Comprehensive Inmate Medical Services - Addendum No. 1.pdf

Physical Address: 15205 Joe Derting Dr., Abingdon, VA 24210

Bristol P.O. Box 279 Buchanan Meadowview, VA Dickenson Lee Telephone Norton 276-739-3523 Russell Scott Fax Smyth (276) 739-3534 Tazewell Washington Richard Alsbrook Wise Superintendent

January 9, 2025

ADDENDUM NO. 1 TO ALL PROPOSERS

Request for Proposals: RFP-82600

Closing Date: Thursday, January 23, 2025 at 2:00 PM

Please see the following additions/changes to the initial RFP:

1. The due Contract shall start on July 1, 2025.

2. Item #1 – RFP Requirement and Information, Section I. Schedule is amended to require the vendors to submit their Cost Proposal along with their Technical Proposal on Thursday, January 23, 2025 at 2:00 PM. The Cost Proposal should be sealed separately within the Technical Proposal.

3. Exhibit 3 – Staffing Matrix – Staffing Matrices has been updated to reflect additional NP hours at the Abingdon Facility. See attached amended table.

Please see the answers to any questions asked by 5:00 PM, Tuesday, December 31, 2024:

1. Please provide the specified data/total number of services during the past two years and year-to-date for each facility.

See the attached Monthly Health Services Reports (HSR) from each facility for the years 2022, 2023, 2024 for most of the statistics collected.

Service 2022 2023 2024 YTD # Patients Intake Healthcare Receiving Screenings Conducted

SEE HSRs

Deaths (that occurred in facility) SEE HSRs Deaths (that occurred w/in 2 days of arriving at hospital)

Information not available

Nurse Sick Calls SEE HSRs Healthcare Provider Encounters (doctor and Mid-level provider)

SEE HSRs

In House X-Rays SEE HSRs Medical Housing Admissions

(MOU)

Dental Care SEE HSRs Medications - # patients receiving prescriptions

SEE HSRs

Grievances – founded SEE HSRs Grievances – unfounded SEE HSRs On Site Specialty Clinics Optometrist 0 0 0 0

OB/GYN 0 0 0 0

Nephrologist 0 0 0 0 Other 0 0 0 0 Offsite Dialysis treatments Abingdon = 2 Abingdon = 4

Duffield = 2 Abingdon = 2 Abingdon = 2

Duffield = 1 Onsite Dialysis treatments 0 0 0 0 HIV Medications 23 Patients

SWVRJA system 25 patients

SWVRJA

system

20 patients

SWVRJA

system

Hepatitis C treatment 7 Patients SWVRJA system

15 patients

SWVRJA

system

8 patients

SWVRJA

system

Inpatient Hospitalizations SEE HSRs Average Number of days in hospital per admission

SEE HSRs

Emergency Room Visits SEE HSRs Ambulance Transportations Information not

Van transportations to Emergency Room

Outpatient admissions (including same day surgeries)

SEE HSR Off site Referrals

Specialist office visits SEE HSRs Off-site Referral

Other off-site referrals (including to out of area hospitalizations, including Richmond or Roanoke)

SEE HSRs Off-site Referrals

Number of Inmates transported by helicopter

Average number of federal inmates 100 100 100 Average number of days each federal inmate or US Marshal stays at Abingdon facility

2. Weekenders: Please verify whether the jail holds weekenders. If yes, please indicate the average number per week for 2022, 2023, and 2024 year-to-date.

Yes, SWVRJA does hold weekenders. The annual average is:

2022 15 Inmates 2023 14 Inmates 2024 20 Inmates

3. Please provide separate staffing matrix for each of your four facilities, based on the most recent contract or contract addendum. Include the schedule for a 7-day week (Monday-Sunday) detailing the total FTEs for all position types (including self-employed individuals and subcontractors) per shift. The matrix should encompass the following:

Position Shift How many FTEs vacant

Using Agency/Travel Nurses/PRN Nurses

Contract Coordinator Day 0 No H.S.A. Day 0 No Medical Director Day 0 No RN – Duffield Nights 0 Yes – PRN LPN – Abingdon Days/Nights 0 Yes – PRN and Agency and RNs hired in LPN positions LPN – Duffield Nights 0 Yes – PRN LPN – Haysi Nights 0 Yes – PRN LPN – Tazewell Nights 0.6 Yes – Agency and PRN CMT/CNA No current positions

Mid-level Provider Day 0 No Dentist Day 0 No Psychiatrist Day 0 No LMHP Day 1.0 Yes – PRN Staff

See the attached Staffing Matrices for all four facilities.

4. Please verify that your current Contract Coordinator is an employee of your current healthcare vendor and not an employee of SWVRJA.

Yes, our current Contract Coordinator is an employee of our current healthcare vendor.

5. Please verify that the staffing matrix that is included in SWVRJA’s RFP is the staffing matrix that all vendors should submit and base their proposal on and price accordingly.

Yes, the staffing matrix included in SWVRJA’s RFP is the staffing matrix that all vendors should submit and base their proposal and pricing on accordingly.

6. As discussed during the pre-bid conference, please confirm that interested vendors are permitted and encouraged to submit an alternative staffing matrix. The matrix should reflect what they believe is most appropriate to meet SWVRJA’s expectations, based on the Health Services Reports to be provided and that vendors must include a detailed justification and explanation for any proposed modifications.

In addition to the staffing matrix required in the RFP, SWVRJA confirms that interested vendors are permitted to submit an alternative staffing matrix as well.

7. On page 58, Section O, please clarify the roles and responsibilities of the Project

Manager and the Contract Administrator. Additionally, specify whether these positions will be filled by SWVRJA employees or by individuals employed by the vendor.

The Project Manager and Contract Administrator shall be the Superintendent, or designee, who will be the official liaison between the successful contractor and all matters pertaining to this solicitation and subsequent agreement.

8. Please verify that SWVRJA is currently providing Continuation in your MAT/MOUD program.

Yes, SWVRJA is currently providing Continuation in the MAT/MOUD program.

9. Please verify if the vendors are encouraged to explain and explore the option for not only Continuation, but also for Initiation in their submitted proposals. Understanding your desired program will allow us to staff accordingly.

Yes, vendors may explain and explore the option for Initiation in their submitted proposals. However, SWVRJA’s current program is based on continuity of care.

10. Please verify that all vendors that are interested must staff a full-time discharge planner for all four facilities, or if vendors should use their discretion where to staff the discharge planner, per page 79, Section FF of the RFP.

No, vendors are not required to provide a full time discharge planner.

11. Please verify that SWVRJA is expecting all of the mental health professionals to be licensed at all four facilities, meeting the Commonwealth of Virginia requirements.

SWVRJA expects all of the mental health professionals to at a minimum be a Qualified Mental Health Professional.

12. Please verify that you would like your interested vendors to write the response on an

ADP of all four facilities of 1,800.

SWVRJA’s FY2025 average for the first five months is 1,651.

13. Vacancies – Nurses: Please provide how many nursing staff vacancies, by position and shift, all four facilities are currently experiencing.

Using Agency/Travel Nurses/PRN Nurses

RN – Abingdon Day/Night 0 n/a LPN – Abingdon Days 0 Agency, PRN and RNs used RN – Duffield Nights 0 Yes – PRN RN – Duffield Days 0 n/a LPN – Duffield Days 0 n/a LPN – Duffield Nights 0 Yes – PRN LPN – Haysi Days 0 n/a LPN – Haysi Nights 0 Yes – PRN LPN – Tazewell Days 0 n/a LPN – Tazewell Nights 0.6 Yes – Agency and PRN

14. Vacancies – Nurses: Of those current position vacancies, please provide the length of time they have been vacant.

Part-time nurse position at Tazewell has been vacant for approximately 9 months.

15. Vacancies – Nurses: What percentage of staffing does this represent per facility?

Currently the part-time position at Tazewell represents 14% of nursing staff at the facility.

16. Vacancies – Nurses: How many of these positions are filled by agency nurses/travel nurses/PRN nurses, currently?

Currently, 16% of SWVRJA nursing staffing are agency/travel nurses.

17. Vacancies – Nurses: Please provide the average number of nursing shifts covered by agency nurses per year for the past two years.

Information not available.

18. Vacancies – Physician: Please specify whether you have experienced a vacancy in the physician position at any facility for the past two years. If yes, how long was this position vacant?

No, SWVRJA did not have a physician vacancy at any facility during the past two years.

19. Vacancies – Mid-level Provider: Please specify whether you have experienced a vacancy in the midlevel provider (nurse practitioner/physician assistant) position at any facility for the past two years. If yes, now long was this position vacant before it was filled by your current vendor?

No, SWVRJA did not have a midlevel provider vacancy at any facility during the past two years.

20. Is the vendor required to backfill for normal vacations, sick time, PTO?

No, as long as staffing is adequate to meet the clinical needs.

21. Will SWVRJA provide current pay rates to ensure vendors can meet or exceed them, as outlined on page 24 of the RFP to make sure the transition to the new vendor will be as smooth as possible, with the least disruptions for continuity of care:

No. SWVRJA does not have the current pay rates of the medical staff. This is vendor proprietary information.

22. Please verify that SWVRJA wishes that all interested vendors to submit their organization charts along with their proposals as well as the resumes of key corporate personnel including the CEO, vice presidents, directors, and management (particularly the Regional Manager assigned for SWVRJA, both medical and mental health).

Yes, per Section 4 – Offeror Participant Consideration, B, 1 and 2 (pages 18-19); it is required that all vendors submit their organizational chart along with resumes of all senior management staff.

23. What has been the annual turnover rate percentage for the current medical services vendor over the past three (3) years?

The current vendor uses agency/travel/PRN staffing to cover all health care needs at

SWVRJA.

24. How are behavioral health patients typically seen? For example, are they evaluated at their cell door, in an interview room, or in the counselor’s office?

Behavioral health patients are seen in the counselor’s office for assessment/evaluation and also seen at their cell door for rounds.

25. Does the facility have a dedicated behavioral health unit?

No – there is not a dedicated behavioral health unit.

26. What is the average number of patients seen by the psychiatrist and the psychiatric mid-level provider?

There is not a psychiatric mid-level provider. Please see the attached Health Services Reports, by facility and year, for number of patients seen by the psychiatrist.

27. Are mental and behavioral health services provided in person or via telemedicine?

Mental health/behavioral health services are provided in person. Psychiatry services are provided via telemedicine.

28. Where are patients on suicide watch housed (e.g. intake, medical unit, or pod)?

Abingdon, Tazewell and Haysi house patients on suicide watch in the booking.

Duffield facility houses patients on suicide watch in the medical observation unit.

29. How many patients are currently prescribed psychotropic medications?

698 inmates as of data November 2024 are prescribed psychotropic medications in the SWVRJA system.

30. What was the average number of patients prescribed psychotropic medications in

2023? What percentage of the total population does this represent? Additionally, what was the facility’s average daily population (ADP) during that time?

641 patients of 1599 ADP were prescribed psychotropic medications in 2023. This represents 40% of the population.

31. What was the average number of patients prescribed psychotropic medications in

2022? What was the ADP during that period?

Average of 528 patients prescribed psychotropic medications of ADP of 1325 = 40% of population in 2022.

32. Who is responsible for conducting 15-minute checks for patients on suicide watch – facility deputies or the vendor’s mental health staff?

Security officers are responsible for conducting 15 minute checks for patients on suicide watch.

33. In cases requiring one-to-one monitoring for actively suicidal patients, who performs this role?

Security officers are responsible for monitoring/rounding on suicidal patients

34. What is the average number of mental health intake assessments completed each month?

Average of 80 mental health assessments per month, system wide.

35. Is there a designated area specifically for mental health patients?

No. There is not a designated area specifically for mental health patients

36. On average, how many patients are classified as having special needs?

10-15 per month – patients with special needs

37. What is the average number of patients placed on suicide watch each month?

On average: Abingdon = 40, Duffield = 28, Haysi = 8, Tazewell = 4

38. What type of cells are used for suicide watches, and how are they monitored (e.g.

video surveillance, one-to-one observations, or 15-minute checks)?

Booking cells and medical cells are used for suicide watches monitored by security via 15-minute checks.

39. What type of clothing is provided to patients on suicide watch?

Safety smock and safety blanket

40. Approximately how many patients are currently admitted to a state psychiatric hospital under forensic care?

Currently four patients are admitted to a state psychiatric hospital under forensic care

41. What is the typical wait time for admission to a state psychiatric hospital?

Typically, less than 24 hours for TDO admission

42. Currently, are all mental health staff members licensed professionals?

Not all mental health staff members are licensed. Currently, all mental health staff members have at least a Qualified Mental Health Professional credential.

43. Are group therapy sessions included as part of the mental health services? If so, what types of groups are offered, and how often do they meet each week?

No. Group therapy sessions are not currently included as part of the mental health services

44. Where are mental health assessments typically conducted – at the cell, in the housing unit, within the medical unit, or in an office setting?

Mental health assessments are typically conducted in an office setting.

45. Does the facility operate a dedicated mental health docket?

No.

46. Are there drug court programs or other initiatives specifically designed for individuals with substance use disorders? If so, could you provide a detailed explanation?

No, there are not any current drug court programs or initiatives in jail programming.

47. What version of CorEMR does the facility use?

CorEMR version 5.5

48. What Jail Management System do you currently use?

Jail Tracker

49. Are there any existing networks that are available to be used – either wired, wireless or both?

Both wired and wireless are available.

50. Does the facility have Wi-Fi Capability dedicated for use by the medical department?

Yes, SWVRJA has Wi-Fi capability as separated by VLAN for the medical department.

51. What is the extent of Wi-Fi in the facility?

SWVRJA has both 2.5ghz and 5ghz through encrypted Wi-Fi through the facilities.

52. Will there be any restrictions on the computers that the Contractor chooses to use?

No. If the contractor supplies the computers, they will also need to supply the support for that hardware. SWVRJA will give the contractor access to the network and the network resources required.

53. Number of building per site (i.e., annex, main jail, juvenile, etc.)

SWVRJA has 1 building each located at Abingdon, Duffield, Haysi and Tazewell.

54. Name of current pharmacy integration?

Diamond Pharmacy

55. How many of your current healthcare staff need to receive CorEMR training (EMR users, providers, nursing, mental health, dental)?

None

56. Please verify that currently SWVRJA is not NCCHC certified, but SWVRJA wishes the vendor will acquire this certification after the first 12 months of the contract.

Per Section 6, A. 1 (page 22) of the RFP, The Contractor may be required to obtain NCCHC accreditation during the initial term of the contract.

57. When is you next VADOC accreditation?

Life, Health and Safety accreditation is annually.

58. Are you currently CALEA accredited? If so, when is your next accreditation?

SWVRJA is not currently CALEA accredited.

59. When was the last time that your four facilities passed the DOC audit?

60. Please list the name of your vendors including: A. local hospitals; B. mental health institutions; C. ambulance service.

A. Local hospitals = Ballad Health for Abingdon, Duffield & Haysi; Carilion for

Tazewell.

B. Mental health institutions = Southwestern Virginia Mental Health Institute C. Ambulance service = Various

61. The RFP references two different durations for the agency penalty. Could you please clarify whether the penalty applies to periods exceeding 60 days or 90 days?

The agency penalty applies to two different classifications of staff. In the RFP on page 25, Section C. 2., the 90-day period penalty is for Key Personnel. Also, in the RFP on page 26, Section C. 4., the 60-day period is for all other positions EXCEPT Key Personnel.

62. Please provide how much in penalties has your current vendor paid in vacancies in all four facilities? Please provide the penalties for each facility separately.

Penalties by Facility Abingdon - $9,779.27 Duffield - $21,760.80 Haysi - $31,146.78 Tazewell - $6,588.36

63. There are a lot of penalties for vacancies in your current RFP, please clarify if these penalties were difference the last time the RFP was released. If different from the last RFP release, please describe what is in your current agreement with your current vendor and if any amendments were issued by the parties regarding all penalties.

SWVRJA’s 2021 RFP states “In any position identified in the staffing table submitted by the Contractor in the proposal and agreed upon in the contract remains vacant of a permanent personnel for more than sixty (60) days, there will be an assessment of a penalty to include the hourly rate plus an additional twenty-five (25) percent to account for benefits consideration. The penalty will be initiated at the 60-day mark and not at the original date of vacancy. This penalty applies regardless of the type of position.

In the current RFP, please refer to:

Section 6. General Requirements; C. Paybacks and Credits; D. Liquidated and Penalties – 2. Performance Penalties

64. List all healthcare equipment that is owned by SWVRJA and the condition of each.

See attached equipment inventory lists. All equipment is in good working order.

65. Where are the AEDs located in the facility and who holds financial responsibility for acquiring new ones?

The AEDs are located at strategic areas in each facility for quick access to inmates.

SWVRJA is responsible for the purchase of new AEDs when needed. The medical vendor is responsible for the maintenance items (i.e. battery replacement, pad replacement)

66. Does SWVRJA want pricing presented for each facility separately, or as a whole, if and when vendors are asked to submit pricing?

Pricing should be presented as a whole.

67. How many patients currently receive Hemodialysis or Peritoneal dialysis?

There currently are no patients receiving either of these treatments.

68. Is there current a cap/cost pool based in your agreement with your current vendor?

Yes, there is a cost pool.

69. What is included in the cost pool?

Inpatient hospital stays not covered by Medicaid Offsite outpatient services, including surgery, diagnostics, and other procedures Offsite specialty encounters and services Offsite mental health encounters and services Offsite dental encounters and services Offsite dialysis Offsite physical, occupational, and/or speech therapy Testing and medications for HIV/AIDS Testing and medications for Hepatitis C Factor and other medications for the treatment of bleeding disorders Organ transplant procedures, treatment, and anti-rejection medications Chemotherapy Immunotherapy Ambulance services (ground and/or air)

70. If there is a cost pool, please provide the amount of what is the maximum financial responsibility of your current vendor.

The current agreement includes a $1,000,000 annual cost pool.

71. If you have a pool, was the amount exceeded in 2022 and 2023? How much each year?

Amount exceeded in 2022 $ 133,718 and in 2023 $ 587,857

72. Provide a current copy of your medical contract and any addendums, amendments, etc.

See attached contract, addendums and amendments.

73. Who will be responsible for the costs of: Pharmaceuticals, On-site laboratory services, On-site x-rays, On-site EKG & radiology services, Offsite specialty visits, Hospitalization services (ER visits, inpatient/outpatient services, etc.), Orthoses, prosthesis & other aids, Outpatient ambulatory services, or helicopter lifts (offsite consultations), Out-patient, in-patient, and emergency services?

The Contractor will be responsible for all of the costs.

74. What is your historical spend for 2022, 2023 & 2024 (YTD) for the following?

a. Pharmaceuticals

b. On-site laboratory services

c. On-site x-rays

d. On-site EKG & radiology services

e. Offsite specialty

f. Hospitalization services (ER visits, inpatient/outpatient services, etc.)

g. Outpatient ambulatory services (offsite consultations)

h. Helicopter lifts for emergency surgeries or other ER admissions

i. Orthoses, prostheses & other aids

The spend amounts for items a, b, c, d & i are vendor contracts and are proprietary information. The spend amounts for items e, f, g & h are as follows:

2022 $ 1,046,288.46 2023 $ 1,429,626.39 2024 (YTD – Nov) $ 1,215,434.41

75. Please verify that the Audited Financial statements for 2022 and 2023 should be included in the Original binder or a separate sealed envelope, but not included in all five copy binder versions or the electronic versions due to the sensitive nature of these financials.

The vendor’s Audited Financial Statements may be in a sealed envelope within the Sealed Bid submitted on the RFP due date and time. (See page 1 of the RFP).

76. Please verify that SWVRJA requires that interested vendors should submit only “independent audited financial reports” for the years 2022 and 2023.

Yes, independent audited financial reports are required. Internally produced financial statements will not be accepted. Also, due to timing of the RFP, the years of 2022 and 2023 audited financial statements will be accepted.

77. Will the vendor bear the cost of CorEMR, or will SWVRJA continue to pay for the maintenance cost of this service?

The vendor will reimburse SWVRJA for the cost of the CorEMR software.

78. Please verify that SWVRJA will rank the interested vendors who have submitted their proposals after the oral presentations are completed so the authority will not be biased by the lowest bid price.

The RFP is being amended to require cost proposals to be due along with technical proposals on January 23, 2025 at 2:00 PM. The cost proposal should be sealed separately within the technical proposal.

79. Please verify if SWVRJA or your current vendor is using 340B plan for its medications. If not, verify that SWVRJA expects the vendor to use the plan at all four facilities.

No. The current medical vendor is not using a 340B plan for medications. SWVRJA does not expect the vendor to use a 340B plan.

80. On page 12 of the RFP, item 18, please verify if SWVRJA wishes or expects all four facilities to obtain or receive NCCHC certification after 12 months of the contract start date.

RFP General Requirement – Section 6 – A. Accreditation, 1. (page 22) States that the Contractor may be required to obtain NCCHC accreditation during the initial term of the contract. The cost of the NCCHC accreditation shall be borne by the Contractor.

81. Please verify that the vendor is financially responsible for inpatient and outpatient and ambulance services costs, but also any helicopter lifts that may occur from time to time. If this answer is yes, please verify that SWVRJA is open to the idea that vendors use a cap for these items during the financial negotiation phase.

The RFP is for Comprehensive Inmate Medical Services so, yes the vendor is responsible for the costs listed in question #81. The vendor may structure their proposal however they choose.

82. Please verify that SWVRJA is interested that the vendors make a table for the range of salaries for all four facilities so the authority can evaluate which vendors have been realistic in their assessment of the delivery of the expected level of healthcare services at SWVRJA facilities.

The vendor may structure their proposal however they choose.

83. Please indicate that the ranking of the interested companies will be done after the completion or oral presentations and before the submission of prices to meet the purchasing process guidelines for professional services in the Commonwealth of Virginia.

The RFP is being amended to require cost proposals to be due along with technical proposals on January 23, 2025 at 2:00 PM. The cost proposal should be sealed separately within the sealed technical proposal.

84. Please provide a copy of the list of individuals who attended the SWVRJA mandatory pre-bid conference.

See attached attendance sheet.

85. Does SWVRJA receive any grants for the MAT program?

SWVRJA has been awarded a grant for FY 2025.

86. How many agency nurses do you have at each facility?

Currently, 16% of SWVRJA nursing staffing are agency/travel nurses. Agency/travel nurses are being used at Abingdon, Haysi and Tazewell.

87. Are there any Psychiatry backlogs at any of the facilities?

No there are not any psychiatry backlogs at any of the facilities at the current time.

88. Pg. 14 indicates that the questions are due five working days before the due date of the proposal. Please confirm the due date for questions and that the answers will be posted by 1/9/25.

All questions had a due date of December 31, 2024 at 5:00 PM. All questions received will be answered by Thursday, January 9, 2025 and posted on eVA.

89. There is not an RFP number listed in the RFP documents, but eVA did have one.

Please confirm RFP-82600 is the correct number to be associated with this RFP.

Yes, the RFP number is RFP-82600.

90. Will SWVRJA accept an electronic submission through eVA or e-mail in lieu of hardcopies?

No, SWVRJA will not accept any other form of submission other than hardcopies.

91. Please confirm the method for proposal submission (hard copies mailed or electronic submission via eVA).

Hard copies are required.

92. Pg. 6 D. Contract Period – Are there currently such expenses?

$ 4,355 per month

93. Pg. 6 D. Contract Period – Please identify any of these services and the cost attached.

Copier(s) lease and eMAR software

94. Pg. 8 – Offeror will provide a toll free number, and a mobile number, for contractual service related issues. Offeror shall also provide a fax number and email address in its response to the RFP. Will office and cell phone numbers suffice?

95. Pg. 18-21 4. Offeror Participant Considerations – Please confirm we do not need to respond to these items here, and this information should be included in the appropriate five sections outlined in 3. – Proposal Format.

You do not need to respond to these items here, but they shall be in the Proposal Format outlined on pages 14 – 18.

96. Will SWVRJA please provide the current salary ranges for these positions?

No. This is vendor proprietary information and not available to SWVRJA.

97. Please provide the pay rates of the current Key Personnel staff.

This is vendor proprietary information and not available to SWVRJA.

98. How many penalties were assessed and how much was waived in the current contract?

Penalties by Facility Abingdon - $9,779.27 Duffield - $21,760.80 Haysi - $31,146.78 Tazewell - $6,588.36

99. Pg. 36, f. – Temporary Personnel – How do you define occurrences in this case?

An occurrence in this case would be the inability to reduce agency staff to an acceptable level as determined by the Superintendent or designee after the 30-day cure period.

100. Pg. 31 – Proficiency Testing and Competencies – Is there an actual assessment that needs to be completed at the facility, or is this speaking to the ability to perform the duties? Please clarify.

No there is not an actual assessment to be completed but part of the Preceptor’s evaluation of ability to perform duties.

101. SWVRJA willing to change pharmacy subcontractors with the new medical vendor?

This would be up to the vendor.

102. Will the SWVRJA consider a proposal with an aggregate cap on pharmaceutical expenses?

The vendor may structure their proposal however they choose.

103. Where does medication distribution take place, i.e., med carts on the housing unit or inmates coming to medical?

Medication is distributed on med carts to the housing units.

104. On average, what percentage of inmates are prescribed psychotropic drugs each month?

On average, 40% of the ADP are prescribed psychotropic medications each month.

105. What is the average monthly number of inmates receiving pharmaceutical treatment for the following conditions? a. Hepatitis C; b. HIV/AIDS; c. Hemophilia and other bleeding disorders.

Hepatitis C patients – average of one or less patient per month HIV/AIDS – average of 2 patients per month Hemophilia/Bleeding Disorders – average of 0 per month

106. How are medications made available to inmates on release from the correctional facility?

Nursing staff provide the inmate patient with the supply of all medications remaining on the medication card (blister pack).

107. Does the facility utilize an Electronic Medical Record? If yes, should the

Proposer propose their own EMR system or continue utilizing the EMR in place?

Yes, SWVRJA currently uses CorEMR and would prefer to continue using CorEMR.

108. Can you briefly describe the IT infrastructure within the facility?

SWVRJA’s HP Network infrastructure is designed to ensure robust connectivity, security, and data integrity. It includes a combination of on-premises hardware, software and cloud-based solutions to provide seamless operations and disaster recovery capabilities.

109. Will Proposer’s hardware be placed on the County network?

Yes, the vendor’s hardware can be placed on the Authority’s network.

110. Will the County host software to be used in the scope of work?

Yes, the Authority will host software.

111. How do personal currently access the internet wile in the health care unit?

Internet access is by secured Wi-Fi and wired capabilities.

112. Does the facility have Wi-Fi connectivity throughout?

Yes, Wi-Fi connectivity is available.

113. Is SWVRJA currently subject to any court orders or legal directives that would have an impact on the services provided?

114. How many lawsuits (frivolous or otherwise) have been filed against the County or Contractor pertaining to inmate health care in the past three years?

115. Please provide a current list of staffing vacancies by position.

Using Agency/Travel Nurses/PRN Nurses

RN – Duffield Nights 0 Yes – PRN LPN – Abingdon Days/Nights 0 Yes – PRN and Agency and RNs hired in LPN positions LPN – Duffield Nights 0 Yes – PRN LPN – Haysi Nights 0 Yes – PRN

LPN – Tazewell Nights 0.6 part time position open

Yes – Agency and PRN

LMHP Day 1 Yes – PRN Staff

116. Does SWVRJA have dialysis on site?

117. Would the Medical Director’s interpretation of the EKG suffice?

The medical vendor’s use of EKG services should be sufficient to meet clinical need.

118. Would SWVRJA accept a vendor’s proposal that falls short of the inmate population of 1,700?

SWVRJA will consider and evaluate all proposals received.

119. Clarify on Exhibit 2, page 104 if the requirement is for 1,700 or 700?

The requirement should be for 1,700.

120. Could you please confirm if portions of the RFP can be awarded separately, or if a comprehensive proposal covering all is required?

This RFP is for Comprehensive Inmate Health and Mental Health Services and will not be considered separately.

121. Pg. 35 –M.1 – Currently, new health care staff are required to receive a significant number of orientation hours prior to providing services under the contract. All of these orientation hours must be backfilled. Does the SWVRJA plan to continue this practice under the new contract?

SWVRJA’s current provider provides full orientation for all new staff.

122. Does the Jail Authority have any plans to increase the volume of MAT program participants under the new contract?

SWVRJA does not currently have plans to increase the MAT program.

123. The proposed staffing plan does not include any additional FTEs for psychiatry over the current contract. However, the current vendor is, on average, providing an additional 6 hours of psychiatry care per week beyond that which is budgeted. Will the Jail Authority be adding FTEs for those clinically-required, but currently unfunded, hours?

SWVRJA does not currently have plans to add FTEs in the area of psychiatry.

124. The proposed staffing plan includes a .6 FTE NP at Abingdon; however, the current vendor is providing a 0.75, full-time, benefit-eligible, NP in this position.

Will the Jail Authority be adding these additional, currently unfunded, NP hours to the required staffing plan?

Yes, SWVRJA will add the NP hours to the Abingdon facility. Please see the amended Proposed Staffing Plan.

125. The recruitment climate in the SWVRJA region for LPNs is challenging to say the least. As a result, it has caused an average rate of 48% for LPN pay at SWVRJA since the contract transitioned to the current vendor in July 2021 and requires the current vendor to provide (more readily available) RN hours in place of budgeted LPN hours. Given this context, will the SWVRJA consider revising the staffing compliment to include more RNs in place of LPNs to ensure adequate and available clinical coverage?

In addition to the staffing matrix required in the RFP, the vendor may present a staffing compliment which includes more RNs verses LPNs.

126. If Cost Proposals will be requested after view of Technical Proposals, please confirm we will have the opportunity to ask cost-related questions prior to submitting our proposed pricing.

Per Addendum No. 1, Cost Proposals (along with the Technical Proposals) will be due on January 23, 2025 at 2:00 PM. All questions regarding this RFP were due December 31, 2024.