COUNTY of VICTORIA Request For Proposal

Inmate Health Care Services

Victoria County Sheriff’s Office Detention Facility

PROPOSALS MUST BE DELIVERED

NO LATER THAN FRIDAY, APRIL 29, 2016 AT 2:00pm to:

Victoria County JudgeVictoria County Courthouse

101 N. Bridge Street, Room 102Victoria, Texas 77901

RFPs will be opened at 10:00 A.M. MONDAY, May, 2, 2016

PUBLIC BID OPENING WILL BECONDUCTED IN COMMISSIONERS’ COURTROOM

SECOND FLOOR, COURTHOUSEVICTORIA, TEXAS

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REQUEST FOR PROPOSALS

The Commissioners’ Court of Victoria County, Texas is accepting sealed proposals for the following:

INMATE HEALTH CARE SERVICES

Specifications may be obtained at the office of Judy McAdams, County Auditor, 115 N. Bridge, Room 122, Victoria, Texas, 77901, (361) 575-8451. County website: victoriacountytx.org

The bidder shall use lump-sum pricing.

The method of payment shall be from operating funds.

Bids shall be received by Ben Zeller, County Judge, 101 N. Bridge, Room 102, Victoria, Texas, 77901, until 2:00 P.M., APRIL 29, 2016. Bids will be opened at 10:00 A.M, MAY 2, 2016 at which time Commissioners’ Court shall convene in the Commissioners’ Courtroom in order to open such bids.

The Commissioners’ Court shall have the right to reject any and all bids, or to waive any informality in bid or bids as may be deemed in the best interest of Victoria County.

Judy McAdams, CPAVictoria County Auditor

Publish on:

3-27-164-03-16

TABLE OF CONTENTS

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Proposal Instructions Page 4

Standard Terms and Conditions Page 5 - 7

Indemnification and General Provisions Page 8

Special Instructions Page 8-12

Scope Page 13-14

Specifications and Program Requirements Page 15-22

Proposal Submission Format Requirements Page 23-27

Attachment "A": Proposal Price Form Page 28

Attachment "B": Past Performance and References Page 29

Attachment "C": Conflict of Interest Questionnaire Page 30-32

Attachment "D": Certificate of Interested Parties (Form 1295) Page 33-34

PROPOSAL INSTRUCTIONS

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1. Proposals will be opened in the Victoria County Commissioners’ Court, 115 North Bridge Street, Victoria, Texas 77901.

2. Carefully read all portions of the proposal package and fill out all forms completely.

3. Fill out all forms properly and completely.

4. Signatures must be handwritten and in ink.

5. One (1) complete original proposal package with original signatures and four (4) copies must be submitted to the office of Ben Zeller, County Judge, Room 102, Victoria County Courthouse.

6. All Proposals must be sealed when returned to Victoria County.

7. Bid Title must be noted on the outside of the sealed return envelope.

8. Respondents or representatives of the Respondent are prohibited from contacting or communicating in any means with any consultant, employee, manager or elected official of Victoria County including the County Judge and Commissioners concerning this Proposal.

9. LATE PROPOSALS WILL NOT BE ACCEPTED AND WILL BE RETURNED UNOPENED.

10. BIDDERS MUST RETURN ONE (1) ORIGINAL SET OF THE FOUR ATTACHMENTS (“A-D”) WITH SIGNATURES AND FOUR (4) COPIES OF SEALED PROPOSALS TO:

Victoria County Judge’s OfficeVictoria County Courthouse115 Bridge Street, Room 102Victoria, Texas 77901

STANDARD TERMS and CONDITIONS

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Proposals are solicited for Inmate Health Care Services for the Victoria County Sheriff’s Office Detention Facility. By returning this proposal with price(s) quoted, Respondents certify and agree to the following:

1. Alternate proposals will not be considered unless authorized. If there are any questions as to the specification or any part thereof, Respondent may submit to the Victoria County Sheriff’s Office a request for clarification. Such requests must be received within a minimum of five (5) days prior to the scheduled opening date.

2. Non-performance or non-compliance of the Standard Terms & Conditions, or non-performance or non-compliance with the Specifications shall be basis for termination by Victoria County of the proposal or final executed contract.

3. Victoria County reserves the right to reject any or all proposals submitted and to waive any technicalities or formalities, considered being in the best interest of Victoria County.

4. Certificates of insurance shall be provided certifying proof of the required coverage including the date of expiration. Coverage should include Comprehensive General Liability, Employers Liability and Workers’ Compensation and Professional Liability Insurance.

5. Additional or alternate bonds may be required in accordance with Texas statutes as outlined in the specifications. Payment and performance bonds for an independent project should be submitted solely for the protection of all claimants.

6. Contract renewals may be made only by Commissioners’ Court for approval and agreement between the Victoria County Sheriff’s Office and the Respondent.

7. Independent Contractor: The Respondent shall be considered an independent Contractor and not an agent, servant, employee or representative of the County in the performance of the work.

8. Assignment delegation: No right or interest in this proposal shall be assigned or delegation of any obligation made by Respondent without the written permission of the Victoria County Sheriff’s Office.

9. Qualifications: The Respondent shall affirmatively demonstrate Respondent’s qualifications by meeting or exceeding the following minimum requirements:

a. Provide financial resources or the ability to obtain such resources.b. Comply with any required or proposed delivery schedule.c. Satisfactory record of performance.d. Satisfactory record of integrity and ethics.

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e. Be qualified and eligible to receive the award.

10. Invoices shall be submitted by the Respondent to the Victoria County Sheriff’s Office, Accounts Payable, 101 North Glass Street, Victoria, Texas 77901. Invoices must detail the materials/equipment/services delivered.

11. Exemption: Victoria County is exempt from federal excise and sales taxes, ad valorem taxes and personal property taxes; therefore, tax must not be included in proposals tendered. Proposals offered must be complete and all inclusive. Victoria County will not pay additional taxes, surcharges or other fees not included in bid prices.

12. Laws, Rules, Regulations, Orders: The Respondent must at all times comply with all applicable laws, rules, regulations and order of the Federal Government, State of Texas, County of Victoria, and the City of Victoria. Respondent must also meet and comply with all current Texas Commission on Jail Standards for medical requirements.

13. Permits, Taxes, Licenses: The Respondent is responsible for all necessary permits, licenses, fees and taxes required to carry out the provisions of the RFP. The financial burden for such expenses rests entirely with the company providing the service under the contract.

14. Agreement: Only the Victoria County Commissioners’ Court may enter into any type of agreement or contract on behalf of The Victoria County Sheriff’s Office. Contracts are subject to review by the County’s attorney prior to signature by the authorized County official.

15. Withdrawal: Proposals may be withdrawn prior to the official opening.

16. Minority Business Involvement: Victoria County is committed to developing, establishing, maintaining and enhancing minority business involvement in the total procurement process. The competition and quality of work remain the ultimate standards in contractor, sub-contractor, vendor service, professional service and supplier utilization.

17. Provisions: Respondents must agree to provide the following information as part of the proposal:

a. Form of business. (if a corporation, limited partnership or limited liability company, indicate the state of creation.)

b. Name of contact person (single point of contact with the Respondent).c. List of all criminal charges, civil lawsuits or dispute resolutions to which

Respondent is a current party and include the past five (5) years and the nature of the issue. Indicate if and how it was resolved.

d. Current fiscal year-end and year-to-date financial statements.

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18. Records: The awarding Respondent shall maintain detailed records to justify all charges, expenses and costs incurred in performing the work for at least two (2) years after completion of the contract resulting from this request for proposal. Victoria County shall have access to all records, documents and information collected and/or maintained in the course of the administration of this agreement.

Indemnification

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The successful Respondent shall indemnify and hold harmless the Victoria County Sheriff's Office, its agents, servants and employees, from all claims, actions, lawsuits, judgments, cost of litigation, including reasonable attorney’s fees, or liabilities of any kind whatsoever, including punitive damages arising out of the provision of health care services to inmates in custody and control of Victoria County or the failure to provide such services and any negligent or wrongful acts, including malpractice of Respondent, its agents, servants or employees in providing services hereunder.

Respondent shall procure and maintain, with respect to the subject matter of this RFP, appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover Respondent’s liability as may arise directly or indirectly from work performed under terms of this RFP. Certification of such coverage must be provided to the Victoria County Sheriff's Office upon request.

General Provisions

Termination for cause: The County, upon thirty (30) days written notice to the Contractor, may terminate the agreement in whole or in part for just cause. Cause shall include failure of the Contractor to fulfill in a timely and proper manner any one or more of its obligation under the contract. In such event, all documents, data, models and reports prepared under the contract shall become the County’s property. The requirement for thirty (30) days notice shall be waived in the event the contractor abandons its obligations under its agreement with the County or becomes bankrupt or fails to meet its payment obligations to its staff or suppliers.

Governing Laws: The agreement between the County and the Contractor shall be interpreted and enforced in accordance with the laws of the State of Texas.

Victoria County reserves the right to accept or reject in part or in whole any proposals submitted and to waive any technicalities or formalities, considered being in the best interest of Victoria County.

Special Instructions

One (1) original and four (4) copies of the proposal are required. If brochures or other supportive documents are requested, then five (5) sets must be submitted with your proposal.

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Victoria County assumes no responsibility for late deliveries of mail on behalf of the United States Post Office.

Victoria County assumes no responsibility for proposals being either opened early or improperly routed if the envelope/package is not clearly marked on the outside.

Proposals must be furnished exclusive of taxes.

No award will be made to any person, firm or corporation that is in arrears upon any obligation to Victoria County.

Victoria County reserves the right to reject proposals of Respondents who lack experience, financial responsibility or whose proposals are not complete and according to instructions.

Only sealed proposals received by Victoria County will be accepted. Proposals submitted by any other means will not be accepted.

Victoria County is an Equal Opportunity Employer.

Questions about this Request for Proposal shall be in writing and referred to:

Contract Administrator Contracting Technical Officer (CTO)Captain Darla Canfield Lieutenant Carol Hulsey101 N Glass 101 N GlassVictoria, TX 77901 Victoria, TX 77901dcanfield@vctx.org chulsey@vctx.orgFax: 361-574-8019 Fax: 361-574-8077

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Notice to Respondents

Victoria County, Texas is accepting proposals from qualified vendors (Respondents) who can provide a contract for Inmate Health Care Services for the Victoria County Sheriff’s Office, in accordance with the terms, conditions and requirements set forth in this Request for Proposal.

The purpose of this RFP is to solicit proposals from qualified Respondents to provide professional services for comprehensive medical, mental and ancillary health care programs and services for the Victoria County Sheriff’s Office. Services will include but are not limited to comprehensive health care management, medical services on-site physicians, 24/7/365 nursing, mental health, dental, pharmacy, stand alone medical records, lab, x-ray, on-site routine medical services, billing and claims management and inmate intake screening.

The Victoria County Sheriff's Office intent is to obtain the services of a qualified professional provider with extensive experience in the provision of medical, mental health, dental and ancillary care programs and services for the detention facility.

Background Information

The Facility is located in Victoria, Texas at 101 N Glass Street. The facility opened in 1984 with the first floor and the second floor was completed in 1994. The medical unit is located on the second floor.

The Sheriff’s Office operates a detention facility with a maximum capacity of housing 532 inmates. Approximately 70% of the inmates within Victoria County Sheriff’s Office Detention Facility receive medical care and of those receiving medical care, 60% receive approved pharmaceuticals.

Existing Medical Unit

The existing Medical Unit contains sixteen (16) inmate medical beds with sinks and toilets. The remaining space includes the following:

Doctor’s Office Medical Exam RoomNurses Office Dental Exam RoomTreatment Room Utility RoomsDispensary Reception AreaMedical Holding Cell

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Medical Co-Pay System

The facility subscribes to an inmate co-pay system.

There are no charges for intake screening and history, physicals, or initial dental screens. Proceeds of the co-pay system are returned to the Victoria County General Fund.

Statistical Data

The following is an overview of statistical data for primary medical services for the period January 1, 2014 through December 31, 2014. This data is provided for informational purposes only and in no way is intended to limit, project, or predict the number of patient encounters to be provided by the vendor during the period of the contract.

Primary Medical Service Total DeliveredInmates Seen by Physician 314Inmates Seen by Dentist 177Medical Requests reviewed by Physician 12,260Nurse Sick Call 3,466Lab Work 177X-Rays 198TB Tests 2,177Off-Site Doctor Appointments 110Emergency Room Visits 74

2014 Medication Distribution TotalAverage Daily Inmate Population 407Number of Inmates on Medication 219Percentage of Inmates on Medication 53Number of Inmates on Psychotropic Meds 98Percentage of Inmates on Psychotropic Meds 24

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Annual Average Inmate Processing Data 2012 - 2014

Year

Daily Average

Male Inmates

Daily Average Female Inmates

Average Daily Pop.

Number of

Monthly Bookings

Daily Average Inmate

Bookings

Number Of

Monthly Releases

Daily Average Inmates Released

2014 334 73 407 628 21 630 21

2013 325 65 391 546 18 543 18

2012 352 73 425 533 18 533 17

Note: Monthly Bookings and Releases are based on thirty days per month.

Scope of Contract

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Respondent shall be the sole supplier and/or coordinator of the health care delivery system at the Facility. Respondent shall be responsible for all medical care for all inmates (except Work Release inmates who shall, when in the Facility, receive only emergency care from the provider) at the Facility. The term "Medical Care" includes "Mental Health Services" as well as "Dental Care". This responsibility of Contractor for the medical care of an inmate commences with the commitment of the inmate to the custody of the Facility and ends with the release of the inmate.

Terms of Contract

The term of this contract shall be for two (2) years from the date of award with two (2), one (1) year renewal options. The contract may be evaluated at any time during this period, at terms and conditions mutually agreeable to both parties.

Objectives

1. To provide data necessary for the evaluation of competitive proposals submitted by qualified firms.

2. To provide a fair method for analyzing submitted proposals.3. To result in a contract between the successful proposer (unless all proposals are

rejected) and County that will provide:a. Quality health services for inmates in custody and control of the Facility;b. Development and implementation of a health care plan with clear objectives,

policies and procedures and with a process of documenting ongoing achievement of contract obligations;

c. Operation of a health services program, 24 hours a day, 7 days a week, at full staffing, using only licensed, certified and professionally trained personnel;

d. Administrative leadership that provides for both cost accountability and responsiveness to the contract administrator;

e. Assurance that required federal, state and local requirements and standards of care are met;

f. Continuing education for staff as required by the State of Texas;g. A health care system that is operated in such a way that is respectful of inmate

rights to basic health care;h. Compliance with the standards established by the National Commission on

Correctional Health Care for health care services in jails as well as the American Correctional Association standards for medical services.

Minimum Qualifications:

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To be considered for award of this contract, the Respondent must meet the following minimum qualifications:

1. The Respondent must be organized for the sole purpose of providing health care services and have previous experience with proven effectiveness in administering correctional health care programs.

2. The Respondent must have at least five (5) continuous years of corporate experience in providing health care services at correctional facilities and have at least five (5) current contracts with separate agencies with correctional facilities. At least three (3) of these contracts shall be of similar size of inmate population to the Victoria County Detention Facility. Must submit a list of current contract vendors, addresses and contact information.

3. The successful respondent must operate health care services based on National Commission on Correctional Health Care (NCCHC) and American Correctional Association (ACA) policies and procedures and provide one (1) reference with such accreditation standards within the state of Texas.

4. The Respondent must demonstrate its ability to provide a health care system specifically for the Facility. It must demonstrate it has the ability for a thirty (30) day start-up, it has a proven system of recruiting staff, and it has an adequate support staff in its central office capable of competently supervising and monitoring its operations in the County.

5. All personnel will at least meet Texas Commission on Law Enforcement (TCOLE) standards. The Victoria County Sheriff’s Office will provide the required training for personnel to acquire the necessary jail school certification.

Specifications and Program Requirements

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Administrative Requirements

The medical staff must adhere to the code of medical ethics and policies in conjunction with the Victoria County Sheriff’s Office and the Texas Commission on Jail Standards. All medical staff providing services in accordance with this solicitation must be licensed to practice in the State of Texas.

1. A singular designated physician health authority (Medical Director) with responsibility for assuring the appropriateness and adequacy of inmate health. The proposal should address what the Medical Director's responsibilities will be in regards to: In Service Training, Quality Assurance and Recruitment. The proposal should also address what part of on-site time provided by the Medical Director will be committed to Administrative Duties, Direct Care, and Involvement in Quality Assurance.

2. A full-time on-site Health Services Administrator shall be provided who shall have the general responsibility for the successful delivery of health care pursuant to this solicitation and final contract. The Respondent shall indicate the qualifications of as well as the range and scope of the responsibilities and activities of this position.

3. The Respondent shall, upon request, provide to the County proof of licenses and/or certificates for all professional staff. In addition, malpractice insurance must be on file for all physicians and Nurse Practitioners/Physician Assistants, and other employees, if applicable.

4. Copies of staffing schedules encompassing all health care staff are to be submitted to the Contract Administrator on the fifteenth of each month for the upcoming month. Daily updates should be supplied if there are changes.

5. Monthly and daily statistics will be required as follows:

a. A statistical report with narrative on noteworthy accomplishments or events will be due on the fifth (5th) business day of each month to the Contract Administrator that includes, but is not limited to, the following:

Inmates seen at sick call Reports on TB test reported to the State Health Department Inmates seen by physician Inmates seen by dentist Inmates seen by psychiatrist Medical specialty consultation referrals Off-site hospital admissions Emergency Room visits

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Infirmary admissions, patient days, average length of stay Intake medical screening Lab Work

b. A report of the previous twenty-four (24) hours that captures but is not limited to, the following data. This report shall be submitted to the Contract Administrator on a daily basis:

Transfers to off-site hospital emergency departments Communicable disease reporting Suicide data (i.e.: attempts and precautions taken) Report on status of inmates in local hospitals Report on status of inmates in jail infirmary Submit completed medical incident report copies

6. Grievances shall be monitored to detect areas of concern. Inmate grievances shall be documented on a log and a response shall be prepared within three working days of receipt. Completed responses will be returned to the inmate through the Contract Administrator.

7. The establishment of a comprehensive quality improvement activity that will monitor the health services provided.

8. The establishment of an infection control activity that monitors the incidence of infectious and communicable diseases and seeks to prevent their incidence and spread and provides for the care and treatment of inmates so infected.

9. The contract provider for medical services shall, in times of emergency or threat thereof, whether accidental, natural or man-made, provide medical assistance to the Victoria County Sheriff’s Office to the extent or degree required by Victoria County Sheriff’s Office policies and procedures.

Personnel Requirements

Adequate health care personnel required to provide those services listed in the proposal must be provided. Proposals must show a complete and detailed staffing arrangement, by degree of competency, which shall provide adequate support for the operation of the health care program. Staffing plans are to include showing the total number of employees full-time (40 hours per week on site) and part-time; position titles and license/certification; total number and positions per shift and on holidays. Adequate health care personnel are required for twenty-four (24) hours, seven (7) days per week for inmate health care services.

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Medical Physician/Director:

A board certified medical physician available for site visits at a minimum of four hours per visit, three days per week and on an on-call basis 24/7/365. The Medical Physician/Director must reside locally (within Victoria County area or surrounding area).

In the event the Medical Physician/Director is absent, an acceptable alternative shall be submitted as a replacement.

The Medical Physician/Director shall have hospital privileges with Citizens Medical

Center, Victoria, Texas.

Mental Health Services:

A board certified mental health professional for site visits at a minimum of two hours per visit, two days per week and on an on-call basis 24/7/365.

The mental health professional shall be responsible for conducting the psychiatric examination and treatment of any inmate/detainee referred to him by the jail personnel. Without limitation, any inmate/detainee presenting a danger to himself / herself, or others shall be so referred.

The mental health professional shall be responsible for the prescription and oversight of the administration of all psychotropic medications.

Dentist:

A board certified dentist for three-hour on-site visits at a minimum of one day per week.

The dentist must reside locally (within Victoria County area or surrounding area).

Other Medical Staff:

A Registered Nurse (RN) will be appointed to the medical staff program manager at least 5 days per week, 40 hours per week, on call 24/7 and reside locally.

The Respondent will provide a resident nursing staff within the Victoria County Sheriff’s Office Detention Facility 24/7/365. The Respondent will recommend a base level for licensed vocational nurse (LVN) personnel.

Clerical staff shall support the medical contract to ensure proper medical records maintenance and schedule inmate medical appointments.

Additional personnel requirements:

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As the inmate population varies due to emergency or non-emergency situations, the Victoria County Sheriff’s Office will provide the Respondent with a work order for additional LVN personnel as required to meet medical services support needs.

Staffing Plan - Vacancies

Positions shall be filled within fifteen (15) days of the vacancy. In the event that a vacancy exists for a period more than fifteen (15) days, the Victoria County Sheriff’s office shall receive a credit equivalent to the cost of the position for the time of the vacancy.

Staffing Plan – Employment

The Respondent will ensure that all medical staff members complete all required paperwork to initiate a background check.

Respondent must provide proof that medical services staff have successfully passed a recent pre-employment drug and alcohol screening at a certified laboratory prior to working in the Sheriff’s Office.

The Respondent will ensure that all its employees participate and satisfactorily complete Jailer instruction as provided by the Victoria County Sheriff’s Office.

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Care and Treatment Requirements

Sick Call/Inmate Request for Medical Assistance: Medical services staff will establish and implement daily sick call procedures for inmates in custody and care of the Victoria County Detention Facility.

Medical Intake Screening Assessments: Respondent will recommend policies and procedures for inmate medical assessments for inmates requesting assistance. The Sheriff’s Office will accept the requirement for its staff to perform a basic intake screening with medical review by Respondent and screen potential inmates upon request of the Victoria County Sheriff’s Office Detention personnel.

Dental Services: The Respondent will provide dental treatment limited to extractions and emergency dental care deemed necessary by the dentist.

Hemodyalisis Services: Respondent will propose the feasibility of an on-site hemodialysis process.

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Infectious Disease Services: The Respondent shall recommend policy and procedures for the quarantining care and handling of inmates diagnosed with infectious disease, chronic illnesses and other special medical needs. The Victoria County Health Department will be notified of all infectious diseases and protocol for medical care provided to the inmates within seven (7) days.

Medical Services staff will provide skin tuberculin testing within seven (7) days of booking and x-ray services for positive results.

Laboratory Services: The Respondent will ensure the availability of laboratory studies as determined necessary. Routine and stat laboratory specimens will be reviewed and signed by a physician with reports provided in a timely manner.

Mental Health Services: The Respondent shall provide for mental health services which shall include screening, referrals, diagnosis, and treatment of mental health conditions at the facility.

Nutritional Services: The Respondent will be responsible for cooperating with the established Food Service program to ensure the provision of medically necessary diets.

Pharmaceutical Services: The Respondent will provide a pharmaceutical program in accordance with federal, state and local laws that meets the needs of the inmate population.

Medications: Narcotic medications will be secured using double lock procedures.

Radiological Services: The Respondent will ensure access to radiological studies as determined necessary. Routine and stat radiology services will be processed and written reports will be provided in a timely manner. A board certified or board eligible radiologist will interpret test results.

Female Health Services: The Respondent will be responsible for the provision of medically necessary services to the female inmate population to include, at a minimum, pre- natal and post-partum care.

Additional Miscellaneous Duties

The Respondent shall respond to and answer complaints/grievances in accordance with the Victoria County Sheriff’s Office policy.

The Respondent will participate and track the inmate co-pay program. The inmate fees collected will be deposited in the Victoria County general fund. The Respondent will not collect or handle any inmate funds.

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Respondent’s medical staff is subject to court appearance to testify on medical issues relating to criminal hearings.

Services to Staff

The Respondent will provide the following services for the Victoria County Sheriff’s Office and staff:

Emergency services including first aid, assessment, stabilization and the coordination of transport of employees or visitors who become ill or injured in or near the Facility.

Provide an annual tuberculin testing for all Victoria County Sheriff’s Office personnel, (currently budgeted for a staff of 215) and all new hires, including appropriate record keeping.

Physical examinations for all new hires within the Victoria County Sheriff’s Office; and

In-service medical training (i.e.: blood borne pathogens, mental health concerns, suicide awareness, etc.), as requested.

In-field triage and care during extra-ordinary events.

Medical Record Requirements

The Respondent will recommend policies and procedures addressing the medical record format and documentation requirements as set forth by HIPAA and other applicable policies and regulations.

A medical record consistent with state regulations and community standards of practice shall be maintained on each inmate at time of initial inmate screening. These records shall be kept separate from the jail confinement records of the inmate. Medical records will be maintained on a stand-alone electronic system that will be accessible after the end of contract. All medical records shall be the property of Victoria County Sheriff’s Office.

Individual health care records shall be initiated and maintained for every inmate regarding medical, dental or mental health services received as a result of the inmate screening process and for services rendered following the inmate’s assignment to a housing area.

The Respondent shall prepare health summaries to be sent with inmates being transferred to the Texas Department of Corrections or United States Marshal inmate transfers.

The Respondent will examine and provide medical clearance for all inmate workers, as requested by the Facility.

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Billing Process / Record Keeping

The arresting authority shall be financially responsible for payment of emergency off-site medical hospitalization expenses associated with an injury sustained by a person during a lawful arrest. Illness/injury occurring after booking and while in custody will be the responsibility of Victoria County Sheriff's Office once the person has been accepted by the Victoria County Sheriff’s Office.

Every inmate sentenced to a “work release" confinement shall be responsible for any injury that occurs while not physically housed in the Victoria County Sheriff's Office Detention Facility.

Respondent will be responsible for verification of incoming invoices from off-site providers to ensure the validity of the invoices and that discounts are applied. After processing, the invoices will be forwarded to the CTO.

Respondent shall submit to Victoria County Sheriff's Office by the tenth day of each month, covering the preceding month, an invoice for medical services. The price charged to Victoria County Sheriff's Office shall be described in the proposal.

Supplies, Office and Equipment

From start-up, all Victoria County Sheriff's Office expendable / consumable supplies on hand will be distributed until depleted at no charge to Victoria County Sheriff's Office. Thereafter, replenishment stocks will be acquired by the Respondent and charged to the Victoria County Sheriff’s Office per this agreement.

Purchase and safely manage all consumable supplies and products that are required for the medical services operation. These supplies and products shall remain the property of Victoria County Sheriff's Office.

The Respondent must achieve at a minimum, a satisfactory rating during an inspection of the facility. Inspections of the facility will be conducted by Victoria County Sheriff's Office, The Texas Commission on Jail Standards, and any other agency deemed necessary by the Victoria County Sheriff’s Office.

Victoria County Sheriff's Office owns the existing medical equipment and office furnishings in the Medical Unit. In the event that additional equipment or furnishings is required during the term of the contract, a written list of equipment and justification of need should be forwarded to

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Victoria County Sheriff's Office for consideration and processing. If the Respondent determines that additional equipment will be required prior to start-up, that list shall be included as part of the proposal. Respondent is responsible for providing medication carts and a fax machine.

Upon contract termination equipment purchased by the Respondent will remain the property of the Respondent as part of the agreement. Upon contract termination equipment purchased by the Victoria County Sheriff's Office will remain property of the Victoria County Sheriff's Office.

The Respondent agrees to provide equipment and supplies necessary for the provision for covered services unless specifically identified as a Victoria County Sheriff's Office responsibility.

All office equipment can be used by the Respondent; however, office supplies have to be provided by the Respondent at their expense.

Victoria County Sheriff's Office will have final authority with respect to financial responsibility with equipment and furnishings purchases.

PROPOSAL SUBMISSION FORM and REQUIREMENTS

PROPOSAL FORMAT: The following information shall be submitted in your proposal in the order listed below in a binder with tabs differentiating each section. Failure to submit this information will render your

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proposal non-responsive. Respondents having questions should contact the Contract Administrator.

To be considered, prospective contractors must submit a complete response as required by the RFP. Respondents must submit evidence of their ability to provide complete, thorough and comprehensive responses and information for each of the following components of the RFP.

A. Firm/Company Description Describe the ownership and current principals of your firm and any other firm that

you propose to become part of your team. Include the office that will be submitting this proposal.

Provide proposed project manager for this project and contact information.

B. Financial Responsibility Supply your latest financial statement (audited statement if available). Provide a statement demonstrating your ability to satisfy insurance requirements.

C. Experience Provide the two most recent similar contracts your firm has in place. For each

contract, provide the name of an owner’s representative (with phone number) who is familiar with your performance on the contract.

Provide your firm’s safety rates for the past year and your firm’s current incident rates.

Please designate the specific individuals to fill the following key roles on your team and submit resumes for each:

o Physician/PAo Health Services Manager/Registered Nurseo Assistant Manager

Provide an organizational chart showing the lines of responsibility and accountability for your team, including a list of all employees that will work in the Victoria County Sheriff’s Office Medical Unit.

o Include the salary range for each position.

D. Medical Records/Reporting Provide a sample report that shall be submitted to Victoria County Sheriff’s Office

personnel on the overall medical classification and health status of inmates committed to the custody of Victoria County.

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Describe your company’s policies and procedures of maintaining Medical Records, including on-site medical records. The County would prefer that electronic medical records and vendor would cover the cost of interfacing such.

E. Health Care Education/Transition Plan Provide in detail your companies continued healthcare education program for

inmates. Topics included in your program should include but is not limited to, instruction in self-care for chronic conditions, health risk assessment, personal hygiene, nutrition, venereal disease, exercise and chemical substance abuse.

Provide in detail your companies continued training plan for jail staff. Topics included in your program should cover CPR training, first aid instruction and other continuing professional education courses.

Provide your company’s transition plan.

F. Off-site Medical Services/Emergency Care Provide a detailed summary of procedures of your company’s approach for offsite

medical services. Provide a detailed summary of procedures of your company’s approach for

emergency medical care. (Respondent must comply with Section 773.010 of the Texas Health and Safety Code.).

G. On-Site Medical Services Provide a detailed summary of procedures of your company’s approach for on-site

medical services. Provide a sample manual of written policies and procedures that will be maintained

on-site by awarded Respondent, include medical protocol. Provide your company’s proposed staffing schedule for Nurse Medical Care at the

Victoria County Sheriff’s Office Medical Unit. Provide your company’s proposed staffing schedule for Physician Medical Care,

including on-call Physician plan at the Victoria County Sheriff’s Office Medical Unit. Include a list of all equipment and supplies Respondent will provide to insure proper

medical services at the Victoria County Sheriff’s Office Medical Unit including but not limited to all medical services equipment and the proper maintenance.

H. Medicine/Supplies Provide a detailed summary of procedures of your company’s approach for

dispensing and administration of medication (must comply with Pharmacy Practice Act).

Include a summary of your company’s approach to securing all medications.

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Include a sample invoice report of itemized invoicing on medications. Provide a detailed summary of procedures of your company’s approach for

emergency medical cares. (Respondent must comply with Section 773.010 of the Texas Health and Safety Code).

I. Other Benefits Provide information here on any additional benefits of your team.

J. Respondent Reference Sheet Complete and include list of verifiable references form in this packet. (see

“Attachment B”)

K. Bonds/Insurance Please provide the name, address, telephone number of insurance carrier along with

information for worker’s compensation insurance coverage along with certificate of insurance. Victoria County shall be named as additional insured.

Health Contractor shall maintain at its expense the insurance coverage as stated herein for Workers’ Compensation, Comprehensive General Liability, Professional Liability including Medical Malpractice coverage. Notices and Certificates of insurance shall be submitted to the Victoria County Sheriff’s Office.

L. Payment for Services A Proposed Price Sheet (see “Attachment A”) which states, as a lump sum, the base

price for which the Contractor offers to provide the services and meet all the requirements of the RFP for the first year, based on an average daily population of 400 inmates should be completed.

Include detailed descriptions for population reconciliation rebates back to the County for inmate populations below 400.

EVALUATION OF PROPOSALS: An Evaluation Committee appointed by the Sheriff of Victoria County will evaluate each proposal. The Evaluation Committee will make recommendations to the Victoria County Commissioners Court who shall make its award of contract to the successful proposer, which award will be subject to the finalization of agreement following contract negotiations.

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In making such evaluations, the Evaluation Committee will be guided by the following point system that has 100 points as the maximum total:

Category PointsExperience/Qualifications 0 to 30Technical 0 to 30Cost Proposal/Pricing 0 to 20Staffing Requirements 0 to 20Financial Stability Pass/Fail

Possible Total 100

In computing points for each of the above criteria, the Evaluation Committee will take the following into consideration:

1. Basic Requirements: Initially, the proposal will be examined to determine if it “qualifies” in that it meets the basic requirements for consideration.

2. Evaluation of Qualifying Proposals: Having determined that a proposal meets the basic requirements, the Evaluation Committee will then evaluate it with respect to each of the following elements:

a. Experience/Qualifications (Maximum 30 points): Included in this criterion of the evaluation will be: Length of time respondent has been in the business of providing health care services in the jail/correctional setting; current and recent history of past performance by the respondent of a similar nature to the performance offered in response to the RFP; any evidence submitted (letters of reference) or readily attainable regarding the quality of past performance and the reliability of responsiveness of the respondent; the apparent capabilities of the respondent to perform well in the execution of its obligations under a contract with the County as evidenced by its leadership and management personnel; size of organization, length of time in business, past performance and other current contractual obligations defining the Respondents capability to undertake and successfully fulfill the obligations proposed to the undertaken by its submission of a proposal in response to this RFP.

b. Technical (Maximum 30 points): The Evaluation Committee will review and determine the Respondent’s understanding of Victoria County Detention Facility’s current health services system. This review will see how the Respondent will approach the task of initiating and then fully implementing its program, look at the proposed health care delivery system in all its facets including how desired results will be attained. In all, proposal’s clarity, understanding of issues, completeness of program and demonstration of assurance

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of performance as to quality and efficiency will be weighted when scoring this category.

c. Cost Proposal/Pricing (Maximum 20 points): The stated lump sum base price for full performance in meeting the requirements of the RFP will be of major consideration under this category. In further reviewing “price”, the Evaluation Committee may also refer to the line item information that has been provided. In addition, to be considered are such matters as increases or decreases for changes in the jail population and for the extension of the contract for subsequent years.

d. Staffing Requirements (Maximum 20 points): In evaluating this criterion, the Evaluation Committee will look at what is proposed as a staffing pattern for the facility. Included in the review of this portion of the proposal will be: staffing levels (e.g., physicians, mid-level providers, RNs and LVNs, dentists, dental assistants and hygienists, in-house specialists, psychiatrists, psychologists, mental health staff, medical records personnel); proposed facility and shift assignments of health staff and proposed coverage – taking into account the preceding and the pattern of coverage (number at each level and days, hours, nights, weekends, full or part-time, etc.). Also taken into account will be the levels of capabilities of senior management and on-site medical and administrative supervisors and the use of off-site professional assistance (specialists and consultants).

Attachment A: Proposal Price Form

All labor, materials, services and equipment necessary for the completion of the work described in this document and as proposed by the bidder will be completed for the lump sum amount of

      Dollars ($     ).

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[Enter the total base proposal amount for the first year base.][Based on average daily inmate population of 400.]

1. *Total cost of first year of contract: $      

Additional cost/refund per inmate when the average daily population varies:

$      

2. Total cost of second year of contract: $      

*Provide a breakdown of the lump sum price by line item descriptions and amounts (e.g. staffing, consulting/specialty care, inpatient hospital care, pharmaceuticals, hospital emergency care costs, supplies, miscellaneous expenses, general administrative and operating costs, etc.). The total for the line items should be the same as the stated lump sum base price.

Name and address of company:

Name:      

Address:      

     

Authorized Representative:

Signature:

Printed Name:      

Title:      

Attachment B: Past Performance and References : Please list five past performances/ references of customers who can verify the quality of service your company provides. The County prefers customers of similar size and scope of work to this proposal.

Please provide your information using the following form. Limit each past performance to a single sheet.

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Contract Name:      

Contract Numbers:      

Role: i.e., Prime, sub-contractor, etc.

Client Organization:     

Contract Type: i.e., Firm Fixed Price, Cost Plus, etc.

Period of Performance:     

Total Contract Value:     

Client Contract Manager:     

Company Program Manager:     

Project description, scope of work performed, services, and products delivered:     

Major success or accomplishments:     

Major problems, lessons learned, and solution(s) applied if applicable:     

.

Attachment C: REQUIREMENT FOR DISCLOSURE OF CONFLICT OF INTEREST

The 79th Texas State Legislature enacted H.B. 914, creating Chapter 176 of the Local Government Code. This act, Disclosure of Certain Relationships with Local Government Officers, takes effect January 1, 2006. As required by the act, the Texas Ethics Commission has

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created a draft disclosure questionnaire to be completed by vendors. This disclosure requirement applies to a person who contracts or seeks to contract for the sale or purchase of property, goods or services with a local governmental entity.

1. The CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ) is required to be filed within 7 business days of:

A. Beginning contract discussions or negotiations with Victoria County; or

B. Responding to a Request for Proposal, Invitation to Bid, or a correspondence or other writing related to a potential agreement with Victoria County.

COMPLETION AND SUBMISSION OF FORM CIQ ARE THE SOLE RESPONSIBILITY OF THE PROSPECTIVE VENDOR.

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Attachment D: REQUIREMENT FOR CERTIFICATE OF INTERESTED PARTIES (Form 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

Filing Process:

Staring on January 1, 2016, the commission will make available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

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