ASOD Billing Services

The University of North Carolina at Chapel Hill Purchasing Services

For its Department of Transportation and Parking Services

Request for Proposal Number: 3000012720

Description of Services: ASOD Billing Services

Date of Issue: 04-02-2026

Date & Time of Site Visit: None Required

Mandatory _____ Non-Mandatory _____

Date & Time to Submit Questions: 04-13-2026 NLT 1:00 PM EST

Date & Time of Public Opening: 04-27-2026 NLT 1:00 PM EST

Direct all inquiries concerning this RFP to:

Mark Thomas Sillman

Associate Director Purchasing Services

Email: mark_sillman@unc.edu

The University of North Carolina at Chapel Hill Purchasing Services

Request for Proposal Number: 3000012720

Description of Services: ASOD Billing Services

______________________________________________________

For internal State agency processing, including tabulation of proposals, you must provide your company's eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection.

___________________________________________________ Vendor Name

______________________________

North Carolina State procurement vendor identification number for eVP

______________________________

North Carolina Secretary of State vendor identification number

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at

The University is only accepting proposals through the electronic Vendor Portal (eVP):

Electronic responses ONLY will be accepted for this solicitation.

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices proposed opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54),

none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties ("Contract"). The UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES are incorporated herein and shall apply. Depending upon the Services being offered, other terms and conditions may apply, as mutually agreed upon.

PURPOSE AND BACKGROUND

1.1 PURPOSE: This Request for Proposal (RFP) is being issued to obtain a contract to provide Billing Services for The University of North Carolina at Chapel Hill Adams School of Dentistry (UNC ASOD) as a leading academic dental institution providing education, research, and patient care across multiple clinics. Each year, our clinics serve a diverse patient population, resulting in a high volume of clinical encounters that require complex billing and insurance processing.

1.2 BACKGROUND: Currently, billing is managed internally through the Epic electronic medical record (EMR) system. Orthodontic billing is excluded from this project as it is managed separately using Dolphin EMR. The school intends to outsource its insurance billing and related revenue cycle functions to a professional vendor while retaining a small internal team to provide oversight, manage patient-facing responsibilities, and maintain authority for write-offs, bad debt, and denial decisions.

To provide clarity on the scope of work, approximate monthly averages for billing activity are included below (figures to be finalized for the RFP appendix):

* Insurance claims submitted: 66,645

* Gross charges billed: $2.7M

* Payments posted: $1.5M

* Denial Count: 1372

* Average accounts receivable (A/R) days: 43.5

* Payer mix: o Dental Medicaid 26%

o MetLife Dental 22%

o NC MGD CAID AmeriHealth 8%

o NC MGD CAID United 8%

o BCBS 6%

o Department of Public Safety 5%

o Cigna 5%

o AARP 3%

o UnitedHealthcare Medicare 3%

o Delta Dental of NC 3%

o Medicare 3%

o Self-Pay 2%

o NC Dept of Public Safety 2%

o United Healthcare 2%

o NC MGD CAID Tailored Trillium 1%

These figures are intended as a baseline to help vendors understand the scope and complexity of UNC ASOD billing operations. Final volumes may vary, and vendors must propose scalable staffing and operational models.

UNC Adams School of Dentistry (ASOD) is seeking a Vendor to address the need for a scalable, compliant, and high-performing insurance billing solution that supports a complex academic dental environment. The purpose of this engagement is to improve revenue cycle outcomes, reduce accounts receivable aged balances, strengthen denial prevention and resolution, and enhance transparency through consistent reporting and performance management.

ASOD operates within a multi-payer environment that includes commercial insurance, Medicaid, Medicare, managed care plans, and other government and specialty payers. In addition, the school provides oral surgery services that require coordination between dental and medical billing processes. These factors create operational complexity that necessitate specialized expertise, standardized workflows, and strong compliance controls.

The scope of work described in this RFP is intended to be comprehensive and inclusive of all in-scope insurance billing and related revenue cycle functions. Vendors are expected to propose a solution that can be implemented within defined time constraints, integrate with ASOD's Epic dental billing system, and support ongoing operational needs with minimal disruption to clinical operations.

Where appropriate, vendors may propose best-practice approaches or alternative methodologies to achieve the stated objectives; however, all required services, tasks, and deliverables outlined in this RFP must be fully met.

1.3 UNIVERSITY PROVIDED MATERIALS: None offered at this time.

1.4 CONTRACT TERM The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution. The Vendor shall begin work under the Contract within thirty (30) business days of the "Effective Date".

At the end of the contract's initial term, the University shall have the option, in its sole discretion, to renew the contract on the same terms and conditions for up to seven (7) additional one (1) year terms for a total not to exceed ten (10) in total length. The University will give the Vendor written notice of its intent to exercise each option no later than sixty (60) days before the end of the contract's then-current term. In addition to any optional renewal terms, and with the Vendor's concurrence, the University reserves the right to extend the contract after the last active term when in the best interest of the University.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

GENERAL INFORMATION

REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE (This requirement doesn't apply to the UNC at Chapel Hill)

NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor's responsibility to read the Instructions to Vendors, the University of North Carolina at Chapel Hills General Terms and Conditions for Services, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions provided in the PROPOSAL QUESTIONS Section. If the University determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The University may also elect to leave open the possibility for later negotiation of specific provisions of the contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the University rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).

The University may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.

RFP SCHEDULE

The table below shows the intended schedule for this RFP. The University will make every effort to adhere to this schedule.

SITE VISIT or PRE-PROPOSAL CONFERENCE (NOT REQUIRED)

PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to the Purchasing Agent on the front cover no later than the date and time specified above. Vendors shall use the following subject line for all correspondence proposing questions to this RFP "RFP - RFP Number - Company Name - Questions". All submittals for answers to questions shall be submitted in a WORD Document, that is not password protected and shall include a reference to the applicable RFP section to be submitted in the format shown below:

Questions received prior to the submission deadline date shall be answered by the University, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the electronic Vendor Portal (eVP), , and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any University personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, shall not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the University rejecting Vendor's proposal, in the University's sole discretion. The Vendors RFP response shall include the required information and documentation listed below and shall be presented in the same order as listed below to include all of the items and attachments shown to include any addendums that may be issued:

Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's agreement to comply with all instructions, terms and conditions, and attachments.

Title Page: Include the company name, address, phone number and authorized representative name and email address along with the Proposal Number.

The Offeror shall provide a company profile and describe the organizational structure of the firm, including its relationship to any parent firms, sister firms, or subsidiaries. Provide a biography on the management personnel that will be responsible for the performance of the Agreement, detailing their involvement and provide an organization chart showing proposed management staff.

The Offeror shall provide a detailed description of the Contractor's administrative plan to support the overall operation of running the billing services program for the university and provide an overall summary of how they will support the overall operation as herein described to ensure that adequate staffing is provided to ensure the proper and timely services requested. This Offeror shall include the following in their proposal.

Provide a sample QA Report.

Provide an up-to-date Staffing and Qualifications Plan.

Provide a complete Transition and Implementation Plan.

Provide information about your Compliance and Security measures.

Provide information about Data Ownership & Exit/Transition Protection strategies.

Provide information about Performance Management - Incentives & Penalties.

Provide information about Audit & Compliance Rights of all parties concerned within the process.

Provide information about any Legal & Regulatory issues or concerns and how you plan on staying on top of new and emerging requirements.

Provide information about how your company's Governance & Communication operates.

Provide information about your company's Futureproofing initiatives.

The Offeror shall describe its overall experience and credentials in providing a professional billing services operation of the size and scope as that of the university.

The Offeror shall provide documentation that it has a minimum of five (5) years' experience with providing these types of billing services to institutions of the same or similar size and scope.

The Offeror shall provide a complete Cost Proposal on the appropriate documents provided.

Completed and signed copy of all EXECUTION PAGES, along with the body of the RFP.

Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

Vender shall review and comply with "Section 7 Attachments" of the RFP which provides a complete listing of additional documents and forms required to be properly downloaded, completed, signed and attached making them a part of your RFP proposal.

ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantages addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: ("Alternate Proposal #___ for Name of Vendor)". Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found attached which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the University shall use to award contracts, as supplemented by the additional criteria herein. The Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the University's best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor the University reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the University to do so.

The University reserves the unqualified right to waive in its opinion any minor informality or technicality in the proposals received when in the best interest of the University.

CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's proposal or qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The University will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the University reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the University.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a vendor's pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification-and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Since the possibility of negotiation is normally not known until the cost proposals are opened, and as allowed for under 01 NCAC 05B.0503, pricing shall not be made public until the award of a contract. This decision rests solely with the University.

Upon completion of the evaluation process, the University will make award(s) based on the evaluation and post the award(s) to the State's eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the University.

The University reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the University.

EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the University:

EVALUTION METHOD: The head of the evaluation committee shall provide a written document to the Purchasing Agent detailing the consensus of the evaluation committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) proposal provides the best value to the University. All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the University:

Evaluation Criteria Points Possible

1. Company Profile 15

2. Experience & References 10

3. Staffing & Qualifications 10

4. Transition & Implementation Plan 10

5. Compliance & Security 10

6. Data Ownership & Exit/Transition Protections 10

7. Performance Management - Incentives & Penalties 10

8. Audit & Compliance Rights 05

9. Financial Proposal 05

10. Legal & Regulatory 05

11. Governance & Communication 05

12. Future-Proofing 05

3.5 PERFORMANCE OUTSIDE THE UNITED STATES

If required, the Vendor shall complete the attachment for LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the University may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the University:

Total cost to the University

Level of quality provided by the Vendor

Process and performance capability across multiple jurisdictions

Protection of the University's information and intellectual property

Availability of pertinent skills

Ability to understand the University's business requirements and internal operational culture

Particular risk factors such as the security of the University's information technology

Relations with citizens and employees

Contract enforcement jurisdictional issues

INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the University; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as "shall," "must," and "requirements" are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the University will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the University's needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the University exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

PRICING

Proposal price shall constitute the total cost to the University for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. The vendor shall complete the attachment for PRICING INFORMATION DOCUMENTATION Attachment "L" and include in Vendor's proposal. The pricing provided, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE SERVICES ACCEPTED.

4.1.1 Import Tariff Temporary Surcharge

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge which shall be submitted with the PRICING INFORMATION DOCUMENTATION as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The university is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

If required, the Vendor shall complete the attachment for certifying that they are financially stable by completing CERTIFICATION OF FINANCIAL CONDITION. The University is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the certification to the expiration of the contract, the Vendor shall notify the University within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this certification. The University may require annual recertification of the Vendor's financial stability.

HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy, and the University's desire to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State's Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. If required, the Vendor shall complete the attachment for HUB SUPPLEMENTAL VENDOR INFORMATION.

VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the University. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

REFERENCES

If required, the Vendor shall complete the attachment and shall provide at least three (3) references, using the CUSTOMER REFERENCE TEMPLATE, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting University department. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope. The University shall contact these users to determine whether the services provided are substantially similar in scope to those proposed herein and whether Vendor's performance has been satisfactory. The information obtained shall be considered in the evaluation of the proposal. The University reserves the unqualified right to determine what is to be considered as "substantially similar" and waive in its opinion any minor informality or technicality in the proposals received when in the best interest of the University.

BACKGROUND CHECKS

Any personnel or agent of the Vendor performing services under any contract arising from this RFP may be required to undergo a background check. If so, requested by the University the Vendor and its personnel shall within 30 days of contract award be required to provide or undergo background checks at Vendor's expense prior to beginning work with the University. As part of Vendor background, the following details must be provided to the University:

Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term "regulatory sanctions" includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein or a statement that there are none. Vendor's response to these requests shall be considered a continuing representation, and Vendor's failure to notify the University within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform services under this contract.

4.6.1 GENERAL INFORMATION

This University is committed to providing a crime free environment for its faculty, staff and students. Due to the contractual requirements set forth in this RFP, your personnel will have access to various areas of this University. As such and when requested by the University, criminal background checks of awarded Vendors, including but not limited to owners, employees, agents, representatives, subcontractors, and all personnel of their respective companies. All costs and expenses associated with criminal background checks are the responsibility of the Vendor.

The following requirements must be met:

Criminal background checks shall be current and completed within thirty (30) days of the University's request.

The criminal background check shall include a social security verification/check, felonies, misdemeanors, and traffic records covering a minimum of the last seven (7) years for all states and countries where the individual has resided. The criminal background check information shall be first thoroughly reviewed by the Vendor and then sent to the Contract Administrator for review and approval. Out-of-state searches shall be required for persons living in the state of NC for fewer than seven (7) years. Fingerprint background checks may be required in some instances depending on the facility requirements.

A criminal background check on the awarded Vendor and its employees shall be provided by the Vendor prior to contract effective date. Copies of the original criminal background check shall be sent to the Contract Administrator for evaluation. In some cases, badging cannot take place until after the evaluation and approval of the Vendor's criminal checks.

When a new employee or individual is identified to perform services on this contract, the Vendor shall provide the Contract Administrator with a criminal background check before the individual can be approved for work. Persons without approved criminal background checks shall not be allowed to work in the relevant buildings until proper documentation is submitted and approved.

The University may require the Vendor to exclude the Vendor's employees, agents, representatives, or subcontractors based on background check results. Discovery that one or more employees have convictions does not disqualify the Vendor from award.

Additionally, the University may use or similar Services to conduct additional background checks on the Vendor's proposed employees.

4.6.2 BACKGROUND CHECK REQUIREMENTS

As part of Vendor's criminal background checks, the details below must be provided to the University:

Any criminal felony conviction, or conviction of any crime involving moral turpitude, including but not limited to fraud, misappropriation or deception, of Vendor, its officers or directors, or any of its employees or other personnel to provide Services on this project of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term "regulatory sanctions" includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge, or provide a statement that there are none.

Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein, or provide a statement that there are none.

4.6.3 BACKGROUND CHECK LIMITATIONS

Any individual representing the Vendor, who:

In his/her lifetime, has been adjudicated as a habitual felon as defined by GS 14-7.1 or a violent habitual felon as defined by GS 14-7.7, shall not be allowed to work in buildings occupied by university faculty, staff and students.

During the last seven (7) years has been convicted of any criminal felony or misdemeanor sexual offense or a crime of violence shall not be allowed to work in buildings occupied by university faculty, staff and students.

At any time has an outstanding warrant or a criminal charge for a crime described in (b) above shall not be allowed to work on university property.

The Vendor shall ensure that all employees have responsibility to self-report to the Vendor within twenty-four (24) hours of any arrest for any disqualifying offense. The Vendor must notify the Contract Administrator within twenty-four (24) hours of all details concerning any reported arrest.

Upon the request of the Contract Administrator, the Vendor will re-screen any of its employees, agents, representatives, and subcontractors during the term of the contract.

Vendor's responses to these background check requests shall be considered a continuing representation, and Vendor's failure to notify the University within thirty (30) days of any criminal charge, investigation, or proceeding involving Vendor or its then-current officers, directors or persons providing services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform services under this contract.

If there are problems or delays with performance associated with the completion and compliance with this background check requirements, any Vendor's performance bond could be used to complete these services.

4.6.4 DOCUMENT REQUIREMENTS

Required documentation to be submitted prior to date contract is effective and for performing any services on university property shall include:

A cover letter by the Vendor on company letterhead with a list of the full names matching a required government issued photo ID, addresses, and birth dates of each person representing the contracting company.

Vendor shall also provide a photocopy of the required State or Federal government issued picture ID or Driver License.

A letter on company letterhead is not acceptable proof in itself but can be used to further clarify information on the criminal background check submitted. All documentation shall be submitted at the same time. Submit documents which are clear and legible.

Background checks consisting of:

Original unaltered criminal background check from the organization providing the background check.

The background check provider's company name, company mailing address, and contact phone numbers.

The full name of the individual, which matches the government issued photo ID.

The current address of individual being checked.

The date of the criminal background check was conducted.

4.6.5 VENDOR BACKGROUND CHECK AGREEMENT

Vendor agrees to conduct a criminal background check per the specifications above in this section on all employees proposed to work under this contract, at its expense, and provide the required documentation to the University in order to perform services under this contract:

YES NO

PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. "Professional manner" means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the University. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in contract documents; and shall not limit Vendor's obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor's proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the contract Lead of any desired substitution, including the name(s) and references of Vendor's recommended substitute personnel. The University will approve or disapprove of the requested substitution in a timely manner. The University may, in its sole discretion, terminate the services of any person providing services under this contract. Upon such termination, the University may request acceptable substitute personnel or terminate the contract services provided by such personnel.

VENDOR'S REPRESENTATIONS

If Vendor's Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the University under the contract. If any services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor's proper performance, provision and delivery of the service and deliverables under a resulting contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other deliverables.

QUESTIONS TO VENDORS (NOT REQUIRED)

AGENCY INSURANCE REQUIREMENTS MODIFICATION

The University has conducted a risk assessment for the services being requested and has determined that certain default coverage provisions in the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES. It is required that you also obtain and maintain Fidelity Bonding (Honesty Bonding) at a minimum amount of $10,000. Failure to do so will render the proposal non-responsive. Coverages not changed here remain as stated in the UNIVERSITY of NORTH CAROLINA at CHAPEL HILLS GENERAL TERMS AND CONDITIONS for SERVICES.

LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:

that they abide by the above restrictions.

that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and

that such certification requirements will also be included in any subawards meeting the applicable thresholds.

SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the University. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the University, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid for further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute "transacting business" in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. 55-15-01 (corporations) or 57D-7-01 (LLCs). Please go to: to register.

Vendor registered with the North Carolina Secretary of State: Yes No

4.14 INCREASES OR DECREASES TO CONTRACT

The services included in this contract are listed in the appendices of this RFP with the Offeror providing individual contract price for the services also designated. The University reserves the right to add or delete services as required. Any services added or deleted by the University shall result in an equitable adjustment to the contract price. If a service is added, the price shall be negotiated by the Contract Administrator and the Contractor and the price shall be prorated over the remainder of the term of the contract. If a service is deleted, the price shall be subtracted from the contractual amount due under this contract.

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SPECIFICATIONS AND SCOPE OF WORK

TASKS/DELIVERABLES The Vendor shall perform the following tasks and deliverables as part of this engagement. Vendors may propose additional steps, methodologies, or best practices that enhance performance, provided all required tasks are fully met.

Insurance Billing and Claims Processing

Prepare, review, and submit dental and applicable medical insurance claims in accordance with payer requirements and UNC ASOD policies

Resolve claim edits and errors prior to submission to maximize first-pass acceptance

Submit electronic claims and required attachments through approved clearinghouse processes

Monitor claim status through adjudication and take timely corrective action on rejections or denials

Deliverables:

Timely and accurate claim submission

Reduced claim rejections and rework

Documentation of claim resolution activity within Epic

5.02 Oral Surgery and Medical Claims Billing

Perform billing for oral surgery services requiring medical insurance claims

Apply appropriate CPT, ICD-10, modifiers, and cross-coding methodologies

Support prior authorization and precertification requirements

Manage medical necessity documentation and payer follow-up

Address payer processing issues related to in-network and out-of-network determinations

Deliverables:

Accurate submission and resolution of medical claims

Reduced medical claim denials and recoupments

Documented workflows for dental-to-medical billing processes

Payment Posting and Reconciliation

Post insurance payments using EFT/ERA files and manual EOBs as required

Retrieve and reconcile Explanation of Benefits when not received with payment

Identify and resolve underpayments, overpayments, and posting discrepancies

Manage insurance refunds and payer recoupments

Identify and resolve insurance credit balances

Deliverables:

Accurate and timely payment posting

Balanced deposit and reconciliation reports

Reduced unapplied and credit balances

Denials Management and Appeals

Identify, categorize, and track denials by payer and root cause

Submit appeals and follow-up actions within payer-defined timelines

Address authorization, eligibility, documentation, coding, and timely filing denials

Manage claims with no payer response

Perform trend analysis to reduce recurring denials

Deliverables:

Improved denial overturn rates

Reduction in repeat denial categories

Root-cause analysis and prevention recommendations

Accounts Receivable Follow-Up

Monitor outstanding insurance balances across all aging buckets

Prioritize high-dollar and aged accounts

Conduct payer follow-up and escalation activities

Support resolution of legacy and aged A/R balances

Deliverables:

Reduced days in accounts receivable

Improved cash flow consistency

Resolution of aged and stalled accounts

Reporting and Performance Management

Provide routine and ad hoc reports related to billing and A/R performance

Track and report key performance indicators including clean claim rate, denial rate, days in A/R, and net collection percentage

Participating in regular performance review meetings with UNC ASOD

Recommend performance improvement strategies based on data analysis

Deliverables:

Monthly performance reports and dashboards

Actionable insights to support operational decision-making

Transition, Knowledge Transfer, and Implementation

Develop and execute a detailed transition and implementation plan

Conduct knowledge transfer sessions with UNC ASOD staff

Support parallel processing and validation activities

Participate in go-live readiness review and sign-off

Deliverables:

Approved transition plan and timeline

Successful go-live with minimal operational disruption

Compliance, Security, and System Access

Comply with HIPAA, HITECH, CMS, ADA, and applicable state regulations

Execute a Business Associate Agreement

Utilize secure system access protocols consistent with UNC standards

Maintain audit logs of all Epic system activity

Ensure services are performed using U.S.-based resources

Deliverables:

Ongoing compliance with regulatory and security requirements

Audit-ready documentation

Exit and Transition Support

Return all UNC ASOD data within 30 days of contract termination

Provide transition support and knowledge transfer at no additional cost

Certify secure destruction of data following transition

Deliverables:

Complete and secure transfer of data

Continuity of operations post-transition

GENERAL The Vendor shall provide insurance billing and related revenue cycle services that meet or exceed the following specifications. These specifications define the functional, operational, and performance characteristics required to successfully deliver the services described in this RFP.

5.11 Service Scope and Coverage

Ability to perform end-to-end insurance billing services for dental and oral surgery encounters

Capability to support both dental and applicable medical claims billing workflows

Capacity to manage high-volume claim activity in an academic clinical environment

Services delivered as a single, integrated engagement rather than modular or partial outsourcing

System and Workflow Compatibility

Demonstrated experience operating within Epic dental billing workflows

Ability to document all billing, payment, and follow-up activity within the system of record

Capability to support payer-specific workflows, including electronic attachments and portal follow-up

Ability to adapt workflows as payer, regulatory, or institutional requirements change

5.13 Staffing and Operational Model

Use of U.S.-based resources aligned with UNC ASOD hours of operation

Clearly defined staffing model with designated roles for billing, payment posting, denials, and A/R follow-up

Assigned account management and escalation contacts

Ongoing staff training related to payer rules, coding updates, and compliance requirements

5.14 Performance and Quality Standards

Processes designed to maximize clean claim rate and first-pass acceptance

Timely claim submission, payment posting, and follow-up activity

Denial prevention and resolution processes supported by root-cause analysis

Ability to track and report performance against agreed-upon key performance indicators

Reporting and Transparency

Provision of routine performance reports and dashboards

Ability to produce reports related to claim volume, denial trends, aging, and payer performance

Willingness to participate in scheduled performance review meetings

Capability to support ad hoc reporting requests

Compliance and Security

Compliance with HIPAA, HITECH, CMS, ADA, and applicable state regulations

Ability to execute a Business Associate Agreement

Use of secure access controls, encryption, and audit logging

Documented incident response, breach notification, and business continuity processes

Transition and Continuity

Ability to support a structured transition and implementation period

Willingness to participate in knowledge transfer with UNC ASOD staff

Capability to support parallel processing and validation activities

Ability to provide exit and transition support upon contract termination

All specifications listed above must be met or exceeded for a Vendor's proposal to be considered responsive and eligible for award.

PROJECT ORGANIZATION Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work.

The Vendor shall describe the organizational and operational structure proposed to support the services outlined in this RFP. The response must clearly identify all roles assigned to the engagement and define the responsibilities and level of involvement for each role.

At a minimum, the Vendor's response must include:

An organizational chart specific to the UNC Adams School of Dentistry engagement

Identification of key personnel, including the designated account manager and escalation contacts

Description of functional roles supporting insurance billing, oral surgery and medical claims billing, payment posting, denial management, and accounts receivable follow-up

Description of staffing coverage during normal business hours aligned with UNC ASOD operations

Explanation of how staffing levels are adjusted to accommodate volume fluctuations, absences, or performance issues

The Vendor must also describe communication protocols, internal quality assurance processes, and escalation pathways used to ensure continuity of service and timely issue resolution.

UNC Adams School of Dentistry reserves the right to request clarification or additional detail regarding the proposed project organization to ensure adequacy of staffing, accountability, and operational oversight.

TECHNICAL APPROACH The Vendor's proposal shall describe the overall technical and operational approach for accomplishing the tasks and deliverables outlined in Section 5 of this RFP. The response should demonstrate the Vendor's understanding of the scope of work and its ability to execute the services effectively within an academic dental environment.

At a minimum, the Vendor's response should address:

The approach to managing end-to-end insurance billing services, including dental and oral surgery encounters

Methods used to ensure accurate claim preparation, timely submission, and first-pass acceptance

Processes for payment posting, denial management, and accounts receivable follow-up

Use of technology, tools, or system workflows (including Epic dental billing) to support accuracy, efficiency, and compliance

Quality assurance and performance monitoring processes

Coordination with UNC Adams School of Dentistry staff during transition and ongoing operations

The Vendor may present this information in narrative, outline, or graphical form. The proposed approach should align with the tasks, specifications, and performance expectations defined in this RFP. The Vendor is encouraged to describe best practices or alternative methodologies that enhance service quality and performance, provided all required tasks and deliverables are fully met.

CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor's planning purposes only.

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the University a contract manager for the entire life of the contract. The contract manager shall be the University's direct point of contact for all contract related issues and issues concerning performance, progress review, scheduling, and service.

The Vendor shall be required to designate and make available to the University for customer service. The customer service point of contact shall be the University's point of contact for customer service-related issues (define roles and responsibilities).

6.2 POST AWARD BUSINESS REVIEW MEETINGS

The Vendor, at the request of the University, shall be required to either meet periodically or provide detailed reports, either in person or electronically on dates and times that will be mutually determined by the parties.

The University may request either an in-person or video conference Business Review or for Periodic Reports to be submitted, or both in combination throughout the life of the contract to ensure for a smooth-running working relationship. The purpose of any meeting or report will be to review project progress reports, discuss upcoming work to be accomplished and Vendor and University performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and to discuss any other pertinent topics such as possibly any deviations from previously agreed upon work schedules.

These meetings or reports shall be well organized and easy to follow. The Vendor shall perform these meetings and or provide the reports requested in a format designated by the University. The Vendor shall ensure that any required reports are submitted in a timely manner and on a regular schedule as agreed by the parties.

Within twenty (20) business days of the award of the Contract the Vendor shall submit a final work plan and a sample report, both to the designated University Official for approval.

6.3 CONTINUOUS IMPROVEMENT

The University encourages the Vendor to identify opportunities to reduce the total cost the University. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses.

6.4 ACCEPTANCE OF WORK

Performance of the services performed shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the services are approved as acceptable by the designated University Official.

Acceptance of Vendor's work product shall be based on the following criteria:

Compliance with the scope of work, specifications, and tasks outlined in this RFP and the executed Contract

Completion of required deliverables within agreed-upon timelines and service levels

Adherence to applicable regulatory, compliance, and security requirements, including HIPAA, HITECH, and University policies

Accurate and timely performance of insurance billing functions, including claim submission, payment posting, denial management, and accounts receivable follow-up

Successful completion of transition, validation, and go-live activities, where applicable

Provision of required reports and performance metrics in the agreed-upon format and cadence

The University shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the University shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the University may exercise any and all rights hereunder afforded to it.

6.5 PAYMENT

Invoices shall be submitted monthly and payment for services provided by the Contractor shall become due within thirty (30) days of receipt of an approved invoice from the Contractor. Invoices shall show the University's purchase order number and shall be approved by the Contract Administrator.

6.6 TRANSITION ASSISTANCE

If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the University, at the option of the University, for up to six (6) months to allow for the expired or canceled portion of the services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such services to the University or its designees. If the University exercises this option, the parties agree that such transition assistance shall be governed by the terms and conditions of the contract (notwithstanding this expiration or cancellation), except for those contract terms or conditions that do not reasonably apply to such transition assistance. The University shall agree to pay to the Vendor a reasonable amount for any resources utilized in performing such transition assistance at the most current rates provided by the contract for performance of the services or other resources utilized.

Transition assistance may include, but is not limited to:

Continued performance of in-scope Services during the transition period

Cooperation with the University and/or a successor vendor to ensure continuity of operations

Transfer of operational knowledge, workflows, and documentation

Assistance with data handoff and system access transition, as applicable

If the University exercises this option, such transition assistance shall be governed by the terms and conditions of the Contract, notwithstanding its expiration or cancellation, except for any terms that do not reasonably apply to transition services.

The University shall compensate the Vendor for transition assistance at the rates set forth in the Contract for the applicable Services or resources utilized, unless otherwise agreed to in writing by the parties.

6.7 DISPUTE RESOLUTION

During the performance of the contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the University's Contract Administrator for resolution. Any claims by the University shall be submitted in writing to the Vendor's Contract Manager or Customer Service Representative for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the contract, or at law. This provision, when agreed in the contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.08 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the University and Vendor. Amendments to the contract can only be made through the recommendation of the Contract Administrator with the approval of the Purchasing Office.

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ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

For the most current and up-to-date template for the forms below please go to the NC State website down load the form and fully complete the form and sign if required. Then attach into the proper place on your proposal submission.

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ATTACHMENT A: UNC at Chapel Hills General Terms and Conditions for Services

Terms may be found at https://finance.unc.edu/departments/purchasing/terms-services/

As well as the additional UNIVERSITY DATA PRIVACY AND SECURITY REQUIREMENTS attached.

Required: Yes: xxxxx No: _____

ATTACHMENT B: Instructions to Bidders

Required: Yes: xxxxx No: _____

ATTACHMENT C: Vendor Sustainability Efforts (form)

Required: Yes: xxxxx No: _____

ATTACHMENT D: HUB Supplemental Vendor Information (form)

Required: Yes: xxxxx No: _____

ATTACHMENT E: Customer Reference Template (form)

Required: Yes: xxxxx No: _____

ATTACHMENT F: Location of Workers Utilized by Vendor (form)

Required: Yes: xxxxx No: _____

ATTACHMENT G: Certification of Financial Condition (form)

Required: Yes: xxxxx No: _____

ATTACHMENT H: EO50 Vendor Price Matching Opportunity (form

Required: Yes: _____ No: xxxxx

ATTACHMENT I: Certification for Contracts, Grants, Loans and Cooperative Agmts (form)

Required: Yes: _____ No: xxxxx

ATTACHMENT J: OMB Standard Form LLL

Required: Yes: _____ No: xxxxx

ATTACHMENT K: Proof that Company is Registered with the NC Secretary of State

(https://www.sosnc.gov/divisions/business_registration)

Required: Yes: xxxxx No: _____

ATTACHMENT L: PRICING (See page following these instructions for the proper format to be used to submit your pricing proposal. Deviation from the basic format could subject your proposal to be rejected. The pricing page shall be included with your proposal.)

*** Failure to Return the Required Attachments May Eliminate

Your Response from Further Consideration ***

ATTACHMENT L: PRICING SCHEDULE

The Offeror shall propose the costs of furnishing the services in accordance with this RFP. The hourly rates shall include all costs to perform the services. Award will be made to the Contractor(s) whose proposal is most advantageous to the University.

Please provide rates for a three (3) year contract with cost escalation percent of fee for seven (7) additional one (1) year options to renew contract.

The Vendors shall provide pricing in a standardized, structured format to ensure consistency and ease of comparison across all responses. All Vendors shall provide a pricing document (Excel or table format) with clearly defined fields as shown below.

The template shall at a minimum include:

Service category (e.g., billing, coding, AR follow-up, call center, etc.)

Description of service

Pricing model (percentage of collections, per-claim rate, hourly, or hybrid)

Unit cost/rate

Estimated monthly cost (based on provided volumes)

Included vs. additional costs (with details)

Notes and assumptions

In addition, vendors shall provide a supporting narrative outlining the following:

Pricing assumptions (e.g., volumes, payer mix)

Any tiered pricing structures

SLAs tied to services

Staffing model and how it aligns with pricing

Any variables that may impact pricing over time

In addition, vendors shall also include the following in their response:

Implementation or onboarding costs

Technology or platform-related fees, including integration with Epic or other systems

Performance-based incentives or guarantees, if offered

Optional or additional services with associated costs

Defined scope of services, including what is included vs. excluded

Denial management approach and whether it is included or priced separately

Credentialing and enrollment support, if applicable

Patient-facing services (e.g., calls, statements, payment plans) and how those are priced

Assumptions and volume thresholds, including any tiered pricing models

Termination terms and any associated fees

Additionally, vendors are strongly requested to provide a sample invoice so we can understand how charges will be presented in practice.

ATTACHMENT B: INSTRUCTIONS TO BIDDERS

1. READ, REVIEW AND COMPLY: It shall be the Bidder's responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Bidders or elsewhere in this RFQ document.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of the General Terms and Conditions for

Commodities and Services/Procurements of Information Technology Goods, and the specifications. The

University objects to and will not evaluate or consider any additional terms and conditions submitted with a Bidder's response. This applies to any language appearing in or attached to the document as part of the Bidder's response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of this document, the Bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.