RFP - SWVRJA - Comprehensive Inmate Medical and Pharmacy Services.pdf

Southwest Virginia Regional Jail Authority

Angela Haynes, Chief Administrative Officer Southwest Virginia Regional Jail Authority

P. O. Box 279 Meadowview, VA 24361

(276)739-3523 (276)739-3534 ahaynes@SWVRJA.com

Comprehensive Inmate Health and Mental Health Services

REQUEST FOR PROPOSAL

HEALTHCARE SERVICES FOR THE INMATES

OF THE SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY AT THE ABINGDON, DUFFIELD,

HAYSI AND TAZEWELL, VIRGINIA FACILITIES

One (1) original, two (2) electronic (USB Flash Drive) one as submitted, and one redacted to remove all confidential and proprietary material, and Five (5) exact duplicates of the Sealed Proposal

Mandatory Pre-Proposal Conference Date: December 18, 2024, at 9:30 AM At the Southwest Virginia Regional Jail Authority, 15205 Joe Derting Drive, Abingdon, Virginia for the purpose of questions and a site visit.

Sealed Proposal Due: January 23, 2025 2:00 P.M.

(Local Prevailing Time)

This Public body does not discriminate against faith-based organizations in accordance with the Code of Virginia 11.35.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Signature Form for: Comprehensive Inmate Medical Services for The Inmates of The Southwest Virginia Regional Jail Authority

Issue Date: November 26, 2024

Issued By: Southwest Virginia Regional Jail Authority

P. O. Box 279 Meadowview, VA 24361 15205 Joe Derting Drive Abingdon, VA 24210 Phone (276)739-3523

Email: ahaynes@SWVRJA.com

Sealed proposals will be received on or before 2:00 P.M., January 23, 2025, for furnishing the services and/or items described herein. The time of receipt shall be determined by the clock in the Southwest Virginia Regional Jail Authority (SWVRJA)Administrative Office.

All questions must be submitted, in writing, before 5:00 p.m., December 31, 2024. If necessary, answers will be in the form of a written addendum to the solicitation.

Proposals must be hand delivered or mailed, and sent directly to the Purchasing Division at the address listed above. If the SWVRJA Administration Office is closed for business at the time scheduled for the proposal opening, the sealed proposal will be accepted and opened on the next business day of the SWVRJA, at the originally scheduled hour.

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The SWVRJA reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities in any proposal.

This section is to be completed by the Offeror and this page must be returned with the proposal. In compliance with this request for proposal and subject to all terms and conditions imposed herein, which are hereby incorporated herein by reference, the undersigned offers and agrees to furnish the services and/or items requested in this solicitation if the undersigned is selected as the successful Offeror. Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for one hundred twenty (120) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Division.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Legal Name and Address of Firm: ______________________________________ ___________________________________ Street Address:_________________________________________________________________________________________________ Mailing Address: _______________________________________________________________________________________________ State: __________________ Zip: __________________________ Date:___________________________________ By: _________________________________________________________________________________________ (Signature in Ink) Name:_______________________________________________________________________ ____________________(Please Print) Title:_____________________________________________________________________________________________________________ Phone: ________________________________________ FAX:____________________________________________________________ Email: ______________________________________________ Business License# ______________________________________

VA State Corporation Commission/Federal ID Number#: ____________________________

TABLE OF CONTENTS

FOR

HEALTHCARE SERVICES FOR THE INMATES

OF THE SOUTHWEST VIRGINIA REGIONAL JAIL AUTHORITY

PAGE

1. RFP REQUIREMENTS AND INFORMATION 4-13

2. GENERAL INFORMATION 14

3. PROPOSAL FORMAT 14-18

4. OFFEROR PARTICIPANT CONSIDERATION 18-21

5. SCOPE OF SERVICES 21-22

6. GENERAL REQUIREMENTS MEDICAL & PHARMACEUTICAL 22-102

7. CONFLICT OF INTEREST STIPULATION – EXHIBIT 1 103

8. CLIENT REFERENCES – EXHIBIT 2 104

9. PROPOSED STAFFING – EXHIBIT 3 105-110

10. DEVIATIONS AND EXCEPTIONS – EXHIBIT 4 111

11. GENERAL TERMS AND CONDITIONS 112-121

12. SPECIAL TERMS AND CONDITIONS 121-130

13. INSTRUCTIONS TO OFFERORS 130-131

14. MISCELLANEOUS 132-133

1. RFP REQUIREMENTS AND INFORMATION

PROPOSALS MUST MEET THE FOLLOWING REQUIREMENTS TO BE CONSIDERED VALID.

PROPOSALS WILL BE REJECTED IF NOT IN COMPLIANCE WITH THESE REQUIREMENTS.

Proposals must be received in the Office of the Purchasing, Southwest Virginia Regional Jail Authority, 15205 Joe Derting Drive, Abingdon, VA 24210 by the date and time of proposal closing indicated above. NO late proposals will be accepted. NO faxed proposals will be accepted.

Proposals must meet all specifications, terms, and conditions of this Request for Proposal (RFP). Offerors need to submit their Federal Identification Number on a W-9 form included in the proposal, as well as the identification number issued to you by the Virginia State Corporation Commission, or a statement as to why such number is not required.

The offeror’s proposal MUST be manually signed in ink and returned by the proposal closing date and time along with any other requirements as specified in the RFP to be considered for an award.

Proposals must be in a sealed envelope/package and marked “RFP: Comprehensive Inmate Medical Services for the Inmates of the Southwest Virginia Regional Jail Authority.”

A proposal may not be altered after opening. The proposal must stay in effect for one hundred twenty (120) days after the closing.

A Mandatory Pre-Proposal Conference and tour of facilities will be held on December 18, 2024, at 9:30 a.m., at Southwest Virginia Regional Jail Authority, located at 15205 Joe Derting Drive, Abingdon, Virginia 24210.

The contractor will be responsible for all requirements and successful performance of this contract.

A. Purpose

The Southwest Virginia Regional Jail Authority, hereafter referred to as SWVRJA, is soliciting proposals to purchase comprehensive inmate medical services specified herein through competitive negotiation. The services are to be provide at the four

(4) SWVRJA facilities: the Abingdon facility is located at 15205 Joe Derting Drive;

the Duffield facility is located at 1037 Boone Trail Road; the Haysi facility is located at 1550 Kiwanis Park Road; and the Tazewell facility is located at 115 Court Street.

The four (4) facilities currently hold an average of one thousand seven hundred and ninety (1,790) inmates daily. The SWVRJA intends to contract with a single contractor for the provision of the services specified in this request. Acceptance of a contractor’s proposal will not require the SWVRJA’s use of all proposed items.

The primary objective of this contract is to provide medically necessary services that are cost effective and maintain a level of quality in accordance with standards established by the Commonwealth of Virginia Board of Local and Regional Jails

(BLRJ); the National Commission on Correctional Health Care (NCCHC); and the American Correctional Association (ACA). The facilities currently are not ACA accredited. However, the expectation is that the provider will adhere to current ACA accreditation standards.

1.. The services under this contract shall apply to all inmates that are housed in or in the custody of the SWVRJA. This contract is to provide for medically necessary services that are cost effective.

2. SWVRJA requests proposals from qualified vendors to provide a comprehensive program of inmate health care to include:

(a) An on-site medical services program to meet the medical needs of inmates (e.g., initial physical assessments, ongoing evaluation and treatment of medical conditions, stabilization of urgent and emergency medical/psychiatric conditions, discharge planning and medication management);

(b) An on-site dental services program to meet the needs of inmates

(e.g., initial assessment, extractions, examinations and emergency treatment);

(c) An on-site mental health care delivery program to meet the needs of the inmates; and

(d) An off-site preferred provider network of hospitals, physicians, and other ancillary medical providers to provide medically necessary services to inmates which cannot be provided on-site at SWVRJA.

SWVRJA currently utilizes Anthem for all off-site medical services and benefits from their contracted rates in the area.

B. Inquiries

Any explanation desired by an offeror regarding the meaning or interpretation of any Request for Proposal provision must be submitted in writing no later than 5:00 p.m., EST, December 31, 2024 to the individual listed below and clearly marked “Questions for Comprehensive Inmate Medical Services for the Inmates of the Southwest Virginia Regional Jail Authority”.

Angela Haynes, Chief Administrative Officer P. O. Box 279 Meadowview, Virginia 24361

Any interpretation, correction, or change of the RFP will be made by an addendum.

The SWVRJA Purchasing Division or its designee will issue the Addendum that will be posted to Virginia Procurement Site DGS/DPS eVA VBO (www.eva.virginia.gov).

Any addendum shall become part of this RFP and part of any contract resulting from this RFP.

Interpretations, corrections, or changes of this RFP made in any other manner will not be binding and Offerors must not rely upon such interpretations, corrections, or changes.

Each Offeror is solely responsible for ensuring that such Offeror has the current, complete version of the RFP documents, including any addenda, before submitting a proposal. The SWVRJA is not responsible for any RFP obtained from any source other than the Virginia Procurement Site or

SWVRJA.

Although eVA will be the only way to receive automatic notification, all BIDS/RFP information can be picked up at the Purchasing Division, 15205 Joe Derting Drive, Abingdon, Virginia. Phone # (276)739-3523.

C. Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference has been scheduled for this RFP. The purpose of the mandatory pre-proposal conference is to provide an opportunity for offerors to raise questions and verify any of the proposal requirements. Offerors should send a list of attendees to the Purchasing Manager. For the pre-proposal conference each participant must have a valid driver’s license or other officially-issued photo identification. At least one representative from the company electing to consider bidding and not more than three individuals may participate for a single Contractor. The pre-proposal conference will be held:

Date/Time: 9:30 a.m., EST, December 18, 2024 Location: Southwest Virginia Regional Jail Authority

15205 Joe Derting Drive Abingdon, VA 24210

A tour of pertinent parts of the facility will be provided at the time of the mandatory pre-proposal conference.

D. Contract Period

This contract shall be for a term of three (3) years, starting on April 1, 2025. This agreement will renew for three (3) additional two-year terms unless either party gives written notice of termination at least one hundred eighty (180) days before the end of the term. If delays in the proposal process result in an adjustment of the anticipated contract starting date, the contractor agrees to accept a contract for the full term of the contract.

The RFP and any amendments to the RFP will constitute the contract. If there are any differences in the provisions contained in the RFP and those in the written proposal, all provisions contained in the RFP shall be mandatory as stated. The RFP provisions will apply unless SWVRJA, at its option, selects the provisions of the written proposal.

The SWVRJA will charge the Contractor for any expenses, paid by SWVRJA, related to the medical department. The relevant medical expenses are, but not limited to, phones service, fax service, internet service, copier lease, and eMAR software. The Contractor may choose to provide some, or all, of these services at the expense of the Contractor.

E. Contract Administration

SWVRJA will administer the contract. The successful contractor(s) will be required to bill SWVRJA directly. Any problems with delivery, payment, credit, etc. for invoices for SWVRJA will be handled directly by SWVRJA.

F. Communication with Staff

From the date the RFP is issued until an Offeror has been selected and officially announced, all communication regarding this RFP by potential Offerors and employees of SWVRJA shall be in writing and addressed to the Purchasing Office.

Once a contractor is preliminarily selected, that contractor is restricted from communicating with unauthorized SWVRJA staff and contracted staff until a contract is signed. Violation of this condition may be considered sufficient cause to reject a contractor’s proposal and/or selection irrespective of any other condition.

The following exceptions to these restrictions are permitted:

1. Written communication with the person(s) designated as the point(s) of contact for this RFP or procurement;

2. Contacts made pursuant to any pre-existing contracts or obligations;

3. SWVRJA staff and/or contractor staff present at the Pre-Proposal Conference when recognized by SWVRJA staff facilitating the meeting for the purpose of addressing questions;

4. SWVRJA-requested presentations, key personnel interviews, and clarification sessions or discussions to finalize a contract.

G. Prime Contractor Responsibilities

The contractor will be required to assume responsibility for all contractual services offered in this proposal whether or not the contractor performs them. Further, SWVRJA will consider the contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the anticipated contract. Offeror will provide a toll free telephone number, and a mobile number, for contractual service related issues. Offeror shall also provide a fax number and email address in its response to this RFP.

The final executed contract shall be binding upon and inure to the benefit of the parties and their successors and assigns; provided, however, that neither party shall assign its obligations here under without the prior written consent of the other.

The contract will be binding upon and inure to the benefit of the respective parties and their executors, administrators, heirs, personal representatives, successors and assigns.

If any part of the work is to be subcontracted, responses to this proposal shall include a list of subcontractors, including business name and address, telephone number, contact person and complete description of work to be subcontracted.

SWVRJA reserves the right to approve or disapprove subcontractors at the time of award and throughout the contract period and to require the contractor to replace subcontractors found to be unacceptable.

H. Rejections of Proposals

SWVRJA reserves the right to reject any or all proposals, wholly or in part. SWVRJA reserves the right to waive any deviations or errors that are not material, do not invalidate the legitimacy of the proposal and do not improve the offeror’s competitive position. All awards will be made in a manner deemed in the best interest of SWVRJA. SWVRJA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Section 2.2-4359D of the Virginia Code).

I. Schedule

ACTIVITY DATE/TIME

1. Release date for Request for Proposal November 26, 2024

2. Mandatory pre-proposal conference at SWVRJA December 18, 2024 9:30 a.m., EST

3. Last day to submit written questions December 31, 2024 5:00 p.m., EST

4. SWVRJA responds to written questions through

RFP Addendum to be sent to all prospective offerors.

January 9, 2025

5. Proposal Due Date January 23, 2025 2:00 p.m., EST

J. Oral Presentations

The Evaluation Committee may hear oral presentations (if required). Contractors are cautioned, however, that oral presentations are at the sole discretion of the Committee and the Committee is not obligated to request it. As such, the initial proposal should be as comprehensive as possible yet concise and to the point, clearly describing the details of services that the Contractor intends to provide to SWVRJA. The proposal should address each section in this proposal that deals with requirements, either legal or technical, and clearly state "comply" or "non-comply".

Contractors are encouraged to offer concepts that are cost effective and will provide superior service while affording maximum benefit to SWVRJA.

Once proposals are received, SWVRJA shall engage in Oral presentations with two or more offerors deemed fully qualified, responsible and suitable based on initial responses and with emphasis on professional competence, to provide the required services. The oral presentation is an opportunity for SWVRJA Evaluation Committee to ask questions and seek clarification of the proposal submitted. The presentation is not meant as an opportunity for the Contractor to simply provide generic background information about the corporation or its experience. Thus, the time will be structured with a minimum time for the Contractor to present and the majority of time dedicated to addressing questions from the Evaluation Committee.

The oral presentations, if held, are tentatively scheduled for February 19, 2025 and February 26, 2025. Repetitive oral presentations shall be permissible. At the request of the first oral presentation SWVRJA may discuss non-binding estimates of the project cost. After the conclusion of the oral presentations, based on the evaluation factors outlined herein and all information developed in the selection process up to that point, SWVRJA shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract can be successfully negotiated with that offeror, an award shall be made. If not, negotiations with the offeror shall be terminated and negotiations conducted with the offeror ranked second and so on, until a contract can be successfully awarded. Should SWVRJA determine in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to the offeror.

K. Proposal Evaluation for Comprehensive Inmate Medical Services

6. Tentative Oral Presentations February 19, 2025

7 Tentative Non-Binding Pricing Proposals Due February 26, 2025

8. Tentative Second Oral Presentation TBD

9. Tentative Negotiations March 19, 2025

10. Estimated Contract start date April 1, 2025

SWVRJA will conduct a fair, impartial and comprehensive evaluation of all proposals in accordance with the criteria set forth below:

1. Medical Records / Reports Capability.

2. Financial Depth and Stability.

3. Corporate Experience and Background.

4. Mental Health Program: Proposal, Performance History

Medication Assisted Treatment (MAT) Program Experience.

5. References.

6. Leadership Team / Staffing Plan Proposal.

7. Inmate Discharge Plan.

8. Cost Structure.

9. Recruitment, Retention, Compensation-Benefit Plan / History.

L. Definitions

The following terms used in this Request for Proposals (RFP) shall, unless the context indicates otherwise, have the meanings set forth below:

1. ACA Standards - means the Standards for Adult Local Detention Facilities published by the American Correctional Association as hereafter supplemented or amended.

2. Average Daily Inmate Population - Average daily inmate population is the total number of inmates confined in the jail as reflected in the Daily Inmate Census and Monthly Average Inmate Census reports which will be provided by the Contract Administrator.

3. Benefit Hours - The benefit hours provided by the Contractor to certain employees, including paid holidays, vacation time, personal time and sick leave time.

4. Board Eligible – A physician who has met the board eligibility criteria of the

American Specialty Board in one or more of the following: internal medicine, family practice, emergency medicine, surgery, preventive medicine, psychiatry and infectious disease and who is certified to sit for the specialty board examination by the appropriate medical specialty board.

5. Board Certified - A physician who has met the board eligibility criteria of the

American Specialty Board in one or more of the following: internal medicine, family practice, emergency medicine, surgery, preventive medicine, psychiatry and infectious disease and who has successfully completed the specialty board examination by the appropriate medical specialty board.

6. BLRJ – (The Board of Local and Regional Jails) is a nine-member, policy-making Board appointed by the Governor for the Department of Corrections, subject to confirmation by the General Assembly.

7. Community Standard - It is intended that "community standard" for medical, dental and mental health services describe the scope and quality of those services, including diagnostic testing, preventive services and after care considered appropriate, in terms of type, amount, frequency, level, setting and duration appropriate to the patient's diagnosis or condition. The care must be consistent with generally accepted practice parameters in the Commonwealth of Virginia as recognized by health care providers in the same or similar general specialty as typically treated or manage the diagnosis or condition, help restore or maintain the patient's health, prevent the deterioration or palliate the patient's condition, prevent the reasonably likely onset of a health problem, or detect an incipient problem.

8. Contract Monitor- Third Party contracted by Southwest Virginia Regional

Jail Authority responsible for reviewing and assuring the Contractor’s compliance with the technical requirements of the contract, including providing the Contractor with technical direction on behalf of the Facility.

9. Facility – Southwest Virginia Regional Jail Authority (SWVRJA).

10. Fiscal Year - The Commonwealth Fiscal Year, i.e., July 1 through June 30.

11. Full Time Equivalent - Work equivalent to the work performed by one person in forty (40) hours in one week.

12. Health Care Administrator- A senior employee of the Contractor responsible for the administration of Services at the Facility.

13. Inmate - means male and female offenders detained at the SWVRJA.

14. Inmate Count - The total number of Inmates in the custody of SWVRJA each day. This information will be provided to the Contractor by the SWVRJA on a daily basis.

15. Matrix - The staffing tables setting out the Personnel positions, with position titles, position numbers, and Full Time Equivalent ("FTE") hours for each position, to be provided by the Contractor.

16. Medical Director - A physician appointed by the Contractor to oversee medical services at the Facility.

17. Medical Records - All records, including paper and electronic records made and maintained during the course of medical, dental and mental health evaluation and treatment of Inmates including but not limited to medical records, dental records, mental health records, forensic evaluations, orders, progress notes, consultation and laboratory requests and reports, and therapy notes.

18. National Commission On Correctional Health Care (NCCHC) - The mission of the National Commission on Correctional Health Care is to improve the quality of health care in jails, prisons and juvenile confinement facilities.

NCCHC’s Standards for Health Services are their recommendations for managing the delivery of medical and mental health care in correctional systems. The Standards help correctional and detention facilities improve the health of their inmates and the communities to which they return;

increase the efficiency of their health services delivery; strengthen their organizational effectiveness; and reduce their risk of adverse legal judgments.

19. Nursing Director - A senior nurse appointed by the Contractor as the

Director of Nursing to oversee nursing services at the Facility.

20. Off-Facility Referral - The referral and transportation of an Inmate from the Facility in order for the inmate to receive Services at another location;

provided, however, that an "Off –Facility Transfer" shall not be deemed to have occurred upon the transfer of an Inmate from one Facility to another Facility, or from one non-Facility inpatient hospital setting to another non- Facility inpatient or outpatient hospital setting.

21. Off-site Medical Expenses – Off-site medical expenses include: Off-site inpatient hospitalizations, specialty services, dialysis services, emergency room visits, out-patient services, diagnostic testing, physical therapy services, x-ray over reads, lab testing, ambulance services, and physician services. Off- site medical expenses do not include labs, pharmaceuticals or x-ray services performed on-site.

22. Offeror - means the Offeror awarded the contract for.

23. Personnel - Employees of the Contractor or any subcontractor or independent contractor of the Contractor. Employees of the Contractor or any subcontractor shall not be deemed SWVRJA Employees.

24. Project Manager - the Superintendent, or designee, who will be the official liaison between the successful contractor on all matters pertaining to this solicitation and subsequent agreement.

25. Program - A comprehensive program of medical, dental, and mental health services for inmates.

26. Psychotropic Medication - Medication used for mental health treatment, including but not limited to antipsychotic medication, antidepressant medication, mood stabilization medication, and anxiolytic medication.

27. QMHP- Qualified Mental Health Professionals a person in the human services field who is trained and experienced in providing psychiatric or mental health services to individuals who have a mental illness.

28. SWVRJA - means Southwest Virginia Regional Jail Authority.

29. Services - Health services provided by the Contractor to Inmates pursuant to this Contract.

30. Service Commencement Date - means the first day that the Contractor begins delivering Comprehensive Inmate Medical Services.

31. Space - Space at the Facility designated by SWVRJA for use by the Contractor in rendering Services.

32. Standards - means all applicable federal, state and local laws, rules, codes, regulations, Court Orders and ACA and NCCHC Standards, as any of the same may be supplemented or amended and those rules, regulations, policies, procedures and ordinances reasonably made applicable to Contractor by SWVRJA. If any of the Operating Standards are in conflict with each other or with this RFP, the more stringent shall apply, as reasonably determined by

SWVRJA.

33. Staffing Shortfall - A vacancy of any Personnel position, other than Category I positions, at the Facility for a period of more than thirty (30) days.

34. Variance - The difference between the hours required for a position at the Facility and the actual hours worked (plus benefit hours, if applicable) reported for that position at the Facility.

35. MAT – Medication Assisted Treatment (MAT). The use of FDA approved medications, in combination with counseling, and behavioral interventions to provide individualized whole patient approach to treat opioid use disorders.

2. GENERAL INFORMATION

This request for proposal is designed to solicit proposals from qualified firms for providing Comprehensive Inmate Medical Services for Inmates of the Southwest Virginia Regional Jail Authority, located at 15205 Joe Derting Drive, Abingdon, VA; 1037 Boone Trail Road, Duffield, VA; 1550 Kiwanis Park Road, Haysi, VA; and 115 Court Street, Tazewell, VA. The average daily population (ADP) for the fiscal year of 2024 was 1,692. The ADP of SWVRJA may increase to over 2,000.

Firms responding to this RFP must have a proven and verifiable record of providing Comprehensive Inmate Health and Mental Health Services as well as Pharmaceutical Services with a comparable size agency and scope of operations.

Proposals shall conform to all instructions, conditions, and requirements included in the RFP. Contractors are expected to carefully examine all documentation, schedules and requirements stipulated in this RFP, and respond to each requirement in the format prescribed. Proposals that do not conform to the mandatory items as provided in the proposal instructions will not be considered.

In addition to the provisions of this RFP and the awarded proposal, which shall be incorporated by reference in the contract, any additional clauses or provisions required by the terms and conditions will be included as an amendment to the contract.

This RFP does not commit SWVRJA to award a contract. SWVRJA reserves the right to reject all proposals, and at its discretion, may withdraw or amend this RFP at any time. If, in the opinion of SWVRJA, revisions or amendments will require substantive changes in proposals, the due date may be extended.

SWVRJA reserves the right to expand services should additional funds become available during the contract term. Expansion of current services to provide enhanced programming or to meet the need of an increased population may be requested by SWVRJA, based upon the availability of supplemental or expanded funding or grants. SWVRJA reserves the right to reduce the scope of services during the contract term.

Any information contained herein is provided as an estimate of volume based on past history. This data is provided for the general information of Offerors and is not guaranteed to be relied upon for future volume levels.

The company submitting a proposal shall bear the expense of the preparation of the proposal in response to this RFP. SWVRJA is not responsible for any costs associated with the Contractor’s development of the response proposal.

SWVRJA may entertain alternative proposals submitted by any or all Contractors but the primary response must correspond directly to the immediate requirements of the RFP.

3. PROPOSAL FORMAT

Proposals shall be in the format described below and must include the following:

A. Section One - General Information about the Contractor

Provide general information about the company including background, experience, organizational structure, general product descriptions, etc. At a minimum, Section One shall include:

1. Letter of Transmittal

Prepare a brief letter which provides the following information:

(a) Name and address of the Offeror.

(b) Name, title and telephone number of the contact person for the Offeror.

(c) A statement that the proposal is in response to the Comprehensive

Inmate Health and Mental Health Services Request for Proposal.

(d) A statement acknowledging and accepting the terms and conditions of this Comprehensive Inmate Health and Mental Health Services Request for Proposal.

(e) The signature, typed name, and title of an individual who is authorized to commit the Offeror to this proposal. The contents of the successful proposal shall become a contractual obligation if a contract ensues.

2. Executive Summary

Highlight the contents of the technical proposal and provide evaluators with a broad understanding of the Offeror’s technical approach and the Offeror’s ability to fulfill all requirements and comply with the terms and conditions of the RFP and ensuing contract.

3. Offeror’s Organization and Staffing

This section shall include identification of the staff members of the project team, their duties and responsibilities and their background and experience.

4. Documented Experience

The Offeror must describe the Offeror’s background and experience to demonstrate the Offeror’s ability to operate a Comprehensive Inmate Health and Mental Health Services and Pharmaceutical Services as described in the HealthCare Services for the Inmates of the Southwest Virginia Regional Jail Authority RFP.

B. Section Two - Current and Previous Contracts

Provide information about the company’s current and previous contracts or business, legal actions against the company, and audited financial statements. As a minimum, Section Two shall include:

1. Current Contracts or Business

List facility name, city, state, and type of correctional institutions (jail or prison) where Offeror is providing Comprehensive Inmate Health and Mental Health Services and the length of time that each contract has been in effect.

2. Previous Contracts or Business

List facility name, city, state, and type of correctional institutions (jail or prison) where Offeror has terminated Comprehensive Inmate Health and Mental Health Services, or been out-bid in the past 24 months. For each contract specify the contract start date and reason for termination.

3. Legal Action

Include disclosure of any legal action pending or settled against the company or corporate principals within the company within the past 48 months.

4. Audited Financial Statements

Provide audited financial statements for the most recent fiscal year and previous year to support the Offeror’s financial capability to undertake and complete the performance of the contract. If the company is a subsidiary or division of a corporation, the relationship of the Offeror must be clearly delineated in the proposal.

C. Section Three - Offeror’s Work Plan

Describe in detail the Offeror’s work plan and proposal for satisfying all RFP requirements. At a minimum, Section Three shall include:

Offeror’s Work Plan Services

1. Actions the Offeror will take to start up and provide ongoing Comprehensive Inmate Health and Mental Health Services for Southwest Virginia Regional Jail Authority. The work plan shall include a detailed project schedule identifying all tasks to be accomplished, the Offeror’s approach to task accomplishment, and a timeline for completion of tasks and implementation of Comprehensive Inmate Health and Mental Health Services.

2. Procedures for dealing with staff/inmate complaints and methods for minimizing the potential for inmate litigation regarding contractual related issues.

D. Section Four - Exceptions and Deviations

Provide a statement expressing the Contractor’s understanding and willingness to comply with all provisions of the RFP. If there are provisions of the RFP that the Contractor is unwilling or unable to comply with, the Contractor shall identify the paragraph number, list the provision in its entirety and provide the reason for non-compliance. If there are provisions of the RFP that the Contractor would like to propose an alternative solution, the Contractor shall identify the paragraph number, list the provision in its entirety and provide the alternative solution.

E. Section Five - Technology Enhancements and Other Services

Offeror may use this section to describe technology enhancements, software applications, other services, etc. that are available through or recommended by the Offeror.

F. Offeror Notification

The successful Offeror submitting proposals shall be notified in writing within one hundred and twenty (120) days or less after the date specified for receipt of the

RFP.

G. Evaluation and Selection

Evaluation and selection of an Offeror will be based on the evaluation factors published in the request for proposal and all information developed in the selection process to this point. SWVRJA shall select in the order of preference two or more offeror’s whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted, beginning with the offeror ranked first. if a contract satisfactory and advantageous to SWVRJA can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and condition acceptable to SWVRJA, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Notwithstanding the forgoing, if the terms and conditions for multiple awards are included in the Request for Proposal, SWVRJA may award contracts to more than one offeror.

SWVRJA reserves the right to accept or reject any or all proposals, or any part of any proposal, and to waive any defect or technicality, and to advertise for new proposals where the acceptance, rejection, waiver or advertisement would be in the best interest of SWVRJA. SWVRJA also reserves the right to award in whole or in part, by item, group of items, or by section where such action serves SWVRJA’s best interest. Proposal award will be based on compliance with mandatory items and evaluation of desirable items indicated throughout this specification. Complete and accurate responses to all items are necessary for fair evaluation of proposals. SWVRJA will consider any other factors that are in SWVRJA’s best interest.

4. OFFEROR PARTICIPANT CONSIDERATIONS

A. Contractor Qualifications

To qualify for this contract, the Contractor should:

1. Demonstrate the Contractor has experience providing Comprehensive Inmate Health and Mental Health Services with an average daily inmate population of 1,700 or more for five years.

2. Demonstrate the Contractor’s ability to achieve and maintain accreditation through NCCHC, and ACA in jails with an average daily inmate population of 1,700 or more if bidding on Healthcare Services.

3. Demonstrate financial stability.

4. Demonstrate that the Contractor has the corporate staffing and organizational structure required to support the contract.

B. Organizational Structure of Contractor

The company is required to provide an overview of the firm’s size, corporate staffing organizational structure and format, including a detailed explanation of services presently provided by the firm and related core competencies. The Contractor must also indicate the specific firm strengths that are most compatible with SWVRJA’s RFP objectives of the Contractor.

1. Organizational Charts

A table of organization/organizational chart must be submitted in the proposal to include the corporate hierarchy to the level of owner/board of directors, although names for board members are not necessary. Both position titles and names of each incumbent must be included with the reporting structure clearly identified. The tables of organization should relate to the lowest level being the on-site format for reporting and lines of command. This may require the submission of multiple organizational charts.

2. Resume Information

Each company must provide resume information on all senior management staff within the corporation, minimally including the President and Chief Executive Officer, Chief Operating Officer, Chief Financial Officer and Chief Medical Officer or Medical Director, including information relating to their role with the firm, education, number of years with the company, related work experience, professional association memberships and all state licenses and registrations held by such personnel. Additionally for contractors bidding on the Healthcare Services the proposal must contain the resumes of the key on-site management team potentially identified for the contract including the Medical Director, Psychiatrist, Health Service Administrator, Director of Nursing, Mental Health Director, Dentist and Nurse Practitioner.

C. Experience, Client List and References

1. Geographic Scope

The Contractor must identify the geographic scope of the firm, whether local, within regional, national or international. If the company is not local, it must identify the location of the closest office designated to provide project support, supervision and oversight. Contractor must provide details regarding off-site (from SWVRJA) resources dedicated to this contract and indicate percentage of time committed exclusively to this project.

2. Client List

Each responder must submit a detailed list of all projects and clients for the last five years. The client list must include both current and former contracts and include appropriate contact person names and title, agency (city, state, federal, etc.), location with address and telephone number as well as facsimile number and e-mail address (if in existence). Each contract must be identified as current or former and if a prior contract, why the contract was lost, when and to whom. Locations must be included where services were provided even if no executed agreement was ever reached.

The Contractor must also specifically disclose any contracts with jails or prisons that the Contractor has terminated prior to the normal contract expiration date. Failure to disclose such terminations may be grounds for SWVRJA to reject the proposal and eliminate it from further consideration.

3. Client References

Each submission must include a list of five client references providing information described in Exhibit 2 – Client References. Three of the references must be from contracts with jails with average daily inmate population greater than 1,700. Contracts with reference from jails must have been in effect for at least one year and all of the references must be from current contracts. This information must be provided or the submission may be disqualified.

D. Litigation and Claims History and Experience (Healthcare Services only)

Each company must submit a listing of all legal claims closed and pending relating to inmate health services, problems or disputes over the firm’s performance on contracts or projects held during the last five (5) years, specifying the jurisdiction of the case, i.e. state tort, malpractice, civil rights – individual versus class action, etc.

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. Firms must provide information on any legal settlements within this period as well with the dollar amount listed and terms of the agreement described. The same must be provided for all other firms included as subcontractors to the prime Contractor. The Contractor must also specifically disclose any jails, prisons, counties or states operating a jail or prison that the Contractor has sued. Failure to disclose such terminations may be grounds for SWVRJA to reject the proposal and eliminate it from further consideration.

E. Confidentiality

All materials and information provided by SWVRJA or acquired by the Contractor on behalf of SWVRJA shall be regarded as confidential information and handled in accordance with Federal and State Law, and ethical standards. The Contractor must ensure that HIPPA standards will be adhered to.

F. Contractor Contact – Proposal and Contract

Each company must designate one central contact person for the duration of the proposal process and additionally for the start-up transition and term of the contract. It is expected that the central contact person will remain intact throughout the proposal and evaluation process including contract negotiation and then overlap with the contact identified for implementation and operation of the contract.

SWVRJA must approve any substitution of this individual during the duration of this contract. The replacement must have credentials similar to the person she/he is replacing and SWVRJA will be the sole judge of the adequacy of the replacement.

The central contract person identified for the implementation and ongoing operation should be the Health Service Administrator. This person is expected to be the overall on-site Project Manager, who will be responsible for overseeing all aspects of health services, reports, presentations, etc., and all work performed under this contract.

The contact person identified by the company must be available via cellular phone.

At the initiation of the contract, the contact person must be available around the clock on an ongoing basis.

G. Corporate Stability and Financial Strength/Depth

SWVRJA will evaluate proposals on the basis of the Contractor’s financial stability and the Contractor’s capacity to undertake and sufficiently support the project.

Each proposal must include a copy of the most recent independent financial audit and accompanying financial statements of the Contractor to establish sound financial condition and sufficient backing for depth of support to a contract of this size and complexity with multiple locations. If financial issues exist for the corporation, whether publicly traded or privately held, they must be clearly identified and a plan of corrective action submitted as well to demonstrate appropriate initiatives to address the financial concerns. An unsatisfactory ranking with regard to financial issues may be grounds for SWVRJA to reject the proposal and eliminate it from further consideration.

5. SCOPE OF SERVICES

The purpose of this total health system network is to provide quality health care including mental health services, as they relate to Virginia laws, in order to help facilitate quality preventive care and education, early identification and intervention, and treatment.

SWVRJA houses male, female and US Marshall inmates.

A. Background Information

SWVRJA’s current medical department includes: management, medical services/physicians, nursing, mental health, dental, pharmacy, medical records, lab, x-ray, on-site routine and specialty services, and medical/dental/office supplies and services in accordance with the American Correctional Association (ACA), NCCHC, and Virginia law.

1. SWVRJA operates four jail facilities located at: 15205 Joe Derting Drive, Abingdon, VA; 1037 Boone Trail, Duffield, VA; 1550 Kiwanis Park Road, Haysi, VA; and 115 Court Street, Tazewell, VA. SWVRJA was opened in 2005 with a rated capacity of 605 and a total of 1025 beds available. In 2014, SWVRJA expanded the jail facilities and increased the rated capacity to 1,377 with 150% capacity of 2,067.

2. The average daily inmate population of SWVRJA during fiscal year 2024 was

1,692. The ADP of SWVRJA may increase to over 2,000.

B. Medical Unit

Medical Treatment Area includes:

1. Inmate Waiting Area

2. Emergency Treatment Room

3. Inmate toilet

4. Clinic Office

5. Dental Clinic

6. Medication/Pharmaceutical Storage Room

7. Exam room

8. Medical Office

9. Medical/Clerical workstations

10. Negative pressure rooms

C. Statistics

An overview of statistical data for primary medical services will be given out at the mandatory pre-bid conference. Offerors shall verify data wherever possible and ask for any other information needed to prepare their response to the RFP.

6. GENERAL REQUIREMENTS

A. Accreditation

1. National Commission on Correctional Health Care (NCCHC)

The Contractor may be required to obtain NCCHC accreditation during the initial term of the contract. The cost of NCCHC accreditation shall be borne by the Contractor.

It is the responsibility of the SWVRJA healthcare Contractor to maintain the programmatic standards required for continued NCCHC accreditation. A penalty of $10,000.00 per month may be assessed by SWVRJA for failure to achieve and maintain accreditation, or being placed on probation by the

NCCHC.

As part of the client references required in this RFP, Contractors must reveal instances in which accreditation was lost, or the healthcare program was placed on probation by the NCCHC, at sites where the Contractor was providing healthcare services. In such cases, Contractors must also provide details of the corrective action plan that was initiated, if any, in response to accreditation loss/probation.

Future changes to NCCHC accreditation standards shall not give cause for the Contractor to seek an increase in cost charged to SWVRJA for health care services provided under the terms of this contract.

2. American Corrections Association (ACA)

SWVRJA is not American Corrections Association accredited at the time of this RFP. However, the Contractor is required to adhere to current ACA accreditation standards throughout the life of the contract.

As part of the client references required in this RFP, Contractors must reveal instances in which accreditation was lost, or the healthcare program was placed on probation by the ACA, at sites where the Contractor was providing healthcare services. In such cases, Contractors must also provide details of the corrective action plan that was initiated, if any, in response to accreditation loss/probation.

Future changes to ACA accreditation standards shall not give cause for the Contractor to seek an increase in cost charged to SWVRJA for health care

3. Virginia Department of Corrections (VADOC)

SWVRJA is currently Virginia Department of Corrections Certified at the time of this RFP. The Contractor is required to assist SWVRJA in maintaining the VADOC certification throughout the life of the contract.

It is the responsibility of the SWVRJA healthcare Contractor to maintain the programmatic standards required for continued VADOC certification. A penalty of $10,000.00 per month may be assessed by SWVRJA for failure to be in compliance with VADOC standards at the time of the annual unannounced site verification visit. In such cases, Contractor must provide a detailed corrective action plan to correct the deficiency. The penalty will continue to be applied until VADOC determines the facility meets the relevant standards.

Future changes to VADOC certification standards shall not give cause for the Contractor to seek an…