RFP # 12-9186-1CS
March 2, 2012
REQUEST FOR PROPOSAL
INMATE HEALTHCARE SERVICES
SHERIFF’S OFFICE
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide Inmate Healthcare Services in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5) additional copies marked, “Inmate Healthcare Services", will be received no later than 2:00 p.m., April 6, 2012, by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of General Services Department of General Services
Purchasing Office OR P O Box 90775
1590 E. Parham Road Henrico, Virginia 23273-0775
Henrico, Virginia 23228
This RFP and any addenda are available on the County of Henrico website at: www.co.henrico.va.us The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the RFP, click the link and save the document to your hard drive. To receive a printed copy of this document contact For technical assistance downloading this document contact
Time is of the essence and any proposal received after 2:00 p.m., April 6, 2012, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.
A pre-proposal conference will be held on March 13, 2012 at 10:00 a.m. in the Sheriff’s Office, Jail West, 4301 E. Parham Road, Henrico, VA 23228. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS. At the completion of the conference, firms will have the option to attend a tour of both facilities. Jail West – 11:00 a.m. – 12:00 p.m. and Jail East – 2:00 p.m. – 3:00 p.m.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.
The awarding authority for this contract is the Director of General Services.
Technical questions concerning this Request for Proposal should be submitted to Cecelia Stowe at no later than March 16, 2012.
Very truly yours,
Christopher L. Winstead, P.E.
Director of General Services
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Manager
(804) 501-5685
1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775
(804) 501-5660 FAX (804) 501-5693
REQUEST FOR PROPOSAL
INMATE HEALTHCARE SERVICES
SHERIFF’S OFFICE
COUNTY OF HENRICO
I. INTRODUCTION:
The Henrico County Sheriff's Office (HCSO) seeks proposals from qualified offerors, licensed in the Commonwealth of Virginia, to provide trained licensed staff responsible for the delivery of inmate healthcare services which includes but not limited to identifying medical and dental needs, scheduling medical and dental appointments, coordinating all emergency and non-emergency medical and health care services rendered inside the Henrico County Jail System (HCJS), performing required examinations inside the HCJS, and the coordination and scheduling for all emergency and non-emergency medical and healthcare services outside of the HCJS, which the Sheriff provides through separate contracts with various vendors. The HCJS Medical Director will provide general direction and supervision to the contract staff working under this agreement.
II. BACKGROUND INFORMATION:
The Sheriff operates two geographically separate jails that comprise the HCJS. Jail West, a linear jail facility is located in Henrico County at the Henrico Government Center, and Jail East, a direct supervision facility, is located in New Kent County, Virginia, 42 miles from the west facility. The combined average daily population (ADP) of both facilities is currently 1158 inmates (Jail West ADP-659, Jail East ADP-499).
The average length of stay is 32 days. On February 15, 2012, the demographics of the HCJS inmate population were:
Males-965
Females- 176
Awaiting Transfer to the DOC-305
Juveniles are not housed.
Federal inmates are not housed.
No medical malpractice lawsuits have been filed in the past 5 years and there are no existing court consent orders.
Contract fees paid are listed below:
June 1, 2011 to March 1, 2012 $ 2,567,969
June 1, 2010 to May 31, 2011 $ 3,335,024
June 1, 2009 to May 31, 2010 $ 3,314,275
III. SCOPE OF SERVICES:
SERVICES TO BE PROVIDED BY THE OFFEROR:
1. Staff: The Successful Offeror shall provide professional healthcare staff to deliver 7-day-a-week 24-hour on-site medical and dental services including the provision of daily sick call and clinic services for inmates incarcerated in the HCJS. The utilization of agency or temporary employees to fill vacant positions is not acceptable under this contract. The current vendor has been very successful maintaining contracted staffing levels with minimal turnover.
The day-to-day supervision and control of the Successful Offeror's employees shall be the sole responsibility of the Successful Offeror.
2. ACA and VaDOC Accreditation: The Successful Offeror shall maintain accreditation with the American Correctional Association (ACA) 4th Edition and certification from the Virginia Department of Corrections (VADOC) for medically related standards for adult local detention facilities. The Sheriff is responsible for the cost of the ACA accreditation. If the Successful Offeror fails to maintain ACA medical accreditation or comply with the VADOC standards related to healthcare under the control of the Successful Offeror during the course of the contract, the Successful Offeror will be considered in default under the contract and the contract may be canceled. The next ACA survey is scheduled for April 2012 at Jail East and May 2012 at Jail West.
VaDOC standards can be downloaded from their website located at: www.vadoc.state.va.us/ (from the VaDOC homepage click on Board of Corrections, next click on Local Correctional Facilities, then find Minimum Standards for Jails and Lockups, and finally click on 6VAC15-40).
Provided that both Jail Facilities are ACA accredited, the VaDOC will only conduct an annual Life, Health, Safety inspection.
3. Off-site Healthcare: The Successful Offeror shall minimize the potential for security breaches and reduce transport/security staff requirements by keeping off-premise healthcare visits by inmates at as low level as possible.
4. Level of Care: The Successful Offeror shall provide up to date healthcare to the inmate population that approximates the care offered to citizens in the Richmond Metro Community.
5. Provision of Services: The Successful Offeror shall provide all healthcare services shown, described and required in the Contract Documents for all persons committed to the custody of the HCJS, and assumes all legal, financial, and operational responsibility for the health care staff working under this contract.
6. Licenses and Certifications: The Successful Offeror shall obtain, at its own expense, all licenses and/or certifications necessary to render medical and health services within the HCJS. The Successful Offeror shall ensure that all of its employees rendering services in the HCJS shall possess all licenses and/or certifications necessary to render medical services within the HCJS.
7. Reports, Meetings, and Inspections: The Health Services Administrator (HSA) shall represent the Successful Offeror at the weekly Sheriff’s Command Staff Meeting and the quarterly Medical Audit Committee (MAC) meetings to discuss any issue regarding inmate healthcare. In addition, the HAS or DON shall accompany the Sheriff’s designated representative during monthly environmental facility inspections. The Successful Offeror shall maintain a statistical report of treatments provided to the inmates and other inmate healthcare statistical information may be required by the Sheriff. The format, detail, and content of these reports shall be approved by the Sheriff. (Refer to Attachment E for a copy of the current statistical reporting format.)
8. Quality Improvement Program: The Successful Offeror shall form a multidisciplinary quality improvement committee which sets expectations, develops plans and implements procedures to assess and improve the quality of the organization’s governance, management, and clinical and support processes designed to improve the patient outcomes. A quality improvement program is an effort to continuously work to improve care. The multi-disciplinary quality improvement committee consists of healthcare providers from various medical disciplines working at the facility who meet frequently with correctional administrators on a fixed schedule to design quality improvement activities and to discuss the results. The committee must meet at least quarterly.
9. Peer Review: The Successful Offeror will participate in periodic peer reviews and evaluations of their medical and dental providers as required by ACA standards. The Successful Offeror shall provide copies of the peer review reports to the Sheriff.
10. Healthcare Records: Various medical and dental forms, logs, medication administration record (MAR), and mental health records are primarily maintain and updated in the Sheriff’s electronic medical record system. The Successful Offeror will be required to utilize and maintain this electronic healthcare record system.
11. Records Custodian: The Successful Offeror shall be the official custodian of medical records during the performance of the services under this Agreement. The Sheriff or designated representatives shall have access to all medical records and documents.
12. Record Destruction: The destruction of medical records in accordance with the retention schedules of the Commonwealth of Virginia shall be approved by the Sheriff or designated representative prior to destruction.
13. Sheriff’s Records: All medical records and documents are the property of the Sheriff.
14. Record Access: The Successful Offeror shall have access to all medical records pertaining to this Agreement after the termination of this Agreement in order to prepare for litigation or anticipated litigation brought by third persons in connection with the services rendered by the Successful Offeror pursuant to this Agreement.
15. Confer with the Sheriff: The Successful Offeror shall regularly confer with the Sheriff and the Medical Director concerning existing health-related procedures within the HCJS, any proposed changes in health-related procedures, or any other matter pertaining to the performance of the contract.
17. Comply with Security Procedures: The Successful Offeror shall be responsible for following all procedures established or to be established by the Sheriff governing security procedures, as are reasonably placed in effect. The Successful Offeror, however, shares joint responsibility with the Sheriff to assure that security is maintained at all times when treating inmates.
18. Medical and Mental Health Screening: The Successful Offeror shall provide appropriately trained medical staff to conduct initial medical and initial mental health screenings in the booking/Intake area on a 24-hour basis to detect immediate problems of all newly admitted inmates to HCJS. An average 900 inmates per month are admitted to HCJS. Medical staff is also responsible for administering PPD tests during the health screening, and triaging any police booking arrestees to determine whether medical treatment is required prior to commitment to HCJS. These screenings are performed by LPNs.
19. Health Appraisals: The Successful Offeror shall complete health appraisals within 14 days after commitment of all inmates as required by ACA standards. Health appraisals include by way of illustration and not limitation: review of initial medical screening, collection of additional information to include physical histories, dental histories, physical examination and lab testing. Further the Successful Offeror must perform tests to detect communicable diseases, which include venereal disease and conduct any other tests as determined appropriate by the Medical Director. Comments must be made about the medical and dental status of inmates and review of all results with the initiation of appropriate therapy and immunization where necessary. These appraisals are performed by LPNs and reviewed by the Medical Director.
20. Dispensing of Medications: Medication rounds will be conducted by two qualified medical staff (currently LPN) at times determined by the Medical Director. The current regular medication schedule is 5am, 11am, 3pm, and 9pm. The Medical Director has authorized a limited number of inmates to have “keep-on-person” medications.
21. Specialty Care: The Successful Offeror shall provide specialty and subspecialty care where and when required or schedule and coordinate the provision of care with outside providers. Treatments should be provided in-house to the degree possible. The following specialty care by way of illustration and not limitation shall be provided:
Type: Location/Average/Provider:
Oral Surgery: off-site/1 per month/VCU Medical Center
Optometry on-site/1 per month/Dr. Spruill
Laboratory 2 per day/Lab Corp
Radiology on-site/5 per day/X-ray Medical
Mammography off-site/less than 1 per month/Henrico Doctors Hospital
Physical Therapy off-site/9 per month/various sites
Dialysis off-site/1 per year/various sites
OB/GYN on-site/3 per month/Dr. Handy
22. Sick Call: Sick Call will be conducted daily at both facilities as directed by the Medical Director. Sick Call shall be conducted by at least one LPN, who will handle all inmate medical requests, including referrals to Doctor's Clinic as well as other medical concerns. Non-emergency inmate requests for medical services must be triaged within 24 hours and must comply with all applicable standards. Sick Call normally occurs in the medical unit.
23. Co-payments: The Successful Offeor shall process inmate medical co-payments through the inmate trust account at the time of service delivery or when the prescription is received. These transactions are processed and maintained in the Offendertrak jail records data system.
24. Request for Treatment by Own Healthcare Provider: The Successful Offeror shall coordinate inmate requests for medical treatment by their own provider located outside HCJS, with all associated costs, including transportation if necessary, to be borne by the inmate prior to appointment.
25. Doctor's Clinic: Care at the Doctor's Clinic is care for an inmate with health care requests that are evaluated through Sick Call and require treatment in a clinical setting. Clinic shall be conducted as directed by the Medical Director and in accordance with ACA standards.
26. Infirmary: The Successful Offeror shall manage the four-single bed infirmary cells at the Jail East facility. Each of these units is a negative pressure quarantine cell with anti-rooms. The infirmary will provide for illustrative purposes postoperative care, specialized medical care, dialysis, I.V. Therapy, special orthopedic care, bed rest, etc. Medical staff on a 24-hour basis will staff this unit whenever inmates are housed in this location.