AMENDED_ADDENDUM_3-_Bid_Conference_Transcript.pdf

P.O. Box 588500 Elk Grove, CA 95758

AMENDED ADDENDUM 3

Request for Proposal (RFP) SD23-00097 On-site Dialysis Services

Date: October 4, 2024

BIDDERS’ CONFERENCE TRANSCRIPT

The following notes are summarizations and not necessarily verbatim quotations.

Conference Attendance:

California Correctional Health Care Services (CCHCS):

Angela Ponciano, Deputy Director

CCHCS Direct Care Contracts Section:

Angelina Hirahara, Staff Services Manager II Shannon Giachello, Staff Services Manager I Kayla Jennings, Associate Governmental Program Analyst Amanda Saragoza, SSA Corrie Little, SSA

CCHCS Healthcare Invoicing Section:

Shannon Walker, Staff Services Manager III

CCHCS Medical Services:

Dr. Peter Lee, Chief Physician and Surgeon

Naphcare, Inc.

Amber Leckenby Johnathan Jennings April Moses Jan Hemming

Kidney Care Clinic Kalpesh Patel Hayk Gevorkyan

Rendevor Zack Zapinsky Joe Burk Stacy Vice Tori Ross Ryan Martin Carlos Palou Tasha Collins Clifton De Leon

MEMORANDUM Page 2 of 8

P.O. Box 4038 Sacramento, CA 95812-4038

Welcome

Good morning, everyone, and welcome to the CDCR/CCHCS On-Site Dialysis Services Request for Proposal Number SD23-00097 Bidders’ Conference. My name is Shannon Giachello and I am the Staff Services Manager I, over the Direct Care Contracts Section, Contract Support Team.

Housekeeping:

Please mute your devices to avoid background noise. We will hold an open forum for questions. We ask if you have any questions, please clearly state your name and the company you are calling from.

Introductions

I would like to introduce the Proposal Representative, Kayla Jennings. Once the subsequent contract is executed, she will be responsible for contract management.

I would also like to introduce CCHCS leadership attending our Bidders’ Conference to help answer any potential bidder questions:

• Deputy Director of Business Services – Angela Ponciano

• SSM III from Healthcare Invoicing Section – Shannon Walker

• Medical Services, Chief Physician and Surgeon – Dr. Peter Lee

Attendance:

Will the bidder representatives please introduce yourself by clearly stating your name, additional attendees and the company/firm you are calling from?

Background and Purpose:

CDCR/CCHCS currently has Dialysis Units in 4 of its Institutions.

• There are twenty-nine (29) dialysis stations in California Health Care Facility (CHCF) located in Stockton, CA. Two (2) of which shall be in private rooms. Each station has the capability of dialyzing up to four (4) patients per station per day.

• There are eight (8) dialysis stations at Richard J. Donovan Correctional Facility (RJD located in San Deigo, California, two (2) of which are in private rooms.

• There are three (3) dialysis stations at San Quentin Rehabilitation Center (SQ) located in San Quentin, CA, one (1) of which is in a private room.

• There are six (6) dialysis stations Wasco State Prison Reception Center (WSP) is located I Wasco, California., one (1) of which is in a private room.

MEMORANDUM Page 3 of 8

Important Dates

The Agreement term shall be the period of December 10, 2024, through December 9, 2027. CCHCS has the option of extending this Agreement for up to two (2) optional one

(1) year extensions, through December 9, 2029.

Please note, the deadline to submit a Letter of Intent to Bid is Tuesday, October 8, 2024.

The last day to submit questions for clarification of the RFP is October 15, 2024, and answers will be provided October 22, 2024.

The last day to submit proposals is Monday, November 1, 2024 November 4, 2024, by 4:00pm.

Please ensure you have carefully reviewed the entire RFP so that you are familiar with the proposal’s requirements, timelines, formatting, and submittals.

Small Business and Disabled Veterans Business Enterprise (DVBE):

We encourage small businesses to participate in State bidding. If you are a qualifying Small Business, please include those documents in your submitted proposal.

Although this RFP is exempt from Disabled Veterans Business Enterprise (or DVBE) requirements, the State is committed to achieving legislatively mandated goals. If you are a certified DVBE, please report your participation.

Prospective Bidders

The State of California advises that prospective bidders periodically check the websites, including but not limited to Cal eProcure, and/or other state department links for modifications to bid documents.

The State of California is not responsible for a prospective bidder’s misunderstanding of the proposal solicitation or nonresponsive proposals due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the proposal solicitations. Failure to periodically check these websites will be at the bidder’s sole risk.

Open Forum

We will now open the conference to the Bidders’ open forum for any questions you may have. You may also enter questions into the Teams chat. For any questions we are unable to answer at this time, we will provide a response in the transcript posted on Cal eProcure website.

As a reminder, please clearly state your name, and the company you are calling from.

MEMORANDUM Page 4 of 8

Question 1:

Where are these On-site facilities are located?

Response 1:

Section 1.1 Request for Proposal (RFP) Purpose On-site dialysis services at California Health Care Facility (CHCF), Richard J. Donovan Correctional Facility (RJD), San Quentin Rehabilitation Center (SQ) and Wasco State Prison (WSP).

Question 2:

Is it within the correctional facility complex or outside of Facility?

Response 2:

The dialysis unit at each institution is within the fenced perimeter, in the medical services treatment area.

Question 3:

Is the facility open 24/7?

Response 3:

There are certain shifts that you would run the clinic. The hours vary based on the number of shifts. Per Exhibit A, Provision 2: On a routine basis, Contractor will be able to provide on-site dialysis service at least three (3) shifts per day at CHCF, RJD, SQ and WSP.

Question 4:

From those facilities if a patient needs to go to the hospital is there any kind of affiliated hospital that the patient can get transferred?

Response 4:

CDCR/CCHCS institutions have emergency services available onsite as well as all support services. On-site/off-site services are also available through our specialty network. CDCR/CCHCS staff are responsible for determining medical necessity for sending patients out to the hospital.

Question 5:

Is the staffing arranged by the vendors or is it kind of any other health department staff would be a part of it?

Response 5:

See Exhibit A Scope of Work Provision 3. Services Specific to Each Institution.

MEMORANDUM Page 5 of 8

Question 6:

I noticed throughout the scope of work that they talk about transplants. What is the dialysis team’s involvement with that process?

Response 6:

Dialysis Contractor and CDCR/CCHCS shall work collaboratively per Exhibit A Scope of Work.

Question 7:

Is there a Facility Administrator for each Dialysis Unit or is there one Facility Administrator over all units?

Response 7:

Each institution has its own health care administration as well as oversite at the headquarters level.

Question 8:

1.) Is any of the current equipment owned by CCHCS at any of the four facilities?

2.) If the successful bidder is not the incumbent, will the current equipment remain on site at all four facilities, if applicable?

Response 8:

1.) CDCR/CCHCS will provide a list of provider owned dialysis equipment prior to execution of the Agreement.

2.) Exhibit A, Provision 5(A) If CDCR/CCHCS does not exercise the option to purchase installed dialysis equipment at fair market value, allow the newly awarded Contractor to either purchase Contractor’s existing dialysis equipment at fair market value or install their own dialysis equipment to be completed in its entirety no later than sixty

(60) calendar days after contract award.

Question 9:

Typical, how long are clearances taking for your facilities?

Response 9:

Usually, it is approximately 30 days.

Question 10:

Is there a mandatory training class or anything that the new team would have to go through?

Response 10:

Yes, there in-person training as well as on the computer-based training.

MEMORANDUM Page 6 of 8

Question 11:

Is the computers or electronic systems the same system at all correctional facilities?

Response 11:

Yes, our electronic health care record is one centralized system.

Question 12:

Is the clearance individual for each institution or 1 central clearance?

Response 12:

Currently our institutions are single institution clearances. Usually there’s only the facility administrator would be cleared at all of the dialysis units.

Question 13:

Does the facility provide a storage unit to store the dialysis machines/equipment?

Response 13:

The institution shall provide sufficient space suitable for administration of in-house dialysis treatment and lockable adjacent space for storage of equipment and supplies per Exhibit A, Provision 11 CDCR/CCHCS Responsibilities.

Question 14:

Can we share resources for Dietitian and Social Services between facilities?

Response 14:

Staffing levels shall be determined based on patient needs and census. Services in these classifications shall be provided to each patient weekly. See Exhibit A Scope of Work Provision 10 Contractor Staffing Requirements for more information.

Question 15:

Do all four facilities have telemedicine capabilities?

Response 15:

Telemedicine capabilities are not included as part of this Agreement.

Question 16:

Is it Dialysis Staff or Institution staff that retrieve supplies for the Dialysis Unit?

Response 16:

CHCF: Dialysis provider is responsible for bringing supplies over from warehouse. CDCR staff delivers needles to dialysis unit.

MEMORANDUM Page 7 of 8

SQ: Dialysis provider submits a request to the warehouse and CDCR warehouse staff will deliver supplies on Monday.

Wasco: Supplies are delivered to the storage container outside of the dialysis unit. Dialysis provider is responsible for bringing supplies from the storage container to the dialysis unit.

RJD: Medical Central Supply brings supplies to storage in the Dialysis building.

Question 17:

Is there any restriction on websites or application on the computers in the facility?

Response 17:

Yes, all computers and websites will need to be verified through CDCR/CCHCS Information Technology unit.

Question 18:

Is it required that there is an On-Site Registered Dietician and Licensed Clinical Social Worker required at each facility? Are there telemedicine capabilities?

Response 18:

Yes, Registered Dietician and Licensed Clinical Social Worker is required at each facility and telemedicine is not an option.

Question 19:

What are the requirements for the Dialysis Provider for medication?

Response 19:

Contractor shall provide the dialysis equipment, materials, supplies, and every other item of expense necessary to provide on-site dialysis services, per Exhibit A Scope of Work, Provision 9(F). Any other medications are the responsibility of CDCR/CCHCS.

Question 20:

What is CDCR’s policy for staff to patient ratio?

Response 20:

See Exhibit A Scope of Work Provision 3. Services Specific to Each Institution. Contractor has the responsibility to maintain staffing levels consistent with Title 22 and CFR 42 CMS Conditions for Coverage for ESRD facilities licensing requirements

MEMORANDUM Page 8 of 8

Question 21:

What is the current number of patients at each institution?

Response 21:

Census as of October 7, 2024:

CHCF: 85

WSP: 13

SQ: 3

RJD: 27

Question 22:

What is the average number of treatments at each institution?

Response 22:

Average number of treatments per month at each institution:

CHCF: 1070

WSP: 139

SQ: 78

RJD: 288

Final remarks:

“If there are no further questions, then this concludes our Bidders’ Conference for today.

Thank you to everyone joining in. A transcript of this Bidder’s Conference will be posted on Cal eProcure Friday, October 11, 2024.”