RFP_Hospital_Services_FINAL.pdf

County of Orange

Health Care Agency

Request for Proposals

RFP No.: 042-2530605-MC

Hospital Services for Correctional Health Services

Released

December 5, 2023

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TABLE OF CONTENTS

SECTION PAGE

I. Introduction and General Information A. Proposal Focus and Background B. Contract Term and Funding Availability C. Time Proposals will Remain Valid D. Timeline E. Withdrawal of Proposals F. Questions Regarding the RFP Process and Requirements G. General Instructions for Submittal H. County Rights I. Use of Lobbyists J. Protest Process K. Change of Ownership/Name and Litigation Status L. Conflict of Interest M. Confidentiality N. Modifications to the RFP O. Insurance Requirements

II. Description of Services

A. Target Population B. Services to be Provided C. Performance Objectives D. Staffing Requirements E. Facility Requirements F. Reimbursement

III. Proposal Preparation and Evaluation

A. Proposers Eligibility to Contract with the County B. Rejection of Proposals C. Minor Irregularities and Deficiencies in Proposal(s) D. Non-Responsive Proposals E. Evaluation of Proposals and Selection of Provider(s)

IV. Minimum Submission Requirements

V. Proposal for Hospital Services for Correctional Health Services A. Provider Experience and Qualifications B. Services C. Performance Objectives D. Staffing E. Facility F. Rate/Pricing

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Attachments Attachment I – Contract Template Attachment II – Form A-E Campaign Contribution Form

NOTE: Forms and attachments in PDF and/or Excel format are posted on The County’s online bidding system as separate attachments to this solicitation.

INTRODUCTION AND GENERAL INFORMATION SECTION I

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A. PROPOSAL FOCUS AND BACKGROUND

The County of Orange (County) Health Care Agency (HCA) is seeking proposals from general acute care hospitals to provide Hospital Services for Correctional Health Services (CHS). The primary goal of this program is to provide basic and emergency healthcare services to all inmates incarcerated in Orange County Jails and youths detained in Orange County Probation Detention Facilities, as mandated under CCR Title 15, Article II. Inpatient Services shall be provided to adults over age 18, and to juveniles ages 13 to 18, who reside in the County’s detention facilities.

B. CONTRACT TERM AND FUNDING AVAILABILITY

The County plans to contract with qualified organization(s) to provide the services described in this Request for Proposals and reserves the right to make multiple awards to proposers for services requested in the solicitation. At the discretion of County, the initial term of the contract(s) resulting from this solicitation may be renewed for an additional term or terms. Any renewal is contingent upon available funding, contractor performance, need for services, and County policies.

Successful proposers are expected to accept the terms and conditions of Attachment I - Contract Template, which contains the contracting requirements between the County and the proposer regarding the provision of services solicited under this Request for Proposals (RFP). The selected proposer(s) proposal will be retained and incorporated into the contract by reference and made part thereof, except for assurances and promises that are unlawful.

Contract(s) resulting from this solicitation shall be a cooperative Contract and may be utilized by all County of Orange departments.

The provisions and pricing of any Contract resulting from this solicitation will be extended to other governmental entities. Governmental entities wishing to use this contract will be responsible for issuing their own purchase documents / price agreements, providing for their own acceptance, and making any subsequent payments. Contractor shall be required to include in any Contract entered into with another agency or entity that is entered into as an extension of this Contract a Contract clause that will hold harmless the County of Orange from all claims, demands, actions or causes of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with the use of this Contract. Failure to do so will be considered a material breach of this Contract and grounds for immediate Contract termination. The cooperative entities are responsible for obtaining all certificates of insurance and bonds required. The County of Orange makes no guarantee of usage by other users of this Contract.

A two percent rebate on Eligible Revenues will be paid to the County for any contracts the Contractor agrees to enter into with other entities under the provisions and pricing of this Contract. The Contractor shall provide quarterly Volume Sales Reports to the County about additional sales to other entities under the provisions and pricing of this Contract. The Reports shall include the ordering agency, detail of items sold including description, quantity, and price, and shall include all transactions pertaining to sales under the Contract provisions and pricing for that Reporting Period.

Contractor shall provide the Volume Sales Reports regardless of whether or not any sales have been conducted. Failure of the Contractor to provide quarterly reports as required, may be deemed breach

Request for Proposals 5 of 28 Hospital Services for Correctional Health Services of the contract. A late penalty of 15 percent on the value of the rebate may be assessed to the Contractor for each month the payments are not received.

Subordinate Contracts must be executed prior to the expiration or earlier termination of this Contract and may survive the expiration of this Contract up to a maximum of one year; however, in no case shall a subordinate Contract exceed five years in duration.

The contract(s) awarded through this solicitation is anticipated to be for negotiated rate. The funding source for these services is State AB 109 and County General funds. Any contract(s) resulting from this solicitation is contingent upon sufficient funds being made available by federal, state, and/or county governments for the term of the contract. County reserves the right to revise the contract terms stated in this solicitation. Start-up funds are not available for these services.

C. TIME PROPOSALS WILL REMAIN VALID

Proposals will remain valid for 365 days from the solicitation due date. If for any reason a selected proposer is unable, unavailable or unwilling to begin the Services on July 1, 2024, the County reserves the right to award the contract to the next ranked proposal without conducting another solicitation/RFP or otherwise proceed as deemed in the best interest of the County

D. TIMELINE

The following timelines are approximations only and do not constitute any commitment or guarantee by the County.

Activity Date

RFP Released December 5, 2023

The County’s online bidding system Question and Answer Deadline January 2, 2024

Proposals Due January 8, 2024

Interview (if applicable) Week of January 29 – February 2, 2024

Services Commence July 1, 2024

E. WITHDRAWAL OF PROPOSAL(S)

A proposal may be withdrawn by the proposer or an authorized representative, provided his or her identity is made known, but only if the withdrawal is made prior to the date submission of the proposals are due.

F. QUESTIONS REGARDING THE RFP PROCESS AND REQUIREMENTS

All questions regarding this RFP are to be posted online via The County’s online bidding system Question and Answer (Q&A) Section and will only be accepted and answered during the Q&A period that lasts until approximately one (1) week prior to the RFP closing date.

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All proposers are expected to thoroughly read through the entire RFP package before posting questions. All participating proposers will simultaneously receive a notification via The County’s online bidding system that a question has been posted related to this RFP and will be available for view by all participating proposers. The County’s responses to the questions asked will be posted as promptly as possible to The County’s online bidding system and will be available for view by all participating proposers.

The Q&A Section will close on January 2, 2024 at 4:00 P.M. Pacific Time. All proposers are encouraged to post any questions regarding the RFP by this deadline. After the close of the Q&A period, proposers may only contact the Procurement Administrator with questions related to uploading proposals to the County’s online bidding system. No other specific solicitation-related questions will be answered.

It is up to each individual proposer to determine if their organization meets the eligibility criteria stated in the RFP prior to submitting a proposal. The County does not provide any assistance to that effect.

Proposers are to strictly follow the directions above for questions regarding this RFP. During the entire RFP process, no County representative may be contacted for questions or information regarding this RFP with the exception of the assigned Procurement Administrator, Monica Cabral at mocabral@ochca.com. Any violation of this direction may be deemed non-responsive with the RFP process and shall form a basis for the rejection of the proposal.

G. GENERAL INSTRUCTIONS FOR SUBMITTAL

All proposals must clearly meet all of the requirements of this solicitation. Proposers should review all requirements and instructions to ensure that each requirement is clearly addressed in the proposal.

The County shall not be responsible for any oral instructions given by any employees of the County in regard to the proposal instructions, specifications, or proposal documents described in this RFP.

1. Prepare the proposal with the reviewer in mind; do not assume reviewers know your program. Proposal must be detailed and self-explanatory.

2. Proposals should be carefully proofread and include the following:

a) Table of Contents with page numbers, for each file.

b) Reference(s) to any appendices.

c) Placement of required forms immediately after the text they support in the proposal.

d) Numbered pages.

e) Text must be at least one and one-half (1½) line-spaced.

f) Times New Roman, 12 point font.

g) Each section is to be separated by a titled cover page and each question as it appears in the solicitation is to precede its corresponding response.

h) All requested information is to be in the sequence and format specified in the solicitation.

3. Use the Proposal Preparation Checklist Form (Form A - Attachment II) to plan and monitor proposal preparation, as well as to verify completion of all materials before submission.

4. Provide accurate and honest information. Information that is inaccurate may prompt an investigative review and will affect the evaluation of the proposal.

mailto:mocabral@ochca.com

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5. Ensure that information provided on the forms is consistent with the narrative and the information provided on other forms.

6. If you omit any required information or data, explain why.

7. Ensure compliance with contract requirements and all applicable laws/regulations related to privacy and security pertaining to disclosure of confidential and/or private client information.

Such information may be redacted in any material submitted in response to this RFP.

8. Do not use appendices for information that is required in the body of the proposal. Use appendices to provide documentation or examples of activities mentioned in the proposal.

9. Do not include home addresses, home phone numbers, and/or personal email addresses for any employee, volunteer, board member, etc. in your proposals.

10. Electronic Submission: Proposals and requested documents must be electronically uploaded in PDF format, via The County’s online bidding system. Responses to Section IV and Section V of the RFP must be submitted in separate files. If proposing more than one (1) Project/Service Area/Region, upload a separate Section V for each Project/Service Area/Region, but only one

(1) Section IV needs to be uploaded.

a) Section IV must be uploaded in one (1) file labeled “[Services]-[Proposer Name]-Agency Description.”

b) Section V must be uploaded in one (1) file labeled “[Services]-[Proposer Name]-Proposal.”

c) Allow sufficient time to upload all required files. After the 4:00 P.M. Pacific Time proposal deadline, The County’s online bidding system will not allow any uploads, e.g., if file #1 uploaded successfully at 3:58:23 P.M. and file #2 is in progress of being uploaded at 4:00:01 P.M., file #2 will not upload successfully.

11. Proposal Delivery Instructions: Proposals are due on or before January 8, 2024 no later than 4:00 P.M. Pacific Time.

H. COUNTY’S RIGHTS

The County reserves the right to:

1. Modify this RFP prior to the time proposals are due, provided proposers are granted such extensions as necessary to allow sufficient time for submission of proposals in response to the modified RFP.

2. Cancel this RFP at any time, but prior to award of a contract by the Board of Supervisors, in whole or in part, when it is determined that cancellation is in the best interest of the County.

3. Reject any or all proposals.

4. Reject a proposal at any time during the RFP process for reasons stated in this RFP or for false information submitted in response to the RFP.

5. Enter into a contract for all or some of the stated services.

6. Award single or multiple contracts.

7. Based on the County’s needs and availability of funds, modify the scope of service described herein, provided proposers are allowed to re-submit modified proposals within a reasonable time.

8. Ask proposers for additional information or documentation.

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I. USE OF LOBBYISTS

The County of Orange does not require, and neither encourages nor discourages, the use of lobbyists or other consultants for the purpose of securing business.

J. PROTEST PROCESS

Any actual or prospective proposer who alleges a grievance by the solicitation or award of a contract may submit a grievance or protest that this solicitation is unfairly restrictive, ambiguous or contains conflicting provisions.

Protest of Solicitation Specifications All protests related to solicitation specifications must be submitted to HCA Procurement and Contract Services no later than five (5) business days prior to the close of the solicitation period.

Protests received after the five (5) business day deadline will not be considered by the County. In the event the protest of specifications is denied and the protester wishes to continue in the solicitation process, it must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in the solicitation.

Protest of Award of Contract In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the “Notice of Intent to Award Contract” is provided by HCA Procurement and Contract Services. Protests relating to a proposed contract award, which are received after the five

(5) business day deadline will not be considered by the County. Upon receipt of a timely protest, the Procurement and Contract Services Division Manager will, within 10 business days, issue a decision in writing which shall state the reasons for the actions taken.

The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

Procedure All protests shall be typed under the protester’s letterhead and submitted in accordance with the provisions stated. All protests shall include at a minimum the following information:

1. The name, address, and telephone number of the protester.

2. The signature of the protester or the protester’s authorized representative.

3. The name of the solicitation or number of the RFP.

4. A detailed statement of the legal and/or factual grounds for the protest.

5. The form of relief requested.

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Written protests must be sent to: County of Orange/Health Care Agency

Procurement and Contract Services 400 W Civic Center Drive, 3rd floor Santa Ana, CA 92701 Attn: Monica Cabral mocabral@ochca.com

Appeal Process If the protester disagrees with the decision of the Procurement and Contract Services Division Manager, the protester may submit a written notice within three (3) business days from receipt of the Procurement and Contract Services Division Manager’s decision to the Office of the County Procurement Officer requesting an appeal to the Procurement Appeals Board.

Written appeals must be sent to: County of Orange/County Procurement Office

400 W Civic Center Drive, 5th floor Santa Ana, CA 92701 Attn: County Procurement Officer CPOAppeals@ocgov.com

Within 15 business days, the County Procurement Officer will review all materials in connection with the protest, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the protest shall be forwarded to the Procurement Appeals Board.

The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

K. CHANGE OF OWNERSHIP/NAME AND LITIGATION STATUS

If a contract is awarded as a result of this solicitation, proposer agrees that if there is a change or transfer in ownership of proposer’s organization prior to the completion of a contract, and the County agrees to an assignment of the Contract, the new owners shall be required under the terms of sale or other instruments of transfer to assume Contractor’s duties and obligations contained in the Contract and complete them to the satisfaction of the County.

The County reserves the right to immediately terminate the Contract in the event the County determines that the assignee is not qualified or is otherwise unacceptable to the County for the provision of services under the Contract.

L. CONFLICT OF INTEREST

Proposer shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with County interests. In addition to the proposer, this obligation shall apply to the proposer’s employees, agents, and subcontractors associated with the provision of goods and mailto:mocabral@ochca.com mailto:CPOAppeals@ocgov.com

Request for Proposals 10 of 28 Hospital Services for Correctional Health Services services provided under the Contract. The proposer’s efforts shall include, but not be limited to establishing rules and procedures preventing its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence County staff or elected officers in the performance of their duties.

The County reserves the right to disqualify any proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other information available to the County. This disqualification is at the sole discretion of County. Any proposer submitting a proposal herein waives any right to object to the County’s exercise of this right, now or at any future time, before anybody or agency including, but not limited to, the County Board of Supervisors or any court of competent jurisdiction.

M. CONFIDENTIALITY

California Public Records Act Pursuant to California law, all information contained in a proposal may be public record, subject to disclosure to any member of the public who requests it through the California Public Records Act (CPRA). If it is necessary to include proprietary/trade secret information in a response, the County recommends that the proposal clearly and prominently marks the information believed to fall within such categories.

Names of Members of the Evaluation Panel and Communications with Panel Members The names of the evaluation panel members will not be disclosed unless ordered by a court.

To assure a fair process, members of the evaluation panel will be instructed not to discuss the information in the proposal or the solicitation process with any proposer(s) or other individuals. All communications between the proposer and County must be through the County’s online bidding system Q&A Section prior to the close of the Q&A period and through Procurement Administrator after the close of the Q&A period. Any violation of this direction will be deemed non-responsive with the RFP process and shall form a basis for the rejection of the proposal.

N. MODIFICATIONS TO THE RFP

The County reserves the sole right to interpret or change any provision of the solicitation at any time prior to the proposal submission date. Any and all interpretations or changes will be in the form of a written addendum, which will be furnished to all proposers through The County’s online bidding system. All addendums issued will become part of the solicitation and resultant Contract. Proposers hereby acknowledge their receipt of any addendum by being registered in The County’s online bidding system and acknowledge it is the proposer’s responsibility to check for, and read all addendums posted in The County’s online bidding system.

Should such addendum require information not previously requested, the County at its sole discretion, may determine that a time extension is required for the submission of proposals, in which case an addendum will indicate the new proposal submission date.

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O. INSURANCE REQUIREMENTS

Insurance coverage and limits for the awarded Contract will vary based upon the identified services and will be determined during contract negotiations. The baseline amounts and key requirements are as follows:

COVERAGE MINIMUM LIMITS

Commercial General Liability $1,000,000 per occurrence $2,000,000 aggregate

Automobile Liability, including coverage for owned, non-owned and hired vehicles $1,000,000 per occurrence

Workers’ Compensation Statutory Employer's Liability $1,000,000 per occurrence Network Security & Privacy Liability $1,000,000 per claims made

Professional Liability $1,000,000 per claims made $1,000,000 aggregate

Sexual Misconduct Liability $1,000,000 per occurrence

1. REQUIRED COVERAGE FORMS

a. The Commercial General Liability coverage shall be written on Insurance Services Office

(ISO) form CG 00 01, or a substitute form providing liability coverage at least as broad.

b. The Business Auto Liability coverage shall be written on ISO form CA 00 01, CA 00 05, CA

00 12, CA 00 20, or a substitute form providing coverage at least as broad.

2. REQUIRED ENDORSEMENTS

The Commercial General Liability policy shall contain the following endorsements, which shall accompany the Certificate of Insurance:

a. An Additional Insured endorsement using ISO form CG 20 26 04 13 or a form at least as broad naming the County of Orange, its elected and appointed officials, officers, employees, and agents as Additional Insureds, or provide blanket coverage which will state as required by written agreement.

b. A primary non-contributing endorsement using ISO form CG 20 01 04 13 or a form at least as broad evidencing that the contractor’s insurance is primary and any insurance or self-insurance maintained by the County of Orange shall be excess and non-contributing.

3. The Workers’ Compensation policy shall contain a waiver of subrogation endorsement waiving all rights of subrogation against the County of Orange, its elected and appointed officials, officers, agents and employees, or provide blanket coverage.

4. The Network Security and Privacy Liability policy shall contain the following endorsements which shall accompany the Certificate of Insurance:

a. An Additional Insured endorsement naming the County of Orange, its elected and appointed officials, officers, agents and employees as Additional Insureds for its vicarious liability.

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b. A primary non-contributing endorsement evidencing that the contractor’s insurance is primary and any insurance or self-insurance maintained by the County of Orange shall be excess and non-contributing.

5. All insurance policies required by the Contract shall waive all rights of subrogation against the County of Orange, its elected and appointed officials, officers, agents and employees when acting within the scope of their appointment or employment.

6. Contractor shall notify in writing within 30 days of any policy cancellation and 10 days for non-payment of premium and provide a copy of the cancellation notice to County. Failure to provide written notice of cancellation may constitute a material breach of the Contract, upon which the County may suspend or terminate the Contract.

7. If Contractor’s Professional Liability and/or Network Security & Privacy Liability are “Claims Made” policy(ies), Contractor shall agree to maintain coverage for two (2) years following the completion of the Contract.

8. The Commercial General Liability policy shall contain a “severability of interests” clause also known as a “separation of insureds” clause (standard in the ISO CG 00 01 policy).

9. Insurance certificates should be forwarded to County upon request. If the contractor fails to provide the insurance certificates and endorsements within seven (7) days of notification by County, award may be given to next qualified proposer.

10. County expressly retains the right to require contractor to increase or decrease insurance of any of the above insurance types throughout the term of the Contract. Any increase or decrease in insurance will be as deemed by County of Orange Risk Manager as appropriate to adequately protect County.

11. The insurance company providing coverage must have and maintain at minimum the following ratings based on the most current edition of the Best’s Key Rating Guide/Property- Casualty/United States (ambest.com):

a. A- (Secure A.M. Best’s Rating).

b. VIII (Financial Size Category).

12. It is preferred, but not mandatory, that the insurer be licensed to do business in the state of California (California Admitted Carrier). If the insurance carrier does not have an A.M. Best Rating of A-/VIII, the CEO/Office of Risk Management retains the right to approve or reject a carrier after a review of the company's performance and financial ratings.

13. All Self-Insured Retentions (SIRs) shall be clearly stated on the Certificate of Insurance. If no SIRs or deductibles apply, indicate as such on the Certificate of Insurance with a zero (0) by the appropriate line of coverage.

14. Contractor shall ensure that all subcontractors performing work on behalf of contractor pursuant to the Contract shall be covered under contractor’s insurance as an Additional Insured or maintain insurance subject to the same terms and conditions as set forth herein for contractor.

Contractor shall not allow subcontractors to work if subcontractors have less than the level of

Request for Proposals 13 of 28 Hospital Services for Correctional Health Services coverage required by County from contractor under the Contract. It is the obligation of contractor to provide notice of the insurance requirements to every subcontractor and to receive proof of insurance prior to allowing any subcontractor through the entirety of the Contract for inspection by County representative(s) at any reasonable time.

Prior to the provision of services, the successful proposer will be required to purchase insurance at the above minimum standards at proposer’s expense, and to deposit with the County, Certificates of Insurance including all endorsements necessary to satisfy the provisions identified above.

If Self-Insured, the successful proposer will be required to provide a Certificate of Self-Insurance that meets at minimum, the requirements identified above.

Failure of the proposer to meet these requirements after the proposer has been selected, and prior to the Contract start date, shall result in forfeiture of the proposer’s Contract award.

DESCRIPTION OF SERVICES SECTION II

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A. TARGET POPULATION

Hospital Services for Correctional Health shall be provided to incarcerated adults at all Orange County Jails, and youths detained within Orange County Probation Detention Facilities.

HCA provides mandated medical and mental health care to the incarcerated population at all Orange County correctional facilities and to youths detained in the Orange County Probation detention system. When inmates or youths require a level of care that cannot be provided in the County facilities, emergency room care and hospital admission must be provided off-site.

B. SERVICES TO BE PROVIDED

This solicitation is for emergency room care, hospital admission and professional physician services that are provided to the inmate or juvenile population while inpatient at the contracting hospital, both in and outside of the detention unit and in the emergency room. This also provides for the acceptance of transfer of patients who have been hospitalized at other facilities for emergency purposes, when the patient condition allows for safe transfer to the contracting hospital.

Health care services means any diagnostic, treatment, or supportive services, including any physician services that are determined by the County to be medically necessary to protect life or prevent significant disability, and to treat diseases, illnesses or injuries in order to prevent a serious deterioration of health.

Emergency services means the sudden and unexpected onset of a symptom, illness, or injury, which in the judgment of physician requires immediate diagnosis and/or treatment in order to alleviate or attempt to prevent severe pain, permanent disability, serious medical complications or loss of life.

The Emergency Room may also be used to provide medical clearance for jail booking by Orange County Sheriff’s Department Deputies, when needed. Medical clearance is defined as patient is stable for ambulatory care setting.

Physician services means health care services provided by a physician, including, but not limited to, surgeon, radiologist, pathologist, anesthesiologist, optometrist, dentist, psychiatrist, podiatrist, or osteopath, acting within the scope of their license.

Outpatient services means any health care or ancillary services provided to patients that do not require admission into the hospital. These services shall be provided by the selected physician group in the contracted hospital and jail clinics.

1. In-Custody Hospital Services shall include, but not limited to:

a. Inpatient Care: Critical and Non-Critical Care Services – obstetric, intravenous infusions

(IV), respiratory isolation and rehabilitation services including all physician services and on-call specialty consultations as needed, nursing, ancillary, diagnostic, pharmacy, routine, general, other health care services deemed necessary during treatment, and psychiatric care for patients admitted for a primary psychiatric diagnosis.

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Skilled nursing care for patients requiring IV infusions, dialysis, isolation for infectious disease, nursing care for daily living activities, protective custody requiring medical isolation, stable custodial patients transferred from community hospitals to the Unit, and other patients as mutually agreed upon between the County and the selected proposer.

b. Emergency Room (ER) – physician services, consulting physician services as needed, psychiatric services, nursing, ancillary, diagnostic, radiology (including CT and MRI), pharmacy, central service items, routine, general, and other health care services deemed necessary during treatment. ER services shall be provided 24-hours a day/seven days a week.

c. Provide services in accordance with Health Insurance Portability and Accountability Act

(HIPAA) guidelines for regulated access, generation and transmitting of all reports containing patient’s protected health information and personally identifiable information.

d. Provide services in a compassionate and culturally appropriate manner.

e. Outpatient Hospital Clinic Services – provide adequate, secure/dedicated space and support staff for the County contracted physician group to provide outpatient hospital clinic services five days a week.

f. Provide services in accordance with Title 22 California Code of Regulations for general acute care hospitals, and any other applicable laws and regulations as they now exist or may hereafter be amended or changed.

C. PERFORMANCE OBJECTIVES

The selected proposer shall be required to meet the following performance objectives:

1. Proposer must demonstrate the ability to meet all requisite needs to provide services for emergency and inpatient critical and non-critical care to the County’s inmate and juvenile patient population within a local licensed hospital facility, as identified in Section B above.

a. Proposer shall provide regular reports, to be determined by the County, which may include but not limited to, daily unit census, utilization, etc.

2. Proposer shall ensure responsiveness of dedicated Hospital Liaison point of contact as identified in Section II.D.3.

3. Proposer shall coordinate regular meetings with County representatives regarding general operations, challenges, and patient case management.

D. STAFFING REQUIREMENTS

1. In-Custody Hospital Services staffing within the Unit must be 24 hours a day, seven days a week.

2. In-Custody Hospital Services nursing ratio must meet the standards mandated by the California

Department of Health Services.

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3. In-Custody Hospital Services staff shall include a Hospital Liaison and designated back-up point of contact to ensure coordination with County healthcare personnel regarding; schedule and cancel outpatient appointments and admissions; receive and route treatment authorizations;

establish, provide, input, and maintain medical records; receive and forward telephone, computerized, and written communications between hospital and physician and County staff;

request test and procedures ordered by outpatient physicians and route test results to appropriate medical staff; and outpatient clinical and clerical support for physicians. The Hospital Liaison shall provide contact information for business and after hours contact, ensuring 24- hour availability. The Hospital Liaison shall respond to routine County requests within the same day.

Urgent requests shall be responded to immediately.

4. The selected bidder(s) for In-Custody Hospital Services shall provide staffing privileges, at no cost to the County, for the CHS Medical Director, CHS Assistant Medical Director, Juvenile Health Services attending physician, and CHS Chief Psychiatrist.

5. The selected proposer(s) for In-Custody Hospital Services shall be responsible for ensuring that licensures and/or board certifications for all clinical staff allocated to the program are current and in good standing throughout the term of the contract, and shall make such documentation available to the County upon request.

E. FACILITY REQUIREMENTS

The County is looking to contract with a local hospital or hospital(s) that can provide this population with adequate emergency room and inpatient care when necessary. The desired facility must have the ability to provide inpatient care in a location within the hospital that is dedicated to this purpose and must provide the Orange County Sheriff’s Department with the ability to ensure security needs are met. The hospital must also have the resources and space to provide specialty clinic outpatient evaluations for the contracted physician group.

Patients shall be continuously supervised by County law enforcement staff.

It is preferred that a secure patient care area or wing, hereafter referred to as “Unit”, shall be dedicated to the treatment of these patients. As many services as possible shall be provided in the Unit or elsewhere at the facility. Services not available at the hospital may be provided through subcontracting or at other hospital locations with permission of the County.

The selected proposer(s) must have, or be able to modify or construct a locked secured Unit in a geographically accessible hospital location within Orange County or contiguous county (feasibility of distance will be determined by County), in accordance with requirements established by the County. General construction guidelines are below.

1. The facility must meet the Joint Commission standards.

2. The proposed facility shall be subject to inspection by the County to determine if the proposed

Unit meets Title 22 requirements. The physical design and/or proposed modifications, if necessary, shall be mutually agreed upon between the selected proposer and the County during contract negotiations.

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3. Any additional required or requested modifications to the Unit, either by the County or the provider, must be approved in advance by the County.

4. The Unit will be required to have the following:

a. Capability to provide services for at least 12 to 15 patients. A combination of private and semi-private rooms is acceptable; however, preference will be given to proposer(s) who can provide a majority of private rooms. A special intensive care locked unit is not required.

There will be occasions when care must be delivered to the patient outside of the dedicated unit, e.g., intensive care, labor and delivery, etc. Rate for off-unit services shall be 125 percent of Medicare Resource Based Relative Value Scale (RBRVS), for Area 26. In these situations, armed law enforcement will remain with the patient throughout hospitalization.

b. Juvenile patients must remain separate from the adult population. Housing in a private room is acceptable.

c. A minimum of two isolation rooms on the Unit must be available to provide care to patients who are admitted with an airborne illness. If there are no isolation rooms available on the Unit, isolation beds off Unit shall be made available at no additional charge to the County.

The isolation room shall have a closed circuit TV or visual clearance so the adult patients can be observed by the Deputy Sheriff on duty.

d. A minimum of two outpatient examination and treatment rooms are required to provide examination space for adult and juveniles patients that are scheduled for specialty consultation but do not require hospitalization. Technologies should allow for connection to County network and capabilities for telemedicine services.

e. Multiple secured holding rooms shall be made available to accommodate adults and juvenile patients awaiting clinic appointments, and patients requiring isolation.

f. General Construction

i) All inpatient rooms must have a window on interior door. One dimension of the window may only be a maximum of five inches (e.g., 5” x 36”).

ii) All exterior walls must be masonry or lined with steel.

iii) A separate High Volume Air Conditioning (HVAC) system from other units within the facility.

iv) Compliant with Americans with Disabilities Act and anti-ligature standards.

g. Computer workstations to accommodate three Sheriff Deputies.

h. Secured visiting area.

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i. All ingress/egress onto unit shall be sally port entries. The sally port for staff must be equipped with a weapons locker and storage room. Sally ports must be able to be visually seen by the Sheriff Deputy on duty or by security camera.

j. Secure and separate storage space for medication, medical supplies, and janitorial supplies.

k. Security cards and/or other security measures, approved by the County, for identifying staff who should have access to the Unit.

l. A break room, if required by the hospital.

m. Phones and phone lines capable of making calls within and outside of the hospital. One phone shall be assigned to security desk. In addition, provision shall be made for one cordless phone to be located near security workstation from which only operator-assisted collect calls can be placed.

n. Work space with telephones, data drops, and equipment to support County technology infrastructure for the County’s liaison staff, hospital support staff, and physicians to do charting, dictation, prepare orders, and make necessary phone calls. Such equipment shall include technology and equipment available to both the County and provider staff for transmission and updating of clinic appointment schedules, treatment authorizations, medical reports, and other time-critical documentation between the referring and receiving medical units.

o. Medical related equipment, furniture, and supplies.

p. Temperature shall be comfortable to staff working within the Unit. Lighting shall meet appropriate standards for office use.

q. Enclosed/secured parking stalls immediately adjacent to the Unit or easily accessible, marked specifically for Orange County Sheriff’s Department Transportation and HCA use.

F. REIMBURSEMENT

The County anticipates reimbursing the selected hospitals at a negotiated bed rate, inclusive of all costs and expenses that directly relate to the performance of services; however, the County is open to other reimbursement mechanisms, such as a fee-for-service rate. Reimbursement shall be discussed with selected hospitals during negotiations.

PROPOSAL PREPARATION AND EVALUATION SECTION III

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Proposers should review all requirements and instructions to ensure that each requirement is clearly addressed in the proposal.

A. PROPOSERS ELIGIBILITY TO CONTRACT WITH COUNTY

To be eligible to submit a proposal for these services, the proposer must be a local hospital with the ability to provide emergency and inpatient care services.

In order to be eligible to enter into a contract with the County, an individual or entity must not be listed on the current Cumulative Sanction List of the Office of the Inspector General (U.S.

Department of Health and Human Services) or the General Services Administration’s list of parties excluded from federal programs, or the California Medi-Cal Suspended and Ineligible Provider List.

Accordingly, County will not review any proposal submitted by an individual or entity found to be on any of these lists and the proposal will automatically be rejected. The County will notify the proposer of this determination in writing.

The County plans to use the following databases to identify individuals and entities that are not eligible to contract with the County:

• https://exclusions.oig.hhs.gov/

• https://sam.gov/search/

• Medi-Cal Suspension Search Database

• Social Security Administration’s Death Master File

It is the sole responsibility of all proposers to verify that they are not on any of these lists prior to preparing, and submitting, a proposal in response to this RFP. Correction of any errors found on any of the lists, above, is the sole responsibility of the proposer and must be made prior to submission of the proposal.

In addition, in order to be eligible to enter into a contract with the County, an individual or entity must not have any pending charge(s) or conviction(s) for violation of criminal law(s) and/or any sanction(s) or disciplinary action(s) imposed or taken against them by any federal or state law enforcement, regulatory or licensing agency or body, including exclusion from Medicare and Medicaid programs. Accordingly, all proposers must self-disclose with explanation, or deny the existence of this information pertaining to their principals, executives, and managers directly involved with the performance of the services solicited herein in Attachment II. Form C “Proposer’s Certifications”.

B. REJECTION OF PROPOSAL(S)

The County reserves the right to reject any proposal at any time during the RFP process on the basis of any substantiated actual and/or apparent conflict of interest regarding the performance of the services solicited under this RFP. All proposers must self-disclose any potential and/or actual conflict of interest(s) in Attachment II. Form C “Proposer’s Certifications”. Any proposer submitting a proposal herein waives any right to object to County’s exercise of this right, now or at any future https://exclusions.oig.hhs.gov/ https://sam.gov/search/

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As soon as the County has determined that a proposer has a conflict of interest as stated herein, the County will provide written notification of such conflict and rejection of the proposal.

The County also reserves the right to reject any proposal at any time during the RFP process on the basis of any one (1) or more of the following substantiated grounds:

1. Evidence of collusion amongst proposers;

2. Lack of such business skills and/or financial resources necessary and appropriate to successfully operate the services solicited in this RFP, as revealed by either the financial statement or experience statement;

3. Default on, or unpaid, County debt;

4. Default on any obligation to County;

5. Current or past failure to perform to County standards any obligation of a contract with County, as determined by County; and

6. Ineligible to enter into a contract with the County, as set forth in Section III.A Proposers’

Eligibility to Contract with County.

All proposals that are irregular, incomplete, conditional, ambiguous and/or obscure and not minor irregularities and/or immaterial or inconsequential variations from the RFP requirements will be rejected. The County will provide a written notification of the grounds upon which a proposal is rejected.

C. MINOR IRREGULARITIES AND DEFICIENCIES IN PROPOSAL(S)

The County reserves the right at its sole discretion, to accept a proposal containing a minor irregularity or when a defect or variation is immaterial or inconsequential.

The County reserves the right to waive any and all minor irregularities in lieu of seeking corrections thereof. All requests for correction of minor irregularities or notification of waiver thereof will be given to proposers in writing.

D. NON-RESPONSIVE PROPOSAL(S)

Any proposal which fails to conform to the essential requirements of this RFP, such as specifications, may be rejected as non-responsive. It is the sole responsibility of the proposers to ensure their proposals are conforming and responsive to all requirements of this RFP.

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E. EVALUATION OF PROPOSALS AND SELECTION OF PROVIDER(S)

An evaluation panel will be established to score the proposals, consisting of representatives of the County and/or members of the community having experience in the services described in this RFP.

The evaluation process will consist of a thorough review of the written proposals and may include interviews.

Proposals will be evaluated on the basis of the written responses to all requirements in this RFP.

Each proposal should be complete and present a thorough understanding of the needs of the County in regard to its desire to provide said services. The successful proposer must demonstrate in their proposal and interview (if applicable) an ability to provide said services to the target population as described in Section II.A.

Step 1 – HCA Procurement and Contract Services Minimum Submission Requirements Review - Includes review of financial/organization stability, past and current related experience including performance of any current County contract. (Pass/Fail) If a proposer fails to meet the Minimum Submission Requirements, the proposer may be deemed non-responsive.

Step 2 – Evaluation Panel Review In accordance with the following criteria, the evaluation panel will evaluate all responsive proposals.

EVALUATION SCORING CRITERIA

The following guidelines will be used in analyzing and evaluating proposals received in response to this solicitation.

Category Title Total Points per Category

Minimum Submission Requirements Review Pass/Fail

Provider Experience & Qualifications 20

Services 20

Performance Objectives 10

Staffing 15

Facility 15

Budget 10

Interview 10

Total 100

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Step 3 – Proposers Interview - Proposers may be required to attend an interview (if applicable) which will be scored by the Evaluation Panel. Interviews may be conducted in person or via telephone. Proposers will be notified in advance within seven (7) days of interview date.

Step 4 –Final Recommendation for Contract Negotiation and Award.

Selection and Award Procedures Upon the completion of the evaluation process, the Evaluation Panel will make a recommendation for award to the Procurement Administrator.

Selection of a contractor will not be based solely on cost, and will include factors such as, but not limited to, services, experience in providing the services described in this solicitation, staffing, and quality of experience in successfully managing government-funded contracts.

The County expressly reserves the right to negotiate contract terms with a selected proposer prior to award, or negotiate with several proposers simultaneously, and thereafter, to award a contract to the proposer offering the most favorable terms to the County.

The County also expressly reserves the…