901337 Adult Inmate Medical Addendum1

County of Alameda, General Services Agency – Purchasing

RFP No. 900977, Addendum No. 2

COUNTY OF ALAMEDA

ADDENDUM No. 1

to

RFP No. 901337

for

Adult Inmate Medical Care Quality Assurance Services

Specification Clarification/Modification and Recap of the Networking/Bidders Conferences

Held on June 29, 2015 and June 30, 2015

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

RFP No. 900977, Addendum No. 2

Page 1

The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.

Responses to Questions

Q1)Who was the prior contractor for the Adult Inmate Medical Care Quality Assurance Services contract and why was the prior vendor terminated?

A)The prior contractor was Codebusters, which served their contract term. The scope for this project has changed, initiating this new competitive process.

Q2)Do vendors have to email the Procurement & Contracts Specialist questions asked during thebidders’ conference as well before the 5:00 p.m. deadline on June 30, 2015?

A)No, vendors do not have to email questions asked during the bidders’ conference. All questions and answers from the biddersconference are included in this addendum.

Q3)Can the County describe how this new Request for Proposal (RFP) relatesto or overlaps with the previous RFP which was released earlier this year (RFP# 901297, Medical Consulting & Quality Assurance)?

A3) There is the possibility of some overlap between the previous RFP and this new one in that the contractor for the previous RFP is also reviewing medical charts of inmates housed in County jails and may occasionally interact with the Contractor for this new RFP. However, there is no formal relationship between the two RFPs and/or contracts.

Q4)What type of electronic copy does the County expect bidders to include in their bid submittal?

A)Page 21 of the RFP, Section IV.(Statement of Work), Item S.3. (Submittal of Bids) states:

“Bidders are to submit their bid in electronic format. The electronic bid response should be a single file PDF (OCR preferred); it must be on disk or USB flash drive and enclosed in a sealed package (a sealed envelope will suffice). All signatures must be present in the electronic bid response (e.g., Bidders may want to sign any pages that require signature, scan them, and make them part of the electronic file).”

Q5)What are the exact requirements for references?

A)The County expects bidders to list five current and five former references from correctional facilities where quality improvement or quality assurance services were provided. When listing references, please provide complete details such as facility name and date of service.

Q6)For bidders who do not contract directly with jail facilities but work with various departments within the same jurisdiction such as the probation department, how does the County want these references listed?

A)The County would like bidders to list the name of the department(s) they contracted with and identify the correctional facility where the quality assurance or task was performed.

Q7)Does this RFP have a Small Local Emerging Business (SLEB) requirement?

A)Yes, this RFP does have a SLEB requirement. Page 17 of the RFP, Section N, Item 3, Paragraph 2 states:

“As a result of the County’s commitment to advance the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award.”

Q8)Can the County waive the Small Local Emerging Business (SLEB) requirement for this RFP?

A)The County will not waive the SLEB requirement unless it is determined subcontracting opportunities are not available, or it is not in the best interest of the County to include SLEB provisions in this contract.

Q9)What amount of the contract need to be subcontracted to a SLEBif prime is not SLEB certified?

A)At minimum, 20% of this contract award must be subcontracted to a SLEB.

Q10)Arenon-profit organizations expected to meet the SLEB requirement as well?

A)Non-profit organizations are exempt from subcontracting with a SLEB.

Q11)What if there are no bidders that meet the SLEB requirement?

A)If none of the bidders meet the SLEB requirement but all other requirements are met, the County will review the submitted bids and make a determination whether to proceed to the next stage of the competitive bid process.

Q12)Is the County open to new ideas and strategies of gathering information beyond chart reviews?

A)At minimum, the County would expect bidders to provide a clear explanation of how they wouldmanage chart reviews in their proposal. In addition, the County is open to any new ideas and strategies to make the chart reviews process more comprehensive and useful.

Q13)Page 6 of the RFP, Section D, Specific Requirements, Item 2, states:

“Contractor shall use audit screens (see samples in Exhibit E) to compile the data. Contractor will submit the completed audit screens to the ACSO, the County Administrator’s Office (CAO) and the current healthcare services provider monthly.”

How will the County score a bid proposal that does not follow a monthly audit screen review, but include innovative ways to enhance chart reviews?

A13) While the County welcomes proposals for new and innovative ways to enhance chart reviews, bid proposals need to meet the minimum requirements called for in this RFP, as described in Section D, Specific Requirements, and Section E, Deliverables/Reports. Bid proposals that do not meet the RFP requirements will be scored lower than those that do.

Q14)Is the awarded Contractor expected to work with, assist, and support the Adult Inmate Medical Services (AIMS) Panel and if so to what capacity? What is the actual relationship between the Contractor and the AIMS Panel?

A)The AIMS Panel is a medical advisory committee appointed by the Alameda County Board of Supervisors to advise it and the Alameda County Sheriff’s Office regarding the quality of care that inmates housed in County jails are receiving. The Contractor will attend AIMS Panel meetings and report their quality assurance findings and recommendations to the AIMS Panel. The County expects the Contractor to work independently and exercise independent judgment without having to defer to the AIMS Panel.

Q15)Based on the calendar of events, the addendum is expected to be released on July 14, 2015. Is it possible to have the addendum expedited or released before July 14, 2015?

A)No, it is not possible to post the addendum prior to July 14, 2015.

Q16)Is the Contractor’s role to go over the work of the AIMS Panel?

A)No, the AIMS Panel does not conduct utilization reviews of inmate medical records; it relies on the Contractor to do such work. The clinical information collected by the Contractor is one of various types of data used by the AIMS Panel to assess the quality of care delivered to inmates in the County’s correctional system.

Q17)Page 7 of the RFP, Section D. Specific Requirement, Item 11 states:

“Contractor shall review an average of sixty (60) medical records per month.”

How did the County come up with this number?

A)This number is based on historical data and previous experience in this area.

Q18)Page 8 of the RFP, Section E. Deliverables / Reports, Item 3 states:

“The audit summary reports prepared and submitted by the Contractor will provide conclusions and recommendations. The format of the report will be developed by the Contractor in consultation with the ACSO upon award of the contract.”

Will the Contractor only work with Alameda County Sheriff’s Office (ACSO) and not the AIMS Panel to develop the quality assurance report?

A)The Contractor will work primarily with ACSO and the CAO on developing the format of the audit summary reports. The County may consult with the AIMS Panel on the development of the report format.

Q19)Who will the Contractor report to?

A)The Contractor will report directly to CAO.

Q20)Who sits in the monthly/quarterly report meetingsand the recommendation meetings?

A20) The County will work with the Contractor on determining the frequency and schedule of reporting and recommendation meetings. At a minimum, ACSO and/or CAO staff will attend these meetings, along with the Contractor. In addition, the Contractor is expected to attend AIMS Panel meetings, which generally occur bi-annually.

Q21)What form of communication should be used going forward from this bidder’s conference?

A)All further communication between bidders and the County regarding this RFP will be in writing and will come directly from GSA-Procurement & Support Services.

The following participants attended the Bidders’ Conferences:

RFP No. 901377, Addendum No. 1

Page 1

EXHIBIT C

VENDOR LIST

RFP No. 901337 – Adult Inmate Medical Care Quality Assurance Services

Below is the Vendor Bid List for this project consisting of vendors who have responded to this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program:

This RFP Addendum is being issued to all vendors on the Vendor Bid List; the following revised vendor list includes contact information for each vendor attendee at the Networking/Bidders Conferences.

Exhibit C - RFP No. 901337

Page 1