ITN-22-042 Final.pdf

Invitation to Negotiate (ITN)

Comprehensive Health Care Services

ITN 22-042

ITN Released: April 1, 2022 Site Visits: April 18-29, 2022 (See Section 4.4 for additional information.)

Deadline for Questions: 5:00 p.m. ET May 13, 2022* Replies Due: 2:00 p.m. ET June 30, 2022*

Eunice Arnold Procurement Officer Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399

*Timeline subject to change. Changes will be communicated through an addendum to this ITN (see Section 4.18)

FDC ITN-22-042

TABLE OF CONTENTS

TIMELINE

SECTION 1 – DEFINITIONS

SECTION 2 – INTRODUCTION

2.1 Background

2.2 Statement of Purpose

2.3 Procurement Overview

2.4 The Department’s Health Care Goals

2.5 Term of Contract

2.6 Pricing Methodology

2.7 Resources

SECTION 3 – SCOPE OF WORK

3.1 General Description of Services

3.2 Overview of Services

3.3 Service Locations and Service Times

3.4 Rules and Regulatory Requirements

3.5 Confidentiality

3.6 Health Care Services

3.7 Key Performance Monitoring

3.8 Overall Contract Compliance Monitoring

3.9 Future Transitions and Contract Expiration Tasks

SECTION 4 – PROCUREMENT RULES AND INFORMATION

4.1 General Instructions to Vendors

4.2 Procurement Officer

4.3 Questions

4.4 Mandatory Site Visits and Pre-Reply Conferences

4.5 Special Accommodations

4.6 Alternate Provisions and Conditions

4.7 Reply Bond

4.8 Pass/Fail Mandatory Responsiveness Requirements

4.8 Submission of Replies

4.9 Contents of Reply Submittals

4.10 Reply Evaluation Criteria

4.11 Reply Evaluation and Negotiation Process

4.12 Reply Opening

4.13 Costs of Preparing Reply

4.14 Disposal of Replies

4.15 Right to Withdraw Invitation to Negotiate

4.16 Right to Reject Reply Submissions and Waiver of Minor Irregularities

4.17 Addenda

4.18 Cost/Price Discussions

4.19 No Prior Involvement and Conflicts of Interest

4.20 State Licensing Requirements

4.21 MyFloridaMarketPlace (MFMP) Vendor Registration

4.22 Unauthorized Employment of Alien Workers

4.23 Confidential, Proprietary, or Trade Secret Material

4.24 Vendor Substitute W-9

4.25 Scrutinized Companies Certification

4.26 Disclosure of Reply Submittal Contents

4.27 Advertising Notice of Agency Decision

4.28 Protest Procedures

SECTION 5 – CONTRACT TERMS AND CONDITIONS

5.1 General Contract Conditions

5.2 Travel Expenses

5.3 E-Verify

5.4 State Initiatives

5.5 Subcontracts

5.6 Copyrights, Right to Data, Patents and Royalties

5.7 Use of Funds for Lobbying Prohibited

5.8 Reservation of Rights

5.9 Taxes

5.10 Safety Standards

5.11 Americans with Disabilities Act

5.12 HIPAA Business Associate Agreement

5.13 Employment of Department Personnel

5.14 Legal Requirements

5.15 Prison Rape Elimination Act (PREA)

5.16 Termination

5.17 Retention of Records

5.18 Audit Records

5.19 Indemnification

5.20 Inspector General

5.21 Cooperation with the Florida Senate and Florida House of Representatives

ATTACHMENT I – PRICE INFORMATION SHEET

ATTACHMENT II - SERVICE LOCATIONS

ATTACHMENT III – VENDOR'S CONTACT INFORMATION AND CERTIFICATION

ATTACHMENT IV – REPLY BOND FORM

ATTACHMENT V – PASS/FAIL REQUIREMENT CERTIFICATION AND NON-COLLUSION

CERTIFICATION

ATTACHMENT VI – VENDOR’S REFERENCE FORM

ATTACHMENT VII – CERTIFICATION OF DRUG FREE WORKPLACE PROGRAM

ATTACHMENT VIII – NOTICE OF CONFLICT OF INTEREST

ATTACHMENT IX – SUBCONTRACTING FORM

ATTACHMENT X – SECURITY REQUIREMENTS FOR VENDORS

ATTACHMENT XI – BUSINESS ASSOCIATE AGREEMENT FOR HIPAA

ATTACHMENT XIII – FEDERAL BUREAU OF INVESTIGATION CRIMINAL JUSTICE INFORMATION

SERVICES SECURITY ADDENDUM

[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]

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TIMELINE

EVENT DUE DATE LOCATION

Release of ITN

April 1, 2022

Vendor Bid System (VBS):

http://www.myflorida.com/apps/vbs

Mandatory Pre-Reply

Conferences and Site Visits

April 19 – May 4, See Section 4.4 for information regarding the mandatory site visits.

NOTE: A Vendor’s Reply will be deemed non-responsive if the Vendor fails to attend all of the site visits.

Last Day for written inquiries to be received by the

Department

May 13, 2022, Prior to 5:00 p.m., Eastern

Time

Submit questions to:

Florida Department of Corrections Bureau of Procurement Email: purchasing@fdc.myflorida.com Subject Line Should Read: ITN-22-042

Anticipated Posting of written responses to written inquiries

June 13, 2022 Vendor Bid System (VBS):

http://www.myflorida.com/apps/vbs

Sealed Replies Due and Opened

June 30, 2022, at 2:00 p.m., Eastern

Time

Replies should be addressed to:

Attn: Eunice Arnold, Procurement Officer Florida Department of Corrections Bureau of Procurement 501 South Calhoun Street Tallahassee, Florida 32399

Evaluation Team Meeting

July 11, 2022, at 2:00 p.m., Eastern Time

Meeting Location:

Florida Department of Corrections Bureau of Procurement 501 South Calhoun Street Tallahassee, Florida 32399

Anticipated Negotiations

September 2022 – November 2022

Florida Department of Corrections Bureau of Procurement 501 South Calhoun Street Tallahassee, Florida 32399

Anticipated Posting of

Intent to Award

March 2023 Vendor Bid System (VBS):

mailto:purchasing@mail.dc.state.fl.us

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SECTION 1 – DEFINITIONS

The terms used in this Invitation to Negotiate (ITN), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Administrative Confinement: The temporary separation of an Inmate from Inmates in General

Population in order to provide for security and safety until such time as a more permanent Inmate management decision process can be concluded, such as a referral to Disciplinary Confinement, Close Management, Protective Management, or a transfer.

1.2 American Correctional Association (ACA): An international accreditation entity that establishes standards for and conducts audits of correctional programs to assess their administration and management, facilities, operations and services, Inmate programs, staff training, medical services, sanitation, use of segregation and detention, incidents of violence, crowding, offender activity levels, and provision of basic services which may impact the life, safety, and health of Inmates and staff.

1.3 Americans with Disabilities Act (ADA): Legislation which prohibits discrimination based on disability, which can be found in the Americans with Disabilities Act and in the Code of Federal Regulations (C.F.R.) at 28 C.F.R. Parts 35 (Title II) and 36 (Title III).

1.4 Business Day: 8:00 a.m. to 5:00 p.m., Eastern Time (ET), excluding weekends and State holiday.

1.5 Clinician: A Florida-licensed Clinician, Advanced Practice Registered Nurse (APRN), Physician, Physician’s Assistant (PA), Dentist, Psychiatrist, Psychiatric APRN, or other appropriately-licensed health care provider delivering or overseeing direct Patient care.

1.6 Close Management (CM): The Confinement of an Inmate apart from the General Population for reasons of security, or to maintain the order and effective management of the Institution; the Inmate, through his/her own behavior, has demonstrated an inability to live in General Population without abusing the rights and privileges of others.

1.7 Cognitive Treatment Unit (CTU): an outpatient level of mental health care for Inmates who exhibit an impairment of cognitive functioning due to dementia, traumatic brain injury, or other neurocognitive disorder that substantially interferes with their ability to meet the ordinary demands of daily living.

1.8 Confinement: Administrative Confinement or Disciplinary Confinement.

1.9 Contract: The formal written agreement resulting from this ITN between the Successful Vendor and the Department.

1.10 Contract Manager: The Department’s employee, or his/her designee, responsible for performance oversight and operational management of the Contract. The Contract Manager will be designated in the Contract.

1.11 Correctional Institution or Institution (CI): Any prison or other correctional facility, temporary or permanent, in which Inmates are housed under the custody of the Department to include, main units, annexes, road prisons, work camps, forestry camps, community release centers, re-entry centers, and any other satellite facilities.

1.12 Correctional Medical Authority (CMA): An independent oversight group established Sections

945.601-6036, Florida Statute (F.S.), to assist with the delivery of health care services for Inmates through an advisory role, and by assuring that adequate standards of medical and mental health

Page 6 of 259 FDC ITN-22-042 services are maintained by the FDC.

1.13 Corrections Mental Health Treatment Facility (CMHTF): Any extended treatment or hospitalization-level unit that the Department’s Assistant Secretary for Health Services specifically designates by Rule 33-404.201, Florida Administrative Code (F.A.C) to provide psychiatric care, which may include involuntary treatment and therapeutic interventions in accordance with Sections 945.40-945.49, F.S.

1.14 Corrective Action Plan (CAP): The Vendor’s written comprehensive plan to remedy deficiencies discovered during the Contract term.

1.15 Cost Reply: The portion of the Vendor’s Reply relating to costs, which must include the completion of Attachment I, Price Information Sheet.

1.16 Crisis Stabilization Unit (CSU): An inpatient mental health treatment unit that provides intensive management, observation, and treatment intervention, while seeking rapid stabilization of acute symptoms and conditions.

1.17 Day: Calendar Day, unless otherwise stated.

1.18 Death Row: A class of custody, also known as Maximum Custody (different from Maximum

Management), wherein the Inmate is under a sentence of death.

1.19 Dentist: A dental practitioner holding an active Florida Dental License, or Dental Temporary Certificate (DTC) from the Florida Department of Health’s Board of Dentistry, who is certified in cardiopulmonary resuscitation (CPR).

1.20 Department or FDC: The State of Florida, Department of Corrections.

1.21 Disabled Inmate: An Inmate who has a physical or mental impairment that substantially limits one

(1) or more major life activities.

1.22 Disabled Inmate Committee: A multi-disciplinary team that works together for the development, implementation, and monitoring of an individualized management and services plan for each Disabled Inmate.

1.23 Disciplinary Confinement: A form of punishment in which Inmates found guilty of committing violations of Department rules are confined for specified periods of time to individual cells based upon authorized penalties for prohibited conduct.

1.24 Diversion Treatment Unit: An outpatient level of mental health care for Inmates who exhibit an impairment(s) associated with the diagnosis of a serious mental illness that hinders their ability to function in the General Population.

1.25 Electronic Medical Record (EMR): An enabling technology that allows Clinicians and health care providers and administrators access to an Inmate’s clinical and behavioral health content, and provides operational efficiencies for both inpatient and outpatient services.

1.26 End of Sentence (EOS): When an Inmate reaches the end of their court-mandated sentence of incarceration and is released from a Department Institution, ending their eligibility for coverage for medical services covered under this ITN.

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1.27 General Population: The population of Inmates who are not in a Special Housing status or inpatient mental health or medical unit(s).

1.28 Health Classification Grade: A designation of overall functional capacity in various areas including medical, mental health, work, transportation, work camp eligibility, and impairment status, provided to each Inmate upon reception and revised as necessary throughout their incarceration.

1.29 Health Services Bulletin (HSB): The Department’s guidelines for the provision of Inmate health care, created pursuant to Section 945.6034, F.S. Health Services Bulletins do not override rules or procedures but provide additional guidance for health services staff and are considered Department policies. HSBs are published under the authority of the Director of Health Services.

1.30 HIPAA: The federal law known as the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II), which established standards for the security and privacy of health data, and related rules.

1.31 HITECH Act: The Health Information Technology for Economic and Clinical Health Act, enacted as part of the American Recovery and Reinvestment Act of 2009 and related rules. HITECH generally establishes new requirements for notification of protected health information breaches, makes business associates directly liable for compliance with HIPAA security and privacy requirements, modifies disclosure accounting rules and enhances the civil and criminal enforcement of HIPAA.

1.32 Impaired Inmate: Any Inmate who has a professionally determined limitation in the performance of daily living activities, work, or participation in the programs and services available to the general Inmate population.

1.33 Impaired Inmate Committee: The institutional staff members functioning as a multi-disciplinary team working together for the development, implementation, and monitoring of an Individualized Service Plan for each Impaired Inmate.

1.34 Individualized Service Plan (ISP): A written description of an Inmate’s current problems, goals, and treatment.

1.35 Inmate(s) or Patient(s): An individual who is incarcerated by the Department.

1.36 Inmate Assistant: An Inmate whose work assignment is to assist another Inmate with his/her activities of daily living, and who has received the training required in the Nursing Manual in relation to the performance of their assistance.

1.37 Isolation Management Room (IMR): A cell in an infirmary area or inpatient mental health care unit that has been certified as being suitable for housing those with acute mental impairment or those who are at risk for self-injury.

1.38 Licensed Nurse: A Registered or Licensed Practical Nurse, with an active license in the State of

Florida.

1.39 Major Institution(s) or Parent Institution(s): A Correctional Institution designated to provide oversight and limited classification services to smaller satellite facilities.

1.40 Mandatory Responsiveness Requirements: Terms, conditions, or requirements that must be met by the Vendor to be considered responsive to this ITN.

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1.41 Material Deviation(s): A deviation that the Department, in its sole discretion, finds to be out of substantial accord with the requirements of this solicitation, provides a substantial competitive advantage to other Vendors, or has a potentially significant effect on the quantity or quality of services sought or on the cost to the Department.

1.42 Maximum Management: A temporary status for an Inmate, who through a recent incident, or series of incidents, has been identified as being an extreme security risk to the Department, and requires an immediate level of control beyond that available in Confinement, Close Management, or Death Row.

1.43 Minor Irregularity: A deviation from the ITN terms and conditions that does not significantly affect the price or quality of services sought, does not give the Vendor a substantial competitive advantage or benefit not enjoyed by other Vendors, and does not adversely impact the interests of the Department.

1.44 Multi-Disciplinary Services Team (MDST): A group of individuals representing different professions, disciplines, or service areas, which has the responsibility for ensuring access to necessary assessment, treatment, continuity of care, and services to Inmates in accordance with their identified mental health needs, and which collaboratively develops, implements, reviews, and revises an Individualized Service Plan, as needed.

1.45 Observation Cell (OC): A Confinement cell that has been certified as meeting the housing and safety criteria of an Isolation Management Room.

1.46 Offender Based Information System (OBIS): The Offender Based Information System that serves as the Department’s official record-keeping system of Inmates.

1.47 Prison Rape Elimination Act (PREA): The “Prison Rape Elimination Act of 2003” and related rules. The Act provides for analysis of the incidence and effects of prison rape in federal, State, and local Institutions and for information, resources, recommendations, and funding to protect individuals from prison rape.

1.48 Protective Management: Special management status for the protection of Inmates from other

Inmates in an environment as representative of that of Inmates in General Population as is safely possible.

1.49 Reply: A Vendor’s written response submitted in answer to this ITN.

1.50 Residential Continuum of Care Unit (RCCU): Specialized residential mental health units that provide augmented outpatient mental health treatment and habilitation services in a protective environment for Inmates with serious psychological impairments associated with a historical inability to successfully adjust to daily living in the incarceration environment.

1.51 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the Contract requirements and the integrity and reliability that will assure good faith performance.

1.52 Responsive Reply: A Reply, submitted by a responsive and Responsible Vendor that conforms in all material respects to this ITN.

1.53 Secure Treatment Unit (STU): An outpatient level of mental health care for Inmates who exhibit an impairment(s) associated with a diagnosis of serious mental illness and a marked inability to conform their behavior to institutional standards.

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1.54 Self-Harm Observation Status (SHOS): A clinical status ordered by a qualified Clinician that provides safe housing and close monitoring of Inmates determined to be suicidal or at risk for serious self-injurious behavior.

1.55 Service Location(s): Any site(s) where services are performed under the Contract.

1.56 SOAP: A format of medical documentation utilizing the headings, “Subjective, Objective, Assessment, and Plan.”

1.57 SOAPIE: A format of medical documentation utilizing the headings, “Subjective, Objective, Assessment, Plan, Intervention, and Education.”

1.58 Special Housing: Administrative Confinement, Disciplinary Confinement, Protective Management, Maximum Management, Death Row, and Close Management.

1.59 Structured Out-of-Cell Treatment Services (SOCTS): Weekly scheduled individualized treatment services, psychoeducational groups, and therapeutic activities to ameliorate disabling symptoms of a diagnosed mental illness and improve behavioral functioning as identified in the Individualized Service Plans.

1.60 Successful Vendor: The Vendor who receives the award of this ITN and will be performing contractual duties as the prime Vendor under the Contract.

1.61 Transitional Care Unit (TCU): An inpatient mental health unit that provides intermediate care for

Inmates transitioning from a more intensive level of inpatient care back to an outpatient setting, as well as long term care for Patients with chronic and severe mental illness.

1.62 Value-Added Services: Additional services and commodities the Vendor may offer the

Department, at no additional cost, beyond those services and commodities expressly included in this ITN, which may be unknown to the Department at this time yet meet its overall goals.

1.63 Vendor: A legally qualified corporation, partnership, or other business entity submitting a Reply to this ITN.

1.64 Warden: The Department employee, or his/her designee, responsible for the management and oversight of the Day-to-Day operations of a Correctional Institution.

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SECTION 2 – INTRODUCTION

2.1 Background

The Department is responsible for the supervisory and protective care, custody, and control of approximately 80,000 Inmates and the community supervision of approximately 150,000 offenders. These numbers are projected to increase over the term of the Contract. The Department is the third largest state prison system in the United States, with an annual operating budget of approximately $2.7 billion.

The Department has over 144 facilities statewide, including 50 Major Institutions, 17 annexes, seven (7) private prisons (operated by the Florida Department of Management Services (DMS) and not included as Service Locations for the services sought in this solicitation), 35 work camps, four (4) road prisons/basic training units/forestry camps, three (3) re-entry centers, and 28 community release centers. Not all of the Department’s facilities are currently housing Inmates.

The Department has divided the State into four (4) geographic regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida), and Region IV (South Florida). Each Major Institution is supervised by a Warden. Each Warden reports to the Regional Director of Institutions for their assigned region.

Prior to 2012, the Department ran its health services operations through a combination of State employees, who provided direct medical, mental health, and dental health care services behind the secure perimeter of an Institution, and more than 200 contracted providers who provided specialty care, hospital services, and ancillary services. Currently, the Department delivers medical, dental, and mental health services through a privatized model as contracted with Centurion of Florida, LLC (Centurion). Centurion provides on-site primary medical, mental health, and dental health care services, and on-site and off-site specialty care, inpatient, and outpatient hospital care, and ancillary services. Centurion also operates health care services at the Department’s Reception and Medical Center (RMC) in Lake Butler, FL which includes a licensed 120 bed hospital with an ambulatory surgical center, contracted cancer center, and specialty care clinics. The Department provides pharmacy dispensing services through three (3) regional pharmacies and one (1) hospital pharmacy at RMC. The Department has implemented the use of an Electronic Medical Record (EMR) application provided by GE Fusion in collaboration with Centurion.

2.2 Statement of Purpose

The Department is seeking Responsive Replies from qualified and Responsible Vendors to deliver comprehensive health care services, including medical, mental health, dental, and hospital services, effectively and efficiently to Inmates at all Service Locations listed in Attachment II.

Comprehensive health care services include all Patient care services, and administrative support services, required to provide the necessary and appropriate treatment to Inmates that meets the minimum constitutionally adequate level of care established by federal law. These services include treatment on-site and off-site as necessary. Services must be provided in accordance the comprehensive health care standards outlined in Section 3 of this ITN and detailed in the Department’s procedures and Health Services Bulletins. Vendors must have at least three (3) years of business/corporate experience within the last five (5) years providing correctional health care as described in this ITN. Vendors may use experience of their subsidiaries and any anticipated subcontractor relationship in their Reply to fulfill this requirement.

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2.3 Procurement Overview

The Department is requesting competitive sealed Replies from Responsible Vendors to establish a multi-year Contract for the provision of comprehensive health care services to Inmates in the Department’s care. The Department is interested in considering Value-Added Services that would be beneficial to or otherwise complement the services required by this ITN.

The process for evaluating and selecting a Vendor will consist of two (2) phases. The first phase involves evaluation of the submitted Replies, which will result in the selection of Vendors to participate in the negotiation phase. In the second phase, the negotiation phase, Vendors will be asked to provide a presentation of their Replies and negotiate a final statement of work, pricing, and terms and conditions of the final Contract. The negotiation phase culminates in one or more of the Vendors receiving a request to submit a best and final offer (BAFO). Vendors’ BAFOs will include: (1) a revised statement of work; (2) a final Contract draft; and (3) a final cost and compensation model. The Department will award a Contract to a single Vendor for services statewide.

2.4 The Department’s Health Care Goals

The Department is looking to not only provide the levels of care required by law and rule, but also to achieve strategic improvements in Inmate care. Overall goals for the Department include:

• Reducing Inmate mortality where early detection and appropriate, timely treatment could have avoided preventable mortality;

• Ensuring that Inmates in Special Housing have full access to and receive the same level of care as Inmates in General Population;

• Improving the provision of assessment, development, and implementation of mental health treatment at all levels and settings of care.

• Reducing the volume of Inmate grievances and litigation related to health care services;

• Improving waiting times for consultations, diagnostic testing, and treatment;

• Reducing the use of unsecured community hospital units and increasing the use of secured community hospital units to alleviate the need for additional security staff resources and overtime;

• Ensuring Inmates are prepared for continued medical care and supportive services, where appropriate, upon their release back into the community; and

• Maximizing technology and efficiencies to provide enhanced services at reduced costs, including the establishment and expansion of academic partnerships.

The intent of this ITN is to contract with a service provider to assist the Department in meeting these goals.

2.4.1 Specific Goals of this ITN

• Establish a flexible Contract, with transparency of service costs, alignment of costs with services, and an efficient and accurate end-of-year projection and cost modeling process.

• Establish a Contract that allows the Vendor to bring industry expertise and the ability to shape strategy to lower the cost of health care services.

• Ensure a smooth transition and continuation of services from the current Contract to the new, without disruption and with minimal risk.

• Ensure pricing that is cost effective throughout the entire term of the Contract.

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• Establish a collaborative relationship with the Vendor that will maximize the extent the Department achieves the objectives of this ITN.

2.5 Term of Contract

It is anticipated that the initial term of the Contract shall be five (5) years. The Department may renew the Contract for up to five (5) renewal years, or portions thereof. Any renewal shall be contingent, at minimum, on the Vendor’s satisfactory performance of the Contract, as determined by the Department and subject to the availability of funds. If the Department desires to renew the Contract, it will provide written notice to the Vendor no later than 120 Days prior to the Contract’s expiration date.

2.6 Pricing Methodology

The Department is seeking pricing that will provide the best value to the State; therefore, interested Vendors must submit a Cost Reply utilizing the Price Information Sheet, provided as Attachment I. Vendors are encouraged to submit a Cost Reply in such a manner as to offer the most cost effective and innovative solution for services and resources the Vendor can offer, as cost efficiency for the State will be a consideration in determining best value. Vendors shall provide the Cost Reply according to the instructions provided in Section 4.10, Contents of Reply Submittals.

The Successful Vendor will be reimbursed for all costs associated with the provision of comprehensive medical, dental, mental health, pharmaceutical, and hospital services.

In addition to cost reimbursement, Vendors shall provide a single percentage administrative fee to be charged above the actual costs for the delivery of comprehensive health care services statewide. To ensure the Department obtains services at the best value, the Department reserves the right, during the negotiation phase to consider alternate pricing models.

Compensation will be based on the provision of comprehensive health care services, which include, but are not limited to the following:

Medical Services

• Primary, secondary, tertiary care and specialty care, including diagnostic testing, staging procedures, and treatment of Inmates diagnosed with cancer

• Preventive clinical services

• All other therapeutic and diagnostic ancillary services, and completion of same-Day surgeries in the ambulatory surgical unit

• All emergency room, outpatient, and inpatient hospital care, including hospital care at the

Reception and Medical Center Hospital

• All medical on-site or off-site specialty referrals

• Physical and occupational therapy

• All health-related assistive devices unless covered by vocational rehabilitation

• Hearing screening and diagnostic services necessary to identify and treat those who are deaf or hard of hearing

• All optometry, orthopedic, neurology, and podiatry services

• Ambulance and other emergency transportation considered medically necessary

• Health education services

Dental Health Services

• Emergency dental treatment

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• Urgent, non-emergent, dental treatment

• Routine dental treatment

• All therapeutic and diagnostic ancillary services

• All reception and intake examinations

• All dental-related appliances and protheses

Mental Health Services

• Mental health assessments and testing

• Mental health treatment and services to include outpatient services, inpatient services including hospitalization

• Inpatient and infirmary mental health care

• Transitional mental health care, crisis stabilization, and operations of CMHTFs

• Mental health reentry and aftercare planning

Utilization Management

• Nationally accepted or recognized electronic Utilization Management System services, to include basic audits and edits, such as the federally required National Correct Coding Initiative edits, and the criteria for determination of health care treatment, procedures, and specialty care, along with an electronic process for higher level review of denials.

Pharmaceutical Services

• All non-formulary prescription medications, except for medications provided through the

Federal 340B STD Specialty Care Drug Discount Program

• Acquisition and maintenance of all pharmacy licenses

• Monthly Consultant Pharmacist Inspection Reports

Electronic Medical Record

• Ongoing maintenance, improvements, and updates

• Storage of Electronic Medical Record data

• Training of other vendor(s) and Department staff

• Helpdesk support staff and administrative functions

Other Costs across Service Categories All direct and indirect costs associated with the delivery of comprehensive health care services will be incurred by the Vendor to include, but not be limited to:

• All costs for medical, surgical and related office supplies

• All costs for on-site medical and related office equipment needed in addition to existing equipment

• Other costs not specifically identified but commonly associated with delivery of necessary health services

• Vendor-required computer installations, software, etc.

In addition, the Department reserves the right to access any programs under the Federal Health Care Reform Act, federal, State or local grants, and partnership opportunities, or any State initiatives that result in savings on health care costs.

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.

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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

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

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

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2930 http://fdc.myflorida.com/health/procedures.html

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SECTION 3 – SCOPE OF WORK

The State is required to provide Inmates with a constitutional standard of care when they are admitted to the Department’s Institutions, in accordance with Sections 945.025(2), and 945.6034, F.S. The Department’s health care delivery is managed by its Office of Health Services (OHS), which oversees the delivery of health-related services, provides technical assistance to the Vendor, and handles statewide operational functions such as policy development, grievance appeals, clinical legal issues, contract management and monitoring, and collaboration with other State agencies.

3.1 General Description of Services

The Florida Department of Corrections seeks to deliver the required comprehensive health care services to its correctional population in a cost-effective manner. Services are provided on-site, at State-operated Correctional Institutions, and off-site at hospitals and specialty care offices/centers. Under the Contract, the Vendor would assume total liability for health care service(s) delivered to Inmates under the care and supervision of the Department. This includes all health care provided in clinics, health care which cannot be provided in the clinics, and responses to emergencies that occur in the clinic or elsewhere within the facility, until the appropriate emergency medical or mental health providers arrive.

Health Care Standards

The Department is responsible for ensuring health care services are provided in accordance with established standards of care. The Vendor will be held accountable for providing care in accordance with these standards. Section 945.6034(1), F.S., outlines the general requirements of these standards. Additionally, the Department has developed related Health Services Bulletins (HSBs), procedures, and manuals that provide standards and responsibilities relating to Inmate health care. The requirements noted below are not all-inclusive of the comprehensive health care requirements outlined in the Department’s HSBs, procedures, and manuals. Various legal cases have impacted the FDC’s present rules, policies, procedures, HSBs, manuals, and forms. In case of error, omission, or discrepancy, the Department’s current HSBs, procedures, policies, manuals, and forms will take precedence. To ensure the most efficient health care delivery, the Department will consider changes suggested by the Vendor to policies, procedures, and forms that are not explicitly mandated by law, but is not required to adopt any such change. The FDC shall retain exclusive control of its policies, procedures, HSBs, manuals, and forms.

The Vendor shall be responsible for all pre-existing health care conditions of those Inmates covered under the Contract as of 12:00 a.m. on the first Day of the Contract implementation. The Vendor shall be responsible for all health care costs incurred for services provided after 12:00 a.m. on the first Day of the Contract without limitation as to the cause of an injury or illness requiring health care services. The Vendor shall not dispute or refuse acceptance of any Inmate assignment based on any medical or mental health condition(s).

3.2 Overview of Services

It is the intent of the Department to secure complete comprehensive health care services for Inmates in its care and custody. Any incidental health, mental health, dental, nursing, or ancillary services omitted from these specifications should be included as a part of the Vendor’s price to deliver a quality, working, comprehensive health care services program that is in compliance with the specifications of this ITN. The Vendor’s comprehensive health care services program, training curriculum, staff, and supplies must be fully identified, described, and documented within the Vendor’s Reply. All staff, supplies, and other required components of this ITN must be included in the Vendor’s proposed pricing.

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The Vendor must operate the health services program with respect for Inmate’s right to appropriate health care services.

There are eight (8) primary components that make up the current services:

• Program Management;

• Institutional Care;

• Dental Care;

• Mental Health Services;

• Utilization Management and Specialty Care;

• Hospital Administration and Care

• Quality Management; and

• Pharmaceutical Services.

These components are discussed in greater detail below.

3.3 Service Locations and Service Times

The Vendor shall provide comprehensive health care services at all Service Locations listed in Attachment II. The Department reserves the right to add or delete Service Locations upon 60 Days’ written notice to the Vendor. The Vendor shall ensure Inmates have access to comprehensive health care services as needed, 24 hours per Day, seven (7) Days per week, and 365 Days per year.

3.4 Rules and Regulatory Requirements

3.4.1 The Vendor shall provide all services following all applicable federal and State laws, rules, regulations, and the Department’s rules and procedures. All such laws, rules, regulations, current and/or as revised, are incorporated herein by reference and made a part of the Contract. The Vendor and the Department shall work cooperatively to ensure service delivery is in complete compliance with all such rules and regulations.

3.4.2 The Vendor shall ensure that all Vendor’s staff providing services under the Contract comply with prevailing ethical and professional standards, and the statutes, rules, procedures, and regulations as mentioned above.

3.4.3 The Vendor shall ensure that the Vendor’s staff adhere to all policies and procedures regarding transportation, security, custody, and control of Inmates.

3.4.4 Should any of the above laws, standards, rules, regulations, Department Procedures, or directives change during the Contract term, the updated version will apply.

3.4.5 The Vendor shall pay for all costs associated with local, State, and federal licenses, permits, and inspection fees required to provide services. All required permits and licenses shall be current, maintained on site and a copy submitted to the Contract Manager, upon request.

3.4.6 The Vendor shall comply with the provisions of the Americans with Disabilities Act. This includes provisions referencing both employment and public service agencies (Titles I and II), as well as any other applicable provision.

3.4.7 The Vendor must provide health care services in accordance with the national American

Correctional Association (ACA) standards, prevailing professional practice standards and

Page 17 of 259 FDC ITN-22-042 guidelines, and State and federal statutes. The performance of the Vendor’s personnel and administration must meet or exceed standards established by ACA as they currently exist and/or may be amended.

3.4.8 From time to time, the Governor, State Surgeon General, or FDC Secretary may issue

Executive Orders that impact the Department’s health services operations. The Vendor must comply with the terms and conditions of any Executive Orders issued.

3.4.9 Department policy, procedures, and directive language will take precedence and control over the Vendor’s policies and procedures in the event of any conflict.

3.5 Confidentiality

The Vendor shall maintain confidentiality with reference to individual Inmates, in accordance with applicable local, State, and federal law. The Department and Vendor agree that all information and records obtained in the course of providing services to Inmates shall be subject to confidentiality and disclosure provisions of applicable federal and State statutes and regulations adopted pursuant thereto.

3.6 Health Care Services

3.6.1 Program Management Service Area

Description

The Vendor will be responsible for all oversight and program management of comprehensive health care services. This includes the following responsibilities:

a) Deliverables – Maintain the ability to provide, and provide, all comprehensive health care services to Inmates.

b) Impact Analyses – Perform and deliver impact analyses, within a time frame specified by the Department, on how potential rule or statute changes may impact the health services program and its cost and success.

c) Analytics – Compile and maintain statistical information related to Inmate health care which the Department can use to make changes and improvements to the delivery of health care services. No data or statistical information shall be released externally without prior written approval from the FDC’s Office of Communications and Office of Health Services.

d) Contract Compliance – Monitor Contract responsibilities, ensure compliance, and report metrics, including gaps, and how gaps were prevented, monthly.

e) Service Function Oversight and Success – Provide oversight of each of the following service functions:

• Program Management

• Institutional Care

• Dental Care

• Mental Health Assessments

• Mental Health Services

• Outpatient Services

• Inpatient and Infirmary Services http://www.flgov.com/all-executive-orders/

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• Re-Entry and Aftercare Planning

• Hospital Administration and Care

• Utilization Management and Specialty Care

• Quality Management

• Pharmaceutical Services

Oversight includes, but not limited to:

• Resource Planning and Management

• Risk and Issue Management

• Change Control

• Budget Control

• Quality Assurance

• Problem Resolution

The Department will look to Vendor’s leadership to ensure a smooth and successful operation as part of Program Management.

3.6.1.1 How Service is Provided Today

Program management is performed today by a Comprehensive Health Care Contractor (CHCC). The CHCC coordinates the delivery of health care services and provides management services to include:

• Leadership at statewide, regional, and institutional levels;

• Oversight of all administrative and program management requirements;

• Problem resolution involving the delivery of health care services, policy compliance, etc.;

• Ensuring timely delivery of Contract reports and deliverables;

• Coordinating staffing issues (filling vacancies, employee relations, etc.);

• Ensuring responsiveness to requests for copies of records, public records;

requests, coordination of legal issues, etc.;

• Resolving issues related to subcontractors (performance, billing, etc.);

• Coordinating specialty care programs;

• Maintaining, repairing, and replacing health care equipment;

• Maintaining, repairing, and replacing FDC computers that were provided at transition;

• Purchasing and maintaining additional computers as needed;

• Overseeing corrective action related to performance issues; and

• Implementing, maintaining, and managing the Department’s EMR application.

The Department oversees the delivery of health care services, provides technical assistance to the CHCC, and handles statewide functions such as policy development, grievance appeals, clinical-legal correspondence, and contract management and monitoring. The Department retains control of bed movement for the RMC Hospital (RMCH), other critical care medical beds, and inpatient mental health units.

3.6.1.2 Program Management Minimum Requirements

The Vendor shall provide administrative oversight to ensure all program management functions are carried out in accordance with the requirements

Page 19 of 259 FDC ITN-22-042 outlined in this ITN. At minimum, the Vendor shall have the following program management positions:

Statewide Leadership Positions

Position Title (or equivalent title) Purpose Department Liaison # of

Positions Corporate Officer Overall Contract program management liaison

• Health Services Director

• Chief of Health Services Administration

Vice-President of Operations

(VPO)

Contract oversight and management

• Contract Manager 1

Statewide Medical Director (Clinician)

Statewide responsibility for clinical oversight of medical services

• Chief Clinical Advisor

• Chief of Medical Services

Statewide Director of Nursing (DON) (Registered Nurse)

Statewide responsibility for all nursing services

• Chief of Nursing Services

Statewide Dental Director (Dentist)

Clinical oversight of all dental care, both on and off-site, dental utilization management, and the supervision of all dental staff members

• Chief of Dental Services

Statewide Mental Health Director (Psychologist)

Oversee mental health services statewide

• Chief of Mental Health Services

Statewide Psychiatric Advisor (Psychiatrist)

Oversee all psychiatric services statewide

• Chief of Mental Health Services

Statewide Mental Health Re-entry Coordinator

Discharge planning for Inmates with serious mental health issues

• Central Office Mental Health Re- Entry Manager

Statewide Mental Health Training Coordinator

Training management and coordination for mental health topics

• Assistant Chief of Mental Health

Statewide Pharmacy Program Director (Florida Consultant Pharmacist License)

Direct overall pharmacy service including management of all pharmacy staff, all pharmacy licenses, coordinating pharmacy services with other health care providers

• Chief of Pharmacy Services

Statewide Medical Re-entry Coordinator (located at RMC)

Discharge planning for Inmates with

• Statewide Medical Reentry Coordinator (Office of Institutions)

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(or equivalent title) Purpose Department Liaison # of

Positions challenging health issues

Statewide Female Health Services Coordinator

Oversee female health services and evolving medical standards of care addressing specific needs for an incarcerated population.

• Female Services Administrator, Office of Institutions

Continuous Quality Improvement (CQI) Coordinator

Responsible for quality assurance, quality management, utilization management, and risk management within each discipline

• Chief of Pharmacy Services

• Chief of Dental Services

• Chief of Mental Health Services

• Chief of Medical Services

• Chief of Nursing Services

Statewide EMR Director To support ongoing EMR improvements, maintenance, and training

• Chief of Health Services Administration

Statewide EMR Project Manager Oversee EMR helpdesk, training, and education

• Chief of Health Services Administration

Statewide Recruitment Coordinator

Oversee statewide recruiting efforts, and plan for short-term staffing solutions during staff turnover, transition, or extended staff leave

• Chief of Health Services Administration

• Contract Manager

Statewide Disabled/Impaired Inmate Coordinator

Oversee Disabled/Impaired Inmate services

• Impaired Inmate Services Coordinator

(OHS)

Reception and Medical Center Hospital (RMCH) Leadership Positions

(or equivalent title) Purpose Department Liaison # of

Positions RMC Hospital Administrator Manage all hospital operations (the RMCH Governing Body must approve this candidate before employment)

• Chief of Health Services Administration

RMC Hospital Chief Medical Officer (Florida-licensed Clinician with experience as a Hospitalist)

Oversee clinical services at RMC Hospital (RMCH)

• Chief Clinical Advisor

• Chief of Medical

Services

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(or equivalent title) Purpose Department Liaison # of

Positions RMC Hospital Executive Nursing Director (Registered Nurse)

Oversee nursing services at RMCH and RMC(this position is in addition to the DON position at RMC as an Institution)

• Assistant Chief of Nursing Services

RMC Hospital Director of Nursing (Registered Nurse)

Oversee nursing services for RMCH

• Assistant Chief of Nursing Services

RMC Hospital Infection Control Nurse (Registered Nurse)

Oversee infection control within RMC Hospital (this position is in addition to the Infection Control Nurse position at RMC as an Institution)

• Statewide Infection Control Coordinator

RMC Hospital Pharmacy Consultant (Florida Consultant Pharmacist License)

Serve as the Consultant Pharmacist of Record for the RMC institutional pharmacy permit(s), and will provide clinical oversight of the institutional pharmacy services at RMC

• Chief of Pharmacy Services

RMCH Health Information Specialists

Manage all medical records and record requests at RMC

• Chief of Health Services Administration

RMCH Risk Manager (Florida- Licensed Risk Manager)

Oversee the comprehensive risk management program for RMC Hospital health care operations

• Chief of Medical Services

RMCH EMR Specialist Provide EMR support training, troubleshooting, and acting as a liaison to the EMR team

• Chief of Health Services Administration

Regional Leadership Positions

(or equivalent title) Purpose Department

Liaison # of

Positions Regional Directors of Operations Responsible for the health care operations and administration in each region

• Regional Directors of Institutions

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(or equivalent title) Purpose Department

Liaison # of

Positions Regional Medical Directors (Clinicians)

Responsible for the clinical care in each region

• Chief of Medical Services

• Regional Directors of…