UPDATE: June 3, 2022 Notice of Intent to Award
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***The Leon County Sheriff's Office announces the following changes to the Schedule of Events for RFP D-22-01 (Posted 05/02/2022)***
Week of May 27, 2022 Applicant Selection (changed from week of May 2, 2022)
Week of June 3, 2022 Contract Award (changed from week of May 9, 2022)
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Bids were opened on April 15, 2022 at 10am in the Procurement Office. The following bids were received:
- Diamond Pharmacy
- Yes Care
- Well Path
- Vital Core Health Strategies
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RELATED DOCUMENTS:
Inmate Medical RFP March 2022 RFP D-22-01- Inmate Medical RFP March 2022 RFP D-22-01 Revised (Corrected Pre-Proposal Zoom Meeting Date on cover page)
- Inmate Medical Services FY 2021
- Inmate Medical Services FY 2022
- 21.08.10 Heritage Health Solutions, Inc. Agreement
- 17.10.01 Fully Executed Corizon Health Services Agreement
- 19.10.04 First Amendment to the Inmate Health Services Agreement
- LCSO Detention Medical/Dental Equipment Inventory
- LCSO Detention Medical Computer Inventory
QUESTIONS/RESPONSES REGARDING BID:
(1) Question: On the Cover page it lists the Mandatory Pre Proposal Conference via Zoom as March 22, 2022 at 10:00 am. However, on page 5 of the RFP the Zoom meeting is listed as March 21, 2022, at 10:00 am. What is the correct date of the Zoom meeting?
Response: The correct Zoom date is March 21st. The RFP has been corrected and website updated to ensure the dates match.
(2) Question: Also, I noticed in the language that a performance bond will be required once the contract is signed. ACH believes that a performance bond is better suited for a construction bond where the company can draw down 80% of the total cost in order to buy supplies. That is not the case in this type of service. The county is billed for the month before in a NET30 bill. There is less of a chance that the County will be out more than 8.33 percent of the total contract. Will Leon County agree to remove that section from the RFP?
Response: Sheriff’s Office will not waive the performance bond.
(3) Question: I understand from the RFP that the number of attendees from each vendor for the Facility Tour, March 23 cannot exceed 2. Is there a limit to how many can attend the Zoom call, March 21? Also, please confirm that anyone planning to attend the Facility Tour must attend the Zoom call.
Response: There is no limit to the number of attendees on the Zoom call.
(4) Question: Since the current schedule indicates that answers to questions won’t be posted until a week before proposals need to ship, will the County consider an extension of the due date to allow for a minimum of two weeks from the time that answers to questions are posted? This would provide vendors with sufficient time to analyze and incorporate the information into their proposals and would result in stronger proposals with better prices for the County.
Response: Thank you for your suggestion regarding scheduling. As the RFP was just published yesterday, this Office does not at this time believe that the schedule needs to be amended.
(5) Question: Page 41, items L 3 and 4: Please clarify what is meant by “Project Owner’s representative” and “Project user agency’s representative.”
Response: As set forth in the RFP, page 41, paragraph L is asking bidders to illustrate experience etc. A bidder may be providing current or past service to either a private corporation or company, which would have an OWNER. A bidder may also be providing services to a public (governmental) AGENCY. Thus, (3) would be referring to a private business or corporation that you are or have provided services to, such as a private hospital, and (4) “agency” would refer to a governmental/public entity, such as a sheriff’s office or a state prison.
(6) Question: Page 41, items M and N. Is item M asking for a detailed description of our approach to the scope of work while item N is asking for a plan outlining the transition and contract implementation from the current vendor to the new vendor? If not, please clarify the difference between these two items.
Response: M is asking to outline the services to be provided. N is asking for a schedule of events and time/task schedule to be able to perform duties commencing 01 October 2022.
(7) Question: The Non-Collusion Affidavit appears to require a notary specifically from Florida. For companies that are not based in Florida, would you consider a notary from another state acceptable?
Response: Yes
(8) Question: The time frame for proposal submission is relatively short for a project of this magnitude. The date for responding to questions leaves less than one week before proposals would need to be mailed. As such, would you consider a two week extension to the due date?
Response: At this time, the schedule of events remains unchanged
(9) Question: Can you please provide a copy of the current healthcare contract, including all amendments?
Response: Copy of current contract and amendments will be placed on the LCSO website where the RFP and other documents are posted.
(10) Question: Please clarify the difference between the hour for hour paybacks and liquidated damages for vacancies. Will they both be assessed for positions that are vacant beyond 30 days?
Response: Yes. See page 13, Vacancy.
(11) Question: Please provide a list of current vacant positions.
Response: Rn 1.5, LPN 3.5, BH clin 1 Dent Assist .4
(12) Question: Please provide the current use of agency staff.
Response: Employees of the Leon County Sheriff’s Office do not provide inmate health services. Leon County Sheriff’s Office personnel provide security and transport services.
(13) Question: The RFP requests resumes for key personnel such as the Health Services Administrator, Director of Nursing, Medical Director, etc. Typical industry practice is for an incoming vendor to evaluate the current staff in those positions with the Sheriff’s Office administration to determine if there is mutual interest in retaining them. As those positions are currently employed by the incumbent provider, will you consider job descriptions for those positions including required education and experience in lieu of resumes?
Response: If a bidder does not include the names and resumes of key personnel, LCSO will consider that in evaluating the response.
(14) Question: Please confirm that the Contractor is not responsible for the cost of any offsite services.
Response: The Contractor is not responsible for the cost of offsite services.
(15) Question: Who is responsible for the cost of ambulance transportation?
Response: LCSO
(16) Question: Who is responsible for hosting the current EMR, the Contractor or the Sheriff’s Office?
Response: LCSO hosts the current EMR (Correctek) on LCSO-owned equipment, and currently pays the annual software license maintenance cost for that software. LCSO would entertain a vendor provided and supported solution.
(17) Question: Who is the Internet Service Provider and what bandwidth are they providing?
Response: The current service provider maintains their own private internet circuit for provider-owned and managed computers.
(18) Question: Who is responsible for providing and supporting phones?
Response: LCSO provides and supports all land-line desk phones.
(19) Question: Will the network (switches, Wi-Fi, router, Internet, etc.) be the responsibility of Leon County or the contractor?
Response: LCSO provides and maintains the network switches, wi-fi, routers, etc. for any LCSO provided desktops. For service provider provided desktops, the service provider is able to use our patch panel, but no additional network gear.
(20) Question: Is there a wireless network? If so, does it extend to medical? Does it extend to the locations for medication administration?
Response: Wireless service is available to LCSO provided desktops and laptops for access to internal resources. If the service provider desires wireless access to the dedicated circuit that install, the provider would need to supply the necessary equipment.
(21) Question: Who is responsible for providing helpdesk support to the medical users?
Response: LCSO staff provides support for LCSO provided machines and software.
(22) Question: RFP Page 6-7 Prohibited Communications: To ensure vendors do not inadvertently attempt to engage in prohibited communications, please provide the names and titles of the members of the Evaluation Committee.
Response: It is anticipated that the members will be Director Brandy Coxwell, Captain Craig Carroll, CFO Elise Gann, Chief Norman Mack, and Captain Georgella Dent. However, these names are subject to change based upon operational necessity of the LCSO.
(23) Question: RFP Page 23 General Question & IV. Scope of Services, HIV Medications: The RFP notes the LCSO has a separate contract for healthcare and pharmaceuticals for HIV/Aids inmates. There is no other reference to how pharmaceuticals are procured. Is the Contractor responsible for obtaining pharmaceuticals as part of this contract
Response: The Contractor is responsible for pharmaceuticals with the exception of those obtained for HIV/Aids patients by Bond Community Health.
(24) Question: RFP Page 23 General Question & IV. Scope of Services, HIV Medications: In the current inmate health services contract, the Sheriff’s office is financially responsible for the cost of HIV, dialysis, Hepatitis C medications/testing, and Factor 8& 9 products. Can the Sheriff’s office confirm these costs will remain the obligation of the Sheriff/County?
Response: LCSO will continue that current practice.
(25) Question: RFP Page 26 IV. Scope of Services, Hospital and Specialized Ambulatory Care: This section notes the Contractor will establish contracts with specialists for outpatient services. Pages 3 and 17 note the Detention Facility contracts with a third-party administrator for these services. Will the Sheriff’s Office please clarify which party is responsible for contracting and which party bears the cost for offsite hospitalization and specialty services?
Response: The current contractor works with Heritage (third party administrator) to establish agreements with local providers for services that must be provided outside of the facility. LCSO would expect that to continue. The outside medical services are paid for by the LCSO. This is the current practice and LCSO would expect the same to continue.
(26) Question: RFP Page 38 IV. Scope of Services, Forensic Information: In the event an involuntary collection of specimens is required and conducted by an outside party, is the medical contractor responsible for the cost of obtaining the specimen?
Response: No
(27) Question: RFP Page 60 Fee Proposal Form: The current contract has pricing for each year of the contract term. The RFP requires a flat fee for a three-year period. To provide more competitive pricing, will the County consider modifying the fee proposal form to include five individual years of pricing?
Response: As this is not a question, but rather a request to modify the RFP, no answer is required. The RFP will stand as written.
(28) Question: Can you please provide a copy of the current healthcare contract, including all amendments?
Response: Copy of current contract and amendments will be placed on the LCSO website where the RFP and other documents are posted
(29) Question: Please clarify the difference between the hour for hour paybacks and liquidated damages for vacancies. Will they both be assessed for positions that are vacant beyond 30 days?
Response: Yes. See page 13, Vacancy.
(30) Question(s): Please provide a list of current vacant positions. / Please provide the current use of agency staff.
Response: Employees of the Leon County Sheriff’s Office do not provide inmate health services. Leon County Sheriff’s Office personnel provide security and transport services.
(31) Question: The RFP requests resumes for key personnel such as the Health Services Administrator, Director of Nursing, Medical Director, etc. Typical industry practice is for an incoming vendor to evaluate the current staff in those positions with the Sheriff’s Office administration to determine if there is mutual interest in retaining them. As those positions are currently employed by the incumbent provider, will you consider job descriptions for those positions including required education and experience in lieu of resumes?
Response: If a bidder does not include the names and resumes of key personnel, LCSO will consider that in evaluating the response.
(32) Question: Please confirm that the Contractor is not responsible for the cost of any offsite services.
Response: The Contractor is not responsible for the cost of offsite services
(33) Question:RFP Section 1.1. Introduction (p 2). Please confirm Detention Facility’s accreditations and dates of last audits:
Response: a. FMJS –2021, b. FCAC –2019, c. NCCHC –2018, d. PREA--2018
(34) Question:Non-Collusion Affidavit. (p 55). Please provide a revised form as the one in the RFP indicates that the form is being notarized in Florida rather than where the contractor may be located.
Response:A bidder from other than the State of Florida may line through the word “Florida” and write in the name of the State where they are located and completing the affidavit.
(35) Question:Fee Proposal Form. (p 60). The Fee Proposal Form says Consultant rather than Contractor/Firm for a line to be completed. Will this form be revised or should the Contractor complete this form as is?
Response: Bidders will use the form included on page 60. LCSO regrets that the word “consultant” was utilized in error and the intended word was “Contractor”.
(36) Question: Is there an opportunity for the Contractor to submit exceptions? If so, how should these be provided?
Response: LCSO is seeking a bid for the services requested in the RFP. LCSO is not interested in receiving bids with exceptions.
(37) Question:Litigation and Claims History Form. (p 58). The form as presented indicates that each legal claim is to use one form. Can the litigation history be provided with the required information in a table to limit an excessive amount of paper for five years’ of litigation?
Response:A bidder may submit the litigation history in a table to reduce the amount of pages.
(38) Question:
Dialysis: a. Are dialysis services currently provided on site or off-site?
Response: Able to do either, but currently the provider will only do off site.
Dialysis: b. Who is the current dialysis provider?
Response: Davita
(39) Question: Please identify the current vendors:
a. Mobile X-ray
Response: Techcare
b. Ambulance Service(s)
Response: Leon County EMS
(40) Question: Does the Facility provide a medication assisted treatment (MAT) program? If so, please provide details.
Response: Yes, Offsite clinic
a. Do you currently continue MAT medications (methadone/buprenorphine/naltrexone (Vivitrol) when a patient comes into your facility already on them in the community or do you require them to detox?
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- If you continue MAT medications, what medication(s) do you provide?
Response: Offsite clinic determines
ii. How many are you treating on average in a month by medication?
Response: The last one we had was prior to April 2020
b. What medication management do you currently use for your opioid dependent pregnant females? (methadone/buprenorphine, etc.)
Response: The last one we had was prior to April 2020 and we continued the meds that were prescribed.
c. Do you currently induct new patients into MAT treatment at the Facility prior to discharge?
Response: No
i. If yes, what medication(s) do you provide?
Response: N/A
ii. How many are you treating on average in a month by medication?
Response: N/A
d. Can you provide what percentage of your intakes come in on a verified MAT program?
Response: None currently
e. Can you provide what percentage of your intakes have Opioid Use Disorder?
Response: 15 %
f. Do you have a community provider that you currently work with for methadone? i. If yes please provide the name and contact information for the provider.
Response: Local Leon County Methadone clinic
g. Do you have grant funding for MAT?
Response: No
i. If yes please provide details.
Response: N/A
h. What is your anticipated budget for MAT?
Response: Unknown as there is insufficient information to estimate.
i. Have you considered costs other than staffing?
Response: No
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- Medications
- Drug Screens
- Labs
- Supplies
- Additional Custody staff
ii. Do you want to establish a licensed and certified on-site OTP which has its own associated costs?
Response: LCSO would not be opposed
(41) Question: Is it the intent that the current community mental health provider will continue to provide services under the new contract, in addition to the mental health services provided by the new Contractor?
Response: The community mental health provider will continue to provide the services that it is statutorily required to provide pursuant to Florida Statutes Chapter 394.
(42) Question: Please provide a list of all medical and dental equipment that will be available to the new Contractor, including model, age, and condition.
Response: A list will be posted on the website once available.
(43) Question: Please provide a list of all office equipment and/or computers that will be available to the new Contractor, including model, age, and condition.
Response: A list will be posted on the website once available.
(44) Question: Please identify the on-site specialty clinics conducted at the Facility and the frequency.
Response: Mental Health, Dental, Diabetic, Detox, HIV
(45) Question:What is the frequency of the on-site chronic care clinics?
Response:Monday - Friday
(46) Question: Please identify the current preferred provider network.
Response: There is not currently a “preferred provider network”. Several local providers are utilized based upon need of the facility and the availability of services by outside providers, selected by the current medical provider. Heritage Health Solutions works with the local providers on costs.
(47) Question: Please provide a list of currently used off-site specialty providers.
Response: Any community specialist referred to by the doctor.
(48) Question: Please identify the hospital(s) used for emergency and inpatient care?
Response: TMH and CRMC
(49) Question: Please identify the Detention Facility’s JMS system.
Response: Inhouse system created by our MIS team.
(50) Question: Which discipline/credential conducts intake/receiving screening (e.g., RN, LPN, EMT, Mid-level Provider, etc.)
Response: LPN and CNA
(51) Question: Which discipline/credential conducts 14-day health assessment (e.g., RN, LPN, Mid-level Provider, etc.)
Response: RN
(52) Question: How frequently is Provider sick call conducted per week?
Response: Daily
(53) Question: Who currently provides discharge planning services at the Facility?
Response: None specifically
(54) Question: Are there currently any unfilled positions? If so, please identify the position(s) and the length of time unfilled.
Response: RN 1.5, LPN 3.5, BH clin 1.0, Dent Assist .4
(55) Question: RFP Section IV. Medical Services. (p 17). Please clarify the following statement in the Medical Services paragraph. “LCSO has a contract with a provider that negotiates prices for offsite medical providers, and the Contractor will work with and share information regarding that contractor to assist in the provision of off-site medical care.”
a. Please identify the provider.
Response: Heritage Health Solutions (“Heritage”).
b. What off-site medical services are negotiated by the provider?
Response: A copy of the current agreement with Heritage will be posted on the LCSO website along with the other documents associated with the RFP.
c. What is the role of the LCSO’s provider vis-à-vis the new Contractor?
Response: See the current agreement with Heritage posted on the website with the RFP.
(56) Question:RFP Section IV. Health Evaluation of Inmates in Restrictive Housing. (pp 32/33). Please clarify the need to have Mental Health rounds in Restrictive Housing 7 days per week.
Response: The “need” is based upon the fact that inmate mental health issues are not limited to Monday through Friday.
(57) Question:RFP Section IV. Existing Mental Health Staff. (p 15). Please clarify the requested increase of mental health staffing by 7 FTEs vs. mental health services and staffing currently provided.
Response: As set forth in page 15 of the RFP, LCSO intends to significantly expand and improve the current mental health program for inmates. As furtherset forth in page 15 of the RFP, it states that the following list is a guide but is not dictated or required.
(58) Question: RFP Section IV. Dental Services. (p 28).
a. Is the LCSO satisfied that 16 hours per week is sufficient for the current ADP?
Response: NO
b. Please identify the dental services required.
Response: As set forth in RFP page 2, “An on-site dental services program to meet the needs of inmates, e.g., initial assessment, extractions, examinations, and emergency treatment.”
c. Please identify the current dentist. Is this a staff position?
Response: The dentist is contracted by the current medical provider. If the question of whether this is a “staff position” means is the dentist an employee of LCSO, the dentist is NOT an LCSO employee. See page 14 of the RFP, Existing Inmate Health Staff at LCSO.
d. Is there a backlog in delivery of dental services? If so, please provide details.
Response: Yes, there is currently an unacceptable delay in providing services in a timely manner, based upon inmate population.
(59) Question: When are PPDs implanted – during intake or during the 14-day health assessment?
Response: During the 14-day health assessment
(60) Question:Electronic Medical Records:
Response: We use Correctek currently
a. Will the Facility’s IT infrastructure support EMR installation, or will additional cabling and drops be required?
Response: In the opinion of LCSO’s IT Director, the current infrastructure should support the needs of a typical EMR install if one was required.
b. Who will be responsible for additional cables/drops, if required—the County or the Contractor?
Response: If required, LCSO would need to outsource installation of additional cable drops. Reimbursement for that expense can be discussed during contract negotiations.
c. Will internet connectivity be available to the Contractor?
Response: Internet connectivity is available for desktop machines and equipment that LCSO provides. Applications and connectivity specific to the service provider will not be available on those standard LCSO machines. The contractor is expected to supply any machines and software specific to their needs along with the network connectivity to support them.
d. Does the Facility currently have wireless capability?
Response: Wireless service is available to LCSO provided desktops and laptops for access to internal resources. If the contractor desires wireless access to the dedicated circuit that exists, the Contractor would need to supply the necessary equipment.
e. What is the County’s expectation for a “go live” date for the EMR system?
Response: LCSO currently utilizes an EMR system. Thus, it is expected that the contractor who provides services will utilize an EMR immediately upon commencement of the project, on October 1, 2022.
(61) Question: Will there be an opportunity to ask additional or follow-up questions.
Response: No.
ALL PROPOSERS MUST PARTICIPATE VIA ZOOM FOR MANDATORY PRE-PROPOSAL CONFERENCE MARCH 21, 2022 @ 10:00AM (meeting details in RFP)
Proposals Due by April 14, 2022 at 2:00 pm EST