SOW- DENTAL ASSISTANT @ BCJJC & CYDC- FINAL.pdf

217 East Redwood Street Baltimore, MD 21202

Aruna Miller Wes Moore Betsy Fox Tolentino

Lt. Governor Governor Acting Secretary

Phone: 410-230-3100 Toll Free: 1-888-639-7499 TDD: 1-800-735-2258

DENTAL ASSISTANT @

Baltimore City Juvenile Justice Center (BCJJC) & Cheltenham Youth Detention Center (CYDC)

26-MULTI-FS-MS-011

SOLICITATION #BPM054398

1. Contractor Requirements: Scope of Work

1.1. Summary Statement

1.1.1. This Request for Quote (RFQ) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”). The Contractor shall provide high quality, comprehensive dental assistant services for youth aged ten (10) to twenty (20).

Services will be provided on-site in the dental suites at the Baltimore City Juvenile Justice Center (BCJJC) and the Cheltenham Youth Detention Center (CYDC).

It is the State’s intention to obtain goods and services, as specified in this RFQ, from a contract between the selected Bidder and the State. The duration of the contract is for nine (9) months, from January 1, 2026

– September 30, 2026.

1.1.2. This is a single award RFQ. A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

1.1.3. A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

1.2. Background and Purpose

1.2.1. The Department provides individualized care and treatment to youth who are alleged or adjudicated offenders. DJS utilizes a continuum of services and treatment for juveniles with an expanded community-based focus. The treatment and programs include probation, home detention and monitoring, community service, victim restitution, and counseling. Some youth that may pose a risk to themselves or to public safety are placed in residential programs or detained pending appropriate placements.

1.2.2. Project Goals

1.2.3. Many of the youth entering the Department’s residential facilities have a common background of adverse childhood experiences and lack of adequate health care. They may enter DJS facilities in sub-optimal health and have unmet medical, dental, and/or mental health needs. The mission of the DJS Somatic Health

Division is to protect, promote, and advance the health of all youth in the care of the Department. By providing high quality, individualized health care, DJS strives to maximize each youth’s potential for success.

1.2.4. The State is issuing this solicitation for the purposes of securing dental assistant services from a staffing agency or company to serve youth aged ten (10) to twenty (20) who are detained awaiting court disposition, have been adjudicated delinquent, or are pending placement. All services will be provided on site at BCJJC and CYDC.

1.2.5. In fiscal year 2024 (FY24), BCJJC had an estimated Average Daily Population (ADP) of 94 youth, a maximum capacity of 120, and had 618 intakes. CYDC had an estimated ADP of 69 youth, a maximum capacity of 72, and had 461 intakes.

1.2.6. State Staff and Roles

1.2.6.1 In addition to the Procurement Officer and Contract Monitor, the dental assistant will be working under the supervision of the Facility Dentists at CYDC and BCJJC. (The facility dentist is either a state employee or a vendor through a state contract). The dental assistant shall also have a close working relationship with the facility Nursing Supervisors to facilitate the ordering of dental supplies and scheduling of clinics.

1.2.7. Other State Responsibilities

The State will provide normal office working facilities and equipment reasonably necessary for Contractor performance under the Contract.

1.3 Contractor Responsibilities and Tasks

The Contractor shall:

1.3.1 General Requirements

1.3.1.1 Provide staffing for dental assistants who will work under the supervision of the DJS Facility

Dentist in a designated dental suite at each facility health center on the premises at Baltimore

City Juvenile Justice Center (BCJJC) located at 300 N. Gay Street, Baltimore, Maryland

21201. Cheltenham Youth Detention Center (CYDC) located at 11003 Frank Tippett Road, Cheltenham, Maryland 20623.

1.3.2 Scheduling

1.3.2.1 At BCJJC, youth are seen for dental care services on Tuesdays and Fridays from 8:00 a.m. to

4:30 p.m. for a total of two (2) clinic days or a maximum of sixteen (16) clinic hours per week, except state holidays, which can be found at www.dbm.maryland.gov.

1.3.2.2 At CYDC, youth are seen for dental care services on Monday and Thursday from 8:00 a.m.

to 4:30 p.m. for a total of two (2) clinic days or a maximum of sixteen (16) clinic hours per week.

1.3.2.3 Clinic days and hours are subject to change according to the needs of the facility and the

Facility Dentist’s schedule. All changes to clinic schedules will be determined and communicated by the Contract Monitor or designee.

1.3.3 Dental Assistant Services

1.3.3.1 Dental assistant services include performing the following functions under the general supervision of the Facility Dentist and in accordance with COMAR 10.44.01.

A.) Assist in scheduling and triaging youth for the dental clinic. Youth are expected to have a dental examination within fourteen (14) days of admission and to receive timely care and follow-up for dental problems that are identified. The DJS facility nursing staff also schedule youth who need to be seen for dental care.

B.) Greet youth and help them feel comfortable during the dental clinic encounter;

C.) Assist the Facility Dentist in maintaining up-to-date documentation on the Dental

Assessment/Treatment forms for each youth receiving dental services to include patient’s medical/dental history and dental treatment;

D.) Assist the Facility Dentist during treatment procedures including:

http://www.dbm.maryland.gov/ a.) Preparing treatment trays with appropriate instruments, medications, and materials;

b.) Rinsing and aspiration of the oral cavity;

c.) Curing by the use of halogen light;

d.) Applying dental fluoride treatment;

e.) Taking impressions for intraoral appliances and diagnostic casts;

f.) Responding to emergency medical situations0;

g.) Retraction of the lips, cheek, tongue, and flaps;

h.) Placement and removal of materials for the isolation of the dentition, provided that the material is not retained by the dentition; and i.) Application of topical anesthesia.

E.) Take and develop dental radiographs and perform intraoral photography upon request by the Facility Dentist;

F.) Provide youth with instructions for oral care, answer questions and refer questions back to the dentist;

G.) Teach youth appropriate oral hygiene strategies to maintain oral health, i.e., proper tooth brushing, flossing, and healthy eating habits;

H.) Rinse, clean, and sterilize dental instruments and equipment according to the American

Dental Association (www.ada.org), OSHA, and MOSH guidelines;

I.) Oil and clean dental equipment so that equipment remains in good working order;

J.) Assist in keeping the dental suite clean and orderly;

K.) Maintain dental supplies and inventory; and

L.) Perform other related duties that are approved by the State Board of Dental Examiners as requested by the Facility Dentist.

1.3.4 Staffing - Dental Assistant(s)

The Contractor shall provide:

1.3.4.1 Qualified key personnel to execute the terms of the Contract. Minimum staff qualifications for dental assistants are:

A.) Have graduated from an accredited high school or possess a high school equivalency certificate;

B.) At least two (2) years of full time experience or equivalent as a dental assistant for an organization and/or private dental practice;

C.) Current/active certification by the Maryland Board of Dental Examiners in accordance with COMAR 10.44.01 Dental Assistants, or by the Dental Assisting

National Board (DANB) as qualified in general duties; during the term of the contract;

1.3.4.2 Required documentation for proposed dental assistants includes the following:

A.) High school diploma or a high school equivalency certificate;

B.) Copy of current certification in Cardiopulmonary Resuscitation from the

American Heart Association or the American Red Cross (provide at time of bid submission or upon recruitment);

http://www.ada.org/

C.) Copy of current certification to practice dental radiation technology, by the

Maryland Board of Dental Examiners in accordance with COMAR 10.44.01.06

(provide at time of bid submission or upon recruitment);

D.) Copy of documentation proving that the Dental Assistant is Qualified in General

Duties in accordance with COMAR 10.44.01.05 (provide at time of bid submission or upon recruitment).

1.3.4.3 All dental assistant certifications shall remain current during the term of the Contract.

1.3.4.4 A minimum of one (1) permanent part-time dental assistant for each location, the same dental assistant may provide services at both locations.

1.3.4.5 The Facility Dentist, Medical Director &/or Contract Monitor will interview the dental assistant prior to final approval of any proposed dental assistant.

1.3.4.6 If the Facility Dentist is on leave, the dental assistant can also take leave or ask permission from the Contract Monitor to work as needed for a specific amount of time.

1.3.5 Key Staff General Substitute or Replacement Staff

1.3.5.1 The Contract Monitor must be notified if the dental assistant will be on leave.

If the Key Personnel will be on leave for more than two (2) weeks, a substitute dental assistant must be provided. All required credentialing documentation must be received and reviewed by the Contract Monitor prior to scheduling. This pertains to replacement or substitute personnel.

1.3.6 Equipment, Supplies, and Attire

1.3.6.1 All dental equipment shall be furnished by DJS. The Contractor’s dental assistants shall wear professional clinical attire at all times during hours of service (suggested attire is hospital scrubs with comfortable closed toe shoes).

1.3.7 Record Keeping

1.3.7.1 The Contractor shall maintain all records necessary to document the Dental Assistants time on site. Dental Assistant timesheet must be reviewed and signed off on by the facility

Nursing Supervisor or the Contract Monitor. Copies of timesheets must accompany the invoice.

1.3.7.2 Personnel Records

The Contractor’s personnel files on each employee shall include at a minimum:

a) Name and social security number;

b) Address;

c) Date of birth;

d) Race and sex;

e) Application and resume;

f) References and documentation of reference checks;

g) Starting date of employment;

h) Evidence that educational and experiential requirements of the position have been met;

i) Documentation of training received;

j) Evidence of a request for a criminal background and CPS check and its results;

k) Evidence of TB screening and testing if done;

l) Copy of current licenses and/or certificates;

m) Prison Rape Elimination Act (PREA) required documentation as indicated by DJS policy; and

n) Documentation for review of additional DJS policies as required by DJS.

1.3.8 Criminal Background Check

a.) The Contractor shall obtain from each prospective employee a signed statement permitting a criminal background check. The Contractor shall secure at its own expense a Maryland State Police and/or

FBI background check and shall provide the Contract Monitor with completed checks on all new employees prior to assignment. The Contractor may not assign an employee with a criminal record to work under this Contract unless prior written approval is obtained from the Contract Monitor.

b.) In addition, where applicable, the Contractor must submit to Child Protective Services clearances in accordance with COMAR 14.31.06.05.A(4)(a)(ii) and to any applicable laws and Departmental policies.

c.) The Contractor may not assign an employee with a criminal or CPS record unless prior written approval is obtained from the Contract Monitor. Information on obtaining criminal background checks can be accessed via the Maryland Department of Public Safety and Corrections website at http://www.dpscs.state.md.us/. Information on obtaining CPS investigations can be accessed via the Maryland Department of Human Services Child Protective Services website at http://dhr.maryland.gov/child-protective-services/.

d.) Pursuant to Prison Rape Elimination Act Juvenile Facility Standards §115.387 and §115.388, the department is mandated to collect data for every allegation of sexual abuse occurring in its facilities.

This data must include, at a minimum, the data required to answer all questions from the most recent version of the Survey of Sexual Victimization conducted by the Department of Justice Bureau of

Statistics. Additionally, the department is required to obtain incident-based and aggregate data from contracted private providers. A copy of the federal Prison Rape Elimination Act (PREA) law, Public

Law 108-79, codified as 42 USC 15601 can be found on the following website: http://www.gpo.gov/fdsys/pkg/PLAW-108publ79/pdf/PLAW-108publ79.pdf.

e.) The Contractor and any staff working at any facility under this RFQ shall review the Elimination and

Reporting of Sexual Abuse and Harassment-PREA Juvenile Facility Standards Compliance Policy

NUMBER: RF-701, complete and sign the PREA disclosure form and the policy acknowledgement page.

1.4 Supplemental Category of Work Requirements and Responsibilities

See the attached Professional Services Supplemental associated with this solicitation.

http://www/