Site_Vist_8-20-13_Minutes.pdf

PRE-PROPOSAL SITE VISIT MINUTES

RFPP02051300004

Dialysis & Nephrology Services Federal Medical Center Devens, Massachusetts

A pre-proposal site visit for Request for Proposal RFPP02051300004 was held on Tuesday, August 20, 2013. The site visit was led by Christine Guy, Supervisory Contracting Officer, and began at 9:00a.m. The following individuals participated in the site visit.

Name Organization Represented

Christine Guy, Supervisory Contract Bureau of Prisons, FMC Devens Specialist .

Heather Cheney, Contract Specialist Bureau of Prisons, FMC Devens

Ted Eichel, Health Service Administrator Bureau of Prisons, FMC Devens

Jill Blanchette, Dialysis Coordinator Bureau of Prisons, FMC Devens

Richard Apollo, VP Ancillary lOS Naphcare

Jonathan Jennings, Clinic Manager 'Naphcare

Michael Kennedy, Biomedical 0 ld Dominion Dialysis

Cynthia Brown, Director of Nursing Old Dominion Dialysis

Jacqueline Moore, President Jacqueline Moore & Associates

Nicole Vandevander, National Director CharDonnay Dialysis

Steven Jeger, VP Physiscians Dialysis

Chrisandy Harry, Director of Biomedical Physiscians Dialysis

Claudette Porter, Regional Clinical Director CharDonnay Dialysis

Mary Billo, Technical Director CharDonnay Dialysis

Ms. Guy introduced herself and welcomed all present to the pre-proposal site visit in the front lobby conference room. Ms. Guy handed out question sheets to each participant and copies of the solicitation cover letter then explained that any questions should be noted on these sheets for response along with the site visit minutes that will be posted to the FedBizOpps web site. Ms.

Pre-Proposal Site Visit Minutes

RFPP02051300004

Guy also discussed that any other questions regarding the solicitation needed to be forwarded to Raymond Kelemencky, Contracting Officer at the Field Acquisition Office. Any formal changes to the solicitation will be posted as an amendment to the solicitation and will be posted to FedBizOpps.

Ms. Guy escorted the group down to the dialysis unit and introduced Ms. Blanchette, Dialysis Coordinator for a brief overview of the unit. Ms. Blanchette provided basic information on the operation of the dialysis unit. This information included hours of operation, type and number of inmates currently being dialyzed, basic layout, and storage areas. Ms. Blanchette opened up the room where the reverse osmosis water system is kept so that all participants could view. During this time Ted Eichel, Health Services Administrator joined the group and introduced himself.

Ms. Guy escorted all participants back to the front lobby conference room where she mentioned that FMC Devens currently has a contract Vascular Surgeon that comes in monthly and provides some minor procedures and coordinates care with the contract Nephrologist. Ms. Guy stressed the importance of maintaining the communication and relationship with the outside hospital that provides vascular care and transplant services. Ms. Guy collected question sheets and answer any questions that the group had. During the site visit the following questions were asked and the answers can be found in the solicitation statement of work:

Who will supply medications?

Who provides the Nephrologist?

Who maintains the dialysis machines?

Who maintains the RO water system?

How many of chairs?

The following questions were asked and answered during the site visit:

Q-What standards does FMC Devens adhere to?

A-OSHA , JCAHO, and ACA

Q-Does the current contractor use their own computer system?

A-The current contractor uses their own computer program to monitor dialysis machines and print run sheets for medical records.

Q-Who orders and deliver supplies to the institution?

A-The contractor orders supplies and anyone that has had their background checked and cleared may dliver.

Q-Who's responsibility is it to order medications?

A-It is the responsibility of FMC Devens pharmacy staff to order medications.

Q-How many dialysis inmates does FMC Devens have right now?

A-FMC Devens currently has 109 inmates on dialysis.

Pre-Proposal Site Visit Minutes FtFPP02051300004

Q-How many pre-renal inmates does FMC Devens have?

A-FMC Devens has approximately 23 inmates that are stage 5 pre-renal and 46 inmates that are stage 3&4 pre-renal.

Q-Number of contract staff required?

A-This solicitation utilizes a performance-based approach. Required services are described in terms of output rather than specific task assignments.

Q-Are TB Cases handles in house?

A-Currently they are being sent out to the outside hospital; however that may change in the future.

Q-How many back-up machines are there?

A-Currently four

Q-How often and how are transonic done?

A-They are done quarterly on a machine and determined by the contract Nephrologist.

Q-Who supplies tools for biomed room?

A-Contractor originally supplied however, FMC Devens has provided replacements.

Q-Who supplies blood for transfusions?

A-Blood is supplied through FMC Devens Comprehensive Medical contract.

Q-What is the length of time a background clearance takes?

A-Backgrounds vary depending on the circumstances however they approximately take 2-3 months.

The following questions were handed in at the end of the site visit by Chrisandy Harry from Physician Dialysis:

Q-How many hours does the Biomed Tech work weekly?

A-On call but employed by the current contractor full-time.

Q-How many staff work on the floor?

A-Current ratio for Technicians is 3 to 1 and Registered Nurse is 10 to 1.

Q- How often does the water loop get disinfected?

A-Every 6 months

Q-How often do the RO machine get disinfected?

A-Every 6 months

Ms. Guy concluded the question and answer session by notifying all that the minutes of the site visit would be posted to FedBizOpps as soon as possible and thanked everyone for coming. All participants were escorted to the front lobby by Ms. Guy and the site visit was complete at 10:00am.

Pre-PROPOSAL Site Visit Minutes

These minutes were recorded and submitted by Christine Guy, Supervisory Contract Specialist.

Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within ten days. Otherwise, these minutes will stand as written.

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Christine Guy, Supervisory Contract Specialist Date

Pre-PROPOSAL Site Visit Minutes