Vermont Veterans’ Home
325 North Street
Bennington, VT 05201
REQUEST FOR PROPOSAL
SKILLED NURSING HOME PHARMACY SERVICES
QUESTIONS DUE BY:
RFP RESPONSES DUE BY:
December 20, 2019
January 20, 2020 at 3:00 PM
January 24, 2020 at 3:00 PM
February 7, 2020 by 3:00 PM
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.
Melissa Jackson, MBA, FACHCA
RFP Revised July 19, 2019
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the (hereinafter the “State”) is
seeking to establish contracts with one or more companies that can provide pharmacy services.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two (2) years with an option
to renew for up to two additional twelve-month periods. The State anticipates the start date will be July 1,
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held at 325 North Street
Bennington, VT 05201at the date and time indicated on the front page of this RFP.
1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later
than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the
point of contact on the front page of this RFP. Questions or comments not raised in writing on or before
the last day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
http://www.bgs.state.vt.us/pca/bids/bids.php Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
• Provide pharmacy services to the Vermont Veterans Home nursing home and residential care facility
that is compliant with CMS, Veterans Administration, and State of Vermont regulations and statutes for
• Provide a 2 pyxis type machines to serve as the facility’s e-box. Successful bidder will be responsible
for, at least weekly, filling of these machines. Regular auditing and maintenance of these e-boxes are
the responsible for the contracted provider
• Provide, on demand, unit dose/blister packages for all prescribed medications, except for over the
counter and IV medications.
• Provide 7 medication carts and 4 fax/printer/scanners
• Have a pre-established integration with PointClickCare to allow for electronic ordering of medications
directly from the facility’s EMR program. The use of a separate/standalone online ordering system
does not meet this requirement.
• Ability to bill Medicare Part D, Veterans Administration, Vermont and New York Medicaid, as
appropriate, for medications and intravenous supplies.
• Provide at least a daily routine delivery of medications 7 days per week.
• Provide “stat” medications within 4 hours or less of being ordered.
• Provide intravenous medications, supplies, and staff training.
• Participate in Quarterly Medical Staff Meetings.
• Provide monthly billing statements via a secure electronic format.
• Provide maintenance and repair of all equipment provided to the facility.
• Participate in facility’s Quality Assurance Performance Improvement Committee when quality concerns
with pharmacy services are identified.
• Provide an electronic portal for facility management team to use for reporting, trending, and pricing of
• Develop a medication formulary for the facility in conjunction with the facility’s medical director and
Director of Nursing Services.
RFP Revised July 19, 2019
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.2. BEST AND FINAL OFFER:
3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
184.108.40.206. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the
3.2.2.Evaluation of Responses and Selection of Bidder(s). The State shall have the authority to
evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the
State and consistent with the goals and performance requirements outlined in this RFP.
3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors’ subcontractors, together with the identity of those
subcontractors’ workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one
or more contracts and reserves the right to make additional awards to other compliant bidders at any time
RFP Revised July 19, 2019
if such award is deemed to be in the best interest of the State. All other considerations being equal,
preference will be given first to resident bidders of the state and/or to products raised or manufactured in
the state, and then to bidders who have practices that promote clean energy and address climate change,
as identified in the applicable Certificate of Compliance.
3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below.
• Years of experience in long-term care.
• Years of experience working within the VA and State Veterans Home arena
• Integration with facility’s EMR
• Ability to meet the remaining criteria outlined in number 2 above.
3.6. STATEMENT OF RIGHTS: The State of Vermont reserves the right to obtain clarification or additional
information necessary to properly evaluate a proposal. Vendors may be asked to give a verbal
presentation of their proposal after submission. Failure of vendor to respond to a request for additional
information or clarification could result in rejection of that vendor's proposal. To secure a project that is
deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all
bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also
reserves the right to make purchases outside of the awarded contracts where it is deemed in the best
interest of the State.
3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form and Attachment C as attached to this RFP for reference. The contract will
obligate the bidder to provide the services and/or products identified in its bid, at the prices listed.
3.7.1.PAYMENT TERMS: All invoices are to be rendered by the Contractor on the vendor's standard
billhead and forwarded directly to the institution or agency ordering materials or services and shall
specify the address to which payments will be sent. Payment terms are Net 30 days from receipt of
an error-free invoice with all applicable supporting documentation. Percentage discounts may be
offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30
days or more in order to be considered in making awards.
4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the
minimum requirements for State evaluation. These requirements are not intended to limit the content of a
Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s
consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to
include only such information in their response as may be relevant to the requirements of this RFP.
4.1. NUMBER OF COPIES:
4.1.1.Submit an unbound original (clearly marked as such) and one (1) paper copies and one digital copy in
PDF, CD-ROM, or USB flash drive copy.
4.1.2.The bid should include a Cover Letter and Technical Response and a separate Pricing Response for
the medications provided.
4.2. COVER LETTER:
4.2.1.Confidentiality. To the extent your bid contains information you consider to be proprietary and
confidential, you must comply with the following requirements concerning the contents of your cover
letter and the submission of a redacted copy of your bid (or affected portions thereof).
4.2.2.The successful response will become part of the contract file and will become a matter of public
record, as will all other responses have received. If the response includes material that is considered
by the bidder to be proprietary and confidential under the State’s Public Records Act, 1 V.S.A. § 315
et seq., the bidder shall submit a cover letter that clearly identifies each page or section of the
response that it believes is proprietary and confidential. The bidder shall also provide in their cover
letter a written explanation for each marked section explaining why such material should be
RFP Revised July 19, 2019
considered exempt from public disclosure in the event of a public records request, pursuant to 1
V.S.A. § 317(c), including the prospective harm to the competitive position of the bidder if the
identified material were to be released. Additionally, the bidder must include a redacted copy of its
response for portions that are considered proprietary and confidential. Redactions must be limited so
that the reviewer may understand the nature of the information being withheld. It is typically
inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no
circumstances can the entire response be marked confidential, and the State reserves the right to
disqualify responses so marked.
4.2.3.Exceptions to Contract Terms and Conditions. If the bidder wishes to propose an exception to any
terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions
must be included in the cover letter to the RFP response. Failure to note exceptions when responding
to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions
are not noted in the response to this RFP but raised during contract negotiations, the State reserves
the right to cancel the negotiation if deemed to be in the best interests of the State. Note that
exceptions to contract terms may cause rejection of the proposal.
4.3. BACKGROUND AND EXPERIENCE. Provide details concerning the form of business organization,
company size and resources; describe particular experience relevant to the proposed project and list all
current or past State projects.
If a Bidder intends to use subcontractors, the Bidder must identify in the proposal the names of the
subcontractors, the portions of the work the subcontractors will perform, and address the background and
experience of the subcontractor(s), as above.
4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with
whom you have transacted similar business in the last 12 months. You must include contact names who
can talk knowledgeably about performance.
4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be
applicable to the Detailed Requirements of this RFP.
4.6. PRICING: Bidders shall submit their pricing information in the Price Schedule attached to the RFP.
Bidders may be required to submit pricing information separate from their bid package if specifically
4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response
for the proposal to be considered valid.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the due date and at the location specified on the front page of
5.2. The bid opening will be held at 325 North Street Bennington, VT and is open to the public.
5.3. SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or
delivering information to 325 North Street. All individuals visiting 325 North Street must present a
valid government issued photo ID when entering the facility.
5.4. SEALED BID INSTRUCTIONS: All bids must be sealed and must be addressed to the Vermont Veterans’
Home 325 North Street Bennington, VT 05201. BID ENVELOPES MUST BE CLEARLY MARKED
‘SEALED BID’ AND SHOW THE REQUISITION NUMBER AND/OR PROPOSAL TITLE, OPENING DATE
AND NAME OF BIDDER.
5.4.1.All bidders are hereby notified that sealed bids must be received, and time stamped by the Vermont
Veterans’ Home located at 325 North Street Bennington, VT - by the time of the bid opening. Bids
not in possession of the Vermont Veterans’ Home at the time of the bid opening will be returned to
the vendor and will not be considered. Any delay deemed caused by Security Procedures and
courier/mail delivery service will be at the bidder’s own risk.
RFP Revised July 19, 2019