RFP # 17-1315-1CS
REQUEST FOR PROPOSAL
INMATE HEALTH SERVICES STAFFING
COUNTY OF HENRICO, VIRGINIA
Questions & Answers
March 2, 2017
Q1. Please provide more information on the facilities EMR system.
A1. The HCJS uses the EMR system “Healthsecure-EMR” which is a Spiralfx Interactive LLC. product. The following web site provides an overview of Healthsecure:
http://www.healthsecure-emr.com/jail-emr-about-us-main
Q2. Are all the contracts for medical services listed in the RFP, if not could additional information be provided as to the name of the contract and current provider?
A2. Section F- HCSO Responsibilities contains the complete list of stand-alone contracts for medical services and supplies that support the mission of the medical staff.
Q3. Please provide additional information on the current staffing for medical personnel at each of the two facilities to include position and hours worked at each facility.
A3. The staffing matrix attached to the RFP outlines in detail the staffing requirements (positions, hours, days of the week and totals) the vendor would be required to meet.
Other positions not required by the vendor are following:
· Medical doctor: on-site a minimum of two days per week per facility and responds to other clinical needs via email 7 days per week
· Nurse Practitioner: on-site 5 days per week with 3 days at jail west and 2 days at jail east
Q4. Please provide additional information on acceptable staff uniforms and colors acceptable and unacceptable.
A4. Do to the large variety and availability of styles and colors of medical staff uniforms, it is requested that the Successful Offeror provide sample styles and colors for HCJS’s review and approval.
8600 Staples Mill Road /PO BOX 90775/HENRICO VIRGINIA 23273-0775
(804) 501-5660 FAX (804) 501-5693
Q5. Please provide the address for Jail East where services will be performed.
A5. Henrico County Jail East
17320 New Kent Highway
Barhamsville, VA 23011
Q6.Please provide any additional information that might be available on the Motorola Offendertrak software system utilized within the jails.
A6. The current Jail Management System is Offendertrak, a Motorola Solutions, Inc. product. It is anticipated that Motorola will end its support of Offendertrak in the near future. In preparation for this, HCJS is working towards replacement of Offendertrak within the next 24 months.
Q7. Please provide any additional information on how sick calls and grievances are handled from inmate submission to reporting.
A7. Paper sick call request are in each day room for the inmates to complete and are given to the to the medication nurses when they are preforming medication pass 4 times per day. The sick call request is triaged/reviewed 7days a week by an LPN and are responded to either in writing or in person (depending on the type of request) within 24 hours.
Grievances are in paper form and are delivered to the medical department by the grievance officer and responded to within 9 business days of receipt by the medical department.
Q8. Who will approve the nursing protocols?
A8. The Medical Director of the jail.
Q9. Would the County be willing to waive the additional auto insurance requirement due to the nature of this as a staffing-only contract?
A9. No.
Q10. Can the County please provide all current salaries by position? Additionally, are there shift differentials?
A10. The County does not have CCS’s salary information.
Q11. Can the County provide a summary of benefits offered to employees?
A11. The County does not have CCS’s employee benefit information.
Q12. As a full-service provider, we have our own quality improvement program. Will we be required to use yours alone or will it be in conjunction with our own?
A12. The Successful Offeror will utilize their own QA program and reviewed on a monthly base by the jail HSA and shared with jail administration at the quarterly bases at Medical Audit Committee meetings.
Q13. What is the average daily number of intakes for both facilities?
A13. Average Bookings per day is 42. Total Bookings for calendar year 2016 was 15361.
Q14. What percentages of inmates are classified as chronic care patients?
A14. 20%
Q15. What percentages of inmates are on medication?
A15. 40%
Q16. When are daily med passes performed?
A16. 0900-1100, 1500-1700, 2100-2300, 0500-0700 7 days a week
Q17. Who determines if an inmate is allowed to see their own medical provider?
A17. The medical director in consultation with jail administration.
Q18. Can you please further define what constitutes emergency care as it relates to the following requirement: “Emergency Care for HCSO's Office Employees and Visitors: The Successful Offeror’s staff shall provide initial emergency medical care for HCSO's Office employees and visitor who take ill or are injured in the HCJS or the Courts Building.”
A18. Any HCSO's Office Employee and Visitor who may be experiencing an acute medical need will be assessed by the medical department and be treated for the acute condition until EMS arrives. All other types of needs/conditions will be referred to Henrico Employee Health.
Q19. What company provides your Electronic Medical Records (EMR)?
A19. Spiralfx Interactive, LLC. Web address:
http://www.healthsecure-emr.com/jail-emr-about-us-main
Q20. Will the EMR remain the property of the county? If not, who will provide the EMR if the current vendor doesn’t retain the contract?
A20. The EMR is and will remain the property of the County.
Q21. Are you currently satisfied with the current staffing matrix?
A21. Yes.
Q22. Is there currently a co-pay in place for any services?
A22. Yes. Prescription and Refills- $ 3.50
In-house Services- $ 5.00
In-house Provider- $15.00
Outside Medical Services $15.00
Q23. Does the county own all equipment i.e., dental chair and hand tools., copy machines, fax machines and any other durable equipment on site?
A23. Yes
Q24. Who is the current provider for Inmate Health Services Staffing and what types of services are they providing?
A24. CCS (Correct Care Solutions). The services provided by CCS are listed in the RFP under Scope of Services.
Q25. Please provide a copy of the current staffing provider’s contract.
A25. Provided as attachment to Q&A. Currently the County is paying $256,381.92 monthly ($3,076,583.04 annually)
Q26. Is the current staffing provider providing dental coverage?
A26. Yes- as noted in the RFP under Scope of Services.
Q27. What are the names of the current dentist and dental assistant?
A27. Dr. Paul Y. DaCunha, Dentist and Ms. Summer Owen - Dental Assistant/Medical Records
Q28. In the Scope of Service section on page 3 of the RFP it mentions the Successful Offeror shall provide supplies. Please clarify if the Successful Offeror is responsible for office supplies including paper, charts, pens, etc.
A28. HCJS provides copier paper, printer toner, and medically related paper forms.
Q29. What year was ACA Accreditation first achieved?
A29. 2006