RFP 138 Vermont Psychiatric Care Hospital Pharmaceutical Services

Department of Mental Health
166 Horseshoe Drive | Waterbury VT 05671-20110
802-241-0090 phone |802-241-0100 fax
SEALED BID
Request For Proposal
RFP 138 Vermont Psychiatric Care Hospital Pharmaceutical Services
ISSUE DATE April 23, 2026
QUESTIONS DUE May 14, 2026 - 4:00 PM (EST)
RFP RESPONSES DUE BY June 4, 2026 - 4:00 PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
Public Solicitations: Vermont Buys
DMH Careers and Opportunities
And
Vermont Business Registry and Bid System - Home
STATE CONTACT: Jennifer Rowell
E-MAIL : AHS.DMHSubmissions@vermont.gov
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 webpage for any and all notifications, releases and addendums
associated with this RFP.
If you speak a language not listed on the website below or require additional help, we offer free language
assistance services. The State of Vermont contracts with several Translation Services organizations, and you can
visit this page for more information Language Access | Department of Mental Health.
If you require assistance with technology, access, or have other issues with being able to complete your proposal,
reach out to the single point of contact.
1

1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the
Department of Mental Health (DMH, hereinafter the "State") is seeking to establish
contracts with one or more companies that can provide Pharmaceutical Services to the
Vermont Psychiatric Care Hospital.
1.1.1. DESCRIPTION OF ORGANIZATION: The Vermont Agency of Human Services
(AHS) strives to improve the conditions and well-being of Vermonters by ensuring
all Vermonters have the opportunity to thrive in inclusive, equitable, and resilient
communities. The scope of AHS is profound. Through its six departments, twelve
district offices, and a network of community partners and providers, it is responsible
for the implementation and delivery of all human service programs within the state.
Each department has a distinct area of focus and responsibility and contributes to
the creation and sustenance of an entire system of human service supports.
The Department of Mental Health (DMH) resides under AHS and has the same
critical mission in mind. DMH promotes mental health as a vital part of overall well-
being by advancing prevention, early intervention, and recovery-focused care. Our
vision is that mental health serves as a cornerstone of health in Vermont, where
inclusive communities respond with compassion and respect, enabling all
Vermonters to thrive and participate fully in their lives. This work is guided by our
core values of compassion, equity, integrity, collaboration, and accountability.
The Vermont Psychiatric Care Hospital (VPCH) resides under DMH and is dedicated
to improving the health and well-being of one of Vermont's most vulnerable
populations. Offering a state-of-the-art facility designed to promote and enhance
recovery, the 25-bed, acute care hospital offers patient areas designed for comfort,
dignity, and safety. Our mission is to provide excellent care and treatment in a
recovery-oriented, safe and respectful environment which promotes empowerment,
hope and quality of life for the individuals we serve. Our vision is to be a center for
excellence in the provision of mental health treatment and recovery as well as a site
for education and collaboration with the community and the individuals we serve.
VPCH respects individuals and their life goals and empathizes with the challenges of
achieving empowerment even in an involuntary setting. We encourage individual
rights and responsibilities toward the attainment of personal goals and actively
partners in their achievements. We believe in the individual's ability to recover from
life crises.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of three
years with an option to renew for up to two years. The State anticipates the start date
for such contract(s) will be in November, 2026.
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. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of
this RFP or wishing to comment on any requirement of the RFP must submit specific
questions in VT Buys no later than the deadline for questions indicated on the first page
Revised: February 13, 2026
Page 2 of 13

of this RFP. If a bidder is experiencing system issues and cannot submit a question in
VT Buys, questions should be e-mailed to the single point of contact on the front page
of this RFP.
Questions or comments not submitted 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 through an addendum to this
solicitation in VTBuys and also posted on the DMH website on the Funding
Opportunities tab (Funding Opportunities | Department of Mental Health). 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. All information provided by
vendors during this process will be public and bidders shall not provide confidential
information.
CHANGES TO THIS RFP: Any modifications to this RFP will be made in VT Buys by
the State through the issuance of an Addendum to this RFP as well as posted on the
DMH website and the Vermont Business Registry. Modifications from any other source
are not to be considered.
1.5. SOURCE OF FUNDS: The Department anticipates using a combination of state and
federal funds or the resulting contract(s). The Department may choose to modify the
source of funding contingent upon the availability of funds at the time of award. Any
selected Vendor will be subject to the requirements in the Assistance Listing Number
(ALN) #93.778, U.S. Department of Health and Human Services, Centers for Medicare
and Medicaid Services (CMS).
Please note that when procurements are supported by federal funds, SOV business
users must take affirmative steps that include at least the following Socioeconomic
affirmative steps per 2 C.F.R. 200.321:
1. Placing qualified small and minority businesses and women's business enterprises
on solicitation lists;
2. Assuring that small and minority businesses and women's business enterprises are
solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and
women's business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses, and women's business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the
Small Business Administration and the Minority Business Development Agency of
the Department of Commerce; and
6. Requiring the prime/general contractor, if subcontracts are to be let, to take the
same affirmative steps as listed in numbers 1 through 5.
Revised: February 13, 2026
Page 3 of 13

This project is being funded in whole or in part using federal monies. If a bidder requires
assistance in preparing their proposal or needs guidance on socioeconomic certifications,
the bidder may contact the VT APEX Accelerator. The APEX Accelerator specializes in
helping small businesses navigate the documentation associated with State and Federal
procurement. Their website is: http://apex.vermont.gov
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): Provide pharmaceutical services to the Vermont Psychiatric Care Hospital.
2.2. The State of Vermont seeks to achieve the following Business Values:
2.2.1. Compliance: The new solution meets a previously unmet State or Federal
compliance requirement.
2.2.2. Customer Service: The new solution meets the needs of the individuals we serve
and supports clinical staff.
2.3 Scope of Work & Expected Activities
Respondents will address each of the following:
2.3.1 Pharmacy Operations
2.3.1.1 The contractor must ensure full compliance with all applicable
regulatory and accreditation bodies, including:
2.3.1.1.1 Vermont Board of Pharmacy
2.3.1.1.2 Federal Drug Enforcement Administration (DEA)
2.3.1.1.3 Centers for Medicare & Medicaid Services (CMS)
2.3.1.1.4 The Joint Commission
2.3.1.1.5 Drug Supply Chain Security Act (DSCSA)
2.3.1.2 The contractor must provide Clinical Licensed Pharmacists and
Licensed Pharmacy Technician to be on site at the hospital during
normal business hours.
2.3.1.3 The contractor must collaborate with contracted vendors for supply
management, equipment use, and medication validation outside
regular business hours.
2.3.2 Distributive Functions
The contractor will be responsible for:
Revised: February 13, 2026
Page 4 of 13

2.3.2.1 Procuring, repackaging, dispensing, ordering, distributing, and properly
storing and disposing of all medications, including NIOSH-listed and
hazardous drugs
2.3.2.2 Collecting patient-specific information necessary to verify medication
orders from VPCH's Computerized Physician Order Entry (CPOE)
system to ensure safe medication delivery
2.3.2.3 Maintaining all documentation required by regulatory agencies
2.3.2.4 Managing inventory effectively, incorporating cost considerations
where appropriate
2.3.2.5 Overseeing automated dispensing machines (ADMs), including
maintenance, monitoring functionality, and restocking as needed
2.3.3 Clinical Functions
The contractor will:
2.3.3.1 Actively participate in patient care, including admission and discharge
medication reviews, and document all clinical activities in the electronic
health record (EHR)
2.3.3.2 Attend interdisciplinary treatment team meetings and patient rounds
2.3.3.3 Participate in clinical leadership and medication management
meetings
2.3.3.4 Ensure clinical pharmacists are highly knowledgeable in the patient
population and demonstrate leadership in pharmaceutical care
2.3.3.5 Provide medication management support within the EHR and assist
medical staff as needed
2.3.4 Quality Improvement
The contractor will:
2.3.4.1 Lead and participate in performance improvement initiatives as
required by regulatory agencies
2.3.4.2 Collaborate with leadership to monitor and improve medication-related
patient safety
2.3.4.3 Monitor adherence to protocols for high-risk or specialty medications
and report findings to medical staff
2.3.5 Leadership Functions
The contractor will:
2.3.5.1 Chair the Pharmacy and Therapeutics (P&T) Committee
Revised: February 13, 2026
Page 5 of 13

2.3.5.2 Attend executive leadership meetings as required
2.3.5.3 Lead the Antibiotic Stewardship Program
2.3.5.4 Conduct annual reviews of pharmacy policies and procedures,
updating and developing new policies as needed in collaboration with
leadership
2.3.5.5 Participate in emergency preparedness planning
2.3.5.6 Oversee all pharmacy operations, including licensure and personnel, in
compliance with applicable laws and regulations
2.3.5.7 Demonstrate strong communication skills and in-depth knowledge of
inpatient pharmacy systems
2.4 Proposal Requirements
All bids for this RFP will be completed in VTBuys via the Questionnaire. Responses
must define:
2.4.1 Company overview
2.4.1.1 Form of Business Organization
Provide details concerning your form of business organization,
company size and resources
2.4.1.2 Bidder Experience Level
Describe your capabilities and particular experience relevant to
the RFP requirements.
2.4.1.3 Experience working with State of Vermont
If you have experience working with the State of Vermont, identify all
current or past State projects. Provide the name of the Vermont
department or agency and the project title or a brief description of the
work. Do not include references or statements from State of Vermont
agencies or employees.
2.4.1.4 Subcontractors
f you intend to use subcontractors (not 1099 independent contractor
staff) identify which portions of the work the subcontractors will
perform. If a subcontractor is already identified, include the name of
the subcontractor and address the background and relevant
experience of the subcontractor(s).
2.4.1.5 Exceptions to Contract Terms and Conditions
If a bidder wishes to propose an exception to any terms and
conditions set forth in the Standard Contract Form and its
Revised: February 13, 2026
Page 6 of 13

attachments, such exceptions must be included in 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, and that the State's non-rejection of a proposal on this
basis does not indicate acceptance of the exceptions. Services to be
provided and anticipated outcomes
2.4.2 Scope of Work & Expected Activities
2.4.2.1 Respondents will address each of the items identified in section 2.3 of
this RFP.
2.4.3 Proposed budget
Bidders shall upload via attachment their costs and pricing breakdown for
three year period.
Bidders shall also submit their total annual cost per year proposed via the
Quotation form.
2.4.4 Proposed Timeline
2.4.5 Reporting and Compliance Requirements
2.4.5.1 Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
2.4.5.2 Certificate of Compliance
This form must be completed and submitted as part of the response for
the proposal to be considered valid.
2.4.6 References
Bidders will provide the names, addresses, and phone numbers of at least two
(2) companies with whom you have transacted similar business recently. You
must include contact names who can talk knowledgeably about performance.
Do not list a State of Vermont agency or employee as a reference.
3. GENERAL REQUIREMENTS:
3.1. In addition to the insurance required in Attachment C linked below in section 6.3.2,
before commencing work on this Contract and throughout the term of the Contract,
Contractor shall procure and maintain:
Revised: February 13, 2026
Page 7 of 13

3.1.1 Professional Liability coverage for professional services performed under this
contract, with minimum coverage of $5,000,000 per claim, $5,000,000
aggregate.
3.1.2 Cyber Liability coverage for services performed under this contract, with minimum
coverage of $1,000,000 per claim, $2,000,000 aggregate.
Before commencing work on this Contract, Contractor must provide certificates of
insurance to show that the foregoing minimum coverages are in effect.
3.2. Prospective bidders must be registered as a supplier in Vermont's Procurement system,
VTBuys https://vtbuysprocurement.vermont.gov/suppliers-bidders. Registration in this
system is important for future steps related to the RFP such as contracting and invoicing.
3.3. 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.
3.3.1. 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.
3.3.2. 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.
3.4. STATEMENT OF RIGHTS: 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. The State
of Vermont reserves the right to obtain clarification or additional information necessary to
properly evaluate a proposal. Failure of bidder to respond to a request for additional
information or clarification could result in rejection of that bidder'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.
3.4.1. 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 BAFO. 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
evaluation process.
3.4.2. Presentation. An in-person or webinar presentation by the Bidder may be
required by the State if it will help the State's evaluation process. The State will
factor information presented during presentations into the evaluation. Bidders will
be responsible for all costs associated with providing the presentation.
Revised: February 13, 2026
Page 8 of 13

3.5. CONFLICTS OF INTEREST:
3.5.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a
business entity has interests (for example, customers, partners, contracts) that
could undermine, or reasonably be perceived to undermine, its faithful and
unbiased performance of a contract with the State that may result from this
solicitation.
3.5.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an
individual, agent or employee of a bidder could undermine, or reasonably be
perceived to undermine, its faithful and unbiased performance of a contract with the
State that may result from this solicitation.
3.5.3. Requirements: The State does not seek to contract with any individual or
business entity having a conflict of interest which cannot be mitigated to the State's
satisfaction. To ensure the State's awareness of actual, potential, or reasonably
perceived PCOIs and OCOIs, bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations
and activities and identify actual, potential, or reasonably perceived PCOIs or
OCOIs relative to a contract with the State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of
any facts that may cause a reasonably prudent person to perceive a PCOI or
OCOI with respect to a contract with the State that may result from this solicitation.
Disclose, also, any actions proposed to mitigate the PCOI or OCOI.
3.5.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be
mitigated to the State's satisfaction and may discuss the conflict with the bidder if
and to the extent the State deems discussion necessary to its determination. The
State reserves the right to (a) reject from further consideration any proposal having
a PCOI or OCIO that cannot be mitigated to the State's full satisfaction and (b)
terminate a contract upon discovery that a contractor failed to disclose facts
pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant
information to the State.
3.6. 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.
3.6.1. 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.
3.6.2. 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'
Revised: February 13, 2026
Page 9 of 13

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 Forms | Buildings
and General Services. The subcontractor reporting form is not required to be
submitted with the bid response.
3.7. 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 this RFP.
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.
3.8. 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 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.
3.8.1. 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 success in completing similar projects. Each
proposal will be evaluated using a weighted scoring system. The application is
divided into the sections outlined in section 2.4 of this RFP that reflect key
evaluation criteria, with each section assigned a specific weight based on its relative
importance. Reviewers will rate each section on a 5-point scale. Weighted scores
for each section will be combined to determine the total score, which will help
to guide funding decisions. Weight for each of the sections is set forth below:
Technical Proposal:
* Company overview: 25%
* Scope of Work and Expected Activities: 20%
* Proposed timeline: 20%
* Reporting and Compliance Requirements: 15%
Cost Proposal:
* Budget proposal: 20%
Revised: February 13, 2026
Page 10 of 13