S000000125 Questions and Answers~2.xlsx
XLSX spreadsheet 85 KB Posted
- Attached to
- Comprehensive Medical Services
- Solicitation number
- S000000125
- Issued by
- Arkansas
About this file
This document is a request for proposals (RFP) issued by the Arkansas Department of Corrections (DOC) and the Arkansas Community Correction (ACC) for Comprehensive Medical Services. The RFP covers a wide range of medical services to be provided at DOC and ACC facilities, including intake screening, physical examinations, chronic care, mental health treatment, pharmacy, lab, radiology, and others. The RFP includes 16,000 +/- inmates, 39 +/- jail detainees, 336 +/- inmates in the custody of DOC housed in county jails, and 1,600 +/- inmates in the custody of ACC. The contract term is up to 10 years, with firm pricing required through June 30, 2033. Interested vendors must submit proposals by the due date.
The RFP requires vendors to provide a guaranteed annual rate for services, and the contractor will be responsible for an equipment fund equal to 10% of the total value of existing equipment. Current medical equipment and office equipment at the facilities will largely remain with the new contractor to use. The state currently utilizes the eOMIS electronic health record system, and the new contractor will be responsible for any necessary interface changes with their own subcontractors. Historical utilization and cost data is provided for the incumbent contractor, but the state will not share the current contract terms.
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Questions Submission of Written Questions
| Instructions |
| This Response Template must be used for submission of written questions. All questions should provide the requested information. Those that do not, may not be answered by the State. The Prospective Contractor may add as many lines as needed. The State would strongly prefer the Prospective Contractor to ask multi-part questions as individual questions on separate lines. Instructions: Complete all cells of each question asked in the Table below. Clearly identify the referenced section or text. |
| Example | ||||
| Question | Question Subject | Question Text | Response | |
| 1 | Section 1.9.B.2.b | Please confirm that the State does NOT want responders to provide detailed responses to each subsection of Section 5 Scope of Services and that the only detailed responses required/desired are for the Information for Evaluation sections. If so, where/when do we provide the plans, etc. required in Section 5 ? for instance 5.22.K ? the Project Work Plan? | Provide answers to questions in the Information for Evaluation section of the Technical Proposal Packet. | |
| 2 | Section 1.9.B.4 | Will the State allow for attachments to the proposal such as responder?s policies and forms? If so, where should these be placed in the submission? | Yes, the State will allow for attachments as long as they are pertinent to the response to a question in the Technical Proposal Packet. An Appendix may be created at the end of the proposal for those attachments. Marketing material information is not acceptable. | |
| 3 | Section 5.4 | What mental health programming is provided at each of the DOC's facilities? | Typical mental health services offered at all facilities include crisis intervention, treatment precaution checks, treatment precaution follow-ups, case management, pre-lock up, restricted housing rounds and reviews, response to inmate requests, psychiatric encounters, file reviews, treatment plans, release planning, PREA screenings, disciplinary reviews, self-help materials, and other MH contacts as needed or required. Intake screenings are primarily done at McPherson and Ouachita River, but have been done at other units occasionally. Special programs are: Cummins - Anger Management Treatment 32 beds (restricted housing inmates) ORCU - MH Residential Program 128 beds (SMI's)/Habilitation Program 47 bed (cognitive impaired) for male population McPherson - MH Residential Program 40 beds (SMI's and cognitive impaired) | |
| 4 | Section 5.4 | What are the DOC's suicide rates for each of the last three contract years? | Rate per 100,000: 2019 - 68.5 2020 - 72.39 2021 - 62.09 2022 - data not yet available | |
| 5 | Section 5.4 | Does the DOC have any specific mental health units or beds? | Cummins - Anger Management Treatment 32 beds (restricted housing inmates) ORCU - MH Residential Program 128 beds (SMI's)/Habilitation Program 47 bed (cognitive impaired) for male population McPherson - MH Residential Program 40 beds (SMI's and cognitive impaired) | |
| 6 | Section 5.4 | What are the qualifications for the DOC's Behavioral Health Advisors? | On the internet go to: transform.ar.gov/personnel/resources/forms/ Then on the left hand side under 'Resources' select 'Class Code Search'. In the search space type in the job title. Click on the blue job title to open the job description for that position for licensure requirements, experience and education requirements. | |
| 7 | Section 5.4 | What is the vacancy rate for all DOC mental health positions? | Current vacancy rate for mental health positions on the RFP is 46.6%. | |
| 8 | Section 5.4 | Please provide information about the vendor provided pilot mental health program at the East Arkansas Regional Unit? Do you want responders to propose similar programs at some or all other facilities? | The pilot program at East Arkansas Regional Unit is a fully-staffed comprehensive Mental Health program. The expectation is to have this same, or better, level of care at all DOC sites. Work Release sites only need limited services such as medication management, counseling associated with medications, and request review/response. For those sites, if there is a crisis intervention or more in-depth treatment needed the inmate would be returned to a parent unit. | |
| 9 | Section 5.13 | What were the total costs of off-site services (outpatient and inpatient) for each of the last three contract years? | This information is property of the current Contractor. DOC is not privy to the cost spent by the current Contractor. | |
| 10 | Section 5.13 | What company currently provides On-Site Dialysis services? What company currently provides Off-Site Dialysis services? | On-site Dialysis is provided by Chardonnay Dialysis. The only off-site dialysis is performed when a patient is out to a free-world hospital. | |
| 11 | Section 5.13 | Is the State a ?Covered Entity? as defined by HIPAA (i.e. the State sends electronic claims to health insurance companies for reimbursement of health care)? | The current Contractor is responsible for all claims in regard to DOC inmate's healthcare. DOC is not responsible for these claims. | |
| 12 | Section 5.14 | What company(ies) or clinic(s) currently provides On-Site Chemotherapy services including an oncologist and a chemo nurse? | The Chemotherapy nurse and APRN are employees of the current vendor. They work in collaboration with Regional One Health in Memphis, TN for treatment plans and medications. | |
| 13 | Section 5.20.I.2 | What companies are the current subcontractors for the following: Pharmacy? Laboratory? Radiology? On-Site Dialysis? Off-Site Dialysis? What interfaces are currently built-in to the eOMIS system? Pharmacy? Laboratory? Radiology? Dental Digital Imaging? Others | Pharmacy - Diamond pharmacy Laboratory - LabCorp Radiology - Express Mobile On-site Dialysis - Chardonnay (No off-site dialysis - see Question 10) Interfaces with eOMIS - LabCorp orders and results, Radiology orders and results, Pharmacy orders and | |
| 14 | Section 5.20.H.3 | Is the eOMIS EMR system still being implemented in some facilities? If so, which ones? | eOMIS has been implemented in all ADC/ACC units. We do have updates and additions that we are working toward. | |
| 15 | Section 5.21 | What company currently provides medical supplies for the existing contractor? | McKesson - Medical Henry Shein - Dental | |
| 16 | Section 5.22 | What were the total pharmaceutical costs for each of the last three contract years? | This information is property of the current Contractor. DOC is not privy to the cost spent by the current Contractor. | |
| 17 | Section 5.25 | What company currently provides hazardous waste removal from the facilities? | Stericycle | |
| 18 | Section 5.27 Equipment | Please provide an inventory of all State-owned medical and office equipment for each facility that will remain in place for use by a new contractor. | The majority of all equipment is owned and maintained by the current Contractor. Negotiations for all other equipment on site will be the responsibility of the Successful Contractor. Please see Attachment N for DOC owned equipment. | |
| 19 | Section 5.27E | What is the total value of existing equipment? | DOC owned equipment used for medical services totals $1,095,650.66 | |
| 20 | Official Solicitation Price Sheet | Should responders place the total dollar amount of the contract under the Total Annual Costs column, or should the total be provided in PIPM terms? | The Prospective Contractor shall enter the PIPM in columns B and C. The spreadsheet will auto populate the Total PIPM rate and the Total Annual Costs. | |
| 21 | Section 10 | Please provide a copy of the current contract for Comprehensive Medical Services | This question is not applicable for the Prospective Contractor to submit a qualified proposal. | |
| 22 | Section 10 | What is the current annual contract cost? | This question is not applicable for the Prospective Contractor to submit a qualified proposal. | |
| 23 | 8.1.F.1 and 8.2: Program Firm Pricing | Program firm pricing: *Proposal prices must be valid and remain firm through June 30, 2033. *The requirements, terms and conditions of this RFP must be reflected in the firm prices? Based on the verbiage, please validate that this is a Firm Fixed Price contract? | This contract is what the State calls a Term, meaning up to a maximum of 10 years. Meaning, the prices are set for the next ten (10) years as per DOC. | |
| 24 | 8.1.H: Guaranteed Annual Rate | Please clarify if the guaranteed annual rate increases are provided by the DOC or if the contractor is to provide this rate? | The Contractor will provide this rate. | |
| 25 | 5.27: Equipment Fund | Medical Services Contractor shall identify an equipment fund that is equal to 10% of the total value of existing equipment. Will the DOC be providing a list of the existing equipment? | This will have to be done after the contract is awarded. They will not have access to this amount until the Implementation phase and they know what the cost/value of the Contractor equipment will be. | |
| 26 | 1.9: Technical Response Packet, Information for Evalutaion | The pre-proposal conference slides note that there can be no changes to formatting for the Information for Evaluation section. Given that some of the requests, such as an organizational chart, cannot fit within the formatted table as presented in the packet, will the government please clarify what it means by no formatting? | The Information for Evaluation states that the Prospective Contractor may expand the space under each item/question to provide a complete response. See the response to Question 2. | |
| 27 | General Question Regarding the Incumbent | Will the government please make available to offerors the existing contracts and addendums for the current provider? | This question is not applicable for the Prospective Contractor to submit a qualified proposal. | |
| 28 | Attachment D: Staffing and Control Matrix | Attachment D has a total of 616.827 FTEs. Under 200308 East Central Community it has 13.075FTEs. The total for all FTEs in this attachment is 618.80 and under 200308 the total is 14.775. Please advise to which is correct. | The correct FTE's for East Central Community Correction Center is 14.775 with a total FTE's 617.05 | |
| 29 | 5.13 Physical Therapy | What company currently provides contracted physical therapy services? | All Star Physical Therapy | |
| 30 | Section 6 | What company currently provides Tele-psych Services to the Department of Corrections? | The current Contractor employs all Psychiatrists. They have their own tele-medicine platform. | |
| 31 | RFP Section 1.9.B.2.b on Page 12 of 69 | Please confirm that Prospective Contractors may utilize their own Word document templates and formats to respond to the ?Information for Evaluation? section of the Technical Response Packet. | Please see the response to Questions #2 and #26. | |
| 32 | RFP Section 1.9.B.3.a on Page 12 of 69 | With regard to the very top line of the ?EO 98-04: Contract and Grant Disclosure Form,? please indicate whether the ADC/ACC considers Prospective Contractors to be potential ?subcontractors? of the State of Arkansas, so that we know whether to check the ?YES? or ?NO? box at the top of this form. | Prospective Contractors are NOT considered subcontractors. | |
| 33 | RFP Section 1.9.B.3.b on Page 12 of 69 | With regard to the Voluntary Product Accessibility Template (VPAT), please answer the following questions. a. Is this form applicable to RFP S000000125 for Comprehensive Medical Services? b. Is the ADC/ACC requiring Prospective Contractors to complete and submit a VPAT form? c. If yes, there are several versions available online. Please provide the version which the ADC/ACC wishes Prospective Contractors to complete. | See Attachment EE - VPAT. Attached to the solicitation in ARBuy. | |
| 34 | RFP Section 1.10 on Page 12 of 69 | Please confirm that the State will accept uploaded documents in either Microsoft Word (.DOC) or Adobe Acrobat (.PDF) file format. | Please see the response to Questions #2 and 26. | |
| 35 | RFP Section 1.13.B on Page 13 of 69 | This section states, ?the State may initiate procedures for collection against the Contractor?s performance security. Please provide the following information on this topic. a. Please provide the date and the amount of all instances under the current contract when the ADC/ACC has collected funds from the current Contractor?s performance security. b. In the event the ADC/ACC collects funds from the Contractor?s performance security, will the Contractor be required to replenish (or add to) its bond/check/letter of credit to maintain the value of the performance security at $10 million? | There has been no collections from the Current Contractor from this fund. | |
| 36 | RFP Section 1.13.B on Page 13 of 69 | This section states, ?The Prospective Contractor shall provide proof of the ability to obtain and maintain the following insurance.? However, the ?Information for Evaluation? section of the Technical Response Packet does not ask for this document, and Page 12 of the RFP clearly instructs Prospective Contractors ?DO NOT include any other documents.? Where does the State wish Prospective Contractors to include this RFP-mandated item (proof of insurance) in their response documents? | The Apparent Successful Contractor will be required to provide proof of insurance prior to contract award. | |
| 37 | RFP Section 1.14.E on Page 14 of 69 | This section states: The Contractor?must furnish a copy of a Letter of Intent to obtain insurance coverage. However, the Information for Evaluation section of the Technical Response Packet does not ask for this document, and Page 12 of the RFP clearly instructs Prospective Contractors DO NOT include any other documents. Where does the State wish Prospective Contractors to include this RFP-mandated item (insurance Letter of Intent) in their response documents? | The Apparent Successful Contractor will be required to provide proof of insurance prior to contract award. | |
| 38 | RFP Section 2.2.3.a on Page 17 of 69 | As a contract objective, this section lists: To deliver Comprehensive Medical Services, excluding inpatient hospitalizations lasting greater than twenty-four (24) hours?However, RFP Section 5.3.A.1.d on Page 23 lists inpatient services as something the Contractor shall provide. As these two statements are in direct conflict, please clarify for exactly what inpatient services the Contractor will be financially responsible. | For Inmates hospitalized past a 24 hour observation status are eligible to apply for Arkansas Medicaid to cover the costs of Inpatient Services. The Contractor is responsible for these applications or cost of stay if not covered by Medicaid. | |
| 39 | RFP Section 2.2.3.a on Page 17 of 69 | This section references: a population of 16,000 +/- Inmates, 39 +/- jail detainees, 336 +/- Inmates in the custody of ADC who are housed in county jails as part of a program (Act 309 as per AR Code § 12-30-401 et seq), and 1,600 +/- Inmates in the custody of ACC. Please provide the following information on this topic. a. Please provide more detail on the 39 +/- jail detainees who are listed as a separate and distinct population from the Act 309 inmates, e.g., where are they housed, why they are distinct from the Act 309 inmates, etc. b. Please define the Contractor?s scope of clinical responsibility for these 39 +/- jail detainees. c. Please define the Contractor?s scope of financial responsibility for these 39 +/- jail detainees. | The Delta Unit houses up to 4 county jail detainees. East Arkansas Regional Unit houses up to 37 county jail detainees. These units are responsible for the care of these detainees including sick call, provider call, emergent dental needs, and medications. They are not necessarily convicted and sentenced to time in the DOC. Act 309 Inmates have been convicted and served time in the DOC. They are housed in county jails as part of a work program. The care provided for those inmates is typically basic care. For extensive medical needs, these inmates are brought back in to the DOC units. | |
| 40 | RFP Section 2.2.3.a on Page 17 of 69 | We have reviewed Act 309 as per AR Code § 12-30-401 et seq. Please provide the following information on this topic. a. Please define the Contractor's scope of clinical responsibility for Act 309 inmates housed in County/City jails. b. Please define the Contractor's scope of financial responsibility for Act 309 inmates housed in County/City jails. | Act 309 Inmates are provided medication, telemedicine visit when appropriate for sick call or provider visits. The current Contractor's Regional Office staff employ a Licensed nurse to screen each applicant for the program for medical conditions or treatments that may interfere with the program, answer sick calls, triage and schedule as indicated, arrange for the County jail staff to take Act 309 inmates to local health units for vaccines, refills chronic care medications when needed as per provider orders, and advise DOC Act 309 Coordinator when an inmate needs to be returned to a DOC unit due to extensive or worsening medical needs. | |
| 41 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see ALETA has a bed capacity of 20 inmates. What is the average inmate population at the Training Academy? b. Please define the Contractor's scope of responsibility for inmates housed at ALETA. | October 2022 - average population was 18 inmates for ALETA. They have no onsite medical care. Cummins Unit is responsible for medications that are shipped directly to ALETA. They also make arrangements for these Inmates to be transported to the Cummins unit for Chronic Care, Dental Care, and other medical needs. | |
| 42 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see the Arkansas State Police Headquarters has a bed capacity of 20 inmates. What is the average inmate population at the State Police HQ? b. Please define the Contractor's scope of responsibility for inmates housed at the State Police HQ. | October 2022 - average population was 52 inmates out of65 bed capacity for AR State Police HQ. They have no onsite medical care. Wrightsville Unit is responsible for medications that are shipped directly to the AR State Police HQ. They also make arrangements for these inmates to be transported to the Wrightsville Unit for Chronic Care, Dental Care, and other medical needs. | |
| 43 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see the Delta Regional County Jail has a bed capacity of 4 inmates. Is this one of the "ADC-operated jails" referenced in RFP Section 8.1.C.2? b. Please define the Contractor's scope of responsibility for inmates housed at the Delta Regional County Jail. c. There is no staffing plan provided for the Delta Regional County Jail in RFP Attachment D Staffing Control Matrix. Is the awarded Contractor responsible for providing staff at this facility? d. If yes, please provide the current health care staffing plan at the Delta Regional County Jail. | Please see the response to Question #39. | |
| 44 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see the East Arkansas Regional County Jail has a bed capacity of 35 inmates. Is this one of the "ADC-operated jails" referenced in RFP Section 8.1.C.2? b. Please define the Contractor's scope of responsibility for inmates housed at the East Arkansas Regional County Jail. c. There is no staffing plan provided for the East Arkansas Regional County Jail in RFP Attachment D Staffing Control Matrix. Is the awarded Contractor responsible for providing staff at this facility? d. If yes, please provide the current health care staffing plan at the East Arkansas Regional County Jail. | Please see the response to Question #39. | |
| 45 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see the Pine Bluff Reentry facility has a bed capacity of 54 inmates. Please define the Contractor's scope of responsibility for inmates housed at the East Arkansas Regional County Jail. b. There is no staffing plan provided for the Pine Bluff Reentry facility in RFP Attachment D Staffing Control Matrix. Is the awarded Contractor responsible for providing staff at this facility? c. If yes, please provide the current health care staffing plan at the Pine Bluff Reentry facility. | Pine Bluff Reentry medical care, which is limited, is the responsibility of the Pine Bluff Unit. The FTE's for the Pine Bluff Unit cover the Pine Bluff Reentry needs. They do not require 24/7 nursing care. | |
| 46 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see Varner Super Max has a bed capacity of 486 inmates. However, there is no staffing plan provided for the Pine Bluff Reentry facility in RFP Attachment D Staffing Control Matrix. Please provide the current health care staffing plan at Varner Super Max. b. Please confirm that the staffing provided in response to Section (a) of this question is in addition to (NOT included in) the FTE levels listed for Location 200296 Varner Unit in RFP Attachment D. | The staffing matrix for Varner unit covers Varner Supermax as well. | |
| 47 | RFP Section 3.1.G on Page 20 of 69 | With regard to this list of facilities/units covered by the solicitation, please answer the following questions. a. We see the White River Arkansas CCC has a bed capacity of 175 inmates, but that it is not scheduled to open until January 2024. Does the ADC/ACC want Prospective Contractors to include staffing and other costs for this facility in our proposals? b. If yes, please define what the awarded vendor's responsibility will be-if any-for furnishing health care equipment and supplies for the facility. c. If not, please confirm that these costs will be added to the awarded vendor's contract through a contract amendment. d. Please provide an update on the status of the White River Arkansas CCC. e. What is the ADC/ACC's plan to populate this facility, i.e., from which other facilities will inmate be removed in order to house them at the White River Arkansas CCC? | a-c. The cost for this unit can be included beginning in the 2024 yearly cost. d. The White River ACC is still on track for opening January 2024. e. The population for this facility will be similar to that of OMEGA. They will likely be short term sentences (30-90 days) and will come either from the courts or from the county jails. | |
| 48 | RFP Section 4.2 on Page 21 of 69 | This section contains multiple mandatory (i.e., "shall") instances where the Prospective Contractor must provide information to demonstrate its experience and capabilities. However, the Information for Evaluation section of the Technical Response Packet does not ask for this exact information, and Page 12 of the RFP clearly instructs Prospective Contractors "DO NOT include any other documents." Where does the State wish Prospective Contractors to include this RFP-mandated information experience and capabilities in their response documents? | The Prospective Contractor shall respond to questions in the Information for Evaluation section of the Technical Proposal Packet. | |
| 49 | RFP Section 5 on Pages 22-49 of 69 | This section (the Scope of Work) contains mandatory "shall" language in almost every sub-section. Please clarify whether these mandatory "shall" requirements are meant for (a) only the awarded Contractor, as standards it must adhere to during the term of the contract or (b) all Prospective Contractors, as points that must be addressed in each vendor's proposal. | Information requested in Section 5 of the RFP that may not be listed in the Technical Proposal Packet will be required to be submitted by Apparent Successful Contractor prior to contract award. If the information is in the Technical Proposal Packet then the Prospective Contractor must include their response in their proposal. | |
| 50 | RFP Section 5.1.B on Page 22 of 69 | This section states, "The Contractor shall address all areas listed, clearly delineating how tasks will be performed, whether the task will be performed on-site or off-site, UM where applicable, and CQI throughout." Please provide the following information on this topic. a. Is the ADC/ACC requiring Prospective Contractors to respond to each section in the Scope of Services, numbered item-by-numbered item, as part of our technical responses? b. Is this in addition to completing and submitting the "Information for Evaluation" section of the Technical Response Packet? c. Does the ADC/ACC want the Response to Scope of Services and the "Information for Evaluation" document uploaded as two separate and distinct files? | Information requested in Section 5 of the RFP that may not be listed in the Technical Proposal Packet will be required to be submitted by Apparent Successful Contractor prior to contract award. If the information is in the Technical Proposal Packet then the Prospective Contractor must include their response in their proposal. | |
| 51 | RFP Section 5.8 on Page 31 of 69 | This section states, "The Contractor shall describe their plan for achieving and complying with each applicable Standard or Licensure required by the DOC." Please confirm that this means as the ACA standards are discussed in the RFP, and that the ADC/ACC does not expect Prospective Contractors to take this literally and list/discuss each standard in the current version of the ACA manual. | The prospective contractors are not expected to list all standards individually. This statement also discusses licensures that are required, such as those mandated by ADH for the ORCU Hospital and all Infirmary Wards across the state, Laboratory, and pharmacy licensure. | |
| 52 | RFP Section 5.10 on Page 32 of 69 | With regard to the ADC hospital at Ouachita River Correction Unit, please answer the following questions. a. Is this hospital the same unit referred to as #200291 ORCU-Special Needs Unit in RFP Attachment D Staffing Control Matrix? b. If the ORCU hospital is different from the ORCU Special Needs Unit, please provide a staffing matrix for the hospital. c. Please indicate whether or not the ORCU Hospital staffing is already included in the FTEs listed in RFP Attachment D Staffing Control Matrix and if so, where the hospital FTEs are listed. | The staffing matrix for ORCU is divided into 3 parts: 1. Administration 2. ORCU (general Population) and 3. SNU. SNU includes the Hospital staff. This unit is currently split into two units, as for medical care, but going forward would expect to see this run as one unit. Staff Matrix may be adjusted accordingly for the needs of the unit. | |
| 53 | RFP Section 5.10.B on Page 32 of 69 | The occupancy/census data in this table seems unusually low. Please discuss the reasoning behind why the ADC/ACC infirmaries and hospital are used so rarely. | The ADC Hospital has a total of 28 licensed beds. At any given time, there are about 40-50% of those beds filled with "borders", those who need 24/7 nursing care much like what is found in a nursing home. Those are not counted on the "acute" census. The infirmary wards are used when the patient's acuity of care allows for this and appropriate staffing is available. All Licensed Infirmary and Hospital beds require an RN on duty at all times. | |
| 54 | RFP Section 5.11 on Page 33 of 69 | With regard to the Residential Program Units at ORCU for males and McPherson for females, please answer the following questions. a. What level(s) of patient acuity are treated in the RPUs? b. What types of programming are currently provided in the RPUs? c. Please provide average occupancy/census data for each of the two RPUs. d. Please provide average occupancy/census data for the OCRU habilitation unit for males with developmental or cognitive delays. e. Please provide a staffing matrix for each of the two RPUs. f. For the ORCU RPU, are the FTEs provided in response to Part C of this question (a) in addition to or (b) already included in the FTEs listed in RFP Attachment D Staffing Control Matrix? g. For the McPherson RPU, are the FTEs provided in response to Part C of this question (a) in addition to or (b) already included in the FTEs listed in RFP Attachment D Staffing Control Matrix? | a. All levels of acuity are treated in DOC RPUs. b. Programming includes CBT groups such as thinking errors, anger management, communication skills, coping skills, hygiene/personal care, etc.; case management; psychiatric clinic; and, individual counseling as needed or indicated. c. Prior to COVID beds at both RPUs were filled: 128 at ORCU and 40 at McPherson. Since COVID McPherson continues to be at full capacity, but ORCU averages between 118 to 124. d. Capacity at the Habilitation program is 47 with occupancy averaging around 45. e. Staffing for RPUs is as follows: ORCU: Rehab Program Manager - 1; Psychologist - 2; RN - 1; Social Worker - 3; Advisor - 6; and, Administrative Specialist - 1. McPherson: Psychologist - 1; Social Worker - 1; and Advisor - 2. f. & g. The FTEs are included in Attachment D of the RFP. | |
| 55 | RFP Section 5.12.c on Page 34 of 69 | With regard to the beds designated for individuals with co-occurring disorders at the Southwest Arkansas and East Central Arkansas Community Correction Centers, please answer the following questions. a. Will the Contractor be expected to provide these individuals with treatment for co-occurring disorders? b. Who provides these individuals with addiction recovery services? c. Please provide a staffing matrix for each of these co-occurring disorder units. d. For the 60 beds at the Southwest Arkansas Community Correction Center, are the FTEs provided in response to Part C of this question (a) in addition to or (b) already included in the FTEs listed in RFP Attachment D Staffing Control Matrix? e. For the 100 beds at the East Central Arkansas Community Correction Center, are the FTEs provided in response to Part C of this question (a) in addition to or (b) already included in the FTEs listed in RFP Attachment D Staffing Control Matrix? | a. The Contractor will be expected to provide medical, dental, pharmacy, mental health, and MAT program for all ACC inmates as needed, including those with co-occurring disorders. b. DOC staff are in place to provide recovery services in conjunction with the medical and mental health services provided by the Contractor. c-e. FTEs listed include care for these inmates. | |
| 56 | RFP Section 5.13.A.1 on Page 34 of 69 | This section states, "Healthcare needs must be evaluated for medical necessity using an evidence-based criteria, clinical care approach and using nationally recognized care management resources." Please identify the evidence-based criteria, clinical care approaches, and nationally recognized care management resources that are currently being applied when making clinical decisions for the ADC/ACC inmate population. | The current Contractor and each individual provider has the autonomy to determine what resources they feel meet their needs. Currently the Contractor uses Up to Date as a clinical reference and InterQual for Utilization Management criteria. | |
| 57 | RFP Section 5.13.B.1.c on Page 34 of 69 | This section states, "Follow-up consults are entered and scheduled as recommended by the Specialist when care cannot be provided by the onsite providers." This implies that the Contractor's providers have no input into the patient's treatment planning, but have to strictly follow any orders given by the Specialist. Please describe the process to be followed when an offsite Specialist orders treatment that is inappropriate from either a security, operational, or financial standpoint. | Outside consult specialists send back recommendations. If their recommendation is not reasonable within the policies, rules, standards, practices, or security concerns of the DOC then the onsite provider has full autonomy to provide alternative treatments that they deem medically appropriate. This includes the necessity of a follow up appointment when the services can be provided on site. | |
| 58 | RFP Section 5.13.B.2.a on Page 34 of 69 | In each of the past three years, how many times did the ADC/ACC assess monetary sanctions against the incumbent Contractor for not sending Emergent Consults out to the local community ER immediately? | This question is not applicable for the Prospective Contractor to submit a qualified proposal. | |
| 59 | RFP Section 5.13.B.2.b on Page 34 of 69 | This section states, "Urgent Consults shall be seen within seven (7) Calendar Days of the date the approval of the consult was entered." Please provide the following information on this topic. a. In each of the past three years, how many times did the ADC/ACC assess monetary sanctions against the incumbent Contractor for Urgent Consults not being seen within seven (7) Calendar Days of the date the approval of the consult was entered? b. Currently, what is the average amount of time that elapses between an Urgent Consult being approved and the patient being seen by the Specialist? c. On average, what is the size of the backlog of Urgent Consults that are approved but not yet scheduled? d. Given the provider-especially Specialist provider-shortages currently occurring in our country, will the ADC/ACC grant any grace period for extenuating circumstances, such as epidemics, lock-downs, rare health conditions requiring hard-to-find specialists, etc.? | a. No sanctions have been assessed for Urgent referrals during the past 3 years. b. The time urgent referrals are seen is within the 7 day timeframe required. c. There is currently no backlog for urgent consults. d. If special circumstances arise, the Contractor may submit a written request to the ADC Health Services Administrator for consideration of an abatement of the fine. | |
| 60 | RFP Section 5.13.B.2.c on Page 34 of 69 | This section states, "Routine Consults shall be seen within ninety (90) Calendar Days of the date the approval of the consult was completed." Please provide the following information on this topic. a. In each of the past three years, how many times did the ADC/ACC assess monetary sanctions against the incumbent Contractor for Routine Consults not being seen within ninety (90) Calendar Days of the date the approval of the consult was entered? b. Currently, what is the average amount of time that elapses between a Routine Consult being approved and the patient being seen by the Specialist? c. On average, what is the size of the backlog of Routine Consults that are approved but not yet scheduled? d. Given the provider?especially Specialist provider?shortages currently occurring in our country, will the ADC/ACC grant any grace period for extenuating circumstances, such as epidemics, lock-downs, rare health conditions requiring hard-to-find specialists, etc.? | a. The current policy is not the same as what is stated in this section. For the new contract, where some consults have had a deadline of 60 days, this is now being increased to 90 days. The most common consult being sanctioned is Optometry for 60 days. The policy change will be implemented prior to the contract date. b. For optometry, the time that lapses is typically 7-10 days for the 60 day deadline. Other consults vary by specialty and unit. c. Each unit will vary on this. There is currently not a backlog of approved consults that have not been scheduled. d. Any time a routine consult goes over the deadline, the ordering provider may give a verbal order or document on the consult entry that this is not an emergency consult and may extend until the scheduled date. We know that some specialists are not going to be able to get some appointments scheduled within the timeframe, and we are limited by their schedule. This documentation shows that the provider is aware, has had a chance to review the scheduled date, and if indicated, request another specialist be contacted. This statement will abate any sanctions that would otherwise be imposed. | |
| 61 | RFP Section 5.14 on Page 35 of 69 | With regard to onsite chemotherapy services, please answer the following questions. a. Please provide the name and contact information for the current contract oncologist. b. Does the RFP-required Chemo Nurse currently exist? Is the position currently filled? c. Please describe the ADC's/ACC's current chemo registry system, e.g., is it electronic, what position(s) maintains it, what fields it contains, etc. | a. The Oncology team at Regional One Health in Memphis, TN provides telemedicine clinics for treatment plans and medication management. They provide all medications as part of the 340B pharmacy pricing program. b. There is currently a chemo certified RN and APRN on staff with the Contractor. c. Chemo consults are entered into eOMIS for onsite treatment. These are reviewed by the chemo APRN and added to their registry (spreadsheet). They stay on the registry for the entirety of their treatment and while on surveillance during remission. The registry contains info such as name, ADC #, Treatment (medication name), Date started, and expected completion date for IV, oral, and injection treatments as well as those who have multiple therapies. The registry workbook also includes a list of those whose treatment has not been decided, those waiting on transfer from other units to the Grimes or McPherson Unit for treatment, those who have completed treatments, and those who are on surveillance. The dashboard shows the data in a graph/chart format and there is a breakdown of monthly totals for the year. | |
| 62 | RFP Section 5.16 on Page 36 of 69 | With regard to Medication-Assisted Treatment services, please answer the following questions. a. At which facilities does the ADC want the Contractor to provide Medication-Assisted Treatment services? b. For each of the past 24 months, please provide monthly statistics on how many inmates received MAT services. | ADC expects to expand the MAT program to all units with inmates who meet qualifications for treatment. ADC does not currently have a MAT program. Total # Vivitrol Injections by year: 2018 (Inception of Program) - 41 2019 - 197 2020 - 94 2021 - 101 2022 - 142 YTD | |
| 63 | RFP Section 5.20.C.2 on Page 39 of 69 | This section states, "The Contractor shall develop a schedule for all facilities' medical records to be audited remotely on a consistent basis." Please answer the following questions on this topic. a. Is this regular auditing occurring now, under the current contract? b. Who is currently performing these audit services? c. How frequently is the auditing currently being performed? d. Please provide copies of the most recent six (6) audit reports. | a. Yes, audits are currently being performed for medical records. b. The current Contractor has an employee on staff that conducts the audits currently. c. Units with Infirmary Wards and the ORCU Hospital are audited quarterly. All other units are twice a year. ACC sites are audited annually. d. This report is prepared for Quality Assurance or Peer Review purposes and is absolutely privileged and will not be discoverable or admissible in any legal proceeding, pursuant to A.C.A. § 16-46-105, A.C.A. § 20-9-501 and A.C.A. § 20-9-503. | |
| 64 | RFP Section 5.22 on Pages 40-43 of 69 | With regard to federal 340B pharmacy discount programs, please answer the following questions. a. Does the ADC/ACC currently participate in a 340B pharmacy discount program? b. If yes, please identify the 340B-qualified entity with which the DOC is partnering to enable the Department to access the program?s discounts. c. Please also identify the specialty areas involved in the 340B program, e.g., Hepatitis, oncology, HIV, etc. | The current Contractor works with Regional One Health in Memphis, TN to participate in the 340B pharmacy discount program. Currently Regional One providers see our inmates diagnosed with HIV, Hep C who have been approved for treatment, Oncology for chemo drugs, Rheumatology for biologic medications (Rheumatoid Arthritis, Severe psoriasis, psoriatic arthritis, and severe hidradenitis suppurative), and Hemophilia. | |
| 65 | RFP Section 5.27.E on Page 45 of 69 | This section states, ?Medical Services Contractor shall identify an equipment fund that is equal to 10% of the total value of existing equipment.? Please answer the following questions on this topic. a. Does the 10% refer to the residual value of the existing equipment or the replacement value of the existing equipment? b. If the calculation is based on the residual value, does the ADC/ACC have a calculated value or will the Vendor be responsible for determining that value? c. Please provide more detail on how this fund is accessed and what types of items it is used for. d. What is the amount of the equipment fund under the current contract? e. What happens to dollars left in the fund at the end of a contract year? | This will be a fund established and maintained by the Successful Contractor. This fund should have an amount no less than 10% of the current value of all equipment, both DOC and Contractor, to ensure that when a piece of equipment needs repaired or replaced there are funds from which to pull. This fund will be the property of the Contractor to use when and how they deem necessary for equipment. Any remaining funds should be retained for the subsequent year. | |
| 66 | RFP Section 6.2.A.3 on Page 51 of 69 | This section references "Seniority/longevity bonuses or incentives for incumbent staff with long term service records." Please provide details on the current seniority/longevity bonuses and incentives offered to incumbent staff, including dollar amounts, terms/staff eligibility, and payment schedules. | There are no seniority/longevity bonuses currently. We have a large number of staff that have been a part of DOC for many years. We would like to see the benefits for the staff that will remain in place with a new contractor. | |
| 67 | RFP Section 8.1.C.2 on Page 55 of 69 | This section references ADC operated jails. Please provide more information on this topic. a. Please provide a list of all ADC-operated jails, with physical addresses and current inmate populations. b. Please define the Contractor?s scope of clinical responsibility for inmates housed in ADC-operated jails. c. Please define the Contractor?s scope of financial responsibility for inmates housed in ADC-operated jails. | Please see the response Question #39. | |
| 68 | RFP Section 8.2.E.2 on Page 56 of 69 | This section states, "Signature must be affixed by the Prospective Contractor's official who has authority to bind the Prospective Contractor to cost quoted the Official Solicitation Price Sheet attached as a separate Excel spreadsheet to the solicitation in ARBuy." Please answer the following questions on this topic. a. There is no place on the Excel spreadsheet for an official of the Prospective Contractor to place his/her signature. Should Prospective Contractors just create their own signature boxes on the spreadsheet? b. Please confirm the State will accept a digital (electronic) signature to be valid for the Official Solicitation Price Sheet. c. Otherwise, if the State requires an ink signature, please confirm that the State will allow prospective Contractors to submit a scanned version (PDF file) of our official?s "wet" signature on a paper copy of the Excel spreadsheet. | DOC will accept electrionic signatures through ARBuy. Notarization and wet signatures are not required. | |
| 69 | RFP Section 8.2.E.3 on Page 56 of 69: | This section states, "The Official Solicitation Price Sheet attached as a separate Excel spreadsheet to the solicitation in ARBuy must be notarized." Please answer the following questions on this topic. a. There is no place on the Excel spreadsheet for a Notary to place his/her information and signature. Should the Notary just add his/her own signature box anywhere on the spreadsheet? b. Since it is difficult to obtain e-notarization, please confirm that the State will accept a scanned version (PDF file) of the Notary's "wet" signature and stamp on a paper copy of the Excel spreadsheet. | DOC will not require notarization for the price sheets. | |
| 70 | RFP Section 9.1.A.4 on Page 58 | This section states, "At minimum, the following positions must be located full-time in the ADC Central Office: (staffing list)". Please provide the following information on this topic: a. Please share rental rate for use of space, if applicable. b. Please define what the awarded vendor's responsibility will be-if any-for furnishing equipment and furniture for the regional office. c. Please define with awarded vendor's responsibility will be?if any?for furnishing network connectivity d. Will the contractor be financially responsible for any utilities (electric, gas, water, etc.) relating to the lease of office space in the ADC HQ building? If so, please provide 12 months of historical data for the charges. | a. There is no cost for use of the space provided within the Central Office in Pine Bluff. b. Furnishings in these spaces are property of the current Contractor. c. Currently, the Contractor has their own network for their Regional Office Staff. Negotiations for use of ADC Network could be considered. d. There are no cost for utilities other than telephone lines. | |
| 71 | RFP Section 5.18.A.6 on page 37 of 69 | This section references the contractor plan for comprehensive dental services, including oral surgery. On the site tours, the DOC indicated there is currently a contracted oral surgeon. Please provide details regarding this, including provider name and contact information. | The current DDS performing oral surgery is trained in this specialty and is an employee of the current contractor. He travels to each unit as needed to perform oral surgery that does not require general anesthesia. For more complicated procedures, an outside consult would need to be entered. | |
| 72 | Attachment D Staffing Control Matrix | Please clarify what the FTE numbers in this document represent, e.g., current staffing required by the contract, current staffing in place, RFP-required minimum staffing levels, etc. | The FTEs listed in the staffing matrix are the minimum requirements for each position/site. | |
| 73 | Attachment D Staffing Control Matrix | Will the ADC/ACC accept staffing plans that propose FTE levels lower (or higher) than the FTE levels outlined in this document? | The FTEs listed in the staffing matrix are the minimum requirements for each position/site. Proposed changes for additional staff will be accepted. Any reductions or alterations to the matrix may be negotiated. | |
| 74 | Attachment D Staffing Control Matrix | This document includes all of the following positions: (a) licensed certified social worker, (b) licensed master social worker, (c) master social worker, and (d) licensed social worker. Please answer the following questions on this topic. a. Are these just different names for the same position? b. If not, please provide detailed descriptions of the differences in duties, licensure, experience, and education requirements for the four positions. | a. No b. DOC can answer for all but the master social worker listed for ACC facilities, medical will provide that information. On the internet go to: transform.ar.gov/personnel/resources/forms/Then on the left hand side under 'Resources' select 'Class Code Search'. In the search space type in the job title. Click on the blue job title to open the job description for that position for licensure requirements, experience and education requirements. Duties in DOC for social workers are the same. c. The Master Social Worker should be Licensed (LMSW) | |
| 75 | Attachment D Staffing Control Matrix | Please provide a job description and any educational or licensure requirements for the following positions: a. Mental Health Advisor b. Psychological Examiner c. Rehab Facility Supervisor d. Rehabilitation Program Manager (Mental Health Supervisor) | For all positions: On the internet go to: transform.ar.gov/personnel/resources/forms/ Then on the left hand side under 'Resources' select 'Class Code Search'. In the search space type in the job title. Click on the blue job title to open the job description for that position for licensure requirements, experience and education requirements. | |
| 76 | Attachment D Staffing Control Matrix | Per Arkansas pharmacy regulations, a pharmacist must be "physically present to observe, direct, and supervise the pharmacy technician at all times when the pharmacy technician performs acts specified in this regulation." The Staffing Control Matrix includes a Pharmacy Technician, but not the State-required physically present supervising pharmacist. To ensure the staffing plan complies with Arkansas regulations, will the ADC/ACC accept a title change for the Pharmacy Technician position, commensurate with the job duties performed by a Medication Room Assistant? | Yes, the position is that of a Medication Room Assistant. That change is acceptable. |
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