CTR013204-A2_ITB013204_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: MOBILE RADIOLOGY

CONTRACT No.: ITB013204

CONTRACT ID: 13204 – A2

EFFECTIVE DATES: 10/28/2024 to 6/30/2027

SUPPLIER: Symphony Diagnostic Services No. 1, LLC dba TridentCare

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC 0000008910.

The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 06/30/31 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Youth Services, Ohio Department of Mental Health and Addiction Services and Ohio Department of Rehabilitation and Corrections, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE:

1.1.1 The purpose of this bid is to obtain a Contractor to provide professional services for the performance of Radiological

Examinations (X-Ray), Ultrasounds and Diagnostic Reading of Electrocardiograms (EKG) as needed to provide quality, rapid, urgent medical evaluation of adult patients of the Department of Rehabilitation and Correction (DRC) and the Department of Mental Health and Addiction Services (DMHAS), and youths at the Department of Youth Services (DYS). The services will be provided at institutions located throughout the State and will be performed while maintaining a safe and secure environment. The patients served by this contract will include minors in a correctional facility, patients with a mental illness, and adult patients who are incarcerated persons.

1.2 MOBILE X – RAY

1.2.1 Certified Radiological Technologist(s) licensed by the state of Ohio shall administer required X-Rays and an Ohio

Licensed and Board Certified Radiologist Physician shall provide radiology interpretations, consultations and written reports. X-Rays may include, but are not limited to, the following:

Acute Abdomen Series Hand Pelvis Abdomen Single AP Hip Ribs Abdomen W/PA Chest Humerus Sacra-ileac Joints Acromio-Clay Joint Internal Auditory Canals Sacrum-Coccyx Ankle Knee Scapula Bone Survey Lumbar Spine Shoulder Cervical Spine Lumbar Spine – Oblique Sinuses Chest AP & Lat Mandible Skull Clavicle Mastoids Sternum Elbow Nasal Bones Temp Mandibular Joints Facial Bones Navicular – Wrist Thoracic Spine Femur Orbits Thumb, finger, toes Foot OS Callous – Heel Tibia & Fibula Forearm Patella Wrist

1.2.2 Chest X – Rays for positive PPD TB Skin Test shall include Anterior-Posterior (AP) and Lateral Views.

1.2.3 The Contractor will provide comparison interpretations when a previous test has been conducted. A copy of a previous exam, required for comparison interpretation when a previous X-Ray has been conducted, shall be provided by the Contractor no longer than three (3) business days following request. Comparison may be to X-Rays taken by contractor, by the Institution, by OSU or another outside entity.

1.2.4 The Contractor will provide Digital Radiography (DR) and furnish medical diagnostic interpretations, consultation as needed and written reports detailing X-Ray findings to the healthcare staff at each facility. DR X-Rays shall be conducted in a medically appropriate manner and in accordance with applicable sections of the Ohio Revised Code and Ohio Administrative Code.

1.2.5 Panorex and Dental X-Rays will not be required.

1.3 MOBILE ULTRASOUND SERVICES

1.3.1 Certified Ultrasound Technologist(s) shall administer required Ultrasound and an Ohio Licensed and Board-Certified Radiologist Physician shall provide interpretations, consultations and written reports. Ultrasounds may include, but are not limited to, the following:

Abdominal Pelvic Renal Breast Obstetrical Thyroid Echocardiogram Prostate Transvaginal

1.3.2 The Contractor shall furnish individual videos of each Ultrasound examination. The video format shall be Digital Imagining and Communications in Medicine (DICOM) compatible. DICOM is a standard for handling, storing, printing, and transmitting information in imaging. Additionally, the Contractor will furnish black & white and or color printouts, as requested.

1.4 MOBILE ELECTROCARDIOGRAM SERVICES

1.4.1 The Contractor will provide an Electrocardiogram (EKG) Technician as scheduled by the using institution. The Technician will administer the EKG procedure and provide the interpretation results along with written reports to the requesting Agency.

1.5 MAMMOGRAM SERVICES

1.5.1 Mammogram services will only be required to be performed at the Department of Rehabilitation and Correction, Ohio Reformatory for Women utilizing the DRC’s mammography equipment.

1.5.2 Board Certified Radiologist Physician(s) shall provide radiology interpretations, consultations and written reports.

1.6 CONTRACTOR REQUIREMENTS

1.6.1 Contractor will be on call and available to provide services during normal business hours of 7:00 AM to 5:00 PM, EST, Monday through Friday, and at such other times as scheduled by the facility.

1.6.2 Contractor shall arrive at the site at a pre-scheduled time for all scheduled services. A stat (emergency) request must be responded to within three (3) hours of the Contractor receiving the request. The stat request can occur at any time during the twenty-four (24) hour day.

DMHAS and DYS will phone or email advanced level provider orders to the Contractor and the Contractor will dispatch the appropriate technologist based on need and priority of service.

DRC will utilize the current electronic health record system to transmit advanced level provider orders via HL7 interface with the addition of DMHAS and DYS once the Agencies EHR is implemented. Contractor will dispatch the appropriate technologist based on need and priority of service.

Each facility using the services will be provided with appropriate order forms by the Contractor.

Once exams are completed the X-Ray images will be forwarded to the Radiologist for reading. For routine examinations a type-written interpretation will be provided to the ordering facility no later than two (2) business days following the exam.

For non-routine/emergency exams verbal results are called to the designated location at each facility within two (2) hours.

Legible and thorough interpretive reports shall be provided to the facility’s health care staff immediately or as soon as observed but no later than twenty-four hours after testing. Contractor agrees to notify the institution immediately if X- Ray images reveal any abnormalities that could cause loss of life, limb, or decrease of function if not identified and treated immediately.

Each facility will notify the Contractor of healthcare staff to be involved in this process at each location once the bid is awarded.

1.7 IMAGES and INTERPRETATIONS

1.7.1 DRC facilities will utilize the current Electronic Health Record (EHR) system and transmit bidirectional interface of images and reports.

1.7.2 DYS and DMHAS will receive by phone or email until the Agencies EHR is implemented.

1.8 RADIOLOGY INTERPRETATION

1.8.1 DRC results will be transmitted to the current Electronic Health Record via HL7 interface. Additionally, images and interpretation results will be electronically transferred to the DRC Picture Archiving Communication System (PACS).

1.8.2 Contractor will maintain bidirectional interface with PACS to transfer imaging to and from the Contractor and Agency.

1.8.3 DYS and DMHAS results will be transmitted via email. They will utilize the electronic health record system reporting once the Agencies EHR is implemented.

1.8.4 DYS and DMHAS may request a narrative report. This report should be stored on a Portable Digital Storage Device and submitted to the requesting institution within 72 hours after request.

1.8.5 Telephone consultation between the Contractor's Radiologist and the facility's health care staff shall be available as needed, at no additional cost to the facility. Contractor shall provide all institutions with contact information.

1.8.6 Contractor shall insure that all images are readable prior to leaving the facility. If additional images are required by the radiologist to complete the reading, they should be performed, at that time, at no additional charge to the institution.

1.8.7 Contractor equipment is to be maintained per current standards of practice regarding safety, i.e. x-raying of lead aprons, maintenance, cleaning and disinfecting. Documentation is to be made available per the agency’s request providing evidence of maintaining safety standards on all equipment.

1.9 INVOICE

1.9.1 The Contractor will invoice each facility monthly, as listed in Supplement A Facility Locations, for the services provided to that facility. The Contractor is to include a log with the billing reports indicating the date, client name, facility, numerical classification and type of service(s) rendered. This log must be signed and dated by a designee of the facility’s Health Care Staff verifying the service(s) for payment.

1.10 DMHAS SPECIFIC REQUIREMENTS

1.10.1 The Joint Commission (TJC) compliance may not be a requirement at all facilities. If required, the awarded contractor will submit necessary documentation of compliance and competence as required by TJC standards;

Medicare (CMS) standards; and other regulatory agencies and professional bodies. The Contractor will cooperate in conducting performance improvement studies and quality assurance mechanisms. The Contractor agrees to provide verification of any credentialing and/or privileging information, required by DMHAS, necessary to privilege credential and privilege physicians. Facilities not currently using TJC requirements may add it during the contract term.

1.10.2 DMHAS requires that practitioners providing radiological interpretations for DMHAS hospitals be identified. The DMHAS hospitals must credential and privilege each practitioner every 2 years for the duration of this contract and any subsequent renewals. The hospitals will not accept interpretations performed by a non-privileged practitioner. Failure to maintain this accreditation for the practitioners will result in contractor being found in default of Contract.

1.10.3 The awarded Contractor will be required to submit documents necessary for DMHAS to credential and privilege providers. Subsequent to contract award the Agency will provide all necessary documents to the Contractor to complete. All radiologists must be credentialed and privileged for each of the DMHAS facilities for which they will be interpreting test results. Failure to provide these documents, properly completed as instructed, may result in cancellation of the Contract.

1.11 QUALIFICATIONS

1.11.1 The Contractor warrants that all operation of equipment shall be performed by Certified Radiological Technologist, licensed by the State of Ohio.

1.11.2 Due to the nature of security and working conditions in mental healthcare and prison environments there may be potential unexpected delays. The State will not pay any additional charges for travel time for the mobile unit and/or technicians or other employees, or for any other related down time incurred by the Contractor due to delays that may be encountered either entering or leaving a facility.

1.11.3 Contractor’s technicians will be required to submit to and pass a background check prior to entering any facility.

1.12 ADDITIONAL NOTES

1.12.1 Each facility shall arrange security clearance for the successful Contractor and its employees.

1.12.2 The awarded Contractor shall remove all waste generated by this service.

1.12.3 State Agencies reserve the right to modify or delete facility locations with thirty (30) day notice, without additional cost or expense to the agency by the Contractor.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 10/18/22) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 – FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase.

Supportive documentation should include, but is not limited to copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.3 – HIPAA

As a condition of receiving a contract from the State, the Contractor, and any subcontractor(s), will be required to comply with 42 U.S.C. Sections 1320d through 1320d-8, and to implement regulations at 45 C.F.R. Section 164.502 (e) and 164.504 (e) [relating to privacy] and 164.308 and 164.314 [relating to security] regarding disclosure and safeguarding of protected health information under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as amended by the American Recovery and Reinvestment Act of 2009. Contractor and any subcontractor(s) may be required to enter into the Agency Business Associate Agreement.

3.4 – LICENSE

https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_10_15_22.pdf

The Contractor must be properly registered by the Ohio Department of Health to possess X-Ray equipment in accordance with Ohio Administrative Code 3701:1 Radiation Control. The Contractor shall provide copies of current Ohio licenses, with no restrictions or limitations, with the bid submission. If the licenses are not provided with the bid submission the bidder will have seven (7) calendar days in which to provide them once they have been requested by the Office of Procurement Services. Failure to provide them within seven (7) calendar days may deem your bid not responsive.

The Contractor must maintain all licenses throughout the term of this contract and any renewals. At the request of a State Agency, a copy shall be provided within seven (7) calendar days. Failure to maintain and provide copies of license(s) when requested may result in cancellation of the Contract.

3.5 – CONTRACTOR PERSONNEL

Contractor warrants that all operation of equipment will be by Certified Radiological Technologists, licensed by the State of Ohio.

The Contractor must assure that all Radiological Technologists receive an annual performance evaluation. Contractor shall list with bid submittal names of all providers who will be performing services on the contract and provide copies of current licenses.

The awarded contractor will be required to submit documents necessary for DMHAS to credential and privilege providers.

Subsequent to contract award the Agency will provide the documents for completion. All radiologists must be credentialed and privileged for each of the DMHAS facilities for which they will be interpreting test results. Failure to provide these documents, properly completed as instructed, may result in cancellation of the Contract. Until the provider has been credentialed by the Agency, they will be unable to provide services.

Licenses may be verified at the following link: https://odhgateway.odh.ohio.gov/xraylicensure/activelicenses.aspx.

Contractor warrants that all radiology interpretation services shall be performed by an Ohio licensed American Board of Radiology Certified Physician. Contractor shall list, with bid submittal, names of all providers who will be performing services on the contract and provide copies of current licenses and certifications.

If the licenses, for the technologists and the physicians, are not provided with the bid submission the bidder will have seven (7) calendar days in which to provide them once they have been requested by the Office of Procurement Services. Failure to provide them within seven (7) calendar days may deem your bid not responsive. Licenses must be maintained throughout the term of this contract and any renewals. Failure to maintain registration/license(s) may result in cancellation of the Contract.

The State reserves the right to ask the awarded Contractor to send proof of requirements at any time during the life of this Contract. Failure to provide them within seven (7) calendar days may result in cancellation of the Contract.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

5.2 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will multiply the estimated usage by submitted unit cost and then add each of the totals together to arrive at the total cost.

5.3 - DESCRIPTIVE LITERATURE

https://odhgateway.odh.ohio.gov/xraylicensure/activelicenses.aspx https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.4 - SUPPLEMENT S RESPONSE – STATE INFORMATION SECURITY AND PRIVACY REQUIREMENTS, STATE DATA

HANDLING REQUIREMENTS

Bidders must include a fully completed copy of Supplement S with their bid. Bidders must follow the completion instructions contained in the supplement when preparing their response. When responding, Bidders should note the redaction process described in section 5.5. Failure of a Bidder to submit a fully completed Supplement S response with their bid response may cause the submitted bid to be deemed not responsive.

5.5 - SUPPLEMENT S REDACTION PROCESS

If a Bidder includes in its Supplement S response confidential, proprietary, or trade secret information, it must also submit a complete redacted version of its Supplement S response in accordance with Confidential, Proprietary or Trade Secret Information that follows. Bidders shall only redact (black out) language that is exempt from disclosure pursuant to Ohio Public Records Act. Bidders must also submit an itemized list of each redaction with the corresponding statutory exemption from disclosure. The redacted version(s) must be submitted as an electronic copy in a searchable PDF format and submitted with the bid. Redacted versions should be indicated as redacted in the file name. The redacted version, as submitted, will be available for inspection and released in response to public records requests. If a redacted version is not submitted, the original submission of the include with the bid will be provided in response to public records requests.

5.6 – SITE VISIT

Prior to submitting their solicitation response, the supplier should visit the locations in the solicitation in order to survey the facility(s) and to become familiar with the requirements of the solicitation. The supplier must contact each facility to schedule an appointment. To schedule an appointment, refer to Supplement A for locations and contact information. Once a contract is awarded, failure of the supplier to have requested a site visit to become familiar with the facility and requirements of the solicitation will be insufficient reason to support any request to be released from the contract.

5.7 - REFERENCES

To be considered responsive, the bidder must, at the time of bid submission, be an established business with all required licenses, bonds, facilities, equipment and trained personnel necessary to perform the work in this bid. Each bidder is to submit, with the bid, a listing of three (3) references documenting experience in providing mobile X-Rays, Ultrasound and EKGs, in accordance with state and federal standards and guidelines, within the previous three (3) years. Name, address and telephone number of each reference must be included.

5.8 – DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

6 - AMENDMENTS

6.1 SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

2 10/28/24 This amendment is issued to update the pricelist, effective with all orders issued on or after 10/28/24.

All other prices, terms and conditions remain unchanged.

1 9/18/23

This amendment is issued to add River City Correctional Center to the Supplement A Facility Sites document, and to add River City Correctional Center to the price schedule effective with all orders placed on or after 09/18/23.

All other prices, terms and conditions remain unchanged.