26-0305 COMPREHENSIVE HEALTHCARE SERVICES

NEW HANOVER COUNTY DETENTION FACILITY
COMPREHENSIVE HEALTHCARE SERVICES
RFP # 26-0305
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COUNTY COMMISSIONERS
LEANN PIERCE, CHAIR
DANE SCALISE, VICE-CHAIR
BILL RIVENBARK
STEPHANIE WALKER
ROB ZAPPLE
CHRIS COUDRIET, COUNTY MANAGER

TABLE OF CONTENTS
Section 1 Advertisement-Request for Proposal
Section 2 Instructions and General Conditions
2.1 Schedule
2.2 Proposer Instructions
Section 3: Specifications
I Overview
A. Purpose
B. Term of Contract
C. Price Adjustment
D. Background
E. Definitions
F. New Hanover County Equipment and Personnel
G. Statement of Needs and Requirements
II Program Requirements and Specifications
A. Administrative Requirements
B. Personnel Requirements
C. Pharmaceutical Requirements
D. Care and Treatment Requirements
E. Outside Specialty Services, Procedures, Emergency
Care and Hospitalization
F. Laboratory and Radiology Services
G. Materials, Supplies, and Equipment
H. Medical Records Requirements
I. Utilization Management Requirements
J. Quality Assurance Requirements
K. Financial Requirements
L. Inspection and Acceptance
M. Invoice Payment
N. Drug Free Workplace
O. Behavior of Contractor's Personnel
P. Cancellation of Contract
Q. Qualifications of Proposer
Section 4 Qualifications and Submission Requirements
Section 5 Evaluation and Award Criteria
Section 6 Bid Proposal Form
Section 7 Forms
Section 8 Draft Contract
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RFP # 26-0305
Comprehensive Healthcare Services
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Section 1 Advertisement
NEW HANOVER COUNTY DETENTION FACILITY
COMPREHENSIVE HEALTHCARE SERVICES
RFP # 26-0305
New Hanover County Sheriff's Office is soliciting proposals for Comprehensive
Healthcare Services for the Detention Facility.
Electronic proposals shall be emailed to Lena Butler, Purchasing Supervisor,
marked in the subject line "HEALTHCARE SERVICES- RFP # 26-0305" will be
accepted until 5:00 P.M. EST, Friday, April 10, 2026.
Interested Proposers must attend a Mandatory Pre-Proposal Conference at
10:00 AM EST on Thursday, March 19, 2026 at the New Hanover County
Detention Facility located at 3950 Juvenile Center Road, Castle Hayne, NC,
28429. Attendees will be offered an opportunity to view the Detention Medical
Facility directly after the conclusion of the meeting.
Instructions for submitting bids and completing requirements and information may
be obtained by visiting the County's website at https://www.nhcgov.com/bids.aspx.
New Hanover County reserves the right to accept or reject any or all proposals and
to make the award which will be in the best interest of the County.
Released: Friday, March 6, 2026
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Comprehensive Healthcare Services
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Section 2 Instructions and General Conditions
2.1 Schedule
Release Friday, March 6, 2026
Deadline for Questions Prior to Pre-
Thursday, March 12, 2026 by 5:00 PM
proposal Meeting
Pre-proposal Meeting Thursday, March 19, 2026 at 10:00 AM
Deadline for Additional Questions Thursday, March 26, 2026 at 5:00 PM
Thursday, April 2, 2026
Response for Questions
Deadline for Receipt of Proposals Friday, April 10, 2026 at 5:00 PM EST
Email lbutler@nhcgov.com
Proposed Date of Award TBD
2.2 Proposer Instructions
2.2.1 In order for a proposal to be considered, it must be based on terms,
conditions, and specifications contained herein and must be a
complete response to this RFP.
The proposal must be submitted electronically to Lena Butler,
Purchasing Supervisor lbutler@nhcgov.com. Please be sure to
include "RFP 26-0305 Comprehensive Healthcare Services" in the
subject line.
2.2.2 No telephone or facsimile proposals will be considered. Proposals
received after the time and date for closing will not be considered.
2.2.3 A Mandatory Pre-Proposal Meeting will be held at 10:00 A.M.,
EST, on Thursday, March 19, 2026, at the New Hanover County
Detention Facility located at 3950 Juvenile Center Road, Castle
Hayne, NC, 28429.
The purpose of this Meeting is to allow all potential Proposers an
opportunity to ask questions and obtain clarifications relative to this
solicitation.
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Comprehensive Healthcare Services
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Proposers are to submit their initial questions to
lbutler@nhcgov.com by 5:00 PM March 12, 2026. These questions
will be discussed at the pre-proposal meeting.
Any changes resulting from this meeting will be issued in a written
addendum to the solicitation and posted on the County's website at
https://www.nhcgov.com/bids.aspx
Attendees will also be offered an opportunity to view the Detention
Medical Facility directly after the conclusion of the meeting.
Following the pre-proposal meeting, any additional questions should
be sent to lbutler@nhcgov.com.
Questions and responses affecting the scope of the services will be
provided to all Proposers by issuance of an Addendum. This second
round of questions shall be received no later than 5:00 P.M., EST,
Thursday, March 26, 2026.
2.2.4 The deadline for receipt of all proposals is Friday, April 10, 2026, at
5:00 PM, EST. Any Proposals received after the scheduled closing
time will not be accepted.
2.2.5 New Hanover County reserves the right to allow or disallow minor
deviations or technicalities should the County deem it to be in the
best interest of the County. New Hanover County shall be the sole
judge of what is to be considered a minor deviation or technicality.
2.2.6 Should a Proposer find discrepancies in, or omissions from the
documents, or should he/she be in doubt as to their meaning, he/she
should at once notify the County, and a written addendum shall be
issued if necessary. The County will not be responsible for any oral
instructions. Acknowledgment of any addendum received shall be
noted on the proposal in the attachment provided. In closing of a
contract, any addendum issued shall become a part thereof. The
original RFP document must also be signed.
2.2.7 The County reserves the right to conduct discussions with Proposers,
and to accept revisions of proposals, and to negotiate price changes.
During this period of discussion, the County will not disclose any
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Comprehensive Healthcare Services
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information derived from proposals submitted, or from discussions
with other Proposers.
2.2.8 Upon receipt of your proposal by New Hanover County, your
proposal is considered a public record except for material which
qualifies as "trade secret" under N.C. General Statute 132-1.2. After
opening, your proposal will be provided to County staff and others
who participate in the evaluation process, and to members of the
general public who submit public records requests.
To properly designate material as trade secret under these
circumstances, each Proposer must take the following precautions:
(a) any trade secrets submitted by a Proposer must be submitted in a
separate, sealed envelope marked "Trade Secret - Confidential and
Proprietary Information - Do Not Disclose Except for the Purpose of
Evaluating This PROPOSAL," and (b) the same trade
secret/confidentiality designation must be stamped on each page of
the trade secret materials contained in the envelope.
For electronic submissions, a separate file must be submitted clearly
stating "CONFIDENTIAL" in the name of the file.
Do not attempt to designate your entire proposal as a trade
secret, and do not attempt to designate pricing information as a
trade secret. Doing so may result in your proposal being
disqualified.
In submitting a proposal, each applicant agrees that the County may
reveal any trade secret materials contained in such response to all
County staff and County officials involved in the selection process,
and to any outside consultant or other third parties who assist the
County in the selection process. Furthermore, each applicant agrees
to indemnify and hold harmless the County and each of its officers,
employees, and agents from all costs, damages, and expenses
incurred in connection with refusing to disclose any material which
the Applicant has designated as a trade secret.
2.2.9 Proposers may withdraw or withdraw and resubmit their proposal at
any time prior to the closing time for receipt of Proposals. NO
Proposal may be withdrawn after the scheduled closing time for
receipt of Proposals for a period of sixty (60) days.
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Comprehensive Healthcare Services
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2.2.10 Proposers submitting proposals which meet the selection criteria may
be requested to give oral presentations to a selection committee.
The Sheriff's Office will schedule oral presentations.
2.2.11 The award will be made to the responsible Proposer whose proposal
is determined to be the most advantageous to the County based on
the evaluation factors set forth in this Request for Proposals.
Although price will be considered, it will not be the sole determining
factor.
2.2.12 Proposals must be signed by an authorized individual of the firm.
Proposals that are not signed will be rejected.
2.2.13 The County reserves the right to reject any or all proposals or any
part thereof, or to accept any proposal, or any part thereof.
2.2.14 The Proposer is expected to enter into a contract with the County. A
draft contract is included for the Proposer's review.
2.2.15 Any person, firm, corporation or association submitting a proposal
shall be deemed to have read and understood all the terms,
conditions and requirements in the specifications and/or scope of
work.
2.2.16 All proposals and accompanying documentation will become the
property of New Hanover County at the time the proposals are
opened.
2.2.17 Pursuant to Session Law 2013-418, Proposers shall fully comply with
the U.S. Department of Homeland Security employee legal status E-
Verify requirements for itself and all its subcontractors. Upon
execution of the Contract, County requires an affidavit attesting to the
Respondent's compliance. Violation of the provision, unless timely
cured, shall constitute a breach of Contract. A copy of the needed E-
Verify form is included in this RFP.
2.2.18 If the source of funds for this Contract is federal funds, the following
federal provisions apply pursuant to 2 C.F.R. 200.326 and 2 C.F.R.
Part 200, Appendix II (as applicable): Equal Employment Opportunity
(41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148);
Copeland "Anti-Kickback" Act (40 U.S.C. 3145); Contract Work Hours
and Safety Standards Act (40 U.S.C. 3701-3708); Clean Air Act (42
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Comprehensive Healthcare Services
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U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387); Debarment and Suspension (Executive Orders
12549 and 12689); Byrd Anti-Lobbying Amendment (31U.S.C. 1352);
Procurement of Recovered Materials (2 C.F.R. 200.322); and
Record Retention Requirements (2CFR 200.324). (See Section 6
for Complete Details)
2.2.19 Subject to several statutory exceptions, a business entity
incorporated or organized in a state other than North Carolina must
obtain a certificate of authority from the North Carolina Secretary of
State prior to transacting Business in the State. See G.S. 55-15-
01(a) (business corporations); G.S. 55A-15-01(a) (nonprofit
corporations); G.S. 57D-7-01(a) (limited liability companies); G.S. 59-
902(a) (limited partnerships); G.S. 59-91(a) (registered limited liability
partnerships); G.S.55B-16(a) (professional corporations). When the
requirement applies, the foreign entity transacting Business in the
State is responsible for obtaining a certificate of authority-not the
domestic (i.e., North Carolina) corporations, public entities, or
individuals with whom the foreign entity might contract.
2.2.20 N.C.G.S. 143C-6A-5(a) requires this certification for bids or contracts
with the State of North Carolina, a North Carolina local government,
or any other political subdivision of the State of North Carolina. The
certification is required at the following times:
* When a bid is submitted
* When a contract is entered into (if the certification was not
already made when the vendor made its bid)
* When a contract is renewed or assigned
N.C.G.S. 143C-6A-5(b) requires that contractors with the State, a
North Carolina local government, or any other political subdivision of
the State of North Carolina must not utilize any subcontractor found
on the State Treasurer's Final Divestment List.
2.2.21The Proposer shall maintain insurance from companies licensed to
write business in North Carolina, with an A.M. Best rating of A or
higher, and acceptable to New Hanover County, of the kinds and
minimum amounts specified in the draft contract attached to this
RFP.
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Comprehensive Healthcare Services
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Section 3: Specifications
I. Overview
A. Purpose:
The purpose and intent of this Request for Proposals (RFP) is to solicit proposals
from qualified Bidder(s) to establish a contract to provide a comprehensive health
care services program at full capacity and in a cost effective manner to persons in
the custody of the New Hanover County Sheriff at the Detention Facility, (here in
after referred to as Facility) located at 3950 Juvenile Center Road, Castle Hayne,
NC 28429.
These services are to be provided in a manner that complies with all local, state
and federal licensure requirements and standards of care delivery, which
sufficiently meet the needs of each site.
B. Term of Contract:
The initial term of the contract is from Date of Award through TBD, with the option
to renew by the County for two (2) additional one (1) year periods under the same
terms and conditions. Any renewal shall be based on performance satisfactory to
the County by the Contractor during the previous years.
C. Price Adjustment
With the written concurrence of New Hanover County, price adjustments may be
permitted upwardly or downwardly at the beginning of each fiscal year. Price
adjustments will be correlated with the Consumer Price Index for Wage Earners
and Clerical Workers (CPI-W) U.S. City Average (All Items) published by the
Bureau Labor Statistics (BLS), Washington, D.C. The initial contract period rate
may be adjusted by the latest announced change in the CPI-W for the prior 12
month period, limited to a maximum of 4% increase per contract period or any
amount of decrease.
D. Background:
The Detention Facility opened in October, 2004. The rated capacity of the New
Hanover County Detention Facility is 672 inmates. The average daily population is
531 inmates and currently is 535. Of the 535 inmates being held, an average of 33
are Federal inmates and being held for the United States Marshal's Service.
Additionally, the Facility holds inmates occasionally for the Bureau of Prisons,
Immigration, Customs Enforcement (ICE), and other agencies.
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Current relevant statistics for 2025 are as follows (monthly averages):
* Average length of stay (ALOS) is 12 days
* Inmates on psychotropic medications are 171
* Inmates on prescription medications are 487
* Inmates on nonformulary medications is 135
* HIV/AIDS diagnosed are 37 for 2025
* Medical Assistance Treatment (MAT) is 53 (2025/1216)
The inmates are housed in 14 housing units. Two of these units are in the
Weekender building. These units are not part of the main building. Persons
reporting to the weekender building will also require a Medical/Suicide screening.
The Facility houses inmates (including males and females) of minimum, medium
and close security needs within the jurisdiction of the Sheriff's Office. Additionally,
intake and booking requirements are performed within this structure. We are in the
process of a future expansion that will possibly be within the next (5) five to (10)
ten years. This expansion will be an additional 600 beds bringing us to a total of
1200 beds and the winning bidder will have to be able to handle this expansion.
The New Hanover County Sheriff's Office was recognized in 2019 as
the first in North Carolina to earn the Triple Crown Award. NHCDF is
currently accredited through the American Correctional Association
(ACA) and National Commission of Correctional Healthcare as well as
CALEA Accreditation. The winning bidder will need to maintain and
meet applicable standards of all (3) three of these.
The medical unit consists of a clinic area and medical observation area with two (2)
single cell beds. A dental operatory is also located within the medical unit.
The New Hanover County Sheriff's Office has a Memorandum of Agreement with
the Coastal Horizons Center and works jointly with them to assure that adult
pregnant females are allowed to continue their treatment while in custody. The
successful Bidder would also be required to continue this practice at the Sheriff's
discretion.
The current medical provider's contract is at an annual base amount of
$4,388,994.00. The current medical contract also has limits with caps on off-site
costs and psychotropic medication costs. Under the current contract, the off-site
set at $225,000 with 50-50 sharing above that cap to $325,000. Should costs
exceed $325,000 the county bears full responsibility. The psychotropic medication
is capped at $45,000. The county bears all costs for psychotropic medications
over the cap. While the annual base amount may be changed in the bid, it is
requested that the off-site caps and the psychotropic medication caps be
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