rfp-nhvh-2026-01-lab.pdf

STATE OF NEW HAMPSHIRE

NH VETERANS HOME

Request for Proposals for: Laboratory Services

RFP-2026-NHVH-01-LAB

Release Date: 03/26/2026

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TABLE OF CONTENTS

Section 1 – Overview and Schedule 3

Section 2 – Special Provisions and Scope 4

Section 3 – Contract Terms and Conditions 7

Section 4 – Request for Proposal Process 7

Section 5 – RFP Terms and Conditions 8

Section 6 – Evaluation 11

Section 7 – Process for Submitting a Proposal 13

Section 8 – Proposal Content and Requirements 14

Appendix A P37 Standard Terms and Conditions of the State of NH

Appendix B Transmittal Letter

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SECTION 1 – Overview and Schedule

A. Summary

The New Hampshire Veterans Home (NHVH) seeks to engage an independent contractor to provide comprehensive laboratory services for its residents. The scope of work includes:

• On-site phlebotomy services at the New Hampshire Veterans Home.

• Courier services for specimen transport to and from the facility.

• Data integration between the contractor’s laboratory database and the Veterans Home’s electronic health record system, PointClickCare (preferred but not required), ensuring test results are available to NHVH staff.

• HIPAA compliance across all systems, databases, and data transfers.

The selected vendor must have or acquire the capability to securely transmit laboratory data to

PCC.

The resulting contract will be for the term of up to (3) years from the date of approval of the Governor and Executive Council or July 1, 2026 (whichever is later). The contract term may be extended by an additional term of 2 years at the sole option of the Agency, subject to the parties’ prior written agreement and required government approvals including Governor and Executive Council.

B. Schedule

The following table provides a Schedule of Events for this RFP through contract finalization and approval. The Agency reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum.

EVENT DATE LOCAL

TIME

RFP Released (Advertisement) March 26, 2026 Vendor Inquiry Period Ends April 2, 2026 3:00 PM Final Agency Responses to Inquiries April 6, 2026 4:00 PM Proposal Due April 16, 2026 4:00 PM

C. Description of Agency or Program issuing the Request for Proposals

The New Hampshire Veterans Home, located in Tilton, is a state-operated long-term care facility dedicated to serving honorably discharged veterans. It provides a safe, supportive environment with a mission to deliver high-quality, resident-centered care with dignity and respect. The home offers comprehensive medical, nursing, and rehabilitative services alongside therapeutic recreation programs to all residents, including a life enhanced dementia unit. On site laboratory draws are offered to all residents when needed through the contracted vendor.

In this RFP, “Agency” means the NH Veterans Home. "Vendor" means a person or entity who offers products or services for sale. "Selected vendor" means the qualified Bidder which has been

RFP-2026-NHVH-01-LAB P a g e 4 | 14 identified by the Agency as having received the best score for its proposal according to the criteria set forth in this RFP.

D. Vendor Instructions

Interested vendors must read the entire RFP and submit the required documents in the manner specified in the RFP. Vendors are responsible for reviewing the most updated information related to this RFP before submitting proposals.

SECTION 2 – Special Provisions and Scope of Work

A. Special Provisions

• The vendor shall provide laboratory services in accordance with all applicable federal, state, and local laws, rules, and regulations, and third-party reimbursement requirements (public or private) and agrees to maintain all current licensures needed to provide Laboratory services in the State of New Hampshire.

• The vendor shall render clinical laboratory services only in accordance with orders from licensed practitioners/physicians of NHVH residents/patients.

• The vendor will be responsible for determining the appropriate payer functioning as NHVH third party reimbursement source. NHVH will make reasonably available with the initial test order, any information it may have regarding NHVH patient's appropriate payer including such payer rules, regulations, contractual obligation, or other procedures pertaining to appropriate billing practices. The vendor will be compensated for services rendered to or on behalf of NHVH patients that are Medicare beneficiaries by directly billing the Medicare system, or as otherwise required by applicable Medicare billing regulations. The vendor will be compensated for services rendered to or on behalf of all other NHVH patients (not provided for above) by following the appropriate payer's respective rules, regulations, contractual obligations, or other procedures pertaining to appropriate billing practices.

• The vendor will invoice NHVH monthly for laboratory services provided to patients which are payable by NHVH. Invoicing will be done by the 1st business day of each month for the previous month's charges. The vendor will invoice NHVH the amount of the current Medicare Fee Schedule. Testing that is not listed on the Medicare Fee Schedule will be billed at the current vendor outpatient list price. Vendor monthly invoices to NHVH will Include patient name, assigned CPT/HCPS code(s), the Medicare Fee Schedule amount, including, but not limited to, the venipuncture charge and amount charged to NHVH for the laboratory tests.

• The vendor agrees to maintain all HIPAA requirements and standards at all times that this contract is in effect and adhere to 45 CFR Parts 160 and 164.

• The Provider must provide professional staff licensed and certified by the State of New Hampshire for the provision of dental services under this agreement. The Dentist must provide proof of license and/or certifications (if needed) and background check for all

RFP-2026-NHVH-01-LAB P a g e 5 | 14 staff providing services under this agreement and receive approval from NHVH prior to allowing staff to provide services on-site to residents.

• The provider must adhere to infection prevention protocols consistent with CDC and OSHA standards.

• The vendor and staff must comply with the facility policies. Policies must be reviewed periodically per our credentialing process.

• The Dentist will be responsible for their required license fees, insurance, taxes and any other expenses incurred in order to provide services at the NHVH location.

• The vendor will ensure that insurance is maintained, in the amount of $1 million/ $3 million.

• Unsatisfactory response/adherence to any or all of the listed services or requirements will be basis for immediate termination.

• The New Hampshire Veterans Home will provide a badge and name tag for accessing the facilities and must sign in and out of facility while adhering to any current CDC and/or NHVH COVID/ infectious disease facility entry requirements.

• The New Hampshire Veterans Home reserves the right to terminate this contact at any given time with a 30 day written notice.

The contract and all obligations of the parties there under, shall become effective upon approval of Governor and Council or July 1, 2026, whichever is later, and shall be completed in their entirety prior to a specified date.

B. Scope of Work

• The vendor shall render clinical laboratory services only in accordance with orders from licensed practitioners/physicians of New Hampshire Veterans Home (NHVH) residents/patients.

• The vendor shall provide laboratory testing services 24 hours per day, seven days a week.

• The vendor may call NHVH the evening prior to confirm whether morning blood draws are scheduled.

• The vendor shall provide laboratory testing, non-surgical pathology services, phlebotomy services and analysis directly or refer specimens to a qualified reference laboratory.

• The vendor agrees to notify NHVH of any change in reference laboratories. The vendor shall ensure their staff:

i. Travel to New Hampshire Veterans Home

ii. Retrieve the specimen to be tested and return to the selected vendor laboratory.

iii. Test the specimen; and

iv. Provide testing results to NHVH.

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• All test results shall be directly transferred to NHVH for viewing by NHVH staff in a timely manner. Critical lab values (STAT orders) must be called in to the facility resource nurse along with results forwarded to NHVH as soon as possible.

• The vendor shall notify the Infection Prevention and Control Nurse Specialist (IPCNS), within 1 working day, of any laboratory finding that indicate a disease reportable to the NH Division of Public Health Services, or drug resistant or multi-drug resistant organism

(MDRO).

• The vendor shall provide the antimicrobial susceptibility summary annually to the Infection Prevention and Control Program Administrator (IPCPA).

• The vendor will provide routine specimen collection supplies appropriate for the volume and type of specimens collected at NHVH for submission to the Laboratory department.

• The vendor will provide a contact list to NHVH.

• The vendor will provide all necessary forms and instructions for the completion of forms required for ordering clinical laboratory tests. The vendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required to perform services as described herein.

• The vendor agrees to keep and maintain any and all records, including but not limited to medical and financial records for services rendered by vendor to NHVH residents as may be required by federal, state, or local government agencies, NHVH policies or other parties to whom billings for vendor services are rendered.

• The vendor shall ensure the following credentialing requirements are met and certification/documentation provided to NHVH upon request:

i. A current, valid CLA number (Clinical Laboratory Improvement Amendments of 1988) and be able to provide NHVH with the CLIA number and a copy of the results of the most recent CLIA inspection,

ii. Have documentation of a criminal background check, with no offenses for any staff that will be on site at NHVH,

iii. Occupational Safety and Health Administration (OSHA) guidelines implemented for all staff,

iv. Bloodborne pathogen standards, and

v. Any other applicable accrediting bodies, as identified by NHVH and required by the VA guidelines.

• The vendor shall meet with NHVH staff once per quarter and as necessary to discuss the quality and appropriateness of services and mutually resolve identified problems.

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SECTION 3 -- Contract Terms and Conditions

A. Non-Exclusive Contract

Any resulting Contract from this RFP will be a non-exclusive Contract. The Agency reserves the right, at its discretion, to retain other contractors to provide any of the services or deliverables identified in this RFP or make an award by item, part or portion of an item, group of items, or total Proposal if the terms of this contract are not met.

B. Award

If the Agency decides to award a contract as a result of this RFP process, any award is contingent upon approval of the contract by the Governor and Executive Council of the State of New Hampshire and upon continued appropriation of funding for the contract.

C. Standard Contract Terms

The Agency will require the selected vendor to execute a contract using the Standard Terms and Conditions of the State of New Hampshire (Form P-37) which is attached as Appendix A. In no event is a vendor to submit its own standard contract terms and conditions as a replacement for the State’s terms in response to this solicitation.

The terms of this RFP and the selected vendor’s Proposal will be used to form the terms of any resulting contract. The resulting contract may incorporate some or all of the selected vendor’s Proposal. References in the P-37 to Exhibits A, B and C are references to the required structure of any resulting contract (Exhibit A – Special Provisions/Amendments to the P-37, Exhibit B – Scope of Services, and Exhibit C – Bidders Required Information and Payment Terms) and are not references to sections of this RFP.

To the extent that a vendor believes that exceptions to the contract terms in Appendix A will be necessary for the vendor to enter into the contract, the vendor must note those issues during the Vendor Inquiry Period, as further described Section 4B.

SECTION 4 –Request for Proposal Process

A. Agency Point of Contact/Restriction of Contact with Agency Employees

The sole point of contact for this RFP, from the RFP issue date until the approval of the resulting contract by the Governor and Executive Council is:

Susan Glover, Chief Financial Officer 603-527-4847, Susan.M.Glover@nhvh.nh.gov

From the date of release of this RFP until an award is made and announced regarding the selection of a vendor, all communication with personnel employed by or under contract with the Agency regarding this RFP is prohibited unless first approved by the RFP Sole Point of Contact.

Agency employees have been directed not to hold conferences and/or discussions concerning this

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RFP with any potential contractor during the selection process, unless otherwise authorized by the RFP Sole Point of Contact. Vendors may be disqualified for violating this restriction on communications.

B. Vendor Inquiries

All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, any changes to the RFP, and any exceptions to the contract terms in Appendix A, including the Form P-37, shall be submitted via email to the Agency Point of Contact specified above. Inquiries must be received by the end of vendor inquiry period (see Schedule of Events herein).

The vendor must identify the RFP name and the number and include the vendor’s name, telephone number, and e-mail address.

The Agency will issue responses to properly submitted inquiries on or before the date specified in the Schedule of Events; however, this date is subject to change at the Agency’s discretion.

The Agency may consolidate and/or paraphrase questions for sufficiency and clarity. The Agency may, at its discretion, amend this RFP on its own initiative or in response to issues raised by inquiries, as it deems appropriate. In response to requested exceptions to P37, the Agency will review requested exceptions and accept, reject or note that it is open to negotiation of the proposed exception at its sole discretion. Questions about or requested exceptions to the RFP, Form P-37 and/or any relevant attachments not raised during the inquiry period are waived. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the Agency. Official responses by the Agency will be made only in writing by the process described above. Vendors shall be responsible for reviewing the most updated information related to this RFP before submitting a proposal.

SECTION 5 – RFP Terms and Conditions

A. Debarment

Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative Services, 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 RFP.

B. Proposal Preparation Cost

By submitting a proposal, a vendor agrees that in no event shall the Agency be either responsible for or held liable for any costs incurred by a vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract.

C. Validity of Proposal

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Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in Schedule of Events, or until the Effective Date of any resulting Contract, whichever is later.

D. RFP Addendum

The Agency reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the Agency, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate.

E. Non-Collusion

The vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and work quoted have been established without collusion with other Vendors and without effort to preclude the Agency from obtaining the best possible competitive Proposal.

F. Property of the Agency

All material received in response to this RFP shall become the property of the Agency and will not be returned to the vendor. Upon contract award, the Agency reserves the right to use any information presented in any Proposal.

G. Proposal Confidentiality

Unless necessary for the approval of a contract, the substance of a proposal must remain confidential until the Effective Date of any Contract resulting from this RFP. A vendor’s disclosure or distribution of Proposals other than to the Agency may be grounds for disqualification.

H. Public Disclosure

The information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship may be subject to public disclosure under Right-to-Know law, including RSA 91-A. In addition, in accordance with RSA 9-F:1, any contract entered into as a result of this RFP will be made accessible to the public online via the website Transparent NH (http://www.nh.gov/transparentnh/).

Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If a vendor believes any information submitted in response to this RFP should be kept confidential, the vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the vendor claims must be exempt from disclosure as “CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial or financial and providing your rationale for each designation. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor honored by the State. Vendors must also provide a separate copy of http://www.nh.gov/transparentnh/

RFP-2026-NHVH-01-LAB P a g e 10 | 14 the full and complete document, fully redacting those portions and shall note on the applicable page or pages that the redacted portion or portions are “confidential.”

Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal.

Pricing, which includes but is not limited to, the administrative costs and other performance guarantees in Proposals or any subsequently awarded contract shall be subject to public disclosure regardless of whether it is marked as confidential.

Notwithstanding a vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal.

If a request is made to the State to view or receive copies of any portion of the proposal, the State shall first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the State, a vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, vendors acknowledge and agree that:

• The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

• The State is not obligated to comply with a vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

• The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a vendor.

I. Electronic Posting of RFP Results and Resulting Contract

At the time of receipt of proposals, the Agency will post the number of responses received with no further information. No later than five (5) business days prior to submission of a contract to the Department of Administrative Services, the Agency will post the ranks or scores of each responding vendor. In the event that the contract does not require Governor & Executive Council approval, the Agency will disclose the rank or score at least 5 business days before final approval of the contract.

Pursuant to RSA 91-A and RSA 9-F:1, the Secretary of State will post to the public any document submitted to G&C for approval, including contracts resulting from this RFP, and posts those documents on its website (https://sos.nh.gov/administration/miscellaneous/governor-executive-council/). By submitting a proposal, vendors acknowledge and agree that, in https://sos.nh.gov/administration/miscellaneous/governor-executive-council/ https://sos.nh.gov/administration/miscellaneous/governor-executive-council/

RFP-2026-NHVH-01-LAB P a g e 11 | 14 accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFP), any contract resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online.

J. Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the Agency to award a contract. The Agency reserves the right, at its sole discretion, to reject any and all proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new proposals under a new acquisition process.

K. Ethical Requirements

From the time this RFP is published until a contract is awarded, no vendor shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any vendor that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any vendor who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the RFP, or similar request for submission and every such vendor shall be disqualified from bidding on any RFP or similar request for submission issued by any state agency. A vendor that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the department of administrative services, which shall note that information on the list maintained on the state’s internal intranet system, except in the case of annulment, the information, shall be deleted from the list.

L. Challenges to Identification of Selected Vendor

Within 5 business days of the Agency’s posting of the rank or score on its website, vendors may, in accordance with RSA 21-G:37, request that the agency review its selection process. The request must be in writing and must specify all points on which the vendor believes the agency erred in its process and shall contain such argument in support of its position as the vendor seeks to present. In its request for review, a vendor shall not submit, and an agency will not accept nor consider, any substantive information that was not included in the original proposal. The agency will respond to the request within 5 business days of its receipt.

SECTION 6 – Evaluation of Proposals

A. Criteria for Evaluation and Scoring

The Agency will evaluate each responsive Proposal using a scoring scale of 100 points, which will be distributed as set forth in the table below.

CATEGORIES POINTS

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TECHNICAL PROPOSAL with the following potential maximum scores for each Technical Proposal category;

Technical Capability 20 Experience, Qualifications and Compliance 25 Experience with previous on-site services as contracted vendor 25 Ability to invoice at the current Medicare rates at time of service 30

TOTAL MAXIMUM POINTS 100

The Agency will select a vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the Agency, will be used to refine and finalize scores.

If the Agency, decides to make an award based on these evaluations, the Agency will notify the selected vendor(s). Should the Agency be unable to reach agreement with the selected vendor(s) during Contract discussions, the Agency may then undertake Contract discussions with the next preferred vendor and so on, or the Agency may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process.

B. Planned Evaluations Steps

The Agency plans to use the following process:

• Step 1. Initial screening to ensure that the Proposals are in compliance with submission requirements;

• Step 2. Scoring of Technical Proposals;

• Step 3. Verification of Pricing Adherence

• Final Selection: Select the highest scoring vendor(s) and begin contract execution.

C. Step 1: Initial Screening

The Agency will conduct an initial screening to verify vendor compliance with the proposal submission requirements set forth in Section 8. The Agency 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.

D. Step 2: Technical Scoring of Proposals

The Agency will establish an evaluation team to review for compliance of the minimum requirements as set forth in Section 2. This evaluation team will then review the technical proposals and give a preliminary score to the technical proposals under the guidelines set forth in Section 6.

E. Step 3: Price Proposal Review

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Verification that vendor agrees to invoice at the service rates for Medicare at the time of service.

F. No Best and Final Offer

The Proposal should be submitted initially on the most favorable terms which the vendor can offer. There will be no best and final offer procedure.

G. Final Selection

The Agency will conduct a final selection based on the final evaluation of the proposals and begin contract discussions with the selected vendor(s).

Upon agency selection, additional requirements including State of New Hampshire, Certificate of Good Standing, Certificate of Authority, Proof of Insurance, OIG Exclusion Check Disclosure Statement, Conviction Disclosure Form, Certification regarding Debarment, Suspension and other Responsibility Matters, Business Associate Agreement.

H. Rights of the Agency in Accepting and Evaluating Proposals

The Agency reserves the right, at its sole discretion, to:

• Make independent investigations in evaluating proposals;

• Request additional information to clarify elements of a proposal;

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

• Omit any planned evaluation step if, in the Agency’s view, the step is not needed;

• Reject any and all proposals at any time; and

• Open contract discussions with the second highest scoring vendor and so on, if the

Agency is unable to reach an agreement on contract terms with the higher scoring vendor(s).

SECTION 7 – Process for Submitting a Proposal

A. Proposal Submission, Deadline, and Location Instructions

Proposals submitted in response to this RFP must be received no later than the Proposal Due Date and time specified in the Schedule of Events, herein.

Late submissions will not be accepted and will be returned to the vendors unopened. Delivery of the Proposals shall be at the vendor’s expense. The time of receipt shall be considered when a Proposal has been officially documented by the Agency, in accordance with its established policies, as having been received at the location designated below. The Agency accepts no responsibility for damaged, mislabeled, or undeliverable mailed or emailed proposals. Any damage that may occur due to shipping shall be the vendor’s responsibility.

Proposals must be clearly marked as follows:

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STATE OF NEW HAMPSHIRE

RESPONSE TO RFP: RFP-2026-NHVH-01-LAB

Physical Proposals

Physical Proposals must be addressed to:

STATE OF NEW HAMPSHIRE

NH Veterans Home 135 Winter Street, Tilton, NH 03276

Physical Submissions shall include 4 clearly identified copies of the proposal including required attachments

Electronic Proposals Electronic Proposals must be addressed to:

TO: Susan.M.Glover@nhvh.nh.gov CC: Holly.L.OConnell@nhvh.nh.gov Subject line must include: RESPONSE TO RFP: RFP-2026-NHVH-01-LAB Electronic Submissions must be submitted using the following criteria:

a. Searchable PDF Format

b. Files must be less than 10MB in size.

SECTION 8 – Proposal Content and Requirements

Proposals shall follow the below format and provide the required information set forth below:

Maximum 10 pages, typed

• Cover page (optional)

• Technical Proposal:

o Completed Exhibit B Transmittal Letter and Vendor Information o Including vendor references, affiliations and executive summary

• Litigation Identify and describe any claims made by clients during the last ten (10) years.

Discuss merits, current status and, if available, outcome of each matter

• Other attachments as applicable (licensing documentation, etc

Additional Documentation Required (not included in the maximum page limit)

• Financial Strength: Provide at least one of the following:

o The current Dunn & Bradstreet Report on the firm; or o The firm’s two most recent audited financial statements; and the firm’s most recent un-audited, quarterly financial statement;