RFP OCSO Inmate Healthcare Services OAK00941.pdf

Oakland County Sheriff’s Office (OCSO)

Jail Healthcare and Pharmaceutical Services Request for Proposal (RFP)

Event 0000941

Distributed by:

Oakland County Procurement Division 2100 Pontiac Lake Road, Bldg. 41W

Waterford, MI 48328

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E v e n t # 0 9 4 1

Table of Contents

Table of Contents Section 1.0: Scope of Work and Bidder Proposals

1.1 Introduction

1.2 Solicitation Timeline

1.3 Scope of Services

1.4 Qualifications

Section 2.0: Bidder Information and Acceptance

2.1 Bidder Profile

2.2 References

2.3 Certificate of Compliance with Public Act of 517 of 2012

Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

3.2 Truth and Accuracy of Representations

3.3 Bidders Questions

3.4 Preparation of the Proposal

3.5 Adherence to Mandatory Requirements (Pass/Fail)

3.6 Evaluation Process

3.7 Evaluation Criteria and Award

3.8 Optional Tools to Enhance Evaluation Process

3.9 Oakland County Option to Reject Proposals

3.10 Freedom of Information Act

3.11 Contacts with Oakland County Personnel

3.12 Final Agreement Award Determination

3.13 Changes and Addenda to Proposal Documents

3.14 Reservation of Rights

3.15 Withdrawal of Proposal

3.16 Cancellation

Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

4.2 Interests of Bidder and County

4.3 Indemnification and Hold Harmless

4.4 Taxes & Payment Terms

4.5 Equal Employment Opportunity

4.6 Nondiscrimination

4.7 Governing Law and Venue

4.8 Compliance with Laws and Regulations

4.9 Advertising

Attachment A – Professional Services Terms and Conditions Template Attachment B – Insurance Requirements Attachment C – Inmate Grievance Procedure Attachment D – Inmate Communications - Kites Policy Attachment E – Health Services Statistical Report

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Section 1.0: Scope of Work and Bidder Proposals

1.1 Introduction

The Oakland County Procurement Division, on behalf of the Oakland County Sheriff’s Office (OCSO), is requesting proposals to a comprehensive turnkey Inmate Health Program for the Oakland County Sheriff’s Office Correctional Facilities. The program should demonstrate appropriate access to care and meet the inmates’ medical and dental needs. The Sheriff’s Office seeks assurance of a turnkey system staffed adequately by qualified personnel and a proven track record for the proposed turnkey system, which can be measured against current recognized standards that include Occupational Safety and Health Administration (OSHA), American Medical Association (AMA), and the State of Michigan Department of Corrections (MDOC).

The purpose of this competitive Request for Proposal (RFP) is to promote and ensure the fairest, most efficient means to obtain the best value to Oakland County shall be assessed in accordance with the established evaluation criteria outlined in this RFP.

Oakland County, Michigan is in southeast Michigan, immediately north of the City of Detroit. The County covers 910 square miles and encompasses 62 cities, villages and townships (CVTs). Located astride the Interstate 75 corridor and at the heart of “Automation Alley”, Oakland County is a world technology center. Oakland County’s population is approximately 1.2 million, encompasses 545,000 parcels of property, and features one of the lowest operating tax rates in the state of Michigan. Oakland County is one of the few counties in the nation with a AAA bond rating. Additional information can be found on Oakland County’s website.

The Oakland County Sheriff’s Office Correctional Facility is accredited by the National Commission on Correctional Health Care (NCCHC). Locations include the Main Jail Correctional facility (1201 N. Telegraph Rd., Building 10E, Pontiac, MI 48341) and the East Annex Correctional facility (1195 N. Telegraph Rd., Building 8E, Pontiac, MI 48341). The Oakland County Correctional capacity is 1,664. The average daily inmate population was 996 in 2022, 1,132 in 2023, and 1,146 in 2024. Oakland County (OC) booked 12,247 inmates in 2024.

Work Release is a tether program, not an in-custody program. OC runs a complete jail system from minimum to maximum level offenses, with the longest sentence term being one year. The average length of stay in 2024 (including all inmates) was 32.013 days, and for inmates serving three or more days, it was 59.83 days.

This RFP is not a contractual offer or commitment to purchase services. Proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations or failure to submit required information may be grounds for disqualification. Oakland County reserves the right to waive, at its discretion, any irregularity or informality that Oakland County deems correctable or otherwise not warranting rejection of the RFP.

http://www.oakgov.com/

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1.2 Solicitation Timeline

Activity Date Request for Proposal Released 06/25/25 at 3:00PM EST

Pre-Bid Conference 07/10/25 at 1:00PM EST

Pre-Bid Conference 07/15/25 at 1:00PM EST Pre-Bid Conference 07/17/25 at 1:00PM EST Requests for Clarification Due 08/04/25 at 3:00PM EST

Bidder Q&A Provided 08/13/25 at 3:00PM EST

Proposals Due 08/27/25 at 3:00PM EST

Proposals to this Request for Proposal/Qualification are due on 08/27/2025 at 3:00PM EST.

All documentation for this event is available on the Michigan Inter-governmental Trade Network (MITN).

Bidders are to register as a Supplier on the MITN website. If help is needed, call the MITN help line 800- 835-4603.

The primary contact for this RFP is Aaron Wagner. Specific requests for clarification must be submitted before 08/04/25 at 3:00PM EST. All questions should be submitted in MITN and will be answered in the form of an addendum to the RFP.

The Pre-Bid Conference is MANDATORY.

It is the responsibility of the Bidder to check the MITN website for addendums.

https://www.bidnetdirect.com/mitn/oakland-county https://www.bidnetdirect.com/mitn/oakland-county

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1.3 Scope of Services

The Scope of Services for this Proposal is to solely represent the interests of the County.

The Bidder(s) will be responsible for services including, but not limited to:

A. HEALTH MANAGEMENT SYSTEM

The bidder will specify and describe a detailed plan outlining how the following services will be operationalized. The bidder will identify that they can provide and maintain services in all areas in compliance with the National Commission on Correctional Health Care (NCCHC). The bidder will describe their familiarity with NCCHC accreditation, how many of their facilities are accredited, and the approximate length of accreditation. The bidder may suggest other strategies that Oakland County might consider to lower healthcare costs.

1. ON-SITE MEDICAL SERVICES

The bidder will describe an on-site healthcare services program that focuses on cost containment without compromising the quality of services deemed medically necessary. These programs should include the Main Jail facility located at 1201 N. Telegraph Rd. (Bldg. 10E) and the East Annex facility located at 1195 N. Telegraph Rd. (Bldg. 8E). The East Annex facility is not currently in use but may be opened if the jail population increases.

a. INTAKE SCREENING

The Oakland County Jail Booking staff are responsible for completing the intake screening. The bidder shall work with the Correctional Facility’s Booking and Classification staff and be available to respond to Booking for urgent intake medical concerns and provide the following:

• Placement in the general inmate population.

• Referral to the appropriate health care services at the Correctional Facility.

• Immediate referral to an appropriate clinician (e.g., physician, physician’s assistant, nurse practitioner, etc.) when indicated.

• Referral to an appropriate off-site preferred provider/facility for emergency treatment.

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b. HEALTH APPRAISAL

The bidder will describe policies and procedures for inmate health assessments, which shall be subject to review and comment by the Correctional Facility Administrator or their designee.

A licensed physician, mid-level provider, or an appropriately trained registered nurse will complete health assessments within fourteen (14) days of the inmate’s admission to the Correctional Facility.

The health appraisal must be completed in compliance with the Michigan Department of Corrections (MDOC) and NCCHC standards and requirements.

The bidder will be expected to collaborate with the OCHD on periodic vaccination clinics.

The health appraisal process must include a tuberculin PPD skin test and sexual health screening.

c. INMATE REQUESTS FOR HEALTHCARE SERVICES

The bidder will describe policies and procedures for handling and responding to inmate requests for healthcare services. The bidder’s policies and procedures shall be subject to review and comment by the Correctional Facility Administrator or their designee.

Inmates will be able to request healthcare services 24 hours a day. All inmate health service requests will be through an electronic system that notifies clinic staff of the request and must be answered based on NCCHC requirements and OCSO department policy. If the electronic system is down, the bidder will respond to the inmate health service requests through an alternate process determined by the jail.

The bidder must submit a plan that illustrates how healthcare personnel will triage the requests and determine the appropriate course of action to be taken. The plan must include immediate intervention, scheduling for nursing sick calls, or a provider evaluation. This plan must include triage to occur at least once daily.

A plan must be submitted to conduct sick calls on a regularly scheduled basis at least five (5) days per week or more when necessary to ensure proper and timely provision of services. The bidder will determine the process to be used for collecting, triaging, and responding to inmate requests for healthcare services.

If the plan uses mid-level providers, it must also address how a licensed physician will supervise them. If an inmate’s custody status precludes attendance at a sick call session in the clinic, arrangements must be made to provide sick call services at the place of the inmate’s confinement.

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d. ASSESSMENT PROTOCOLS

The bidder will describe assessment protocols to facilitate the sick call process. The protocols will be appropriate for the level of skill and preparation of the nursing personnel who will carry them out. They will comply with all relevant state practice acts and approved by the health authority.

e. SEGREGATION ROUNDS

Qualified health personnel will perform rounds on inmates who are segregated from the general population (whether for disciplinary, administrative, or protective reasons) to determine the inmate’s health status and to ensure access to health services, a minimum of three (3) times a week. A record of the segregation rounds will be maintained, and clinical encounters will be noted in the inmate’s health record.

f. PREVENTATIVE HEALTHCARE

The bidder will be responsible for the provision of medically necessary p r e v e n t a t i v e health services to the inmate population to include, at a minimum, the following:

• Sexually transmitted disease screening for syphilis, gonorrhea, chlamydia, HIV, and Hepatitis C.

• Cervical cancer screening, testing as indicated.

• Mammograms, as determined necessary by medical history or an abnormal breast examination.

• Colorectal screening: Annual screening for inmate patients aged 45-75 at average risk.

• Prostate cancer screening as indicated.

g. PREGNANT INMATES

The bidder will describe policies and procedures specific to the healthcare of pregnant inmates, which will include, at a minimum, the following:

• Pre-natal care, including regular monitoring by an obstetrician.

• Provision of appropriate vitamins and dietary needs.

• Identification and disposition of high-risk pregnancies, including appropriate referrals.

• The bidder will not be responsible for fetus care or care after birth to the baby; however, an aftercare plan will be developed for the mother prior to delivery; and a methadone maintenance program, when applicable.

• Provision of breastmilk pumping supplies and support.

• Bidder will collaborate with OCHD to coordinate additional maternal/child health support services during incarceration and/or planning post-release.

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h. INFECTIOUS DISEASE

The bidder shall establish policies and procedures for the care and handling of inmates diagnosed with infectious diseases. The bidder agrees to collaborate with the Oakland County Health Division with regards to those inmates when practicable.

The bidder will provide an infection control program focusing on surveillance, prevention, treatment, and reporting. In addition to generic procedures for “infectious disease,” disease-specific programs will be established for Tuberculosis, Hepatitis C and HIV/AIDS. The infection control program will include collaboration with the Oakland County Health Division of released inmates that are subject to the program.

i. CHRONIC ILLNESS AND SPECIAL NEEDS INMATES

The bidder will describe a plan for identifying, treating, and monitoring inmates with chronic illnesses and special healthcare needs.

The bidder’s submitted plan must also show they can prepare individualized treatment plans for all inmates with chronic illnesses and/or special needs. These treatment plans must contain an educational component and include how medical outcomes are measured.

The bidder will provide a sample treatment protocol for HTN, COPD, seizure disorder, asthma, diabetes, TB, HIV, and ESRD.

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j. EMERGENCY SERVICES

The bidder will describe policies and procedures for addressing emergencies. The emergency policies will provide for immediate response by the health staff to stabilize the inmate. Emergency services will include first aid and cardiopulmonary resuscitation services that will be provided on-site.

The bidder will describe and maintain contracts with area providers for emergency services, including transportation to an off-site emergency department. The Correctional Facility’s shift supervisor will be notified when an off-site emergency transfer is required to facilitate the coordination of the transfer.

The bidder will report emergency transfers to the Correctional Facility Administrator or his/her designee. The report should indicate, at a minimum:

• Inmate name and identification number.

• The date and time the emergency service was requested.

• The date and time the emergency service was initiated.

• The nature of the emergency.

• The date and time the inmate left the facility.

• The current and final disposition.

k. EMERGENCY RESPONSE PLAN

The bidder will describe policies and procedures to address the health aspects of the emergency response plan. The related policies and procedures will be approved by the health authority and the facility Administrator or designee, and include:

• Responsibilities of health staff.

• Procedures for triage.

• Predetermination of the site for care.

• Telephone numbers and procedures for calling health staff and the community emergency response system (e.g., hospitals, ambulances).

• Procedures for evacuating patients.

• Alternate backups for each of the plan’s elements.

The health aspects of the emergency plan will be tested or drilled, as required by NCCHC standards. Describe how these drills will be observed and critiqued (i.e., failure mode effect analysis).

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l. EPIDEMIC

The bidder will manage, treat, test, and track for any epidemic (including COVID and or similar emerging outbreaks). The bidder will coordinate with local, state, or federal health officials as well as jail staff on any new and immediate policy, protocols, or procedures put in place as a result of a epidemic/outbreak. The bidder will have an emergency staffing plan that addresses and ensures coverage in the case of temporary or long-term staffing shortages due to a pandemic or quarantine.

m. MEDICATION MANAGEMENT/MEDICAL SUPPLIES

The bidder will provide a pharmaceutical program in accordance with federal, state, and local laws that meets the needs of the inmate population and complies with the NCCHC and MDOC standards. Medications shall be administered to inmates as prescribed.

Qualified healthcare bidder personnel will administer medications, and the administration of each dose will be documented.

The bidder’s healthcare personnel will administer Medication Assisted Treatment (MAT) medication for incarcerated opioid-dependent individuals; this includes inmates entering the jail (continuation of care) as well as inmates who enter the MAT program during their incarceration.

The pharmaceutical program will also include guidelines for administering medications to inmates scheduled to be temporarily out of the Correctional Facility (e.g., for court appearances).

Proposals must include the bidder’s pharmaceutical program policies and procedures.

Medication ordering process. The current bidder uses a web-based medication ordering system and electronic Medication Administration Record. This is the preferred process.

An Oakland County IT review will be required of the awarded bidder’s ordering system, and any IT costs related to the system will be the responsibility of the awarded bidder. If a circumstance arises that requires prescription medication to be physically picked up at a pharmacy, this will be the bidder's responsibility. Oakland County staff will not, under any circumstance, pick up, or sign for prescription medication for inmates.

The bidder’s pharmacy is expected to maintain a formulary that focuses on cost containment, appropriateness for a correctional facility, and quality of care. All submitted plans should include policies and procedures related to formulary management.

The bidder's plan must also outline that even though they will not be providing psychiatric services, the pharmacy budget will contain psychotropic expenses.

The proposal must include a list of any medication classifications that will not be covered (carve-outs).

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n. LABORATORY SERVICES

The bidder will ensure the availability of laboratory studies as determined necessary. Routine and Stat laboratory specimens will be processed. The Sheriff's Office prefers web-based reporting of results.

The bidder will provide equipment and supplies to perform on-site laboratory testing as required by NCCHC.

The Sheriff’s Office will accept point-of-service testing where appropriate.

The bidders’ plan must also outline the fact that even though they will not be providing psychiatric services, the laboratory budget will contain expenses incurred from lab orders written by the psychiatrists.

o. RADIOLOGICAL SERVICES

The bidder will ensure access to radiological studies as necessary. Routine and Stat radiology services will be processed, and written reports will be provided promptly. A board-certified or board-eligible radiologist will interpret test results.

All proposed plans are expected to include the ability to perform general radiology services on site.

p. MENTAL HEALTH AND PSYCHIATRIC SERVICES

This RFP does not include mental health and psychiatric services. The mental health and psychiatric program shall be administered through the Oakland County Sheriff’s Office, and Oakland Community Health Network.

The bidder will work closely with the Sheriff’s Office and Oakland Community Health Network to contain costs.

q. HEALTH RECORDS MANAGEMENT

The bidder will describe policies and procedures addressing the health record format and documentation requirements in compliance with NCCHC standards.

The bidder will describe their policy to ensure that necessary medical information is shared with Sheriff’s Office staff for the appropriate management of inmates.

During the contract term, the bidder will be responsible for storing and retaining health records in compliance with the State of Michigan's mandated statutes.

All medical records must be HIPAA compliant.

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The current bidder uses an electronic medical system to store and retain medical records.

An Oakland County Information Technology (IT) review of the bidder’s electronic medical record and retention system will be required. The bidder’s database(s) must integrate with the county’s jail management system. The bidder must work with Oakland County IT and the jail management system contractor to ensure systems work correctly. If either the server, jail management system or bidder’s system fails, all parties will work together to bring the systems back up to full functionality. Any system incident that causes a delay in the jail’s critical operations needs to be escalated to the highest priority. The awarded bidder will be responsible for all costs incurred for IT system transition/updates.

r. NUTRITIONAL SERVICES

The bidder will cooperate with the established food service program to ensure the provision of medically necessary diets. The following diets may be ordered from food service. (The following list is only for reference and should not be considered all-inclusive.)

• Mechanical soft (chewing problem, digestive problem)

• No Added Salt

• ADA Diabetic (specify the number of calories)

• Full liquid

• Clear liquid

• Pregnancy Diets

• Double trays (for inmates under 85% IBW)

• Renal Diet

s. INMATE COMPLAINT/GRIEVANCE PROCEDURE

The bidder will describe policies and procedures for the timely response and documentation of inmate complaints/grievances related to health services. All complaints (kites) and grievances will be received and responded to through an electronic system or an alternate process if the system is down. They must be answered based on NCCHC requirements and OCSO department policy. (See Attachment C and Attachment D)

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s. INMATE CO-PAYMENT PROCESSING PROCEDURES

The bidder will explain how they will participate and track the inmate co-pay program. The inmate fees collected will be the property of Oakland County.

The bidder will not collect or handle any inmate funds. Oakland County Sheriff’s Office Correctional Facilities inmate co-payments are as follows: $10 dental visit, $12 clinic visit if seen by a physician or mid-level practitioner, and $5 per medication per month. Fees may also include FOIA inmate medical record copy requests.

t. DENTAL CARE

Dental care will be provided under the direction and supervision of a dentist licensed in the State of Michigan.

The bidder will provide dental treatment based on a list of dental priorities, including extractions, when the dentist determines that the inmate's health would otherwise be adversely affected.

The bidder will provide inmates with a dental examination within 90 days of admission and at the yearly anniversaries of incarceration. The bidder will also provide nursing staff with yearly dental in-service training covering oral screening, education, and oral hygiene instruction so that the nursing staff can include an oral screening as part of the health appraisal to be conducted within 14 days of admission.

The dental clinic will be staffed and operated on a set schedule and for sufficient hours as indicated in the staffing plan included in this document. The bidder shall provide a staffing plan for the dental clinic to specify the number of hours and personnel that will be provided to offer dental services. See statistics demonstrating the volume of patients and type of services provided in all clinics in Attachment E - Health Services Statistical Report.

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2. OFF-SITE REFERRALS TO PREFERRED PROVIDERS

The bidder will describe policies and procedures for referring inmates to specialty care providers when deemed necessary by the on-site providers. The bidder will submit a plan to acknowledge they can assume the responsibility of establishing a network of Preferred Providers in the Pontiac area to meet the inmate population's healthcare needs, including inpatient hospital care. This network must contain members from all pertinent specialty fields. The bidder will coordinate arrangements for off-site care with the appropriate Correctional Facility staff to transport inmates to off-site Preferred Providers.

The bidder will provide an example of their Request for Consultation form for inmates who require specialty care services.

The bidder will submit a plan outlining the review process to ensure that all off-site services are medically necessary, medically appropriate, and timely.

The bidder will submit a plan for establishing a working relationship and/or agreement with at least one local hospital (Pontiac area) to coordinate care for hospitalized inmates. This plan will also include details on handling emergency services and treatment.

The plan should include a utilization and case management program that the bidder would use to ensure inmates are progressing on their treatment pathway and that the hospital stay is no longer than medically necessary.

The bidder must have a mechanism for the hospital to supply pertinent information.

The plan should detail how the bidder will follow up on all hospital discharges.

3. PRE-BOOK HOSPITALIZATION AND EVIDENTIARY BLOOD DRAWS

MCL 804.1a requires the County to be fiscally responsible for the medical treatment of any pre-commitment injury suffered by an arrestee. Preference will be given to a plan that addresses how the bidder will assist the County in the healthcare and fiscal management of any physical injury suffered by an arrestee prior to commitment, which requires hospitalization and/or medical care prior to and/or subsequent to commitment. Arrestees with pre-commitment injuries may or may not be in the custody of the Oakland County Sheriff’s Office and may be in the care of a hospital closest to the arresting department, which may or may not be geographically located near the Sheriff’s Office. The County’s goal is to have these individuals transferred to a contracted hospital as soon as medically possible.

The plan should include a contracted rate for providing warranted blood draws 24 hours a day, seven days a week.

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B. MEDICAL CLINICAL STAFF MANAGEMENT

The bidder will describe policies and procedures for the on-site health services unit and staff. These policies and procedures should include both the Main Jail facility located at 1201 N. Telegraph Rd. (Bldg. 10E) and the East Annex facility located at 1195 N.

Telegraph Rd. (Bldg. 8E).

1. NEW HIRES

The bidder shall hire only licensed and qualified personnel to provide on-site professional services.

The bidder will complete a credentialing process consistent with community standards for each licensed healthcare professional.

A copy of the application, credentialing verification documents, complete work history, license, and degree will be maintained on file. The Correctional Facility Administrator will be provided a copy of the license and credentialing verification.

Personnel will be required to pass a background investigation conducted by the Oakland County Sheriff’s Office as a requisite for initial and/or continued employment.

Rejection of any job applicant by the Correctional Facility will be final. Background investigations will be completed within a reasonable timeframe.

The employee chosen by the bidder to fill the Health Services Administrator or equivalent lead managerial position responsible for overseeing the jail health clinic will need to be approved by the Oakland County jail administration staff. Please list the qualifications and experience of the individual you plan to place in this position.

Personnel will comply with current and future state, federal, and local laws, regulations, court orders, administrative regulations, administrative directives, and the correctional facility's policies and procedures.

Healthcare personnel will be trained and certified in Basic Life Support- Cardiopulmonary Resuscitation (BLS-CPR), with re-certification provided as required by the regulatory body.

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2. NEW EMPLOYEE ORIENTATION

The bidder is responsible for ensuring that new healthcare employees receive an orientation addressing the policies, procedures, and practices of the on-site healthcare program. The correctional facility will be responsible for orientation regarding other facility operations and security consciousness practices.

3. ONGOING IN-SERVICE TRAINING

The bidder will provide annual in-service training for qualified health services personnel as required by the NCCHC standards. In-service training hours and subject matter will be consistent with accreditation requirements.

The bidder will provide resources for a presentation to each New Hire Correctional Academy that gives an overview of the jail health clinic’s role and responsibility within the corrections setting. The bidder will also provide annual in-service training for Sheriff’s staff to explain the bidder’s process for administering medication to inmates.

4. POSITION DESCRIPTIONS

The bidder will provide a job description for each healthcare staff position. The job description will delineate the employee's assigned responsibilities and will meet the requirements of the American Disabilities Act.

5. PERFORMANCE APPRAISALS

The bidder will monitor the performance of healthcare staff to ensure adequate job performance in accordance with position descriptions. The bidder’s management staff shall complete employee evaluations for those employees under their direct supervision in accordance with applicable state laws and be available for review by the Corrections Administration.

6. ADMINISTRATIVE PROCEDURES

The bidder shall ensure that the on-site health staff reports problems and/or unusual incidents to the Correctional Facility Administrator or designee per established policies and procedures.

Bidder’s Management Staff (e.g., Project Manager/HSA, Medical Director, and Director of Nursing) shall represent the health unit in discussions with local civic groups or visiting officials as mutually agreed upon by the bidder and Correctional Facility Administrator.

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7. STAFFING

The bidder will ensure that a physician is on call 24 hours a day, seven days a week.

Additionally, the bidder shall establish an appropriate schedule for the utilization of staff and the effective delivery of services.

When on-site at the correctional facility, the bidder’s employees will wear the appropriate uniform and/or identification badge as directed by the Facility.

a. The bidder must provide a staffing plan that outlines how physicians, mid-level providers, nurses, dentists, dental assistants, administrative staff (HSA, DON, etc.), radiology technicians, and clerical staff will be used to provide the healthcare services outlined in this scope of services. The bidder must provide a list of positions, including the number of each position, necessary to maintain the level of medical services needed at the Main Jail and East Annex locations.

The bidder must provide a detailed contingency plan for staffing loss, addressing situations similar to the COVID-19 pandemic or other unforeseen circumstances that could potentially cause a staff loss in both the short term (a couple of weeks) and the long term (potentially months to years).

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8. SECURITY

The bidder’s personnel are subject to the security regulations and procedures of the Correctional Facility. The bidder’s personnel are subject to removal from the facility at any time for security reasons as determined by the Correctional Facility Administrator or his/her designee.

The bidder shall provide a detailed description of the policies and procedures used when transporting inmates outside of the Jail to access healthcare services.

The bidder shall describe the process used to secure patient/inmate medical records for both on-site and off-site treatments.

9. HAZARDOUS WASTE MANAGEMENT

The bidder will be responsible for removing and disposing hazardous medical waste materials. These will be done in accordance with applicable local, state, and federal rules, regulations, and codes and in coordination with Correctional Facility security practices and procedures.

10. TRANSITION PERIOD

The bidder will expeditiously and collaboratively coordinate with the Oakland County Jail to transition healthcare services from the incumbent provider to the bidder’s full responsibility by the conclusion of the current contract.

Bidder is to provide a detailed transition plan that includes:

Recruitment and retention of current staff selected for hire by the Bidder, and screening and selection of new staff, subcontractors, and specialists; and

Medical record management; and

Hospital services, pharmaceuticals, laboratory, radiology, dental services, medical supplies; and

Assuming care for current patients; and

Existing equipment and inventory; and

Orientation of new staff.

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11. CONTRACT ADMINISTRATION

The bidder shall submit its plan for clinical oversight and operational monitoring of the on-site program from a centralized/regional office. The bidder will demonstrate its ability to provide ongoing technical and medical support to on-site personnel.

The bidder will demonstrate the ability to prepare and implement protocols, policies, and procedures that comply with NCCHC, staff administrative rules for jails and requirements set forth herein. The bidder shall provide a comprehensive internal quality improvement program, which includes conducting an ongoing review of compliance with its policies and procedures and monitoring results documented and reported on a quarterly basis to the Correctional Administrator or designee.

The bidder will compile monthly statistical utilization reports of services provided, which will be used to create quarterly service reports for the Correctional Facility Administrator or designee.

The bidder will also describe the methods to implement a management information system for collecting and analyzing trends in the utilization of the medical services provided.

12. STAFFING PLAN

The bidder’s proposal will include a proposed staffing plan. Each position will include a post assignment/title and the hours to be worked. Staffing plans should consider both locations: the Main Jail and the East Annex.

The proposed staffing plan requires approval by the Oakland County Jail Major, Captain, and/or Executive Lieutenant.

The proposals will be evaluated based on staffing plans that maintain the current contracted medical staff by offering them positions with equal or better pay and benefits.

If the need to use agency or contracted nurses arises, the bidder will bear all additional costs, and the Oakland County Sheriff’s Office will pay no expenses related to third-party staffing.

The bidder is responsible for proposing the facility's staffing requirements and identifying any areas that may be subcontracted. Subcontracts may be allowed but must be specifically identified. The proposed staffing shall be in accordance with the positions required to provide appropriate medical services in a timely manner, as indicated in this proposal. Staffing should be sufficient to fulfill all necessary inmate healthcare operations.

Any Bidder’s outside personnel will be required to pass a background investigation conducted by the Oakland County Sheriff’s Office as a requisite for initial and/or continued employment.

Rejection of any job applicant by the Correctional Facility will be final. Background investigations will be completed within a reasonable timeframe.

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13. OFF-SITE PREFERRED PROVIDER NETWORK

To support the delivery of comprehensive health services, the Preferred Provider Network will include the following medical specialty services/providers:

a. A general hospital facility to provide treatment for those inmates requiring medical/surgical emergency services and mental health services (e.g., in-patient and out-patient healthcare services).

b. Individual practitioners and/or group specialty physician practices to provide the following routine out-patient clinics and individual treatment as necessary for the following medical services on an as-needed basis:

• Urology

• Gastroenterology

• Orthopedics/Physical Therapy

• Cardiology

• Ophthalmology / Optometry

• Internal Medicine

• General Surgery

• Dermatology

• Ears/Nose/Throat

• Allergy

• Obstetrics/Gynecology/High Risk OB

• Psychiatry

• Dialysis

• Nephrology

• Hematology

• Infectious Disease

c. A laboratory to provide necessary routine and STAT laboratory services that cannot be provided on-site at the Oakland County Jail Clinic. STAT laboratory results/reports will be delivered to the Oakland County Jail Clinic within twenty-four (24) hours after receipt of the specimen.

d. A radiological service to provide necessary routine x-rays that cannot be provided on-site at the Oakland County Jail Clinic. This provider can be a free-standing radiology service or provided at the general hospital.

e. A pharmacy must be maintained.

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14. QUALITY MONITORING AND IMPROVEMENT

The bidder will provide a continuous quality improvement (QI) program. The program will be utilized to evaluate the healthcare provided to the inmates, at both on-site and off-site locations, on a continual basis for quality, appropriateness, and continuity of care.

The bidder shall actively seek out opportunities for improvement for problems identified by the Oakland County Jail Administrator or designee regarding the on-site medical services rendered to inmates.

Establish a lead point of contact and transition team to coordinate transition activities and maintain open communication, which may also include 24 hours per day, 7 days per week availability for critical and/or urgent concerns.

Establish and provide a transition progress matrix that will be tracked, reported, and discussed through scheduled conference calls, transition meetings, or other means as warranted.

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Additional RFP Requirements.

1. The proposals must include on the firm’s letterhead their Equal Employment

Opportunity (EEO) Affirmative Action policy, a description of their Diversity, Equity, and Inclusion efforts, and the organizations’ s pro bono activities.

2. Bidder must submit a Certificate of Good Standing from the State in which its business is domiciled or certify that it is not required to obtain such a certificate or otherwise register with that State. If the Bidder is domiciled outside of Michigan, Bidder will also be required to submit a Certificate of Good Standing from the State of Michigan or certify on its Business Information Questionnaire that it is not required to obtain such a certificate or otherwise register with the State of Michigan.

Information regarding how to obtain a Certificate of Good Standing from the State of Michigan may be found here.

3. The proposal must include a description of the Bidder’s demonstrated efforts in sustainability, including but not limited to greenhouse gas reduction goals, decarbonization, environmental social and governance (ESG) goals, corporate social responsibility (CSR) goals, or similar sustainable accounting frameworks, and other sustainable purchasing and procurement practices and attach as an Appendix if a formal policy is in effect.

4. The Bidder must submit a description of their experience in the correctional health field. This history should include, at a minimum, the corporate organizational structure, the number of years the company has been in correctional healthcare services, the number of correctional facilities and beds that they currently contract with, date of the original contract, and type/size of the facility. The number of employees, annualized dollars in payroll, and facilities in Michigan should be included. The Bidder shall identify individual contracts with agencies of similar size relative to the Oakland County Sheriff’s Office Jail.

This history should also include the number of contracts terminated by the bidder or the contracting agency and the client names and contact information. Detail whether the bidder offers services/benefits for promoting wellness and how those benefits are applied in the correctional environment. Provide the name and telephone number of your client's representatives of any such contracts.

https://www.michigan.gov/difs/industry/licensing-ins/tpa/licensed/certificate-of-good-standing-duplicate-certificate-of-authority

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5. The bidder shall submit a list of all litigation filed against the bidder that ended up in settlement or a judgment against the bidder over the past seven (7) years. The dollar amounts and terms of the agreement must be included with this information.

This shall include, but not be limited to, suits involving patients, employees, and clients. The litigation history shall also include any suits filed by the bidder against any jails, prisons, counties, or states operating a jail or prison for any reason, including, but not limited to, non-award of a contract. Cases should be separated by type of litigation, i.e. state tort malpractice, federal civil rights violation cases (identified as individual or class action), or related to contract terms, termination, breech, or failure to perform. Failure to disclose such terminations may be grounds for rejecting the proposal and eliminating the bidder from further consideration.

6. The Bidder shall submit a plan that acknowledges their ability to immediately work with the Sheriff’s administration to make a smooth, efficient, and expedient transition from current practices to those agreed upon in this Agreement.

7. The Bidder shall list all services included under the fees quoted. Specify whether or not the fee structure is based on providing coverage for all inmates regardless of pre-existing conditions. The price is to be stated as a three-year fee structure with a possible two-year option to extend, including any cost adjustments for population increases or decreases. Detailed backup documentation is to be provided regarding the rationale for pricing as well as the escalator or inflationary factor utilized for the second and third years as well as the two-year option to extend, and what references were used to establish these criteria.

The County shall be the last resort payor for all off-site services. All third-party billing options must be exhausted, including automobile insurance, COBRA, public, personal and/or business liability, or health insurance. The county must be provided with proof of denial by third-party insurance prior to being billed for these services. Application must be made for Medicaid coverage on behalf of the inmate if thought to be eligible and not already a Medicaid recipient.

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1.4 Qualifications

Minimum Qualifications

Proposals will only be accepted by the County from Bidders that possess:

A. The Bidder shall be organized for the purpose of providing health care services and must have a minimum of five (5) years of experience with proven effectiveness in correctional (or related institutional) Health Care Services.

B. The bidder will have experience managing healthcare programs in facilities with an average daily population of 1,400 – 1,600 inmates.

C. The bidder shall provide a complete turnkey healthcare system as outlined in the RFP.

D. The bidder shall provide a healthcare delivery system that conforms to current NCCHC standards. The bidder shall list experience in compliance with accreditation standards. The bidder’s administration will implement the process to provide the required documentation to ensure continued accreditation as required and mandated by the Correctional Facility.

E. The Bidder shall submit a copy of a current financial report of the company. If the company is a subsidiary or a division of a corporation, the relationship of the Bidder shall be clearly delineated in the proposal.

F. The Bidder shall be and/or supply personnel who are experienced and qualified to perform the work required under these bid documents and who possess all licenses and certifications required by the State of Michigan. The bidder, prior to award, shall supply verification that all licenses that are necessary to perform the duties described in this RFP.

G. The bidder will demonstrate its proven recruitment capabilities for necessary medical personnel (e.g., physicians, nurses, support staff, laboratory, and X-ray services).

H. A minimum staffing plan detailing how minimum staffing will be maintained is required.

I. The Bidder must not have been previously cited by any State or Federal Agency for non-compliance or administrative rule violations.

J. Bidder must provide documentation of NCCHC accreditation for the health care delivery systems at other sites K. Include any exclusion(s) to this RFP in a separate section of your proposal.

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Section 2.0: Bidder Information and Acceptance

1. The undersigned declares that the Bid Documents, including, without limitation, any RFP Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid and that each Bidder who is awarded a contract shall be, in fact, a Prime Contractor, not a subcontractor, and agrees that its Proposal, if accepted by Oakland County, will be the basis for the Bidder to enter into a contract with the County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the terms, conditions, certifications, and requirements listed in Section 2.

6. The undersigned acknowledges that Bidder will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each Bidder to be familiar with all of the specifications, terms and conditions of this RFP and, if applicable, the site condition. By the submission of a Proposal, the Bidder certifies that if awarded a contract they will make no claim against Oakland County based upon ignorance of conditions or misunderstanding of the specifications.

8. Insurance certificates are not required at the time of the proposal submission.

However, if awarded, the Bidder acknowledges and agrees to provide the minimum insurance requirements identified in the terms and conditions of the attached sample Professional Services Contract (Attachment A) and Insurance Requirements (Attachment B).

9. This is an electronic solicitation. Only responses uploaded into MITN/Bidnet will be considered. Emailed documents will not be accepted or reviewed.

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2.1 Bidder Profile

Official Name of Bidder: Type of Entity/Organization (check one):

☐ Corporation

☐ Joint Venture

☐ Limited Liability Partnership

☐ Partnership

☐ Limited Liability Corporation

☐ Non-Profit / Church

☐ Other:

Street Address:

City:

State: Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Federal Tax ID Number: Dun & Bradstreet (D&B) Number (if applicable):

Has your company ever been debarred by the Federal Government? ☐ Yes ☐ No

If yes, when? Has it been lifted and if so, when?

Has your company ever been debarred by any State or local ☐ Yes ☐ No Governments?

If yes, has it been lifted and if so, when?

Is your company a minority owned, woman owned, LGBTQ owned or veteran owned business?

Is your company a certified diverse business?

The individual below is authorized to sign on behalf of the company submitting this proposal.

Proposals must be signed by an official authorized to bind the provider to its provisions for a period of at least 90 days.

Signature:

Name and Title of Signer:

Date:

*Please include a current W-9

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2.2 References

Provide the names, telephone numbers, and e-mail addresses of at least three (3) Jail/Correctional Facility Administrators for whom the Bidder has performed work similar to that proposed (entire healthcare and pharmaceutical program) and who may be contacted as references. Preferably, these references should include Municipalities similar to the County and the types of recent projects cited above. Other references provided under #4 Additional RFP Requirements may be contacted and utilized for scoring purposes if it’s determined that more references are needed.

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2.3 Certificate of Compliance with Public Act of 517 of 2012

I certify that neither (Bidder), nor any of its successors, parent companies, subsidiaries, or companies under common control, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. In the event it is awarded Contract as a result of this Invitation to Proposal, Bidder will not become an “Iran linked business” during the course of performing the work under the Contract.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED

BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR

CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF

THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS

GREATER, PLUS COSTS AND REASONABLE ATTORNEY FEES INCURRED, AS MORE

FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

Name of Company:

By:

Title:

Date:

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Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

Oakland County is not responsible for representations made by any of its officers or employees prior to the execution of the Professional Services Agreement unless such understanding or representation is included in the Professional Services Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the Oakland County Chief Procurement Officer’s sole judgment and their judgment shall be final.

3.3 Bidders Questions

Bidders may submit…