DOC-FY25-0002-SL.pdf

INVITATION FOR BID

DOC-FY25-0002-SL

Infant Healthcare Services

For Department of Corrections

Women’s Eastern Reception, Diagnostic and Correctional Center

Contract Period:

January 1, 2025 through December 31, Date of Issue: October 24, 2024

Missouri Department of Corrections

Fiscal Management Unit

Purchasing Section

2729 Plaza Drive, P.O. Box 236

Jefferson City, MO 65102

Buyer of Record:

Beth Lambert, CPPB

Director of Purchasing Telephone: (573) 526-6494 Beth.Lambert@doc.mo.gov

Bids Must Be Received No Later Than:

2:00 p.m., November 21, 2024

Bids must be submitted electronically through MissouriBUYS only The undersigned hereby declares understanding, agreement, and certification of compliance to provide the items and/or services at the prices stated, pursuant to the requirements and specifications contained herein. The undersigned further agrees that when an authorized official of the Missouri Department of Corrections countersigns this document, a binding contract, as defined herein, shall exist between the contractor and the Department of Corrections. The authorized signer of this document certifies the contractor (named below) and each of its principles are not suspended or debarred by the federal government.

Company Name: ______________________________________________________________________

Mailing Address: ______________________________________________________________________

City, State, Zip: ______________________________________________________________________

Telephone: ___________________________ Fax: _____________________________________

MissouriBUYS SYSTEM ID# ___________________________

Email: __________________________________________________________________

Authorized Signer’s Printed Name and Title: ________________________________________________________

Authorized Signature: ____________________________

Bid Date: _________________________________

The original cover page, including addendums, should be signed and returned with the bid.

mailto:beth.lambert@doc.mo.gov

DOC-FY25-0002-SL Page 2

SOLICITATION ORGANIZATION

This document is divided into the following parts:

Part One: Introduction and General Information

Part Two: Scope of Work

Part Three: Contractual Requirements

Part Four: Bid Submission Information and Requirements

Exhibit A Technical Bid – Proposed Methodology, Approach and Workplan

Exhibit B Technical Bid – Team Qualifications

Exhibit C Technical Bid – Past Performance

Exhibit D Participation Commitment

Exhibit E Documentation of Intent to Participate

Exhibit F Participation Commitment – Organization for the Blind/Sheltered Workshop

Exhibit G Missouri Service- Disabled Veteran Business Enterprise Preference

Exhibit H Business Entity Certification, Enrollment Documentation, and Affidavit of Work Authorization

Exhibit I Miscellaneous Information

Attachment 1 Evaluation Criteria for Technical Proposal

Terms and Conditions

END OF SOLICITATION ORGANIZATION

DOC-FY25-0002-SL Page 3

1. INTRODUCTION AND GENERAL INFORMATION

This section of the IFB includes a brief introduction and background information about the intended acquisitions and/or services for which the requirements herein are written.

1.1 Purpose:

1.1.1 This document constitutes an invitation for competitive, sealed bids from vendors for the provision of Infant Healthcare Services for the Department of Corrections, Women’s Eastern Reception, Diagnostic and Correctional Center (referred to hereinafter as the Department) in accordance with the requirements and provisions stated herein.

1.2 Questions Regarding the IFB:

1.2.1 It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Department if the vendor believes that any language, specifications, or requirements are: (1) ambiguous,

(2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a bid.

a. The vendor and the vendor’s agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the IFB, the solicitation process, the evaluation, etc., to the buyer of record indicated on the first page of this IFB. Inappropriate contacts to other personnel are grounds for suspension and/or exclusion from specific procurements. Vendors and their agents who have questions regarding this matter should contact the buyer.

b. Upon the Department’s consideration of questions and issues and if the Department determines that changes are necessary, the resulting changes will be included in a subsequently issued IFB addendum(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an IFB addendum. All vendors will be advised of any change to the IFB’s language, specifications, or requirements by a formal addendum to the IFB. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

NOTE: The only official position of the State of Missouri shall be that which is contained in the IFB and any addendums thereto.

1.3 Pre-Proposal Teleconference:

1.3.1 Pre-proposal Teleconference Date and Time: A pre-proposal teleconference regarding this IFB will be held on Thursday, October 31, 2024, at 11:00 a.m., Central Time. Vendors are encouraged to participate in the pre-proposal teleconference as it will be used as the forum for questions, communications, and discussions regarding the IFB. The vendor should become familiar with the IFB and develop all questions prior to the pre-proposal teleconference in order to ask questions and otherwise participate in the public communications regarding the IFB.

a. Pre-Proposal Teleconference Agenda: The vendor should have a copy of the IFB for the pre-proposal teleconference since it will be used as the agenda for the pre-proposal teleconference.

b. Communication Prior to the Teleconference: The vendor is encouraged to review the IFB prior to the pre-proposal teleconference and may submit written communications and/or questions regarding the IFB, which reference the IFB paragraph numbers, to the buyer identified on page one. Such prior communication will provide the Department with insight into areas of the IFB which may be brought up for discussion during the conference and which may require clarification.

DOC-FY25-0002-SL Page 4

c. Communication During the Teleconference: During the pre-proposal teleconference, it shall be the sole responsibility of the vendor to orally address all issues previously presented to the buyer by the vendor, including any questions regarding the IFB or areas of the IFB requiring clarification.

d. Addendum to the IFB: Any modifications needed to the IFB as a result of discussions from the pre-proposal teleconference will be accomplished as an addendum to the IFB. Neither formal minutes of the pre-proposal teleconference nor written records of the questions/communications will be maintained.

1.3.2 Pre-Proposal Teleconference Special Accommodations: Vendors are strongly encouraged to advise the buyer within five (5) state business days of the scheduled pre-proposal teleconference of any special accommodations needed for people with health conditions or impairments who will be participating in the pre-proposal teleconference so that these accommodations can be made.

1.3.3 Pre-Proposal Teleconference Dial-In Information: The vendor should contact the buyer as indicated on the first page of this IFB to obtain dial-in instructions. The vendor will be provided with a telephone number to dial and/or webinar information to access, in order to listen and participate in the pre-proposal teleconference. The vendor shall refrain from contacting anyone other than the buyer to obtain the dial-in information.

1.4 On-site Inspection of Facility:

1.4.1 A non-mandatory on-site inspection of the facility located at 1101 East Highway 54, Vandalia, Missouri 63382, will be held on November 4, 2024, beginning promptly at 10:00 am. To participate in the tour, vendors must contact the Business Manager at the Women’s Eastern Reception Diagnostic and Correctional Center, Deanna Nolan at (573) 828-6018, or deanna.nolan@doc.mo.gov.

a. A record of those vendors attending the tour will be maintained for verification purposes. The vendor shall be responsible for ensuring their attendance at the tour is documented.

b. Unless a vendor has specific current knowledge of the facility, the vendor must tour the facility prior to submission of a bid. Specific current knowledge of the facility includes being a current contractor/subcontractor within the facility or providing services within the facility within the past six (6) months.

1.4.2 The purpose of the on-site inspection is to provide vendors an opportunity to inspect, examine, and assess the facility and to determine any existing conditions and factors of the facility that may affect the performance of the services required herein.

1.4.3 Vendors shall not be permitted to schedule a tour at a different time or date nor shall the vendors be allowed to communicate with the offenders or staff of the Department other than during the tour.

1.4.4 Vendors are strongly encouraged to advise the Department, at least five (5) days prior to the scheduled on-site inspection of the facility, of any special accommodations needed so that the accommodations can be made.

1.5 Background and Historical Usage Information:

1.5.1 The correction nursery program is a statutorily mandated program covered in sections 217.940-217.947 of the Revised Statutes of Missouri.

1.5.2 Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Invitation for Bid.

END OF PART ONE: INTRODUCTION AND GENERAL INFORMATION

DOC-FY25-0002-SL Page 5

2. SCOPE OF WORK

This section of the IFB includes requirements and provisions that shall govern the contract after IFB award. The contents of this section include mandatory requirements that must be adhered to by the state and the contractor, unless changed by a contract amendment.

2.1 General Requirements:

2.1.1 The contractor shall provide Infant Healthcare Services for the Department of Corrections, Women’s Eastern Reception, Diagnostic and Correction Center (hereinafter referred to as the Department), in accordance with the provisions and requirements stated herein.

2.1.2 The contractor shall ensure full pediatric medical services including, but not limited to, diagnosis, treatment, coordination of care, preventative care and health maintenance to patients from birth through 18 months of age.

2.1.3 The contractor shall provide services at the Women’s Eastern Reception, Diagnostic and Correctional Center (WERDCC) located at 1101 East Highway 54, Vandalia, MO 63382, or at the contractor’s medical office.

a. The Department will provide space within the WERDCC for the contractor to perform services if necessary.

b. When necessary, the contractor shall provide services at their medical office.

1) The contractor’s business location shall be within a 40 mile radius of WERDCC.

2.1.4 The contract shall follow Department policies and procedures when providing services on and offsite. A copy of those applicable policies and procedures will be made available to the contractor following award of contract.

2.1.5 The contractor shall provide all services to the sole satisfaction of the Department and the Department will act as the final judge of the compliance of the contractor’s performance under the contract.

a. The contractor agrees that disputes arising from conflicts with Department policies and procedures or other provisions of the contract shall be resolved by the Department.

2.1.6 The contractor shall understand and agree that because the contractor was familiar with the facility and the conditions that existed prior to award of the contract, the contractor shall not be relieved of the performance of the provisions and requirements specified herein.

2.1.7 The contractor shall not be relieved of performance of the provisions and requirements specified herein due to the contractor’s failure to prudently inspect the correctional facility during the on-site inspection of the correctional facility.

2.1.8 The Contractor understands and agrees the Department shall not be responsible for medical services rendered under this contract. Contractor agrees and understands any and all billing for the medical services stated within this contract shall be billed to Medicaid, other government funding sources and/or private third party payers.

2.2 Contractor’s Qualifications:

2.2.1 The contractor must have at least two (2) years of related experience in providing pediatric healthcare services.

2.2.2 The contractor shall comply with all applicable state licensure regulations and requirements regarding performance of services pursuant to all applicable Revised Statutes of Missouri and State Regulations that address the provisions of professional services in the State of Missouri. Any and all licensure held by the contractor and the contractor’s personnel must be current and not restricted by the issuing Board.

DOC-FY25-0002-SL Page 6

2.3 General Personnel Requirements:

2.3.1 Contractor personnel assigned to the contract must be approved by the Department prior to providing services.

2.3.2 Upon request, the contractor shall provide the Department with current evidence of licensure or certification of the contractor’s personnel providing services under this contract. The contractor will maintain an updated personnel file to include the aforementioned vital information and evidence of license or certification.

2.3.3 The contractor’s personnel assigned to provide services under the contract must be at least eighteen (18) years of age.

2.3.4 The contractor shall understand and agree that offenders under active federal or state felony or misdemeanor supervision must receive written Department approval from the Director of Adult Institutions prior to becoming an employee of the contractor for the services provided herein. The contractor’s personnel with prior felony convictions and not under active supervision must receive a written Department approval from the Director of Adult Institutions prior to providing services.

2.3.5 Policies and Procedures - The Department has policies that have an impact on the contractor and contractor's personnel. The following list of policies will be made available to the contractor at the time of contract award.

a. D2-11.9 Non-Smoking and Tobacco Free

b. D2-11.10 Staff Member Conduct

c. D2-11.11 Staff Member Drug Testing

d. D2-11.12 Staff Alcohol Testing

e. D2-11.13 Staff Searches

f. D1-8.13 Offender Sexual Abuse and Harassment (PREA)

g. D1-8.1 Office of Professional Standards

2.3.6 Orientation and Training –

a. The contractor shall cooperate with the Department regarding orientation and training efforts, as required herein. The contractor shall work with the Department to mutually agree upon orientation and training schedules of personnel. The contractor understands and agrees that all expenses incurred on behalf of its personnel, including, but not necessarily limited to, meals, mileage and lodging, shall be the responsibility of the contractor.

1) Minimally, the contractor’s orientation and training must include Contracted Staff Basic Training at the location identified below:

• Central Region Training Center - 1717 Industrial Drive, Jefferson City, Missouri

2) In the event any of the contractor's personnel have previously attended a Contracted Staff Basic Training within the past year, the contractor may submit a request to the Department for the training requirement to be waived. The Department will make the final decision to determine if training may be waived on a case-by-case basis.

3) The contractor shall require all personnel to participate in cross training with Department personnel, as mutually agreed upon by the contractor and the Department.

b. Contractor Specific Training -

DOC-FY25-0002-SL Page 7

1) The contractor shall agree to participate in additional training as deemed necessary by the

Department to ensure successful compliance with the contract.

2) The contractor shall understand and agree that the Department’s current electronic health record system training is on-the-job training.

2.3.7 The Department will consider the time spent by the contractor's personnel attending Department required trainings, orientations, meetings, and off-site promoting quality improvement, as time worked for the purposes of the contractor's compliance with the contractor’s staffing plan.

2.3.8 Department Dissatisfaction - If the Department is dissatisfied with any of the contractor's personnel, the contractor must resolve the problem to the Department's sole satisfaction. If circumstances exist which prevent resolution to the satisfaction of the Department, the contractor shall immediately replace the person with appropriate part-time or overtime personnel until a full-time replacement meeting the Department's approval can be assigned.

2.3.9 The contractor shall be responsible for the actions or inactions, whichever is applicable, of all personnel providing services under the contract.

2.3.10 The contractor shall immediately report any violation of professional practice to the appropriate licensing/certification board. Immediately thereafter, the contractor must provide documentation of the report to the Department.

2.3.11 The contractor and the contractor's personnel shall assist the Department in enforcing offender rules by reporting all violations to the Department. Furthermore, the contractor shall not obstruct the Department or any of its designated officials from performing their duties in response to court orders, internal or external investigations, or in the maintenance of a secure and safe correctional environment.

2.4 Pharmaceuticals

2.4.1 The contractor shall be responsible for the cost of all prescription and medically prescribed over-the-counter medications. The contractor shall be responsible for medications ordered by the contractor’s personnel.

a. All medications must be prescribed or countersigned by the prescribing authority and the contractor shall maintain records of administration.

2.5 Infant Health Records and Requests:

2.5.1 The contractor shall maintain records that fully disclose the extent of services provided under this contract.

These records shall be made available to the department, upon request, until the infant is no longer a participant in the correctional nursery. The contractor may maintain paper copies of these records, but must also maintain electronic records.

a. The contractor shall notify the department of any relevant records requests associated with infants currently or formally having participated, in the correctional nursery program.

b. Upon expiration, termination, or cancellation of the contract, the contractor shall inventory and provide all infant health records created or maintained, or both, under the contract to the Department in an electronic format or paper copy, whichever is specified by the Department.

c. The contractor shall obtain copies of all germane infant health records and/or treatment instructions for medical services conducted by entities external to the contractor who have provided and/or will continue to provide medical services of any kind to the infant participants of the correctional nursery program.

DOC-FY25-0002-SL Page 8

d. The contractor shall direct all requests for information for the purposes of defending lawsuits filed against Department employees and officers to the Department designee inclusive of the offender's full name, register number, and the time span for records requested. A Department designee shall provide the Missouri Attorney General's Office with the appropriate copies of health treatment records pursuant to these specific types of requests.

2.5.2 The contractor shall ensure all medical care and the associated appointments, treatments, and any other relevant information is documented and available upon the department’s request. In addition, the contractor shall submit monthly reports for the purposes of service provision accountability and data tracking, by the 1st of every month.

2.5.3 All external requests for infant health records which are received by the department will be referred to the contractor for appropriate handling.

2.5.4 During the term of the contract as determined by the Department, the contractor shall have access to all records and reports related to the contractor's performance of services. The contractor shall have the right to make and retain copies of any such records or reports as the contractor deems necessary for the performance of its contractual duties, and for the investigation or defense of any actions or incidents related to the contractor's performance. After expiration, termination, or cancellation of the contract, the contractor must submit a request to the Department to access records and reports related to the contractor’s performance of services.

2.5.5 Except in cases of the contractor's compliance with court order or applicable law, the contractor shall not make any reports or treatment records, nor utilize information, data, or other information given to, prepared by, or assembled by the contractor which the Department requests to be kept confidential, to any individual or organization without the Department's prior written approval.

2.6 General Materials, Equipment, and Supplies Requirements:

2.6.1 Unless otherwise specified herein, the Department will provide all existing utilities, including telephone service. However, the contractor shall pay for its long-distance telephone communications, including modems and faxes used by the contractor. Additionally, the contractor shall be responsible for photocopying services, postage, and any utility upgrades\services beyond what is provided by the Department with prior approval from the Department.

2.6.2 Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein. The department will make office space, if needed, and security details available for the contractor’s use while providing the services specified herein.

2.6.3 Within the first thirty (30) calendar days following the Department’s authorization to proceed with services, the contractor shall provide the department with a list of supplies the contractor intends to routinely bring with them to provide medical services onsite.

a. The contractor shall ensure a current inventory of all supplies, equipment and other relevant items in the contractor’s possession at the time medical services are provided within the secure perimeter of the institution, is available for review by the appropriate department staff each time the contractor provides infant medical care onsite.

b. For the purposes of providing the services specified herein, the contractor understands and agrees to consent to both visual and physical searches, consistent with department policy, of any and all supplies, persons, equipment, or other relevant items, prior to both entry and exit of the facility and/or its secure perimeter.

DOC-FY25-0002-SL Page 9

c. The contractor shall agree and understand that the Department may conduct additional random inventory audits and searches, consistent with department policy, for the purposes of maintaining the good order of the facility.

2.6.4 Office Equipment Purchases - The contractor shall purchase all necessary office equipment.

a. The contractor shall retain ownership of any and all equipment purchased by the contractor for use at a correctional facility.

2.6.5 Department Equipment - Equipment purchased by and belonging to the Department and placed in the custody of the contractor shall remain the property of the Department. The contractor must ensure these items are safeguarded and maintained appropriately, and return such equipment to the Department within the time frame specified by the Department. If Department equipment used by the contractor is not returned to the Department timely and in a condition similar to when it was first placed in the custody of the contractor, the contractor may be subject to additional charges for replacement or repair of the equipment.

a. The Department will provide security and security procedures to protect the contractor's equipment as well as Department equipment. The Department’s security procedures will provide direction for the reasonably safe management of pharmaceutical and health care supplies and equipment.

b. All Department owned equipment shall be maintained by the Department and shall not be transferred to the contractor under any circumstances. The control, location, assignment, transfer, distribution, and surplus disposal of all state property shall be in accordance with and governed solely by current policy and procedure of the Department in effect at the time of disposition.

2.6.6 The Department will provide existing office furniture at the correctional facilities. Any replacement office furniture, in the correctional facilities, will be the responsibility of the contractor.

a. Department Services – The Department will make available, and supervise, offenders in the performance of general maintenance and housekeeping. The Department will provide and make available all equipment, supplies, and other materials as may be necessary for the upkeep and sanitation of the correctional facility.

2.7 Contractor Equipment and Supplies Requirements:

2.7.1 The contractor shall be responsible for providing all equipment and supplies needed by the contractor and the contractor’s staff to perform the duties outlined in the IFB that are not being provided by the Department.

This shall include computer equipment and software.

a. All equipment and supplies brought in by the contractor and the contractor’s personnel, not provided by the Department, must be removed and taken with the contractor when they leave the facility.

2.7.2 If the contractor wishes to leave equipment and/or supplies at the facility for use during visits, the Department will provide a secure location.

a. Any equipment and/or supplies left at the facility must be documented with the Department.

2.7.3 Title to any equipment or supplies provided by the contractor shall be held by and vested in the contractor.

The Department shall not be liable in the event of loss, incident, destruction, theft, damage, etc. for the equipment and supplies including, but not limited to devices, wires, software, technical literature, etc. It shall be the contractor’s sole responsibility to obtain insurance coverage for such loss in an amount that the contractor deems appropriate.

2.7.4 The contractor shall not be allowed to access the State’s computer network. The contractor shall be required to provide their own internet access via hotspot or wireless access card.

DOC-FY25-0002-SL Page 10

2.8 Security:

2.8.1 Security Coverage – The Department will provide security for contractor's personnel while in the correctional facility. The level of security provided will be consistent and according to the same standards of security afforded to Department personnel.

2.8.2 Security Clearance - Prior to providing service, the contractor and contractor's personnel must have security clearance approved in advance by the Department.

a. Prior to the provision of services, and prior to the assignment of any new personnel to provide services under the contract, the contractor and contractor’s personnel must submit to and pass a background investigation conducted by the Department or its designee in order to be eligible to provide services in the correctional facility. Such investigations shall be equivalent to investigations required of all Department employees. The Department will be responsible for the cost of background investigations.

b. For informational purposes only, background investigations typically take up to forty-eight (48) hours for completion.

c. During the birth month of the contractor and contractor’s personnel providing services, the contractor shall request the Department conduct an annual background check. The contractor shall report negative findings to the appropriate department staff within 24 hours.

2.8.3 Upon arrival to the facility, the contractor and the contractor’s personnel must present a photo form of legal identification, the equipment and supplies being taken into the facility and a written inventory of the equipment and supplies for verification. At no time shall the contractor leave any equipment or supplies unattended. Missing equipment and supplies must be immediately reported to the Department.

2.9 Compliance with Laws and Policies:

2.9.1 The contractor shall comply with all relevant federal and state laws and policies that pertain to the health care services provided by the contractor.

2.9.2 The contractor shall comply with all statutes, rules, regulations, and/or court orders adopted after the contract effective date that affect the required services.

2.9.3 The contractor, the contractor’s personnel, and others acting under the contractor's control, shall at all times observe and comply with all applicable Missouri State Statutes, rules, regulations, guidelines, internal management policy and procedures, and general orders of the Department that are applicable, current, or hereafter adopted, regarding operations and activities in and about all Department property.

2.10 Implementation of Services:

2.10.1 After issuance of the Notice of Award, the Department will designate a representative(s) (hereinafter referred to as Department liaison) authorized to act on behalf of the Department in regard to the contractor's provision of contractual services.

2.10.2 Within seven (7) calendar days after issuance of the Notice of Award, the contractor shall provide written notification to the Department of the person who will act as the liaison for the contractor with the Department. The contractor shall provide the Department with the name, address, e-mail address, and phone number of the contractor’s liaison.

2.10.3 The contractor shall be fully operational (which shall include providing the required personnel, completion of all necessary functions, actions, set-up etc. necessary for successful business operation, and full implementation of all required services pursuant to the requirements of this document), by no later than January 15, 2025.

2.11 Contract Monitoring:

DOC-FY25-0002-SL Page 11

2.11.1 The Department reserves the right to monitor the contract throughout the effective period of the contract to ensure contractual compliance. If the Department determines the contractor to be at high-risk for non-compliance, the state shall have the right to impose special conditions or restrictions. Written notification will be provided to the contractor of the determination of high-risk and of any special conditions or restrictions to be imposed. The special conditions or restrictions may include, but not limited to, those conditions specified below:

a. Requiring additional, more detailed financial reports or other documentation;

b. Additional contract monitoring;

c. Requiring the contractor to obtain technical or management assistance; and

d. Establishing additional prior approvals from the Department.

2.12 Miscellaneous Requirements:

2.12.1 The contractor shall fully cooperate with the Department and the Missouri Attorney General's Office in the defense of any lawsuits initiated against the Department or any of its employees. The contractor shall work with the Attorney General's Office in the preparation and execution of affidavits. The contractor shall be available to testify in court proceedings and depositions when the Attorney General's Office informs the contractor that the contractor’s testimony is needed.

a. The contractor shall not be reimbursed for expenses incurred as a result of court appearances.

2.12.2 The Department will furnish all legal and accounting services as may be necessary for the Department to satisfy its contractual responsibilities. The Department will not assume, nor shall it be liable for, legal, accounting, or insurance counseling services as may be necessary for the contractor to satisfy its contractual obligations. Without exception to the foregoing, the Department is not obligated to provide legal, accounting, or insurance counseling services to the contractor in connection with any litigation or threatened litigation against the contractor arising out of the contractor's performance.

END OF PART TWO: SCOPE OF WORK - GENERAL REQUIREMENTS

DOC-FY25-0002-SL Page 12

3. SCOPE OF WORK - SPECIFIC MEDICAL CARE SERVICE REQUIREMENTS:

This section of the IFB includes the scope of work and provisions that shall govern the contract after IFB award.

The contents of this section includes mandatory provisions that must be adhered to by the state and the contractor unless changed by a contract amendment.

3.1 Specific Medical Care Service Requirements:

3.1.1 The contractor shall provide pediatric healthcare for infants who reside with their incarcerated mothers participating in the Missouri Department of Corrections Nursery Program housed at the Women’s Eastern Reception, Diagnostic and Correctional Center (WERDCC), located at 1101 East Highway 54, Vandalia, Missouri.

3.1.2 The contractor shall provide in person care provided on-site at WERDCC or at an off-site location (i.e.

contractor’s physical location, hospital, etc.). Telehealth or virtual visits may be authorized by the Division of Adult Institutions Director if extenuating circumstances exist which inhibit the contractor’s ability to provide services in person. Telehealth or virtual medical encounters shall be provided on a case-by-case basis and will require authorization by the Division of Adult Institutions Director prior to service. These encounters shall be provided to the sole satisfaction of the department and may be disallowed at any time.

a. Medical care may include patient, parent or guardian, and staff education related to infant participants and their medical conditions, as well as any other germane pediatric topics.

3.1.3 Pediatric Medical Services– Following the birth of an infant nursery program participant, the contractor shall begin providing all medically relevant services, as recommended for pediatric health care by the appropriate governing Board, within a timeframe reflective of community best practices and typical newborn medical care guidance.

3.1.4 The contractor shall provide any and all recommended pediatric medical services, within the scope of the contractor’s medical practice and licensure, for the entirety of an infant’s participation in the correctional nursery program. In the event an infant participant requires specialty medical care outside of the scope of the contractor’s qualifications, the contractor will coordinate, refer, and/or facilitate the provision of any and all appropriate medical services as determined by the individual needs of each infant participant.

3.1.5 The contractor shall ensure an operational 24/7 triage or non-emergency phone line is available for program participants and necessary department staff to contact for assistance with any nonemergent medical concern related an infant participant’s health and wellbeing, while actively participating in the nursery program and being housed at WERDCC.

3.1.6 Emergency Services -. The contractor shall provide guidance and make recommendations to the department on pediatric medical emergency management and shall coordinate with the department and its staff associated with emergency preparedness to ensure emergency drugs, supplies, and medical equipment are reasonably available and regularly maintained.

a. The contractor is not required to provide non-emergency services, supplies, or medication to

Department personnel or visitors.

b. Unless otherwise specified herein, the contractor is not required to provide the items identified in section 3.1.5 for the purposes of general emergency preparedness.

1) The contractor may be required to provide items identified in section 3.1.5 for the purposes of specific, individualized emergency preparedness when an infant participant’s medical conditions warrant a deviation from typical practice.

DOC-FY25-0002-SL Page 13

3.1.7 Medical Transport - As deemed necessary and appropriate for emergency transportation, the contractor shall coordinate medical transports with Department personnel. All routine and non-emergent transportation of offenders shall be provided by the Department unless otherwise authorized by the DAI Director.

a. In the event that non-emergent transportation requires the participation of medical care personnel, the contractor shall provide appropriately qualified personnel to accompany the infant. In the event of a dispute regarding the necessity of medical care personnel to accompany offenders during transport, the final determination shall be made by the Department’s Assistant Director of Medical Services or designee.

3.1.8 Specialty Services – Infants may require the services of a medical care specialist. The contractor shall provide specialty medical care services from qualified medical care specialists which meet the special medical care needs of the infant participant. If the contractor and its personnel are unable to provide the appropriate specialty medical care, a referral to a qualified provider shall be made.

3.1.9 Medical Waste - The contractor shall provide appropriate security and disposal of medical waste, to include medical, and pharmaceutical waste. The contractor must maintain documentation of appropriate disposal of all medical waste in accordance with applicable laws.

a. In the event the contractor fails to comply with medical waste management guidelines, the contractor shall be held financially responsible for the cost of any required corrective action or fine.

3.1.10 The contractor shall routinely, in accordance with the most current recommendations and best practices issued by the appropriate licensing boards and oversight entities associated with standard pediatric medical care, provide all reasonable and medically necessary interventions, to all infant nursery program participants for the varied durations of each infants’ participation in the nursery program.

3.1.11 The contractor shall provide all medical services and interventions at predetermined, agreed upon intervals. The schedule for medical services shall be collaboratively developed with the department’s nursery program staff and WERDCC administration.

a. The collaboratively developed service schedule shall serve as notification of the contractor’s authorized security clearance, to all necessary facility staff, for the purposes of providing all relevant pediatric medical care.

1) The collaboratively developed service schedule shall not exempt the contractor, or its personnel, from any of the department’s security measures associated with facility entry and/or exit .

b. The agreed upon schedule developed to provide the services outlined herein may be modified to fit the current needs of the nursery program participants.

3.2 Specific Medical Care Reporting Requirements:

3.2.1 Unless otherwise specified herein, by no later than the fifteenth (15th) day of the month following the month services were provided for each of the following, the contractor shall submit, but shall not necessarily be limited to, the following reports to the Department.

a. Monthly Reporting -

1) Monthly Narrative and Statistical Report – A Monthly Narrative and Statistical Report that shall include details of health care encounters, community health statistic. (See Attachment 135, Monthly Statistical Narrative.)

3.3 Prison Rape Elimination Act (PREA) Requirements:

DOC-FY25-0002-SL Page 14

3.3.1 The contractor shall assist the Department in complying with both the Department’s policies, included as Attachment 124, and for the Prison Rape Elimination Act of 2012.

3.3.2 The Department has a zero tolerance policy for any form of sexual misconduct, to include staff/contractor/volunteer on offender, or offender on offender sexual harassment, sexual abuse, and consensual sex.

3.4 In the event the contractor witnesses any form of sexual abuse, sexual harassment or receives a report of such, the contractor must immediately report such conduct in writing to the correctional facility’s warden/superintendent. If the contractor fails to report or knowingly condones sexual harassment or sexual contact between the contractor’s personnel with or between offenders, the Department may cancel the contract, or at the sole discretion of the Department, require the contractor to remove the contractor’s personnel from providing services under the contract.

3.5 Assignment:

3.5.1 The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the Department.

3.6 Rights and Responsibilities

3.6.1 The contract is not intended to create any rights, liberty interest, or entitlements in favor of any individual.

The contract is intended only to set forth the rights and responsibilities of the parties hereto. Therefore, it is expressly understood and agreed that enforcement of the terms and conditions of the contract, and all rights of action relating to such enforcement, shall be strictly reserved to the parties hereto, and nothing contained in the contract shall give or allow any claim or right of action whatsoever by any other person on the agreement. It is the express intention of the parties hereto that any entity, other than the parties hereto, receiving services or benefits under the contract shall be deemed an incidental beneficiary only.

3.6.2 Payment – The contractor agrees and understands the Department is not obligated for any payments under the terms of this contract.

3.6.3 Travel Expenses - The contractor agrees and understands the Department is not obligated to reimburse the contractor for any travel expenses under the terms of this contract.

3.7 Anti-Discrimination Against Israel Act Contractor Requirements:

3.7.1 If the contractor meets the definition of a company as defined in section 34.600, RSMo, and has ten or more employees, the contractor shall not engage in a boycott of goods or services from the State of Israel; from companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or from persons or entities doing business in the State of Israel as defined in section 34.600, RSMo.

3.7.2 If the contractor meets the definition of a company as defined in section 34.600, RSMo, and the company’s employees increases to ten or more during the life of the contract, then the contractor shall submit to the Division of Purchasing a completed Box C of the exhibit titled, Anti-Discrimination Against Israel Act Certification, and shall comply with the requirements of Box C.

3.7.3 If during the life of the contract, the contractor’s business status changes to become a company as defined in section 34.600, RSMo, and the company has ten or more employees, then the contractor shall comply with, complete, and submit to the Division of Purchasing a completed Box C of the exhibit titled, Anti- Discrimination Against Israel Act Certification.

END OF PART THREE: SCOPE OF WORK – SPECIFIC MEDICAL CARE SERVICE

REQUIREMENTS

DOC-FY25-0002-SL Page 15

4. CONTRACTUAL REQUIREMENTS:

This section of the IFB includes the contractual requirements and provisions that will govern the contract after IFB award. The contents of this section include mandatory provisions that must be adhered to by the state and the contractor, unless changed by a contract amendment. Response to this section by the vendor is not necessary as all provisions are mandatory.

4.1 Contract:

4.1.1 A binding contract shall consist of: (1) the IFB and any addendum thereto, (2) the contractor’s response (bid) to the IFB, (3) clarification of the bid, if any, and (4) the Department’s acceptance of the response (bid) by “notice of award”. All Exhibits and Attachments included in the IFB shall be incorporated into the contract by reference.

a. A notice of award issued by the State of Missouri does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with services. Before providing equipment, supplies, and/or services for the State of Missouri, the contractor must receive a properly authorized purchase order or other form of authorization given to the contractor at the discretion of the Department.

b. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein.

c. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and the Department prior to the effective date of such modification.

The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an addendum or modification to the contract.

4.2 Contract Period:

4.2.1 The original contract period shall be as stated on page 1 of the Invitation for Bid (IFB). The contract shall not bind, nor purport to bind, the state for any contractual commitment in excess of the original contract period. The Department shall have the right, at its sole option, to renew the contract for two (2) additional one-year periods, or any portion thereof. In the event the Department exercises such right, all terms and conditions, requirements and specifications of the contract shall remain the same and apply during renewal periods.

4.3 Termination:

4.3.1 The Department reserves the right to terminate the contract at any time, for the convenience of the State of Missouri, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination. In the event of termination pursuant to this paragraph, all documents, data, reports, supplies, equipment, and accomplishments prepared, furnished or completed by the contractor pursuant to the terms of the contract shall, at the option of the Department, become the property of the State of Missouri. The contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted by the State of Missouri pursuant to the contract prior to the effective date of termination.

4.4 Transition:

4.4.1 The contractor shall work with the Department and any other organizations designated by the Department to ensure an orderly transition of services and responsibilities under the contract and to ensure the continuity of those services required by the Department.

DOC-FY25-0002-SL Page 16

4.4.2 Upon expiration, termination, or cancellation of the contract, the contractor shall assist the Department to ensure an orderly and smooth transfer of responsibility and continuity of those services required under the terms of the contract to an organization designated by the Department. If requested by the Department, the contractor shall provide and/or perform any or all of the following responsibilities:

a. The contractor shall deliver, FOB destination, all records, documentation, reports, data, recommendations, or printing elements, etc., which were required to be produced under the terms of the contract to the Department and/or to the Department's designee within seven (7) days after receipt of the written request in a format and condition that are acceptable to the Department.

b. The contractor shall discontinue providing service or accepting new assignments under the terms of the contract, on the date specified by the Department, in order to ensure the completion of such service prior to the expiration of the contract.

c. If requested in writing via formal contract amendment, the contractor shall continue providing any part or all of the services in accordance with the terms and conditions, requirements, and specifications of the contract for a period not to exceed 180 calendar days after the expiration, termination, or cancellation date of the contract for a price not to exceed those prices set forth in the contract.

d. In the event services for an infant are referred or transferred to another organization, the contractor shall furnish all records, treatment plans, and recommendations, which are necessary to ensure continuity and consistency of care for the infant.

1) The contractor must obtain specific written approval from the Department prior to providing continuing services to any infant after the termination or cancellation of the contract. The written approval must identify the specific infant and contain a date for the termination of service for the infant.

2) The decision to allow an infant to receive continuing services shall be made by the Department on a case-by-case basis at its sole discretion.

4.5 Contractor Liability:

4.5.1 The contractor shall be responsible for any and all tort or statutory liability to third-parties (including, but not limited to, the contractor’s agents, employees, and subcontractors) arising out of the contractor’s provision of any equipment or services under the contract. In addition, the contractor agrees to defend and indemnify the State of Missouri, its agencies, employees, and assignees from and against all such liability.

a. The contractor also agrees to indemnify, defend, and hold harmless the State of Missouri, its agencies, employees, and assignees from and against any and all tort or statutory liability arising out of the provision of any…