2FINAL RFP 2024-19 COXSACKIE RMU.pdf

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Request for Proposals (RFP) # 2024-19

Operation of a 60-Bed Skilled Nursing Services Program

Within the Coxsackie Regional Medical Unit

Issue Date: August 9, 2024

Proposal Due Date: October 22, 2024, by 3:00 P.M. EST

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

The Harriman State Campus, 1220 Washington Avenue, Albany, NY 12226-2050 I www.doccs.ny.gov

Notice to Bidders

1. Read the entire RFP document. Note the key issues such as: critical dates, qualifying and mandatory requirements, services required, and proposal packaging requirements.

2. The successful Bidder must be able to provide the management and staffing for the operation of a 60-bed skilled nursing services program within the Coxsackie RMU. Only one contract will result from this RFP.

3. Bidders are permitted to communicate with the designated contact ONLY. Note the name, address, phone numbers and email of the designated contacts. (See Section II – Designated Contact).

4. Any amendments, clarifications, responses to questions, and updates to this RFP will be posted on the NYS Contract Reporter website (http://www.nyscr.ny.gov/) and the DOCCS website (https://doccs.ny.gov/procurement-opportunities ).

5. It is the responsibility of the bidder to address all amendments, clarifications or updates pertaining to this

RFP. All applicable amendment information must be incorporated in the bidder’s proposal.

6. Take advantage of the Questions and Answers period. All questions must be submitted in writing to the designated email address by the date and time specified in Section III - Key Events/Dates.

7. Review the RFP document and your proposal. Make sure all requirements are addressed and all submission copies are identical and complete.

8. Complete and submit with your proposals all required forms. All required forms are either included or links are provided for the latest revised documents available online.

9. Package your proposals as instructed in Section XIII - Proposal Submission. Ensure your proposal conforms to the packaging requirements. Proposals not packaged accordingly may be deemed non-responsive.

10. Submit your proposal so that it is received by the designated due date and time (see Section III – Key

Events/Dates). DOCCS will not consider for award proposals received after the due date and time indicated.

http://www.nyscr.ny.gov/ https://doccs.ny.gov/procurement-opportunities

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Glossary of Terms

Acute Care Providing or concerned with short-term care especially for serious acute disease or trauma

Assisted Living Housing for elderly or disabled people that provides nursing care, housekeeping, and prepared meals, as needed.

Bid or Offer or Proposal The formal written response to this document.

Bidder or Offeror or Proposer Any person, partnership, firm, corporation, or other authorized entity submitting a proposal pursuant to this solicitation.

Clinics Physician provided services within a correctional facility.

Commissioner Commissioner of the Department of Corrections and Community Supervision or duly authorized representative

Contractor The successful bidder awarded a contract as a result of this RFP DOCCS Department of Corrections and Community Supervision DOH New York State Department of Health DSH Deputy Superintendent of Health EST Eastern Standard Time Facility Correctional Facility

FHS1 DOCCS’ Clinic Scheduling System. The contractor will be given access.

Hub A group of correctional facilities within the same geographic region.

Infirmary A place/location in a prison for the care of the infirmed, sick, or injured incarcerated individual.

Incarcerated Individual Convicted felon that is incarcerated

Long-Term Care

Refers to a continuum of medical and social services designed to support the needs of people living with chronic health problems that affect their ability to perform everyday activities. Long-term care services include traditional medical services, social services, and housing.

NYCRR New York Codes, Rules, and Regulations PREA Prison Rape Elimination Act Request for Proposals (RFP) This solicitation document.

Regional Medical Director (RMD) Serves as Chief of Services of a particular region and is responsible for the development, implementation, and administration of services within that region.

Regional Medical Unit (RMU)

Inpatient units designed to provide sub-acute and long-term care for incarcerated individuals whose health care needs can be more optimally accomplished that in facility infirmaries, yet do not warrant admission or continued stay in a community-based hospital.

Senior Utilization Review Nurse (SURN)

A DOCCS Health Services employee who works to ensure that incarcerated individuals health care is consistent with community standards and is delivered in the most efficient and cost-effective manner. Works collaboratively to ensure DOCCS policies and procedures are being adhered to.

Sub-Acute Is a level of care needed by a patient who does not require hospital acute care, but who requires more intensive skilled nursing care than is provide to the majority of patients in a skilled nursing facility, Utilization Review (UR)

The review to determine whether health care services that have been provided, are being provided, or are proposed to be provided to a patient are medically necessary. The review can be undertaken prior to, concurrent with, or subsequent to the delivery of such services.

Vendor Any individual or entity doing business with New York State.

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Table of Contents Notice to Bidders Glossary of Terms

I. Overview………………………………………………………………………………….………………….6 II. Designated Contact III. Key Events/Dates IV. Mandatory Site Visit V. Bidders Qualifications to Propose VI. Scope of Services VII. Transition VIII. Supplies IX. Technical Proposal A.Minimum Bidder Qualifications X. Administrative Information ........................................................................ …………………………23

A. Method of Award………………………………………………………………………………………23 B. Price…………………………………………………………………………………………………….23 C. Term of Contract……………………………………………………………………………………….23 D. Modification of Contract……………………………………………………………………………….23 E. Method of Payment……………………………………………………………………………………23 G. Price Adjustment (Escalation/De-escalation)……………………………………….………………25

XI. Contract Clauses A. Freedom of Information Law / Trade Secrets………………………….…………………………..25 B. Conflict of Interest………….……….…………………………………………………………………25 C. Subcontracting…………………….…………………………………………………………………..25 D. Debriefing………………….…………………………………………………………………………..26 E. Protest Procedures………………….………………………………………………………………..26 F. Termination………………….…………………………………………………………………………26 G. Ethics Compliance……………………….……………………………………………………………27 H. Indemnification………………………….……………………………………………………………..27 I. New York State Vendor File Registration……………………..…………………………………….27

XII. Legal Required Forms XIII. Procurement Rights XIV. Proposal Content

A. Mandatory Requirements (Pass/Fail)……………………….………………………………………46 B. Technical Proposal (70%)……………………….……………………………………………………47 C. Diversity Practices Questionnaire (5%)………………….………………………………………….47 D. Cost Proposal (25%)………………………….……………………………………………………….47

XV. Proposal Submission A. RFP Questions and Clarifications……………………….…………………………………………..47 B. Proposal Packaging and Submission………………………….……………………………………48 C. Proposal Due Date…………………….……………………………………………………………...48

XVI. Proposal Evaluation Criteria and Selection Process A. Proposal Evaluation and Scoring…………………….……………………………………………...49 B. Final Composite Score (100%)…………………….………………………………………………...50 C. Notification of Award……………………….………………………………………………………….50

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Attachment A – Appendix A, Standard Clauses for New York State Contracts Attachment B – Application Cover Sheet Attachment C – Cost Proposal Form and Historical Data Attachment D – Bid Declination Form Attachment E – Legal Required Forms Attachment F – M/WBE and EEO Requirements & Forms Attachment G – Diversity Practices Questionnaire Attachment H – Bid Submission Checklist Attachment I – DOCCS Directives, Health Services Policy Manual & Training Manual

• Directive 2216 - Fingerprinting/Criminal History Inquiry-New Employees and Contractors

• Directive 2612 –Incarcerated Individuals with Sensorial Disabilities

• Directive 2614 – Reasonable Accommodations for Incarcerated Individuals with Disabilities

• Directive 2810 – Information Security Policy

• Directive 4027 – Sexual Victimization Prevention & Response

• Directive 4322 – Tuberculosis Control Program

• Directive 4936 - Search of DOCCS Employees

• Health Services Policy 1.13 – Regional Medical Unit Admission-Discharge Process

• Health Services Policy 1.18 – Tuberculosis

• Health Services Policy 1.51 – Hospital Admissions and Discharges

• Health Services Policy 3.02 – Medication Orders within DOCCS Facilities

• Health Services Policy 4.04 – Access Use and Disclosure of Protected Health Information

• Health Services Policy 4.06 – Regional Medical Unit and Infirmary Health Records

• Health Services Policy 7.04 – Safe Patient Handling Program

• Health Services Policy 7.19A – Facility-Based Continuous Quality Improvement Committee

• Health Services Policy 7.21 – Mortality Review

• Health Services Policy 8.05 – Occurrence Reporting

• Training Manual 7.150 - Orientation Program for Per Diem and Non-Departmental Employees

Attachment J - New York State DOCCS Facilities and Regional Map Attachment K - Service-Disabled Veteran-Owned Businesses (SDVOB) Attachment L – Appendix B, General Specifications

NYS DEPARTMENT OF CORRECTIONS AND COMMUNITY SUPERVISION

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

REQUEST FOR PROPOSALS # 2024-19

Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

I. Overview

The New York State Department of Corrections and Community Supervision (DOCCS) is responsible for the care and custody of Incarcerated Individuals statewide and supervision upon their return to the community. Every general confinement correctional facility has a health unit consisting of exam rooms, a nurse’s station, an emergency treatment room, and medical records area. Many facilities also have an infirmary for monitoring patients and providing basic nursing care. The DOCCS currently operates five (5) Regional Medical Units (RMU’s) located on the grounds of the Bedford Hills, Coxsackie, Fishkill, Mohawk (Walsh), and Wende Correctional Facilities. The RMU’s are inpatient units designed to provide sub-acute and long-term care for incarcerated individuals whose health care needs can be more optimally accomplished than in facility infirmaries, yet do not warrant admission or continued stay in a community-based hospital. Each RMU serves multiple facilities in a common geographic area, referred to as a “hub.”

DOCCS is seeking a qualified vendor to provide 24/7 management and staffing of the 60-bed Coxsackie RMU in general compliance with 10 NYCRR Section 415 for Nursing Homes and community standards, and help ensure that DOCCS meets the following goals:

• Costs will be contained without compromising care.

• The program will support efficient and effective use of DOCCS security resources.

• Day-to-day operations of the program will contribute to positive community relations and good order of the facility.

II. Designated Contact

All inquiries concerning this RFP will be addressed to the following Designated Contacts:

PRIMARY CONTACT ALTERNATE CONTACT

Krystal Allery Meyreato Campbell

NYS Department of Corrections and Community Supervision

NYS Department of Corrections and Community Supervision

Division of Support Operations/Contract Procurement Unit Division of Support Operations/Contract Procurement Unit 550 Broadway 550 Broadway

Menands, New York 12204 Menands, New York 12204 Voice: 1-518-486-5283 Voice: 1-518-486-5283

Email: doccscontracts@doccs.ny.gov Email: doccscontracts@doccs.ny.gov

ALTERNATE CONTACT

Rebecca Snyder

NYS Department of Corrections and Community Supervision

Division of Support Operations/Contract Procurement Unit 550 Broadway

Menands, New York 12204 Voice: 1-518-486-5283

Email: doccscontracts@doccs.ny.gov

Contacting anyone other than the designated contacts may result in rejection of bid. See details in Section X.A.1

– Procurement Lobbying Act.

All questions and inquiries must be submitted in writing via email, citing the particular proposal section and paragraph number no later than the date listed in Section III Key Events/Dates by 3:00 PM EST, to the doccscontracts@doccs.ny.gov email address. Please reference “RFP 2024-19” on the subject line of your email.

Bidders are cautioned to read this document thoroughly to become familiar with all aspects of the bid. Prospective Bidders should note that all clarifications and exceptions including those relating to the terms and conditions of the contract are to be resolved prior to the submission of a bid.

mailto:doccscontracts@doccs.ny.gov mailto:doccscontracts@doccs.ny.gov mailto:doccscontracts@doccs.ny.gov

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Answers to all questions of a substantive nature will be posted in the form of a formal addendum at the following websites:

DOCCS https://doccs.ny.gov/procurement-opportunitiesl and NYS Contract Reporter http://www.nyscr.ny.gov/. Any questions received after the due date and time (see Section III – Key Events/Dates) may not be addressed. The addendum will become part of the ensuing contract.

Bidders entering into a contract with the State are expected to comply with all the terms and conditions contained herein.

III. Key Events/Dates

The table below outlines the schedule for important action dates. If the State finds it necessary to change any of these dates, notification will be accomplished through an addendum to this RFP.

Event

Date

Request for Proposals (RFP) Issued August 9, 2024

Pre-Register for Mandatory Site Visit no later than

August 22, 2024 @ 3:00PM EST

Mandatory Site Visit

August 27,2024 at 9:00AM EST

Written Bidders Questions Deadline

September 10, 2024 by 3:00 PM EST

DOCCS Issues Responses to Questions (on or about) September 24, 2024

Proposals Due to DOCCS no later than

October 22, 2024 by 3:00 PM EST

Contract Start Date On or about January 1, 2025

NOTE: This is a tentative timetable, which may ONLY be modified to address the State’s needs.

IV. Mandatory Site Visit

Each bidder that intends to submit a bid is required to attend the mandatory Site Visit, which will be held on the date and time indicated in Section III – Key Events/Dates. This is the only date and time available for the mandatory Site Visit.

Alternate dates for additional site visits will not be available. It is recommended that attendees arrive at least thirty (30) minutes prior to the scheduled time of the Site Visit with photo identification (passport, driver’s license, or DMV issued identification). All clearances and other security requirements must be strictly adhered to. Weapons of any kind, cell phones, pagers, smart watches, cameras, laptops or any devices with Bluetooth/Wi-Fi capabilities or other electronic devices are strictly prohibited.

IMPORTANT: Due to security reasons, all Bidders must pre-register for the site visit by email to Tracy Yushak – Tracy.Yushak@doccs.ny.gov and Andria Pilieri-White – Andria.Pilieriwhite@doccs.ny.gov no later than August 22, 2024 @ 3:00PM EST. Each Bidder is requested to limit the number of representatives attending to two (2). In your response please provide:

1. First and Last name of each person attending;

2. Name of Organization you are representing;

3. Email address and phone number.

https://doccs.ny.gov/procurement-opportunities http://www.nyscr.ny.gov/

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

Failure to attend the mandatory Site Visit will result in rejection of proposal. Prospective bidders arriving after the substantive portion of the Site Visit begins (as reasonably determined by the facility manager) will be precluded from attending the site visit, and therefore unable to submit a responsive bid.

In accordance with State Finance Law §139-j(3)(a)(3), this mandatory Site Visit is covered by the permissible subject matter authorization. A vendor is authorized to speak with representatives other than Designated Contact(s) for the sole purpose of the site visit (to arrange attendance, during the conduct of the visit and to pose questions regarding the site).

The Site Visit will provide an opportunity for Bidders to obtain information about the required services and see firsthand the facilities within the Coxsackie Regional Medical Unit. Questions during the Site Visit will be permitted. It is suggested that the bidder note the question and ask at the end of the tour. Completion of the Site Visit Verification Form is required and will be available to sign at the time of the Site Visit.

Questions posed during the site visit will be announced and answered for all attending to hear. Further, questions raised, and verbal responses provided during the Mandatory Site Visit will be incorporated into DOCCS official response to questions (both written and Mandatory Site Visit questions) and will be distributed to all attendees of the mandatory site visit. Any questions that cannot be answered during the Mandatory Site Visit will be answered and incorporated into NYS DOCCS official response to questions. Verbal answers at the site visit are not official answers. Only answers provided by addendum are considered official.

Vendors should clearly understand that the only official answers or positions of DOCCS are those stated in writing via addendum. Verbal responses provided during the Mandatory Site Visit (or at any other time) do not represent the official answer or position of DOCCS and DOCCS shall not be bound in any way by any such verbal answer.

NOTE: If there are any questions Bidders would like addressed at the site visit, Bidders should submit them in writing, to the designated contact prior to the date of the site visit. Questions during the site visit will be permitted, however, only official responses answered via addendum will be considered official.

The deadline for the submission of all written questions is 3:00 p.m. on the date listed in Section III Key Events/Dates. All questions should be submitted via email to the Contract Procurement Unit at doccscontracts@doccs.ny.gov. Please reference “RFP 2024-19” on the subject line of your email. Official answers to all written questions will also be posted on the DOCCS and New York State Contractor Reporter websites on or about the date listed in Section III – Key Events/Dates.

V. Bidders Qualifications to Propose

1. Minimum Bidder Qualifications

Bidders are advised that the State’s intent is to ensure that only qualified and reliable contractors enter into a contract to perform the work as defined in this document.

The State considers the following qualifications to be pre-requisites in order to be considered as a qualified Bidder for purposes of this solicitation. Any bidder who cannot provide evidence of meeting these requirements will be considered non-responsive and that bidder’s proposal will be immediately rejected, prior to the scoring process.

o Bidder must have a minimum of five (5) years’ experience in a correctional setting providing the management and staffing for the operation of a 50+ bed skilled nursing services program. Note: This pertains to the organization and is not required of each individual staff member.

2. Mandatory Submissions

Bidder must submit the following requested documents with their proposal. Bidders who fail to provide all of the mandatory submissions will be disqualified.

o Bidder must provide table of organization for staff to be assigned to the Coxsackie RMU including, but not limited to a health services administrator, full-time, and Hospice Care experienced medical director, and compliment of administrative and nursing staff.

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit o Bidder must provide a comprehensive list of all staff titles which includes job descriptions and education/certification requirements in accordance with industry standards. Proof of certification for staff designated for the RMU will be required of the selected bidder.

o Bidder must provide a copy of the Bidder’s audited financial statement from the last two (2) years demonstrating that company is fiscally sound.

o Bidder must provide a cover letter that confirms that the Bidder understands all of the terms and conditions contained in this RFP and will comply with all the provisions of this RFP. Further, should the contract be awarded to your company, you would be prepared to begin services as noted in Section III – Key Events/Dates. The cover letter must include the full contract information of the person(s) DOCCS shall contact regarding the bid and must also include the name(s) of principal(s) of the company responsible for this contract, their function, title, and number of years of service with company. A Bidder Representative authorized to make contractual obligations must sign the cover letter. The letter must also state whether or not subcontractors will be used, and the name, address, and intended role of each proposed subcontractor (see Section XI, C. – Subcontracting).

Bidders must address the Minimum Bidder Qualifications and provide the Mandatory Submissions in their Technical Proposals.

VI. Scope of Services

This section describes the services that are required to be provided by the selected bidder. The selected bidder must be able to provide all of these services, at a minimum, throughout the contract term.

The contractor shall provide 24/7 management and staffing of the 60-bed Coxsackie Regional Medical Unit in general compliance with 10 NYCRR Section 415 for Nursing Homes and community standards, and help ensure that DOCCS meets the following goals:

• Costs will be contained without compromising care.

• The program will support efficient and effective use of DOCCS security resources.

• Day-to-day operations of the program will contribute to positive community relations and good order of the facility.

The contractor must provide the following services, in accordance with RFP, all applicable laws, regulations and DOCCS policies (see Attachment I):

A. Administrative Management

1. Maintain the necessary staffing levels to care for the targeted patient population in accordance with industry standards and NYS Labor Law, Article V, Section 167 - Restrictions on Consecutive Hours of Work for Nurses.

2. Failure to meet the standards listed in Item #1 may subject the Contractor to fiscal penalties.

3. Monitor the staffing pattern and adjust as needed. Any proposed/necessary staffing changes will be communicated to the DOCCS on-site contract monitor, the Deputy Superintendent of Health (DSH), on a weekly basis. The DSH reports to the Superintendent and is the primary point of contact for health care.

4. Hold weekly administrative staff meetings with on-site contract monitor (DSH) to review operational issues, patient concerns, etc. and maintain meeting minutes.

5. Maintain all appropriate staff credentialing or job specific certifications as specified in the table of organization/list of staff titles (see Section V - Mandatory Requirements) and be able to demonstrate/provide upon request.

B. Quality Improvement Program

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

1. The Quality Improvement (QI) Committee at Coxsackie Correctional Facility will document practices that are undertaken to meet the health unit’s established goals and objectives for quality care, access to care and utilization of resources. The vendor must establish its own facility-based QI program as an extension of the Division of Health Services Quality Improvement Program (Health Services Policy 7.19 “Continuous Quality Improvement Committee”). The facility-based QI Committee will utilize, but not be limited to, the assessment tools established in the Division of Health Services’ Quality Assessment Tools Manual.

2. Provide occurrence reporting and mortality review in coordination with DOCCS, consistent with Health Services

Policies 7.21 “Mortality Review” and 8.05 “Occurrence Reporting” (see Attachment I).

3. Monitor suicide prevention initiatives in coordination with the Mental Health provider; in collaboration and agreement with DOCCS Quality Improvement Program, the Commissioner’s Mandatory Suicide Prevention Initiative and Health Services’ syllabus.

4. Provide program reports on a regular basis; no less than quarterly, or upon request (format to be discussed after contract award)

C. Admission/Discharge Process

1. Formalize a mechanism for regularly reviewing patients’ medical status which incorporates the requirement for all placement decisions to be approved by DOCCS.

2. Collaborate with DOCCS Senior Utilization Review Nurses (SURN’s) to accept patients to the RMU as soon as possible by reviewing needs, developing policies to care for as required, and obtaining any necessary specialty equipment (vendor will initiate request, DOCCS will purchase), in accordance with Health Services Policy 1.51 “Hospital Admissions and Discharges” (see Attachment I).

3. Collaborate with DOCCS Health Services classification analyst and DOCCS security to discharge patients, in accordance with Health Services Policy 1.13 “Regional Medical Unit Admission/Discharge Process” to a lesser level of care when patients’ conditions have improved enough to no longer require the RMU level of care.

4. Collaborate with DOCCS Health Services classification analyst and DOCCS security to admit patients, in accordance with Health Services Policy 1.13 “Regional Medical Unit Admission/Discharge Process” to the RMU when patients’ conditions require a higher level of care.

D. Hospice Care

1. Provide Hospice experienced staff; may be done through a contractual relationship with a community-based provider (sub-contractor).

2. Deliver a comprehensive Hospice program inclusive of nursing, medical, and social services support.

(Guidance and Ministerial support will be provided by DOCCS.)

3. Support training initiatives of the Incarcerated Individual Hospice Aide Program and assist in teaching.

4. Hold monthly support meetings and education sessions with volunteer Incarcerated Individual Hospice Aides.

E. Wound Care Management

1. Provide a comprehensive program which includes both medical and nursing evaluation on a regular basis to stage the wound healing process.

2. Evaluate every admission for risk factors, using an approved tool and adhering to Health Services’ policies and guidelines.

3. Manage resources in order to provide cost effective patient care equipment (vendor will initiate request, DOCCS will purchase) dressing supplies, and patient monitoring with the goals of wound prevention, healing, and minimization of the need for surgery and costly hospital admissions.

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

4. Provide weekly wound care team assessment for revision of care, provide on-site minor surgical debridement, and ongoing treatment evaluation.

F. Risk to Fall Program

1. Provide a comprehensive evaluation of each patient to determine the risk to fall on admission and change of condition utilizing long-term care standards.

2. Evaluate the use of patient adaptive devices and patient care equipment for proper operation and repair.

3. Evaluate and assess every fall using the quality improvement process to examine trends, outcomes, and areas for improvement.

4. Track and trend any injuries for safety and preventive measures while assuring proper treatment and prevention has been documented.

5. Provide training as per NYS Public Health Law, Article 29-D, Title 1-A – Safe Patient Handling and comply with DOCCS Health Service Policy 7.04 “Safe Patient Handling Program”.

G. Patient Education

1. Provide a comprehensive review of each patient upon admission for education needs specific to diagnosis and treatment. Written material and explanation are to be provided and documented in the medical record.

2. On an as-needed basis, but not less than quarterly, provide education on new diagnoses, procedures, etc.

3. Conduct monthly group education programs related to chronic care and other medical conditions specific to current health trends.

4. In conjunction with DOCCS counselor, provide programming opportunities within the RMU whenever possible.

H. Staff Education/Services

1. Provide a comprehensive orientation and continuing staff education program to address the requirements for American Correctional Association (ACA), long term care, infection control, Occupational Safety and Health Administration (OSHA), security and standards of practice.

2. Conduct annual clinical competency evaluations for use of equipment and procedures for the targeted patient population.

3. Utilize a tracking and reporting mechanism to assure a minimum 40 hours of annual DOCCS training consistent with DOCCS training policies (i.e., 4-hour annual HIV education).

4. Provide monthly staff educational topics including current community standard of care topics (i.e., elder care, infection control, patient rights, and long-term care guidelines) and disease, medication, and procedure specific information.

5. Suicide prevention and PREA training provided by DOCCS personnel is required for all staff working in the

RMU.

6. Provide training as per NYS Public Health Law, Article 29-D, Title 1-A – Safe Patient Handling.

I. Peer Review

1. Demonstrate a process which utilizes standard documentation criteria to assess health care delivery by a medical provider (MD, PA, NP) (including any independent contractors hired by the vendor in these titles).

2. Provide focused feedback regarding clinical outcomes in order to enhance healthcare provided.

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

3. Review shall be completed by an individual with equal or greater credentials and training no less than annually, with a goal of quarterly.

J. Medical Records System

1. Registered Information Technologist (or equivalent title) will comply with DOCCS medical records systems, and reply to all legal requests for records, in accordance with Health Services Policies 4.04 “Access, Use and Disclosure of Protected Health Information and 4.06 “Regional Medical Unit and Infirmary Health Records”.

2. Manage the formation and monitoring of forms for documentation to meet long term care, Department of Health (DOH) and DOCCS policies and guidelines.

3. Supervise clerks to ensure compliance with standards for medical record keeping.

4. Review, educate and monitor staff compliance with Health Insurance Portability and Accountability (HIPAA) and in accordance with DOCCS policies.

5. Participate in the quality improvement committee and document reviews looking for areas for improvement, in accordance with Health Services Policy 7.19A “Facility-Based Continuous Quality Improvement Committee”.

6. Develop and monitor a patient care database system.

7. Work with DOCCS in transitioning from paper-based records to an Electronic Health Record (EHR) when this initiative is undertaken by DOCCS.

K. Patient Care Database System

1. Use DOCCS’ FHS1 system to record problem list updates, medical appointments, and consultation requests.

2. Maintain a comprehensive tracking system to provide timely information and reports on topics such as assistive devices, equipment, diagnoses, admissions and discharges, Hospice program, and do not resuscitate (DNR) status.

3. Compile dietary information such as weight, type of diet, and lab information.

4. Compile data on infection control, patient assessment information, hospital admissions and Emergency Room tracking upon admission and on a quarterly basis.

L. Pharmacy Services

1. NYS DOCCS shall be responsible for the cost of all prescriptions. All filled prescriptions shall be purchased by

NYS DOCCS following acceptable State purchasing practices.

a. Vendor will be provided and abide by established DOCCS medication formulary as maintained by Central

Pharmacy Services in conjunction with the Pharmacy and Therapeutics Committee.

b. On a monthly basis, vendor will meet with DOCCS liaison to review any non-formulary medications used.

Vendor will provide further clinical justification why non-formulary medications were used. An ad hoc review of non-formulary requests may be conducted for further clarification. (A similar protocol will be followed for reviewing laboratory services that are not part of DOCCS’s separate lab contract.)

2. Non-formulary requests will be submitted by vendor for approval and will follow all protocols as outlined by

DOCCS directives and policies.

3. Contractor will write all medication orders within DOCCS facilities in conformation to Departmental policies and current State and Federal laws. (Health Services Policy Manual 3.02)

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

4. NYS DOCCS shall perform physical inspection of medication cart, medication room, emergency bag, and narcotics for compliance within DOCCS directives and policy procedures.

5. Contractor will work with third party to provide support for Total Parenteral Nutrition (TPN) and Peripheral Parenteral Nutrition (PPN).

6. Contractor will perform regularly scheduled patient-specific narcotic destruction of all medications according to Department of Health (DOH) and Drug Enforcement Administration (DEA) regulations utilizing the kiosk provided by DOCCS.

7. Vendor will comply with e-prescribing as required by New York State.

M. Occupational/Speech Services

1. Provide certified speech and occupational evaluations and a maintenance program with the goals of maintaining and/or restoring function, independence, and discharge back to general population setting.

2. Provide bedside swallowing evaluations for diet advancement and avoiding need for off-site trip appointment.

N. Registered Dietician Services

1. Provide admission evaluation, individual monitoring of patient’s weight, nutritional status, and needs on an as-needed basis (but no less than quarterly) and attend weekly patient care conference.

2. Conduct individual interviews for allergies and food related issues to develop a dietary care plan for maintenance of weight and health status.

3. Coordinate with the DOCCS dietary services for therapeutic meals.

4. Participate in the Hospice Program for dietary needs and coordinate Hospice food requests.

5. Participate in the Wound Care Program for individualized dietary needs.

6. Assist in monitoring needs for TPN, PPN, tube feedings, etc.

O. Infection Control and Employee Health

1. Ensure a comprehensive program of surveillance, monitoring, and screening, which includes drug resistant organisms, in accordance with Center for Disease Control (CDC), DOCCS and DOH recommendations and requirements.

2. Monitor compliance with DOCCS Health Services Policy 1.18 “Tuberculosis” (see Attachment I).

3. Ensure compliance with PPD testing guidelines for health care workers as directed by CDC, DOH, and DOCCS Directive #4322 “Tuberculosis Control Program” (see Attachment I).

4. Provide surveillance of communicable diseases as related to health care workers.

5. Report communicable diseases as required by DOH.

6. Provide 24-hour availability for staff support in event of occupational exposure, staff illness, or newly diagnosed patient communicable disease.

7. Provide evaluation of patient related communicable disease lab reports for initiation of infection control precautions according to CDC, DOH and DOCCS guidelines.

P. Social Services

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

1. Provide full time, on-site Licensed Master Social Worker.

2. Provide individual evaluation of family contact needs.

3. Document a psychosocial assessment on each patient.

4. Visit patients upon admission, monthly with chart documentation, upon re-admission, and in preparation for discharge and placement to assist with family contacts and channel any concerns to the appropriate department.

5. In conjunction with DOCCS, assist with discharge planning and links to community-based programs and providers for medical services.

6. Assist in identification of patients for medical parole and assist the medical providers in completing appropriate paperwork, in accordance with DOCCS Directive, 4304, “Medical Parole”.

7. Assist ministerial services with bereavement counseling for patients and staff.

8. Provide a liaison and supportive counseling for patient families.

9. Facilitate Health Care Forums to discuss patient concerns and topical issues.

10. Attend and participate in RMU monthly discharge meetings.

Q. Safety Services

1. Document and review environmental safety issues.

2. Participate in review of new medical devices and staff education.

3. Hold monthly safety committee meetings to review compliance with OSHA safety standards and demonstrate opportunities for improving safety practices.

4. Participate in Facility Disaster Plan development and implementation of drills.

R. Patient Services

1. Regularly review patient care by means of multi-disciplinary patient care conferences.

2. Provide ad hoc committees to address isolated care needs (i.e., continuous IV therapy pre-cardiac transplant).

3. Provide discharge planning and patient review instrument (PRI) certified staff members to identify needs at time of admission and facilitate transfer to community services.

4. Conduct weekly comprehensive review of off-site consultant services including transportation requirements, specific patient needs (wheelchair, ambulance, isolation precautions, medication, diet, etc.), and continued necessity in coordination with facility security and general population medical needs.

5. Participate in timely response to patient concerns consistent with DOCCS Incarcerated Individual Grievance process.

6. Provide monthly/as needed (but not less than quarterly) comprehensive patient systems review by a Registered Professional nurse for changes in condition.

7. Provide comprehensive medical evaluation by a licensed mid-level practitioner or physician upon admission, as needed, and upon discharge to include diagnosis, prognosis, and plan of care.

S. Policies and Procedures

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

1. Develop and maintain a comprehensive site-specific policy and procedure manual consistent with DOCCS policies and directives.

T. Physical Therapy

1. Provide full time, on-site Licensed Physical Therapist(s) to meet the physical therapy needs of the RMU patients.

2. Provide comprehensive evaluation on each patient upon admission and change of condition for Physical Therapy needs and abilities.

3. Develop and report on individualized plans of care for patients, outlining the patients’ goals and the expected outcomes.

4. Use exercises, stretching, maneuvers, hands-on therapy, and equipment to ease patients’ pain, help increase mobility, prevent further pain or injury, and facilitate health and wellness.

U. Security

1. The selected Contractor shall comply with all privacy and security policies and procedures of the Department (https://its.ny.gov/eiso/policies/security) and applicable state and federal law and administrative guidance with respect to the performance of this contract.

2. The Contractor is expected to provide secure and confidential backup, storage and transmission for hard copy and electronically stored information. All DOCCS data must be stored within the continental United States.

Under no circumstances will any records be released to any person, agency, or organization without specific written permission of the DOCCS. The Contractor is obligated to ensure any Subcontractor hired by Contractor who stores, processes, analyzes, or transmits data on behalf of Contractor has the appropriate security requirements in place and must be approved by DOCCS. If any breach or suspected breach of the data or confidentiality occurs, whether the breach occurred with the Contractor or Subcontractor, DOCCS must be notified immediately. If a vendor responsible security breach occurs, the vendor is responsible for developing a DOCCS approved resolution plan and implementing at the vendor’s expense.

3. The contractor is required to maintain and provide to the DOCCS, prior to the start of work and upon request, their data confidentiality plans and procedures for meeting security requirements as they relate to the deliverables and services within this RFP, including all plans as they relate to subcontractor work where applicable.

4. The contractor will develop and maintain adequate fully trained staff to respond to all stakeholder inquiries while protecting confidentiality and maintaining the security and integrity of all systems. Staff must be trained to understand and observe requirements related to confidentiality and operating guidelines for functions included in this RFP.

5. The Contractor will comply fully with all current and future updates of the security procedures of the DOCCS

And NYS Information Technology Services, as well as with all applicable state and federal requirements, in performance of this contract.

VII. Transition

1. The transition represents a period when the current contract activities performed by the Contractor must be turned over to the DOCCS, another DOCCS agent or successor Contractor during or at the end of the contract.

2. The Contractor shall ensure that any transition to the DOCCS, DOCCS agency or successor Contractor be done in a way that provides the DOCCS with uninterrupted Dialysis services. This includes, but not limited to, a complete and total transfer of services to include all data, files, reports, and records generated from the inception of the contract through the end of the contract, in a current, standard electronic format, to the DOCCS or another DOCCS agent or successor Contractor should that be required during or upon expiration of its contract.

https://its.ny.gov/eiso/policies/security

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit

3. The contractor shall provide technical and business process support as necessary and required by the DOCCS to transition and assume contract requirements to the DOCCS or another DOCCS agent or successor Contractor should that be required during or at the end of the contract.

4. The contractor shall manage and maintain the appropriate number of staff to meet all requirements listed in the RFP during the transition. All reporting and record requirements, security standards, and performance standards are still in effect during the transition period.

5. The contractor is required to develop a work plan and timeline to securely and smoothly transfer services and any data and records generated from the inception of the contract through the end of the contract to the DOCCS or another DOCCS agent or successor contractor should that be required during or upon expiration of its contract. The plan and documentation must be submitted to the DOCCS no later than four (4) months before the last day of its contract with DOCCS or upon request of the DOCCS.

VIII. Supplies

1. The contractor will provide all patient treatment supplies used in direct patient care in connection with the RMU.

Note: The contractor will not be responsible for security, custodial, laundry, laboratory, or food services or changes to specialty care. DOCCS will provide/make available the office space, office furniture, utilities, and equipment necessary to operate the RMU.

IX. Technical Proposal

1. Bidders Qualifications to Propose

A. Minimum Bidder Qualifications

Bidders are advised that the State’s intent is to ensure that only qualified and reliable contractors enter into a contract to perform the work as defined in this document.

The State considers the following qualifications to be pre-requisites in order to be considered as a qualified Bidder for purposes of this solicitation. Any bidder who cannot provide evidence of meeting these requirements will be considered non-responsive and that bidder’s proposal will be immediately rejected, prior to the scoring process.

o Bidder must have a minimum of five (5) years’ experience in a correctional setting providing the management and staffing for the operation of a 50+ bed skilled nursing services program. Note: This pertains to the organization and is not required of each individual staff member.

B. Mandatory Submissions

Bidder must submit the following requested documents with their proposal. Bidders who fail to provide all of the mandatory submissions will be disqualified.

o Bidder must provide table of organization for staff to be assigned to the Coxsackie RMU including, but not limited to a health services administrator, full-time, and Hospice Care experienced medical director, and compliment of administrative and nursing staff.

o Bidder must provide a comprehensive list of all staff titles which includes job descriptions and education/certification requirements in accordance with industry standards. Proof of certification for staff designated for the RMU will be required of the selected bidder.

o Bidder must provide a copy of the Bidder’s audited financial statement from the last two (2) years demonstrating that company is fiscally sound.

RFP 2024-19 Operation of a 60-Bed Skilled Nursing Services Program Within the Coxsackie Regional Medical Unit o Bidder must provide a cover letter that confirms that the Bidder understands all of the terms and conditions contained in this RFP and will comply with all the provisions of this RFP. Further, should the contract be awarded to your company, you would be prepared to begin services, as noted in Section III – Key Events/Dates. The cover letter must include the full contract information of the person(s) DOCCS shall contact regarding the bid and must also include the name(s) of principal(s) of the company responsible for this contract, their function, title, and number of years of service with company. A Bidder Representative authorized to make contractual obligations must sign the cover letter. The letter must also state whether or not subcontractors will be used, and the name, address, and intended role of each proposed subcontractor (see Section XI, C. – Subcontracting).

Bidders must address the Minimum Bidder Qualifications and provide the Mandatory Submissions in their

Technical Proposals.

2. Technical Proposal Narrative

Bidders are to provide detailed responses to the items below. All responses will be evaluated and scored based on the description of how Bidders address each of the following items. Reference each lettered item below in the Technical Proposal. Bidders shall familiarize themselves with all attached DOCCS policies (see Attachment I). The successful contractor will be responsible for provision of the following services, in accordance the RFP, applicable laws, regulations and DOCCS policies (Attachment I):

A. Administrative Management

1. Maintain the necessary staffing levels to care for the targeted patient population in accordance with industry standards and NYS Labor Law, Article V, Section 167 - Restrictions on Consecutive Hours of Work for Nurses.

2. Failure to meet the standards listed in Item #1 may subject the Contractor to fiscal penalties.

3. Monitor the staffing pattern and adjust as needed. Any proposed/necessary staffing changes will be communicated to the DOCCS on-site contract monitor, the Deputy Superintendent of Health (DSH), on a weekly basis. The DSH reports to the Superintendent and is the primary point of contact for health care.

4. Hold weekly administrative staff meetings with on-site contract monitor (DSH) to review operational issues, patient concerns, etc. and maintain meeting minutes.

5. Maintain all appropriate staff credentialing or job specific certifications as specified in the table of organization/list of staff titles (see Section V - Mandatory Requirements) and be able to demonstrate/provide upon request.

B. Quality Improvement Program

1. The Quality Improvement (QI) Committee at Coxsackie Correctional Facility will document practices that are undertaken to meet the health unit’s established goals and objectives for quality care, access to care and utilization of resources. The vendor must establish its own facility-based QI program as an extension of the Division of Health Services Quality Improvement Program (Health Services Policy 7.19 “Continuous Quality Improvement Committee”). The facility-based QI Committee will utilize, but not be limited to, the assessment tools established in the Division of Health Services’ Quality Assessment Tools Manual.

2. Provide occurrence reporting and mortality review in coordination with DOCCS, consistent with Health Services

Policies 7.21 “Mortality Review” and 8.05 “Occurrence Reporting” (see Attachment I).

3. Monitor suicide prevention initiatives in coordination with the Mental Health provider; in collaboration and agreement with DOCCS Quality Improvement Program, the Commissioner’s Mandatory Suicide Prevention Initiative and Health Services’ syllabus.

4. Provide program reports on a regular basis; no less than quarterly, or upon request (format to be discussed after contract award).

C. Admission/Discharge Process

RFP 2024-19 Operation of a 60-Bed Skilled Nursing…