ITN-22-042 Addendum #003 Final.pdf.pdf

Addendum #003 1 FDC ITB-22-042

ADDENDUM #003

Solicitation Number: FDC ITN-22-042

Solicitation Title: Comprehensive Health Care Services

Bids due by: July 15, 2022, at 2:00 p.m., Eastern Time

Addendum Number: 003

Addendum Date: June 20, 2022

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Please be advised that the changes below are applicable to the original specifications of the above-referenced solicitation. Added new language to the ITB is highlighted in yellow, while deleted language has been stricken.

This Addendum includes the Department’s written answers to the written questions received.

This Addendum also includes the following change:

Change No. 1:

A revision to Section 4.9, Contents of Reply Submittals, Tab D.

TAB D Service Area Detailed Solution (limit 150 225 pages)

Section 3 defines the requirements and service level expectations for the services.

In TAB D, for each requirement, Performance Measure, and report required in Section

3 3.6 of this ITN, the Vendor shall describe the following:

a. Acknowledge acceptance of each requirement or note any proposed modification or innovative solutions that may differ from the requirement but meet the

Department’s needs;

b. Acknowledge acceptance of each Performance Measure (PM);

c. Indicate its ability to exceed the required PMs, if applicable, and provide additional

PMs the Vendor identifies as important that are not specified;

d. Identify proposed modifications to the identified PMs and the impact of the modification (e.g. greater quality control, cost savings);

e. Describe a plan for providing service and meeting all requirements. The Vendor shall include methodologies that will be applied, automation tools planned for use, resource usage plan/approach, and processes that will be put in place;

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f. Identify, describe, and detail the Vendor’s services and staff that will be used to ensure successful service delivery;

g. Describe ways to reduce or minimize any costs or Department resources associated with the services. This may include modifying the requirements and/or

PMs while still meeting the needs of the service, or recommending a different approach for the service; and

h. Describe any Value-Added Services it will provide the Department, in addition to those listed in the ITN, at no additional cost.

Change No. 2:

A revision to Section 4.11, Reply Evaluation and Negotiation Process, A., Evaluation Phase Methodology, Table 1 and B., Final Reply Evaluation Score, 1st paragraph.

Table 1

Technical Evaluation Section Evaluator Score

Total Available Points

References 1-5 50

Prior Work Experience 1-5 50

Description of Solution 1-5 50

Program Management 1-5 75

Institutional Medical Care 1-5 100

Institutional Dental Care 1-5 100

Mental Health Services 1-5 100

Hospital Administration and Care and Utilization Management

1-5 75

Quality Management 1-5 75

Pharmaceutical Services 1-5 75

Total Evaluation Points 750

Addendum #003 3 FDC ITB-22-042

Technical Evaluation Section Evaluator Score

Total Available

Points

TAB A Cover Letter with Contact Information, Executive Summary, Pass/Fail Certification and Performance Bond/Irrevocable Letter of Credit

1-5 25

TAB B Experience and Ability to Provide Services 1-5 75

TAB C Description of Solution 1-5 100

TAB D Service Area Detailed Solution 1-5 600

TAB E Implementation Plan 1-5 100

TAB F Additional Ideas for Improvement or cost reduction, and other supplemental materials

1-5 100

Total Evaluation Points 1000

B. Final Reply Evaluation Score

A Vendor’s Final Reply Evaluation Score is the sum of the Vendor’s Technical Reply Evaluation Score (0 – 750 1000 points) and its Cost Reply Score (0 – 250 points).

Change No. 3:

A revision to Section 4.9, Contents of Reply Submittals, first paragraph and TAB A Title.

Replies shall be organized in TABs as directed below. Vendors shall complete each TAB entirely to be considered responsive. Material Deviations cannot be waived and shall be the basis for rejection of a Reply. A Minor Irregularity will not result in a rejection of a Reply. Each TAB includes a page limit for all TAB content. TAB content beyond the page limit will not be evaluated.

The Reply shall be organized as follows:

TAB A Cover Letter with Contact Information, Executive Summary, Pass/Fail

Certification and Performance Bond/Irrevocable Letter of Credit Letter (Limit 15 25 pages)

Change No. 4:

A revision to Section 4.9, Contents of Reply Submittals, TAB B, Experience and Ability to Provide Services, b. Prior Work Experience, 3) Subcontractor Information.

3) Subcontractor Information

If the Vendor will use subcontractors to provide any of the Sservices, the Vendor shall provide detailed information for all subcontractors it plans on contracting with to provide any of the Sservices under the prospective Contract. This information shall be provided using Attachment IX, Subcontracting Form. The Vendor shall complete Attachment IX, Subcontracting form. This information shall, at a minimum, include the following: name, contact information, the service(s)

Addendum #003 4 FDC ITB-22-042 subcontractor will be providing under the prospective Contract, the number of years subcontractor has provided services, projects of similar size and scope to the Sservices sought via this ITN the subcontractor has provided, and all instances of contractual default or debarment (as a prime or subcontractor) the subcontractor has had in the past five (5) years.

Additionally, the Vendor shall include the name of any subcontractor it intends to hire for this project and any fees that the subcontractor is expected to charge at the time of the Reply.

Change No. 5:

A revision to Section 5.5, Subcontracts, 1st paragraph.

The Vendor may, only with prior written consent of the Department, enter into written subcontracts for the delivery or performance of services as indicated in this ITN. Anticipated subcontract agreements known at the time of bid Reply submission, and the amount of the subcontract must be identified in the bid TAB B of the Vendor Reply. If a subcontract has been identified at the time of submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract, which the Vendor enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the Vendor of any responsibility for the performance of its duties. All subcontractors, regardless of function, providing services on Department property, shall comply with the Department’s security requirements, as defined by the Department, including background checks, and all other Contract requirements. All payments to subcontractors shall be made by the Vendor.

Change No. 6:

A revision to Section 3.6.1.2, Program Management Minimum Requirements.

Statewide Leadership Positions

Position Title (or equivalent title)

Purpose Department Liaison # of

Positions

Statewide Oral Surgeon Responsible for all dental care and related surgical issues

• Chief of Dental

Services

Institutional Leadership Positions Position Title

(or equivalent title) Purpose Department Liaison

# of Positions

Oral Surgeon Responsible for all dental care and related surgical issues

• Warden for administrative issues

• Chief of Dental

Services for clinical issues

1 per Institution

Change No. 7:

A revision to Section 3.6.4.2 How Services are Provided Today, Mental Health Services Requirements (MHS).

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Mental Health Service Requirements (MHS)

No. Requirement

MHS-052 Treatment for Gender Dysphoria The Vendor shall ensure identification and treatment of Inmates diagnosed with Gender Dysphoria is governed by Procedure 403.012, Identification and Management of Inmates Diagnosed with Gender Dysphoria. After initial pre-screening, formal assessment, and review by the OHS Gender Dysphoria Review team, the Inmate will receive initial treatment to include, but not be limited to, clinical group therapy once weekly, psychoeducational group interventions twice weekly, and individual psychotherapy at least every 30 Days. After an initial three (3) month period, treatment schedules can be modified by the MDST to include individual psychotherapy at least every 30 Days and clinical group therapy either weekly, bi-weekly, or monthly, as clinically indicated. While receiving any treatment for Gender Dysphoria Inmates must remain at a mental health designation of S-2 or higher.

Change No. 8:

A revision to Section 2.7, Resources.

The Department is providing links to resources Vendors may find helpful in the development of their Replies. In order to gain a comprehensive understanding of the current services, Vendors are strongly encouraged to review the information contained in these links.

Many exhibits contain multiple files. In addition, some exhibits contain information on health care services or Correctional Institutions that may not be covered by this ITN. The Vendor may disregard any information that does not pertain to this ITN.

• Comprehensive Health Care Service contracts:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2930 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2995

• Current Department Policies, Procedures, and Health Services Bulletins (except those identified as “Restricted”):

http://fdc.myflorida.com/health/procedures.html

• The Department has provided a Resource Library to provide Vendors with access to information, reports, and additional documents useful in creating a Reply.

The Link: http://www.dc.state.fl.us/health/faq.html

Some of the Department’s Procedures are identified as “Restricted” and are not available for public viewing. Restricted Department Procedures will be made available to interested Vendors for the development of Replies. To obtain a copy of the restricted Procedures, Vendors must email a signed copy of Attachment XII, Nondisclosure Agreement for Restricted Information, to the Procurement Officer, along with their Express Mail (i.e., FedEx, UPS) account number to cover https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2930 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2995 http://fdc.myflorida.com/health/procedures.html http://www.dc.state.fl.us/health/faq.html

Addendum #003 6 FDC ITB-22-042 the cost of shipping. Once the signed agreement is received by the Procurement Officer, the Department will provide the restricted procedures on a CD to the Vendor, via overnight mail.

Vendors having trouble accessing any documents should contact the Procurement Officer.

Note: Exhibits are provided for informational purposes only. All possible efforts have been made to ensure the information contained in the resource documents is accurate, complete, and current

Change No. 9:

A revision to Section 4.10, Reply Evaluation Criteria, A. Technical Reply Evaluation Score (0- 750 Points) title.

A. TECHNICAL REPLY EVALUATION SCORE (0 – 750 1000 POINTS)

Responses to Written Questions

FDC ITN-22-042

Comprehensive Health Care Services

Addendum #003 7 FDC ITB-22-042

Question

Number

Question Answer

1.

Is the DOC planning to hold a main Bidder’s conference for the solicitation as a whole? If so, can you please provide me with the date, time, location, and RSVP/registration instructions?

All pre-Reply conferences will occur at the mandatory site visits. There will be no pre-reply conferences or site visits at Central Office.

2.

Are you saying that the DOC is not going to have a main Bidder’s Conference at the DOC headquarters?

Please see the Answer to Question No. 1 of this Addendum.

3.

In Tab D, the ITN instructs proposals to describe subsections a-h surrounding ITN requirements, performance measures, and reports in Section 3 of the

ITN. Please clarify the following:

a. Is this requested for the entirety of Section 3

(Subsections 3.1-3.9) or only the specific applicable healthcare service areas under

Subsection 3.6 (Subsections 3.6.1 - 3.6.10)?

b. If only subsections 3.6.1 – 3.6.10, can the

Department please confirm proposals do not need to include these same detailed a-h responses for Sections 3.1 - 3.5, 3.7 - 3.9, and

3.6.11?

a. The ITN document, including the entirety of Section 3, designates specifications that will be reflected in the Contract; however, the instructions in TAB D subsections a-h, refer to the specifications the Department denotes as “Requirements,” which are those in Section

3.6. Please see Change No. 1 of this Addendum.

b. Section 3.6.11 is titled “Other Requirements” and is included in Section 3.6 and applies to the instructions of TAB D.

c. The Department’s evaluation methodology is laid out in Section 4.11 of the ITN. Table 1 details the total available points for each component of a Vendor’s Reply. Please see Change No. 2 of this Addendum.

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Question Answer

c. Can the Department please clarify the scoring of subsection 3.6.9, 3.6.10, and 3.6.11 and what, if any, possible points are associated with those subsections?

4.

We understand that we have up to 30 pages to provide our Implementation Plan. Can the Department please clarify the scoring of Tab E Implementation Plan narrative and what, if any, possible points are associated with that section?

The Department will evaluate the Vendor’s Implementation Plan when it evaluates TAB E of the Vendor’s Reply. Please see Change No. 2 of this

5.

We understand that we have up to 35 pages to provide our response to Tab F, Additional Ideas/Value- Adds/Cost Reductions. Can the Department please clarify the scoring of Tab F and what, if any, possible points are associated with that section?

The Department will evaluate the Vendor’s response to TAB F in accordance with Table 1 of Section 4.11. Please see Change No. 2 of this Addendum.

6.

The ITN timeline notes that the anticipated posting of written responses to vendor questions is June 13th. Will the Department consider allowing more time between posting of written answers and the ITN reply due date to vendors to incorporate FDC’s answers into their proposal submissions?

Please see Addendum #002 timeline revision.

7.

The volume of information requested may be challenging to thoroughly respond in 150 pages.

Would the Department kindly consider increasing the page limit and/or allow separate attachments to

TAB D of a Vendor’s Reply was previously limited to 150 pages, not the entirety of a Vendor’s Reply. Each Tab of a Vendor’s Reply has its own page limit. Please see Change No. 1 of this Addendum, which increases the page limit for TAB D.

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Question Answer support the narrative response with the separate attachments excluded from the 150 page limit?

All of a Vendor’s Reply contents (attachments, forms, etc.) will be counted in the page limit(s) denoted for each TAB.

8.

1. Is it permissible to include separate attachments to support a narrative response that are informational documents as samples? Examples are company policies and procedures, sample forms, audit tools, programming, etc.

2. If so, are these excluded from the page limit allotment in that corresponding tab?

Please see the Answer to Question No. 7 of this Addendum.

9.

Section 4.9, Contents of Reply Submittals, Tab A; page

This section requires ITN forms and documents (i.e.

reply bond, performance bond, D&B score, etc.) Please confirm these requirements are excluded from the 15-page limit of Tab A.

Please see Change No. 1 and Change No. 3 and the Answer to Question No. 7 of this Addendum.

10.

Section 4.9, Contents of Reply Submittals, Tab B; page

This section requires references, subcontractor letters of intent, job descriptions, and proposed staffing plans.

Please confirm these requirements are excluded from the 50-page limit for Tab B.

Please see the Answer to Question No. 7 of this Addendum.

Addendum #003 10 FDC ITB-22-042

11.

Section 5.5., Subcontracts; page 224

This section of the ITN requires bidders to include, “Anticipated subcontract agreements known at the time of bid submission, and the amount of the subcontract must be identified in the bid.”

For the estimated amount of subcontractor agreement, should this be included on Attachment IX, Subcontracting Form, or within vendor’s price proposal?

The amount of any known subcontracts should be reported in TAB B of a Vendor’s Reply. Please see Change to No. 4 and Change to No. 5 of this Addendum.

12.

Section 4.9, Contents of Reply Submittals, Tab B, Subsection b.1 Narrative/Record of Past Experience

This section requires a listing of similar contacts and certain information for each. Some companies have decades of experience. Can this information be submitted as a separate Attachment that is excluded from the page limit allotment?

Please see the Answer to Question No. 7 and Change No. 3 of this

13.

What if any changes have there been in major facility missions and populations in the past 5 years?

Jefferson CI, Madison CI, Everglades CI, Marion CI, Sumter CI, Tomoka CI were designated as Incentivized Prisons.

Hamilton CI Main Unit and SFRC South Unit were designated to accept Short Sentence inmates.

Charlotte CI and Hardee CI were designated as Close Management Facilities.

Wakulla-Annex was designated as a Residential Continuum of Care Unit.

FWRC was designated as a Residential Continuum of Care Unit.

Addendum #003 11 FDC ITB-22-042

Question Answer

Jackson CI was designated as an Administrative Management Unit.

Sumter CI was designated to accept S-3 inmates.

Walton CI was designated to accept S-3 inmates

14.

What are the current mental health grade census and capacity at each of the major institutions that evaluate and treat patients with mental illness?

The Department added the requested information to the Resource Library as a document/report titled with the corresponding Question Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

Please see Change No. 8 of this Addendum.

15.

Please provide the census and capacity of individuals that are classified as S2-S6 at each facility.

Please see the Answer to Question No. 14 of this Addendum.

16.

Will the Florida DOC expect the successful vendor to tailor their company policies to meet Florida DOC policies or will the DOC expect the vendor to use only Florida DOC policies and forms?

The successful Vendor will be expected to follow all FDC policies, procedures, and forms.

17.

PGM-081 on page 52 states that the vendor shall ensure that its staff are vaccinated against Hepatitis B prior to the start of service delivery. This vaccination is administered in a 3-dose series that spans 6 months. If the potential staff for hire have not already been fully vaccinated, will the DOC accept the administration of the first dose only prior to service delivery? Does this apply to all vendor staff including clerical and medical records staff?

Documentation of previous vaccinations will be accepted.

Documentation that vaccine series has started, along with a schedule of pending vaccine dates will be accepted, as well as documentation for the contraindication of vaccine if not advised.

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Question Answer

18.

How long do FCIC/NCIC background checks take?

Florida Department of Law Enforcement (FDLE) has up to three (3) business days to transmit results to the Department. The Department can take three (3) to five (5) business days to complete a review upon receiving results from FDLE.

19.

PM-PGM-005 on page 58 – how are the minimum number of service hours required established? Is this the entire staffing plan for each facility? Or an agreed upon reduced number to ensure continued operations? Please confirm that this performance measure is new to the contract with this ITN.

Service hours are based on the approved final staffing plan. The current contract does not contain the language in PM-PGM-005 of the ITN.

20.

Please provide copies of the authorized staffing plans for each facility, including satellite facilities, the number of positions filled, number of positions vacant, and the vacancy rate for each.

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

21.

Please provide the capacity and the average daily population (ADP) for each facility including satellite facilities.

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

The Average Daily Population (ADP) is subject to fluctuations.

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22.

Please specify the facilities/satellites in which 24/7 health care coverage is not required, and the amount of coverage required for each.

All major facilities have 24/7 nursing coverage except Putnam CI, and

Re-Entry Centers. Work Camps are covered by their parent facility

23.

Please provide the names of the community provider contracts in place for each facility for off-site and specialty care services.

Number. The link to the Resource Library is provided in Section 2.7, Contracts are subject to change after the date of this Addendum.

24.

What is the number of patients being seen in specialty clinics in the RMC – either by month or annually?

Number. The link to the Resource Library is provided in Section 2.7, 25.

Please provide copies of the agreements with Nova Southeastern University and the University of Florida for intern, residents, and students.

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

Agreements are subject to change after the date of release.

Addendum #003 14 FDC ITB-22-042

26.

• What is the expectation for disaster recovery of the EMR to return to normal operations?

• What is the expectation of EMR uptime?

• What is the expectation of EMR backups to occur?

• ITS-033 requires access and use of a backup system with the same functionality and data as its operational system within 24 hours

• PM-EMR-001 expectation is 99.99% availability. PMR-EMR-002 expectation is 100% EMR availability when needed to deliver critical health care services to inmates.

• PM-EMR-006-EMR backup frequency should be appropriate to ensure successful operations. The vendor shall ensure data is protected per industry standards and ensure data is easily recoverable.

27.

Page 185-187

• GE Fusion Electronic Medical Record system is currently in use

➢ What is the current state of the EMR? Is it current with all patches, service packs, etc.?

The EMR is operational and active in all facilities with all applications functioning. There are open requests with Fusion for revisions and enhancements that are in progress with different ETA's, but not affecting patient care. Server OS and SQL Database patching is all up to date and verified.

28.

Pages 20 thru 22 list seven (7) EMR staff positions?

• Are these expected to be full-time FTEs or part-time?

• There is a reference on page 26 to "Super- Users". Are these to be within the state of Florida or can they be remote?

Yes, these are expected to be full-time FTEs.

Yes, these positions need to be within the State of Florida.

29.

Page 25 on-call telephone coverage

• What is the expectation for response time for on-call staff?

A 30-minute response time is expected for this coverage.

Addendum #003 15 FDC ITB-22-042

30.

• Please provide the Department’s Networking specifications.

• What is the approved PEN testing solution of the Department or FDC OIT?

• What is the approved network monitoring solution of the Department or FDC OIT?

• What is the Department-approved up-to-date server and workstation anti-virus/malware software (all components)?

• What is the Department’s approved VPN solution?

• What is the process for requesting use of the available network services?

➢ Who is responsible for managing the provided services?

➢ Is there a preferred vendor for completing a site survey?

➢ Is the equipment list provided under ITS-009 already installed or is vendor responsible for installation?

1.If vendor is required to install, what is the preferred vendor?

Please provide a copy of the RF plan or channel map agreement.

This is confidential restricted information. The Information will be provided to Vendors who attended all mandatory site visits and have a non-disclosure agreement on file.

31.

What is the recommended solution for filtering network traffic as defined in ITS-020?

The Department does not have a recommended solution. Vendor solutions will be reviewed and approved or disapproved by the

Department.

Addendum #003 16 FDC ITB-22-042

Question Answer

32.

Please confirm that the Florida DOC does not want the vendor responses to include projections of our actual costs in providing services.

Confirmed; the Vendor’s Cost reply should reflect the percentage administrative fee. This percentage covers the Vendor’s indirect costs and profits, to be charged in addition to direct costs for inmate Patient care services. Vendors should describe their ability to control direct costs in TAB C of their Replies.

33.

Please provide (by year) the amounts of any staffing paybacks/credits the Florida Department of Corrections (Department) has assessed against the incumbent vendor over the term of the current contract.

This is N/A under the current contract.

34.

Please provide (by year) the amounts and reasons for any non-staffing penalties/ liquidated damages the Department has assessed against the incumbent vendor over the term of the current contract.

The current contract does not include a performance measure that assesses financial consequences for staffing levels.

35.

Are any of the Department’s facilities currently subject to any court orders or legal directives? If “yes,” please provide copies of the order/directive.

Yes. There were two lawsuits filed by Disability Rights Florida and one case filed by death row inmates. The relevant documents are attached.

These cases may not be all of the cases that are being sought as it is unclear as to what “legal directives” means.

The Department added the requested information to the Resource Library as a document/report titled with the corresponding Question Number. The link to the Resource Library is provided in Section 2.7, Addendum #003 17 FDC ITB-22-042

36.

With regard to lawsuits (frivolous or otherwise) pertaining to inmate health care:

a. How many have been filed against the Department, the State of Florida, and/or the incumbent health care provider in the last three years?

b. How many have been settled in that timeframe?

It is estimated that there were approximately 130 lawsuits filed by inmates regarding medical care in the last three years. This is a rough estimate as the Department does not maintain a list of just medical care lawsuits. In addition, the Department is not aware of the total number of lawsuits filed against the current and former medical contractors. The Department is unable to identify which cases are settled as the Department does not generate a list of settled cases.

37.

For each facility listed in ITN Attachment II, please provide the following data regarding the size of the inmate population.

a. Three years’ worth of facility-specific historical data

b. Five-year population projections

Please see the Answer to Question No. 21and the FDC Annual Reports:

Florida Department of Corrections -- Index to Statistics and Publications (state.fl.us)

38.

Does the Department have any plans to change the mission, size, or scope of any of its facilities within the term of the contract? If so, please provide details (including timeframe) on the planned change.

The Department will need to identify additional S-3 facilities. However, there is no timeframe and the facilities have not been identified.

The Department will move the reception process for those inmates who are 17 and under to Suwannee-Annex. This will occur this year, but the timeframe has not been established.

The Department will establish additional Gender Dysphoria locations.

Timeframe – 2 to 3 months. Locations have not been identified.

http://www.dc.state.fl.us/pub/index.html

Addendum #003 18 FDC ITB-22-042

Question Answer

The Department has changed the population of Hernando CI from female to male.

39.

For each facility listed in ITN Attachment II, please provide a listing of any current health service vacancies, by position.

Please see the Answer to Question No. 20 of this Addendum.

40.

Please confirm that if the awarded vendor retains existing health care staff who are already credentialed, those incumbent staff will not need to go through the credentialing all over again with the new vendor.

The awarded Vendor must ensure the credentialing of all their staff.

41.

Are any members of the current health service workforce unionized? If yes, please provide the following.

a. A copy of each union contract

b. Complete contact information for a designated contact person at each union

c. The number of union grievances that resulted in arbitration cases over the last 12 months

No, the workforce is not unionized.

42.

Please provide the salaries/wages your incumbent health service Vendor is paying to its staff at the Department’s facilities.

a. How recent is this data?

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Question Answer

b. What is the source of this data (e.g., State/County records, data from the incumbent Vendor, etc.)?

a. As of December 10, 2021

b. Incumbent Vendor

43.

With regard to timeclocks or other timekeeping devices, please provide the following information.

a. The number of timeclocks in place at each

Department facility

b. Where in the buildings they are located (for example, in the lobbies, at the security sally ports, in the medical units, etc.)

c. Will the Department allow the incoming Contractor connect its timeclocks to the Department’s network?

a. The incumbent Vendor shall manage its own timekeeping system.

b. The incumbent Vendor shall manage its own timekeeping system and locations.

c. The incumbent Vendor is required to put its own time management system in place.

44.

With regard to the GE Fusion Electronic Medical Record system, please provide the following information:

a. What version of the EMR that is in place?

b. Is the existing EMR agreement/licensure/ownership in (a) the Department’s name or (b) Centurion’s name?

c. Can the incoming vendor take over the existing EMR agreement/licensure?

d. Will the Department allow authorized providers and other staff not located onsite at the Department’s facilities to have remote access to the EMR?

e. What interfaces are currently in place with the existing EMR, for example, the Offender Management

a. AthenaPracticetm v20

b. Centurion’s name

c. Fusion License and Services Agreement is provided for reference.

d. Appropriate controls and Security Access Requests will be the responsibility of the CHCC.

e. Currently FDC facilities and private facilities have interfaces to include radiology, CIPS, OBIS, and Labs.

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Question Answer

System, the current pharmacy subcontractor, the current lab services contractor, etc.?

45.

Does the Department currently utilize telehealth? If so, please provide the following information.

a. Description of any equipment that will remain in place for the new vendor to use

b. Description of the telehealth connectivity (network) that will remain in place for the new vendor to use

c. The type of telehealth clinic (e.g., telepsychiatry, telecardiology, etc.)

d. How often each telehealth clinic is currently conducted (e.g., weekly, monthly, as-needed, etc.)

e. The length of each telehealth clinic currently conducted (e.g., day, half-day, etc.)

f. The average number of patients in each telehealth clinic

g. The name and contact information for the tele-provider who conducts each telehealth clinic

The FDC does not track this information; however, we have approved the use of telehealth for neurology, ADA interpreter services, and continue to evaluate and approve additional telehealth and telepsych as appropriate for outpatient mental health.

The Department added the requested information to the Resource Library as a document/report titled with the corresponding Question Number. The link to the Resource Library is provided in Section 2.7, See ITS-042 and ITS-043 regarding telehealth technology.

46.

What laboratory subcontractor does your current health care vendor use for lab services, e.g., LabCorp, Garcia, Bio-Reference, etc.?

BioReference Laboratories

47.

For facility listed in ITN Attachment II, which hospital(s) is used most frequently?

RMCH is used primarily unless the patient’s acuity level requires an outside hospital.

48.

Does the Department participate in any programs or legislation (e.g., the Affordable Care Act, Medicaid

No. The cost of inmate medical care is the responsibility of the awarded Vendor, to be reimbursed by the FDC.

Addendum #003 21 FDC ITB-22-042

Question Answer expansion, State law, etc.) that mandate special discounts for inpatient care for inmate patients? If “yes,” please provide the following information.

a. Name and brief description of the program

b. What services are discounted under the program?

c. Who is responsible for enrolling Department patients in the program?

d. Please provide the current processes and timeframes for (a) enrollment in the program and

(b) payment at the program’s discounted rates.

49.

With regard to any specialty care clinics currently conducted onsite at the Department’s facilities, please provide the following information.

a. The type of specialty clinic (e.g., orthopedics, neurology, etc.)

b. How often each specialty clinic is currently conducted (e.g., weekly, monthly, as-needed, etc.)

c. The length of each specialty clinic currently conducted (e.g., day, half-day, etc.)

d. The average number of patients in each specialty clinic

e. The name and contact information for the provider who operates each specialty clinic

Please see the Answer to Question No. 24 of this Addendum.

50.

Please identify the number, type, and timeframes of any backlogs (chronic care clinics, offsite referrals, dental encounters, etc.) that currently exist at the Department’s facilities.

Addendum #003 22 FDC ITB-22-042

51.

Please provide the following information about any medical, behavioral health, or other special needs units (infirmary, addiction recovery, sex offender, geriatric, skilled nursing, hospice, etc.) at the Department’s facilities.

a. Type of each unit

b. Location of each unit

c. Capacity of each unit

d. Average occupancy of each unit

e. Staffing for each unit

f. Type of services/Acuity able to be handled in each unit

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

52.

For each of the past 36 months, please provide the following mental health data.

a. Number of inmates on suicide watch each month

b. Number of suicide attempts

c. Number of successful suicides

d. Number of self-injurious behavior incidents

a. The Department added the requested information to the Resource

b. Please see the Answer to Question 52 a. of this Addendum.

c. The FDC had 17 suicides in 2020, 24 suicides in 2021, and, as of 5-

27-22, 10 suicides in 2022.

d. Please see the Answer to Question 52 a. of this Addendum.

See TAB B., (5) and PGM-005 and PGM-006

Addendum #003 23 FDC ITB-22-042

Question Answer

53.

Given the many responsibilities of psychologists in this RFP, please confirm the number of psychologists in the current staffing plan by institution as well as number of vacancies.

The Vendor is expected to provide staffing to meet all requirements specified in ITN.

54.

Please provide ADP counts for each service location by month for FY 2018, FY 2019, FY 2020, and FY

Please see the Answer to Question No. 21 of this Addendum and the FDC Annual Reports: Florida Department of Corrections -- Index to Statistics and Publications (state.fl.us)

55.

Please provide projected inmate census for each of the next three years.

Please see the FDC Annual Reports: Florida Department of Corrections -- Index to Statistics and Publications (state.fl.us)

56.

Please clarify whether the proposed hospital will be in addition to or replacing the existing hospital at RMC in Lake Butler.

The Department did not receive approval for the proposed hospital proviso funding language by the Legislature.

57.

Please confirm a revised staffing plan will be negotiated when the new 500 bed Mental Health Facility opens.

Yes. All staffing expectations regarding the new mental health facility will be discussed with the Vendor when the facility is completed.

Please see PGM-005.

58.

Please confirm a revised staffing plan will be negotiated when the new 250 bed prison hospital facility opens.

Please see the Answer to Question No. 56 of this Addendum.

59.

Please clarify whether the Department is requiring one

(1) Oral Surgeon statewide or per institution.

Please see Change No. 6 of this Addendum.

http://www.dc.state.fl.us/pub/index.html http://www.dc.state.fl.us/pub/index.html

Addendum #003 24 FDC ITB-22-042

60.

Please identify the retention rate for nurses in 2021 by institution.

The Department does not maintain the requested data.

61.

Please identify which Major Institutions require two CHO/SMDs due to physical layout of the facility and its mission.

Currently, RMC is the only facility that has two (2) CHOs in its staffing plan.

62.

Please identify the number of security staffing vacancies by institution per month or semi-annually for the past two years.

The information requested is unrelated to this ITN.

63.

Please identify which institutions have had 80% or less security staffing hours than were scheduled in the past two years. For each of these Institutions, identify how frequently this has occurred over the preceding 24 months.

The information requested is unrelated to this ITN.

64.

a. Please provide a copy of the current equipment inventory by institution

b. Please identify the current medical waste disposal subcontractor and utilization for 2021

c. Please identify the current linens subcontractor and utilization for 2021

d. Please provide a current list of the healthcare supplies in inventory

a. The Department added the requested information to Section 2.7

Resources referenced in the ITN.

Please se Change No. 8 of this Addendum.

b. Please see the Answer to Question No. 23 of this Addendum.

c. Please see the Answer to Question No. 23 of this Addendum.

d. The Department does not maintain the requested data.

65.

Please confirm the number of Medical Record Personnel and/or Health Information Specialists currently staffed by institution

Addendum #003 25 FDC ITB-22-042

66.

Please identify the current language interpreter subcontractor and utilization for 2021

Please see the Answer to Question No. 23 of this Addendum.

67.

For FY 2018, FY 2019, FY 2020 and FY 2021, please provide a summary of amounts reimbursed by private prison operators for use of RMCH.

The FDC does not have this information available.

68.

Please provide the current RMCH established rate schedule.

Number. The link to the Resource Library is provided in Section 2.7, 69.

Please confirm the current salary for psychology interns and residents.

Please see the Answer to Question No. 42 of this Addendum.

70.

How many IMR and OC cells are certified in the state?

How many are pending certification?

The FDC has 306 certified Infirmary Management Review and Observation Cells and 74 cells that are pending certification.

71.

Please provide an inventory of the Isolation Management Rooms (IMR) items.

Number. The link to the Resource Library is provided in Section 2.7, Addendum #003 26 FDC ITB-22-042

Question Answer

72.

a. Please confirm the number of healthcare grievances by month for the past three years.

b. Please confirm the financial penalties assessed based on grievances by month for the past 3 years

c. Please provide all health care grievance compliance reporting by service location for FY 2018, FY 2019, FY 2020, and FY 2021.

b. There were no financial consequences assessed regarding the performance measure pertaining to grievances.

c. Please see the Answer to Question 72 a. of this Addendum.

73.

a. Please provide the past two years of CMA surveys

b. Please confirm what CMA related financial penalties have been assessed by category for the last three years

c. Please provide all CMA survey compliance reporting by institution for FY 2018, FY 2019, FY 2020, and FY 2021.

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

74.

Please provide an explanation of the appeal process for the determination that CMA findings have not been cured.

Disputes regarding financial consequences being assessed may be submitted to the Contract Manager. Disputes regarding Correctional Medical Authority (CMA) findings must be submitted to the CMA.

75.

a. Please provide an explanation of or examples of what would be considered an “indirectly” attributable cause of death.

b. Please clarify whether this is an individualized measure based on the circumstances of the individual

This would be determined during the mortality review process to include peer review.

Addendum #003 27 FDC ITB-22-042

Question Answer death (as indicated in the Description column) or a “systemic pattern” (as indicated in the Expectation column)

76.

a. Please confirm how many inmate deaths were directly or indirectly attributed to omission indifference or inaction related to healthcare over the past 5 years.

b. Have any such deaths results in financial penalties?

If yes,

a. – None have been documented

b. – No, N/A

77.

a. Would the awarded vendor be assessed a $100,000 per occurrence/Institution penalty for those that are not currently accredited by ACA?

b. Please provide a list of Institutions that have lost the relevant accreditation in the last five (5) years and identify the year in which the accreditation was lost.

c. Please provide the penalty amount assessed for FY 2018, FY 2019, FY 2020, and FY 2021.

a. All facilities are currently ACA accredited.

b. None

c. None

78.

Please provide the weighted average base wage (excluding benefits or values for shift differentials, overtime, backfill, etc.), by Institution (or by Region), by position

Please see the Answer to Question No. 42 of this Addendum.

79.

Please provide detail on incentive programs currently in place to recruit and retain Medical and Mental Health staff, by position and Region, such as:

a. Sign-on bonuses

b. Retention bonuses

Addendum #003 28 FDC ITB-22-042

Question Answer

c. Education/Tuition Reimbursement

d. Parking Reimbursement

e. Other Travel Reimbursement

80.

a. Please provide the current CHCC’s FDC approved staffing plan by service location and identify any vacancies by position for each of the preceding 24 months

b. Please provide the past four semi-annual staffing reports, including the calculation resulting in the financial consequence assessment.

c. Please confirm whether the current CHCC is maintaining 90% of all required hours per Institution, and per position type, including hours fulfilled by subcontracted providers

d. Please identify how many times the current CHCC’s staffing hours dropped below the 90% threshold

e. Please confirm the number of times the current CHCC has been financially penalized for not meeting the 90% staffing threshold and the dollar amount associated with these penalties.

a. Please see the Answer to Question No. 20 of this Addendum.

b. Please see the Answer to Question No. 20 of this Addendum.

The requirements in the ITN differ from the current Contract

c. N/A under the current contract.

d. N/A under the current contract.

e. N/A under the current contract.

81.

Please confirm the average weekly number of intakes by location.

Please see the Answer to Question No. 55 of this Addendum.

82.

Please identify the Institutions with Youthful Offenders (YOs) and their census at each.

Number. The link to the Resource Library is provided in Section 2.7, Addendum #003 29 FDC ITB-22-042

83.

Please clarify what training inmate assistants receive and who is responsible for providing it to them.

Inmates receive training at individual facilities training is provided by the Vendor. The training was developed by the Department.

84.

Please identify the number of infirmaries, including bed capacity and average daily census for each by institution.

Number. The link to the Resource Library is provided in Section 2.7, 85.

Please identify which institutions have long term care units and/or hospice programs and the average daily census for each.

CFRC South Palliative Care 6 beds. Full 98% of the time.

CFRC South Intensive Medical 64 compound beds. No nursing care provided. 70% full.

SFRC F-Dorm 76 beds Palliative and long-term. 70% full.

Zephyrhills J-Dorm 66 beds – Intensive medical patients from minimal to quadriplegic. 95% full.

Intensive Medical Lowell I-Dorm 11 beds. Currently on administrative hold.

86.

To plan for enough staff for observation of patients in an IMR or Observation cell in the infirmary, please provide the average daily number of individuals in these locations

Number. The link to the Resource Library is provided in Section 2.7, 87.

Please confirm how frequently psychiatric restraints have been used, by institution, over each of the past 24 months.

Addendum #003 30 FDC ITB-22-042

Question Answer

Number. The link to the Resource Library is provided in Section 2.7, 88.

How many inmates have been released from each institution each year the past two years?

Number. The link to the Resource Library is provided in Section 2.7, 89.

a. How many GD patients are in the system?

b. How many are waiting for a comprehensive psychological evaluation to confirm provisional diagnosis?

c. Please confirm at which institutions comprehensive psychological evaluations of GD occur.

As of 5/26/22:

a. 296

b. 85

c. Wakulla CI, FSP, FWRC, Dade CI

90.

a. What is the number of known patients with untreated chronic Hepatitis C?

b. Can the Department provide a breakdown of the untreated patients remaining by priority level?

c. Is there a court ordered mandate of a minimum number of patients to treat a year or other required benchmarks?

d. Is there a court ordered oversite body or committee to oversee Hepatitis C treatment? If so, is there scheduled progress reporting (monthly or quarterly)?

a. 261 F2-F4.

b. 34 F4; 14 F3; 15 F2; 33 F1; 66 F0

c. No. Treatment must be in accordance with HSB 15.03.09 Supplement

d. No.

Addendum #003 31 FDC ITB-22-042

91.

Please identify which sites failed to meet the triage requirement over the past two years and how many such instances occurred by site

Number. The link to the Resource Library is provided in Section 2.7, 92.

Please identify the total number of sick call requests submitted per month for the past 24 months, by category, for each service location

This information is not available. Approximately 2,300 sick calls are triaged per week.

93.

Please identify the number of Infirmary admissions per month for each institution over the past three years.

Number. The link to the Resource Library is provided in Section 2.7, 94.

Please provide number of admissions to inpatient units broken down by institution.

The number of inpatient admissions from May 1, 2021 to April 30, 2022 are as follows:

Facility Name Count

Santa Rosa Annex 1006

Dade CI 803

Lake CI 507

Wakulla Annex 336

Suwannee CI 321

FWRC 194

Zephyrhills CI 113

Addendum #003 32 FDC ITB-22-042

RMC 87

95.

a. Please provide the number of individuals requiring sex offender treatment.

b. Are they required to be housed at designated facilities? If so, which facilities?

c. What screening tools are currently implemented for sex offenders?

a. As of 5-27-22, there are approximately 1,500 sex offenders awaiting treatment.

b. There are no designated sex offender facilities.

c. Please see the Answer to Question No. 95.

96.

Please confirm the number of restrictive housing beds at each institution

Number. The link to the Resource Library is provided in Section 2.7, Resources of this ITN.

97.

Please confirm the percentage of individuals prescribed psychotropic medications by institution.

Please see the Answer to Question No. 97 for the number of patients who were dispensed mental health medications from 4/1/2022 – 5/31/2022. Approximately 16.5% of the population is being prescribed psychotropic medications.

98.

a. Please identify the institutions that have RCCU’s and the bed capacity, type, and census of each

RCCU.

b. Is there a need for more RCCUs and if so what is the backlog or waitlist?

c. If yes, please identify the reason why more RCCUs aren’t currently in place

a. Wakulla houses the male Residential Continuum of Care Units

(RCCU):

Diversion Treatment Unit (DTU) = 240 beds (120 cells with 2 beds each, 30 beds reserved for single occupancy) Secure Treatment Unit (STU) = 92 beds (single cell) Cognitive Treatment Unit (CTU) = 19 beds (single cell)

Florida Women’s Reception Center (FWRC) houses the female

RCCU:

DTU = 42 beds (14 cells with 2 beds, 14 single bed cells)

Addendum #003 33 FDC ITB-22-042

Question Answer

b. There is a need for more RCCUs. The waiting list numbers are as follows:

Wakulla Wait list

DTU 60

STU 106

CTU 19

c. Renovations of facilities have been ongoing as they require both space and funds to put in place.

99.

Please confirm this should read “the inmate will receive initial treatment to include but NOT be limited to…” It currently states, “but be limited to.”

Please see Change No. 7 of this Addendum.

100. Please clarify what the educational and experience requirements are for the Behavioral Health Technician and Behavioral Health Specialist positions.

Number. The link to the Resource Library is provided in Section 2.7, 101.

The ITN references Behavioral Health Clinicians only twice and both instances are in IIC-016. Please confirm this is the same position as the Behavioral Health Specialist. If not, please identify the qualifications for this position.

Behavioral Health Clinicians can be Psychologists or Behavioral Health Specialists.

The Department added the requested information to Resources referenced in Section 2.7 of this ITN.

Please see Answers to Questions No. 102 and No.103.

Addendum #003 34 FDC ITB-22-042

102.

a. Please provide current SOCTS group schedules.

b. Please confirm the average group size for SOCTS groups

c. Please confirm the participation rate in SOCTS groups

a. Group schedules vary by institutions – please see Procedure 404.004 for requirements

b. Group sizes are defined in Procedure 404.004

c. The Department does not track this information.

103.

Please identify what…