be furnished within twenty-four (24) hours of test completion via an interface with NHDOC EHR system.

4.2. Vendor selected shall demonstrate the capability to provide data via a bi-directional lab interface with the Department’s EHR Vendor.

4.3. Final lab test reports shall include results of all tests ordered on a single requisition.

4.4. In the event that the EHR is inoperable, Vendor shall expedite the delivery of the final written lab reports by fax or courier Sunday through Saturday for the life of the contract and any renewals thereof.

5. Format of Laboratory Test Results

5.1. Preferred format of the lab test results shall be a horizontal, left to right format.

5.2. The lab report shall provide the inmate’s full name, number, date of birth, sex, collection date, report date, ordering provider and test results at a minimum.

5.3. Vendor shall be required to ensure the final report is compatible with NHDOC EHR system.

6. Abnormal and Reportable Laboratory Results

6.1. Vendor shall report all critical lab test results as stipulated by NHDOC Chief Medical Officer (CMO) telephonically within four (4) hours of completion of the test results.

6.2. Vendor shall provide a standard Critical/Panic Test Result form for review by NHDOC’s CMO.

The CMO will modify the standard form to meet NHDOC specific standards of care.

6.3. Vendor shall provide copies of all reportable test results sent to the NH Health and Human Services, Division of Public Health Services.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

7. Phlebotomy Service Schedule

7.1. Phlebotomy services shall be provided by the Vendor five (5) times per week for up to twenty-two (22) hours for the NH State Prison for Men (NHSP-M) to include: once (1) a week for the Secure Psychiatric Unit (SPU)/Residential Treatment Unit (RTU), Special Housing Unit (SHU), Close Custody Unit (CCU) and Rehabilitative Services for Men. As well as one (1) time per week (up to five and a half (5.5) hours at the NH Correctional Facility for Women (NHCF-W), and up to two and a half (2.5) hours of additional phlebotomy services as needed combined total of phlebotomy hours shall be a total of thirty (30) hours.

7.2. The on-site schedule of the phlebotomist shall be determined by NHDOC. If NHDOC nursing staff perform venipuncture, there will be no special preparations of the specimen, i.e., no slide preparations or other lab preps such as transfer of specimens from one (1) tube to another.

7.3. Phlebotomist shall be on-site for a maximum of six (6) hours per session per facility/site as mutually agreed upon between Vendor and NHDOC. Should additional hours be required due to cancellation of a scheduled session, the makeup schedule shall be mutually agreed upon between Vendor and NHDOC.

7.4. Phlebotomy services shall be provided in all units identified in the On-Site Phlebotomy Service Locations to include medically isolated and quarantined tiers. NHDOC will provide Vendor with appropriate PPE when services are being provided in medically isolated and quarantined tiers.

8. Utilization Management Reports

Vendor shall provide monthly utilization management reports to NHDOC. The reports shall be sorted by variables such as ordering provider, inmate’s name, inmate’s number, facility, date of lab test, lab test name, test’s Current Procedural Terminology (CPT) code and lab test cost.

9. Supplies

Vendor shall provide all supplies to include but not limited to safety collection needles necessary for NHDOC nursing staff to obtain/collect specimens.

10. Venipuncture Training

Vendor shall provide venipuncture and specimen collection training as needed for NHDOC nursing staff.

11. General Service Provisions

11.1. Notification of Required Services: NHDOC on-site Nurse Coordinator or designee shall contact

Vendor when non-scheduled services for specimen pick up is needed to include after hours, holidays and weekends. A list of NHDOC nursing coordinators will be provided to Vendor.

11.2. Tools and Equipment: Vendor must furnish the required tools and equipment necessary to provide the requested services of a contract. When providing phlebotomy services in quarantined and medically isolated tiers NHDOC will equip Vendor with the appropriate PPE. All Vendor containers, tools and or equipment shall be inventoried before entering and leaving the facility and are subject to search by NHDOC security staff at any and all times while on NHDOC facility grounds.

11.3. Rules and Regulations: Vendor agrees to comply with all Policies, Procedures and Directives (PPDs) of NHDOC. Vendor shall adhere to the Department’s Administrative Rules, Conduct and Confidentiality of Information policies.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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

11.5. Vendor Employee Information: Vendor shall be responsible for obtaining a criminal background check to include finger printing on all potential employees assigned by Vendor and/or sub-contractors who provide services to NHDOC. Upon award of a Contract, NHDOC Director of Medical & Forensic Services or designee will notify the selected Vendor 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 the Department.

10.5.1. NHDOC reserves the right to conduct a procedural review of all criminal background checks of all potential Vendor and/or sub-contractor(s) employees to determine eligibility status.

10.5.2. NHDOC will notify the Vendor of any potential Vendor and/or sub-contractor(s) employee who does not comply with the criteria identified in 11.5.3.

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

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

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

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

• Individuals whose professional licenses and/or certification have been revoked and reinstated from other States and/or the State of New Hampshire;

• Individuals with a history of drug diversion;

• Individuals who were a former State of NH employee and/or former contract employee that was dismissed for cause or resigned or retired pending investigation;

• Individuals previously employed with NHDOC without prior approval of NHDOC;

and

• Relatives or associates of people currently incarcerated or under Departmental supervision (probation or parole) may not be permitted to provide services without prior approval of NHDOC.

11.5.4. 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 the Director of Medical & Forensic Services, and/or designee, of NHDOC.

11.6. 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.

11.7. Admittance: NHDOC may, at its sole discretion, remove from or refuse admittance to any Department facility any person providing services under a contract 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.

11.8. Vendor Sign-In Sheet: Vendors’ staff shall be expected to 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 type, date of services, corresponding facility and may be required to provide vehicle make, model and license plate number.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

12. Administrative Rules, Policies, Regulations and Policy and Procedure Directives Contractor shall comply with any applicable NH Department of Corrections Administrative Rules, Policies, Regulations and Policy and Procedure Directives (PPD) 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.

13. 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 inmate’s, 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 inmate that becomes available to Contractor in connection with its performance under this Agreement. In the event of unauthorized use of or disclosure of the inmate’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

14. Health Insurance Portability and Accountability Act (HIPAA)

Contractor 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 the Contractor and sub-vendor(s) and agents of the 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

15. Prison Rape Elimination Act (PREA) of 2003 & 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/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/ https://www.corrections.nh.gov/

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

16. 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.

Contractor shall comply with the CJIS policy and is located as a separate link:

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

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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 the NH Department of Corrections, no later than 2:00 PM on May 27, 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:

ELECTRONIC SUBMISSIONS ARE PREFERRED

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. If submitting a hard copy, versus electronic version, all hard copy proposals submitted in response to this RFP shall consist of:

2.1.1. One (1) Technical Proposal clearly identified as “Original,” including all required attachments.

2.1.1.1. Three (3) Technical Proposals clearly identified as “Copies,” including all required attachments.

2.1.2. One (1) Cost Proposal clearly identified as “Original,” including all required attachments.

2.1.2.1. Three (3) Cost Proposals clearly identified as “Copies,” including all required attachments.

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

2.1.4. Provide an additional copy of the proposal (technical and cost proposal) with any proprietary and/or financial information and personnel identifiers redacted in case of a freedom of information request.

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.

STATE OF NEW HAMPSHIRE

DEPARTMENT OF CORRECTIONS

RESPONSE TO:

RFP NHDOC 2025-19

On-Site Clinical Laboratory and Phlebotomy Services

Overnight Delivery Service or In-Person State of New Hampshire

Department of Corrections Attn: Contract Specialist

64 South Street Concord, NH 03301 mailto:doc.bids_contracts@doc.nh.gov

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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 and SECTION F: EVALUATION OF PROPOSALS, late submissions shall not be accepted and may be returned to the Vendors unopened.

2.5. Delivery of the proposals shall be at the 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 Specialist, 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, the 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 sole point of contact, 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:

NH Department of Corrections Barbara A. Mitera Contract Specialist

P.O. Box 1806 Concord, NH 03302 Tel: (603) 271-7468 doc.bids_contracts@doc.nh.gov http://www.gencourt.state.nh.us/rsa/html/I/21-I/21-I-11-c.htm mailto:doc.bids_contracts@doc.nh.gov

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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.

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, Doing Business, RFP's 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(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 contract, 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.

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

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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 contract, and any renewal thereof. Sub-contractors shall commit to the entire contract 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 Vendor:

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

b. If a not-Profit/not-for-profit fails to furnish the NHDOC with the names and addresses of the organization’s Board of Directors/Member, 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 the Vendor to make corrections; or

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

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 the 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:

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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).

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:

1.3.2.7. 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.

1.3.2.8. 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

1.3.2.9. 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

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 On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

• Demonstrated correctional experience.

1.3.2.10. Organizational Approach – Unlimited pages; describe the organization’s approach to provide the required services as specified in the SECTION C:

GENERAL SCOPE OF SERVICES and

1.3.2.11. of this RFP through the following:

• Description of plan of operation and resources;

• Credentialed and experienced personnel; and

• Organizational Chart (Staffing Pattern).

1.3.2.12. 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). The 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.

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

1.3.2.13. 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

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

The Vendor shall grant the 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.

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

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

1.3.2.17. 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,

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

1.3.3.4. EXHIBIT B;

1.3.3.5. ESTIMATED BUDGET/METHOD OF PAYMENT, EXHIBIT C and

• Estimated Budget (Cost Proposal)

• Method of Payment

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

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

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

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

(see Proposal Check Sheet)

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

Check Sheet)

1.3.3.11. PREA Acknowledgement Form (see Proposal Check Sheet)

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

Sheet)

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

1.3.3.14. List of Board of Directors/Trustees and Business Address and Telephone Numbers

(see Proposal Check Sheet for instructions)

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

1.3.3.16. Contractor Alternate W-9 Registration (see Proposal Check Sheet)

1.3.3.17. PROPOSAL CHECK SHEET

1.3.3.18. GLOSSARY OF TERMS

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19

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; and

1.1.2. Cost Proposal.

1.2. NHDOC will use a scoring scale of One Hundred (100) points, a maximum of Sixty (60) points awarded based on the Technical Proposal and a maximum of Forty (40) points awarded based on the Cost Proposal.

1.3. NHDOC will select a Vendor 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 the NHDOC current functions.

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

Category Points

Per Category

1.1.3 Technical Proposal: 60

Executive Summary: Overall Experience of Organization/Staff and Demonstrated Results (15 Points) History of the organization, education and experience as it relates to the requirements of the RFP and evidence of past and relevant quality performance.

Organizational Capability: (15 Points) Organization’s capability and immediate availability to effectively manage the requirements of the RFP and Scope of Services and demonstrated correctional experience.

Organizational Approach: (30 Points) Description of plan of operation and resources; credentialed and experienced personnel and Org Chart (Staffing Pattern).

1.1.4 References: Pass/Fail

1.1.5 Cost Proposal: 40

Total of all Categories 100

State of NH, Department of Corrections On-Site Clinical Laboratory and Phlebotomy Services Division of Medical and Forensics RFP NHDOC 2025-19 responsibility for the preparation, work performed, and submission of proposals shall be the sole responsibility of the Vendor and NHDOC shall not be held liable for any such costs.

2.5. If NHDOC determines to make an award based on the above criteria, NHDOC may notify the selected Vendor(s). Should NHDOC be unable to reach an agreement with a selected Vendor(s) during contract discussions, NHDOC may then undertake contract 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.