Optometry Services Bid board notice (2).pdf

BID BOARD NOTICE

PROCUREMENT ID NUMBER:

EMARYLAND MARKETPLACE ADVANTAGE (EMMA) NUMBER:

ISSUE DATE: July 28, 2022

TITLE: Optometry Services for Clifton T. Perkins Hospital Center

DUE DATE: August 5, 2022 at 10:00 AM EST

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07

Brief Description of Services:

The State is issuing this solicitation for the purposes of procuring services of a vendor to provide

Optometry Services including eye exams for the period of two (2) years at Clifton T. Perkins

Hospital Center.

PROCUREMENT OBJECTIVES

A. Issuing Office

Maryland Department of Health: Clifton T. Perkins Hospital Center

8450 Dorsey Run Road

Jessup, Maryland 20794

The Procurement Officer for this solicitation:

Kelli Francis

Director of Procurement, CTPHC

410-724-3104 kelli.francis@maryland.gov

The Contract Monitor for this solicitation:

Michael Dolan

410-724-3186

Michael.dolan@maryland.gov

The sole point of contact in the State for purposes of this solicitation is the Procurement

Officer.

B. Submission Deadline

Bids MUST be submitted on eMaryland Marketplace Advantage (eMMA) by 10:00 AM

Eastern Time on August 5, 2022 in order to be considered.

mailto:kelli.francis@maryland.gov

II. GENERAL INFORMATION FOR VENDORS

A. Contract

1. The contract resulting from this solicitation shall be a fixed cost contract, for a period of two (2) years.

2. The Department reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

B. Submission of Bids

Bidders MUST submit bid on eMMA.

Mailed, emailed, or faxed bids will not be accepted for this solicitation.

C. Vendor Experience and References

a. The vendor shall have at least three (3) years of successful experience in providing optometry services. With the transmittal letter, the vendor shall show evidence of reliability, ability, and experience by furnishing the names and addresses of other concerns and/or similar institutions for which prior comparable services have been or are being rendered by the bidder. The ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered in determining the responsibility of the bidder.

b. With the transmittal letter, each vendor is to provide a list of all contracts with any entity of the State of Maryland that it is currently performing or which have been completed within the last 5 years. For each identified contract the vendor is to provide:

i. The State contracting entity

ii. A brief description of the services/goods provided

iii. The dollar value of the contract

iv. The term of the contract

v. The State employee contact person (name, title, telephone number and e-mail address)

vi. Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

D. Transmittal Letter

A transmittal letter prepared on the Bidder’s business stationary MUST be uploaded on eMMA with the bid documents. The transmittal letter should be brief but must include acknowledgement of meeting the requirements of the solicitation and required experience and reference information requested above. The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

E. Selection Process

The contract resulting from this solicitation shall be awarded to the responsible and responsive bidder whose bid meets the requirements noted in this solicitation document, and is the most favorable bid price (lowest cost).

III. TECHNICAL SPECIFICATIONS

A. SCOPE

The State is issuing this solicitation for the purposes of procuring Optometry Services including eye exams to patients at Clifton T. Perkins Hospital Center. The services a qualified Optometry Professional: a licensed Optometrist. The services are to be provided on the premises of Clifton T. Perkins Hospital Center. Clifton T. Perkins Hospital Center is a unit of the Maryland Department of Health, located at 8450 Dorsey Run Rd. Jessup, Md.

20794, Howard County, Maryland.

DESCRIPTION OF WORK

a. Clifton T. Perkins Hospital Center will provide a work area or exam room and nursing staff for support services. The Contractor shall provide all equipment and supplies necessary to provide the services.

b. The Contractor shall be responsible for providing Optometry Services in accordance with all applicable licensure, certification, and accreditation standards of State of

Maryland, Department of Health, Office of Health Care Quality.

c. Services to be performed under this contract include:

i. Monthly eye clinics during normal State business hours for eye exams, necessary treatments and adjustments. The clinics shall not exceed two (2) hours.

ii. Comprehensive eye examinations from a Maryland State licensed Optometrist, which includes possible Follow up visit with Dilated Fundus Examination.

1. The Contractor shall provide a written treatment plan on the Clifton T. Perkins

Hospital Center consultation referral forms

2. Each exam shall consist of the visual acuity tests and inner ocular pressure.

iii. Administrative and clerical services required for managing and coordinating services, rendering invoices, and performing other function necessary for the management of the Contract.

d. Documentation shall include, but is not limited to, consultant reports and prescriptions written.

e. Optometrists assigned by the Contractor to perform services under this Contract are responsible for reporting to the Director of Medical Services or his/her designee as needed.

f. Clifton T. Perkins Hospital Center will not pay for the following services:

i. Services not medically necessary,

ii. Investigational or experimental drugs or procedures,

iii. Services prohibited by the State Board of Examiners in Optometry,

iv. Repairs,

v. Cost of travel by the provider,

vi. Delivery,

vii. Routine adjustments to eyeglasses.

g. The Contractor shall not bill Clifton T. Perkins Hospital Center not the patient for:

i. Completion of forms and reports,

ii. Cancelled or missed appointments,

iii. Professional services rendered by mail or telephone,

iv. Services which are provided at no charge to the general public, and

v. Providing a copy of a recipient’s patient record when requested by another licensed provider on behalf of the recipient.

h. The Contractor shall not make any referral to any health care entity in which the

Contractor or immediate family member has a beneficial interest, except for services to be provided directly by the Contractor as off-site services covered by the provisions of this Contract.

i. The Contractor shall provide monthly schedules in order to meet the requirements of the monthly clinic. Schedules shall be approved by the Clifton T. Perkins Hospital

Center Contract Monitor or designee prior to commencement of the Contract. At the end of each scheduled month, the Contractor must document that the scheduled services were provided and document any changes that were made in the schedule.

Failure to do so may result in withholding of payment until satisfactory documentation is provided.

i. Forty-eight (48) hours’ notice by either Clifton T. Perkins Hospital Center or the

Contractor shall be given for any cancellation or rescheduling of any clinic.

Rescheduling shall be to a time agreeable to both parties. Notice shall be given to either the Contract Monitor or designee and/or the Contractor’s representative as appropriate. Clifton T. Perkins Hospital Center will not provide any payment for a clinic in which the Contractor is provided a forty-eight (48) hours’ notice of cancellation.

j. Satisfaction with Services Rendered: In order to ensure ongoing satisfaction with the quality and quantity of the service provided, the Contract Monitor or designee will meet with the Contractor at least quarterly. During these meetings, the Contract

Monitor or designee will assess the performance of the Contractor based upon the provisions of this contract, hospital, and medical staff policies and bylaws, and clinical competence or performance improvement activities Any problems identified concerning quality of performance shall be communicated in writing by the Contract

Monitor or designee to the Contractor.

k. Performance Improvement: the contract specifications will form the basis of the performance review as a means of quality control and quality assurance to determine the degree of Contractor compliance and level of performance satisfaction. Incidents of unacceptable performance will be documented with a copy to Clifton T. Perkins

Hospital Center’s Director of Procurement, Clifton T. Perkins Hospital Center’s

Contract Monitor, and the Contractor’s Account Representative. The Contractor shall be required to submit a written plan of correction identifying the timeframe for completion to the Contract Monitor or designee within Three (3) business days of receiving written notification regarding unacceptable performance. The Clifton T.

Perkins Hospital Center Contract Monitor or designee will approve or reject the plan within two (2) business days of receipt. Continuing failure to satisfactorily respond in the timeframes required in accordance with this section, or more than a total of three

(3) situations involving unacceptable performance during a twelve (12) month period may be viewed as grounds for termination.

i. The Contractor’s plan must provide a mechanism for assuring that there is prompt written and verbal communication of performance improvement issues between

Clifton T. Perkins Hospital Center, the Contractor, and the Optometrists.

ii. Provide a mechanism for collaborating with Clifton T. Perkins Hospital Center’s

Director of Medical Services or designee.

iii. Provide a mechanism for implementing corrective actions, in collaboration with the Clifton T. Perkins Hospital Center Director of Medical Services or designee. For this purpose, the Contractor shall meet with the Director of Medical Services or the Chief Executive Officer on a regular basis, as deemed appropriate by the

Director of Medical Services or the Chief Executive Officer.

l. Record Documentation: records shall be maintained for all patients on a continuous basis. These records shall satisfy the regulatory requirements as set forth in Federal

HIPPA and State Confidentiality Law as established by Clifton T. Perkins Hospital

Center, third party insurers, Medicare, Joint Commission, Medicaid and the MDH

Office of Health Care Quality. The records shall document all treatment provided. The

Contractor’s Optometrists shall be responsible for documenting medical records on an ongoing, timely, and orderly basis. All entries shall be legible, organized, and thorough.

m. Orientation and Annual Training: Clifton T. Perkins Hospital Center is required by the

Joint Commission to ensure that all staff, including Contractor staff, is provided an initial orientation and annual updates thereafter. Clifton T. Perkins Hospital Center shall provide the above referenced initial and annual training. The Contractor shall be responsible for scheduling contracted staff for the required training. Orientation

(initial training) shall be completed prior to beginning work at the hospital. Annual training shall be completed each year anytime between a month prior to or the month of the entry on duty initial training date. The following criteria have been established for training of contracted optometrists:

i. The Contractor shall complete a (3) three day initial orientation and attend an annual training program. The initial orientation is held over a (3) three day period and the hours are from 8:00 am to 4:30 pm.

n. Credentialing and Clinical Privileging: Prior to commencement of the contract and assumption of clinical duties, all applicable optometrists under the contract shall have received initial credentialing by the Clifton T. Perkins Hospital Center Credentials

Committee. In the event that the Contractor Optometrist is denied clinical privileges on the Medical Staff, or in the event that such privileges are revoked, suspended, limited, or not renewed, the Contractor shall be responsible for arranging for the optometrist’s replacement within a reasonable period of time, such that there is no adverse impact on the delivery of services as required herein. Under no circumstances shall this period of time exceed sixty (60) calendar days. During any interim period, the Contractor shall remain responsible for the delivery of all required services.

o. Tuberculosis (PPD) Testing and Hepatitis B Vaccination: In accordance with Clifton T.

Perkins Hospital Center’s policy, all staff, including contracted staff, are required to either receive an initial PPD test or show proof of receipt of the annual test elsewhere.

The Contractor is responsible for obtaining this test and submitting proof to the

Contract Monitor or designee. Additionally, Clifton T. Perkins Hospital Center’s Joint

Commission accreditation requires that all health care providers and contracted staff be offered Hepatitis B vaccination. Clifton T. Perkins Hospital Center must maintain a record of contracted staff either receiving the vaccination or declining it. Clifton T.

Perkins hospital Center will provide the vaccination, if the medical consultant chooses, at no cost.

p. The Department will obtain a criminal background check for each individual using a source of its choosing. The Department reserves the right to reject any individual based upon the results of the background check.

q. All of the services described above must be provided on the grounds of CTPHC. The optometrist will comply with all hospital policies and procedures in the delivering of services

r. The optometrist will respond to consults/referrals and provide services within 7 working days (except during the optometrist’s scheduled vacation time) of the clinic’s request for services.

s. All consults and bills/invoices will specify the type of service provided, the patients name and hospital number, purchase order number, amount of payment due, optometrist address and phone number and will be signed and monitored by the clinic’s nurse manager and medical director.

t. Adherence to Licensing and regulatory Requirements: The Contractor’s optometrists shall adhere to all licensure and certification requirements established by Maryland

Department of Health and all Clifton T. Perkins Hospital Center bylaws, rules, regulations and guidelines. Failure to submit required credentialing information, or to achieve or maintain Medical Staff membership or clinical privileges by the

Contractor’s optometrists shall cause the Contractor to be in default.

u. This is a fee for service contract and the hospital is not responsible for any other services beyond those herein.

v. Personnel/Staff Management Requirements: The Contractor may not substitute personnel, other than by reason of an individual’s death, sudden illness, or termination of employment, without the prior written approval of the Contract

Monitor or designee. To replace any optometrist, the Contractor shall submit the resumes of the proposed substitute personnel to the Contract Monitor or designee for approval at least one month prior to the effective date of substitution. All proposed substitute personnel shall have qualifications at least equal to those of the replaced personnel.

i. The Contractor shall be responsible for maintaining sufficient Optometrists for delivery of all services on an ongoing basis as described herein.

ii. The Contractor shall be required to provide documentation to verify time and attendance of all of its optometrists as applicable.

iii. The Contractor shall ensure and be responsible for timely and adequate communication, verbal and written, between its optometrists, itself, and Clifton T.

Perkins Hospital Center.

iv. Documentation of the time and attendance of each of the Contractor’s optometrists shall be submitted by the Contractor to Clifton T. Perkins Hospital

Center’s Contract Monitor or designee monthly. Documentation of an optometrist’s time and attendance must correspond with invoices and billing cycles and must justify the Contractor’s monthly invoice.

v. The Contractor shall ensure that Clifton T. Perkins Hospital Center’s Contract

Monitor or designee has direct access to the Contractor, through a designated

Director of Operations/Contact Operon who will be available by telephone and electronically via email on a twenty-four (24) hour, seven (7) day/week, and emergency basis.

w. Documentation: all written correspondence to Clifton T. Perkins Hospital Center shall be on the Contractor’s company letterhead.

x. Criminal Background Check: Clifton T. Perkins Hospital Center will obtain a criminal background check for each individual. The Contractor shall obtain from each individual assigned to work on the contract a statement permitting a criminal background check. The Contractor may not assign an employee with a criminal record unless prior written approval is obtained from the Contract Monitor or designee.

Clifton T. Perkins Hospital Center reserves the right to reject any individual based upon the results of the background check. All individuals assigned by the Contractor to provide services at Clifton T. Perkins Hospital Center shall comply with access and related security and identification requirements of Clifton T. Perkins Hospital Center.

y. Before starting any work on the campus, the Contractor will report to the Contract

Monitor or designee for screening, temperature check, and authorization to proceed with any service.

B. Licensing, Regulation and Certification Requirements:

a. The contractor shall be responsible for providing services in accordance with all applicable licensure, certification and accreditation standards of:

i. The Department of Health and Mental Hygiene

ii. The Medical Staff of Clifton T. Perkins Hospital Center

iii. Joint Commission on Accreditation of Health Care Organizations (JCAHO)

iv. All applicable existing and pending Federal Licenses.

b. The contractor(s) must:

i. Have a current Doctor of Optometry License issued by the Maryland

Department of Health Division of Licensure/ Certification/Training;

ii. Meet with the approval of the Medical Executive Committee.

iii. Have a minimum of 2 years prior experience providing services.

iv. Be credentialed and privileged to practice by the hospital as a consultant.

c. The Contractor’s Optometrist’s shall adhere to all licensure and requirements

Established by the Maryland Department of Health and all of Clifton T. Perkins

Hospital Center bylaws, rules, regulations and guidelines established by Clifton T.

Perkins Hospital Center. Failure to submit required credentialing information, or to achieve or maintain Medical Staff membership or clinical privileges by the Contractor’s optometrist shall cause the Contractor to be in default.

If the contractor is deemed, by the Credentialing Committee of the medical staff or the Clinical Director, unable to provide service due to intoxication, the influence of a controlled substance, and/or exhibits inappropriate behavior with patients and/or is found to be in violation of Hospital policy and procedures, the contract with that contractor will be terminated.

d. Contractor’s Responsibility: It is necessary for the contractor to have an acceptable

Continuous Quality Improvement Program (CQI). Therefore, with its bid, each vendor must submit a copy of its Continuous Quality Improvement Program’s Policy and

Procedures Manual. If a policy and procedure manual does not exist, the vendor must prepare a narrative fully explaining their CQI Program and submit it with their bid. As part of the CQI program, the vendor shall provide the Hospital with a plan to maintain the confidentiality, security and integrity of patient and Hospital related data and information.

e. Hospital’s Responsibility: For monitoring purposes, the following minimum standards of performance will be used to determine whether the vendor, on a monthly basis, is meeting the requirements of the contract:

f. Peer Review:

g. Six months after the implementation of the contract, and once quarterly after that, peer review will be performed.

h. It is expected that 100% of a random sample of optometric evaluations meet peer review standards.

i. If the benchmark of 100% is not met the hospital will notify the contractor and expect a response and a plan of correction within five working days. Follow-up review will be performed in three months. If the peer review benchmark is not met again during the follow-up review, the contractor may be found in default of the contract.

Exhibit A

FEE SCHEDULE

The undersigned hereby agrees to following conditions in rendering the following medical services to the patients of Clifton T. Perkins Hospital Center (CTPHC):

1. Optometric consults/services will be delivered as per the following fee schedule and descriptions:

Comprehensive Eye Examination which is conducted annually per patient as needed.

This service includes the review of available medical records, examination of the patient, and the dictation of a report with diagnosis and recommendations.

Follow-up visit with Dilated Fundus Examination as needed.

This includes the review of the clinical course, assessment, adjustment of treatment recommendations, and consultation with Perkins medical and nursing staff as needed.

Routine Follow-up on a bi-weekly basis.

Provided to patients with established optometric diagnosis to document the course of treatment, monitor medications/prescriptions and testing/laboratory results.

2. All of the services described above must be provided on the grounds of CTPHC. The optometrist will comply with all hospital policies and procedures in the delivering of services.

3. CTPHC will provide clerical and nursing support to the optometrist for services provided at the hospital.

4. The optometrist will respond to consults/referrals and provide services bi-weekly (except during the optometrist scheduled vacation time) of the clinic's request for services or upon emergent service.

5. The optometrist will provide necessary proof of licensure, certification, valid BLS/CPR certification and malpractice insurance coverage to CTPHC and will be responsible for following through with all QI/RC and JCAHO requirements related to the delivery of his service at CTPHC.

6. The optometrist will sign in and out at the CTPHC medical clinic. All consults and bills/invoices will be signed and monitored by the clinic's nurse manager and the clinic's medical director. All billing shall be addressed to:

Clifton T. Perkins Hospital Center

8450 Dorsey Run Road

Jessup, MD 20794/Attention Medical Clinic

This bill/invoice must also specify the type of service provided, the amount of payment due, the referred patient's name and hospital number, the Purchase Order (P.O.) number assigned to the optometrist services, and the optometrist's address and phone number.

7. All questions related to billing/payments should be directed to the Financial Services

Office of CTPHC.

8. This is a fee-for-service contract. CTPHC is not responsible to reimburse for services beyond the fees as described in the schedule provided in this contract.

Orientation

1. Orientation will be held over a period of Three (3) days. Hours of orientation are 8:00 am to 4:30 pm.

C. ATTACHMENTS

a. Sample Small Procurement Contract

BID PAGE

Bid must be submitted on the pricing grids on eMaryland Marketplace Advantage. No other bid formats will be accepted.

THE STATE OF MARYLAND ENCOURAGES

MINORITY BUSINESS ENTERPRISES TO

PARTICIPATE IN THIS PROCUREMENT PROCESS.

BID FORM

The Bid shall contain all price information in the format specified on these pages. Complete the Bid

Form only as provided in the Bid Pricing Instructions. Do not amend, alter or leave blank any items on the Bid Form. Failure to adhere to any of these instructions may result in the bid being determined non-responsive and rejected by the Department.

YEAR ONE:

Optometry Services @ $___________ per hour x estimated 36 hours per year

Three day Orientation $___________ for first year only (3 day) quantity of 1

YEAR TWO:

Optometry Services @ $___________ per hour x estimated 36 hours per year

Contract Total Price $_________________________________

(BASIS FOR AWARD)

This solicitation shall be for two (2) years. The total cost of the resulting contract will not exceed

$50,000.00.

Vendor Name:_______________________________________________________________

Federal Tax ID (FEIN):________________________________________________________

Contact Person:______________________________________________________________

Address:______________________________________________________________________

E-Mail:________________________________________________________________________

Telephone: Fax:_______________________________________________________________

SBR Number:_________________________________________________________________

Signature: _______________________________ Date: ______________________________