2022-95 Jail Medical Final.pdf

REQUEST FOR PROPOSALS #2022-95

FOR

COMPREHENSIVE CORRECTIONAL MEDICAL, DENTAL, PHARMACEUTICAL,

AND MENTAL HEALTH SERVICES AT THE CLACKAMAS COUNTY JAIL

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair PAUL SAVAS, Commissioner

MARK SHULL, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner

Gary Schmidt County Administrator

Thomas Candelario Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: February 22, 2023

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

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SCHEDULE

Request for Proposals Issued……............................... January 17, 2023

Protest of Specifications Deadline.............................. January 25, 2023, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions.................. February 1, 2023, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……... February 22, 2023, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

Anticipated Contract Start Date……................. July 1, 2023

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, February 22, 2023 (“Closing”), to provide Comprehensive Correctional Medical, Dental, Pharmaceutical, And Mental Health Services At The Clackamas County Jail. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S- C01010-000005467 .

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:tcandelario@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP 2022-95 Jail Medical Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2022-95 Jail Medical Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.28 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

The Clackamas County Sheriff’s Office (“CCSO”) is issuing this Request for Proposals (RFP) to solicit proposals for an Agreement with an entity or provider who can provide comprehensive Correctional Medical, Dental, Pharmaceutical, and Mental Health Services (“Services”), at the Clackamas County Jail (“Facility”).

CCSO currently contracts with NaphCare, Inc. (NaphCare) to provide the Services to individuals under the physical custody and control of CCSO at the Facility.

The responsibility for provision Health Care Services to adults in custody (AIC) commences with the commitment of an individual into the custody of the jail and ends with their release into the community, and includes but not limited to: All AIC medical, mental/psychiatric, dental and emergency care screening, evaluation, care, and treatment from intake to release

The Clackamas County Jail can house up to five-hundred (500) Adults in Custody. The selected proposer will supply all labor, materials and supplies necessary to perform the contract. The County will supply office space, desks, copy/fax machines and existing telephone lines with which Proposer will conduct these services.

The goal of this Request for Proposal (RFP) is to identify a qualified Proposer who can provide medically necessary, cost effective services and maintain a level of quality in accordance with current standards established by the National Commission on Correctional Health Care (NCCHC) including all updates throughout the life of the agreement. The successful health care provider (PROPOSER) will provide for medical, dental and mental health staffing and services that meet or exceed the 2021 NCCHC standards including Correctional Mental Health Care standards, Medication Assisted Treatment Programs (MAT) standards, Oregon Revised Statute 169.076, and Oregon State Sheriff’s Association Jail Standards. The successful proposer will be expected to remain current including all updates throughout the life of the contract.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Since the mid-1800s, CCSO has been providing law enforcement, court security services and detention services to the citizens of Clackamas County. Currently, CCSO is comprised of over 650 employees. Servicing a county of over 1,600 square miles and population of nearly 500,000, CCSO is responsible for primary law enforcement services of the unincorporated area and the cities of Clackamas County, Oregon.

The Clackamas County Jail holds those adults in custody who are both awaiting adjudication and those sentenced to one year or less. The care and safety of those in jail custody are entrusted to the Clackamas County Jail and its staff. The jail accomplishes this statutorily-required responsibility by providing secure and safe custody and program services for all adult offenders confined within the Clackamas County Jail. Among these obligations is meeting the medical needs of those adults in custody residing at the jail. The average annual jail intake over the last five years is 11,600 individuals. The Clackamas County Jail medical department completes

RFP 2022-95 Jail Medical Page 7 approximately 15,000 health services appointments each year. These appointments provide services for chronic care, sick calls, dental, mental health service, Medication Assisted Treatment (MAT), and drug and alcohol withdrawal treatment).

The Sheriff’s Office is located at 9101 SE Sunnybrook Blvd, Clackamas, OR 97015; and the Clackamas County Jail is located at 2206 Kaen Road, Oregon City, OR 97045. The Facility serves the state’s third most-populous county encompassing 1,893 square miles, and employs 127 full and part-time employees. Approximately 16,000 offenders are booked into and processed at the Clackamas County Facility annually. During 2021 which had coronavirus related intake restrictions, there were a total of 8,005 new admissions into the Clackamas County Jail. Of the new admissions, 6,300 were male, and 1,705 were female. The average daily population of the Facility was approximately 224 AICs. Prior to the coronavirus in 2019, there were a total of 14,464 new admissions into the Clackamas County Jail. Of the new admissions, 10,664 were male, and 3,800 were female. The average daily population of the Facility was approximately 467 AICs.

The Facility spent approximately $208,383 in 2021 for adult in custody medications.

Psychotropic medications account for $35,937 of the total medication costs. In 2019 prior to coronavirus intake restrictions, the facility spent $319,846 for total medications with $80,098 being spent on psychotropic medications.

3.3. SCOPE OF WORK

3.3.1. Scope:

A. CONTINUITY OF SERVICE

1. Continuity of service is a must with this contract. The County would expect complete coordination between the incoming Vendors and current staff to facilitate a smooth transition. To that end, the County requests that the successful provider makes every effort to retain existing background cleared staff to include, nursing, physician, psychiatric, mental health and social services staff, when appropriate.

2. The Contractor shall include a Contingency Plan to provide for services in the event of unexpected interruptions of the normal working conditions to include but not be limited to:

computer outage, power failure, fire, inclement weather, riot, lock-down, labor strikes, declared state of emergency, or acts of God that would preclude normal expectations.

3. The Contractor shall maintain open and cooperative relationship wit the sheriff’s office staff, Contract Administrator, and other County representatives

B. EQUIPTMENT, DURABLE MEDICAL EQUIPTMENT, MEDICAL SUPPLIES

1. Proposer will be responsible for replacing and maintaining all necessary medical equipment, supplies, licenses, certifications, all medical equipment and supplies purchased to provide or improve patient care.

2. All purchased equipment, durable medical equipment, or medical supplies purchased for the operation of the health clinic within Clackamas County jail for the care of adults in custody will be the property of Clackamas County Jail upon termination of the contract.

C. PROPOSER QUALIFICATIONS

Proposers must be qualified, experienced, and able to safely and securely provide and coordinate the comprehensive health services and associated systems of care to meet the needs of AICs at the CCSO’s detention and corrections facilities.

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1. Proposer Minimum Qualifications. Proposals not meeting minimum qualifications will be disqualified. Due to the complex nature and security concerns of correctional facilities, proposer’s minimum qualification criteria include, but are not limited to, the following:

a. Proposer Experience and Accreditation

(1) Experience. To be considered a qualified Proposer the County requires Proposer to have a minimum of five years of experience providing like services for a similarly sized jail facilities accredited by the NCCHC.

(2) NCCHC Accreditation. Clackamas County Jail is currently NCCHC accredited for Health Standards in Jail, Jail-Based Opiate Treatment Program, and seeking accreditation for Mental Health Services.

(a) PROPOSER must maintain all NCCHC Accreditations throughout the life of the agreement.

(b) PROPOSER must pay for all fees required to maintain this certification.

(c) PROPOSER must provide all NCCHC Accreditation reports to the County during and after accreditation process.

(3) Substantiation. The proposal must include the following information:

(a) For each of the above requirements, specify the name(s) and locations of each facility Proposer has provided services.

i. Specify date(s) of the facility’s NCCHC accreditation.

ii. Include data on the average AIC census, the types of medical, mental, dental, and pharmaceutical services provided, and frequency of the different types of services. Identify the services provided at each of the facility or offsite (if applicable).

(b) Provide at least three (3) client references that are similar in size and scope of the services, where the Contractor has provided Services as described in this RFP. Reference list shall include agency’s name, contact name, contact title, contact telephone number, and contact email address, with a brief description of the Services the Proposer had/has provided.

(c) Provide at least five (5) of the Proposer’s major suppliers who can speak to the financial capability of the Proposer to carry out the requirements of the RFP. Accounting references can include hospitals, pharmacies, laboratories, medical suppliers, or other contractors that the Proposer is currently utilizing.

(4) Staff Minimum Qualifications. Clackamas County requires the use of professionally licensed or certified staff (within their practice i.e. MD, QMHP, NP, PA, RN, LPN etc.) to perform the various functions needed to provide quality health care to our AIC.

(a) Supervising Doctors and/or Nurse Practitioners. Each must have at least one

(1) years’ experience in medical practice at a correctional facility after obtaining his or her credentials.

(b) Health Services Administrator and like supervisors. Must have a minimum three (3) years of experience providing care in a medical facility of comparable patient acuity; and at least one (1) years’ experience providing similar administrative and supervisory duties in their role.

i. There is a high preference for those with at least one (1) year of correctional health care experience in an NCCHC accredited facility.

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(c) Other Licensed Staff. Must meet the minimum qualification based on licensure or certification to perform their role adequately and effectively within the correctional facility.

(d) Background Clearance. All service providers, employees, and subcontractors working at the detention and correctional facilities must pass and maintain, to the satisfaction of CCSO, a security and background check performed by CCSO. Failure to pass, divulge information, or comply with the background process will prohibit an individual from entry into CCSO facilities. Any security and background checks performed by CCSO shall be in addition to the new hire and routine, background checks, reference checks, and other procedures performed by the Proposer.

(e) Substantiation. The proposal must include the following information:

i. Leadership Staff. Proposer shall provide the resumes of the proposed staff with titles/function, their education, certifications, and licenses (including license numbers), as well as years of experience in title/function and years of experience working in a detention and/or correctional setting. If awarded the contract, such documentation and verification is an ongoing requirement for all replacement staff of the successful Proposer.

ii. All staff, medical/mental health, nursing, clinical, and administrative personnel must be certified and licensed by the appropriate certification and/or licensing board, as required, by the State of Oregon.

2. Demonstration of Proposer minimum Qualifications.

b. Proposers must respond to each of the following questions explaining and demonstrating their qualifications.

c. Each response will be evaluated and scored.

d. Supporting documentation must be provided for the response to each question.

e. For each question, required documentation is noted, or examples of supporting documentation have been identified.

f. Proposers may include additional supporting documentation.

g. Please note that all proposals will be public record, and all personally identifiable information must be redacted from documentation.

h. Scoring will be based on the content, depth, detail in the response, and the documentation provided in support of responses.

i. Failure to provide supporting documentation or inadequate document may result in a reduced or failing score.

3. Staff Qualifications

a. Licensing and Credentialing. Proposer will address how they will ensure that existing staff and new hires possess and maintain all certificates, licenses, and professional credentials necessary to provide quality comprehensive health services as specified under this RFP.

b. Examples of documentation include copies of policies and procedures, screen shots of electronic system displaying tracking or copies of physical tracking records.

c. Personal information on individuals are encouraged to be redacted.

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4. Medical and Mental Health Services Records System

a. Description of the Health Records System. Describe Proposer’s medical and mental health records system, including electronic access, protections, input, and maintenance process.

b. Examples of Medical and Mental Health Records Systems. Provide examples of the health records systems in place at existing detention and/or correction facilities where Proposer is providing services.

1.) Documentation must include examples of a.) reports b.) redacting for HIPPA compliance c.) tracking medical and mental health conditions and /or problems d.) notification of release without authorizations e.) how requests for records are processed for TORT, patient or provider request, and process in the event of AIC death.

f.) Any patient information shown must be fictitious or redacted.

c. Examples of the Health records systems ability to integrate/communicate with other patient information systems to ensure continuity of care. Such as Collaborative Medical Collective, Care Everywhere, EDIE, State of Oregon immunization and infectious disease reporting, etc.

5. Healthcare Services

a. General Description. Describe the medical and mental services Proposer has provided in a correctional setting.

b. Provide documentation that includes at a minimum and not limited to, descriptions of each of the following:

1) On-site care, including equipment and access for AICs;

2) On-call services;

3) Provision of services pursuant to court orders;

4) Coordinating AIC transfers - Documentation demonstrates that Proposer has previously managed contracts with Ambulance Services providers for transfer of AICs, and has a successful track record of contracting and managing such transport services;

5) Coordinating services with outside health care systems or health providers;

6) Dental Services including preventative care, annual screenings and evaluations, urgent/emergent referral processes

7) Provision of prosthesis, glasses and other associated durable medical equipment;

8) Treatment of AIC with substance use disorder (SUD), including medically supervised withdrawal protocols, care coordination, care and treatment of pregnant women with SUD, provisions all forms of medications for opiate use disorder, release planning

9) HIV/STI including screening, notifications, education, medication for treatment and/or working with community organizations for release planning

10) Release planning services including care coordination, if any, with public health agencies and community-based organizations; including up to 30 days of release medications.

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11) Specialty services and consults including managing and facilitating follow-up care after an AIC returns from an outside medical appointment or procedure;

and

c. Medical Health Care Management. Specify at least two medical and/or mental care management programs Proposer’s organization has implemented which comply with NCCHC and community-based standards of care.

1) Documentation may be copies of program specifics showing policies and procedures for maintaining certification and standards of care.

2) Development and Implementation of Programs. Specify if Proposer has developed and implemented a successful comprehensive medical and/or mental care program in a correctional facility within the last five years.

3) Documentation must include clear goals, objectives, policies, and procedures for goal achievements in the clinical environment.

4) Provide copies of materials from the program.

5) The response must also detail if goals and objectives were met.

d. Mental Health Care Services. Describe Proposer’s experience, protocols, and organizational staffing plans for mental health services.

1) Advise if Proposer provided the services (1) directly or (2) if it was done in coordination with a prior client agency’s jurisdictions or County Mental Health Services department.

2) Please provide examples of how Proposer provided coordination of mental health services with outside agencies for release planning

3) Documentation may be policies, procedures, and/or copies of agreements in place to easily and effectively communicate between agencies while compliant with 42 CFR part 2.

e. Pharmacy Services. Describe Proposer’s experience, protocols, organizational staffing plans, or outsourcing procedures for providing pharmacy services.

1) Provide the number of pharmacists licensed in the State of Oregon

2) Provision for working with 340b pharmacy pricing/distribution for medication designated under 340b guidelines

(a) Including release medications for clients with HIV; Penicillin for stock for the treatment of syphilis in an area with a high reinfection rate, and poor treatment compliance

3) Policies, and procedures

(a) Methods Proposer will use for dispensing and administering pharmaceuticals in our facility.

(b) Provide descriptive procedures and examples for the control, tracking, and dispensing of pharmaceuticals, including controlled substances in a detentions and corrections facility.

(c) Provide descriptive procedures for reducing delays in patients receiving prescribed medication

(d) Provide descriptive procedures for obtaining, securing non-formulary medication to continue care during incarceration; or provide descriptive procedures for using alternative formulary options were relevant and procedures for securing medications that cannot be substituted and are non-formulary

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(e) Provide descriptive procedures for obtaining/securing medication using a back-up pharmacy

(f) Provide descriptive procedures for diversion control.

4) Please provide examples of existing detention and/or correction facilities where pharmacy services are in place.

f. Worker Clearance and Evaluation. Describe how Proposer will provide health screening, including appropriate diagnostic testing, screening and evaluation of workers in our as required by NCCHC, Oregon Jail Standards, and the State of Oregon.

g. Prenatal, Pregnant, and Postpartum Services. Specify how Proposer will address the needs of the pregnant and postpartum female population.

h. Coordination of Payment for Special and Outside Services

1) Describe how Proposer will provide payment for all consulting medical specialty services, emergency medical and dental care, back-up pharmacy, or other care incurred during incarceration

2) Plans for coordinating medical/mental health services with hospitals for both in-patient and outpatient treatment. Include descriptions of services provided pursuant to court ordered and routine treatment

(a) Provide examples of how Proposer is currently providing for such services

(b) Documentation may be policies, procedures, and/or copies of agreements

i. Emergency Services. Describe Proposer’s qualifications and procedures for providing emergency services provided on-site and off-site, including payment for such services. This must include both medical and dental emergencies, as well as emergency transportation.

1) Documentation should include at a minimum the following:

(a) Policies and Procedures

(b) Billing Statements

(c) Summary Notes and Reports from onsite leadership

2) Detailed policy and procedure for how contractor with ensure detainees admitted to the hospital are reviewed to ensure the duration of the hospitalization is not longer than medically necessary given the care that can be provided within the jail.

j. Durable Medical Equipment and special medical equipment including, but not limited to, wheel chairs, braces, crutches, etc.

Note, each piece of equipment to be brought into either detention facility must be cleared by CCSO staff

1) All DME purchased by vendor for use in direct patient care will remain onsite after the end of contracted services.

k. Infectious Outbreak. Specify how Proposer has handled a communicable/infectious disease outbreak (for example SARS-COV- 2, Influenza, Ebola, monkeypox, or other systemic/pandemic illness).

1) Include any policies, procedures and/or reports and notifications advising treatment plans.

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2) Include a description of employees responsible for managing such an incident, who would be responsible for the reporting of such incidents to public health officials, who would be responsible for recording and charting such incidents, and the education programs that would occur to prevent future occurrences of such incidents.

l. Disaster Services. Describe Proposer’s qualifications and procedures for providing comprehensive medical and mental services during a natural disaster.

1) Provide current or proposed contingency plans to provide medical services to AICs following a natural disaster or declared state of emergency.

2) Quality Assurance / Oversight / Reporting

(a) Protocols and Standards for medical quality assurance review, Continuous Quality Improvement Program (CQI), and implementation of any identified corrective action.

i. Including reports and coordinating with quality assurance consultants, medical advisory boards, and other advisory organizations.

ii. Include a description of how Proposer will work with quality review committees in CCSO to address identified issues and recommendations for change.

iii. Documentation must include proposed policies and procedures.

♦ Documentation may include reports, client feedback, or summaries of how Proposer has improved Proposer’s services in the past after incidents or recommendation after quality review.

iv. Documentation may include reports, summaries, and prior meeting agendas.

(b) Participation with CCSO, the County, and the community, including assignments for meeting attendance when necessary, or called upon, for the improvement of quality of care, or incident review for clients housed within Clackamas County Jail

i. Provide titles and levels of experience for individuals to be assigned as coordinators and liaisons for County and community meetings and communications.

3) Structure and Litigation

(a) Organization. Describe Proposer organizational structure, administrative policies, procedures, and practices that support cost accountability, provision of quality care, quality assurance, medical audits, oversight, and escalation protocols.

i. Documentation may include sample reports, organizational charts, job descriptions, policies, procedures, or memos describing identified issues and resolutions.

(b) Penalties and Fines. Summarize any federal, state, and/or local government investigations conducted in which Proposer

RFP 2022-95 Jail Medical Page 14 was the subject of during the past ten years which resulted in fines, penalties, or loss of accreditation. Provide a narrative describing these investigations, why they were implemented, and the results of such investigations.

i. Provide copies of all reports from State or Federal Investigations in the last ten years which resulted in fines, penalties, or loss of accreditation.

(c) Terminated Contracts. Proposer’s proposal must disclose any contracts lost, terminated, and/or cancelled over the past ten years, and the reasons why such contracts were lost, terminated, and/or cancelled.

i. Provide a list of sites where contracts were lost, terminated, and/or cancelled over the past ten years.

(d) Litigation. Provide a comprehensive list of all litigation in which Proposer has been named as party in the last ten (10) years with the name of the case, court and current status or disposition of suit.

i. Include any litigation in which a correctional facility was named while providing services through Proposer, even if Proposer’s entity was not named.

ii. For all cases include a narrative describing the case, the current status of the case, and if the case has been settled provide any settlement terms including amounts of settlement, any specific performance requirements and any agreement regarding changed procedures for providing services.

iii. Include details for any consent decrees associated with providing services to AICs within the last ten years. Provide reason, year, and value for each consent decree.

4) Protocols for Court Ordered Care or Treatment of In-custody Clients.

(a) Include sample copies of the following plans and protocols and explain how, if at all, they will be revised for services provided to the County.

i. Blood Born Pathogen (BBP) exposure in compliance with OAR 33-022-0300 ♦ Procedures for testing for HIV, Hep B and/or C, or other clinically appropriate BBP for CCSO deputies and AIC if a BBP exposure occurs.

ii. Court Referral Protocols ♦ Procedures and protocols for addressing referrals/orders from the courts for medication, testing, care or treatment as it related to AIC housed within Clackamas County Jail.

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5) Transition.

(a) Include a detailed sample implementation plan for transition of health care services from existing providers.

i. Describe lessons learned from previous experiences assuming health care services management from existing correctional facility medical services providers.

ii. Include plan for education and training of onsite administration lasting no less than 120 days from the start of the transition process

iii. Include process for transferring and/or preserving health information and statistics for compliance with NCCHC standards

iv. Include process for ensuring chronic medical and mental health conditions, as well as medications and treatments are continued without delay due to transition.

v. Include how an electronic medical records system will be used in this process.

vi. Include process for retrieving medical records from previous vendor within the first fourteen (14) days of contract transition.

6) ADA Compliance

(a) Provide Proposer’s ADA Policy related to Medical, Mental, and Dental Health Care Services that is complaint with Title II of the ADA.

i. Include process for identifying, tracking and monitoring ADA compliance for AIC designated as ADA eligible.

D. MINIMAL REQUIREMENTS FOR COMPREHENSIVE HEALTH CARE

SERVICES

1. The CCSO requires a highly qualified vendor to provide comprehensive

Services immediately upon the AIC being accepted into CCSO’s custody throughout the term of AIC detention.

2. The selected vendor will be responsible for providing and ensuring all medical, mental health, dental, substance use disorder, and pharmaceutical services are brought to the AIC within a timely fashion; The services provided at off-site medical offices and/or facilities within the scope of each facility are followed based on medical opinion for continuation of care, and invoices for such off-site services are paid in a timely fashion.

3. Proposal must demonstrate how the proposer will provide a system of care that meets the unique needs of the CCSO.

a. Proposer, through its system of care, programs, and services must provide, at a minimum, the following services, and structure during the term of the contract.

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b. Proposal must describe generally how it will provide the requested services, including the specific requirements contained in this section.

c. QUALIFICATIONS. Proposer’s proposal must address the specific requirements. The successful proposer shall provide the following:

4. SERVICES: Contractor shall provide comprehensive health care Services for AICs housed at the CCSO jail, including preventative services. Contractor’s services shall include the following minimum levels of service. Contractor will comply with all NCCHC Standards as well as required Oregon Jail Standards for Adults in Custody.

a. Health Services.

(1) Refusal for Entry

(a) Contractor has a process for screening AIC prior to entry into the facility, and referral to a higher level of care prior to acceptance into the Clackamas County Jail.

i. Process includes using the CCSO Intake Refusal Form for documentation which will be available in the health record and retained by CCSO HealthCare Administrative Services Manager for review.

(2) Receiving Screening

(a) Receiving Screening is performed on all AICs at the intake facility as soon as possible to ensure that emergent and urgent health needs are met.

i. Receiving screening will include screening for disability or DME use, Substance Use disorder treatment and medications, Mental health care and medication

ii. Booking takes place intermittently but is heaviest between 10 a.m. and 10 p.m.

iii. Mandatory tuberculosis testing is started at the receiving screening in accordance with OAR333-019-0042 and NCCHC standards.

iv. There is a process to review and track all intake assessment refusals that includes a process for follow up care and documentation.

(3) Initial Health Assessment.

(a) An initial health assessment shall be given to all incoming AICs

i. The physical exam by be completed by the

MD, NP/PA, RN, with the appropriate training, as soon as possible but not later than the first (14) days after admission into

RFP 2022-95 Jail Medical Page 17 the facility as long as the receiving screening includes ADA, Mental health, and SUD treatment questions for follow up.

(b) Oral Examination will be included in the health assessment.

(4) Medical Healthcare Services.

(a) Contractor shall provide mental health counseling, treatment, and medication services to AICs during their custody

(b) Mental health staff will work collaboratively with CCSO Staff, county behavioral health, forensic psychiatric team, and other community partners to ensure appropriate care coordination during incarcerations.

(5) Sick Call.

(a) AICs shall have access to essential health care services at all times.

i. At a minimum, a licensed RN will be available for sick call seven (7) days per week, and a physician, nurse practitioner, or physician’s assistant will be on call for consultation at all times.

ii. Sick call shall be held in the medical clinic exam rooms, or at the meal port windows for triage.

(b) If Contractor is utilizing care protocols for sick call or urgent/emergent care within the facility, those protocols are available to all contractor staff and a copy is provider to the jails Healthcare Administrative Services Manager (HCASM) annually.

(6) Medical Health.

(a) The development and implementation of mental health care plans are documented in the health record, and communicated with the appropriate care teams for release planning.

i. mental health care plans with clear goals, objectives, policies, and procedures for documenting…