RFP DOC 2025-20.pdf

STATE OF NEW HAMPSHIRE

NH DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL

On-Site X-Ray, Electrocardiography (ECG) and Portable Ultrasound Services

RFP NHDOC 2025-20

ISSUE DATE: May 14, 2025

CLOSING DATE: May 28, 2025

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

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

Vendor Initials: __________

Date: __________

Table of Contents

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

2. Current Inmate Population as of 3/31/2025:

3. Schedule of Events (Timetable)₁

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of On-Site X-Ray, ECG and Portable Ultrasound Services

2. Performance Measures: Quality Improvement Measures (QIM)

3. Outline of Minimum Required Services

4. General Service Provisions

5. Other Agreement Provisions

SECTION D: PROCESS FOR SUBMITTING A PROPOSAL

1. Proposal Submission Deadline, Labeling, Addressing Instructions

2. Hard Copy Submission Criteria

3. Contact Information – Sole Point of Contact

4. Proposal Inquiries

5. Addendum(s) or Withdrawal of RFP

6. Restriction of Contact with NHDOC Employees

7. Validity of Proposal

8. Alternations/Changes to RFP and Associated Documents

9. Sub-Contractors

10. Rejection of Proposals:

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

SECTION E: CONTENT AND REQUIREMENTS FOR A PROPOSAL

1. Proposal Organization

SECTION F: EVALUATION OF PROPOSALS

1. Evaluation Criteria and Scoring

2. Proposal Review

3. Planned Evaluations

4. Initial/Procedural Screening of Technical Proposals

5. Preliminary Technical Scoring of Proposals

6. Final Technical Scoring of Proposals

7. Cost Proposal Review

8. Best and Final Offer (BAFO), If applicable

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

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

1. Non-Exclusive Contract

2. Award

3. Standard Agreement 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

EXHIBIT B - SCOPE OF SERVICES

1. Purpose

2. Term of Agreement

3. Population Served:

4. Current Inmate Population as of 3/31/2025:

5. Description of On-site X-Ray, ECG and Portable Ultrasound Services

6. Performance Measures: Quality Improvement Measures (QIM)

7. Outline of Minimum Required Services

8. General Service Provisions

9. Other Agreement Provisions

10. Change of Ownership

11. Contractor Designated Liaison

12. Contractor Liaison’s Responsibilities

13. NH Department of Corrections Contract Liaison Responsibilities

14. Reporting Requirements

15. Performance Evaluation

16. Performance Measures

17. Bankruptcy or Insolvency Proceeding Notifications

18. Embodiment of the Agreement

19. Cancellation of Agreement

20. Contractor Transition

21. Audit Requirement

22. Notification to Contractor

23. Additional Information

24. Contractor Personnel

25. Non-Exclusive Contract

EXHIBIT C - ESTIMATED BUDGET/METHOD OF PAYMENT

1. Estimated Budget (Cost Proposal) – Northern Facility

2. Estimated Budget (Cost Proposal) – Northern Facility: Ultrasound

3. Estimated Budget (Cost Proposal) – Southern Facilities

4. Estimated Budget (Cost Proposal) – Southern Facilities: Ultrasound

5. Method of Payment

PROPOSAL CHECK SHEET

GLOSSARY OF TERMS

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services

NHDOC RFP 2025-20

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

SECTION A: OVERVIEW AND SCHEDULE

1. Executive Summary

1.1. The purpose of this Request for Proposal (RFP) is to seek On-Site X-Ray, Electrocardiography (ECG) and Portable Ultrasound Services for NH Department of Corrections (herein known as the “NHDOC,” “State,” or “Department”) for the inmate population of the NHDOC, at the following service locations identified below. Vendor may bid on separate locations, either the Northern Region location or Southern/Transitional Housing locations or both. Preference will be given to the vendor that bids on all locations.

1.2. Performance Period: Contract 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. NHDOC may extend contracted services for one (1) additional period of up to two (2) years, contingent upon satisfactory Vendor performance, Commissioner approval, continued appropriation of funds and G&C approval.

1.3. Population Served: Facilities receiving services.

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) Concord, NH 03301

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

NH Department of Corrections Transitional Housing Concord Transitional Work Center for Men (CTWC) 275 North State Street Concord, NH 03301

North End Transitional Housing Unit (NEH/THU) 1 Perimeter Road Manchester, NH 03104

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

*SPU includes non-adjudicated civil committed inmates in SPU.

The remainder of this page is intentionally blank.

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

1.4. Service Locations:

Services shall be performed at the following NHDOC location.

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) Concord, NH 03301

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

1.5. Preference shall be given to Vendor(s) who can provide services(s) to all locations.

1.6. An Agreement may be awarded to more than one (1) Vendor. A Vendor may bid on separate location/services either Northern or Southern Correctional Facilities/Transitional Housing as noted in

SECTION A: OVERVIEW AND SCHEDULE.

1.7. Locations may be added and/or deleted after the awarding of a contract at the discretion of NHDOC and upon mutual agreement of the Commissioner of NHDOC and Vendor.

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

1.8.1. Give Vendor fourteen (14) days written notice of the proposed change;

1.8.2. Secure the Vendor’s written agreement to the proposed changes; and

1.8.3. 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.

2. Current Inmate Population as of 3/31/2025:

Northern NH Department of Corrections Current Population Northern NH Correctional Facility (NNHCF) Berlin, NH 03570 549

Southern NH Department of Corrections Current Population NH State Prison for Men (NHSP-M) Concord, NH 03301 1065

Secure Psychiatric Unit (SPU)* Residential Treatment Unit (RTU) Concord, NH 03301 70

NH Correctional Facility for Women (NHCF-W) Concord, NH 03301 113

Division of Rehabilitative Services (DRS) Concord/Manchester NH 166

Current Inmate Population: 1963 *SPU includes non-adjudicated civil committed inmates in SPU.

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

3. 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 May 14, 2025 2 Vendor Conference TBD, if required 3 Vendor Written Inquiries Due May 19, 2025 at 2:00 PM 4 NHDOC Posts Answers to Inquiries May 23, 2025 5 Proposals Due May 28, 2025 at 2:00PM 6 Evaluation of Proposals May 2025 7 Best & Final Offer TBD, if applicable 8 Anticipated Contract Finalization June 2025 9 Anticipated Approval by the Governor and Executive Council June 2025 10 Expected Services Start Date July 1, 2025

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 inmates and probation and parolees by providing safe, secure, humane supervision and evidence-based rehabilitation to enhance public safety in New Hampshire.

SECTION C: GENERAL SCOPE OF SERVICES

1. Description of On-Site X-Ray, ECG and Portable Ultrasound Services

Vendor shall provide all equipment and services to complete full On-Site X-Ray, ECG and Portable Ultrasound Services to include the following, as needed:

1.1. Services to include On-Site X-Ray services, On-Site ECG (technical component) and the interpretation of the On-Site X-Ray and On-Site ECG (professional component) and Portable Ultrasounds.

1.2. All On-Site X-Rays to be interpreted by Board Certified Radiologists. All On-Site ECG are to be interpreted by Board Certified Cardiologists;

1.3. Routine Radiology Quality Improvement Measures (QIM) reporting agreed upon by both parties.

1.4. Vendor shall provide a monthly report of the number and cost of each type of On-Site X-Ray, On-Site

ECG and Portable Ultrasound Service performed including a year-to-date cumulative report in Excel format;

1.5. ECG to be performed by computerized electrocardiogram equipment that provides an immediate computer-interpreted report on site and is submitted for cardiologist review;

1.6. The Vendor shall provide routine and timely on-site services. Scheduling of services will be based on need;

1.7. Preference shall be given to those Vendors that can provide urgent on-call services. This shall include off hours (anytime outside of the pre-arranged schedule and during the Vendor’s operational hours) as well as Saturdays, Sundays and holidays. The response time would be no more than three (3) hours after the request is made;

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

1.8. Results of the cardiologist review will be faxed within twenty-four (24) hours after the ECG is performed;

1.9. Faxed report from the radiologist within two (2) hours after the alerted/STAT service is performed.

Any alerted/STAT test result have a follow up phone call to the corresponding facilities’ nursing station. Telephone numbers will be provided to the Vendor after the award of a contract;

1.10. Routine X-Ray and Ultrasound results must be reported within twenty-four (24) hours of the test performed. Any abnormal findings must have a follow up phone call to the corresponding facilities nursing station. Telephone numbers shall be provided to Vendor after the contract is awarded;

1.11. All Medical Imaging/Radiation Therapy professionals (MIRT) performing radiology procedures will be American Registry of Radiologic Technologists (RT) registered;

1.12. MIRT professionals shall be licensed according to New Hampshire State laws and regulations;

1.13. Provide only those RT who maintain valid State of NH professional licenses, certifications and/or qualifications required by law for the performance of the services required. Certification for

RT are regulated by boards of the NH Office of Professional Licensure and Certification (OPLC):

https://www.oplc.nh.gov/professional-licensing through Administrative Rules (Adm) identified as a separate link: https://gc.nh.gov/rsa/html/NHTOC/NHTOC-XXX-328-J.htm;

1.14. Radiographic images are acquired using digital technology such as Computed Radiography or Direct Radiography;

1.15. A mounted chest stand, either wall or free standing, will be provided by the Vendor as necessary;

1.16. Written report, “8½ x 11” format, of Radiologist and Cardiologist reviews will be faxed to the receiving facility within twenty-four (24) hours of the services performed. Vendor will provide NHDOC Health Information Management staff access to their portal for reviewing of test results.

2. Performance Measures: Quality Improvement Measures (QIM)

Performance Measures: QIM that focus on access, timeliness, accuracy and safety:

2.1. Compliance with timely on-site service, adhering to a schedule set by the facility nurse coordinator at the beginning of the contract.

2.2. If STAT services are provided as part of this contract, compliance with on-site service within three (3) hours of STAT request;

2.3. Compliance with off-hours, (any time outside of pre-arranged scheduled and during Vendor’s operational hours) weekend and holidays on-call service within three (3) hours of request;

2.4. Compliance with cardiology read on all ECG within twenty-four (24) hours from the time service is performed;

2.5. Compliance with verbal radiologist read within two (2) hours from the time alerted/STAT service is performed;

2.6. Compliance with final written report within twenty-four (24) hours of the time service is performed;

2.7. Provide integrations (at the prospective Vendor’s expense) that shall interface with NHDOC

Electronic Healthcare Record (EHR);

2.8. Quarterly QIM reports involving missed and inaccurate reads, errors, sentinel events shall be generated to include corrective action plan; and

2.9. QIM will be identified by NHDOC, Division of Medical and Forensic Services Operations

Administrator for Vendor in order to monitor the contract.

3. Outline of Minimum Required Services

3.1. Qualified Medical Imaging/Radiation Therapy Professionals/Personnel: The Vendor shall have in their employment a sufficient number of qualified technologists/personnel to conduct the required scope of service.

https://www.oplc.nh.gov/professional-licensing https://gc.nh.gov/rsa/html/NHTOC/NHTOC-XXX-328-J.htm

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

3.2. Rules and Regulations: The Vendor agrees to comply with all Policy, Procedure and Directives of NHDOC. Vendor shall adhere to the Department’s Administrative Rules, regulations and policies and procedures; Conduct and Confidentiality of Information policies. Certain specialized training may be required including but not limited to PREA (Prison Rape Elimination Act) training.

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

3.3.1. Locations/volumes of need, per contract year, may be increased/decreased and/or reassigned to alternate NHDOC’s facilities during a contract term at the discretion of NHDOC.

3.3.2. Locations/volumes of need may be added and/or decreased after the awarding of a contract at the discretion of NHDOC and upon mutual agreement of the Commissioner of NHDOC and Vendor.

3.4. 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.

4. General Service Provisions

4.1. 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.

4.2. Vendor Tools and Equipment: Vendor shall furnish the required tools and equipment inclusive of computer hardware necessary to provide the requested services of the contract. Any tools, containers and vehicles Vendor needs to provide the required services must 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.

4.3. Admittance: NHDOC may, at its sole discretion, remove from or refuse admittance to any NHDOC facility any person providing services under this 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.

4.4. Official State of NH Holidays: The following link: State of NH Official Holidays is for reference only with the understanding that Holidays do not fall on the same day per calendar year.

4.5. Federal Holidays: Services scheduled on a Federal Holiday shall not be charged a premium rate and shall be charged at the regular rate.

4.6. State Holidays: If a same day service schedule is interrupted, by an official State of NH designated Holiday, then the service shall be assimilated into the business day before or next business day after the interruption for that week at no extra cost to the State.

4.7. General Service Provisions:

NHDOC contact: The Director of Medical & Forensic Services, or designee, shall contact Vendor when services are needed.

4.7.1. Only personal property that is required for activities of daily living and contained in a clear plastic backpack/bag shall be permitted into the secure perimeter of all departmental facilities.

Permitted personal items to include but are not limited to:

• Toothbrush/toothpaste/dental floss;

• Hand sanitizer/hand soap;

• Comb/brush;

• Feminine products;

• Coffee cup/thermos;

• Small/medium lunch box made of plastic (no larger than 30 quart);

https://www.nh.gov/

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

• Plastic eating utensils;

• Pens/Pencils;

• Purse/wallet (not more than $100.00 in cash)/sunglasses; and

• Prescribed and over the counter medications (not more than a one (1) day supply in a properly labeled prescription bottle/container, obtained from a pharmacy).

5. Other Agreement Provisions

5.1. 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.

Additional information can be located as a separate link: https://www.corrections.nh.gov/resources /bids-contracts/rfp-resources.

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

5.3. 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.

5.4. 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 https://www.corrections.nh.gov/resources%20/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources%20/bids-contracts/rfp-resources https://www.ecfr.gov/current/title-45/subtitle-A https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20 information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources.

5.5. Criminal Justice Information Services (CJIS) Security Policy 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.

5.6. Vendor Employee Information/Background Checks

5.6.1. 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-contractors to provide services to NHDOC. Upon award of a contract, NHDOC Director of Medical and Forensics, or designee, shall notify the selected Vendor the procedures to obtain background checks and fingerprinting. The Vendor and/or sub-contractor employee’s hiring status shall be contingent upon receipt of a criminal background check and fingerprinting report(s) from the NH Department of Safety to NHDOC and a procedural review of said reports by NHDOC.

5.6.2. 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.

5.6.3. NHDOC shall notify Vendor of any potential Vendor and/or sub-contractor employee(s) who does not comply with the criteria identified below.

5.6.4. In addition, Vendor and/or sub-contractor shall not be able to 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 certifications 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) will 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 On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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 April 25, 2025, EST as specified in the Schedule of Events section, herein. Proposal envelopes, boxes and/or containers must be clearly marked as follows:

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

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

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

State of New Hampshire NH Department of Corrections

Attn: Contract Specialist 64 South Street

Concord, NH 03301

State of New Hampshire NH Department of Corrections

Attn: Contract Specialist P.O. Box 1806

Concord, NH 03302

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

2. Hard Copy Submission Criteria

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

2.1.1. One (1) original copy of Proposal, 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. If applicable, 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 NHDOC 2025-20

On-Site X-Ray, ECG and Portable Ultrasound 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 On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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, 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 Specialist, relative to the bid or bidding process for this RFP, from the RFP issue date until the selection of a Vendor and approval of the resulting contract by G&C is:

Other personnel are not authorized to discuss this RFP with Vendors before the proposal submission deadline. Contact regarding this RFP with any other State personnel could result in disqualification. The State will not be held responsible for oral responses to Vendors regardless of the source.

4. Proposal Inquiries All inquiries concerning this RFP including, but not limited to, requests for clarifications, questions and any changes to this RFP or standard contract terms, shall be submitted via email to the SPC, identified in SECTION D: PROCESS FOR SUBMITTING A PROPOSAL Paragraph 3, Contact Information – SPC, above, citing the RFP Title, RFP Number, RFP Section/Paragraph and RFP page number.

4.1. Inquiries must be received by NHDOC RFP Point of Contact, no later than the conclusion of Vendor’s written inquiry period as specified in SECTION A: OVERVIEW AND SCHEDULE, Paragraph 2:

Schedule of Events (Timetable), herein. Inquiries received later than the conclusion of Vendor’s Written Inquiry Period shall not be considered properly submitted and may not be considered.

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

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

NH Department of Corrections

Barbara Mitera Contract Specialist

P.O. Box 1806 Concord, NH 03302 Tel: (603) 271-7468

DOC: Bids & Contracts mailto:Barbara.A.Mitera@doc.nh.gov

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20 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 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 the Vendor to make corrections; or

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

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

SECTION E: CONTENT AND REQUIREMENTS FOR A PROPOSAL

1. Proposal Organization

1.1. Overview:

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

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

1.1.3. Partial proposals shall not be accepted. All proposals shall be submitted for the full Scope of

Services being requested within the RFP.

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

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

1.2. Proposal Format:

1.2.1. Proposals should follow the following format:

1.3. RFP Presentation Response:

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

1.3.2. Presentation of sealed Technical Proposal:

1.3.2.1. Technical Proposal Cover Sheet, labeled:

a. “Technical Proposal”;

b. Name of Organization;

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

d. Marked as “Original”.

1.3.2.2. Table of Contents

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

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

B).

1.3.2.5. Non-Disclosure of Right to Know of Information Letter to State Agency, Font Style 12 Point, Times New Roman Line Spacing One and a half Text Justification Flush left Margins One inch all around Tabs Do not include section tabs Binding Do not bind, staple or 3-hole punch Separation of Sections Use binder clips Header/Footer Do not alter current headers and footers Signatures/Initials ORIGINAL (handwritten) and in BLUE ink; No computer-generated initials Executed forms by Vendor ORIGINAL Forms (no photocopies) executed in BLUE ink Single Sided Do not double side pages

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

Black Ink/Graphics Responses shall use BLACK ink ONLY; NO COLOR graphics Sealed Bids Bids shall be sealed

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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).

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

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.

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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 and Conditions Proposal”;

• Name of Organization;

• RFP Title and Number, Date of Submission; and

• Marked as “Original”.

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

1.3.3.2. SPECIAL PROVISION, EXHIBIT A;

1.3.3.3. SCOPE OF SERVICES, EXHIBIT B;

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

1. Estimated Budget (Cost Proposal)

2. Method of Payment

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

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

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

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

(see Proposal Check Sheet)

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

Check Sheet)

1.3.3.10. PREA Acknowledgement Form (see Proposal Check Sheet)

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

Sheet)

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

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

(see Proposal Check Sheet for instructions)

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

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

1.3.3.16. PROPOSAL CHECK SHEET

1.3.3.17. GLOSSARY OF TERMS

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

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 shall use a scoring scale of one hundred (100) points, a maximum of fifty-five (55) points awarded based on the Technical Proposal and a maximum of forty-five (45) 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 shall be based on the demonstrated capabilities and skill of the prospective Vendor in relation to the needs of the services to be provided as set forth in this RFP.

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

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

2.4. NHDOC reserves the right to cancel this RFP in whole or in part upon written or published notice of intent to do so or solicit new proposals under a new acquisition process. Financial responsibility for the preparation, work performed, and submission of proposals shall be the sole responsibility of Vendor and NHDOC shall not be held liable for any such costs.

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

Category Points Per Category

1.1.3. Technical Proposal: (55 Points) 55

1.1.3.1. Organizational Capability: (35 Points)

1.1.3.1.1. Capability to Provide Required Services (10 Points)

1.1.3.1.2. Availability of Qualified & Experienced Technicians

(15 Points)

1.1.3.1.3. Demonstrated and correctional Experience (10 Points)

1.1.3.2. Organizational Approach to Performance: (20 Points)

1.1.3.2.1. Resources Proposed for Technical Approach (15 Points)

1.1.3.2.2. Monitoring & Evaluating Performance Measures (5 Points)

1.1.4. References: Pass/Fail

1.1.5. Cost Proposal: 45

Total of all Categories 100

State of NH, Department of Corrections On-Site X-Ray, ECG and Portable Ultrasound Services Division of Medical and Forensics RFP NHDOC 2025-20

3. Planned Evaluations NHDOC plans to use the following process:

3.1. Initial/Procedural Screening of Technical Proposal;

3.2. Preliminary Technical Scoring of Proposal;

3.3. Final Technical Scoring of Proposal;

3.4. Cost Proposal;

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

3.6. Final Selection.

4. Initial/Procedural Screening of Technical Proposals

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

4.1. NHDOC may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest of the State.

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

5. Preliminary Technical Scoring of Proposals

NHDOC will establish an evaluation team to initially score the Technical Proposals. This evaluation team shall review the Technical Proposals and give a preliminary score to the Technical Proposals under the guidelines set forth in SECTION F: EVALUATION OF PROPOSALS. Should a Vendor fail to achieve twenty-five (25) points in the preliminary scoring, it will receive no further consideration from the evaluation team. Cost Proposals within the Standard Terms and Conditions Proposals shall remain sealed during the Technical Scoring of Proposals.

6. Final Technical Scoring of Proposals

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

NHDOC utilizes a consensus scoring methodology to evaluate submitted proposals. Each final proposal shall be evaluated by an open forum of discussion/debate by the evaluation committee. Proposals will be scored comparing Vendor’s proposal to the evaluation criteria and specifications defined in this RFP. Only the consensus score sheet will be used to designate the point value assigned to each proposal.

7. Cost Proposal Review Cost Proposals shall…