RFP Documents For Warm Hand Off (Who) Support & Care Coordination For Erie County Hospitals

The County of Erie Manager of Procurement, Erie County Courthouse, 140 West 6th Street, Room #106, Erie, PA 16501, will receive bids electronically via PennBid and open sealed RFPs on August 10th, 2026 at 10:30 AM, at the Office of the County Controller, Room #107, Erie County Courthouse, 140 West 6th St., Erie PA, 16501 for Warm Hand Off (WHO) Support and Care Coordination for Erie County Hospitals for the Erie County Office of Drug and Alcohol.
Specifications and RFP requirements are available at no cost on PennBid at https://pennbid.bonfirehub.com/.
GENERAL SPECIFICATIONS
FAILURE TO ADHERE TO THESE GENERAL SPECIFICATIONS WILL RESULT IN YOUR RFP BEING REJECTED!
1. It is the intent of the County to RFP – Warm Hand Off (WHO) Support & Care Coordination for Erie County Hospitals for the Erie County Office of Drug & Alcohol.
All RFPs must be submitted electronically via PennBid at https://pennbid.bonfirehub.com on or before August 10th, 2026 at 10:30 AM. RFPs will be opened at that time. *If you would like to attend the opening via Zoom, please contact Marie Lewis, County Controller’s Office, at least one business day prior to opening at (814) 451-6365 or mlewis@eriecountypa.gov. 3. The County of Erie reserves the right to accept or reject any or all RFPs, to waive any defects in form or technicalities or to advertise for new RFPs where acceptance, rejection, waiving or advertising of such would be in accordance with the best interest of the County; also, to sit and act as the sole judge of the merit and qualifications of the equipment, supplies or services offered. Any interpretation of equivalency shall be determined finally and conclusively by the County of Erie.
4. RFPs hand delivered, faxed or emailed will not be accepted under any circumstances.
5. The contract will be awarded at the time of opening of the RFPs or at a subsequent time and place to be announced at the time of opening.
6. The RFP shall disclose any conflict of interest that arises or may arise with regard to the potential contract. Conflict of interest arises if any County official or employee has any financial interest, direct or indirect, in the potential contract.
7. The successful bidder will be required to sign a contract containing the following provision: Equal Employment Opportunity Clause. (a) (1) The contractor shall not discriminate against any employee or applicant for employment because of race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, national origin, criminal history or source of income. The contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment, without regard to their race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, national origin, criminal history or source of income. As used herein, “treated” means and includes, without limitation, the following: recruited, whether advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship; promoted; upgraded; demoted; downgraded; transferred; laid off; and terminated. The contractor agrees to and shall post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officers setting forth the provisions, of this nondiscrimination clause. (2) The contractor shall in all solicitations or advertisements for employees place by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, natural origin, criminal history or source of income. (3) The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or worker’s representative of the contractor’s commitment under the Equal Employment Opportunity Clause of the County, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (4) The contractor shall furnish all information and reports requested by the County Executive or the County Council to ascertain compliance with the program. (5) The contractor shall take such action with respect to any subcontractor as the County may direct as a means of enforcing the provisions of subsections (a)(1) to (8) hereof, including penalties and sanctions for noncompliance, provided, however, that in the event the contractor becomes involved in or is threatened with litigation as the result of such direction by the County, the County shall enter into such litigation as is necessary to protect the interests of the County to effectuate the County’s Equal Employment Opportunity Program, and in the case of contracts receiving federal assistance, the contractor or the County may request the United States to enter into such litigation to protect the interests of the United States. (6) The contractor shall file and shall cause his subcontractors, if any, to file compliance reports with the County. Compliance reports filed at such times as directed shall contain information as to the employment practices, policies, programs, and statistics of the contractor and his subcontractor’s. (7) The contractor shall include the provisions of subsections (a) (1) through (8) of the Equal Employment Opportunity Clause in every subcontract or purchase order so that such provisions will be binding upon each subcontractor or vendor. (8) Refusal by the contractor or subcontractor to comply with any portion of this program as herein stated and described will subject the offending party to any and all of the following penalties: (a) Withholding of all future payments under the involved public contract to the contractor in violation until it is determined that the contractor or subcontractor is in compliance with the provisions of the contract; (b) Refusal of all future bids for any public contract with the County or any of its departments or divisions until such time as the contractor or subcontractor demonstrates that he has established and shall carry out the policies of the program as herein outlined. (c) Cancellation of the public contract ad declaration of forfeiture of the performance bond; (d) In cases in which there is substantial or material violation or the threat of substantial or material violation of the compliance procedure of as may be provided for by contract, appropriate proceedings may be brought to enforce those provisions, including the enjoining, within applicable law, of contractors, subcontractors, or other organizations, individuals, or groups who prevent directly, indirectly, or seek to prevent directly or indirectly, compliance with the policy, as herein outlined.
8. The vendor shall not be allowed to take advantage of any errors, inconsistencies, irregularities or omissions in the specifications. Where errors, inconsistencies, irregularities or omissions appear in the specification, the vendor will promptly notify the County of same prior to the time set for the RFP opening.
9. All RFPs must be made on the RFP Form furnished by the County. No RFP will be considered unless the RFP Form is complete.
10. THE RFP PACKAGE MUST INCLUDE THE ORIGINAL RFP FORM AND NON-COLLUSION AFFIDAVIT TO BE SUBMITTED IN ELECTRONIC FORM. 11. The County is not liable for non-receipt of RFPs if submitted in any other manner than required or submitted after the due date and time.
12. The County will not be responsible for any costs incurred by the vendors in responding to this RFP Form or any costs incurred in responding to any demonstrations or samples required.
13. Any discounts or terms must be shown on the RFP Form. Such discounts, if any, may be computed and considered in tabulating of the RFPs.
14. All freight and other costs shall be included in the RFP price.
15. In consideration of furnishing the equipment and/or performing the services called for herein, the supplier will be paid within thirty (30) days of invoice receipt.
16. Any questions with respect to the General Specifications contained in this RFP should be submitted via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com
17. Any questions with respect to the Technical Specifications contained in this RFP submitted via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com 18. The County is exempt from all State of PA sales tax by State law.
19. The Non-Collusion Affidavit attached to these specifications must be completed and submitted with the RFP Form. Failure to do this will result in disqualification of the RFP. Instructions are as follows:
a. This Non-Collusion Affidavit must be executed by the member, officer or employee of the vendor who makes the final decision on prices and the amount quoted in the RFP.
b. RFP rigging and other efforts to restrain competition and the making of false sworn statements in connection with the submission of RFPs are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, necessary, of all other persons employed or associated with the vendor with responsibilities associated with the vendor with responsibilities for the preparation, approval or submission of the RFP.
c. In the case of a RFP submitted by a joint venture, each party to the venture must be identified in the RFP documents and an Affidavit must be submitted separately on behalf of each party.
d. The term “complementary RFP” as used in the Affidavit has the meaning commonly associated with that term in the RFP process and includes the knowing submission of RFPs higher than the RFP of another firm, any intentionally high or non-competitive RFP and any other form of RFP submitted for the purpose of giving a false appearance of competition.
20. The County reserves the right to purchase additional RFP items at the RFP price, within 90-days of delivery and installation.
21. The vendor shall include in the RFP all costs of labor, materials, equipment, allowances, fees, permits, applicable taxes, insurance and contingencies with overhead and profit necessary to produce those portions of work covered by the specifications without further cost to the owner.
22. RFPs shall include the complete fabrication, finishing, delivery and setting in place ready for use of the equipment herein specified, all in accordance with these specifications. Any part or accessory not specifically mentioned herein, which is normally part of the equipment or necessary to complete installation of same, shall be included in the RFP price.
23. The vendor may include with the RFP a brochure containing photographs, technical specifications and any other features of the RFP equipment to completely inform the County of Erie concerning the equipment the vendor proposes to furnish and install.
24. RFPs may be held by the County for a reasonable amount of time, to be determined by the County, for the purpose of reviewing the RFPs and investing the qualifications of vendor prior to awarding the contracting.
25. The awarding of the contract shall be contingent upon the approval of funds by the County of Erie or any other governmental agencies or any other necessary source.
26. Successful vendor will be required to obtain the appropriate security clearances, at their own costs, for each individual who will be working for the vendor in any County building. Those clearances are as follows:
•PA Child Abuse Clearance Form •PA Criminal History Clearance •FBI Fingerprint Clearance
RFP Process Timeline 1. RFP Issued: July 9th, 2026 2. Request for Clarifications: Any questions or requests for clarifications shall be submitted via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com by 4:00 pm on July 17th, 2026. 3. Clarification Responses: All responses to questions and requests for clarifications will be made public through an addendum issued and posted on PennBid by 4:00 pm July 24th, 2026. Notification via a Public Notice will be sent to Bidders who have registered with and downloaded documents from PennBid.. 4. RFP Opening/Proposal Due Date: 8/10/26 @ 10:30 am *No deadline extensions will be granted. *Incomplete proposal submissions will not be reviewed or considered. 5. Anticipated Program Proposal Award: End of August, 2026 Erie County Office of Drug & Alcohol (ECDA) reserves the right to make a single award, multiple awards, or no award. Further, ECDA reserves the right to make awards on a hospital-by-hospital basis and may approve different operational models at different hospital locations based on operational capacity, hospital preference, staffing availability, prior WHO experience, and implementation feasibility.