2025-045_-_QUESTIONS_AND_ANSWERS-CLARIFICATION_NO._1_-_FINAL.pdf

CONTRACTOR’S LEGAL BUSINESS NAME: ________________________________________________________

AUTHORIZED SIGNATURE: ______________________________________________ DATE: _______________

Mailing Address: 175 Main Street, Prince Frederick, Maryland 20678 Maryland Relay for Impaired Hearing or Speech: 1-800-735-2258

April 2, 2025

RFP 2025-045

CORRECTIONAL HEALTH CARE SERVICES

QUESTIONS AND ANSWERS/CLARIFICATION NO. 1

Following are questions and answers/clarification for the above-referenced Invitation to Bid. Acknowledge receipt of this document by executing the signature block provided on each page. This completed and signed document should be included with your bid. Failure to do so may subject bidder to disqualification.

1. Please confirm the bidding ADP for staffing and pricing. ADP for first quarter of 2025 is 107 inmates.

2. Will there be an opportunity to ask additional/follow-up questions? No. Final questions due by Friday, March 28, 2025 by 2:30 p.m. (local prevailing time).

3. The RFP Attachment A requires CMA coverage in the staffing plan. Please identify the CMA position.

Is it a Certified Medical Assistant or a Certified Medicine Aide? See Addendum No. 1.

4. Will the County consider a CNA/CMT dual certification position in lieu of a CMA? Yes. See Addendum

No. 1.

5. RFP Item 4.L.5; (p 33). Medication Assisted Treatment (MAT). Please identify the liquidated damage if the Contractor is found to be responsible for the diversion of MAT medications. No liquidated damages. See Addendum No. 1.

6. Please confirm the County’s intent to pursue and obtain NCCHC accreditation, with the understanding that this will require additional and higher credentialed staff. See page 19. Contractor shall be required to obtain NCCHC accreditation within eighteen (18) months of the signing of the Contract.

Questions and Answers/Clarification No. 1

7. RFP Item 3.A.3; (p 18). Facility/Equipment. “The addition of any new equipment deemed necessary by the Contractor. Any new equipment shall be purchased by and become the property of CCDC upon installation except for Contractor- owned computers, printers, or fax machines.” Calvert County Government will purchase “medical” equipment required by the Contractor within reason. This equipment shall be the property of Calvert County Government.

RFP Item 3.D.¶2; (p 19). Facility/Equipment. “File cabinets, desks, chairs, etc. that are required beyond what is already on site upon commencement of the Contract shall be provided by the Contractor. All such items shall become the property of the CCDC at the termination of the Contract with the exception of office equipment such as computers, printers, and fax machines as these will remain the property of the Contractor.” The office furniture on site at the commencement of the Contract shall remain at the conclusion. Any additional office furniture, computers, etc. purchased by the Contractor shall belong to the Contractor.

This language in Item 3.A.3 leaves the reader with the firm understanding that CCDC is doing the purchasing; however, in the “Medical Administration Area” provision (Item 3.D; p 19), it appears that the Contractor is obligated to do the purchasing. Calvert County will replace, when necessary, the furniture that was on site at the commencement of the Contract.

Contractor shall purchase any additional office equipment they may need and retain ownership of what they purchased.

Since the two provisions appear to be in conflict as to who is the obligated purchaser, will the CCDC consider the following new, single provision:

a. agree that whoever consents to being the purchaser is entitled to retain title to any medical or office equipment that is not affixed (e.g., a fixture) to the premises?

b. Further, would the County agree that whoever consents to being the purchaser is entitled to retain title to any medical or office equipment that is not affixed (e.g., a fixture) to the premises?

8. When does CCDC anticipate the new contract start date? July 1, 2025.

9. When does CCDC anticipate the opening of the new medical/mental health unit as per the RFP? As you are aware from the mandatory site visit and as stated on page 17., CCDC’s medical holding area is very limited. The remote Medical Holding unit will only be propped up when space is needed in the current Medical Holding area and Booking area. The remote unit shall only be used for Detoxification Observation and mild medical problems requiring only vital checks and medical checks. The remote unit shall only be population driven. When the remote unit is in service, it shall require at a minimum a CNA/CMT for 24-hour observation and to conduct vital checks.

10. Are there any PCs, printers, fax machines, copiers, etc. in use at the healthcare units of which will remain for use for a new vendor? One desk top computer.

11. What telehealth services are currently provided? Psychiatry and somatic.

12. What hospital(s) and specialty clinics are currently used for offsite care? Please list name.

CalvertHealth Medical Center, 100 Hospital Road, Prince Frederick, Maryland 20678.

13. Are there any current clinic backlogs for chronic care, sick call, dental off-site referrals at the CCDC?

No.

14. Are medications passed at the housing units or do the inmates come to medical? How many medication passes occur each day? Both, majority are passed out at the unit. There are three

(3) medication passes a day with an additional MAT pass.

15. How many medication carts will remain on the property for vendor use? Currently two (2) carts are used. The pharmacy vendor supplies the carts.

16. Please provide the monthly utilization information/data from July 1, 2023 through June 30, 2024 and July 1, 2024 through present available. Please make a PIA request to the current contractor.

17. What is the current CAP for the following under the current contract: None.

a. Off-site specialty care. n/a

b. Pharmacy. n/a

18. Under the past three years, how much (if any) have expenses exceeded the CAP from above question?

None.

19. Please provide a listing of each of any current health service vacancies by position. Please make a

PIA request to the current contractor.

20. Are any members of the health services personnel unionized? If so, may we have a copy of the union contract? No.

21. May we have a copy of the current salary/hourly rates paid to current health services personnel?

PIA request to the current contractor.

22. Does the CCDC prefer to keep all current subcontractors? We have no preference.

23. What has the ADP has been since 2021 and projected ADP throughout the five-year contract starting in 2025? 2021 = 119, 2022 = 95, 2023 = 104, 2024 = 126

24. How many inmates participated in your MAT program during the time period of July 1, 2023- June 30, 2024? 61.

25. How Methadone patients are in Methadone clinics during this time? How many doses were distributed? Average of two (2).

26. Please provide a copy of the 2025-2026 fiscal budget for health care services. Not available.

27. Please provide the current base contract annual fee paid to the incumbent provider. See Attachment

A to this document for bid comparison from previous bid 2021-045.

28. Please provide a copy of the current health care services agreement to include all addenda. Contract posted on eMMA with confidential and proprietary information redacted.

29. Please provide any written responses or additional released documents from the County to technical questions from any prospective vendor. All documents, including all questions an answers from any prospective vendor are and will be posted on eMaryland Marketplace Advantage (eMMA).

30. What is the anticipated start date of the health care services contract? See answer to Question #8 in this Questions and Answers/Clarification No. 1.

31. The RFP does not specify the Average Daily Population (ADP) for biding purposes. Please clarify. See answers to Questions #1 and #3 in this Questions and Answers/Clarification No. 1.

32. Are there any changes in the RFP that are different from the current health care services agreement, to include:

a. Line staff hours

b. Provider hours c.

Within the RFP staffing matrix, after review by NCCHC, all staff positions as well as credentials have increased.

33. Are there any additional staffing requirements that are contained in the language of the RFP that are not included in the staffing pattern provided? No.

34. Please provide a list of the current vacancies. See questions #19.

35. Attachment A: CCDC Key Personnel does not contain the Medical Director total hours per week.

Please clarify. Medical Director shall be on call 24 hours a day, seven days a week. Shall report as necessary.

36. Attachment A: CCDC Key Personnel core hours for Physicians Assistant/Nurse Practitioner (CRNP) indicates 8 hours per day, Monday through Friday (0700-1500); however, total hours per week is 10.

Please clarify. The RFP requires the individual to be on site two (2) hours a day Monday through Friday between the hours of 7am and 3pm to conduct sick call.

37. The Contractor shall provide in-house Medication Assisted Treatment (MAT) to opioid-dependent patients. Calvert County Behavioral Health shall provide mental health services. Please clarify the responsibility of the selected contractor and Calvert County Government. The Contractor shall be responsible to conduct the initial MAT screening during intake. The Contractor shall be responsible to conduct MAT medication pass. Calvert County Behavioral Health will complete all other MAT responsibilities.

38. Please specify and detail the mental health services provided on-site at the Calvert County Detention

Center by Calvert Behavioral Health. Same as above, initial Mental Health screening and medication pass. Calvert County Behavioral Health will complete all other Mental Health responsibilities.

39. Are any members of the medical staff represented by a union or collective bargaining unit? If so, please provide a copy of the current union agreement. See answer to Question #7 in this Questions and Answers/Clarification No. 20.

40. Is Calvert County Detention Center currently utilizing an Electronic Medical Record (EMR)/Electronic Health Record (EHR)? If so:

a. What is the current system? ERMA

b. How long has the system been in place? 2012

c. What jail management system is currently being operated? New World

d. Is the EMR system integrated with the jail management system? Yes

e. What is the transition plan for a new vendor? Contractor shall be responsible for the interface to New World.

41. Network infrastructure: Please verify:

a. Appropriate wiring/cabling for connections for: Yes

1) Computers in offices, treatment rooms, and intake/booking area.

2) Copy/print devices.

b. Network connectivity to the County network.

1) Access to the County JMS. Contractor shall be responsible for the interface.

c. Internal access via the County network.

1) Is internet access available to the health services provider? Contractor’s responsibility

d. Are wireless networks with internet access available? Yes

1) Minimum necessary – in the medical suite.

2) Preferred – throughout the facility.

42. Please provide a current inventory of medical/office equipment belonging to the County. See pages

18 and 19. Calvert County Government owned office equipment = 2 desks, 2 tall file cabinets, 2 small refrigerators, 1 computer, 2 desks chairs.

43. Attachment C. Contractor shall be responsible for annual inventory of dental instruments, first aid kits, an emergency medical bags, etc. Please clarify the selected Contractor’s financial responsibility.

First Aid kits shall be the responsibility of the Contractor. Emergency medical bag responsibility of Calvert County Government.

44. Attachment C. Contractor shall be responsible for annual inventor; however, AEDs and contents shall be the property of the Calvert County Detention Center. Please clarify the selected Contractor’s financial responsibility. None. AED is owned by Calvert County Government.

45. Who is financially responsible for the replacement or repair of the medical department’s equipment?

(Example: exam tables, medication carts, dental chair, an dental x-ray)? Calvert County Government.

46. Will the successful bidder be financially responsible for hospitalized patients prior to the inmate being received at the facility (Example: Individual suffered gunshot wound during police arrest and arrestee is arraigned at bedside in the hospital.)? No.

47. Please provide the number of inmates who died while incarcerated during the following years:

a. 2024 - 1

b. 2023 - 0

c. 2022 - 0

48. Please provide the number of inmates who attempted suicide in the following years:

a. 2024 - 1

b. 2023 - 1

c. 2022 – 1

49. Please provide the number of inmates treated for detoxification in the following years:

a. 2024

b. 2023 Approximately 88% of all new intakes.

c. 2022

50. Are there any consent decree, lawsuits, or litigation pending that will affect this new contract?

No.

51. Please provide the number of lawsuits filed for medical care in the following years:

a. 2024 - 0

b. 2023 - 0

c. 2022 - 0

52. Please provide the number of Ice and/or US Marshals inmates housed in the following years:

a. 2024

b. 2023 Average approximately 3 or 4 a year.

c. 2022

53. What is Dental services staffing? No dental services provided in CCDC. Sent out for needed dental services.

54. Dental suite availability with listed equipment. See response to question #53.

55. How many employees are on the kitchen staff? (Requires that we conduct annual physicals) 4.

56. What is the average MAT caseload? 12

57. Could you share how many opiate dependent pregnant women were booked in the last year? 4.

58. What is the current electronic health record/electronic medication record being utilized? ERMA

59. Could you explain the propose and expected services to be rendered in the new medical/mental health unit? See response to question #9.

What will be its bed capacity? Either a 20 bed unit or a 16 bed unit.

Is there a timeframe for implementation? Unit will be propped up when needed.

60. Who is the current Food service vendor? Summit Food Service, LLC, 500 East 52nd Street North Sioux Falls, South Dakota 57104.

61. When is the new contract start date? See answer to Question #8 in this Questions and Answers/Clarification No. 1.

62. What are the requirements for entry for the mandatory site visit? Mandatory site visit was already held.

63. What company is used for diagnostic testing? Responsibility of the Contractor. CCDC has no preference.

64. What company is used for xray? Responsibility of the Contractor. CCDC has no preference.

65. What company is used for medical waste disposal services? Responsibility of the Contractor.

CCDC has no preference.

66. What company is used for dental waste disposal services? Responsibility of the Contractor.

CCDC has no preference.

67. What company is used for laboratory services? Responsibility of the Contractor. CCDC has no

68. What company is used for translation services? Responsibility of the Contractor. CCDC has no

69. What company is used for durable medical supplies? Responsibility of the Contractor. CCDC has no preference.

70. What company is used to provide oxygen? Responsibility of the Contractor. CCDC has no preference.

71. What company is used for office supplies? Responsibility of the Contractor. CCDC has no

ATTACHMENT A

QUESTIONS AND ANSWERS/CLARIFICATION NO. 1