2024 Yamhill County Correctional Medical Services RFP.pdf

Yamhill County, Oregon

Request for Proposals

CORRECTIONAL MEDICAL HEALTH SERVICES FOR

THE YAMHILL COUNTY CORRECTIONAL FACILITY

AND YOUTH SERVICES CENTER

May 2024

POINT OF CONTACT

Refer all questions to:

Yamhill County Sheriff’s Office ATTN: Captain Mike Browne

Yamhill County Correctional Facility, 535 NE 5th St, McMinnville, Oregon 97128

(503) 434-7540 brownem@yamhillcounty.gov

PROPOSALS DUE:

JULY 3, 2024

by

3:00pm PST at

535 NE 5th Street, Rm 143, McMinnville, OR 97128 mailto:brownem@yamhillcounty.gov

Request for Proposals Requests for Proposals for Correctional Medical Health Services

Notice is hereby given that the Board of County Commissioners of Yamhill County, Oregon (“the Board”) is currently soliciting proposals from qualified vendors to provide correctional medical health services related to the County’s Sheriff’s Office and Juvenile Departments in support of in-custody medical care at the Yamhill County Correctional Facility and Youth Services Center.

A copy of this RFP will be available at no charge from YCSO Administration, 535 NE 5th Street, Rm 143, McMinnville, OR 97128 or by emailing sheriff@yamhillcounty.gov. A copy is also available on the Yamhill County website at https://www.yamhillcounty.gov/Bids.aspx

Responsive Proposals for correctional medical health services must be physically received in the office of YCSO Administration, 535 NE 5th Street, Rm 143, McMinnville, OR 97128 no later than 3:00 p.m. local time on JULY 3, 2024.

Questions regarding this RFP should be addressed to Yamhill County Sheriff’s Office, ATTN: Captain Mike Browne, Yamhill County Correctional Facility, 535 NE 5th St, McMinnville, Oregon 97128, (503) 434-7540, brownem@yamhillcounty.gov.

DATED at McMinnville, Oregon this MAY 22, 2024. By SAM ELLIOTT, Yamhill County Sheriff.

mailto:sheriff@yamhillcounty.gov https://www.yamhillcounty.gov/Bids.aspx mailto:brownem@yamhillcounty.gov

SECTION A – TABLE OF CONTENTS

COVER PAGE

PUBLIC NOTICE

A. TABLE OF CONTENTS

B. GENERAL INFORMATION

B.1 Introduction B.2 Schedule B.3 Single Point of Contact B.4 Authority

C. SCOPE OF WORK

C.1 County Overview C.2 Project/Background Information C.3 Services to be Provided

D. PROCUREMENT REQUIREMENTS AND EVALUATION

D.1 Pre-Proposal Conference D.2 Submission Requirements D.3 Procurement Process D.4 Evaluation Process

E. AWARD AND NEGOTIATION

E.1 Award Consideration E.2 Intent-To-Award Announcement

F. PROTEST PROCEDURES

F.1 Solicitation Protests F.2 Contract Award Protests

G. MISCELLANEOUS TERMS AND CONDITIONS

G.1 Costs of Proposals G.2 Addendum G.3 Cancellation G.4 Disputes G.5 Publicity G.6 Conflict of Interest; Collusion G.7 Taxpayer Identification Number G.8 Business Registry G.9 Indemnification G.10 Compliance with ORS 279B G.11 Records Maintenance; Access G.12 Governing Law, Jurisdiction, and Venue G.13 Contract G.14 Additional Reservations

EXHIBITS

Exhibit A: Staffing Matrix Example Exhibit B: Affidavit of Trade Secret Exhibit C: Proposer Information and Certification Sheet Exhibit D: Sample Contract

SECTION B – GENERAL INFORMATION

B.1 Introduction.

Yamhill County, acting by and through its Sheriff’s Office and Department of Community Justice (“County”) is currently accepting proposals from private organizations to administer, manage, and supervise the health care delivery system of the Yamhill County Youth Services Center and the Yamhill County Correctional Facility. A contract will be offered to the proposer who submits the best proposal in compliance with this RFP. The selected Proposer will be required to meet the highest standards prevalent in the Correctional Healthcare Industry.

Additional details on the scope of services to be provided is included in Section C - Scope of Work.

The County anticipates the award of one contract from this RFP. The initial term of the contract is anticipated to be for 3 years commencing no later than August 27, 2024. The County may renew the contract for up to two 3-year agreements upon satisfactory performance, in the County’s sole discretion.

B.2 Schedule.

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Mandatory Pre-offer Conference (site visit) June 5, 2024 10:00 AM

Questions / Requests for Clarification Due June 28, 2014 3:00 PM

Closing (Proposals Due) July 3, 2024 3:00 PM

Issuance of Notice of Award (approx.) Late July / Early August, 2024

B.3 Point of Contact.

The Point of Contact (POC) for this RFP is identified on the Cover Page of this RFP, along with the POC’s contact information. Proposers shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the POC.

B.4 Authority.

The County is issuing this RFP pursuant to its authority under both state law and Yamhill County Code. The County is using the Request for Proposals method of procurement, pursuant to ORS 279B.060 and YCC 3.20.047.

SECTION C – SCOPE OF WORK

C.1. County Overview.

Yamhill County (referred to herein as “Yamhill County” or “County”) is located in the Willamette Valley of Oregon. The County seat is McMinnville, about 35 miles southwest of Portland. The County has a population of about 109,000 residents.

Yamhill County is a general law county with three elected Commissioners and 5 elected department heads. The remainder of the County falls under the supervision of the appointed County Administrator. Yamhill County employs approximately 700 employees and provides a myriad of services, including but not limited to, public health, adult, youth and family behavioral health services, roads, bridges, parks, fairgrounds, law enforcement, and juvenile and adult corrections facilities.

C.2 Project/Background Information.

The Yamhill County Correctional Facility can house up to two hundred fifty-five (255) Adults in Custody. Current Average Daily Population (ADP) is currently 120. Yamhill County Youth Services Center can house up to 24 Juveniles in Custody with a current ADP of 10 juveniles. Services to be provided include a comprehensive medical health services program in which all Individuals in Custody who request or are referred for services are assessed by a medical professional. 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 County requires the use of professionally licensed or certified staff (within their practice i.e., QMHP, PA, RN, LPN, etc.)

to perform the various functions needed to provide quality health care to our Individuals in custody.

To be considered a qualified Proposer, the County requires Proposer to have a minimum five years of experience providing like services for a similar sized correctional facility.

The responsibility for the provision of health care services to Individuals in Custody confined in a correctional facility commences with the commitment of the individual to the custody of the facility and ends with their release from custody.

The current program requirements include but are not limited to: intake medical screening, admissions evaluation, triage, sick call, care of medically fragile Individuals in Custody, pharmacy services, medical clearances for intra and inter-agency transfers, work clearances, and the continuing care of identified health problems, detoxification, Medication Assisted Treatment, involuntary medications, coordination/scheduling of offsite services such as visits to specialists, diagnostic offices, hospitals, or other community providers, discharge planning, and emergency 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) (2018), including all updates throughout the life of the agreement. The successful proposer (referred to herein as the “Provider”) will provide for medical health staffing and services that meet or exceed the 2021 NCCHC standards including Medication Assisted Treatment Programs (MAT) standards.

The Provider will be expected to comply with minimum jail standards as defined by the Oregon Revised Statutes, including specifically ORS 169.076 (5), including all updates throughout the life of the agreement. The Provider will be expected to remain current including all updates throughout the life of the contract. The Provider will also be expected to comply with, and provide evidence such as certificates, documents, or licensure of, its compliance with the Oregon Medical Practice Requirements.

C.3 Services to be Provided.

C.3.1. General Health Care Services.

• ADMISSIONS EVALUTIONS. The Provider shall provide a health care professional as needed by corrections staff, to complete medical admissions evaluations for Individuals in Custody brought to the facility in accordance with the medically established threshold criteria mutually approved by the Provider and the County.

• INTAKE SCREENING. An intake screening of an Individual in Custody shall be performed upon entry, not to exceed six (6) hours after the arrival at the facility and before the Individual in Custody enters the general population of the facility.

• HEALTH ASSESSMENT. A health assessment of an Individual in Custody shall be performed as soon as possible, but no later than fourteen (14) calendar days after the Individual in Custody’s arrival at the facility. The health assessment shall follow industry standards.

• TRIAGE. A health care professional shall triage all heath care requests initiated by Individuals in Custody or appropriate facility staff. Such assessment for Individuals in Custody shall occur on a timely basis and in a clinical setting. A physician and/or physician extender shall be available to see identified Individuals in Custody as needed, but no less than twice per month.

C.3.2. Detoxification and Withdrawal.

• The Provider shall have a protocol to provide intoxication and withdrawal treatment, support, and medical services for drug and/or alcohol addicted individuals in custody (NCCHC J-G-06 and J-G-08).

• The Provider shall provide intermittent monitoring of the Individual in Custody showing signs of intoxication or withdrawal to determine the health status of those individuals in compliance with facility policy and best practice standards.

• The Provider shall provide medically appropriate detoxification treatment for Individuals in Custody.

C.3.3. Medical Clearance.

• The Provider shall outline a protocol to provide evaluation and medical clearance for work release programs facilitated by County.

• The Provider shall outline a protocol to provide evaluation and medical clearance for in-custody work programs facilitated by County.

• The Provider shall outline a protocol to provide evaluation and medical clearance for inter-agency transfers facilitated by County, to include protocols for records sharing and medication supply during transport.

C.3.4. Medication Assisted Treatment.

• The Provider shall work in coordination with County Health program for Medication Assisted Treatment (MAT) for the treatment of opiate addiction or third-party service provider selected by County.

o Such MAT program will sustain ongoing treatment for the complete duration of the Individual in Custody’s incarceration and may include induction of MAT.

• The Provider must provide Methadone accessibility, or other appropriate treatment program, to pregnant addicted Individual in Custody.

C.3.5. Care Of Medically Intensive Individuals in Custody.

• CHRONIC CARE. A chronic disease/illness program shall be available to medically fragile Individuals in Custody to decrease the frequency and severity of symptoms, prevent disease progression and complications, and improve function of the affected individuals. A roster of such individuals shall be maintained at all times.

o Such care shall entail the development and implementation of individual treatment plan(s) by a qualified clinician specifying instructions on diet, medication, diagnostic testing, and frequency of follow-up medical evaluation.

o Therapeutic diets will be monitored and adjusted by a qualified healthcare professional. Nutritional supplementals not available under the agreement with the facility’s food service provider shall be ordered by and are the fiscal responsibility of the health care provider.

o Such care shall provide identification, testing, counseling, education, care, treatment and follow-up for HIV/AIDS and AIDS related conditions as well as Hepatitis C. This responsibility shall include the provision for payment for all related medications.

o Such care shall provide identification, testing, counseling, education, care, treatment and follow-up of MRSA and related conditions. This responsibility shall include the provision for payment for medical care and pharmaceuticals.

• PREGNANCY. A qualified healthcare professional shall arrange on-site health care services for any pregnant Individual in Custody, in accordance with Industry Standards and in compliance with Oregon House Bill 2002 (HB2002) to include appropriate prenatal care, specialized obstetrical services when indicated, and postpartum care whether the pregnancy is carried to term or terminated at the individual’s determination. This care is provided at the Provider’s cost, but the Provider will not be required to arrange or bear the cost of any health care services for infants. To the extent off-site health care services are required for any pregnant Individuals in Custody, the Provider shall make appropriate arrangements for rendering such care and costs for any such off-site services shall be administered pursuant to the off-site stipulations and cost.

C.3.6. Laboratory, Pharmacy, and Pathology / Radiology Services.

• LABORATORY SERVICES. All laboratory and other testing services will be provided on-site as much as possible, with either in-house staff or contracted staff, who shall come into the facility to complete the testing in order to minimize transfer and off-site costs. Off-site laboratory services shall be administered pursuant to the off-site stipulations and cost.

o The Provider shall provide blood borne pathogen testing when it is determined that County staff or medical staff have been exposed by an Individual in Custody pursuant to OAR 333-022-0300.

o The Provider may be required to provide blood draw of an Individual in Custody pursuant to ORS 813.100 or a duly served search warrant.

• PHARMACY PROCURMENT AND DISTRIBUTION. A qualified healthcare professional will operate and manage the procurement of pharmaceuticals and medication distribution to Individuals in Custody in the facilities, including prescription, non-prescription over-the-counter medications, and psychotropic medications.

o All controlled substances, syringes, needles, and surgical instruments will be stored under security conditions acceptable to the County. The Provider shall arrange and bear the cost of removing and properly disposing of medical waste material generated.

o Prescribing, dispensing, and administering of medication shall comply with all applicable state and federal regulations regarding prescribing, dispensing, administering, procuring, and storing pharmaceuticals.

o The Provider shall use and maintain own DEA Number.

o The Provider shall have agreements in place with local pharmacies for emergency purchases of medications to avoid out of stock situations.

o The Provider will maintain and track pharmacy budgetary costs and formulary, considering current and ongoing evaluation of medication efficacy and cost value that allows generic medications to be substituted for brand name medications whenever possible.

o Pharmacy services must include Medication Assisted Treatment for addiction. A copy of the Provider’s MAT protocol, including the specific drugs prescribed, shall be provided as part of their proposal.

o FINANCIAL LIMITATIONS. The Provider must include a statement of maximum liability for costs associated with the provision of pharmacy services in the aggregate per contract year (the “Pharmacy Cap Amount”).

Such statement shall include the Provider’s guarantee to continue to provide utilization management, extend all provider discounts to the County and pay these expenses on behalf of the County, provided County meets their obligations. In the event there are amounts under the Cap Amount which remain unused, any such amounts shall be returned to the County.

• PATHOLOGY / RADIOLOGY SERVICES. All pathology and radiology services, to the extent reasonably practical considering space, cost, and availability, shall be performed on-site by qualified technicians and read by Board Certified Clinicians. Off-site pathology and radiology services shall be administered pursuant to the off-site stipulations and cost.

C.3.7. Emergency Services.

• AMBULANCE SERVICE. The Provider shall be responsible for arranging and bearing the cost of necessary ambulance services in coordination with the County which shall be administered pursuant to the off-site stipulations and cost.

• FIRST RESPONDER EMERGENCY CARE. The Provider shall administer first responder emergency medical care to any employee or visitor of the facility who requires such care. The Provider will provide Qualified Health Care Professionals trained in EMS care.

• HOSPITALIZATION. The Provider shall identify the need for any inpatient hospitalization of any Individual in Custody of the facility.

o The Provider shall schedule, and coordinate payment if Medicaid/ACA eligibility and payment is not appropriate, including but not limited to all institutional charges, physician charges, testing charges, and any and all additional charges. Costs for such services shall be administered pursuant to the off-site stipulations and cost.

o The Provider shall ensure that the healthcare status of Individuals in Custody admitted to outside hospitals is reviewed to ensure that the duration of the hospitalization is no longer than medically indicated.

C.3.8. Off-site Services.

• DENTAL. All emergent dental care services shall be coordinated with an off-site provider and shall be administered pursuant to the off-site stipulations and cost. Such provider(s) shall be located within 20 miles of the facility, unless a specialty or emergency dental provider is necessary. Services shall include:

o Basic dental services necessary to relieve pain, infection, and preserve salvageable teeth.

o Referral to a dental specialist if needed.

o Ensure provision of maxillofacial surgery services when indicated.

• SPECIALTY SERVICES. All emergent specialty care services shall be coordinated with an off-site provider and shall be administered pursuant to the off-site stipulations and cost.

• VISION CARE. All emergent vision care services shall be coordinated with an off-site provider and shall be administered pursuant to the off-site stipulations and cost.

• FINANCIAL LIMITATIONS. The Provider must include a statement of maximum liability for costs associated with the provision of off-site and other medical services in the aggregate per contract year (the “Cap Amount”). Such statement shall include the Provider’s guarantee to continue to provide utilization management, extend all provider discounts to the County and pay these expenses on behalf of the County, provided County meets their obligations.

In the event there are amounts under the Cap Amount which remain unused, any such amounts shall be returned to the County.

C.3.9. Services Not Provided.

• ELECTIVE MEDICAL CARE. Elective medical care shall not be a responsibility of the Provider or provided for under this RFP. In the event that an Individual in Custody requires elective care, the Individual in Custody or the County shall be responsible for all costs; however the Provider shall work with the County to facilitate transport to an appropriate facility. Elective medical care shall be defined as care which, if not provided, would not, in the sole opinion of Provider’s Chief Medical Officer or designee, cause the Individual in Custody’s health to deteriorate or cause harm to the Individual in Custody’s wellbeing. Decisions concerning elective medical care shall be consistent with Industry Standards.

• LONG-TERM CARE. Long-term care shall not be a responsibility of the Provider or provided for under this RFP. In the event that an Individual in Custody requires skilled care, custodial care, or other services of a long-term care facility, the Provider shall work with the County to facilitate transport to an appropriate facility.

• MENTAL HEALTH. The Provider will not be required to provide mental health counseling and/or psychiatric services except for facilitating such coordinated care as is required with County Behavioral Health or similar provider.

C.3.10. Discharge Planning.

• The Provider shall have a discharge planning process for all Individuals in Custody with a scheduled release date who are under medical care while incarcerated when care must continue after discharge.

• The Provider shall make every attempt at discharge planning when Individuals in Custody are released with short notice.

• The Provider shall provide necessary medication based on the individual need and coordinated with the community provider, but no more than a three-day supply of medication will be provided.

• The Provider shall have a pre-release transition plan developed with the County staff to provide continuity of care, post-release, to meet the NCCHC standards which include:

o formal linkages between the facility and community-based organizations;

o formal verification of health care coverage, including enrollment/reenrollment as necessary, pursuant to OHA’s Section 1115 Medicaid Demonstrations Waiver;

o lists of community health professionals;

o discussions with the Individual in custody that emphasize the importance of appropriate follow-up care and after care;

o specific appointments and medications that are arranged for the patient at the time of release; and o health information, such as problem lists, current medications, allergies, procedures, and test results will be exchanged with community clinician prior to any scheduled appointment.

• The Provider shall supply a written prescription for those medications (by either giving to the Individual in Custody directly or faxing to a local pharmacy) so that the individual may obtain needed medication in a timely manner (see Wakefield v. Thompson, 177 F.3d 1160 (9th Cir. 5/27/1997)).

C.3.11. Medical Records.

• The County expects to purchase CorEMR software to assist in the management and administration of medical records. The Provider must outline familiarity with CorEMR software and document steps to train staff in its use. In the event that the County contracts with an alternative software provider, the Provider will be expected to alter its procedures and train its staff to successfully transition to the new software system.

• The Provider shall provide the following medical records management services:

o MEDICAL RECORDS. The Provider shall maintain, cause, or require the maintenance of complete and accurate medical records for Individuals in Custody who have received health care services pursuant to NCCHC standards. Medical records shall be kept separate from Individuals in Custody's confinement records.

o HIPAA. Each medical record shall be maintained in accordance with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), and any other applicable state or federal privacy statute or regulation.

o EHR CONNECTIONS. The Provider must establish Electronic Health Records (HER) connection(s) to local hospitals and facilities when connection agreements are available.

o TRANSFER. A complete copy of the individual medical record shall be available to accompany each Individual in Custody who is transferred from the facility to another location for off-site services or transferred to another institution. The Provider shall keep medical records confidential and shall not release any information contained in any medical record except as required by published Jail policies, by a court order or by applicable law.

o AVAILABILITY. As needed to administer the terms of this service, including but not limited to any criminal or civil litigation where the physical or mental condition of an Individual in Custody is at issue, the Provider shall provide the County with access to such records and, upon request, provide copies. The Provider shall otherwise make available to the Sheriff or the County, unless otherwise specifically prohibited, at the Sheriff’s or the County's request, all records, documents, and other papers relating to the direct delivery of health care services to Individuals in Custody.

o TERMINATION. Upon termination of agreement, all medical records shall be delivered to and remain with the County and the Sheriff, as property of the County and the Sheriff's office.

C.3.12. Administrative / Equipment Requirements.

• EQUIPMENT AND SUPPLIES. The Provider shall provide all supplies and equipment to ensure effective health care of the Individuals in Custody as part of the standard monthly cost.

o The Provider shall provide and pay for all medical equipment and supplies used in the health care delivery system and shall maintain them in good working order for the life of the agreement. Such equipment remains the property of the Provider.

o The Provider may utilize medical equipment owned by the County in the performance of services under the agreement. The Provider shall ensure proper use and coordinate with the County to maintain them in good working order for the life of the agreement.

o The Provider shall be responsible for the handling and disposal of medical waste in accordance with state and local regulations.

o The Provider shall be responsible for the provision or cost of all office equipment (including laptops, desktop workstations / monitors, cell phones, etc.) except those specifically provided by the County. The County shall be responsible for providing desks, copy/fax machines, and existing telephone lines required for the administrative operation of the medical unit.

o The Provider shall be responsible for providing office supplies such as books, medical record folders, and forms, including office, printer/toner, and paper supplies, as required for the administrative operations of the medical unit.

• HEALTH CLAIMS / PAYMENT. The Provider is responsible for review and verification that all health claims/invoices are appropriate and accurate prior to payment using County funds.

o This includes adjudication/verification of services provided and accuracy of coding according to AMA guidelines.

o The Provider shall be responsible for recovery of all eligible costs this includes full knowledge and participation in the activities required by the state and federal guidelines of the Affordable Care Act.

o The Provider shall complete and return the appropriate and necessary paperwork to access the Oregon Health Plan (OHP) provider systems.

• HEALTH EDUCATION AND TRAINING. The Provider shall conduct an ongoing health education and training program for the County facility staff and related staff in accordance with the needs mutually established by the County and the Provider. The Provider shall require its staff to participate in County-required / requested training in a timely manner.

• INVOICING. The Provider will provide for monthly invoices. Documentation which may be included with the invoice includes but is not limited to staffing reports and other documentation requested by the County, including pharmaceutical and offsite care costs.

• KNOWLEDGE AND COMPLIANCE WITH APPLICABLE LAWS. The Provider shall be responsible for full, current and detailed knowledge of, and compliance with, the pertinent requirements of federal and Oregon state laws and their implementation of regulations and guidelines promulgated thereunder as they pertain to the services requested herein. All work performed by the Provider shall be in compliance with all Federal, State, County and local laws, regulations, and ordinances. Unless otherwise specified, the Provider shall be responsible for applying for applicable permits and licenses.

• STAFF. The Provider will recruit, interview, hire, train, and supervise all health care staff. Health care staff must be adequate to meet all conditions and specifications of the contract.

o All health services staff providing services under this contract must be licensed or certified to practice in the State of Oregon and comply with all current and future applicable Oregon professional practice act regulations and are able to pass a criminal background check. The Provider will track and monitor licensure compliance of all staff.

o All Provider staff will be required to pass a background check and be fingerprinted prior to working in the facility, even on a temporary basis. Any Provider employee who does not satisfy the security clearance, at the sole discretion of the County, shall not be allowed access to the facility. The Provider shall include description of background process in proposal.

o The Provider’s staff will have an ongoing duty to report law enforcement contacts to the County.

o All employees of the Provider shall adhere to the same standards in place for County employees with regard to harassment, alcohol and drug free workplace, violence in the workplace, Prison Rape Elimination Act, Electronic Systems and Equipment Use Policy, contraband control, and any other current or future policy that impacts County employees in the facility. The County may require on-site staff to sign consent to search in compliance with County policies. The County reserves the right to immediately exclude any of the Provider’s employee from the facility to preserve institutional safety and security.

o The Provider, its health care staff, employees, agents and/or subcontractors shall operate within the requirements of the County's and/or the Sheriff's posted Security policies and procedures, which impact the provision of medical services within the facility and in coordination of off-site services.

o The Provider must provide required personnel for all shifts and fully meet all expectations of NCCHC requirements and performance standards. The County will only pay for actual hours worked. The Provider’s proposal must include the following information:

Annual staffing plan that contains billing rates for all positions and information on which positions are back filled and which are not (i.e., registered nurse would be back-filled if they call in sick, the manager would have paid time off and not be back-filled).

PROPOSER shall make provisions in their staffing plan to cover periods of vacation, educational or sick time by including appropriate relief factors and per diem staff. The PROPOSER shall specify in their staffing plan relief factors.

The annual staffing plan is intended for budgeting purposes and should include a standard monthly cost.

Fluctuations in staffing will be allowed for administrative positions. The positions related to direct health care as represented in the minimum staffing plan will be required to be filled for each shift. Failure to fill those positions will result in penalties and reductions in payment. Failure to fill these positions may also be considered a breach of contract.

PROPOSER shall make provisions for an on-call Physician or Mid-Level Provider available by telephone or pager 24 hours per day and 7 days per week.

o PROPOSER shall provide monthly staffing schedules to Jail Commander, updated as needed to ensure facility staff are aware of assigned staff and scheduled work times.

• TRANSITION PLANNING. The Provider will detail their preferred transition planning process, costs involved with the transition, and the estimated time it would take to transition from the current vendor. Part of the implementation shall include a list of all staff coming onboard and associated credentials/licensure. The County intends to have a contract in place a minimum of 30 days prior to the expiration of the current contract.

C.3.13. Miscellaneous Requirements.

• AMERICANS WITH DISABILITIES ACT. The Provider shall have a thorough understanding of Americans with Disabilities Act (ADA) and be able to respond to patient’s needs with regard to ADA.

• CONSULTATION FOR PROGRAMS / SERVICES. The Provider shall provide a consultation service to the County on any and all aspects of the health care delivery system for the facilities. This includes evaluation and recommendations concerning new programs, alternate pharmaceutical options, health care delivery procedures that impact County staff, and other matters relating to this contract upon which the County seeks the advice and counsel of the Provider.

• CONTINUITY OF OPERATIONS PLAN. The Provider shall provide a contingency plan to provide for services in the event of unexpected interruptions of the normal working conditions, i.e., power failure, fire, inclement weather, riot, lock-down, labor strikes or acts of God that would preclude normal expectations.

• CULTURALLY AND LINGUISTICALLY APPROPRIATE SERVICES. The Provider shall have an understanding of Culturally and Linguistically Appropriate Services (CLAS) standards for the care of Individuals in Custody.

• GERIATRIC PATIENTS. The Provider shall have experience caring for geriatric Individuals in Custody.

• INFECTION / EXPOSURE CONTROL. The Provider shall provide an Infection Control Program that reduces the risk of in-facility transmission of infectious/communicable conditions for staff, individuals in custody, and other third-party vendor staff. The program must also include access to testing, education, and ongoing treatment. The Provider shall work collaboratively with State and Local Agencies as well as community providers.

• QUALITY ASSURANCE. The Provider shall provide for a robust quality assurance program consistent with the NCCHC Medical Quality Assurance Program, which may include but not be limited to audit and medical chart review procedures. The Provider shall include its Quality Assurance program and policies with its Proposal.

o AUDIT REQUIREMENTS. The Provider shall provide any and all requested files for the purposes of audit and review pursuant to Oregon Jail Standard J211. The Provider shall produce a quality assurance report at least biennially to coincide with County’s regular OSSA inspection, and at any such time as requested by the County.

o QUARTERLY MEETINGS. The Provider shall provide for NCCHC required quarterly quality assurance meetings to be held between Jail Commander, Contract Administrator, and the Provider’s staff.

o OTHER MEETINGS. The Provider shall participate in other regularly scheduled or ad-hoc meetings as determined by Jail Commander for the purposes of partnership with off-site providers, other County department staff (e.g., Behavioral Health), etc.

o QUARTERLY REPORTS. The Provider shall provide quarterly health care reports concerning the overall operation of the health care services program, the expenditures under such program, and a reporting of remaining cap funds available for Pharmacy Services and Off-Site Services (including but not limited to dental, vision, radiological / laboratory, emergency, and specialty services).

SECTION D – PROCUREMENT REQUIREMENTS AND EVALUATION

D.1 Pre-Proposal Site Visit.

A pre-proposal site visit will be held at the date and time listed in the Schedule provided in Section B.2. Prospective Proposers’ participation in this conference is mandatory.

The purpose of the pre-proposal site visit is to:

• Provide a tour of facilities and access to medical units of facilities;

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the pre-proposal site visit are not binding upon the County. Proposers may be asked to submit questions in writing.

D.2 Proposal Requirements.

D.2.1 Submission Requirements. Proposals should follow the format and reference the sections listed below. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information. Proposers shall submit one original and three

(3) additional copies. In addition, Proposers should include one digital copy of their Proposal or USB that is in PDF format. Proposals shall be submitted in sealed packages or envelopes. To ensure proper identification and handling, all packages and envelopes shall be clearly marked as follows:

Correctional Medical Health Services RFP Proposal Attn: Captain Mike Browne Yamhill County Correctional Facility 535 NE 5th Street McMinnville, Oregon 97128

Electronic Media Proposal File Formats and Naming: Respondents shall submit along with the hard copy proposals, one (1) electronic version of the Technical Proposal and one (1) electronic version of the Price Proposal on separate removable devices (e.g., thumb drive) as PDF files.

D.2.2 Proposal Content Requirements. All Proposals must submit a response that includes the following information:

A. Transmittal Letter. The Proposer shall include a brief letter with its proposal, addressed to Yamhill County, which provides the following information:

1. Name and address of the Proposer;

2. Name, title, and telephone number of the contact person for the Proposer;

3. A statement that the proposal is in response to this RFP and that the proposal, and the prices contained therein, shall be valid for ninety (90) days after submission deadline for proposal; and

4. The signature typed name and title of the individual who is authorized to commit the Proposer to the proposal.

B. Technical Proposal. The Proposer shall include a technical proposal which shall address each item listed below:

1. Introduction. Proposals must include the following information:

a) Provide a general company overview, with the following information included (at minimum):

(1) Date organized to provide health care services in institutional and correctional facilities;

(2) Corporate background and depth of support, including description of parent company, if any;

(3) Number of employees outlined as:

a. Number of key employees available to perform the contract;

b. Number of permanent full-time key professional employees, listed by professional classification, with a pay plan for assigned personnel included in the proposal; and

c. Any subcontractors you wish to use. All subcontractors must be pre-approved by the County and must be documented with a contract consistent with the County/Proposer contract. A copy of all subcontractors’ contracts must be provided to the County before service begins;

(4) Number of years doing business under present name and prior names; and

(5) Company annual report and most recent financial statement.

b) Describe current contracts or business with other similar institutions or correctional facilities, including:

(1) Name of the client;

(2) Date and term of original contract;

(3) Type of contract and dollar value; and

(4) References, including physical and email addresses and phone contacts.

2. Statement of Qualifications. Proposals must include a Statement of Qualifications that satisfies the following requirements:

a) The Proposer must be organized for the purpose of providing correctional medical and mental health services and must have five (5) years previous correctional medical and mental health experience, with proven effectiveness in administering large scale corrections medical services programs.

b) The Proposer must have a proven ability for contract start-up by August 27, 2024. If Proposer will need time in the facility before the August 27th start date, the Proposer shall include a description of its specific needs.

c) The Proposer must have qualified and trained staff with sufficient back-up personnel to successfully complete the contract requirements. A proposal must describe how the Proposer will ensure staff compliance with facility rules and policies.

d) The Proposer must have the central office capability to supervise and monitor the program, ensuring satisfactory provision of services.

e) The Proposer must have adequate financial resources to perform the contract scope and maintain personnel and supplies at sufficient levels at all times during the contract term to comply with the contract terms.

f) The Proposer must have evidence of insurability or actual coverage for the following minimum requirements, and as may otherwise be required by law:

(1) MEDICAL MALPRACTICE/PROFESSIONAL LIABILITY. Medical Malpractice / Professional Liability insurance in an amount not less than $2,000,000 per occurrence and $4,000,000 in the aggregate, including tail coverage for any claims-made policy through the statute of limitations for services provided under the agreement.

(2) COMPREHENSIVE GENERAL LIABILITY. Comprehensive General Liability insurance in an amount not less than $2,000,000 per occurrence and $4,000,000 in the aggregate, including tail coverage for any claims-made policy through the statute of limitations for services provided under the agreement.

(3) WORKER’S COMPENSATION. Worker’s Compensation coverage as required by applicable state law.

3) Corporate Tort Claims/Legal Cases. Proposers must provide a list of any civil or administrative cases filed against the corporation or an employee, officer, or agent of the corporations in the past three years, including the case name and number, the jurisdiction where it was filed, the date it was filed, the date resolved, the resolution of the case, and a copy of the complaint filed in the case. This includes both federal and state cases. Failure to include a case will be grounds for rejecting the proposal.

C. Medical Health Substantive Proposal. The Proposer shall include a substantive proposal addressing the medical health services to be provided, specifically addressing each item listed below:

1) Business Model/Key Personnel.

a) Describe your program model and service strategy for providing Individuals in Custody health services that meet NCCHC standards.

b) Indicate what the measurable service objectives and outcomes will be. This should demonstrate what you want to accomplish and how you will know if you are successful and effective in making and impact on the target population.

c) Document your transition plan for assuming services if you are the successful proposer and document an exit plan for the end of the contract should you not be successful in the next solicitation.

2) Responsive Services to Patients.

a) The selected proposer will be required to a policy and practice of treating people confined in correctional facilities humanely and respectfully. Provide a copy of your policies, procedures, company standards, or training that sets out the expectations of Proposer’s staff in regard to treatment of patients.

b) Describe the minimum level of staff required to meet the stated scope of work and meet NCCHC standards.

c) Describe your planned operational staffing levels.

d) Describe the method that will be used to assure complete staffing including an organizational chart.

e) Include a discussion on your ability to track and care for chronic needs of Individuals in Custody.

f) The County has an interest in minimizing the cost of transporting, hospitalization, and outside treatment while still meeting NCCHC standards of quality care. Describe your strategy to reduce transportation costs and detail how you will provide primary care in the facility.

g) Include your current process for determination of medically necessary procedures and authorization process for off-site procedures.

3) Staff Retention and Recruitment.

a) Demonstrate that you have a proven system of recruiting and training staff and have adequate support staff at the central office to assume the administrative functions of the agreement.

b) Describe how your company staff salaries fit within the US Department of Labor for Oregon wage scales.

4) Third Party Insurance/Medicaid Knowledge and Capabilities.

a) Describe your work with insurance companies, Medicaid, and Medicare.

b) Include knowledge of Oregon legislation as it affects correctional facilities’ abilities to bill private and governmental insurances.

5) Discounted Provider Network.

a) Provide examples of your experience in making a discounted provider network available for high quality Individual in custody offsite care.

b) Give general ranges of discounts you’ve been able to acquire.

c) Demonstrate your ability to negotiate with all types of health entities (ambulance companies, dentists, specialists, etc.) in order to save tax dollars while still providing accessible, high quality health care.

6) Pharmacy Services.

a) Describe your pharmacy program and provide your source of medications. Describe your experience with the Oregon Board of Pharmacy, and detail how you will comply with inspections and other Oregon Board of Pharmacy laws.

b) Supply a list of standard formulary with proposal and alternative administration for Individuals in Custody with swallowing issues, or history of hoarding (palming or cheeking) medications and causing a facility security situation.

c) Describe how you will comply with security procedures and how you will handle all controlled substances, syringes, needles, and surgical instruments.

d) Indicate if you are willing to join a regional pricing consortium if you are not already a part of one.

7) Medication Assisted Treatment Programs (MAT). Describe your approach to supporting in-custody MAT programs operated by a third-party provider. Describe the protocols and criteria that you will put in place for continuing community MAT, detox, tapering, and induction. For continuing community MAT, explain how providers will address a patient who tests positive for both MAT drugs and other street drugs (meth, cocaine, heroin, etc.). Detail your work with pharmacies, other agencies, and offsite providers.

8) Discharge Planning/Continuity of Services. Describe your discharge planning policies and procedures. Tell us about your work connecting patients to services and explain your work connecting releasing individuals in custody with state, federal, and county agencies. Describe your philosophy behind discharge planning.

9) ADA Knowledge. Describe your knowledge and experience with the Americans with Disabilities Act. Describe your policies for response to patients and support of your clients. Give examples of particularly challenging cases and your remedies offered.

10) CLAS Federal Standard Knowledge and Experience. Describe any experience you may have with CLAS Federal Standards or strategies you use to ensure culturally and linguistically appropriate services.

11) Infection Control Programs. Describe your infection control programs. What strategies and programs do you have to reduce the risk of disease transmission? Give details regarding your work with partner agencies and offsite health care providers. Be sure to include any statistics available which demonstrate the efficacy of your program.

12) Electronic Health Records. Explain procedures to transfer medical information between agencies due to transfer of Individuals in Custody to other facilities. Include a discussion of how they are protected from unauthorized disclosure.

13) Reporting Capabilities (Ad Hoc and Standard Suite).

a) Provide a sample of a typical reporting suite you offer to your clients. All report samples shall be submitted in electronic format only. Reports shall be in a separate file labeled “Sample Reports” on the electronic medium.

b) Describe your ability to respond to Ad Hoc reporting requests and your average turnaround time for Ad Hoc requests.

c) Provide any other sample reports available for review.

14) Quality Assurance/Improvement Programs.

a) Describe your quality assurance program, how it works, include sample reports, company standards that must be met and process for improvement. Clearly discuss how this meets the NCCHC standard for continuous quality improvement.

b) Describe your process for timely response to regular and emergency health care services grievances.

Describe how you will handle complaints from County staff. Provide detail of grievance procedures.

Describe, by use of an example or other detail, types of complaints the applicant has determined to be a client grievance.

c) Describe your internal monitoring system for assuring operational efficiency and effectiveness, fiscal integrity, compliance with current rules and regulations, and contract performance requirements.

d) Explain your methods for identifying and preventing deficiencies in quality of service performed by the Proposer’s staff or subcontractors before the level of performance becomes unacceptable.

D. Cost. The Proposer shall include with its proposal the following information related to cost of services:

1) Using the data provided in the background information section as a guide, and your understanding of the RFP requirements, provide your company’s Proposed Total Cost for one year and an estimate of ongoing costs up to six total years. The proposal should address the full Scope of Services to be provided. If your company can offer another pricing strategy (Capitation, Capitation with Pharmacy and Offsite priced separately, etc.) describe in detail and project total cost for six years.

2) All proposals must contain a per diem cost for average daily populations over 200 individuals in custody.

3) Describe how you achieve favorable billing rates with local hospitals for emergency and in-patient care, and your contracting strategy to achieve this goal and provide examples of agreement terms that you have reached with hospitals near your facilities including the length of time the contracts…