COMMONWEALTH OF VIRGINIA DEPARTMENT OF CORRECTIONS PROCUREMENT AND RISK MANAGEMENT 6900 ATMORE DRIVE RICHMOND, VIRGINIA 23225
REQUEST FOR PROPOSALS
Solicitation Number: DOC-15-024
Issue Date: August 4, 2014
Title: Health Care Management Services
Commodity Code: 95856, Health Care Management Services
Issuing Agency: Commonwealth of Virginia Department of Corrections Procurement and Risk Management, Room 2150 6900 Atmore Drive Richmond, Virginia 23225
Using Agency: The following Department of Corrections Facilities: Augusta Correctional Center Coffeewood Correctional Center Deerfield Correctional Center Deerfield Men’s Work Center Deerfield Women’s Work Center Brunswick Women’s Pre-Release Center Southampton Men’s Detention Center Fluvanna Correctional Center for Women Greensville Correctional Center Greensville Work Center Indian Creek Correctional Center Lunenburg Correctional Center Powhatan Correctional Center Powhatan Reception & Classification Center St. Brides Correctional Center Sussex I State Prison Sussex II State Prison
The Commonwealth of Virginia Department of Corrections (DOC) seeks one (1) qualified Contractor to provide quality health care services in a cost effective manner to approximately 15,000 offenders housed at the above listed facilities. The DOC may add or remove facilities during the term of any resulting contract. A complete listing of all DOC facilities may be found on the DOC website at https://vadoc.virginia.gov/.
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The initial term of the contract will be two (2) years; however, the contract may be renewable in accordance with RFP section VI, paragraph P.
Sealed proposals will be received until 3:00 p.m. EST, November 5, 2014 for furnishing the services described herein.
All proposals received after the appointed date and hour for receipt, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time received in the Issuing Agency's Purchasing Office. Offerors have the sole responsibility for assuring that proposals are received in the Purchasing Office by the designated date and time.
If proposals are mailed, hand delivered, or delivered by express mail, they must be delivered to the Issuing Agency’s Purchasing Office at the address shown above. Hand delivered proposals must be delivered in ample time to allow for security check-in at the front desk and delivery to the Purchasing Office prior to the closing time for the solicitation. Faxed, electronic or oral proposals will not be accepted.
All inquiries for information should be directed to Karen Cook at (804) 887-8225, (804) 674-3530 (fax #), or [email protected].
The attached Proposal Form shall be used for submitting proposals. The Proposal Form must be completed and the certification located at the bottom of the form completed and signed by an official that has the authority to commit the Firm.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.
Karen J. Cook Senior Procurement Specialist
RFP #DOC-15-024 2 of 83 TABLE OF CONTENTS
REQUEST FOR PROPOSALS ...... 1 TABLE OF CONTENTS ...... 3 I. INSTRUCTIONS TO OFFERORS: ...... 5 A. MANDATORY PRE- PROPOSAL CONFERENCE: ...... 5 B. COMMUNICATIONS: ...... 5 C. PROPOSAL PREPARATION: ...... 6 D. SUBMISSION REQUIREMENTS: ...... 7 E. OFFERORS REPRESENTATION: ...... 9 F. PROPOSAL ACCEPTANCE PERIOD: ...... 9 G. IDENTIFICATION OF PROPOSAL ENVELOPE: ...... 9 H. EVALUATION CRITERIA: ...... 10 I. AWARD OF CONTRACT: ...... 10 J. METHOD OF PAYMENT: ...... 11
II. SUPPLIER DIVERSITY: ...... 11 A. POLICY: ...... 11 B. PARTICIPATION: ...... 11 C. SUBMISSION REQUIREMENTS: ...... 11 D. PERIODIC AND FINAL SMALL, WOMAN AND MINORITY-OWNED VENDOR (SWaM) REPORTS/INVOICES: ...... 12
III. BACKGROUND: ...... 12 IV. STATEMENT OF NEEDS: ...... 12 V. GENERAL TERMS AND CONDITIONS: ...... 22 A. VENDORS MANUAL: ...... 22 B. APPLICABLE LAWS AND COURTS: ...... 22 C. ANTI-DISCRIMINATION: ...... 22 D. ETHICS IN PUBLIC CONTRACTING: ...... 23 E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: ...... 23 F. DEBARMENT STATUS: ...... 24 G. ANTITRUST: ...... 24 H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS: ...... 24 I. CLARIFICATION OF TERMS:...... 24 J. PAYMENT: ...... 24 K. PRECEDENCE OF TERMS: ...... 26 L. QUALIFICATIONS OF OFFERORS: ...... 26 M. TESTING AND INSPECTION: ...... 27 N. ASSIGNMENT OF CONTRACT: ...... 27 O. CHANGES TO THE CONTRACT: ...... 27 P. DEFAULT: ...... 28 Q. INSURANCE: ...... 28 R. ANNOUNCEMENT OF AWARD: ...... 29 S. DRUG FREE WORKPLACE: ...... 29 T. NONDISCRIMINATION OF CONTRACTORS: ...... 30 U. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: ...... 30 V. AVAILABILITY OF FUNDS: ...... 31 W. PROPOSAL PRICE CURRENCY: ...... 31 X. AUTHORIZATION to CONDUCT BUSINESS in the COMMONWEALTH: ...... 31
VI. SPECIAL TERMS AND CONDITIONS: ...... 31 A. AUDIT: ...... 31
RFP #DOC-15-024 3 of 83 B. BACKGROUND INVESTIGATIONS: ...... 31 C. CANCELLATION OF CONTRACT: ...... 32 D. CONFIDENTIAL INFORMATION: ...... 32 E. CONFIDENTIALITY OF IDENTIFIABLE INFORMATION: ...... 32 F. CRIMINAL RECORDS AND DRIVERS LICENSE CHECKS: ...... 33 G. DRUG FREE WORKPLACE: ...... 33 H. E-VERIFY PROGRAM: ...... 33 I. FRATERNIZATION PROHIBITION: ...... 34 J. HIRING PRACTICES: ...... 34 K. INDEMNIFICATION: ...... 34 L. INSPECTION OF JOB SITE: ...... 34 M. LIQUIDATED DAMAGES: ...... 34 N. PRIME CONTRACTOR RESPONSIBILITIES: ...... 35 O. PRISON RAPE ELIMINATION ACT (PREA): ...... 35 P. RENEWAL OF CONTRACT: ...... 35 Q. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE: ...... 36 R. SUBCONTRACTS: ...... 37 S. WORK SITE DAMAGES: ...... 37 T. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS:...... 37 U. CONTINUITY OF SERVICES: ...... 38 V. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: ...... 39
ATTACHMENT A: PROPOSAL FORM ...... 40 ATTACHMENT A-1: PROPOSED PRICE SCHEDULE ...... 43 ATTACHMENT B: SUPPLIER DIVERSITY & SMALL BUSINESS SUBCONTRACTING PLAN ...... 44 ATTACHMENT C: CERTIFICATION OF COMPLIANCE ...... 46 ATTACHMENT D: SAMPLE PROPOSAL SUBMISSION PACKAGE LABEL ...... 47 ATTACHMENT E: RELEASE OF INFORMATION FORM ...... 48 ATTACHMENT F: AUTHORIZATION FOR ON-GOING LICENSE/BACKGROUND CHECK(S) ...... 49 ATTACHMENT G: STATE CORPORATION COMMISSION ...... 50 ATTACHMENT H: STAFFING PLAN ...... 51 ATTACHMENT I: FACILITY HEALTH SERVICE DESCRIPTIONS ...... 52 ATTACHMENT J: INFIRMARIES ...... 77 ATTACHMENT K: OFF-SITE COST SUMMARY ...... 78 ATTACHMENT L: LIQUIDATED DAMAGES - STAFFING ...... 79 ATTACHMENT M: LIQUIDATED DAMAGES - OPERATIONS AUDITS ...... 80 ATTACHMENT M-1: SAMPLE AUDIT TOOL ...... 81 ATTACHMENT N: SECURITY REQUIREMENTS ...... 82
RFP #DOC-15-024 4 of 83 I. INSTRUCTIONS TO OFFERORS:
A. MANDATORY PRE- PROPOSAL CONFERENCE: A mandatory pre-proposal conference will be held at 9:00 a.m. on October 9, 2014 at the Department of Corrections Headquarters located at 6900 Atmore Drive, Richmond, Virginia 23225. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.
Due to the importance of all Offerors having a clear understanding of the Statement of Needs and requirements for this solicitation, attendance at this conference for the entire conference will be a prerequisite for submitting a proposal. Proposals will only be accepted from those Offerors who are represented at this conference. Attendance will be evidenced by the representative's signature on the attendance roster. No one will be admitted after 9:00 a.m.
Offerors must contact Karen Cook in advance to register the names of individuals planning to attend the pre-proposal conference. Attendance is limited to two (2) individuals per company. Contact Karen Cook via email at [email protected] by August 15, 2014. Registered attendees may submit questions related to the RFP until August 31, 2014. The DOC will address the questions at the conference.
Bring a copy of this solicitation with you to the conference. Any changes resulting from the conference will be issued in a written Addendum to the solicitation.
B. COMMUNICATIONS: From the date of receipt of this Request for Proposals by each Offeror until a binding contractual agreement exists with the Selected Contractor and all other Offerors have been notified, or when the Department of Corrections rejects all proposals, informal communications shall cease. Violations may be grounds for rejection of proposal. Informal communications shall include but not be limited to:
1. Requests from any Offeror or its representative to any Commonwealth official, including any facility or unit at the Department of Corrections with the exception of Department of Corrections Central Procurement, for information, comments, speculation, etc.
2. Requests from any Commonwealth official or facility or unit at the Department of Corrections, and any employee of the Department of Corrections, with exception of Department of Corrections Central Procurement for information, comments, speculation, etc.
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From the date of receipt of this Request for Proposals by each Offeror or its representative until a binding contractual agreement exists with the Selected Contractor and all other Offerors have been notified, or when the Department of Corrections rejects all proposals, all communications between the Department of Corrections and the Offerors will be formal, or as provided in this Request for Proposals, as requested by the Department of Corrections Central Procurement. Formal Communications shall include but not be limited to:
1. Pre-proposal Conference, 2. Oral Presentations, and 3. Contract Officer communications.
C. PROPOSAL PREPARATION: In order to be considered for selection, Offerors must submit a complete response to this RFP. Proposals should be as thorough and detailed as possible so that the Department of Corrections may properly evaluate your capabilities to provide the required services. Offerors are required to comply with the following instructions:
1. Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Department of Corrections requiring prompt submission of missing information and/or giving a lower score in evaluation of the proposal. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.
2. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.
3. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub-letter, and repeat the text of the requirement as it appears in the RFP. The proposal should contain a table of contents, which cross references the RFP requirements. Information, which the Offeror desires to present, that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.
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4. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.
5. Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, essential responses to the RFP, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.
6. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of his/her proposal to the Department of Corrections. This provides an opportunity for the Department of Corrections to ask questions and the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The Department of Corrections will schedule the time and location of these presentations. Oral presentations are an option of the Department of Corrections and may or may not be conducted.
7. Verify the Offeror’s acceptance of the General Terms and Conditions and Special Terms and Conditions that are detailed in this RFP.
D. SUBMISSION REQUIREMENTS: One original and seven (7) copies of the proposal must be submitted to the Department of Corrections. The Offeror shall also submit one Microsoft Word electronic copy on a compact disc and one redacted copy on a compact disc. The Offeror shall make no other distribution of the proposals or their contents. The following must be included in the proposal:
1. All Offerors shall use Attachment A, Proposal Form, in submitting their proposed prices. The Department of Corrections will not accept oral, electronic or FAX proposals. The Proposal Form must be signed in order to be considered. If the Offeror is a corporation, the proposal must be
RFP #DOC-15-024 7 of 83 submitted in the name of the corporation, not simply in the corporation's trade name. In addition, the Offeror must indicate the corporate title of the individual signing the proposal.
All Offerors shall submit proposed prices on Attachment A-1, Proposed Price Schedule. Proposed prices shall be stated in a fully capitated fee structure.
2. A written narrative statement to include:
a. Background information about the Offeror including: its size, number of employees, annual volume of business, and medical malpractice awards/settlements over $100,000.
b. Experience in providing the services described herein.
c. Approach to providing the service including on-site invasive specialty care.
d. Detailed description of the Offeror’s methodology for recruiting incumbent and other staff.
3. Specific plans for providing the proposed services including:
a. Provide a plan of operation to achieve the objectives as defined in Section III: Background and Section IV: Statement of Needs.
b. Provide a plan including a narrative and timeline for transition of services.
c. Confirm the Offeror’s willingness to provide transition support to the Department of Corrections and any new Contractor which may be awarded a contract at the termination of any contract resulting from this RFP.
d. Describe the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services.
e. Provide a list of all clients lost within the last three (3) years and include a contact name, title and telephone number. In addition, state the length of service at the account and reason for loss.
f. Describe the Offeror’s method for dealing with problems and complaints presented by the Department of Corrections employees
RFP #DOC-15-024 8 of 83 detailing at what point the problem would escalate to the next level of supervision/management.
4. A copy of the Offeror’s most recent entire independently audited financial statement including income/expense, balance sheet, footnotes and management report.
5. The details of any medical malpractice awards over $100,000.
6. A minimum of four references including contact information from clients comparable to the Virginia Department of Corrections.
7. SWaM Utilization – Summarize the planned utilization of DMBE certified small businesses and businesses owned by women and minorities under the Contract awarded as a result of this solicitation. See Attachment B.
8. State the Offeror’s acceptance of section V: General Terms and Conditions and section VI: Special Terms and Conditions.
E. OFFERORS REPRESENTATION: Offerors, by submission of a proposal, represent that they have read and understand the solicitation documents and specifications and have familiarized themselves with all federal, state and local laws, ordinances, rules and regulations that may affect the cost, progress or performance of the work.
The failure or omission of any Offeror to receive or examine any form, instrument, addendum or other documents, or to acquaint itself with conditions existing at the site, shall in no way relieve the Offeror from any obligations with respect to its proposal or to the contract.
F. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid for 240 days. At the end of the 240 days the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
G. IDENTIFICATION OF PROPOSAL ENVELOPE: Packages containing proposals shall be sealed and marked in the lower left-hand corner with the solicitation number, commodity, hour and due date of the proposal. A sample of a return mailing label for identifying the package as a sealed proposal has been provided as Attachment D. This format should be used on your response package. It is further suggested that if you submit your proposal by a courier such as FedEx or UPS, and place your sealed package inside the courier’s package, that you clearly mark the courier’s package with the same information. The courier’s package should be addressed as directed on the cover page of the solicitation.
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Proposals may be hand delivered to the Issuing Agency's Purchasing Office, however, ample time must be allowed for security check-in at the front desk and getting to the Purchasing Office prior to the closing time for the solicitation.
No other correspondence or other proposals should be placed in the package.
H. EVALUATION CRITERIA: Proposals will be evaluated by the Department of Corrections using the following criteria:
1. The composition of the Offeror, including key personnel committed to this project, and the Offeror’s capacity to provide high quality services as required by the Department of Corrections and described in Section IV: Statement of Needs;
2. The Offeror’s fee proposal;
3. The Offeror’s plan to assist the Department of Corrections to meet its objectives as defined in Section III: Background and Section IV: Statement of Needs;
4. The contractual terms which would govern the relationship between the Department of Corrections and the selected Contractor;
5. The Offeror’s Small Business Subcontracting Plan; and
6. References.
I. AWARD OF CONTRACT: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the Department of Corrections shall select the Offeror, which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, §2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a
RFP #DOC-15-024 10 of 83 contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.
In addition to the services outlined in this solicitation, any resulting contract will allow the DOC to add or remove services as needed. Any facility or service which is added or removed from the contract will be verified with a Contract Modification issued by the DOC Procurement Unit after negotiations by the DOC and the Contractor are completed.
J. METHOD OF PAYMENT: The Contractor will be paid upon completion of services provided and acceptance by the Purchasing Agency. A valid invoice shall be submitted to the Purchasing Agency by the tenth of the month following the month of service. Payment will be made in accordance with the Prompt Payment Act of Virginia.
II. SUPPLIER DIVERSITY:
A. POLICY: It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small business and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages Contractors to provide for the participation of Department of Minority Business Enterprise (DMBE) certified small businesses (which includes businesses owned by women and minorities) through partnerships, joint ventures, subcontracts, or other contractual opportunities. By submitting a proposal, Offerors certify all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in reduced scoring of the proposal.
B. PARTICIPATION: All information requested by this RFP on the ownership, utilization and planned involvement of DMBE certified small businesses must be submitted. If an Offeror fails to submit all information requested, the Department of Corrections may require prompt submission of missing information after the receipt of proposals.
C. SUBMISSION REQUIREMENTS: The Offeror must submit data for small business including: (1) ownership, (2) utilization of DMBE certified small businesses over the recent 12 months, and (3) planned involvement of DMBE certified small businesses on the procurement resulting from this solicitation. The format for submission of this data is included in Attachment B.
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D. PERIODIC AND FINAL SMALL, WOMAN AND MINORITY-OWNED VENDOR (SWaM) REPORTS/INVOICES:
1. PERIODIC PROGRESS REPORTS/INVOICES: The Contractor shall submit a quarterly report on involvement of small businesses and businesses owned by women and minorities. The report will specify the actual amounts of dollars spent with SWaM businesses to support any contract resulting from this solicitation. The report shall specify the DMBE SWaM certification(s) held by the business(es), the Subcontractor’s Federal Identification Number (FIN), the dollar amount of the subcontract expenditure (for the specific quarter being reported) and the Contract Number. The Contractor shall submit two (2) copies of the report to the DOC (one to the Contract Administrator and one to the Contract Officer). The quarterly reports shall be for the periods of: July through September; October through December; January through March; and April through June. The reports shall be submitted October 10, January 10, April 10 and July 10 of each contract year. Failure to submit the required SWaM reports may result in invoices being returned without payment.
2. FINAL ACTUAL INVOLVEMENT REPORT: The Contractor shall submit, prior to final payment, a report on the actual dollars paid to small businesses and businesses owned by women and minorities during performance of any contract resulting from this solicitation. At a minimum, the report shall include for each business, the DMBE SWaM certification(s) (small, woman or minority owned) and a comparison of the total actual dollars spent with SWaM businesses to support the contract versus the Contractor’s planned expenditures with SWaM businesses (submitted with proposal package).
III. BACKGROUND: The Department of Corrections is composed of 37 institutions with a population of approximately 33,000 adult offenders. 17 institutions currently have privatized health care units; they are listed on page 1 and in Section IV, Statement of Needs.
IV. STATEMENT OF NEEDS: The Contractor shall provide comprehensive health care services in a cost effective manner to offenders housed at one or more of the DOC facilities listed below. Minimum required staffing for each facility is provided in Attachment H, Staffing Plan.
Augusta Correctional Center Coffeewood Correctional Center Deerfield Correctional Center Deerfield Men’s Work Center
RFP #DOC-15-024 12 of 83 Deerfield Women’s Work Center Brunswick Women’s Pre-Release Center Southampton Men’s Detention Center Fluvanna Correctional Center for Women Greensville Correctional Center Greensville Work Center Indian Creek Correctional Center Lunenburg Correctional Center Powhatan Correctional Center Powhatan Reception & Classification Center St. Brides Correctional Center Sussex I State Prison Sussex II State Prison
The Contractor shall provide all health care services and related support services required for an adequate health care program at each facility. The Contractor shall be financially responsible for all services and supplies except those specifically listed as being provided by the DOC. Services shall include but are not limited to primary care, psychiatric care including psychotropic medications, specialty consultations, infirmary care, inpatient hospital care, optometric care, medications, medical supplies, x-rays and laboratory services. Dental services are not included in this Request for Proposals. Some mental health and psychiatric services are included, and they are listed by facility in Attachment H. The Contractor shall provide medications following the DOC’s formulary. It is preferred that the Contractor use the DOC’s contract pharmacy and laboratory. The Contractor shall provide dialysis services at Fluvanna Correctional Center. Two offenders currently receive dialysis services at Fluvanna.
A dialysis services Contractor provides dialysis services at Greensville Correctional Center and Sussex II State Prison.
A. COMPREHENSIVE HEALTH CARE SERVICES: All health care services shall be clinically appropriate and provided in accordance with adequate health care practices. The Contractor shall comply with and provide services in accordance with ACA standards, security regulations as they apply to the correctional centers, the DOC’s Health Plan, Department Operating Procedures (DOPs) and the DOC’s Health Services Guidelines.
1. Staffing: The Contractor shall be responsible for all requested health care staffing. The staffing level shall not be less than the minimum level indicated in the DOC’s current staffing level outlined in Attachment H, Staffing Plan. Liquidated damages will be assessed when the staffing level is less than the minimum level indicated in Attachment H, Staffing Plan.
a. The Contractor should employ only qualified, licensed professionals to deliver professional services. All personnel should meet the minimum requirements detailed in the DOC’s
RFP #DOC-15-024 13 of 83 Employee Work Profile (EWP) for a comparable position. The Contractor should interview candidates with emphasis on technical expertise, emotional stability and motivation. The DOC reserves the right to approve or disapprove any initial and/or continued employment decisions. b. Any personnel who delivers psychological services, as defined in Code of VA § 54.1-3601, shall be a licensed psychologist or clinical psychologist or be supervised by one. c. Employment shall be subject to a favorable DOC background investigation and satisfactory DOC drug screening. The Contractor shall be responsible for the cost of each background investigation. The current rate is $90.00 per investigation. Charges for background investigations will be billed by the DOC’s Background Investigation Unit directly to the Contractor. The Contractor shall be responsible for the cost of drug testing at a fee of $30 per drug test. The fee will be deducted from the Contractor’s first monthly invoice. Fees for background investigations and drug testing are subject to change. d. All personnel should comply with current and future state, federal and local laws, regulations and court orders; and DOC Administrative Regulations, Directives, Policies and Procedures. e. The Contractor should not include any provision in the contract or terms of employment of any person working for the Contractor to provide health services in DOC’s institutions, whether as an employee or otherwise, which would preclude that person from working for the DOC or a successor to the Contractor within the facilities. f. In the event of staff turnover or staff reassignments, the Contractor should notify the institution’s Human Resources Department and submit the DOC required background history questionnaire, authority for release of information and have fingerprints obtained for any proposed new staff member. The DOC may remove any Contractor employee that the DOC feels threatens the health or safety of staff/offenders, security of the facility or quality of the service provided by the Contractor. g. The Contractor is prohibited from hiring DOC healthcare personnel for six (6) months following their last date of DOC employment. If a DOC healthcare unit of an institution is added to the contract, then the Contractor may immediately hire former DOC healthcare personnel from the institution. In addition, if the DOC closes any facilities, the DOC Contract Administrator may
RFP #DOC-15-024 14 of 83 waive the prohibition which disallows the Contractor from hiring DOC personnel for six (6) months following their last date of DOC employment (such waiver shall be in written form with copies provided to the Contractor, the Contract Administrator and the Contract Officer).
2. Training: The Contractor should ensure that all staff receive training in accordance with the DOC’s Academy for Staff Development’s (ASD’s) Training Matrix. The Contractor’s staff should adhere to the guidelines outlined in the Training Matrix at all times. The Contractor should pay its staff during orientation and training periods.
3. Schedules: All contract hours should be spent on site at the facility unless otherwise agreed to by both parties and approved by the DOC’s Health Services Director. The Contractor’s schedule may be modified upon the parties’ mutual agreement and the Health Services Director’s approval. The Contractor should provide an automated time and attendance system at each institution to document the actual arrival and departure times of its staff.
4. Primary Care: Sick call will be held every day Monday through Friday (excluding holidays). Nursing coverage should be provided twenty-four (24) hours a day, seven (7) days a week for each major institution and the medical infirmaries. ‘Major institutions’ are the ‘Correctional Centers’ and ‘State Prisons’ in the above list of facilities. ‘Work Centers’, ‘Pre- Release Centers’ and ‘Reception Centers’ are not considered major institutions. On-call physician coverage should be available at all times at all facilities.
5. Inpatient/Outpatient Specialty Services: When hospitalization is needed for inpatient, outpatient, or specialty services, the Contractor should arrange for the care. The Contractor shall be financially responsible for all offenders permanently assigned to their institution, except the DOC will be financially responsible for all inpatient hospital and inpatient physician expenses. Off-site costs for offenders admitted to the infirmaries at the Deerfield Correctional Center, Fluvanna Correctional Center for Women, Greensville Correctional Center and Powhatan Correctional Center are the financial responsibility of the institution they were transferred from until the offender is moved out of the infirmary into non-medical housing.
All on-site costs and medications are the responsibility of the Contractor except as excluded below in this section. For the purpose of any contract resulting from this RFP, “off-site medical services” are services paid by the DOC’s Third Party Administrator and include outpatient hospital care, supplies, equipment, medications and physician care provided by some entity other than the Contractor away from the institution where the
RFP #DOC-15-024 15 of 83 Contractor provides health care services. Payment for off-site care will be through the DOC’s Third Party Administrator and billed back to the Contractor by the DOC, except the DOC will be financially responsible for inpatient hospital and inpatient physician expenses. The DOC will bill the Contractor monthly for off-site care plus administrative fees charged by the Third Party Administrator. The Contractor will reimburse the DOC for these charges within 30 days of receipt of the DOC’s invoice. If the Contractor disagrees with the billing of a specific service, the Contractor will contact the Third Party Administrator directly for clarification or retraction of the charge.
Retail pharmacy claims paid for by the DOC’s Third Party Administrator are the financial responsibility of the DOC. Hepatitis antiviral medications, antiretroviral medications for the treatment of HIV/AIDS, HCV medications, hemophilia medications for Factor VIII, Factor IX, Von Willebrand disease, and organ transplants (with written pre-approval by the DOC Health Services Director) are the financial responsibility of and will be paid by the DOC. All other medications are the responsibility of the Contractor who shall follow the DOC’s formulary. For off-site care, the Contractor should use a DOC secured hospital (i.e. VCU Medical Center or Southampton Memorial Hospital) if possible. All other treatment for HCV, HIV/AIDS and other opportunistic conditions will be the responsibility of the Contractor. The DOC partners with VCU Health System to participate in the 340-B federal program for HIV/HCV/hemophilia medications. The Contractor should schedule quarterly consults for HIV/HCV/hemophilia patients and assume all related costs.
To reduce off-site transportation, the Contractor is expected to use telemedicine or on-site specialty care clinics as much as possible. The scheduling of these services will be subject to DOC approval.
6. DOC Employee / Contractor Health Care: The Contractor shall provide health care services to all DOC employees and employees of on- site contract vendors at the 17 contracted facilities. These services shall include but not be limited to the following:
a. New employee physicals b. Food handler physicals c. PPDs and readings d. Tetanus shots for injuries e. Hepatitis immunizations f. HIV testing for exposed employees g. Emergency treatment for illness/injury h. Any other physical exams required within normal operations of the facility
RFP #DOC-15-024 16 of 83 7. Referrals: The Contractor should make referral arrangements with medical specialists for treatment of those offenders with conditions which may extend beyond the scope of services provided on site. The Contractor should:
a. Act as the liaison with the Warden regarding medical decisions. b. Pay all of the costs of specialists, health care services, and offenders’ hospitalizations except as defined in Section IV, Statement of Needs. c. The DOC Medical Director will arbitrate clinical decisions between the Contractor and the DOC and, in general, provide oversight with regard to the clinical components of ACA standards and operating procedures.
8. Administration: The Contractor and/or its staff should perform the following administrative duties:
a. Follow DOC procedures and protocols and use DOC forms for the health care unit and health care staff. All procedures and protocols shall be subject to DOC approval. b. Distribute a written job description to each member of the health care staff that clearly delineates assigned responsibilities, and monitor performance in accordance with the job description. c. Properly complete evaluations for employees under their direct supervision. d. Document all offender health care contacts utilizing the DOC’s health care record forms. e. Report any problems and/or unusual incidents to the Warden or designee. f. Represent the health care unit in discussions with local civic groups or visiting officials as mutually agreed upon by the parties. g. Correct all health care audit deficiencies reported by the DOC, State or other auditors. h. Respond to all offender complaints/grievances according to DOC policy and remedy problems as needed.
9. Eyeglasses: Eyeglasses must be purchased through the DOC’s Virginia Correctional Enterprises (VCE). The Contractor will be allowed to purchase eyeglasses directly from VCE to support the contract resulting from this RFP. Additional information about VCE may be found on the DOC’s website at www.vadoc.state.va.us. Fluvanna Correctional Center for Women (FCCW) must be contacted for pricing and availability.
10. Quality Assurance/Action Program: The Contractor should institute a clinical and administrative quality assurance program with reporting to the DOC. The Contractor should include the following in its quality assurance program:
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a. Provide in-service health care education programs for DOC and Contractor staff. b. Maintain personnel files on site in the health care unit that include but are not limited to DOC background investigation and drug screen records. The personnel files shall be made available to the DOC upon request. c. Hold meetings periodically with DOC officials, facility staff and appropriate Contractor staff to review issues and changes and to provide feedback relative to the Contractor’s quality assurance program so that recommendations and/or deficiencies may be acted upon. All corrective action plans should be submitted to the DOC. The Contractor should provide appropriate staff to participate in DOC meetings when requested.
11. Computer Automation: The Contractor shall utilize the existing HL7 interface in order to receive offender information from VirginiaCORIS. In the event that additional interfaces and/or functionality are required by the DOC, it shall be at the DOC’s expense, including the electronic health record that will be implemented at a future date into the DOC’s Offender Management software program, VirginiaCORIS. The Contractor shall provide one FTE for the implementation and maintenance of the electronic health record. The Contractor’s staff will be required to follow the DOC’s medical record documentation process, whether manual or electronic, to include use of the new electronic health record application. Training of existing and new Contractor staff in the use of such processes and applications will be at the Contractor’s expense.
The DOC, at its expense, will provide the necessary computer devices for the Contractor to access DOC systems, including VirginiaCORIS, but any software purchased by the Contractor for use at DOC facilities shall be licensed to the DOC and shall become the property of the DOC. Six (6) months before the expiration of the Contract, the Contractor shall provide the DOC a copy of the software source code.
Copiers, toner and copier maintenance and repairs will be the responsibility of the DOC.
12. Security: All Contractor staff shall be subject to all DOC security regulations and procedures, including discipline and/or restriction of access to the facility. Basic security requirements are outlined in Attachment N, Security Requirements.
13. Regulated Medical Waste: The Contractor shall develop and implement a system and be responsible for the disposal of all regulated waste material in compliance with state and federal regulations and DOC policies and procedures.
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14. ACA Accreditation: The Contractor shall maintain 100% ACA accreditation compliance for mandatory and non-mandatory general standards applicable to health care. Liquidated damages will be assessed for non-compliance. Liquidated damages of $20,000 per non-compliant standard will be withheld from payments due the Contractor.
15. Janitorial Services: The Contractor should provide all janitorial services in the health care unit. The sanitation level must be in compliance with sanitation standards established by the DOC. The DOC’s Offender Work Program should be utilized for the provision of these services. All cleaning products must be pre-approved by the DOC. The Virginia Correctional Enterprises (VCE) will offer DOC approved products to the Contractor upon receipt of written approval from the DOC Headquarters Procurement Unit.
Offender Work Program a. The hourly rate for utilizing offenders via the offender work program in the performance of janitorial services is $0.27 per hour and is subject to change. b. The DOC facilities will screen offenders and provide the Contractor a list of offenders eligible to provide janitorial services. c. The Contractor should maintain time records for each offender worker using the approved DOC time sheets/time cards. The Contractor should report offender hours worked to the facility’s Business Manager on a weekly basis. Offenders may not work more than 30 hours per week without pre-approval of the Warden or designee. The Contractor will be charged on a monthly basis for the use of the offender workers based on the time sheets/time cards submitted. d. The Contractor shall report to security personnel any offender observed violating rules of conduct. The Contractor shall complete the appropriate DOP 861.1 Disciplinary Offense Report Form when violations occur. The Contractor may request the removal of any offender that the Contractor feels is disruptive to its operation. e. The Contractor should prepare written evaluations of offender performance and maintain a file of the evaluations. The Contractor shall allow the facility’s Warden or designee access to the evaluations. At termination of the contract, all offender evaluations shall become the sole property of the DOC. f. Fees for services provided by offender participating in a work program should be calculated monthly and deducted from the Contractor’s monthly invoice. The facility’s Business Office will provide an itemized list of charges to the Contractor at the time payment is rendered.
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Supplies a. The Contractor will be allowed to purchase cleaning supplies directly from Virginia Correctional Enterprises (VCE) to support the contract resulting from this RFP. The Contractor should purchase the following PortionPak cleaning supplies from VCE at the following per pack prices. Prices are subject to change. General Purpose Cleaner $ 8.61 Floor Cleaner $ 1.13 Bathroom Cleaner $13.33 Glass Cleaner $ 5.69 b. The Contractor will be allowed to purchase other supplies (i.e. paper towels, toilet tissue, soap, etc.) directly from the Virginia Distribution Center (VDC) to support the contract resulting from this RFP. The VDC catalog is posted on line and is subject to change. c. The purchase of cleaning supplies must meet and be approved in accordance with DOC Directive 302. All level 2 cleaning chemicals must be approved by the Regional Operations Chief and Regional Administrator.
16. Postage: The Contractor should provide postage and related shipping supplies for all health care unit postal services.
17. Office Supplies: The Contractor should provide office supplies for the health care unit at each facility.
18. Emergency Transportation: The Contractor should provide emergency transportation (i.e. ambulance, air lift) for emergency off-site hospitalizations and specialty services.
19. Financial Statement: The Contractor should provide an independently audited financial statement specifically for this contract for the previous calendar year. The statement should be submitted to the DOC Contract Administrator by January 31 of every year. Liquidated damages in the amount of $100,000 will be assessed for noncompliance.
B. Dialysis Services: A dialysis services contractor provides dialysis services at Greensville Correctional Center and Sussex II State Prison. Services are provided to all male offenders on three (3) days every week. The Greensville Correctional Center can accommodate sixteen (16), and Sussex II can accommodate five (5) dialysis machine/stations. The current workload is 54 patients; however, this is subject to change. The dialysis services contractor will make any necessary changes in hours as workload warrants.
The dialysis services contractor provides and is financially responsible for all necessary equipment; dialysis-related medications including Epogen, vitamin D
RFP #DOC-15-024 20 of 83 and iron; lab testing; water testing; consumable supplies; and all staffing except the nephrologist. The comprehensive health care Contractor should provide the nephrologist. The comprehensive health care Contractor should be responsible for medical waste and any off-site dialysis treatments, permanent access (permacath), AV grath, AV fistula and all expenses associated with transplantation work-up.
The comprehensive health care services Contractor is responsible for providing all dialysis services at Fluvanna Correctional Center for Women.
C. The DOC will provide the following:
1. Physical security of the facility and continuing security of offenders
2. Transportation services required by the Contractor for off-site hospitalizations and specialty services
3. Existing office space and basic furniture such as desks, chairs and file cabinets. These shall remain the property of the DOC.
4. Food, linens (to include linen laundry service) and other non-health care services for offenders
5. Access for the Contractor’s use of DOC-owned medical and office equipment and supplies already in place at the facility. The replacement of existing DOC-owned items will be the responsibility of the DOC. Any new, additional non-clinical equipment, except as stated in Section IV, paragraph A,11, Computer Automation, desired by the Contractor will be the responsibility of the Contractor. Any new clinical equipment with a unit cost of $5,000 or more will be at the DOC’s expense, and any new clinical equipment with a unit cost of less than $5,000 will be at the Contractor’s expense. At the termination of the Contract, the Contractor will return possession and control of all DOC-owned medical and office equipment to the DOC. At such time, the equipment will be in good working order, reasonable wear and tear accepted. The DOC will provide an inventory of all equipment upon execution of the Contract. Upon termination of the Contract, the DOC and the Contractor will review the inventory to ensure that all equipment is accounted. Deductions from final payment to the Contractor will be made for any equipment that is damaged beyond repair or missing. At termination of the Contract, the Contractor may remove Contractor-owned equipment.
6. Public Utilities including water and electric services; however, the Contractor shall be responsible for payment of its monthly telephone/fax bill and for any computer lines not provided by the DOC. The DOC will provide access to the DOC’s electronic mail network for the purpose of communication with the DOC and between institutions.
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7. Information pertaining to offenders that the Contractor and the DOC mutually identify as reasonable and necessary for the Contractor to adequately meet its contractual obligations to the DOC.
8. Contract Monitors to review and observe all aspects of the health care operations; identify and document the Contractor’s compliance and noncompliance with the Contract, current laws, DOC policies, procedures and guidelines, and ACA standards; and provide continuous feedback to the Contractor and the DOC’s Contract Administrator. See Attachment M for illustration.
V. GENERAL TERMS AND CONDITIONS:
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virgnia.gov/learn-about-eva/vendors-manual under “Manuals”.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the Contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, §2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting his/her proposals, Offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and §2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into
RFP #DOC-15-024 22 of 83 separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, §2.2-4343.1E)
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the Contractor agrees as follows:
a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING: By submitting his/her proposals, Offerors certify that his/her proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with his/her proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
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F. DEBARMENT STATUS: By submitting his/her proposals, Offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.
G. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.
H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS: Failure to submit a proposal on the official state form provided for that purpose may be cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.
I. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.
J. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number, social security number (for individual Contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery,
RFP #DOC-15-024 24 of 83 whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the Contractor at the contract price, regardless of which public agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges, which appear to be unreasonable, will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the Contractor, in writing, as to those charges, which it considers unreasonable, and the basis for the determination. A Contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges, which are not in dispute (Code of Virginia, §2.2-4363).
2. To Subcontractors:
a. A Contractor awarded a contract under this solicitation is hereby obligated:
1) To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or
2) To notify the agency and the subcontractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.
RFP #DOC-15-024 25 of 83 b. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.
3. Each prime Contractor who wins an award in which provision of a SWaM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWaM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.
K. PRECEDENCE OF TERMS: The following General Terms and Conditions: VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986. DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.
L. QUALIFICATIONS OF OFFERORS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. The Commonwealth further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy the Commonwealth that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.
RFP #DOC-15-024 26 of 83 M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.
N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Commonwealth.
O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.
2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the contractor’s records and/or to determine the correct number of units independently; or
RFP #DOC-15-024 27 of 83 c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Agency within thirty (30) days from the date of receipt of the written order from the Purchasing Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.
d. During the term of the Contract, the DOC will not process a Contract Modification unless the change has an annualized impact to the Contractor of greater than $100,000 or at the time of Contract renewal.
P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies, which the Commonwealth may have.
Q. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
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MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia must be named as an additional insured and so endorsed on the policy.
4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third party owner of such motor vehicle.)
5. Professional Liability - $2,150,000 per occurrence, $3,000,000 aggregate. (Limits increase each July 1 through fiscal year 2031, as follows: July 1, 2015 - $2,200,000; July 1, 2016 - $2,250,000. This complies with Code of Virginia § 8.01-581.15.
R. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the Purchasing Agency will publicly post such notice on the DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.
S. DRUG FREE WORKPLACE: During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees, (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance, marijuana or alcohol is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of
RFP #DOC-15-024 29 of 83 over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance, marijuana or alcohol during the performance of the contract.
T. NONDISCRIMINATION OF CONTRACTORS: A Bidder, Offeror, or Contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith- based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of their objection, access to equivalent goods, services, or disbursements from an alternative provider.
U. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eprocurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.
Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:
For orders issued July 1, 2014 and after, the Vendor Transaction Fee is: 1. DMBE-certified Small Businesses: 1%, capped at $500 per order. 2. Businesses that are not DMBE-certified Small Businesses: 1%, capped at $1,500 per order.
For orders issued prior to July 1, 2014 the vendor transaction fees can be found at www.eVA.virginia.gov.
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The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes.
V. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
W. PROPOSAL PRICE CURRENCY: Unless stated otherwise in the solicitation, offerors shall state offered prices in US dollars.
X. AUTHORIZATION to CONDUCT BUSINESS in the COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section
VI. SPECIAL TERMS AND CONDITIONS:
A. AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.
B. BACKGROUND INVESTIGATIONS: As defined in DOC Procedure 030.3, the DOC may require partial or limited background investigations for Contractor staff assigned to this Contract. The Contractor shall be required to pay for all background investigations processed for staff. Investigations are charged at a rate of $90.00 for a partial background check. Fees are on a per-investigation basis and will be invoiced by DOC Accounts Receivable. Contractor employees will be required to complete the Authority for
RFP #DOC-15-024 31 of 83 Release of Information (Form 030_F0_3-11, Attachment E). The Contractor shall allow the DOC Background Investigation Unit access to review the Contractor staff personnel and employment records.
If derogatory information is discovered during the background investigation(s), the DOC may require reassignment of Contractor staff or immediate cancellation of the Contract.
The DOC may, on an ongoing basis, require an updated VCIN report/background review at any time. Information obtained from this investigation may result in Contractor staff’s immediate removal from state property.
The Contractor shall notify DOC Contract Administrator within 48 hours of occurrence in the event any Contractor staff assigned to provide services to the DOC is: • charged with a criminal offense either on or off the job; • convicted of a criminal offense of any kind; or • in receipt of an administrative suspension, censure or failure to renew any license, certification or professional membership that is required under the terms of this contract.
Contract award may be contingent upon the Contractor and/or Contractor staff receiving a favorable report.
C. CANCELLATION OF CONTRACT: The Purchasing Agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the Contractor may terminate the resulting contract after the initial 24 months of the contract period upon 365 days written notice to the Purchasing Agency. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
D. CONFIDENTIAL INFORMATION: The Contractor acknowledges that in the performance of this contract, confidential and proprietary offender information will be made available to the Contractor. The Contractor agrees to maintain the confidentiality of the offender information. The Contractor will not disclose any offender information to any third party without prior written authorization from the DOC. These obligations will apply to verbal information as well as specific portions of information that are disclosed in writing or other tangible form.
E. CONFIDENTIALITY OF IDENTIFIABLE INFORMATION: The Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential,
RFP #DOC-15-024 32 of 83 during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual’s and the agency’s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement.
F. CRIMINAL RECORDS AND DRIVERS LICENSE CHECKS: The DOC shall require annual driver’s license checks for any Contractor staff that is allowed to drive a state vehicle to support the requirements of this contract. Any Contractor staff allowed to drive a state vehicle shall be required to report to the DOC Contract Administrator if: • They are charged with a moving traffic violation that occurs on or off the job • They are convicted of a moving traffic violation of any kind. Notification to the DOC Contract Administrator shall be within 48 hours of the charge and/or conviction.
Contractor staff that are allowed to drive state vehicles shall sign a statement granting approval for the DOC to process the annual driver’s license check (see Attachment F).
G. DRUG FREE WORKPLACE: The Contractor’s employees assigned to this contract will be subject to a pre- employment drug screening processed by the Contractor. All contract personnel shall be subject to a post accident drug testing and testing where reasonable suspicion exists that the terms of this clause have been violated. In addition, Contractor’s employees assigned to this contract, who work in correctional facilities, detention centers, diversion centers, probation and parole offices, and central or regional offices or with offenders, will be subject to random urinalysis testing. All required drug testing shall be paid for by the Contractor.
H. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E- Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify
RFP #DOC-15-024 33 of 83 program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.
I. FRATERNIZATION PROHIBITION: The Contractor’s staff assigned to provide services to the Department of Corrections shall not interact with offenders in an unprofessional manner. Examples of unprofessional behavior include, but are not limited to, non-work- related visits between the offender and Contractor staff and engaging in romantic or sexual relationships with offenders.
J. HIRING PRACTICES: In the event a Contractor proposes to employ ex-offenders, the DOC may determine that it is not in the best interest to allow some ex-offenders to provide service. Some of the factors that the DOC may consider are: where the ex- offender served time, the nature of the crime and the length of time since sentence obligation was completed.
K. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.
L. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.
M. LIQUIDATED DAMAGES: 1. It is understood and agreed by the Offeror that the minimum staffing level outlined in the Staffing Plan, Attachment H, is essential to the provision of services. In the event these staffing levels are not maintained, liquidated damages will be assessed according to the average hourly rates for various positions outlined in Attachment L, Liquidated Damages for Staffing. Liquidated damages for staffing will be based on hours paid, not hours worked.
2. It is understood and agreed by the Offeror that if during an ACA accreditation audit a facility is found to be deficient in any health care standard, the Contractor shall pay to the DOC as liquidated damages the
RFP #DOC-15-024 34 of 83 sum of $20,000 for any deficient standard. If a facility fails an ACA accreditation audit and receives a reconsideration audit, the liquidated damages for any health care standard found deficient shall be twice the liquidated damages stated above.
3. It is understood and agreed by the Offeror that an independently audited financial statement specifically for this contract for the previous calendar year shall be submitted to the DOC Contract Administrator by January 31 of every year and that liquidated damages in the amount of $100,000 will be assessed for noncompliance.
4. It is understood and agreed by the Offeror that DOC Contract Monitors will conduct audits of the health care operations and that liquidated damages will be assessed for audit tools scoring under 80% as outlined in Attachment M, Liquidated Damages for Health Care Operations.
N. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using their best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is as fully responsible for the acts and omissions of their subcontractors and of persons employed by them as he is for the acts and omissions of their own employees.
O. PRISON RAPE ELIMINATION ACT (PREA): Contractors and Contractors’ staff, who are providing services to the Virginia Department of Corrections, and who have any level of interaction or potential for interaction with inmates shall review the Prison Rape Elimination Act (PREA) http://www.vadoc.virginia.gov/procure/. Contractors and Contractors’ staff must receive training (at the Agency location where services are to be performed) on their responsibilities, under PREA including the Agency’s sexual abuse and sexual harassment prevention, detection and response policies and procedures (including reporting). Contractors and Contractors’ staff agree to abide by the Agency’s zero-tolerance policy regarding fraternization, sexual abuse and sexual harassment and the obligation to report incidents.
P. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for five (5) successive one year periods under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written notice of the Commonwealth’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.
1. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract
RFP #DOC-15-024 35 of 83 increased by more than the percentage increase of the Medical Care category of the CPI-W Southern Region section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. Any decrease in the CPI shall be applied to the contract fee structure, however, if the Contractor submits fee decreased greater than the CPI, the decrease shall be accepted.
2. If during any subsequent renewal periods, the Commonwealth elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased by more than the percentage increase of the Medical Services category of the CPI-W Southern Region section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. Any decrease in the CPI shall be applied to the contract fee structure, however, if the Contractor submits fee decreased greater than the CPI, the decrease shall be accepted.
Q. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE:
1. It is the goal of the Commonwealth that 40% of its purchases be made from small businesses. This includes discretionary spending in prime contracts and subcontracts. All potential bidders/offerors are required to submit a Small Business Subcontracting Plan. Unless the bidder/offeror is registered as a DMBE-certified small business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to DMBE-certified small businesses. This shall not exclude DMBE-certified women-owned and minority-owned businesses when they have received DMBE small business certification. No bidder/offeror or subcontractor shall be considered a Small Business, a Women-Owned Business or a Minority-Owned Business unless certified as such by the Department of Minority Business Enterprise (DMBE) by the due date for receipt of bids or proposals. If small business subcontractors are used, the prime contractor agrees to report the use of small business subcontractors by providing the purchasing office at a minimum the following information: name of small business with the DMBE certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product/service provided.
2. Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution on a quarterly basis, evidence of compliance (subject only to insubstantial shortfalls and to shortfalls
RFP #DOC-15-024 36 of 83 arising from subcontractor default) with the small business subcontracting plan. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm with the DMBE certification number, phone number, total dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of product or service provided. Payment(s) may be withheld until compliance with the plan is received and confirmed by the agency or institution. The agency or institution reserves the right to pursue other appropriate remedies to include, but not be limited to, termination for default.
3. Each prime contractor who wins an award valued over $200,000 shall deliver to the contracting agency or institution on a quarterly basis, information on use of subcontractors that are not DMBE-certified small businesses. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office at a minimum the following information: name of firm, phone number, total dollar amount subcontracted, and type of product or service provided.
R. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Purchasing Agency. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the Purchasing Agency the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.
S. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the Contractor’s expense.
T. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in multiple purchase order(s) with the eVA transaction fee specified below assessed for each order.
For orders issued July 1, 2014, and after, the Vendor Transaction Fee is: 1. DMBE-certified Small Businesses: 1%, capped at $500 per order. 2. Businesses that are not DMBE-certified Small Businesses: 1%, capped at $1,500 per order.
The specified vendor transaction fee will be invoiced by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date.
RFP #DOC-15-024 37 of 83 Any adjustments (increases/decreases) will be handled through purchase order changes.
The eVA Internet electronic procurement solution, website portal www.eva.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to [email protected].
U. CONTINUITY OF SERVICES: 1. The Contractor recognizes that the services under this contract are vital to the Agency and must be continued without interruption and that, upon contract expiration, a successor, either the Agency or another contractor, may continue them. The Contractor agrees:
a. To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor; b. To make all Agency owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and c. That the Agency Contracting Officer shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.
2. The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.
3. The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.
RFP #DOC-15-024 38 of 83 V. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, an offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid the identification number issued to it by the State Corporation Commission (SCC). Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid a statement describing why the offeror is not required to be so authorized. Indicate the above information on the SCC From provided as Attachment G. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation state (including without limitation the SCC Form provided) is streamlined and definitive, and the Commonwealth’s use and acceptance of such form, its acceptance of Contractor’s statement describing why the offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.
RFP #DOC-15-024 39 of 83 ATTACHMENTS ATTACHMENT A: PROPOSAL FORM
This Proposal Form is required to be submitted as a part of the Offeror’s proposal.
1. VENDOR’S PRIMARY CONTACT FOR THIS SOLICITATION:
Name: Phone:
Email:
2. VENDOR INFORMATION:
Company Name:
Phone Number:
Fax Number:
Address:
eVA Vendor ID or DUNS Number
Years in Business: Indicate the length of time the Company has been in business providing this type of good or service: Years Months
3. CURRENT OR RECENT ACCOUNTS: Indicate below a minimum of three (3) current or recent accounts, either governmental or commercial for which your company has provided goods and/or services similar in nature to the Statement of Needs in the Request for Proposals. Include the length of service and the name, address, and telephone number of the point of contact.
A. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
Project:
Dates of Service: $ Value:
B. Company: Contact:
Phone: ( ) Fax: ( )
RFP #DOC-15-024 40 of 83
E-mail:
Project:
Dates of Service: $ Value:
C. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
Project:
Dates of Service: $ Value:
D. Company: Contact:
Phone: ( ) Fax: ( )
E-mail:
Project:
Dates of Service: $ Value:
4. PRICE SCHEDULE: Submit proposed pricing by completing Attachment A-1, Proposed Price Schedule. The Offeror must propose pricing for all facilities. Pricing shall be stated as a full risk, fully capitated rate.
5. ADDENDUM ACKNOWLEDGMENT: I/we acknowledge receipt of the following addenda:
Addendum Dated: No.:
Addendum Dated: No.:
Addendum Dated: No.:
Addendum Dated:
RFP #DOC-15-024 41 of 83 No.:
Addendum Dated: No.:
In compliance with this Request for Proposals and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.
Signature:
Name (Print):
Title (Print):
Date:
RFP #DOC-15-024 42 of 83 ATTACHMENT A-1: PROPOSED PRICE SCHEDULE
Attachment A-1: Proposed Price Schedule is provided in a separate Microsoft Office Excel spreadsheet.
RFP #DOC-15-024 43 of 83 ATTACHMENT B: SUPPLIER DIVERSITY & SMALL BUSINESS SUBCONTRACTING PLAN
Small Business Subcontracting Plan
Definitions
Small Business: "Small business " means an independently owned and operated business which, together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. Note: This shall not exclude DMBE-certified women- and minority-owned businesses when they have received DMBE small business certification.
Women-Owned Business: Women-owned business means a business concern that is at least 51% owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with United States immigration law, or in the case of a corporation, partnership or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non- citizens who are in full compliance with United States immigration law, and both the management and daily business operations are controlled by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law.
Minority-Owned Business: Minority-owned business means a business concern that is at least 51% owned by one or more minority individuals or in the case of a corporation, partnership or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.
All small businesses must be certified by the Commonwealth of Virginia, Department of Minority Business Enterprise (DMBE) by the due date of the solicitation to participate in the SWAM program. Certification applications are available through DMBE online at www.dmbe.virginia.gov (Customer Service).
Offeror Name: ______
Preparer Name: ______Date: ______
Instructions
A. If you are certified by the Department of Minority Business Enterprise (DMBE) as a small business, complete only Section A of this form. This shall not exclude DMBE-certified women-owned and minority-owned businesses when they have received DMBE small business certification.
B. If you are not a DMBE-certified small business, complete Section B of this form. For the offeror to receive credit for the small business subcontracting plan evaluation criteria, the offeror shall identify the portions of the contract that will be subcontracted to DMBE-certified small business in this section. Points will be assigned based on each offeror’s proposed subcontracting expenditures with DMBE certified small businesses for the initial contract period as indicated in Section B in relation to the offeror’s total price.
Section A If your firm is certified by the Department of Minority Business Enterprise (DMBE), are you certified as a (check only one below): ______Small Business
______Small and Women-owned Business
______Small and Minority-owned Business
Certification number:______Certification Date:______
RFP #DOC-15-024 44 of 83 Section B Populate the table below to show your firm's plans for utilization of DMBE-certified small businesses in the performance of this contract. This shall not exclude DMBE-certified women-owned and minority-owned businesses when they have received the DMBE small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.
B. Plans for Utilization of DMBE-Certified Small Businesses for this Procurement
Small Status if Contact Type of Planned Planned Business Small Person, Goods Involvement Contract Name & Business is Telephone & and/or During Initial Dollars Address also: Women Email Services Period of the During Initial (W), Minority Contract Period of the DMBE (M) Contract Certificate #
Totals $
RFP #DOC-15-024 45 of 83 ATTACHMENT C: CERTIFICATION OF COMPLIANCE CERTIFICATION OF COMPLIANCE WITH PROHIBITION OF POLITICAL CONTRIBUTIONS AND GIFTS DURING THE PROCUREMENT PROCESS
I, ______, a representative of ______, Please Print Name Name of Offeror
am submitting a proposal to ______in response to Name of Agency/Institution
______, a solicitation where stated or expected contract value is Solicitation/Contract #
$5 million or more which is being solicited by a method of procurement other than competitive sealed bidding as defined in § 2.2-4301 of the Code of Virginia.
I hereby certify the following statements to be true with respect to the provisions of §2.2-4376.1 of the Code of Virginia. I further state that I have the authority to make the following representation on behalf of myself and the business entity:
1. The offeror shall not knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Governor's Secretaries, if the Secretary is responsible to the Governor for an agency with jurisdiction over the matters at issue, during the period between the submission of the bid/proposal and the award of the contract.
2. No individual who is an officer or director of the offeror, shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Governor's Secretaries, if the Secretary is responsible to the Governor for an agency with jurisdiction over the matters at issue, during the period between the submission of the proposal and the award of the contract.
3. I understand that any person who violates § 2.2-4376.1 of the Code of Virginia shall be subject to a civil penalty of $500 or up to two times the amount of the contribution or gift, whichever is greater.
______Signature ______Title ______Date
RFP #DOC-15-024 46 of 83 ATTACHMENT D: SAMPLE PROPOSAL SUBMISSION PACKAGE LABEL
Offeror’s Name:
Offeror’s Address:
Commonwealth of Virginia
Department of Corrections
Procurement and Risk Management, Room 2150
6900 Atmore Drive
Richmond, Virginia 23225
Buyer: Karen Cook
RFP #: DOC-15-024 RFP Due Date: November 5, 2014, 3:00 p.m.
RFP #DOC-15-024 47 of 83 ATTACHMENT E: RELEASE OF INFORMATION FORM
Effective: 1/01/2001 VIRGINIA DEPARTMENT OF CORRECTIONS 5-1 - (CFOP) Authority For Release of Information Treatment Services Att 7
COMMONWEALTH OF VIRGINIA Department of Corrections Division of Community Corrections
Authority for Release of Information
To Whom It May Concern: I hereby authorize any investigator or duly accredited representative of the Department of Corrections bearing this release or a copy thereof, to obtain any information from schools, residential management agents, employers, criminal justice agencies, or individuals relating to my activities. The information may include, but is not limited to, academic, residential, achievement, performance, attendance, personal history, disciplinary and conviction records. I hereby direct to you to release such information upon request of the bearer. I understand that the information released is for official use by the Department of Corrections and may be disclosed to such third parties as necessary in the fulfillment of official responsibilities.
I hereby release any individual, including records custodians, from any and all liability for damages of whatever kind or nature, which may at any time result to me on account of compliance, or any attempts to comply with this authorization. Should there be any questions as to the validity of the release you may contact me as indicated below.
Signature (full name):
Full Name:
Other Names Used:
Social Security Number:
Date of Birth:
Date:
Current Address:
Telephone Number:
Furnishing the requested information is voluntary, but failure to provide all or part of the information may result in the lack of consideration for volunteer service or in the termination of your volunteer service
1 of 1 Rev. 11/1/07
RFP #DOC-15-024 48 of 83 ATTACHMENT F: AUTHORIZATION FOR ON-GOING LICENSE/BACKGROUND CHECK(S)
Department of Corrections Authorization for On-going License/Background Check (s)
Contract/Memorandum of Agreement #______
I authorize the Department of Corrections to perform an annual driver’s license check. Loss or suspension of driver’s license may result in the DOC disallowing a specific Contractor staff member and/or all Contractor staff the ability to drive state vehicles. My signature below indicates that this authorization will be in effect for the length of my assignment to provide services to the DOC under the terms of this contract.
My signature below indicates my authorization for the Department of Corrections to perform an updated VCIN report/background check as part of the overall consideration process for promotion or assignment. Information obtained from this background check may result in my removal from state property.
______Signature Printed Name Date
RFP #DOC-15-024 49 of 83 ATTACHMENT G: STATE CORPORATION COMMISSION
Virginia State Corporation Commission (SCC) registration information
The Offeror: ______
is a corporation or other business entity with the following SCC identification number: ______-OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR- is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.
**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):
RFP #DOC-15-024 50 of 83 ATTACHMENT H: STAFFING PLAN
Attachment H: Staffing Plan is provided in a separate Microsoft Office Excel spreadsheet.
RFP #DOC-15-024 51 of 83 ATTACHMENT I: FACILITY HEALTH SERVICE DESCRIPTIONS
AUGUSTA CORRECTIONAL CENTER
Augusta Correctional Center has approximately 1200 beds and is a level 3 security prison.. Four of those beds are general population medical beds while two of them are segregation medical beds. Medical services at ACC have contracted services with dental and psychology remaining part of DOC.
Treatments are performed daily by doctor order at 8am and 5pm. Sick call is performed five days a week Monday through Friday at 9am. The sick call box is checked daily and all requests triaged within 24 hours. Nurses see an average of 150 offenders per month for sick call. Special Housing Units rounds are done daily at 0430 and 1530.
Optometry services are provided once a month on the third Friday of each month. The eye clinic averages about 30 offenders monthly.
X-ray services are provided weekly on Tuesdays by Mobile Diagnostics.
ACC has a doctor on site five days a week for clinic (increased from 3 days per week). He is on call 24/7. Physician evaluates an average of 250 offenders per month. And there are 485 offenders enrolled in chronic care clinics.
Dental has a full time dentist who provides services four days a week. It is currently DOC and Dr. Smith, Chief of Dentist for DOC provides oversight for the dental services at this site.
Telemedicine is provided through MCV. There are approximately 6 offenders scheduled per month.
Mental Health services are provided by a contract psychiatrist who is on site once a week. DOC has three staff psychologists on site Monday through Friday and someone is on call 24/7.
Medications are delivered Monday through Friday via UPS. CVS pharmacy in Staunton, VA is used for immediate/emergency medications and is our back up pharmacy. We provide 3 pill calls daily at 630, 1200 and 1630 for those on pill line medications. Self meds are delivered Tuesday- Thursday by building to the offender housing after 830pm lockdown.
Lab services are provided Monday through Friday on site with any stat labs taken to Augusta Medical Center.
Emergency services are provided at Augusta Medical Center in Fishersville, VA and Stonewall Jackson Hospital in Lexington, VA. Outpatient/inpatient services are provided through Augusta Medical Center, MCV and UVA medical center.
RFP #DOC-15-024 52 of 83 COFFEEWOOD CORRECTIONAL CENTER
Coffeewood Correctional Center is a level 2 male minimum-security prison. Segregation and general population inmates are housed at this facility and the nursing staff are responsible for their care.
Services and clinical activities provided include: Ongoing patient assessments specifically refers to psychological evaluations, histories, mental status exams, social data, activities of daily living, nutritional status which result in part of the treatment plan. The health care staff provides one-on- one counseling, patient teaching, discharge planning, and medication administration. Patient treatment include: wound management, triage, emergency care as needed, sprains/strains, eye irrigations, continuous assessments related to need for special housing assignments, suicide watch, screening for sick call, glucose testing, monitoring vital signs, admission assessments and work-ups, venipuncture and observations, continuous monitoring of high risk inmates, infection control and documentation of the nursing process.
Services are provided within the confines of a level 2 prison. The medical area is located in the Service Building. The security of inmates is of utmost importance. The inmates are housed in 7 buildings, The nurses are stationed in the medical section of the prison. Inmates are seen in the medical unit for sick call or for routine complaints. Exceptions are emergencies in the dorms. There are 24 segregation/special housing cells and the nurses make rounds in the SMU Unit three times each day to give medications, screen for sick call, and provide other health care needs. Invasive procedures are completed in the Medical Department.
The Health Authority is responsible for the total operation of providing health care services to all inmates assigned to CWCC in a safe, humane, and economical manner.
1. A physician provides medical care to inmates 40 hours per week, Monday through Friday. 300 offenders seen on an average per month. 2. Nurses provide health care to inmates at the facility 24 hours per day 7 days per week. 8 hour shifts and 12 hour shifts are utilized to ensure adequate coverage is maintained. Medications are distributed to the inmates at a pill window in the pharmacy, or through the self-med program. Pill lines are conducted at 6, 12, 4:30 and 8 pm. 3. Chronic care clinics are managed as defined by the Medical/Nursing guidelines. 336 offenders are on the CCC list. 4. Telemedicine is provided for all specialized clinics, especially HIV. An average of 4 pts seen per month. 5. Sick call is conducted 7 days per week. Approximately 200 seen per month. 6. Records are managed per established protocols. 7. There are Observation Beds on site which require admissions and discharges by a provider. There are approximately 14 pts admitted during the month. 8. Off site (specialty) visits are coordinated through Utilization Management and scheduled with local providers or sent to MCV as indicated. 9. Annual assessments are completed by DOC/OHS established protocols. 10. Discharge planning for HIV inmates is coordinated through the appropriate Health Departments.
RFP #DOC-15-024 53 of 83 11. Paroles and discharges are managed closely to ensure adequate follow-up care is available. 12. The Health Authority (HSA) and DON address all informal complaints and grievances. 13. The medical staff attends required meetings and completes necessary reports monthly.
DEERFIELD CORRECTIONAL CENTER
Deerfield Correctional Center is a level 2 minimum-security institution housing approximately 1065 male offenders. The majority of offenders are considered to be ‘geriatric.’ This institution’s medical department operates 24-hours a day. There are on-site dental, lab, optometry, and x-ray services. The facility has an 18-bed infirmary with 2 negative pressure rooms and a 57-bed assisted living unit (700 Pod). DFCC does not have in-house mental health beds or Special Housing Unit on site.
The infirmary and AL beds are generally full with a waiting list for the Assistant Living Unit. Patients in the infirmary transition in/out; there are long-term care patients that also reside in the beds. The AL Unit has an adjacent Housing Unit (800 Pod) with patients using oxygen concentrators. There are small medical units located inside the 700 and 800 Pods with separate rooms to provide privacy when used for nurse and provider sick call. The health records, medications, sharps and patient supplies are also located in AL Medical Dept.
The clinical operation consists of MD call, nurse sick call and chronic care clinics 5 days a week. After hour emergency care is provided by on-site nursing staff and the local emergency room as indicated. There is a physician available on-call 24/day.
Mental health services are provided by the DOC Qualified Mental Health Professionals on site five days a week and also by on-call services.
Services and clinical activities provided by the medical department include ongoing patient assessments by means of provider and nurse sick call, intake assessments, and chronic care clinics. The health care staff provides one-on-one counseling, patient teaching, treatments, medication administration, and re-entry assistance by way of discharge planning.
DFCC nursing staff works 8-hour and 12 hour shifts – 6 a.m. – 2:30 p.m., 7:30 a.m. – 4:00 p.m., 2:00 p.m. – 10:30 p.m., and 10:00 p.m. – 6:30 a.m. and 6:00 a.m. – 6:00 p.m. The Infirmary and Assisted Living Unit is staffed 24-hours per day with licensed nursing staff and nursing assistants and RN coverage on day shift. The medical unit servicing the general population is also staffed 24/7 with licensed nursing staff and nursing supervisors.
The Health Authority is responsible for the total operation of providing health care services to all offenders assigned to DFCC in a safe, humane, and economical manner.
1. Two staff physicians provide 80 hours of medical care per week.
RFP #DOC-15-024 54 of 83 2. Nurses provide health care to offenders at the facility 24 hours per day 7 days per week; nurse sick call is conducted Monday – Friday from 8:00 to 4:00 p.m. in the medical department and some of the housing units. Average nurse sick call monthly is 336. 3. There are several pill passes that occur throughout the day; the diabetics receive their insulin and pills at 5 a.m., the AM pill pass for GP occurs at 8:00 a.m., there is a 12:00 noon self-medication administration, and the evening pill pass occurs at 4:00 p.m. There is a bedtime pill pass at 8:00 p.m. Medications are delivered both at the pill window which the offenders access from the boulevard and also in some of the housing units (diabetic pod and the AL). Self Meds on pill line at medical unit Tues, Thurs, and Sat 12n-1400. 4. There is one main medication room located in the Medical Unit with satellite pill rooms in the Infirmary and in the Assistant Living areas. 5. Chronic care clinics are managed as defined by the DOC Medical Treatment Guidelines. Chronic Care Clinic patients enrolled in clinics is 962. 6. Telemedicine is provided for specialized clinics including HIV, renal, psychiatry, neurosurgery, rheumatology and cardiology. Average of Telemedicine Appointments completed monthly for general medicine is 22 and Mental Health patients are 64. Patients from DFMWC utilize the telemedicine services at DF Main when necessary. 7. Physician sick call is conducted 5 days per week from 8 a.m. – 4 p.m. in the medical department and two half-days a week in the Assisted Living unit (MD sick call is not held in AL, it is done in the medical department). Average provider sick call monthly is 287. 8. A physician rounds daily in the infirmary. 9. Off-site (specialty) visits are coordinated through the Utilization Management, and then scheduled with providers upon approvals. 10. Emergency care is provided by Southampton Memorial Hospital which is the local community hospital. It has a secured unit for the offenders. MCV/VCU is used for the majority of the patients who are in need of a higher level of care than can be provided at SHMH. 11. Discharge planning for HIV offenders is coordinated through the appropriate Health Departments. 12. Paroles and discharges are managed closely to ensure adequate follow-up care is available. 13. All informal complaints and grievances are handled in accordance with established policy and procedures. 14. Optometry Services are shared with Deerfield Work Centers and Brunswick Women’s Pre-Release Center. 15. Limited physical therapy and podiatry are done on site. Extensive treatment plans are referred off-site. 16. Deerfield Main supports the work centers with nursing coverage after hours.
RFP #DOC-15-024 55 of 83 DEERFIELD MEN’S AND WOMEN’S WORK CENTERS
Deerfield Men’s and Women’s Work Centers are located in Capron, Virginia. Both are Security Level 1 and Level 2 facilities.
DWWC houses adult females and DMWC houses adult males. Currently there are 198 offenders housed at DWWC and 173 at DMWC.
Sick call is performed Monday - Friday from 6:00 a.m. - 9:30 p.m. in the medical department. Intra-system Transfers for the Women’s Work Center are Monday through Friday. Intake days for the Men’s Work Center are every other Tuesday. Mental health services are available for crisis situations. There is no clerical staff at the Men’s or Women’s Work Center.
DMWC houses adult males and DWWC houses adult females. The assignment criteria for DMWC would include no felony detainers, no escape risks, and no disruptive behavior.
1. The Health Authority is responsible for the total operation of providing healthcare services to all assigned offenders at DMWC and DWWC in a safe, humane, and economical manner. 2. The physician is on location at each of these sites on Mondays, Wednesdays, and Fridays, and is also available via pager/cell phone when needed. 3. Nurses provide healthcare services to offenders. 4. Chronic Care Clinics are managed as defined by the Medical/Nursing guidelines. 5. Documentation is done using the COI format and records are managed in accordance with established protocols. 6. Off-site medical/dental visits are coordinated and scheduled with local providers or sent to MCV as indicated. 7. Annual assessments are completed in accordance with established protocols. 8. Paroles, transfers, and discharges are managed closely to ensure adequate follow-up care is available. 9. The RN handles all informal complaints and grievances and is addressed in accordance with established protocols. 10. The health authority attends required meetings and completes necessary reports. 11. Immunization records are closely monitored and vaccinations are given per MD order. 12. Offenders have access to routine medical care by completing a sick call request form. 13. Nursing staff provide quality nursing care through physical assessments, medication administration, education, first aid and emergency care. 14. There are no medical beds at DMWC or DWWC. If there is a need the offender is transferred to another facility. 15. Southampton Memorial Hospital, Franklin, VA and MCV Hospital in Richmond, VA are the acute emergency facilities used. 16. Medications are delivered to the DF warehouse Monday-Friday. A local pharmacy is used for emergent drugs. 17. Both DMWC and DWWC have a Self-Medication Program. In the event there is a medication that cannot be given self-med a pill line will be held at 6am and 2pm in the medical department. In addition there is a HS pill pass for psy meds.
RFP #DOC-15-024 56 of 83
18. Monthly statistics are as follows:
DMWC DWWC 1. SHU 0 0 2. PILL LINE TIMES 7 :OOAM 7AM AND 8PM 3. TELEMED 1 0 4. SICK CALL 120 200 5. PROVIDER SICK CALL 60 100 6. CHRONIC CARE 55 58
BRUNSWICK WOMEN’S PRE-RELEASE CENTER
Brunswick Women’s Pre-Release & Reception Center is a Level 1 facility for approximately 200 female offenders.
Brunswick Women’s Pre-Release & Reception Center houses adult females convicted of felony crimes and sentenced by the Commonwealth of Virginia who meet the criteria for assignment to a Pre-Release Unit and Work Center. Offenders are received directly from jails into the Reception Center for classification into the Department of Corrections.
Brunswick Women’s Pre-Release & Reception Center houses female offenders received from the jail for reception and classification into the Department of Corrections and offenders who are assigned to the Pre-Release Program from other adult correction female facilities within the Department of Corrections. Services provided include reception and classification; medical and nursing care; dental care, emergency, offender education and chronic care with a focus on re- entry into the community. Health care staff provides offender assessments, offender teaching, discharge planning, contact with outside medical resources, medication administration and mental health services. Offender treatment includes triage, emergency care, sick call, chronic care, wound management, infection control and documentation of the nursing process. DOC provided mental health services and contract psychiatric services are available on a limited basis.
Intake days are every Tuesday and Wednesday. The intake process begins around 0800 and lasts until around 1500. Some Thursdays are also used to receive offenders into the Pre-Release Work Center Program. Routine Sick Call is done daily in the medical department except weekends, and Holidays unless emergencies or urgent care is needed. All sick Call requests are triaged daily. Sick Call is held Monday through Friday at 6:00 PM until completed.
Brunswick Women’s Pre-release & Reception Center has 3 Contract Physicians who respond to nurses when there is an offender medical emergency.
1 Medical Physician- hours of working are each Monday and Thursday – 4.5 hours each visit (200 patients per month). 1 Gynecologist –every Tuesday –Hours vary, approximately 8 (100 patients per month)
RFP #DOC-15-024 57 of 83 1 Psychiatrist- every Monday via telemedicine (40 patients per month) Dental services are provided on site. Optometry services are provided at Deerfield CC. Nursing Shifts and schedules vary according to facility needs but currently the shifts are 6:00 am – 2:30 pm, 7:00 am – 3:30 pm and 1:30 pm – 10:00 pm on Monday through Friday and 8:00 am – 4:30 pm on Saturday and Sunday.
Pill call times for the offenders are 0800 and 4:30. Occasionally there will be a 2100 hour pill call. Pill call is done most of the time inside the housing unit.. All X-rays are done by mobile x-ray, at local hospitals or at Southampton Memorial Hospital. Telemedicine is available onsite. When there is a change in the offenders’ medical conditions for medical or mental health reasons, the offenders are closely monitored by the nursing staff. Transfers are made if it is determined that an offenders medical needs can no longer be met at this facility. Acute emergencies are handled at the local emergency room or if a non-emergency pt is sent to the Medical College of Virginia Hospital.
The Registered Nurse Clinician A (RNCA) is the Health Authority for Brunswick Women’s Pre- Release Center.
A. The RNCA provides administrative oversight of clinical services; establishes policies, procedures, guidelines, ensures effective and efficient services along with implementation of such services. The RNCA ensures adequate nursing staffing, oversees daily operations of the facility, coordinates medical services on and off-site; ensures that quality care is rendered to offenders, provides direct clinical supervision, makes nurses work schedule and is responsible for the overall quality of health care delivered. He/She is also required to attend meetings as mandated, keep nursing staff informed of changes in policies and maintain required ongoing nursing education. This position is also responsible for knowledge of Memos, Directives, Guidelines, Nursing protocols, ACA Standards and changes in Departmental Operations and the Implementation of all policies by nursing staff.
B. The Registered Nurse (RN) provides direct patient care within the scope of his/her practice. He/She will provide medical treatment in accordance with physician’s orders as allowed by licensure. Duties will include supervising Nurse Technicians (LPNs), ancillary staff, administering offender treatment according to established guidelines in medical protocol and agency standards. Duties will also include carrying out necessary functions and assignments related to the classification of offenders such as DNAs, receiving and daily monitoring of the classification process. Also will be responsible to keep current knowledge of Re-entry Process and Implementation of policies as well as required hours for ongoing nursing education. The RN will be responsible for completing required logs, infection control and documentation. This position will report communicable conditions such as MRSA, Influenza and Infectious Conditions such as Hepatitis, Scabies, etc. to the Health Authority and the HSU. In addition, the RN will draw labs as ordered by physician and provide medical education to offenders. He or she will assume responsibility of management of the Medical Department in the absence of the Nurse Manager.
RFP #DOC-15-024 58 of 83 Correctional Nurse Technicians (LPNs) provide direct care to the offenders within their scope of practice, work under supervision of RN’s or physicians, obtain vital signs, provide medical treatment in accordance with physician orders, nursing guidelines and protocol, agency and institutional procedures. They provide medical education and health teaching to offenders, manage chronic care clinics and maintain log books for each clinic, administer medication, maintain patient and institutional records, are knowledgeable about IOP’s and Directives, monitor PPDs and immunizations, complete and maintain required logs and documentation for such clinics. LPNs monitor offender’s health status and report significant changes to RNs and physicians. They are also required to have knowledge of policies and to maintain required hours for continuous nursing education. They are also responsible for completing discharge or transfers summaries.
The Office Services Assistant (OSA) provides assistance to both the medical department. The OSA maintains all offender medical records. He/She is responsible for compiling and preparing reports, searching the DNA Data Bank for receiving offenders, scheduling offenders for DNA samples; filing all lab work, medication records and other medical documents in offender’s records. This position is responsible for scheduling outside appointments, preparing folders for new intakes, copying medical papers, ordering offender folders, paper supplies, etc. for classification. The OSA also assists in the records department.
The Health Authority is responsible for the total operation of providing health care services to all offenders assigned to Brunswick Women’s Pre-Release Center in a safe, humane and economical manner.
1. A contract physician provides medical care to offenders two (2) days per week on Mondays and Thursdays at Brunswick Women’s Pre-Release Center; however, he is on call 24 hours per day. Emergency care is also provided at the local Emergency Rooms. 2. Optometrist services are received at Deerfield Correctional Center as needed. 3. At Brunswick Women’s Pre-Release & Reception Center, nurses provide health care 16 hours per day, 5 days per week and10 hours each day on the weekends. A nurse is assigned on- call daily after working hours. 4. Laboratory services are provided 5 days per week; x-ray services are provided by mobile x-ray and the local hospitals. 5. Medical services are provided 7 days a week. Sick call is conducted 5 days per week. Nurses see up to 100-120 offenders per month. 6. Medications are provided to offenders assigned to Brunswick Women’s Pre-Release & Reception Center as prescribed through the self-medication program or through pill call. Pill Call is held in the Medical Department at Brunswick Women’s Pre-Release & Reception Center in addition to A- Dorm. Pill call times are 8am and 4:30pm. 7. Chronic care clinics are managed in accordance with Medical/Guidelines. Currently there are 69 patients being followed in the clinics. 8. Medical assessments are completed in accordance with established protocols and guidelines. 9. Discharge planning is completed in accordance with established guidelines and protocols. 10. Off-site specialty visits are scheduled with either local providers, MCV/VCU Hospital Systems or Southampton Memorial Hospital.
RFP #DOC-15-024 59 of 83 11. Paroles and discharges are managed closely to ensure adequate follow-up care is available. 12. Records are managed in accordance with established guidelines and protocols. 13. The Registered Nurse Clinician A or designee addresses all informal complaints and grievances. 14. The Registered Nurse Clinician A or designee attends required meetings and completes necessary reports monthly. 15. The Registered Nurse Clinician A establishes policies, procedures and guidelines and ensures effective and efficient implementation of these.
The contract optometrist at Deerfield Correctional Facility provides optometry services for the females housed at Brunswick Women’s Pre-Release & Reception Center.
SOUTHAMPTON MEN’S DETENTION CENTER
Southampton Detention Center is an alternative sentencing program for non-violent adult male offenders. It is located in Capron, Virginia. Bed capacity is 108 plus 6 beds in a holding cell area. Currently there are 104 offenders housed at Southampton Detention Center.
There is one Full-Time Registered Nurse and (1) Licensed Practical Nurse at the facility. Staff is scheduled to work 5days a week/ eight hours shifts. After hour call services are provided by the Institutional Physician.
1. The Health Authority is responsible for the total operation of providing healthcare services to all assigned offenders at Southampton Detention Center, in a safe, humane, and economical manner. 2. The physician is on location at each site on Mondays, Wednesdays, and Fridays. He sees up to 45 patients per month. He is also available by phone when needed. 3. Emergency Dental Services are provided by the DFCC Dentist and the Dental Assistants. 4. Nurses provide healthcare services to offenders at 8 hours per day, 5 days a week. There are approximately 55 offenders screened for sick call each month. 5. There is an average of 23 intakes for processing each month to include labs, nurse screening and an intake examination by the provider. 6. All routine medications are dispensed as Self -Medications at Southampton Detention Center. 7. Direct Observed Medications are dispensed by Nursing Staff and Security Staff trained in Medication Administration.
8. Documentation is done using COI format and records are managed in accordance with established protocols. 9. Offsite Medical/Dental visits are coordinated with local providers or sent to MCV or Southampton Memorial Hospital Emergency Departments 10. Transfers and discharges are managed closely to ensure adequate follow-up care. 11. The RN handles the offenders request forms in accordance with policy.
RFP #DOC-15-024 60 of 83 12. The Health Authority and/or RN/LPN attend required meetings and complete necessary reports. 13. Immunization records are closely monitored and vaccinations are given per protocols. 14. Offenders have access to routine medical care by completing a sick call list located in both Dorms. 15. Nursing staff provides quality nursing care through physical assessment, medication administration, education, first aid and emergency care.
FLUVANNA CORRECTIONAL CENTER FOR WOMEN
Fluvanna Correctional Center for Women is a level 3 security prison. For women, security level 3 is the highest level.
Fluvanna Correctional Center is a 1200 bed Maximum Security Prison that houses 1200 adult females, who have been convicted of felony crimes and sentenced by the courts of the Commonwealth of Virginia. Fluvanna’s medical unit consists of a 42 bed Infirmary, 22 bed Mental Health Hospital Unit, 24 bed step down Mental Health Unit, 44 bed General Population unit with a Mental Health readiness program (prelease), X-ray/Mammography 2 rooms, Dental Suite with 4 chairs, Optometry Suite with 1 chair, Dialysis Suite with 3 machines, Telemedicine Suite, Clinic area with 4 clinic rooms.
Fluvanna is a Reception Center and receives intakes 2 times per week for classification.
Services and clinical activities provided include: Ongoing patient assessments specifically refers to psychological evaluations, histories, mental status exams, social data, activities of daily living, nutritional status which result in part of the treatment plan. The health care staff provides one-on- one counseling, patient teaching, discharge planning, and medication administration. Patient treatment include: wound management, triage, emergency care as needed, sprains/strains, eye irrigations, continuous assessments related to need for special housing assignments, suicide watch, screening for sick call, glucose testing, monitoring vital signs, admission assessments and work-ups, vein puncture and observations, continuous monitoring of high risk offenders, infection control and documentation of the nursing process. Obstetrical care, pre- and post- delivery, hospice care, chemotherapy and tube feedings are also provided.
Services are provided within each of the medical areas. The security of offenders is of utmost importance. There is medical staff to include physicians and nurses assigned to the medical department. Offenders are seen in the medical unit for sick call or for routine complaints. Exceptions are emergencies which are evaluated and then moved to the medical areas. Segregation Building has its own medical exam room where offenders are seen by medical. There is a nurse assigned to Segregation building 24/7. Nurse completes Segregation admissions, Med. Passes, Segregation checks per policy. Nurse also delivers medications to all Offenders.
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The Health Authority is responsible for the total operation of providing quality health care services to all Offenders assigned to FCCW.
4 Providers provide medical care to offenders 40 hours per week and are on call 24 hours 7 days a week. Nurses provide health care to offenders at the facility 24 hours per day 7 days per week. 12 hour shifts are utilized to ensure adequate coverage is maintained.
Medications are delivered to each housing unit in the am and pm. General Population offenders do come to medical building to receive meds at Noon and pm at treatment line.
Dental services are provided 5 days per week in receiving and population. Chronic care clinics are managed as defined by the Medical/Nursing guidelines.
Telemedicine is provided for specialized clinics specifically HIV Sick call is conducted 5 days per week.
Off site (specialty) visits are coordinated through utilization management and scheduled with local providers or sent to MCV/UVA as indicated.
Annual assessments are completed by DOC/OHS established protocols. Discharge planning for HIV offenders is coordinated through the appropriate Health Departments.
Paroles and discharges are managed closely to ensure adequate follow-up care is available.
The Health Authority and Director of Nursing addresses all informal complaints and grievances. Attends required meeting and completes necessary reports monthly.
Current staffing is adequate to meet the needs of the offenders housed at FCCW.
Statistics: Special Housing Unit Rounds made at 0300, 1200, 1500 and 2000. Providers are on site 5 days week for sick call. Pill lines are held at main window in the medical building and in the housing units at 0300, 1200, 1500 and 2000. There are approximately 35 offenders admitted in medical beds per monthly. Nurses see an average of 375 sick call patients monthly, with providers seeing 300. There are 625 patients enrolled into Chronic Care Clinics.
GREENSVILLE CORRECTIONAL CENTER
RFP #DOC-15-024 62 of 83 Greensville Correctional Center, a security level 3 prison, is located in Jarratt, Virginia houses approximately 3300 offenders. The medical services are contracted Health Services with the exception of dialysis, dental, and mental health care to the general population.
Housing unit 11 provides a 46 bed infirmary including isolation cells and open wards. On-site Optometry, Ophthalmology clinic, Cardiology clinic, X-ray, Dental, Physical Therapy, Dialysis/Renal, GI, Orthopedic, Ultrasound and telemedicine, are provided for Greensville offenders as well as other Institutions in the Eastern Region. There is an 82 bed licensed mental health unit which is located in Housing Unit 5.
Infirmary The 46 bed infirmary houses offenders needing care from observation, medical surgical palliative to post-op care. The infirmary has 10 negative pressure rooms and 3 open wards with 12 beds in each. The infirmary averages 15 admissions a month, and serves the entire Virginia DOC adult male population. Average offenders in medical beds monthly is 43.
Optometry Optometry services are provided on site one day a week, providing services to Greensville and surrounding DOC facilities. The eye clinic averages providing service to 60 to 70 offenders on a monthly basis. We also have Ophthalmology services on-site once a month; he averages seeing 10 to 15 per month.
X-Ray The x-ray department converted to digital in 2007 allowing images to be saved to disc sent to the University of Virginia Hospital for reading. X-ray technician averages approximately 200 images monthly. Ultrasound services are provided monthly onsite to include echo cardiograms, and averages 6 to 8 tests per month.
Dental The dental suite has two full-time Dentist, two full time Certified Dental Assistants, and a part- time Hygienist. Dr. Smith, Chief Dentist for DOC provides oversight for the Dental Services provided at this facility. Dental visits average 150 per month.
Dialysis Dialysis is provided by PTX Dialysis Company Monday, Wednesday and Friday’s for approximately 37 offenders. All male offender prisoners on dialysis in the state of Virginia are housed at Greensville Correctional Center, with the exception of the high level offenders, who are housed at SIISP and serviced with their new dialysis facilities. A nephrologist provides consultation services for our Dialysis offender population here and at SIISP.
Telemedicine Telemed is provided 5 days a week through the Medical College of Virginia (MCV) and Offenders are seen by MCV Transplant Rheumatology Cardiology Orthopedic Infectious Disease Endocrine
RFP #DOC-15-024 63 of 83 Neurosurgery Telemedicine clinic averages servicing 20 to 25 offenders per month.
Mental Health Services The Mental Health Unit is an 82 bed including 2 isolation camera cells used for observation and the monitoring of restraints. The Contractor provides oversight of the licensed Mental Health Unit as well as a 192 bed segregation unit. The licensed unit and segregation are covered by Contract Psychiatrist. The remainder of the compound/general population is also covered with Contract Psychiatrists. The DOC Mental Health staff provides services to the general population and to the 82 bed Residential Treatment Unit.
Medication Room There is a main pharmacy located in Housing Unit 11. In addition to this areas which received all medications being delivered to the facility and then re-distribute it to the housing units. Pharmacy Orders are faxed to Pharmacy. Medications are delivered to Pharmacy within 24 - 72 hours to the facility Monday through Friday. Local Pharmacies, Wal-Mart and Jones Pharmacy are utilized for immediate / emergency medication needs.
Pill Lines Pill line times are held at pill windows located in each Housing Unit (and in some in housing units): pill pass is from 6a to 9a, 1130a to 2p, 4p to 6p. The offenders come to the pill window unless on lock. Currently in S-3 due to the reception intakes, the nurse in S-3 has to deliver medications to the offenders in HU-9 200 pod. The diabetics who are on finger sticks and insulin, come into medical and receive their medication at that time. Anyone who is on Morphine CR or any narcotic that cannot be crushed has to come into medical to receive their medication. Mental Health nurses take the medications to the MH offenders who are housed in the 100 and 200 pods (86 offenders). The pill pass times are approximately the same as the pill window times.
Sick Call Provider and Nurse Sick Call are scheduled 5 days per week. Average number of offenders seen on Nurse Sick call per month is as follows: S1: 358 S2: 234 S3: 200 WC: 71 HU- 10: 70. The average monthly number seen on provider sick call is: S1: 313 S2:210 S3: 215 WC: 71 HU-10: 55
Reception/Classification Greensville has been designated as a reception/classification center. Offenders are received from jails throughout the state, screened by medical upon arrival and processed for entry into the prison system with a comprehensive medical examination.
Chronic Care Clinics 1411Patients enrolled in clinics: HTN: 705 Seizures: 48 Asthma: 269
RFP #DOC-15-024 64 of 83 Diabetics: 165 Hepatitis C: 167 HIV: 57
Hospitals Emergency services are provided at Southern Virginia Regional Medical Center approximately 15 minutes away from the facility. If there is not an emergent case, then preference would be for the offender to be transported to MCV where the secure unit would be utilized or Southampton Memorial Hospital. The following is a list of hospitals used for offenders housed at GRCC: SVRMC – Southern Virginia Regional Medical Center MCV/VCU – Medical College of Virginia SHMH – Southampton Memorial Hospital SRMC – Southside Regional Medical Center
Special Housing Unit 192 beds in segregation. The nurses work 500a to 530p then the supervisor responds to emergencies after hours and sees any new intakes or offenders who place emergency grievances. A provider is in HU-10 twice a week. If needed, the nurses consult provider by phone. Nurses deliver medications 3 times a day @ 6A, 12p, and 400P. Nurse sick call is completed daily.
Greensville Work Center Greensville Work Center is located outside the GRCC main facility and houses 300 healthy offenders. The facility has a Licensed Practical Nurse on duty 40 hours per week. After hours the nursing supervisor from GRCC responds to urgent concerns at the facility. There are currently 72 offenders who are seen in the Chronic Care Clinic rotation and about the same number is evaluated in nurse sick call monthly. A Nurse Practitioner sees patients on Mondays for 8 hours and on Thursdays for 4 hours. Self meds are given out at 7am and sick call starts immediately afterwards. If an offender’s medical condition declines or becomes unstable, the patient will be processed for transfer to facility with a higher acuity level of care.
DOC Dental Department Dentist- 2 FTE’s Dental Assistant’s- 2 FTE’s Registered Dental Hygienist– 0.4 FTE’s
PTX Dialysis Company LPN’s- 3 FTE’s Dialysis Tech’s- 9 FTE’s
INDIAN CREEK CORRECTIONAL CENTER
RFP #DOC-15-024 65 of 83 Indian Creek Correctional Center, located in Chesapeake, Virginia houses approximately 1008 offenders. The medical services are contracted with the exception of dental and mental health care to the general population.
Medical Observation Unit houses 6 offenders requiring medical observation for a short period of time. On-site Optometry, X-ray, dental, ultrasound and tele-med, are provided for Indian Creek offenders.
Medical Observation The 6 bed observation unit houses offenders needing care from observation, medical surgical to post-op care. Indian Creek does not have any negative pressure rooms. The observation unit averages 5 admissions a month.
Optometry Optometry services are provided on site with Dr. Spruill one day a month, providing services to Indian Creek and surrounding DOC facilities. The eye clinic averages providing service to 15 offenders on a monthly basis.
X-Ray X-rays are completed on-site through a contract service Mobile X. Mobile X provides x-rays on site routinely once a week, and provides stat x-ray services as needed.
Dental The dental suite has one full-time Dentist, two full time Certified Dental Assistants, and a part- time Hygienist. Dr. Smith, Chief Dentist for DOC provides oversight for the Dental Services provided at this facility. Dental visits average 100 per month.
Telemedicine Telemed is provided 5 days a week through the Medical College of Virginia (MCV) Offenders are seen by MCV providers in the following clinics:
Cardiology Rheumatology General Surgery Thoracic Infectious Disease Podiatry Neurosurgery Orthopedic Oral Surgery Renal
Mental Health Services ICCC has one mental health isolation cell located in special housing. A Contractor provides psychiatry services and psychology services are under the DOC. The average number of patients seen in a month is 80. Psychiatry clinic is completed via telemedicine.
Medication Room
RFP #DOC-15-024 66 of 83 Pharmacy services are provided by Pharmacorr. Back-up pharmacy is used in the event a stat medication is needed and not on-site. That pharmacy is Walgreens. Medication is administered through a pill window located in the front of the medical department.
Medication administration times are as follows: 6:30 am- 8:00 am 1130 AM- 1:00 PM 6:15 PM- 7:15 PM
Hospitals Emergency services are provided at Chesapeake Regional Medical Center approximately 20 minutes away from the facility. If there is not an emergent case, then preference would be for the offender to be transported to MCV where the secure unit would be utilized. The following is a list of hospitals used for offenders housed at ICCC: CRMC- Chesapeake Regional Medical Center MCV/VCU – Medical College of Virginia SHMH – Southampton Memorial Hospital
Indian Creek Correctional Center Mental Health Staff (DOC) Psychologist Supervisor- 1 FTE
Sick Call The Contractor’s nursing staff provides sick call services 7 days a week 365 days a year. Sick call times are from 8:30 am to 3:30pm. Average number of Offender seen: MD sick call: 100 Nurse Sick call: 300
LUNENBURG CORRECTIONAL CENTER
Lunenburg Correctional Center is a level 2 male minimum-security prison. Segregation and general population offenders are housed at this facility and the nursing staff is responsible for their care.
Services and clinical activities provided include: Ongoing patient assessments specifically refers to psychological evaluations, histories, mental status exams, social data, activities of daily living, nutritional status which result in part of the treatment plan. The health care staff provides one-on- one counseling, patient teaching, discharge planning, and medication administration. Patient treatment include: wound management, triage, emergency care as needed, sprains/strains, eye irrigations, continuous assessments related to need for special housing assignments, suicide watch, screening for sick call, glucose testing, monitoring vital signs, admission assessments and work-ups, veinpuncture and observations, continuous monitoring of high risk inmates, infection control and documentation of the nursing process.
RFP #DOC-15-024 67 of 83 There are three registered nurses and ten licensed practical nurses, that provide nursing care to offenders assigned. Staffing of nurses is maintained 24 hours each day.
Services are provided within the confines of a level 2 prison. The medical area in located in the Services Building. The security of offenders is of utmost importance. The offenders are housed in 7 buildings, The nurses are stationed in the medical section of the prison. Offenders are seen in the medical unit for sick call or for routine complaints. Exceptions are emergencies in the dorms. There are 24 segregation/special housing cells and the nurses make rounds in the SHU Unit at 6am and 8pm each day to give medications, screen for sick call, and provide other health care needs. Invasive procedures are completed in the Medical Department.
The Health Authority is responsible for the total operation of providing health care services to all offenders assigned to LCC in a safe, humane, and economical manner.
A physician provides medical care to inmates 40 hours per week Monday-Friday seeing 350-400 patients per month. Nurses provide health care to offenders at the facility 24 hours per day 7 days per week. 8 hour shifts are utilized to ensure adequate coverage is maintained. Medications are distributed to the offenders at a pill window in the pharmacy at 6am, 11am and 4pm. Meds are delivered to the Housing Units at 8pm. Dental services are provided 4 days per week There is a Reception/Classification Program through “Fast Track.” Offenders are rapidly processed for classification. The process starts at the jails prior to transfer to the DOC. Chronic care clinics are managed as defined by the Medical/Nursing guidelines (550 are currently enrolled in the clinic). Telemedicine is provider for all specialized clinics specifically HIV, 6-10 clinics are held per month. Observation beds located in the medical department houses approximately 5 patients per month. Sick call is conducted 7 days per week. Nurses are seeing approximately 6-700 patients per month. Records are managed per established protocols. Off site (specialty) visits are coordinated through the Contractor and scheduled with local providers or sent to MCV as indicated. Annual assessments are completed by DOC/OHS established protocols. Discharge planning for HIV offenders is coordinated through the appropriate Health Departments. Paroles and discharges are managed closely to ensure adequate follow-up care is available. The Health Authority (HSA) and DON addresses all informal complaints and grievances. Attends required meeting and completes necessary reports monthly.
Current staffing is adequate to meet the needs of the offenders housed at LCC.
RFP #DOC-15-024 68 of 83 POWHATAN CORRECTIONAL CENTER
Powhatan Correctional Center is a level 3 male security prison. Powhatan has 3 separate medical areas. The infirmary (PMU) has 46 beds and a 12 bed Mental Health Unit. Powhatan has a receiving center which houses around 400 offenders. We receive intakes 3 times per week. Powhatan has a general population area that houses around 800 offenders as well as the segregation unit (M building) and the Powhatan County Jail. All of the medical areas have 24 hours coverage.
Services and clinical activities provided include: Ongoing patient assessments specifically refers to psychological evaluations, histories, mental status exams, social data, activities of daily living, nutritional status which result in part of the treatment plan. The health care staff provides one-on- one counseling, patient teaching, discharge planning, and medication administration. Patient treatment include: wound management, triage, emergency care as needed, sprains/strains, eye irrigations, continuous assessments related to need for special housing assignments, suicide watch, screening for sick call, glucose testing, monitoring vital signs, admission assessments and work-ups, ventilation support in the infirmary, veinpuncture and observations, continuous monitoring of high risk offenders, infection control and documentation of the nursing process.
Services are provided within each of the medical areas. The security of offenders is of utmost importance. There is medical staff to include physicians and nurses assigned to each medical department. Offenders are seen in the medical unit for sick call or for routine complaints. Exceptions are emergencies which are evaluated and then moved to the medical area. There are 96 segregation/special housing cells and the nurses make rounds in M building three times each day to give medications, screen for sick call, and provide other health care needs. Invasive procedures are completed in the Medical Department.
On-site services are provided for specialty clinics to include Optometry, Ophthalmology and GI.
The Health Authority is responsible for the total operation of providing quality health care services to all inmates assigned to PCC.
1. Physicians provide medical care to offenders 40 hours per week Monday-Friday and are on call 24 hours 7 days a week evaluating an approximately 438 offenders per month. 2. Nurses provide health care to offenders at the facility 24 hours per day 7 days per week. 12 hour shifts are utilized to ensure adequate coverage is maintained. 3. Medications are distributed to the offenders at a pill window in receiving and population at 5am, 10:30am, 5pm and 9pm. Infirmary patients get meds delivered by nursing staff. SHU medications are given at the same times as population. 4. Dental services are provided 5 days per week in receiving and population. 5. Chronic care clinics are managed as defined by the Medical/Nursing guidelines. Currently there are 218 patients enrolled in chronic care clinics. 6. The Powhatan Medical Unit admits and discharges patients from all over the state. It functions as a higher level of care for patients being released from acute care facilities
RFP #DOC-15-024 69 of 83 and for patients in Observation Beds who require a higher level of care. There is an average of 1038 patients seen in a month’s time. 7. Telemedicine is provided for specialized clinics specifically HIV (an average of 10 patients per month seen via telemedicine clinics). 8. Sick call is conducted 5 days per week. Nurses see an average of 478 offenders per month. 9. Records are managed per established protocols. 10. Off site (specialty) visits are coordinated through Utilization Management and scheduled with local providers or sent to MCV as indicated. 11. Annual assessments are completed by DOC/OHS established protocols. 12. Discharge planning for HIV offenders is coordinated through the appropriate Health Departments. 13. Paroles and discharges are managed closely to ensure adequate follow-up care is available. 14. The DON (H.S.A./DON/NM) addresses all informal complaints and grievances. 15. Attends required meeting and completes necessary reports monthly.
Current staffing is adequate to meet the needs of the offenders housed at PCC.
ST. BRIDES CORRECTIONAL CENTER
St. Brides Correctional Center, a security level 2 male facility opened in 1973 as initial assignment for young offenders received from local jails. Over the years, however, the mission of this facility has evolved to include housing of level 2 offenders of all ages and varying length of sentences. Today, the facility also serves as an intermediate assignment for offenders of varying ages being processed for re-entry into the greater Hampton Roads area and nearby communities.
Healthcare Services available for offenders are: dental care; mental health/psychiatric services; ancillary services; emergency and routine medical/health care; specialty consultations, in-patient care and discharge planning.
Dental Care The dental care team includes a dentist, two dental assistants and a dental hygienist whose services are available four days a week. A daily average of 13-15 patients, five days per week receive dental care in addition to 6 or 7 seen by the hygienist on her scheduled visits. Clinic hours are from 7:30 A.M. to 4:00 P.M.
Mental Health and Psychiatric Care Three mental health professionals – one Psychologist and two Qualified Mental Health Professionals on site carry-out the daily mental health assessments. Psychiatric consultations for 15-20 patients are done weekly on Tuesdays, via Telemedicine.
RFP #DOC-15-024 70 of 83 Ancillary services Routine x-ray imaging is done onsite for an average of 6-12 patients every Wednesday at 9:00 AM. Stat x-ray services are provided by Mobile X as needed. Ultrasounds are performed onsite by Mobile X as needed. Other imaging and diagnostic studies are consulted out to GRCC, MCV and other area hospitals, as needed.
Medication Room Pharmacy services are provided for patients as ordered by provider. The daily pharmacy routine consists of ordering, receiving and administering medications. Approximately seven hundred offenders are on medication. Of the seven hundred offenders on medication 234 participate in the self-medication program. Pill call is held three times a day. Pill call times are 6:00am-7:45am, 11:45am-1:00pm, and 3:45pm-5:00pm. Self-medication is issued at the 11:45am-1:00pm pill window. Offenders must return empty medication cards before another 30 day supply is issued. Pharmacy nurses also play a vital role in discharge planning. They ensure all patients being discharged to the community receive their required supply of medications indicated for their chronic medical conditions.
Emergency medical care Emergency medical care is available 24 hours a day for the offender population as well as employees of the facility. Patients requiring higher level of emergency care are referred to area hospitals and MCV. Two nurses are on duty after normal working hours to handle emergencies. The site physician is available by phone for consultation in the event of a medical emergency. All nurses are required to respond to medical emergencies.
Routine medical/health care Medical care begins at intake. Offenders received in the facility go through a health screening process which reviews dental, medical and mental health history. Any acute condition identified in the process is referred to the appropriate provider for evaluation and intervention. Patients with chronic conditions are evaluated by the physician within two weeks from referral (Currently SBCC has 531 offenders enrolled in chronic care clinics). An weekly average of 10-20 offenders are received in the facility through intra-system transfers. All offenders are educated on how to access health care; co-pay requirements; infectious diseases and prevention; oral care; physical fitness; healthy eating plan and other health-related matters. Nurse sick call and MD sick call are two vital services that provide health care needs. Sick call numbers range from 350-400 per month for nurses and provider sick call averages 200-250 each month. Daily sick call hours are from 8:00 AM to 3:00 PM. Provider sick call is Tuesday-Friday. There is no regular sick call scheduled on weekends and holidays.
Special Housing Unit Special housing unit medications are administered at 5am and 5pm. Rounds are completed in the evening by the nurse passing the medication.
Specialty consultations When deemed necessary and appropriate by the site physician specialty services are available for all patients. An optometrist visits the site once a month, averaging 15-20 optometry assessments each visit. The site’s Telemedicine unit serves as the main consultation medium for psychiatry
RFP #DOC-15-024 71 of 83 (Average number of psychiatry patients seen is 64) and VCU telemedicine is between 7-10 patients for the infectious disease clinic. Other clinical services provided by telemedicine include renal and cardiology consultations. Cardiology, neurology, gastroenterology, rheumatology, ophthalmology, and surgery are some of the many off-site specialty services available for offenders.
Convalescent Care St. Brides medical unit that consists of two isolation cells, two mental health observation cells, two negative pressure cells, and a six bed medical observation unit used to house patients requiring medical/nursing care for a short period of time. A monthly average of 12-15 patients are admitted for observation. Patients requiring higher level of in-patient care are admitted at local area hospitals and MCV.
Discharge Planning Consistent with St. Bride’s re-entry mission, discharge planning is an important health care function. Discharge planning is completed on Saturdays by the Charge RN. Multi-disciplinary Team Meetings are held every Thursday to discuss discharge planning. The Health Service Administrator and Director of Nursing represent the medical department. Monthly averages of 30 offenders are discharged from the facility.
St. Brides Correctional Center operates on 12 hour shifts with the exception of clerical staff, management staff, and Medical Director. Clinic shifts are 6am-6:30pm and pharmacy shifts are 8pm - 8:30am.
Current Staffing is adequate to meet the needs of the offenders housed at St. Brides Correctional Center.
SUSSEX I STATE PRISON
Sussex I State Prison located in Waverly, Virginia houses approximately 1,100 male offenders at full capacity. Their sentences vary from twenty-four years to death. Offender housing units in Sussex 1 are divided into general population, segregation units, and death row. There is also the Youthful Transitional Unit, which houses youthful offenders up to the age of seventeen. Healthcare is provided by a private contractor which included all medical and mental health services necessary for the adequate health care of all offenders assigned to Sussex 1 State Prison. Dental Care is a function of Virginia Department of Corrections. Due to the security level of SISP, offender movement is restricted. As much patient care/medication administration as possible is done in the offender housing units.
Intake Screening Offenders received from intra-system and inter-system transfers are seen upon arrival (screened mostly by a registered nurse) Monday through Friday. The number of intake varies from 1 to 20 offenders each intake day.
RFP #DOC-15-024 72 of 83 Sick call is carried out daily, except on weekends and holidays. Nurse sick call is conducted in the offender housing units by a Licensed Practical Nurse who works five days a week, from 7:00 a.m. to 3:30p.m. Privacy is provided when conducting sick call screenings. Nurses see approximately 150 offenders on average in a month. Provider sick call for general population is done inside the medical department by the facility’s Medical Director Monday-Friday from 9am. to 4pm. He is assisted by a Licensed Practical Nurse. There are approximately 80 offenders seen monthly. There are 350 patients enrolled in Chronic Care Clinics.
Special Housing: Nurses make rounds daily in SH for sick call and to administer medications. Offenders in the segregation Unit are seen by the doctor in housing unit 3 on Thursdays. Due to the sensitive nature of offenders on Death Row, there is a restricted core group of staff who work directly with this housing unit.
Medical Observation Monitoring and care of offender-patients in a six bed observation unit and two isolation rooms is done twenty four hours a day seven days a week. A registered nurse takes care of medical- surgical patients, palliative care patients and post-op patients. On an average month, there are 6 admissions to the Observation Beds. Sussex I is also used to house offenders from the Western Region with medical conditions identified for treatment at the Medical College of Virginia and other patients who are designated for frequent care in the Richmond area.
Optometry Services are provided on site twice a month providing services to Sussex 1 State Prison and surrounding DOC facilities. The eye clinic averages providing service to 30 to 60 offenders on a monthly basis.
Diagnostic Services Department transmits via email to the University of Virginia Hospital. A certified x-ray technician averages 40-60 images monthly. The x-ray technician is shared with Sussex 11 State Prison five days a week. Each site getting a half-day daily coverage.
Dental Services The dental suite has a full-time Dentist, one full time Certified Dental Assistant, and a part-time hygienist who comes to the site on Mondays and Tuesdays. Dr. Smith, Chief Dentist for DOC provides oversight for the Dental Services provided at this facility. Dental visits average 80-120 patients per month at .Sussex I State Prison.
Telemedicine Clinic Telemedicine at S1SP is conducted on a case by case basis. Telemedicine is provided 5 days a week through the Medical College of Virginia (MCV). Psychiatry Telemedicine is also done when needed. There are approximately 8 patients seen per month in telemedicine clinics.
Specialty Care There a wide range of specialty care for patients at Sussex 1 State. Specialty consultations are done off site by Medical College of Virginia. (MCV) or by (at Southampton Memorial Hospital and other independent service contractors working in specific locations. There is a utilization
RFP #DOC-15-024 73 of 83 management system in place for approvals of non-emergent consults. MCV together with other provider services meet the level of needs through the following clinics: ENT, Cardiology, General Surgery, Infectious Disease, Neurosurgery, Oral Surgery, Rheumatology, Ophthalmology, orthopedics, Nephrology, Oncology, Endocrinology, and Urology. Physical Therapy is done on site on Tuesdays and Thursdays.
Psychiatric and Mental Health Services Mental Health Services are contracted services. The Psychiatrist is on site once a week on Wednesdays. There is a Mental Health Director and four Qualified Mental Health Professionals (QMHP) on site five days a week. One QMHP is on call after hours, weekends, and holidays.
Medication Room Medications are delivered to the facility Monday through Friday. There is a main pharmacy area in the medical area that has restricted access. There is pill preparation area on the main floor of the medical department. Local Pharmacy, Walnut hill in Petersburg is utilized for immediate / emergency medication needs. MEDICATION ADMINISTRATION is carried out from cell to cell daily by six LPN’s each working 12 hour shifts, 3 days a week 7am-7:30 pm and 7pm to 7:730 am. Pill line times are 6am, 9am, 5:30pm and 10pm.
Hospitals Emergency services are provided at Southside Regional Medical Center. If there is not an emergent case, then preference would be for the offender to be transported to MCV where the secure unit would be utilized. The following is a list of hospitals used for offenders housed at Sussex I state Prison: MCV/VCU – Medical College of Virginia SHMH – Southampton Memorial Hospital SRMC – Southside Regional Medical Center
Youthful Transitional Program The Program houses up to 22 youthful offenders. They will be seen under direct adult supervision. Their ages range from 15-18 years of age. These offenders do not have any contact with adult offenders and will be seen by medical staff separate from the general population.
SUSSEX II STATE PRISON
Sussex II State Prison, a security level 4 male prison located in Waverly, Virginia houses approximately 1300 offenders at full capacity. The medical services are contracted through Contracted Health Services with the exception of Dialysis, Dental, and Optometry care to the general population.
Medical department provides 6 bed infirmary including 2 isolation cells. On site Optometry, X- ray, Dental, Dialysis, Ultrasound, Tele-med, Nephrology, is provided for Sussex II State offenders.
Observation Beds
RFP #DOC-15-024 74 of 83 The 6 medical beds houses offenders needing care from observation, medical surgical palliative to post-op care. There is an average of 5 patients in the beds per month. Offenders in the Western Region are temporarily housed in the SIISP Observation Beds as needed for local care.
Optometry Optometry services are provided on site twice a month, providing services to Sussex II State Prison and surrounding DOC facilities. The eye clinic averages providing service to 30 to 60 offenders on a monthly basis.
X-Ray The x-ray department transmits via email to the University of Virginia Hospital. A certified x-ray technician averages approximately 40-60 images monthly.
Dental The dental suite has a full-time Dentist, one full time Certified Dental Assistants, and a part-time Hygienist. Dr. Smith, Chief Dentist for DOC provides oversight for the Dental Services provided at this facility. Dental visits average 80-120 per month.
Dialysis Dialysis is provided by PTX Dialysis Greenville Correctional Center Monday through Saturday on site at Sussex II State Prison for approximately 10 offenders. All male offender prisoners on dialysis in the state of Virginia are housed at Sussex II State and services in GRCC. A Nephrologist provides consultation services for the Dialysis offender population.
Telemedicine Telemedicine is provided 5 days a week through the Medical College of Virginia (MCV). 3 clinics are held per month (most patients in telemedicine are in the ID clinic).
Mental Health Services The GP and segregation are covered by a Psychiatrist.
Medication Room Orders are transcribed and faxed daily to the pharmacy. Medications are delivered within 24 hours to the facility Monday through Friday. Local Pharmacies, Walnut hill are utilized for immediate / emergency medication needs. Pill lines are held at 4 times per day in the offender housing units at 4am, 11am, 4pm and 8pm.
Patient Services SIISP uses a request form for non-emergent medical requests. Nurses pick up the requests from a secured box and triage them. There are 200 nurse sick call events per month. A provider is on site Monday-Thursday from 7am to 5:30pm. He sees up 240 patients per month. There are 390 patients enrolled in chronic care clinics. Sick call rounds are daily. Medications are delivered at the pill line times.
Hospitals
RFP #DOC-15-024 75 of 83 Emergency services are provided at Southside Regional Medical Center. If there is not an emergent case, then preference would be for the offender to be transported to MCV where the secure unit would be utilized. The following is a list of hospitals used for offenders housed at Sussex II state Prison:
MCV/VCU – Medical College of Virginia SHMH – Southampton Memorial Hospital SRMC – Southside Regional Medical Center
RFP #DOC-15-024 76 of 83 ATTACHMENT J: INFIRMARIES
Infirmary Capability Correctional Health Services
INTRAVENOUS THERAPY TUBE CARE RESPIRATORY THERAPY [X] Continuous IV therapy for [X] Foley Catheter [X] Medicated Aerosol hydration Treatment [X] Antibiotic administration [X] Nephrostomy Tube [X] Oxygen Administration [X] Ureteral Stints [X] Tracheostomy Care DETOXIFICATION SERVICES [X] Gastrostomy tubes [X] Alcohol [X] NG tubes PSYCHIATRIC SERVICE [X] Opiates [X] Penrose Drains [X] On site Psychiatrist, LMHP [X] Benzodiazepines [X] JP Drains [X] Group Programs [X] T-Tube drains [X] Involuntary Commitment Placement
IV ACCESS LINES AFTER WOUND CARE PRE & POST HOSPITAL PLACEMENT CARE [X] Peripheral lines [X] Dressing changes [X] Pre-operative education [X] Central Line Catheters [X] Medicated Dressings [X] Pre-operative preparation [X] P.I.C. Lines [X] Observation [X] Pre-operative testing [X] Renal Dialysis Access Lines [X] Moist Dressings [X] Post-operative monitoring [X] Porta Caths [X] Sterile Dressings [X] Progressive ambulation [X] Broviac Hickman Caths [X] Restorative nursing care
ORTHOPEDIC MONITORING GENERAL NURSING CARE CHRONIC CARE MANAGEMENT [X] Cast care [X] Vital Sign Monitoring [X] Diabetic Monitoring [X] Circulation Monitoring [X] Turning & Positioning [X] Asthma Monitoring [X] Medication [X] Cardiac Monitoring Administration OTHER SERVICES [X] Assist with Bathing & [X] Seizure Monitoring Toileting [X] Off site hemo dialysis & [X] Accuchecks [X] TB Isolation/INH Therapy peritonial dialysis [X] Off site consult referrals [X] Urine testing [X] HIV/AIDS [X] On site & off site Hospice [X] Specimen Collection [X] General Medicine [X] On site Minor Surgery [X] EKG X] Pregnancy/OB Consults/Delivery [X] On site x-ray & ultra-sound [X] Universal Isolation [X] Radiology referrals [X] Sick Call TELEMEDICINE [X] HIV Consults
RFP #DOC-15-024 77 of 83 ATTACHMENT K: OFF-SITE COST SUMMARY
Attachment K: Off-site Cost Summary is provided in a separate Microsoft Office Excel spreadsheet.
RFP #DOC-15-024 78 of 83 ATTACHMENT L: LIQUIDATED DAMAGES - STAFFING
LIQUIDATED DAMAGES - STAFFING
Position Average Hourly Rate Psychiatrist $429.00 Medical Director $322.00 Physician $300.00 P.A./N.P. $155.00 H.S.A. $135.00 Asst. H.S.A. $125.00 M.H. Director $125.00 D.O.N. $118.00 RN/Nurse Mgr/Psych. RN $98.00 Psychologist/Asst. M.H. Director $95.00 Q.M.H.P. $92.00 LPN/Pharmacy LPN $79.00 X-ray Tech $79.00 A.C.A. Coordinator $64.00 Administrative Assistant $59.00 M.R. Clerk/Office Services Asst $48.00 Phlebotomist/Lab Tech $47.00 C.N.A./M.A. $47.00 Supply Clerk $46.00 Housekeeping $41.00
RFP #DOC-15-024 79 of 83 ATTACHMENT M: LIQUIDATED DAMAGES - OPERATIONS AUDITS
DOC Contract Monitors Core Responsibilities: Review and observe all aspects of health care operations to identify and document the Contractor’s compliance and noncompliance with the Contract, current laws, VA DOC policies, procedures and guidelines, and ACA standards. Contract Monitors provide continuous feedback to the Contractor and the DOC’s Contract Administrator.
Audit Responsibilities: 1. Review health records, logs, reports, appointments, and work assignments as required. 2. Document findings. 3. Analyze findings for discussion/feedback with Health Service Administrator and supervisor.
Contract Monitors are assigned Audit Tools to complete each month. See Attachment M-1, Sample Audit Tool. Audit Tools are updated to reflect changes in policies, procedures and practices as required.
A score of 80% or greater on an Audit Tool is acceptable. When an Audit Tool does not meet the score of 80%, the Contractor will be required to submit an Improvement Plan and incur liquidated damages.
Liquidated Damages will be assessed as follows for each facility that presents Audits under the 80% threshold:
1. An Audit Tool identified as scoring under 80% will initially be assessed liquidated damages at $5,000 per tool, per facility.
2. If the same Audit Tool is identified as scoring under 80% in the next audit, the Contractor will be assessed liquidated damages at $10,000 per tool per facility.
3. If the same Audit Tool is identified as scoring greater than 80% in the next audit, the Contractor will not be assessed liquidated damages for that audit. If the same Audit Tool scores below 80% in the future, the assessment is $5,000 per tool that time.
RFP #DOC-15-024 80 of 83 ATTACHMENT M-1: SAMPLE AUDIT TOOL
Attachment M-1: Sample Audit Tool is provided in a separate Microsoft Office Excel spreadsheet.
RFP #DOC-15-024 81 of 83 ATTACHMENT N: SECURITY REQUIREMENTS
1. The Contractor shall be responsible for ensuring that all personnel, equipment, tools and supplies/materials comply with any and all rules, regulations, and procedures of the Agency and the individual facilities. Questions should be addressed to the on-site Contract Administrator, Assistant Warden of Operations (AWO) or a member of the administrative staff at each facility. The individual facility’s rules, regulations and procedures governing the entry and conduct of staff working inside the facility will be made available and explained at the point of entry. The Department of Corrections reserves the right to deny entrance to anyone who is suspected of a breach of security or for failure to follow published rules, regulations or procedures.
2. All personnel entering a correctional facility will be subject to a search of their person and personal items. Such searches may be frisk searches, searches by metal detectors or searches by narcotics detection canines. In addition, all equipment, tools, supplies and materials will be subject to search or inventory at any time. Tools and materials must be carefully controlled at all times and locked when not in use. All ladders and movable lift equipment must be closely supervised when in use and brought out of the security compound when not in use.
3. Any attempts to introduce contraband, to assist in escape, or to have unauthorized contact with inmates or wards of a facility are prohibited and will be prosecuted under the provisions of the Code of Virginia. The Contractor’s personnel are prohibited from bringing into or taking out of the institution any items unless specifically approved. Any interaction between a Contractor’s employee and an inmate which assists the prisoner to escape is a felony and will be prosecuted. Contractor’s personnel may not deliver, receive or otherwise transfer any item, no matter how harmless, to or from an inmate without express permission of the Warden/Superintendent or his designee.
4. Contractor’s personnel or representatives are limited to movement to, from and within their assigned work area. No contact is allowed with inmates unless expressly approved.
5. No person who appears to be under the influence of drugs or alcohol will be allowed entry into a correctional facility.
6. All Contractor’s personnel must be in possession of a valid identification with a recent, clear photo in order to enter a facility. All Contractor’s personnel are required to be dressed appropriately for the duties they are performing. The Contractor’s personnel shall not wear any clothing that is similar to or could be mistaken for an inmate uniform. Clothing that is short, tight-fitting, or revealing is not appropriate attire for a prison environment. Individuals so dressed will be asked to change their clothing or leave the facility.
7. Any mail or packages received at the facility will be searched prior to being delivered inside the security perimeter.
RFP #DOC-15-024 82 of 83 8. The entrance of vehicles or motorized equipment inside the security perimeter is discouraged. However, should this be required, any vehicle left unattended must be locked and the keys removed or it should be otherwise rendered inoperable. No vehicle is permitted to leave the security perimeter until an institutional count has been completed. Count times will vary.
9. All employees of the selected contractor who regularly work inside the security perimeter must: a. Submit to a background investigation conducted by the DOC prior to beginning work. b. Attend staff orientation and Phase I Institutional Security training. In addition, an in-service training program must be completed every two years. c. Submit to random urinalysis.
Institutional ID cards will be provided for contractor’s personnel. These ID cards must be worn at all times when inside the security perimeter.
RFP #DOC-15-024 83 of 83