Att L- Previous Responses to Q&A for RFP 25-85248 - rtp.xlsx
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- Attached to
- RFP DOC Correctional Health ServicesBid Documents State and local contract opportunity
- Solicitation number
- 27-87787
- Issued by
- Hendricks County, Indiana
About this file
This document is a Question and Answer (Q&A) responses file for RFP 25-85248, a correctional healthcare services contract solicitation issued by the Indiana Department of Correction (IDOC). The RFP seeks a comprehensive healthcare services vendor to provide medical, mental health, and addiction recovery services across multiple IDOC facilities, including state-managed and privately managed correctional facilities. Services encompass routine primary care, chronic disease management, mental health and behavioral health services, addiction recovery and substance use disorder treatment with medication-assisted treatment (MAT) options, dental care, emergency services, dialysis, women's health services, and transitional care planning. The contract is for a five-year term with one optional one-year renewal period, exercisable solely at the state's discretion. No specific response date or site visit schedule is provided in this Q&A document, though the file references previous bidders' conferences and indicates that a bidders' conference occurred during the RFI process. The current incumbent contractor is Centurion of Indiana.
Pricing is structured as a per diem (per-day) capitation rate inclusive of all medical services, with the vendor bearing substantial financial responsibility including 100% cost liability for inpatient care for incarcerated individuals over age 64, pregnant individuals, and non-confirmed U.S. citizens not eligible for HIP 2.0 coverage. The RFP includes mandatory financial penalties for performance measure deficiencies, with the current vendor having been assessed approximately $475,000 in penalties over the past three years (CY 2024-2025 YTD), including approximately $80,000 for mental health-related penalties, $40,000 for addiction recovery/substance use disorder penalties, and $10,000 related to mental health programming requirements. The state requires evidence of financial responsibility and performance bonds at percentages of the total contract price (no reduction approved), and vendors must reimburse IDOC for seat charges ($80.15 per computer plus $52.89 for security support), VPN access ($19.62), and state email system usage ($9.33 per month). The vendor is responsible for NextGen EHR system maintenance and upgrades, interface costs for pharmacy vendor changes, and various IT infrastructure charges. Staffing must meet minimum 85% fill rates on an aggregate statewide basis, with current backlogs identified at specific facilities (Plainfield: 40 chronic care clinics and 54 sick calls; Rockville: 39 sick calls; Correctional Industrial: 30 sick calls). IDOC does not provide real-time staffing dashboards and has declined requests to reduce insurance limits or modify mandatory contract terms and penalty provisions.
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Sheet1 Q&A Responses for previous Correctional HealthCare RFP 26-85248
| Section Number | Page | Topic | Question | Responses |
| 2.3.12 | 26 | Experience Serving State Governments | Please confirm that the requirement for "Experience Serving Serving State Governments" is specific to the company's experience serving state governments, as in the company holding contracts with state governments, not simply that employees in the company may have held jobs with state governments. There have been instances in procurements in other states where a bidding company claimed the individual prior employment history of one or more of its executives as counting as "the company serving a state government". | This is specific to the "company" experience |
| 2.5 Cost Proposal | 29 | Cost Proposal Narrative | The RFP states the pricing narrative should not exceed 2 pages. Can the Department please clarify if this means 2 pages total for the whole narrative or 2 pages for each line item in the narrative? Two pages for the entire narrative would not be enough space to address the required items. | It is 2 pages total |
| N/A | N/A | Performance Measures | Several of the performance measures in the RFP are not in place in the current contract. To control costs, would the Department consider revising the performance measures to reflect those in the current contract? | No |
| 2.4.44 IDOC Provided Administrative Equipment and Services | 73 | Equipment provision and management responsibilities | Would IDOC consider allowing the healthcare vendor to assume management of all healthcare staff endpoints and associated network infrastructure within the facilities? This would enable a capable healthcare vendor with the capacity to provide immediate 24/7 technical support directly to healthcare staff reducing multiple risks. | IOT - No. Per Attachment Q, Section 2.4.44, "The IDOC will provide and maintain all facility computers and monitors". |
| 2.4.44 IDOC Provided Administrative Equipment and Services | 73 | Seat charge reimbursement structure | If the healthcare vendor is allowed to supply and maintain all healthcare endpoints and network hardware directly, would IDOC consider removing the annual seat charge? | IOT - No, per the response to question 8 |
| 2.4.44 IDOC Provided Administrative Equipment and Services | 73 | Infrastructure modifications | If the healthcare vendor is allowed to supply and maintain all healthcare endpoints and network hardware directly, would IDOC allow the vendor to utilize minimal amount of fiber needed to sustain the vendor's network? | IOT - No, per the response to question 8 |
| Solution Categories, Section 2: Vendor Hosted Cloud Tenant (Exception Based Cloud Solution) | 2 | Exception justification requirements | Cloud Tenant hosting for Healthcare IT applications - Would IDOC consider granting an exception to the cloud tenant preference if the vendor can demonstrate faster troubleshooting response times and reduced dependency on IDOC IT coordination? | IOT - Per Attachment X - Infrastructure Overview, "The State strongly prefers a cloud-based service offering. Cloud-based service offerings are required to be within a state-owned cloud tenant. However alternative solutions may be considered if they demonstrate significant value." The vendor may propose an exeption to this preference. |
Please note that any proposed cloud-based service offerings submitted in response to this RFP will need to comply at the time of solution implementation with the Risk and Assurance Management Program (RAMP) policy that is currently being developed in order to comply with a recent executive order that was handed down by Governor Mike Braun, EO 25-19. The new policy will be based on commonly accepted industry practices and standards like NIST 800-53 Revision 5 and is expected to have tiered levels of security requirements which will depend on the type of data involved, its sensitivity, and how the solution interfaces with State resources. The program and subsequent continuous monitoring requirements outlined in the policy are expected to align closely with StateRAMP dba GovRAMP best practice and is expected to be finalized and implemented by October 14, 2025. Prospective vendors should keep all the foregoing in mind as they prepare their proposals and be confident that any proposals, they ultimately choose to submit are flexible enough to accommodate commonly accepted industry practices and standards in the typical state government-required RAMP. Please visit the RAMP Cybersecurity Frequently Asked Questions page for additional information.
| N/A | N/A | Format | Can the Department please specify where respondents should submit these 3 attachments? Should they be submitted with the Technical Proposal? | There is a section labled IOT Documents, these documents should be uploaded within this section. | |
| 2.6.2 Buy Indiana Initiative (Indiana Business Preference) /Indiana Company | 30 | Proof of Certification | Can the Department please clarify what documents are needed to provide proof of a respondent's Buy Indiana certification? Would a screenshot of the Buy Indiana Application page in the Supplier Portal suffice? | Please refer to the RFP Main Document section 2.6.2, if the Buy IN is affirmatively claimd per Attachment V, the state will validate the information. | |
| 2.4.6. Staffing - Administration/Executive | 8 | Administrative/Executive Staff | The RFP narrative requires a "full-time statewide Associate Regional Director of Mental Health", but that title is not reflected on Attachment B, Staffing Document. Please clarify if the Department is requiring this position and if bidders should include this position in their staffing plan and price proposal. | The Department is requiring the position and should be included in staffing plan and price proposal | |
| 2.4.6. Staffing - Administration/Executive | 8 | Administrative/Executive Staff | The RFP requires "One full-time Manager of Systems Integration", but that position is not found on Attachment B, Staffing Document. Please clarify if the Department is requiring this position and if bidders should include this position in their staffing plan and price proposal. | We do need this position and it should be included in bids | |
| 2.4.6. Staffing - Administration/Executive | 8 | Administrative/Executive Staff | The RFP narrative requires "Two full time Administrative Assistants, one supporting physical health and one supporting behavioral health", but these positions are not found on Attachment B, Staffing Document. Attachment B, Staffing Document does have an Administrative Assistant IOT/NextGen Coordinator and an Administrative Assistant/Office Manager. Please clarify if the Department is requiring these positions and if bidders should include these positions in their staffing plan and price proposal. | IDOC is not requiring these positions, but the Vendor will see the usefullness | |
| 2.4.8 | 12 | Minimum Salaries | Can the Department please clarify where respondent's should attach their minimum salaries? Should this information be provided as an attachment to the Technical Proposal, or should it be included in the Cost Proposal to ensure that no pricing details appear in the Technical Proposal? | You can upload that as a separate attachment and upload within the Cost Proposal and label as "minimum salaries" | |
| 2 | 2 | 2.3.6 Contract Terms/Clauses | The second check box states "Confirm Respondent’s Legal Representation has read, and submitted alternative language per Attachment E." Attachment E is the PREA Questionnaire. Can the Department please confirm if this is an error and provide the correct Attachment. | This should be listed on the Attestation Form. | |
| N/A | N/A | N/A | The RFP does not discuss the new 1,000-bed program at Miami CF for ICE detention/deportation program. Does the staffing pattern in Attachment B reflect all of the positions necessary to staff this new program? | No. | |
| N/A | N/A | Utilization Data | Knowledge of, and access to, actual medication utilization data is extremely important for medical bidders to calculate an accurate bid rate in response to your solicitation if medication cost liability is that of the medical vendor. As IDOC already knows, every correctional institution is unique and utilization at IDOC is not likely the same as DOC institutions in neighboring states (or of similar size) for a respondent to project an accurate assessment of utilization. Not providing actual medication utilization data to all bidders will negatively impact IDOC’s ability to accurately determine best pricing offered by each bidder and their pharmacy subcontractor. | ||
| • | To benchmark current utilization and more importantly to ensure a transparent and fair procurement process, can IDOC please provide a detailed report for August 2025 and September 2025 in Excel of medication utilization with actual pharmacy dispensing data detailed by line item reflecting the fill date, medication name and strength, NDC number, quantity dispensed, and medication price if billed as a pass-through charge to IDOC (with patient names redacted) as an addendum to the RFP. | ||||
| o | Example: date dispensed | medication name and strength | NDC| quantity | price | ||||
| • | If this information is not available or separated from the medical vendor on monthly invoices, can they be requested to ask the subcontracted pharmacy provider to provide this information in an easily generated report? | First bullet-No Second bullet?-The monthly pharmacy report seems to have these numbers, but it has a proprietary/confidential statement on page 2 | |||
| 2.3.5 | 24 | Mandatory Contract Terms and Clauses | The penalty terms contained in the RFP are unclear and overly stringent in many respects. In addition, the performance criteria are ambiguous. For example, the RFP contains weekly penalties per facility if there are “backlogs” of more than 25 incarcerated individuals in a number of areas. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs". Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | Backlogs occur when a patient is not seen or treated in the timeframes required by Health Care Services Directives. The "more than 25" allows for lockdowns and staff shortages to be considered in the penalty terms | |
| 2.3.5 | 24 | Mandatory Contract Terms and Clauses | The RFP also does not permit the contracted healthcare company to terminate for convenience, although the current vendor's contract does allow for this. The contract provides for a five-year term with one optional renewal year, to be exercised at the sole discretion of the State. The lack of any ability for the vendor to terminate for convenience over a five- to six-year contract duration, combined with ambiguous and overly burdensome provisions of the RFP regarding penalties, performance measures and other terms, will place any company at extreme financial risk. This also has great potential to adversely impact IDOC and the patients in its care. Please revise the RFP terms to either allow the vendor to terminate for convenience with one year’s notice consistent with the language in the current healthcare contract, or to allow vendors to take exception to the termination for convenience terms of the RFP? | The RFP Main Document explains the Mandatory Contract Terms and Clauses. The State will not be changing these at this time. | |
| 2.3.5 | 24 | Mandatory Contract Terms and Clauses | The RFP does not allow a Respondent to take exception or propose alternative language to the Mandatory contract terms including: Penalties/Interest/Attorney’s Fees and Termination for Convenience. This section states that the State wishes to not deviate from the contract provided. Requireing a Respondent to accept these terms as part of the Pass/Fail evaluation is an unreasonable requirement that restricts any ability to propose alternative language that may be in the best interest of the State. This has great potential to dramatically increase the costs to the State by limiting negotations and reducing the number of respondents. The current healthcare contract deviates in these areas from the contract provided in this RFP and the previous RFP allowed alternative language to be proposed. Please revise the RFP to allow a Respondent to propose alternative language with a detailed narrative of how this alternative language will benefit the State with acceptance of any proposed language based on mutual agreement between the Vendor and the State. Additionally, please revise the RFP to remove these items from the mandatory acceptance requirement and the Pass/Fail evaulation criteria. | The RFP Main Document explains the Mandatory Contract Terms and Clauses. The State will not be changing these at this time. | |
| 2.3.6 | 25 | References | Section 2.3.6 states "Respondent should complete the reference information portion of Attachment T" and also states " The State should receive a minimum of three (3) Attachment T's from clients for whom the Respondent has provided product and/or services requested..." Please confirm that Respondent's clients are not required to complete or submit Attachment T. | Respondent(s) are to follow the instructions on the RFP Main Document section 2.3.6 | |
| 3.11 | n/a | Mental Health Needs | 3.11 states that “all patients in restrictive housing have the same access to care as those in general population.” Would the vendor still be responsible for this performance metric if access to care were not facilitated by custody staff? | Yes. If access to care is not facilitated by Custody staff, the Vendor needs to contact the CMO to address with facility | |
| 3.16 | n/a | Performance Measures - Mental Health Needs | 3.16 states that "patients with mental health needs must be offered out of cell evaluation no less than every 30 days." Will custody staff transport said patients to an exam room to enable our clinical staff to evaluate them? | Yes | |
| D8/D9 | n/a | HTN | D8/D9 state specific BP goals for certain patients under or over age 60. How is success with this measured (e.g., pass/fail; or in the case of a patient being titrated on medication)? | Pass/fail | |
| 2.4.3 | 3, 4 | Staffing | Attachment Q Section 2.4.3 says that "after being awarded the contract, when the staffing schedule is increased at the request of IDOC, the State shall negotiate either an appropriate increase in the per diem or a reduction in reimbursement for seat charges." However, later in the same section, it says, "If, at any time, the staffing plan proves inadequate in practice to meet the incarcerated individuals’ health care needs, the Vendor must increase staff hours to provide the health care needs. The cost of these additional provider hours will be the sole responsibility of the Vendor." Requiring the vendor to have sole responsibility for the cost of these additional provider hours is unreasonable. We request that this provision be removed from the RFP, and that the RFP be revised to require that any changes to contracted staffing be by mutual agreement, with compensation terms adjusted appropriately. This is an industry standard clause for contract modification that is employed when a governmental agency determines that additional staff are needed to deliver care consistent with expectations and applicable standards. | IDOC doesn't object to request | |
| 2.4.7 | 11, 12 | Staff Training | Does the IDOC have a required Trauma-Informed Care and/or Suicide Prevention training the vendor must deliver, or is the vendor able to customize our own trainings for the IDOC? | IDOC has the training. Division of Workforce Development (IDOC) conducts the training based on a lesson plan developed with medical consultation | |
| 2.4.11 | 16 | On-Call Services | 2.4.11 states that "each facility will have a physician on call after hours, weekends, and holidays." Would an advanced care practitioner (NP/PA) meet the IDOC's requirements for an on-call provider? | Yes | |
| 2.4.11 | 17 | Routine Primary Care Services | This section includes a statement that upon notice from IDOC, Vendor shall credit IDOC the specified amount for a backlog. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs." Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | See answer to question # 36 | |
| 2.4.11 | 17 | Routine Primary Care Services | Based on the IDOC's definition of backlog, what is the current backlog of sick calls for each facility? | Plainfield: 40 Chronic Care clinics, 54 MD Sick Call. Rockville: 39 MD Sick Call. Correctional Industrial: 30 MD Sick Call | |
| 2.4.12 | 18 | Periodic Health Screening | This section includes a statement that upon notice from IDOC, Vendor shall credit IDOC the specified amount for a backlog. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs." Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | See answer to question # 36 | |
| 2.4.12 | 18 | Periodic Health Screening | Based on the IDOC's definition of backlog, what is the current backlog of health screenings for each facility? | Currently no back log of health screenings | |
| 2.4.13 | 20 | Chronic Care | This section includes a statement that upon notice from IDOC, Vendor shall credit IDOC the specified amount for a backlog. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs." Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | See answer to question # 36 | |
| 2.4.13 | 20 | Chronic Care | Based on the IDOC's definition of backlog, what is the current backlog of chronic care for each facility? | Plainfield: 40 Chronic Care clinics (only facility with CC backlog) | |
| 2.4.18 | 29 | Dental Care | This section includes a statement that upon notice from IDOC, Vendor shall credit IDOC the specified amount for a backlog. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs." Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | See answer to question # 36 | |
| 2.4.18 | 29 | Dental Care | Based on the IDOC's definition of backlog, what is the current backlog for dental care for each facility? | There are currently no dental backlogs | |
| 2.4.31 | 60 | MAT/LAI Training | Section 2.4.31 states that "The Vendor agrees to ensure that enough prescribers have obtained the required training, credentialing, and DEA licenses to prescribe all forms of MAT, including partial and full opioid agonist medications." Other than being trained as a Certified Addictions Specialist, what further training does the IDOC require for staff who will work with MAT patients? | As long as the DEA license is active, the IDOC requires no further training | |
| 2.4.31 | Att Q, 61 | Addiction Recovery/Substance Use Treatment | This section includes a statement that upon notice from IDOC, Vendor shall credit IDOC the specified amount for a backlog. The term backlog is not clearly defined, and backlogs can occur as a result of custody staffing issues, facility lockdowns, and circumstances beyond the control of the healthcare provider. The penalty terms and performance criteria are extremely vague and are listed as mandatory clauses. Please provide a clear defintion of the term "backlogs." Additionally, please revise the RFP to include language that recognizes that backlogs may not be the fault of the medical provider, and in those cases, penalties will not apply. | See answer to question # 36 | |
| 2.4.31 | 61 | Addiction Recovery/Substance Use Treatment | Based on the IDOC's definition of backlog, what is the current backlog of ASR/SUD treatment for each facility? | Putnamville: 8; Pendleton: 5; New Castle: 42 | |
| 2.4.33 | 62 | SharpShooter Evaluations | Please provide a list of how many evaluations for sharpshooters have been performed annually and how many may be expected in the future. Additionally, does the IDOC or current healthcare vendor staff evaluators at the facility who handle the sharpshooter evaluations? | Currently not occurring. Health Services and ERO would like to work out a process. | |
| 1.4 | 5 | On-Site Dialysis Services | Please confirm the number of current number of dialysis patients receiving care. | 34 Adult males | |
| 1.4 | 5 | On-Site Dialysis Services | Please provide the annual dollar amounts spent on onsite dialysis services for FY 2023, FY 2024 and YTD 2025. | $300,000 + cost of attending nephrologist per year-AD 11/19 | |
| 1.4 | 5 | On-Site Dialysis Services | Please confirm if male and female patients are allowed to have treatments at the same time. | Confirmed | |
| n/a | n/a | Response | Response items in other attachments throughout the proposal are included as yellow boxes. As no boxes are included on Attachment S, please confirm if we should respond to this attachment or simply use it as a reference. | Attachment S - Scope of work is used for reference | |
| n/a | n/a | Long-Term and Transitional Care | Does the state expect that the contract will include long-term and transitional care? | Yes | |
| n/a | n/a | Pharmaceuticals | Please provide the annual dollar amounts spent on total pharmaceuticals for FY 2023, FY 2024 and YTD 2025. Please itemize dollar amounts for HIV, long acting injectables, blood factor and HEP C meds for each year. | Please refer to Pharmacy and Therapeutic data provided. -AD 11/19 | |
| n/a | n/a | Offsite Services | Please provide the annual dollar amounts spent (by year) on offsite services for FY 2023, FY 2024 and YTD 2025. If possible, please provide all offsite costs (inpatient, outpatient, emergency transportation, and ER cost categories) by inmate by incarceration. | All out patient off site services are covered by the current medical vendor which is funded from the mutually agreed contract amount. Please refer to Indiana Code; statute 11-10-3-6 and 11-10-3-7 for more information on payment of medical expenses of person committed to the Indiana Department of Correction | |
| n/a | n/a | Staffing | Please provide a list of vacant staffing positions and associated credit amounts assessed over the past 12 months | 12 months' of weekly staffing vacancy reports will be provided | |
| n/a | n/a | Patient Statistics | Please provide the average daily # of detox patients over the past 12 months. | Please refer to Health Statistical Reports and Pharmacy and Therapeutics data | |
| n/a | n/a | Patient Statistics | Please provide the average daily # of combined segregation inmates over the past 12 months. | Please refer to Health Statistical Reports and Pharmacy and Therapeutics data | |
| n/a | n/a | Patient Statistics | Please provide the % of population on medication over the past 12 months. | ~57% | |
| n/a | n/a | Patient Statistics | Please provide the % of population on psych medication over the past 12 months. | HIstorically 20-30% | |
| n/a | n/a | Patient Statistics | Please provide the % of population who are severely mentally ill (SMI) over the past 12 months. | Please refer to Health Statistical Reports and Pharmacy and Therapeutics data | |
| n/a | n/a | Bookings and Discharges | Please provide the number of bookings and discharges per day on average for FY 2023, FY 2024, and FY 2025. | Please refer to Health Statistical Reports and Pharmacy and Therapeutics data | |
| n/a | n/a | Ambulance Transport | Please provide the number of ambulance trips, both BLS and ALS, for FY 2023, FY 2024, and FY 2025. | Please refer to Health Statistical Reports and Pharmacy and Therapeutics data | |
| 1.17a | 50 | Psych Evals | Will the vendor be financially responsible for provision of psych evaluations, or does the IDOC arrange for these services? | IDOC will be responsible. | |
| Agency Overview/Current Services | 2 | HIP 2.0 Reimbursement | Will historical data on inpatient admissions covered by HIP 2.0 be shared to help vendors estimate quarterly reimbursement obligations? | Yes | |
| Agency Overview/Current Services | Facility Coverage | For the two privately managed facilities (NCCF and HTCF), will vendors have the same access and authority as they do in State-managed facilities? | Yes | ||
| Minimum Staffing | 3 | Staffing Threshold | Is the 85% minimum staffing fill rate measured by facility, by role, or on an aggregate statewide basis? | Aggregate statewide basis | |
| Minimum Staffing | 3 | Staffing Variance | Will IDOC provide real-time access to current staffing dashboards/data to help vendors track compliance with the minimum fill rates? | No | |
| On-Site Medical Services | 4 | Specialty Care | Will IDOC provide existing telemedicine infrastructure, or is the vendor responsible for procuring and maintaining all telehealth equipment and connectivity? | Vendor | |
| On-Site Medical Services | 4 | Women’s Health | Can the State clarify if off-site partnerships for specialized gynecological care (e.g., mammography, colposcopy) already exist, or should vendors establish new networks? | Indiana Women's Prison-Eskenazi hospital; Rockville: Union Hospital; Madison: King's Daughters hospital | |
| Re-entry/Discharge Planning | 5 | Medicaid Reactivation | What technical integration is expected with FSSA systems for Medicaid reactivation, and will IDOC provide access credentials/interfaces? | None. IDOC has an internal team for that function | |
| Mental/Behavioral Health Services | 5 | Caseload Ratios | Can the State define the expected caseload ratios for psychologists, mental health professionals, and psychiatric aides for both adult and youth facilities? | No. It's per clinical indication | |
| Addiction Recovery Services | 6 | Reporting | Can the State confirm if relapse rate reporting requires a standardized template, or can vendors propose their own reporting format? | The form is from the Governor's office. We have to use that version | |
| EHR Management | 7 | Technology Transition | What is the current EHR platform in use at IDOC, and will data migration support be provided to vendors during transition? | NextGen. Data migration support to vendors-Yes | |
| EHR Management | 7 | Security Compliance | Does the EHR system need to integrate with Indiana Office of Technology (IOT) security framework beyond HIPAA requirements? | IOT- Per Section 2.4.34, page 64, "The Vendor will comply with all state and federal laws with respect to the confidentiality of health records of IDOC staff and incarcerated individuals. |
Vendor will meet any applicable requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and will covenant that it will appropriately safeguard Protected Health Information (defined in 45 CFR 160.103), and will agree that it is subject to, and shall comply with, the provisions of 45 CFR 164 Subpart E regarding use and disclosure of Protected Health Information.
Vendor shall be responsible for reimbursing the state if the state desires to request an independent security audit/assessment of information security controls and protections against misuse or breach of data residing in the EMR."
In addition, Attachment X - Infrastructure Overview -states "Please note that any proposed cloud-based service offerings submitted in response to this RFP will need to comply at the time of solution implementation with the Risk and Assurance Management Program (RAMP) policy that is currently being developed in order to comply with a recent executive order that was handed down by Governor Mike Braun, EO 25-19. The new policy will be based on commonly accepted industry practices and standards like NIST 800-53 Revision 5 and is expected to have tiered levels of security requirements which will depend on the type of data involved, its sensitivity, and how the solution interfaces with State resources. The program and subsequent continuous monitoring requirements outlined in the policy are expected to align closely with StateRAMP dba GovRAMP best practice and is expected to be finalized and implemented by October 14, 2025. Prospective vendors should keep all the foregoing in mind as they prepare their proposals and be confident that any proposals, they ultimately choose to submit are flexible enough to accommodate commonly accepted industry practices and standards in the typical state government-required RAMP. Please visit the RAMP Cybersecurity Frequently Asked Questions page for additional information."
| Off-Site Care | 7 | Medical Transportation | Will IDOC provide transport and security staff for off-site medical appointments, or is this a vendor responsibility? | IDOC |
| County Jail Claims Management | 7 | Claims Handling | Will vendors receive access to historical jail claims data to forecast administrative costs and potential savings? | No. Those documents contain protected medical information. |
| Administrative Responsibilities | 8 | Cost Reimbursements | How will IDOC communicate and reconcile the reimbursement process for costs such as ACA accreditation fees and CMO staff salaries? | The IDOC CFO will be in contact with vendor's regional VPO with copies to ED/Healthcare Operations |
| Who is the current incumbent for this project? | Centurion of Indiana | |||
| 2.4.8 | 12 | Staffing - Recruitment and Retention and Minimum Salary Requirement | "This requirement is limited to employees hired by the Vendor (Respondent to this RFP) during the period three months immediately before or immediately after the contracted start date of the contract resulting from this RFP and only applies if the Vendor hires the employee to fill the same position it did for the current vendor under the current contract. The minimum salary shall include the same PTO (paid time off)." Could the IDOC please provide clarification of what this requirement entails? Is this providing the same PTO accrual rate? | Incumbent's PTO accruals: Part time staff: 3.08 hrs/pay period; Full time staff under 5 years: 6.15 hours/pay period; Full time staff 5-10 years: 7.08 hours per pay period; Full time staff 10+ years: 8.0 hrs/pay period. |
| 2.4.8 | 12 | Staffing - Recruitment and Retention and Minimum Salary Requirement | "In the event the Vendor hires a professional medical position from staff currently employed and assigned to the IDOC health services contract by the current vendor for health services, the Vendor shall pay the employee no less than the most current salary the employee was paid by the current vendor for health services, or the median hourly wage for the position and location of the position, whichever is greater." In order to satisfy this requirement, please provide salaries for current employees. | Please see document titled "Fiscal Year 2027 Baseline hourly rates" |
| 2.4.41 | Multiple | HIP 2.0 Impact | “Incarcerated individuals over the age of 64, pregnant, or not a confirmed United States citizen are not eligible for PE coverage. There is not a federal government program available to assist in offsetting the inpatient hospital cost for these populations. The Vendor is responsible for one hundred percent of cost of care. Acute rehabilitation relating to the inpatient stay is eligible for PE coverage.” |
| Please provide the cost of inpatient admissions not eligible for PE coverage for the last 2 years. | Health Statistical Reports and Pharmacy and Therapeutics data have been provided to IDOA to make available-AD (P and T data2.pdf) | ||||
| 2.4.44 | 74 | IDOC Provided Administrative Equipment and Services | "The Vendor will be required to reimburse the IDOC its SEAT charge, or maintenance, cost for all computers at the current rate, which is currently $80.15, plus $52.89 for security support based on FY25 rates." Please provide FY26 rates for SEAT charges. | The 2026 rates have not yet been established. The rates quoted in the RFP are the seat charges for 2025. | |
| 2.4.17 | 25 | Emergency Services | Are ambulance services rates reimbursed at Medicare +4% or 65% of billed charges? | Medicare +4% | |
| 28 | 8 | Insurance | The limits in the RFP exceed industry standards. Would you consider reducing the limits to industry standards of $1M per occurance and $5M aggregate. | No. Those documents contain protected medical information. | |
| 2.4.5 | 6 | Staffing – Qualifications | "The Vendor will not employ health care professionals whose licenses or certifications restrict them to working inside prisons only." Does the current vendor currently employ anyone with these restrictions? | Irrelevant | |
| 2.4.5 | 8 | Staffing – Qualifications | "Site Medical Directors must be board certified or board eligible (exceptions may be made for existing staff if hired by Vendor)." Does the current vendor employ any Site Medical Directors who are not board certified? | No | |
| 2.4.14 | 21 | Health Education/Healthy Lifestyle Promotio | Are medical and behavioral health staff expected to participate in Case Plan Credit Time goals and scores? | Yes | |
| 2.4.14 | 21 | Health Education/Healthy Lifestyle Promotio | Are Case Management staff (who work with clinical staff on Case Plan Credit Time) vendor staff or IDOC staff? | IDOC staff | |
| 2.4.23 | 47 | Transitional Healthcare / Transitional Healthcare Facilitators and Liaisons | How many of these THF and THL positions are currently filled and what is the turnover rate of these positions? | THF: short 1.3 FTE; THL: 0 vacancies; Turnover = ~50% | |
| 2.4.26 | 55 | Enhanced Services at Mental Health Units | Are the Mental Health Units included in the populations stated in Attachment I? | Yes | |
| 2.4.26 | 55 | Enhanced Services at Mental Health Units | For the Mental Health Units stated in this section, what is the size and current population of each? | NCCF Psych: 117 patients/128 beds; IR Treatment Unit: 40 patients/114 beds; Wabash Valley SNU: 118 patients/140 beds; IWP SNU: 30 patients/46 beds | |
| 2.4.20 | Multiple | Utilization Management | Please provide annual off-site services costs for each of the last three years. | Please refer to question # 67 | |
| 2.4.44 | 74 | IDOC Provided Administrative Equipment and Services | "Regardless of the reason, if additional computers, multi-function copiers or secure, encrypted flash drives are needed by the Vendor, the Vendor must provide a written request to the IDOC Executive Director of Healthcare Operations that includes a justification for the additional need." Who pays for the additional equipment? | IDOC | |
| Instructions, 1. | Attachment C | This attachment references a "Attachment C", which is the IDOC formulary. Could the IDOC please clarify which attachment is intended to be completed per these instructions? | Attachment N/IEI Form should be completed | ||
| 2.4.44 | 74 | IDOC Provided Administrative Equipment and Services | Will the awarded vendor need to provide any additional software? | No | |
| 2.4.44 | 74 | IDOC Provided Administrative Equipment and Services | Who is responsible for staging the equipment? | IDOC staff | |
| 2.4.44 | Multiple | IDOC Provided Administrative Equipment and Services | Will the network (switches, Wi-Fi, router, Internet, etc.) be the responsibility of the IDOC or the bidder? | IDOC | |
| 2.4.45 | Multiple | IDOC Provided Administrative Equipment and Services | Will medical be on a dedicated network, or on a shared network with the client? | Dedicated | |
| 2.4.46 | Multiple | IDOC Provided Administrative Equipment and Services | Is there a wireless network? If so, does it extend to medical? Does it extend to the location used for med pass? | No | |
| 2.4.47 | Multiple | IDOC Provided Administrative Equipment and Services | Are there sufficient network ports for connecting all of the equipment? If not, who is responsible for extending the network? | Yes |
| Technical Proposal - Att. Q | Penalties | The RFP includes substantial financial penalties tied to 100% performance compliance. While we support accountability for performance, can the State clarify how it envisions balancing these stringent penalties with its stated goal of fostering a collaborative, long-term partnership? | Financial penalties are in part an incentive to high performance and continuous quality improvement. Reviews and discussion are allowed before the levying of financial penalties | |
| General | The per-inmate-per-day model places the full cost of care and penalties on the vendor. Can the State confirm whether mechanisms such as shared savings, stop-loss protection, or cost carve-outs for catastrophic cases will be considered to help manage long-term financial sustainability of this contract? | IDOC will consider | ||
| Technical Proposal - Att. Q | Staffing | The RFP prescribes 100% staffing by position and shift. While we recognize the importance of ensuring appropriate clinical coverage, this structure may limit the vendor’s ability to adjust staffing models in response to real-time patient needs and population changes. Can the State clarify whether it would consider allowing flexibility in how coverage is achieved, provided that all clinical, constitutional, and community standards of care are consistently met? | Yes | |
| General | The highly prescriptive nature of the requirements may limit a vendor’s ability to implement innovative approaches or apply recognized best practices that could improve care and efficiency. This could unintentionally set up challenges in meeting expectations and may hinder the development of a collaborative, solutions-oriented partnership with the State. Is the State willing to discuss changes that would produce a more balanced approach and allow the vendor to innovate? | Yes | ||
| Technical Proposal - Att. Q | Staffing / Penalties / Transportation reimbursement | The RFP requirements regarding 100% staffing and performance penalties along with unconventional requirements to reimburse the state of Correctional Officer time and state vehicle mileage for off-site appointments would indicate the State is attempting to correct for current provider service delivery problems. Please elaborate on the State’s current concerns with care delivery so potential partners can properly and fully address those concerns in our proposal response. | Reimbursement of CO time and state vehicle mileage would only be for those appointments made off-site when the RFP Response indicates that Telehealth would be used for those appointments | |
| N/A | N/A | Site Visits | Will the IDOA consider addition site visits or virtual tours? | there are no additional visits scheduled at this time. There had been the opportunity for site visits during the RFI Process for this procurement. |
| RFP Main Document | Evidence of Financial Responsibility | Will the IDOA consider lowering the Evidence of Financial Responsibility/Performance Bond percentage of the total contract price? | No. | |
| N/A | N/A | Proposal Extension | Will the IDOA consider an extension of the proposal due date given the complexity of the RFP documents and the very short turnaround. An extension will allow sufficient time for all parties to review responses to questions and provide a more comprehensive and responsive proposal. | No extension is available at this time |
| Technical Proposal - Att. Q | 2.4.31 | Addiction Recovery/Substance Use Treatment | "The Vendor agrees to ensure that enough prescribers have obtained the required training, credentialing, and DEA licenses to prescribe all forms of MAT, including partial and full opioid agonist medications." |
Since prescribing full agonist (methadone) requires being a licensed OTP:
1. is the IDOC a licensed OTP?
2. If not, please identify the IDOC vendor partner providing methadone, by Facility.
| 3. Is methadone brought on site for patients? | No methadone used | ||||
| Attachment B - Staffing | N/A | Miami Correctional Facility FTEs | Several of the FTEs counts are listed in red. What is the significance of the red entries? | No significance | |
| Technical Proposal - Att. Q | 2.4.35 | County Jails Claims Management | This document states the Vendor may retain two percent 2% of the itemized savings as an administrative fee. |
The Scope of Work, same topic, page 7, states the Vendor shall have a right to a 1% administration fee for any savings gained.
| 1. Please clarify the administrative fee - is it 1% or 2%? | 1% | ||
| Technical Proposal - Att. Q | 2.4.43 | Required Committee / Meetings |
| "...CCI event that results in a Category Four…" | |||||
| Please provide a list of clinical critical incidents (CCIs) that constitute a Category Four CCI. | Category four incidents involve errors of ommission/commission that likely contributed to an adverse outcome | ||||
| Technical Proposal - Att. Q | 2.4.25 | Mental Health - Medical Management | "Are medical physicians and/or medical NPs routinely prescribing psychotropic medications to patients with mental health disorders who are not classified as seriously mentally ill?” | No | |
| Technical Proposal - Att. Q | 2.4.25 | Mental Health - Medical Management | " Are psychiatrists and psychiatry advanced practice providers solely managing psychotropic medication prescribing responsibilities in the IN DOC?” | Yes | |
| Technical Proposal - Att. Q | 2.4.31 | Addiction Recovery/Substance Use Treatment - |
Prescribers for MAT Medications
| "Are psychiatric providers routinely prescribing MAT medications as part of their clinical responsibilities? “ | Yes | |||
| Technical Proposal - Att. Q | 2.4.18 | Dental Care - On-site oral surgery | "Oral surgery services must be provided when indicated. Currently, the management of some jaw fractures is done on-site through an oral surgeon subcontractor. IDOC would like to continue treating jaw fractures on-site when clinically indicated. Off-site services for dental specialty care shall be subject to the Vendor’s prior utilization management/prior approval process. Considerations of responsibility for emergency care shall apply to dental care as described above under section 2.4.17, “Emergency Services.” | |
| 1. Please provide cost for on-site oral surgery subcontractor for each of the past two years, by Facility. | There is no question here | |||
| Technical Proposal - Att. Q | 2.4.18 | Dental Care - Equipment | 1. Has there historically been a yearly Cap Ex budget for new dental equipment? |
2. Do each of the dental clinics have digital or film X-ray system?
3. How many of the dental clinics have Panoromic X-rays?
4. How many dental chairs are in each facility?
| 1 No 2. Digital 3. Three (3) 4. Most facilities with dental clinics have 3-4 chairs | |||
| Technical Proposal - Att. Q | 2.4.18 | Dental Care - Statistics | 1. Please provide statistical data for the dental program, by Facility, for each of the past two years: |
a. Average number of intakes per month
b. Average number of Dental Sick Calls (Healthcare requests related to sick call)
c. Average number of extractions
d. Average number of off-site services related to dental
2. Please provide the number of backlogs at each site.
| a. Average number of patients on a waiting list per month. | Please Review provided Health Statistical Reports | ||||
| Technical Proposal - Att. Q | 2.4.18 | Dental Care - Compliance | 1. Are all X-ray Licenses/Registrations up to date? | ||
| 2. Is IDOC fully compliant with OSHA, CDC, and State Regulations regarding infection control and regulatory compliance? | 1 Yes 2 Yes | ||||
| Technical Proposal - Att. Q | 2.4.9 | Parole Violators | What is the average number of parole violators retuned to any IDOC facility per month? | 95 | |
| Technical Proposal - Att. Q | 2.4.17 | After hours on-call services | "Mental Health Professional (including psychologist)." |
1. Can you please clarify if this means a masters level mental health clinician and a psychologist are to be available after hours for all facilities?
2. How many calls do the MHPs receive after hours from each facility on average each week?
| 1: Yes. Masters level mental health clinician or a psychologist are to be available.2.DOC does not track that. | ||||
| Technical Proposal - Att. Q | 2.4.22 | Treatment Groups | How many treatment groups for incarcerated mothers not housed in MCHU are occurring each week? | There are no specific groups for mothers outside of the MCHU, but there is no prohibition against discussing maternal issues in established groups |
| Technical Proposal - Att. Q | 2.4.22 | Transition Healthcare Facilitators / Liaisons | 1. What are the educational and licensure requirements of the Transition Healthcare Facilitators and Transitional Healthcare Liaisons? |
2. Are these individuals providing services out of the probation and parole offices?
3. What are their current case load numbers per month?
4. How long do the Facilitators and Liaisons follow the individuals into the community?
5. How many individuals releasing from each facility each month require services from the THF and THL?
6. What are their monthly referral quotas?
| 1. Bachelor's degree (experience is counted) 2. prerelease in the prison, post release at parole office 3. Varies month to month 4. THF follows last 6 months and THL follows until discharge from parole. 5. Variabel month to month. 6. No quotas. Requirement is to ensure releasing individuals have access to needed services | |||
| Technical Proposal - Att. Q | 2.4.25 | MHU | 1. How many beds are available in each MHU unit? |
2. What is the average length of stay for each unit?
3. How many hours of treatment are provided daily in the MHU units.
4. Are there any suicide watch cells in these units?
| 1. Wabash Valley=140 beds New Castle Psych=128 beds Women's Prison=46 beds Pendleton CF=89 beds 2. Average LOS in an MHU=9-12 months 3. unavailable 4. Suicide watches are usually conducted in RH units or infirmaries. | |||
| Technical Proposal - Att. Q | 2.4.25 | SNAP | 1. How many beds are available in each SNAP unit? |
2. What is the average length of stay for each unit?
3. How many hours of treatment is provided daily in the SNAP units?
4. Are there any suicide watch cells in he SNAP units?
| SNAP units are located at Putnamville, Pendleton, Plainfield, Westville, and Wabash Valley. Managed by the sites as general population. | |||
| Technical Proposal - Att. Q | 2.4.25 | Psychological Evaluations | 1. How many referrals are received for this service monthly? |
2. Are these risk assessments, neurocognitive, or cognitive screening/testing?
| 3. Are these reports utilized to determine if an individual will be released into the community and/or for risk management decisions related to community placements? | Very few are received monthly. In order to prevent dual relationships, professional conflicts of interest, and/or other ethical/professional dilemmas, QMHPs shall not provide the following services; 1. Competency evaluations requested by the judiciary or other third parties; 2. Pre-Sentence psychological evaluations regardless of the referral source; 3. Employee assistance, assessment, or counseling. 4. Special assessments (prediction of violence, recidivism, or other future behavior) requested by an entity outside the IDOC.- | |||
| Technical Proposal - Att. Q | 2.4.25 | New Castle Psychiatric Unit | 1. How many beds are at the New Castle Psychiatric Unit? | |
| 2. Is this in addition to the MHU listed on page 54? | 1.128 beds 2. the MHU at New Castle is the psychiatric unit | |||
| Technical Proposal - Att. Q | 2.4.25 | Indiana Reformatory Treatment Unit | 1. How many beds are at the Indiana Reformatory Treatment Unit? |
2. In which facility is this unit located?
| 3. Is this in addition to the MHU listed on p 54? | 1. 89 beds 2. Pendleton CF 3. No | |||
| Technical Proposal - Att. Q | 2.4.25 | Wabash Valley Special Needs Unit | 1. How many beds are at the Wabash Valley Special Needs Unit? | |
| 2. Is this in addition to the MHU listed on page 54? | 1.140 beds 2. No | |||
| Technical Proposal - Att. Q | 2.4.25 | Indiana Women's Facility | 1. Are all women at the Indiana’s Women’s Facility on the MH caseload required to have 10 hours minimum of out-of-cell treatment? | |
| 2. If so, how many are women are designated as requiring 10 hours of out-of-cell treatment monthly? | 1. No 2. Approximately 70 | |||
| Technical Proposal - Att. Q | 2.4.25 | Out-of-cell treatment | 1. Does the 10 hours' minimum of out-of-cell time include therapeutic activities such as community meetings and activity therapy provided by non-licensed mental health staff? | |
| 2. Do services from ARS count toward that 10 hour minimum? | 1. Yes 2. Yes | |||
| Technical Proposal - Att. Q | 2.4.25 | NW Indiana Correctional Facility | "The Northwest Indiana Correctional Facility, currently under construction, will operate an MHU." | |
| 1. How many beds will this MHU have? | 112 | |||
| Technical Proposal - Att. Q | 2.4.25 | QMHP | 1. Please define a QMHP specific for Indiana. | |
| 2. What is the role of and licensure requirements for a QMHP? | A person with professional training, experience, and demonstrated competence in the treatment of mental lillness. QMHPs include physicians, psychiatrists, psychologists, social workers, mental health counselors, mental health nurse practitioners, mental health-trained nurses, or other qualified person as designated by the Executive Director of Behavioral Health | |||
| Technical Proposal - Att. Q | 2.4.30 | "A" Dorm | 1. Can non-licensed staff deliver life skills programs in “A” Dorm? |
2. How many beds are in “A” Dorm?
| 3. Who determines admission and discharge to “A” unit? | 1. Some programs (T4C) 2. 92 3. multidisciplinary team | ||||
| Technical Proposal - Att. Q | 2.4.30 | "A" Dorm | How many neurologist consults were completed in “A” dorm in 2024 and 2023? | Please refer to the HSR report (NCCF tab) in the attachments | |
| Technical Proposal - Att. Q | 2.4.31 | Level of care backlog | "Any patient not enrolled in their recommended level of care (LOC) treatment within 20 business days will result in a backlog reporting requirement." |
1. How many patients fell outside…
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