RFA 5407-0 Final tlh 5-13-22.pdf

OREGONBUYS NUMBER S-44300-00003094 OHA-RFA-5407

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REQUEST FOR APPLICATION (RFA)

OregonBuys Number S-44300-00003094

OHA-RFA-5407

Trauma Hospital Surveyor

The Oregon Department of Human Services, Public Health Division, Emergency Medical Services (EMS) & Trauma Systems (hereinafter “OHA”) seeks Emergency Physicians, Trauma Surgeons, General Surgeons, and Nurses with expertise in Trauma Program Management to conduct Site Reviews and Focused Reviews1 of Oregon Hospitals to collect information necessary to determine compliance with Oregon’s trauma system statutes and rules.

Date of Issuance: May 13, 2022

Applications accepted through: See Section 10

Issuing Office: Oregon Health Authority Office of Contracts and Procurement 635 Capitol Street NE, Suite 350 Salem, OR 97301

Sole Point of Contact: Tammy L. Hurst Contract Specialist, OPBC, OCAC

Telephone: (971)208-4108 Email: tammy.hurst@state.or.us

1. Background and Purpose

a. Background.

The OHA is responsible for development, implementation, and ongoing monitoring of the state's trauma system, including establishment of system standards, categorization of trauma hospitals to care for injured patients, and collection of trauma registry data. OHA ensures that high-quality community resources are readily available to respond to

1“Focused Reviews” are reviews of hospitals regarding a particular issue that may affect whether a hospital is designated or accredited as a trauma center.

mailto:dhs-oha.publicationrequest@state.or.us mailto:tammy.hurst@state.or.us individuals who are traumatically injured in Oregon and is responsible for the monitoring of that care.

The OHA trauma center categorization standards (in Oregon Revised Statutes and Oregon Administrative Rules) in Exhibit 4 (Trauma Hospital Resource Standards) were developed to ensure that Trauma Hospitals met the standards established by the State of Oregon to validate compliance with the requirements for trauma facilities set by Oregon Administrative Rule 333-200-0090. (See https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=1352 Each Trauma Hospital must demonstrate compliance with the Oregon Trauma Categorization Standards every three (3) years. The Categorization is applicable to the Level I through IV trauma centers described below:

(1) Level I Trauma Center

The Level I trauma center is a regional resource trauma center that is a tertiary care facility central to the trauma care system. Ultimately, all patients who require the resources of the Level I center should have access to it. This facility must have the capability of providing the highest level of definitive, comprehensive care for the severely injured adult and pediatric patient with complex, multisystem trauma from prevention through rehabilitation. In its central role, the Level I center must have adequate depth of resources and personnel.

(2) Level II Trauma Center

The Level II trauma center is a hospital that has the capability to provide initial definitive trauma care to severely injured adult and pediatric patients. Depending on geographic location, patient volume, personnel, and resources, however, the Level II trauma center may not be able to provide the same comprehensive care as a Level I trauma center. The Level II trauma center must provide a broad range of specialists and comprehensive diagnostic capabilities. Level II trauma centers may manage the care of the majority of trauma patients in a geographically isolated region.

(3) Level III Trauma Center

The Level III trauma center is a hospital that serves communities that do not have immediate access to a Level I or II institution. Level III trauma centers can provide prompt assessment, resuscitation, surgical intervention, and stabilization and also arrange for possible transfer to a facility that can provide definitive trauma care. General surgeons are required in a Level III facility. A Level III trauma center can provide comprehensive inpatient services to those patients who can be maintained in a stable or improving condition without specialized care. A board-certified general surgeon is on-call and available to the patient. Level III trauma centers provide community education, outreach and injury prevention programs.

(4) Level IV Trauma Center

The Level IV trauma center is a hospital that provides resuscitation and stabilization of the severely injured adult and pediatric trauma patient prior to transferring the patient to a higher-level trauma system hospital. Because of geographic isolation, the Level IV trauma center is the de facto primary care provider and is an integral part of the inclusive trauma care system. As at Level III trauma centers, treatment protocols for resuscitation, transfer protocols, data reporting, and participation in system performance improvement are essential.

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=1352

b. Purpose.

OHA will schedule onsite full or focused reviews for hospitals at the time categorization or re-categorization is due. OHA may also schedule focused reviews of hospitals to determine trauma center compliance with statutes and administrative rules.

Hospitals currently categorized as Oregon trauma centers include:

Name City State Zip

Samaritan Albany General Hospital Albany OR 97321 Asante Ashland Community Ashland OR 97520 Columbia Memorial Hospital Astoria OR 97103 St. Alphonsus Medical Center Baker City OR 97814 St. Charles Medical Center Bend OR 97701 Harney District Hospital Burns OR 97720 Bay Area Hospital Coos Bay OR 97420 Coquille Valley Hospital Coquille OR 97423 Good Samaritan Regional Medical Center Corvallis OR 97330 Sutter Coast Hospital Crescent City CA 95531 West Valley Hospital Dallas OR 97338 Wallowa Memorial Hospital Enterprise OR 97828 Sacred Heart Medical Center Springfield OR 97440 PeaceHealth Peace Harbor Hospital Florence OR 97439 Curry General Hospital Gold Beach OR 97444 Asante Three Rivers Medical Center Grants Pass OR 97527 Pioneer Memorial Hospital Heppner OR 97836 Good Shepherd Medical Center Hermiston OR 97838 Providence Hood River Hospital Hood River OR 97031 Blue Mountain Hospital John Day OR 97845 Sky Lakes Medical Center Klamath Falls OR 97601 Grande Ronde Hospital La Grande OR 97850 Lake District Hospital Lakeview OR 97630 Samaritan Lebanon Community Hospital Lebanon OR 97355 Samaritan North Lincoln Hospital Lincoln City OR 97367 St. Charles Medical Center Madras OR 97741 Willamette Valley Medical Center McMinnville OR 97128 Providence Medford Medical Center Medford OR 97501 Asante Rogue Regional Medical Center Medford OR 97504 Samaritan Pacific Communities Hospital Newport OR 97365 St. Alphonsus Medical Center Ontario OR 97914 St. Anthony Hospital Pendleton OR 97801 Legacy Emanuel Hospital Portland OR 97227 Oregon Health & Science University Portland OR 97239 Pioneer Memorial Hospital Prineville OR 97754 St. Charles Medical Center - Redmond Redmond OR 97756 Lower Umpqua Hospital Reedsport OR 97467 Mercy Medical Center Roseburg OR 97470

Name City State Zip

Salem Hospital Salem OR 97309 Silverton Hospital Silverton OR 97381 McKenzie-Willamette Medical Center Springfield OR 97477 Santiam Memorial Hospital Stayton OR 97383 Mid-Columbia Medical Center The Dalles OR 97058 Tillamook Regional Medical Center Tillamook OR 97141

2. Authority

OHA issues this RFA under the authority of Oregon Revised Statute (ORS) 413.033, Oregon Administrative Rule (OAR) 137-047-0285, and Class Special Procurement No. 826-16.

3. Sole Point of Contact (SPC) and Issuing Office

Oregon Health Authority Office of Contracts and Procurement Tammy L. Hurst, Contract Specialist 635 Capitol Street NE, Suite 350 Salem, Oregon 97301 Telephone: (971) 208-4108 E-mail: tammy.hurst@state.or.us

All communications concerning this RFA document and the Application process must be directed by email to the SPC named above. Any oral communications will be considered unofficial and non-binding. Information received in writing from the SPC is also considered official.

When appropriate, OC&P will issue revisions, substitutions, or clarifications as addenda to this RFA. Changes/modifications to the RFA shall be recognized only if in the form of written addenda issued by OC&P. OC&P will not automatically mail copies of any addenda or answers but will publish addenda and questions and answers on the OregonBuys website at https://oregonbuys.gov/bso/. OregonBuys will be used to distribute all information regarding this RFA. To review complete RFA documentation please go to the OregonBuys website at https://oregonbuys.gov/bso/.

4. Minimum Requirements

Documentation, as specified in Attachment 1 “Application” must be provided for each Applicant who will be available to provide Services and meets the requirements of one or more of the following Sections a through d below, AND the requirements of Section e

a. Trauma Surgeon/General Surgeon Applicant Qualifications:

(1) Licensed Physician in the applicant’s state of residence;

(2) Board certified or Board eligible General Surgeon;

(3) Expertise in trauma systems, trauma care, and trauma program functions at or exceeding the accreditation level of the hospitals to be surveyed;

(4) In-depth knowledge of Quality Improvement; and

b. Emergency Physician Applicant Qualifications:

(1) Licensed Physician in the applicant’s state of residence;

(2) Board certified or Board eligible Emergency Physician;

mailto:tammy.hurst@state.or.us https://oregonbuys.gov/bso/

(3) Expertise in trauma systems, trauma care, and trauma program functions at or exceeding the accreditation level of the hospitals to be surveyed;

(4) In-depth knowledge of Quality Improvement;

c. Registered Nurse with expertise in Trauma Program Management Applicant Qualifications:

(1) Licensed Registered Nurse in the applicant’s state of residence;

(2) Expertise in trauma systems, trauma care, and trauma program functions at or exceeding the accreditation level of the hospitals to be surveyed;

(3) In-depth knowledge of Quality Improvement;

d. Other Requirements Applicable to All Applicants:

(1) Insurance: Each Applicant must possess the insurance coverage specified in Attachment 2 “Sample Contract” Exhibit C “Insurance Requirements”; and

(2) Photo ID: Each Applicant must possess a valid form of photo identification; and

(3) Email and Phone Service: Each Applicant must possess email and phone services for responding to DHS in a timely fashion; and

(4) Conflict of Interests Disclosure: Each Applicant must be willing and able to identify any actual or potential conflicts of interest with hospitals being reviewed (on a Conflict of Interest Disclosure form provided by OHA) prior to issuance of a Contract.

5. Scope of Work

For this Section 5 and Section 6, Contractor is an Applicant that has been awarded a Contract.

OHA requires that the Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. The Contractor shall perform the following services under the Contract, as requested by OHA, subject to advance confirmation of Contractor’s availability to perform these services at each of the specific Oregon trauma hospital or hospitals identified by OHA.

a. Conflict of Interest Certification

Prior to performing each Site reviews described below, Contractor shall complete, sign, date and submit to OHA a Certification Regarding Conflict of Interest in the form attached as Appendix #1 to the Sample Contract for the specific site that the review pertains to.

b. Full onsite reviews:

Contractor shall review and evaluate compliance of each identified Oregon trauma hospital with trauma system statutes and rules. The onsite review will include evaluation of the hospital's trauma program including medical leadership, physician credentialing and quality improvement process. Review of trauma hospital records may include but is not limited to prehospital, medical, surgical and trauma patient care, trauma research program, trauma quality assurance, trauma quality improvement program, and trauma registry.

Contractor may meet with hospital personnel or committee members as indicated.

At the completion of the full onsite review, Contractor shall provide dictated findings and recommendations regarding the hospital’s compliance with trauma system statutes and rules and submit an invoice for completed services (with attached receipts) to the OHA

Trauma Program Coordinator who accompanies Contractor on the Site review for the Hospital.

c. Focused onsite reviews:

Contractor shall conduct an onsite review of each identified Oregon trauma hospital regarding a particular issue that may affect whether the hospital is categorized as a trauma center. In conducting the focused review, the Contractor shall review and evaluate compliance with trauma system statutes and rules. The onsite review will include evaluation of the hospital's trauma program including medical leadership, physician credentialing and quality improvement process. Review of trauma hospital records may include but is not limited to prehospital, medical, surgical and trauma patient care, trauma research program, trauma quality assurance, trauma quality improvement program, and trauma registry. Contractor may meet with hospital personnel or committee members as indicated.

At the completion of the focused onsite review, Contractor shall provide dictated findings and recommendations regarding the hospital’s compliance with trauma system statutes and rules and submit an invoice for completed services (with attached receipts) to the OHA Trauma Program Coordinator who accompanies Contractor on the Site review for the Hospital.

d. Remote Services:

As the result of COVID-19 and any other emergency circumstance that may emerge, Contractor may provide the services under this Contract remotely. Contractor must first provide OHA with the process to effectively provide the services remotely and receive written approval from OHA by email before remote services begin. Remote services should only be performed when OHA finds it to be necessary, which will be determined and authorized on a case-by-case basis. Oregon Administrative Rule 333-200-0245 (See https://oregon.public.law/rules/oar_333-200-0245)

6. Equipment/Supplies Instructions, if applicable.

A recording device will be provided by OHA staff. At the completion of the onsite review, Contractor shall upload the recordings to the appropriate secure location designated by the OHA Trauma Program Coordinator.

7. Payment Provisions.

a. At the completion of the full or focused onsite review(s) performed by Contractor, Contractor shall submit Contractor’s invoice in a format acceptable to OHA to the OHA Trauma Program Coordinator. Contractor's claims to OHA for overdue payments on invoices are subject to ORS 293.462.

b. OHA will not pay Contractor any amount in excess of the maximum not-to-exceed amount set forth in Section 3 a. Consideration.

c. OHA will pay the Contractor based on the pay rate of $1,800 per each day Contractor conducts onsite review(s). This rate does not include travel and other related expenses or travel time compensation which are covered in Sections 2. and 3. below.

d. OHA will pay the Contractor based on the pay rate of $1,800 per each day when Contractor conducts remote review(s) as authorized by OHA. Contractor shall not invoice for travel or other expenses when providing the services remotely.

https://oregon.public.law/rules/oar_333-200-0245

8. Travel and Other Expenses.

a. Transportation: Contractor will provide his/her own transportation to and from Portland, Oregon or an Oregon city specified by the EMS & Trauma Systems Manager or delegate.

OHA will provide in-state transportation for Contractor from Portland, Oregon to each of the sites to be reviewed and back to Portland. Contractor will arrange and pay for transportation from Contractor’s home base to Portland, Oregon or other location closer to the survey site and for the return trip. OHA will not reimburse Contractor for travel expenses between Contractor’s home base and Oregon.

b. Lodging: OHA will reserve overnight accommodations at the State per diem rate or other overnight accommodations if there are no accommodations available at State per diem rates at the particular location. Accordingly, OHA will reimburse Contractor for lodging expenses Contractor incurred for overnight stay types listed in 1), 2), and/or 3) below at the current State of Oregon per diem rate as set by the Oregon Accounting Manual,2 or the actual rate if State per diem rate is not available, upon receipt of invoice and receipts for lodging. This lodging expense reimbursement applies to these types of overnight stays by Contractor:

(1) all overnight stay(s) for the onsite review trip;

(2) an overnight stay prior to the onsite review trip if Contractor travels 100 or more miles round-trip (between Contractor’s home location and Portland, Oregon);

(3) an overnight stay after the onsite review trip has been completed if Contractor travels 100 or more miles round-trip (between Contractor’s home location and Portland, Oregon); and

(4) overnight stay(s) prior to and/or after the onsite review trip if Contractor travels 100 or more additional miles (including round-trip miles) for a meeting that OHA requests with Contractor before or after the onsite review(s).

Note: All lodging expenses must be pre-approved by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate). OHA will not reimburse Contractor for any other non-lodging travel expenses.

c. Meals: Contractor will pay for Contractor’s meals in transit to and from Contractor’s home base and Oregon and during the survey days. OHA will not reimburse Contractor for any meal expenses.

9. Travel Time Compensation

Note: All travel time compensation must be approved by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate) prior to travel by Contractor.

a. Initial Travel Payment: In addition to the travel expense reimbursement listed in Section

2. above, OHA will pay Contractor for travel from Contractor’s home base to Portland, Oregon or to an Oregon city specified by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate) as follows:

Travel Distance: Payment amount:

0 - 100 miles: $ 200.00

2See the Oregon Accounting Manual Statewide Travel Policy, currently located at this link:

http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf

101- 250 miles: $ 400.00

251 - 500 miles: $ 600.00

501 - 750 miles: $ 800.00

751 and above: $1000.00

b. Additional Travel Payment(s): In addition to the travel expense reimbursement listed in Section 2. above, OHA will pay Contractor for travel during a “Travel Day”(defined in the Note below)* from Portland, Oregon or from a city specified by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate) to a city specified by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate) as follows:

Travel Duration: Payment amount:

1-2 hours: $200.00

3-4 hours: $400.00

5-6 hours: $600.00

7 hours and above: $800.00

*Note: A “Travel Day” is a day scheduled by the OHA EMS & Trauma Systems Manager (or his/her authorized delegate) for Contractor to travel to a designated location the day prior to an onsite review, but is not a day scheduled for onsite review(s).

10. Sole Point of Contact (SPC) and Issuing Office

Oregon Health Authority Office of Contracts and Procurement Tammy L. Hurst, Contract Specialist 635 Capitol Street NE, Suite 350 Salem, Oregon 97301 Telephone: (971) 208-4108 E-mail: tammy.hurst@state.or.us

All communications concerning this RFA document and the Application process must be directed by email to the SPC named above. Any oral communications will be considered unofficial and non-binding. Information received in writing from the SPC is also considered official.

When appropriate, OC&P will issue revisions, substitutions, or clarifications as addenda to this RFA. Changes/modifications to the RFA shall be recognized only if in the form of written addenda issued by OC&P. OC&P will not automatically mail copies of any addenda or answers but will publish addenda and questions and answers on the OregonBuys website at https://oregonbuys.gov/bso/. OregonBuys will be used to distribute all information regarding this RFA. To review complete RFA documentation please go to the OregonBuys website at https://oregonbuys.gov/bso/.

11. Applicant Assurances

By submitting an Application in response to this RFA, Applicant certifies that the following statements are true:

a. Applicant does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin, nor has Applicant nor will Applicant discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise mailto:tammy.hurst@state.or.us certified under ORS 200.055 or a Disabled Veteran or a subcontractor that employs a Disabled Veteran, and

b. Information included in the Application shall remain valid for 90 days after the Application is submitted or until a Contract is executed, whichever comes first, and

c. The statements contained in the Application are true and complete to the best of the Applicant’s knowledge and Applicant accepts as a condition of the Contract, the obligation to comply with the applicable state and federal requirements, policies, standards, and regulations. The Applicant recognizes that this is a public document and open to public inspection, and

d. The Applicant acknowledges receipt of any Addenda to the RFA, and

e. If the Applicant is awarded a Contract as a result of this RFA, the Contractor will be required to complete, and will be bound by, a Contract, Attachment 2-Sample Contract.

12. Application Documents

This RFA

Attachment 1 – Application

Attachment 2 – Sample Contract

13. Application Evaluation

Applications must be complete at the time of submission. OHA will evaluate Applications as they are received, to determine whether each Applicant meets the minimum requirements. During the evaluation process, OHA reserves the right to obtain clarification from Applicants regarding their Application information. Only Applicants determined by OHA to be qualified to provide services pursuant to this RFA will be offered a Contract.

Applicants shall be notified of the evaluation decision regarding their Application and, for successful Applicants, the timeline to be issued a Contract.

14. Public Information

All Applications are public information after the Application has been opened. Any person may request copies of public information. However, copies of Applications will not be released until the evaluation process has been completed. Requests for copies of public information must be submitted in writing. Requestors will be charged according to the current OHA policies and rates for public records requests in effect at the time OHA receives the written request for public information. Fees, if applicable, must be received by OHA before the records will be delivered to the requestor.

15. Cost of Applications

All costs incurred in preparing and submitting an Application in response to this RFA are the responsibility of the Applicant and will not be reimbursed by OHA.

16. Closing Date for Submittal of Applications

Applications will be received on an open and ongoing basis for approximately 90 days. When OHA has determined that sufficient Applications have been received, or for any other reason that OHA determines, OHA will issue notice on the OregonBuys website specifying a date after which Applications will no longer be received. Applications received after the date and time specified in that notice, shall be late and will not be evaluated.

APPLICATIONS MAY BE REVIEWED BY OHA AT ANY TIME AFTER RECEIPT.

Applicants are encouraged to submit Applications as soon as possible. Contracts may be issued at any time throughout the open Application period.

17. Contract Document Terms and Conditions

The final Contract will be based on the Sample Contract (Attachment 2), and will include all exhibits and attachments identified in the Contract. The terms and conditions included in the Contract are not subject to negotiation.

18. Reservation of OC&P Rights

OC&P reserves all rights regarding this procurement, including, without limitation, the right to:

a. Amend or cancel this procurement without liability if it is in the best interest of the State to do so;

b. Reject any and all Applications received by reason of this request upon finding that it is in the best interest of the State to do so;

c. Waive any minor informality with the provisions or procedures of this procurement, and to seek clarification from the Applicant, if required;

d. Reject any Application that fails to substantially comply with all prescribed procurement procedures and requirements;

e. Extend, amend or negotiate any Contract that is a result of this procurement, in accordance with the terms and conditions of the Sample Contract; and

f. Engage Contractor by selection or procurement for different or additional services independent of this RFA process or any Contract or Agreement entered into pursuant hereto.

19. Contractual Obligation

All Applicants who submit an application in response to this RFA understand and agree that OHA is not obligated thereby to enter into a Contract with any Applicant and further, has absolutely no financial obligation to any Applicant.

20. Application Requirements

• Applications must be submitted using Attachment 1-Application Form attached to this RFA and must indicate which Module(s) Applicant is applying to review.

• Applicants must be registered with the Oregon Secretary of State as a business or note on the Application that Applicant is a sole proprietor.

• Applicant must also meet the minimum insurance requirements as outlined in Exhibit C of the Sample Contract (Attachment 2) or Applicant will meet those requirements prior to Contract execution.

• Applications must be uploaded into the OregonBuys.

21. Applicant Ranking Order and Contract Assignment Process

In order to establish a clear process for assigning site reviews, OHA will begin reviewing Applications in the order in which they are received. As Applications are approved, OHA will issue Contracts to Applicants.

2. Authority