S000000125 Pre Bid Conference.pdf

S000000125

COMPREHENSIVE MEDICAL SERVICES

PRE-PROPOSAL CONFERENCE

DEPARTMENT OF CORRECTIONS

TSS OSP CONTACT INFORMATION

Heather Bailey

Statewide Procurement Specialist

Email: heather.v.bailey@Arkansas.gov

Office: 501-324-9320

TODAY’S TOPICS

The Solicitation

Comprehensive Medical Services Population

The RFP Schedule

The Bid Submission

The Complete Pricing Response

Staffing

New Items from Bid 10 Years Ago

RFP Selection Process

THE SOLICITATION

This RFP is issued by the Transformation and Shared Services Office of State Procurement for the

Department of Corrections, which includes the Division of Correction and the Division of Community

Correction to obtain pricing and a contract for Comprehensive Medical Services.

Comprehensive Medical Services, for the purposes of this RFP include but are not limited to:

Medical Services

Dental Services

Mental Health Services

Pharmacy Services

COMPREHENSIVE MEDICAL SERVICES POPULATION

The Comprehensive Medical Services population includes:

+/- 16,000 inmates

+/- 39 jail detainees

+/- 336 inmates in the custody of ADC who are housed in county jails as part of the Act 309 program (as per AR

Code § 12-30-301 et seq)

+/- 1,600 inmates in the custody of the Division of Community Correction in accordance with proven standards of care, and that meet Arkansas Department of Health and American Correctional Association standards.

Note: Substance use (excluding Medication Assisted Treatment) and sex offender treatment programs are not part of this RFP.

RFP SCHEDULE

Activity Date

RFP Release to Prospective Contractors September 29, 2022

Pre-Proposal Conference* October 7, 2022, 10:00 a.m.

Mandatory Facility Tours* October 17 – 21, 2022

Deadline for Prospective Contractor Questions in ARBuy* October 28, 2022, 5:00 p.m.

Answers to Questions Posted in ARBuy* November 18, 2022

Proposal Due Date* December 7, 2022, 2:00 p.m.

Oral Presentations/Demonstrations* January 9 – 12, 2023

Final Reviews* February 21, 2023 – March 17, 2023

Post Anticipation to Award* February 3 – 18, 2023

Award Contract* April 3, 2023

Implementation* April 3, 2023 – June 30, 2023

Official Contract Start Date* July 1, 2023

THE BID SUBMISSION

Read the Bid carefully to make sure you understand what is being asked of you, the

Prospective Contractor.

The Prospective Contractor must offer each type of service listed in the RFP for the submission to be considered as a complete response.

All responses must be submitted through the State’s eProcurement System, ARBuy.

There is a Technical Proposal Packet attached to the solicitation document in ARBuy, which includes a list of all items that must be submitted, and in the correct order, it must be submitted, as part of the Prospective Contractor’s response.

THE COMPLETE PRICING RESPONSE

The Complete Pricing Response

• Pricing Response is attached as an Excel document to the solicitation in ARBuy.

• Pricing must be submitted in U.S. dollars and cents.

• Pricing must be submitted using a Per Inmate Per Month (PIPM) rate.

• The pricing response must be provided for different services provided to two different types of populations:

• Inmates housed in DOC facilities, ALETA, Arkansas State Police, though requirements may differ among the facilities.

• ADC Inmates housed in county jails as part of Act 309 (as per AR Code § 12-30- 4001 et seq.) assignment (county jail contract), Work Release Sites, and any ADC operated jails.

• Pricing must be submitted for ten (10) years.

• Pricing submission must be notarized.

CENTRAL OFFICE STAFFING

At minimum, the following Contractor positions must be located full-time in the Arkansas Department of Corrections (ADC) Central Office:

Regional Vice President

Regional Director of Operations

Regional Medical Director

Regional Dental Director

Regional Mental Health Director

Regional Director of Nursing

Regional Nursing Informatics Clinician

Continuous Quality Improvement (CQI) Director

Act 309 Coordinator

Regional Infection Control Coordinator

Regional Managers

One (1) Medical Records Clerk

ADDITIONAL STAFFING

The Department of Corrections (DOC) is in the process of restructuring leadership for the Ouachita River Correctional Unit (ORCU) to include:

One (1) Health Service Administrator (HSA)

Two (2) Assistant Health Service Administrators (HSAs)

Two (2) Director of Nursing positions

The DOC is looking at the addition of a Regional Nursing Informatics Clinician. This position will be housed in the ADC Central office.

Make sure to review Attachment D, the Staffing Control Matrix, for a grasp of all positions by location.

NEW ITEMS FROM LAST BID 10 YEARS AGO

The following four new items are listed in this solicitation that were not listed in the last solicitation 10 years ago. Please make sure these items are included in your response:

Comprehensive Mental Health Services as per RFP Section 5.4

Expansion of the On-Site Chemotherapy Services as per RFP Section 5.14

Expansion of Medication Assisted Treatment (MAT) to the Division of Correction for Opiate or Alcohol-

Use Disorders as per RFP Section 5.16.

Dental for the Division of Community Corrections (ACC) as per RFP Items 5.18.A.9.a., b., and c.

RFP SELECTION – THE TECHNICAL PROPOSAL SCORE

OSP will review each Technical Proposal Packet to verify submission requirements have been met. A Technical Proposal Packet that does not meet submission requirements will be rejected and will not be evaluated.

An agency-appointed evaluation committee will evaluate and score qualifying Technical Proposals. Evaluation will be based on the Prospective Contractor’s response to the Information for Evaluation section included in the Technical Proposal Packet.

Each question, and any sub-question listed in the Information for Evaluation section should be answered as thoroughly as possible.

As a reminder, the formatting should not be altered.

RATING SYSTEM FOR EVALUATORS

Quality

Rating

Quality of

Response Description

Confidence in

Proposed Approach

5 Excellent

When considered in relation to the RFP evaluation factor, the proposal squarely meets the requirement and exhibits outstanding knowledge, creativity, ability, or other exceptional characteristics. Extremely good.

Very High

4 Good When considered in the relation to the RFP evaluation factor, the proposal squarely meets the requirement and is better than merely acceptable.

High

3 Acceptable When considered in relation to the RFP evaluation factor, the proposal is of acceptable quality.

Moderate

2 Marginal When considered in relation to the RFP evaluation factor, the proposal’s acceptability is doubtful.

Low

1 Poor When considered in relation to the RFP evaluation factor, the proposal is inferior. Very Low

0 Unacceptable

When considered in relation to the RFP evaluation factor, the proposal clearly does not meet the requirement. Either nothing in the proposal is responsive in relation to the evaluation factor or the proposal affirmatively shows that it is unacceptable in relation to the evaluation factor.

No Confidence

RFP SELECTION – CONSENSUS

After initial individual evaluations are complete, the Evaluation Committee members will meet to discuss their individual ratings. At this consensus meeting, each member will be afforded an opportunity to discuss his or her rating for each evaluation criteria.

After committee members have had an opportunity to discuss their individual scores with the committee, the individual committee members will be given the opportunity to change their initial individual scores, if they feel that it is appropriate.

The final individual scores of the evaluators will be recorded on the Consensus Score Sheets and averaged to determine the group or consensus score for each proposal.

Technical Proposals that do not receive a minimum weighted score of 300 may not move forward in the solicitation process. The pricing for proposals which do not move forward will not be scored.

WEIGHTED SCORES

Information for Evaluation

Sub-Sections

Maximum Raw

Points Possible

Sub-Section’s

Weighted

Percentage

* Maximum

Weighted Score

Possible

E.1 Introduction and Company Profile 35 10% 70

E.2 Human Resources 30 20% 140

E.3 Employee Stabilization & Retention of Current Medical Services contract staff 25 20% 140

E.4 Comprehensive Medical Services 35 25% 175

E.5 Program Support Services 60 15% 105

E.6 Safety, Sanitation, and Infectious Disease 35 10% 70

Total Technical Score 220 100% 700

RFP SELECTION – ORAL PRESENTATION/DEMONSTRATIONS

The three Prospective Contractors with the top technical proposal scores, after the completion of the technical proposal evaluation, will be contacted by the OSP buyer to schedule an oral presentation/demonstration. If the lowest technical proposal is within ten points of the top technical proposal, then that Prospective Contractor will be invited for an oral presentation/demonstration.

The Prospective Contractor will be allowed one hour and 30 minutes to present their proposal and receive and respond to questions.

As a reminder, the oral presentations/demonstrations will take place during the week of

January 9, 2023.

RFP SELECTION – ORAL PRESENTATION/DEMONSTRATION SCORE

The buyer will create a second set of score sheets by copying the Excel workbook that contains all of the scores to create post-oral presentation/demonstration score sheets.

After each oral presentation/demonstration is complete, the Evaluation Committee members will have the opportunity to discuss the oral presentation/demonstration and review their individual scores on the Post-Oral Presentation/Demonstration Consensus

Score sheet based on the information provided during the oral presentation/demonstration.

RFP SELECTION – COST SCORE

Upon completion of final consensus, cost proposals will be opened.

The maximum amount of cost points (300) will be given to the proposal with the lowest 10-year grand total as shown on the Official Solicitation Price Sheet.

The number of points given to the remaining proposal will be allocated by using the following formula:

(A/B) x (C) = D

A is the Lowest Total Cost

B is the Second (third, fourth, etc.) Lowest Total Cost

C is the Maximum Points for Lowest Total Cost

D is the Total Cost Points Received

RFP SELECTION – CONTRACTOR SELECTION

The Technical and Cost Score will be added together to determine the Grant Total Score for the proposal.

The Prospective Contractor’s proposal with the highest Grand Total Score will be selected as the apparent successful Contractor.

The State may move forward with Contract

Negotiations with the Prospective Contractors determined, based on the ranking of the proposals, to be reasonably susceptible of being selected for award.

Contract Negotiation are scheduled to take place from January 17, 2023, to February 2, 2023.

Maximum

Points

Possible

Technical Proposal 700

Cost 300

Maximum Possible Grand Total

Score 1,000

S000000125

COMPREHENSIVE MEDICAL SERVICES

PRE-PROPOSAL CONFERENCE

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES OFFICE OF

STATE PROCUREMENT