State of New Jersey
JAMES E.MCGREEVEY DEPARTMENT OF THE TREASURY JOHN E.MCCORMAC,CPA
Governor DIVISION OF PURCHASE AND PROPERTY State Treasurer
PURCHASE BUREAU P.O. BOX 230 TRENTON, NJ 08625-0230
July 16, 2004
TO:
All Potential Bidders
RE:
RFP #: 05-X-37119
RFP Title: MEDICAL SERVICES FOR THE DEPARTMENT OF CORRECTIONS
INMATE HEALTHCARE SERVICES
Enclosed please find a complete set of bid documents for the above referenced solicitation.
The following are the key dates for the project:
Date
Time
Event
* *
Mandatory Site Inspection
(Refer to
RFP Section 1.3.2
for more information)
07/30/04 5:00
p.m.
Bidders' Electronic Questions Cut-Off Date
(Refer to
RFP Section 1.3.1
for more information)
08/20/04 2:00
p.m.
Bid Submission Due Date
(Refer to
RFP Section 1.3.4
for more information)
* Please see Section 1.3.2 of this RFP for mandatory site inspection dates and times which begin Tuesday, July 20, 2004.
All questions concerning the RFP contents and the bidding process must be directed to the
undersigned.
Sincerely,
Christine Weiland
Christine Weiland
Procurement Specialist
E-Mail Address: christine.weiland@treas.state.nj.us
Phone: 609-292-9777
ATTENTION VENDORS
Vendor Information and Bidding Opportunities
The Purchase Bureau maintains a bidders mailing list. You as a vendor may have basic information
about your firm added to the bidders mailing list by visiting our website at
http://www.state.nj.us/treasury/purchase/forms/forms.htm and submitting a bidders mailing list
application online. You may also download the application and instructions and submit the
application by mail. Applications submitted online are processed more quickly than mailed
applications.
A bidders mailing list application gives you the opportunity to identify yourself as a potential bidder
for the types of goods and services that your firm provides. The Purchase Bureau attempts (but
does not guarantee) to provide firms on the bidders mailing list with notice of bidding opportunities
related to the goods and services identified in the application.
If you are already on the Purchase Bureau’s bidders mailing list and you need to change your
information, contact Bid List Management at (609) 984-5396
Note: If you are an awarded State contractor and payments are not being directed to your proper
remit-to address, you must send a letter on company letterhead to the Office Of Management and
Budget, Vendor Control Unit, PO Box 221, Trenton, NJ 08625 or fax that letter to 609-292-4882. In
the letter you must include the current incorrect remit to address and your new correct remit-to
address. If you have any question about this process you may call (609) 292-8124 for more
information.
3
S T A T E O F N E W J E R S E Y
R E Q U E S T F O R P R O P O S A L
BID NUMBER: 05-X-37119
FOR: Medical Service for the Department of Corrections Inmate Healthcare Services
TERM CONTRACT #: T-2296
REQUESTING AGENCY: Department of Corrections
ESTIMATED AMOUNT: N/A CONTRACT EFFECTIVE DATE: CONTRACT EXPIRATION DATE: COOPERATIVE PURCHASING: NO SET ASIDE: SEE RFP SECTION 4.4.1.4
DIRECT QUESTIONS CONCERNING THIS RFPTO: BUYER NAME: Christine Weiland
PHONE NUMBER: 609-292-9777 FAX NUMBER 609-292-5170
E-MAIL ADDRESS:christine.weiland@treas.state.nj.us
TO BE COMPLETED BY BIDDER:
Address: Firm Name: ___________________________________________
PURSUANT TO N.J.S.A. 52:34 - 12 AND N.J.A.C. 17:12 - 2.2, PROPOSALS WHICH FAIL TO CONFORM WITH THE FOLLOWING REQUIREMENTS WILL BE AUTOMATICALLY REJECTED:
1) PROPOSALS MUST BE RECEIVED AT OR ON BEFORE THE PUBLIC OPENING TIME OF
2 PM
ON08/20/04
AT THE FOLLOWING PLACE: DEPARTMENT OF THE TREASURY, PURCHASE BUREAU, PO BOX-230, 33 WEST STATE STREET, 9TH FLOOR, TRENTON, NEW JERSEY 08625-0230. TELEPHONE, TELEFACSIMILE OR TELEGRAPH PROPOSALS WILL NOT BE ACCEPTED. 2) THE BIDDER MUST SIGN THE PROPOSAL.3) THE PROPOSAL MUST INCLUDE ALL PRICE INFORMATION. PROPOSAL PRICES SHALL INCLUDE DELIVERY OF ALL ITEMS, F.O.B. DESTINATION OR AS OTHERWISE PROVIDED. PRICE QUOTES MUST BE FIRM THROUGH ISSUANCE OF CONTRACT.
4) ALL PROPOSAL PRICES MUST BE TYPED OR WRITTEN IN INK.
5) ALL CORRECTIONS, WHITE-OUTS, ERASURES, RESTRIKING OF TYPE, OR OTHER FORMS OF ALTERATION, OR THE APPEARANCE OF ALTERATION, TO UNIT AND/OR TOTAL PRICES MUST BE INITIALED IN INK BY THE BIDDER.
6) THE BIDDER MUST SUBMIT WITH THE PROPOSAL BID SECURITY IN THE AMOUNT OF $ ______0_______ OR ______0________%. CHECK THE TYPE OF BID SECURITY SUPPLIED:
ANNUAL BID BOND ON FILE: ____________ BID BOND ATTACHED: ____________
CERTIFIED OR CASHIERS CHECK ATTACHED: ____________ LETTER OF CREDIT ATTACHED: ____________
7) THE BIDDER MUST COMPLETE AND SUBMIT, PRIOR TO THE SUBMISSION OF THE PROPOSAL, OR ACCOMPANYING THE PROPOSAL, THE ATTACHED OWNERSHIP DISCLOSURE FORM. (SEE N.J.S.A. 52:25-24.2). SEE ATTACHMENT 1
8) THE BIDDER MUST ATTEND THE MANDATORY SITE VISIT(S) AT THE FOLLOWING DATE(S) AND TIME(S): SITE INSPECTION: See RFP 1.3.2
ADDITIONAL REQUIREMENTS
9) PERFORMANCE SECURITY: ________0________OR _____0________% 10) PAYMENT RETENTION _________0________ %
11) AN AFFIRMATION ACTION FORM (ATTACHMENT 3 OF RFP) 12) A MACBRIDE PRINCIPALS CERTIFICATION (ATTACHMENT 2 OF RFP) 13) REQUESTED DELIVERY: SEE DETAILS ELSEWHERE IN RFP
14) CERTIFICATION OR NOTIFICATION OF REGISTRATION WITH THE SECRETARY OF STATE IF A FOREIGN (NON-NJ) CORPORATION, IF NECESSARY (SEE N.J.S.A 14A:13-1 ET SEQ. AND N.J.A.C. 17:12-2.12).
15) FOR SET ASIDE CONTRACTS ONLY, N.J. DEPARTMENT OF COMMERCE REGISTRATION AS A SMALL BUSINESS (SEE N.J.A.C. 17:13-1.1 et. seq.).
TO BE COMPLETED BY BIDDER
16) DELIVERY CAN BE MADE_______ DAYS OR _______ WEEKS AFTER RECEIPT OF ORDER.
17) CASH DISCOUNT TERMS (SEE RFP) _________%, _________ DAYS: NET ___________DAYS. 18) BIDDER PHONE NO: _________________________________ 19) BIDDER FAX NO. _________________________________ 20) BIDDER E-MAIL ADDRESS. _________________________________________________________ 21) BIDDER FEDERAL ID NO. ____________________________ 22) YOUR BID REFERENCE NO. __________________________
SIGNATURE OF THE BIDDER ATTESTS THAT THE BIDDER HAS READ, UNDERSTANDS, AND AGREES TO ALL TERMS, CONDITIONS, AND SPECIFICATIONS SET FORTH IN THE REQUEST FOR PROPOSAL, INCLUDING ALL ADDENDA, FURTHERMORE, SIGNATURE BY THE BIDDER SIGNIFIES THAT THE REQUEST FOR PROPOSAL AND THE RESPONSIVE PROPOSAL CONSTITUTES A CONTRACT IMMEDIATELY UPON NOTICE OF ACCEPTANCE OF THE PROPOSAL BY THE STATE OF NEW JERSEY FOR ANY OR ALL OF THE ITEMS BID, AND FOR THE LENGTH OF TIME INDICATED IN THE REQUEST FOR PROPOSAL. FAILURE TO ACCEPT THE CONTRACT WITHIN THE TIME PERIOD INDICATED IN THE REQUEST FOR PROPOSAL, OR FAILURE TO HOLD PRICES OR TO MEET ANY OTHER TERMS AND CONDITIONS AS DEFINED IN EITHER THE REQUEST FOR PROPOSAL OR THE PROPOSAL DURING THE TERM OF THE CONTRACT, SHALL CONSTITUTE A BREACH AND MAY RESULT IN SUSPENSION OR DEBARMENT FROM FURTHER STATE BIDDING. A DEFAULTING
CONTRACTOR MAY ALSO BE LIABLE, AT THE OPTION OF THE STATE, FOR THE DIFFERENCE BETWEEN THE CONTRACT PRICE AND THE PRICE BID BY AN ALTERNATE VENDOR OF THE GOODS OR SERVICES IN ADDITION TO OTHER REMEDIES AVAILABLE.
23) ORIGINAL SIGNATURE OF BIDDER 24) NAME OF FIRM 25) PRINT/TYPE NAME AND TITLE 26) DATE
Bid Number: 05-X-37119
R
EQUEST FOR
P
ROPOSAL FOR
:
M
EDICAL
S
ERVICE FOR THE
D
EPARTMENT OF
C
ORRECTIONS
I
NMATE HEALTHCARE
S
ERVICES
Purchasing Agency State of New Jersey
Department of the Treasury Division of Purchase and Property Purchase Bureau
PO Box 230
33 West State Street
Trenton, New Jersey 08625-0230 Using Agency
State of New Jersey Department of Corrections PO Box 863
Stuyvesant Avenue
Table of Contents
1.0 INFORMATION FOR BIDDERS... 9
1.1 PURPOSE AND INTENT...9
1.2 BACKGROUND ...9
1.2.1 BACKGROUND MEDICAL AND DENTAL SERVICES...9
1.3 KEY EVENTS ...11
1.3.1 ELECTRONIC QUESTION AND ANSWER PERIOD...11
1.3.1.1 QUESTION PROTOCOL ...11
1.3.2 MANDATORY SITE VISITS ...12
1.3.4 SUBMISSION OF BID PROPOSAL ...13
1.3.5 DOCUMENT REVIEW ROOM...13
1.4 ADDITIONAL INFORMATION ...14
1.4.2 ADDENDUM AS A PART OF THIS RFP...15
1.4.3 ISSUING OFFICE...15
1.4.4 BIDDER RESPONSIBILITY...15
1.4.5 COST LIABILITY ...15
1.4.6 CONTENTS OF BID PROPOSAL ...15
1.4.7 PRICE ALTERATION ...15
1.4.8 JOINT VENTURE ...15
2.0 DEFINITIONS... 16
2.1 STANDARD DEFINITIONS ...16
2.2 CONTRACT SPECIFIC DEFINITIONS...17
3.0 SCOPE OF WORK... 21
3.1 SECTION 1 – MEDICAL SERVICES AND DENTAL SERVICES...21
3.1.1 MEDICAL PERSONNEL STAFFING AND SCHEDULE REQUIREMENTS...21
3.1.1.1 WORK HOURS REQUIRED ON-SITE...21
3.1.1.2 TIMEKEEPING SYSTEM ...22
3.1.1.3 EMPLOYEE DATABASE ...22
3.1.1.4 STATEWIDE STAFFING REQUIREMENTS...22
3.1.1.5 LOCAL CORPORATE OFFICE LOCATION AND STAFFING REQUIREMENTS...22
3.1.1.6 IDENTIFICATION OF KEY PROVIDERS AND MANAGEMENT ...23
3.1.1.7 PER DIEM POOL ...23
3.1.1.8 STAFFING MATRIX ...23
3.1.1.9 STAFFING LEVEL CHANGES...23
3.1.1.10 TRANSLATION AND BILINGUAL PERSONNEL REQUIREMENT ...24
3.1.1.11 COMPENSATION AND BENEFITS TO PERSONNEL...24
3.1.1.12 STAFF MEETINGS ...24
3.1.1.13 JOB AND POST DESCRIPTIONS ...24
3.1.1.14 RESPONSIBILITY FOR HIRING AND TERMINATION ...24
3.1.1.15 DENIAL OF FACILITY ACCESS...25
3.1.1.16 ID BADGES RETURNED...25
3.1.1.17 CONTRACTOR EMPLOYEE MEALS ...25
3.1.2 REQUIREMENTS OF HEALTHCARE PERSONNEL ...25
3.1.2.1 TRAINING AND ORIENTATION ...25
3.1.2.2 APPLICATION OF NJDOC RULES FOR HEALTHCARE PERSONNEL ...26
3.1.2.3 HEALTHCARE ON CALL REQUIREMENTS...27
3.1.2.4 HEALTHCARE PERSONNEL CALLBACK TO DUTY...27
3.1.3 SPECIFIC QUALIFICATIONS FOR HEALTHCARE PERSONNEL ...28
3.1.3.1 PERSONNEL ELIGIBILITY ...28
3.1.3.2 NJDOC SCREENING OF HEALTHCARE CANDIDATES ...28
3.1.3.3 CONTINUED EMPLOYMENT FOR HEALTHCARE PERSONNEL...28
3.1.3.4 TERMINATED HEALTHCARE EMPLOYEES...28
3.1.3.5 SECURITY CLEARANCE FOR HEALTHCARE PERSONNEL ...28
3.1.3.6 HEALTHCARE PERSONNEL LICENSURE AND PROFESSIONAL REQUIREMENTS...29
3.1.4 MEDICAL SERVICES TO BE PROVIDED...30
3.1.4.1 INFORMED CONSENT/RIGHT TO REFUSE TREATMENT MEDICAL SERVICES...30
3.1.4.2 ADMISSION SERVICES - MEDICAL SERVICES INTAKE AND TRANSFER REQUIREMENTS...30
3.1.4.3 PERIODIC AND MISCELLANEOUS HEALTH APPRAISALS ...32
3.1.4.4 SICK CALL ...33
3.1.4.6 EXTENDED CARE UNITS ...34
3.1.4.7 PALLIATIVE CARE ...35
3.1.4.8 TELEMEDICINE USAGE ...35
3.1.4.9 MEDICAL AND DENTAL SPECIALTY CARE...35
3.1.4.10 HOSPITAL CARE...38
3.1.4.11 ON-SITE SPECIAL NEEDS TREATMENT/CHRONIC DISEASE MANAGEMENT ...39
3.1.4.12 EMERGENCY CARE ...40
3.1.4.13 ANCILLARY SERVICES ...40
3.1.4.14 OPTOMETRY/OPTICAL SERVICES ...41
3.1.4.15 MEDICAL DIET PROGRAM...42
3.1.4.16 DIALYSIS ...42
3.1.4.17 LIVING WILL/ADVANCED DIRECTIVES...43
3.1.4.18 TRANSPLANTS ...43
3.1.4.19 RESOLUTION OF MEDICAL TREATMENT DISPUTES ...44
3.1.5 SPECIALIZED SERVICES TO BE PROVIDED...44
3.1.5.1 HEALTH EDUCATION OF INMATES ...44
3.1.5.2 INFECTION CONTROL...44
3.1.5.3 HIV/AIDS SERVICES...44
3.1.5.4 HEPATITIS C - SCREENING AND TREATMENT ...46
3.1.5.5 NJDOC EMPLOYEE HEALTH EDUCATION PROGRAM ...47
3.1.5.6 HEALTHCARE SERVICES TO PERSONNEL, NJDOC EMPLOYEES, AND VISITORS...48
3.1.5.7 HANDICAPS/DISABILITIES/AMERICAN DISABILITIES ACT (ADA)...50
3.1.5.8 CO-PAY...51
3.1.5.9 INMATES WITH PRIVATE INSURANCE...51
3.1.6 PROVISION OF MEDICAL SERVICES – SPECIAL UNITS...51
3.1.7 DENTAL SERVICES ...51
3.1.8 PHARMACY SERVICES ...53
3.1.9 PROGRAM SUPPORT SERVICES...56
3.1.9.1 CONTINUOUS QUALITY IMPROVEMENT ...56
3.1.9.2 ADMINISTRATIVE MEETINGS...57
3.1.9.3 SUPPLIES AND EQUIPMENT...57
3.1.9.4 HAZARDOUS WASTE ...58
3.1.9.5 TRANSPORTATION BY CONTRACTOR ...58
3.1.9.6 COMMUNITY RELEASE HOUSING...58
3.1.9.7 DISASTER PLAN ...59
3.1.9.8 UTILIZATION REVIEW ...59
3.1.9.9 INMATE/OTHER GRIEVANCES/COMPLAINTS ...60
3.1.9.10 MEDICAL RECORDS...61
3.1.9.11 RESEARCH ...63
3.1.9.12 POLICY DEVELOPMENT AND PROCEDURES ...63
3.1.9.13 EXCLUSIONS ...63
3.1.9.14 STANDARDS AND ACCREDITATION ...63
3.1.10 REPORTS AND DATA ...65
3.1.10.1 UTILIZATION AND ADMINISTRATIVE REPORTS ...65
3.1.10.2 DAILY -...66
3.1.10.3 WEEKLY ...66
3.1.10.4 MONTHLY - MONTHLY TIME REPORTS ...66
3.1.10.5 QUARTERLY ...67
3.1.10.6 ANNUAL...67
3.1.10.7 OTHER...68
3.1.10.8 PRISON RECORDS...68
3.1.10.9 CONFIDENTIALITY ...68
3.1.11 GENERAL NJDOC CONTRACTOR SUPPORT ...68
4.0 PROPOSAL PREPARATION AND SUBMISSION ... 69
4.1 GENERAL...69
4.2 PROPOSAL DELIVERY AND IDENTIFICATION ...69
4.3 NUMBER OF BID PROPOSAL COPIES ...69
4.4 PROPOSAL CONTENT...69
4.4.1 SECTION 1 – FORMS...70
4.4.1.1 OWNERSHIP DISCLOSURE FORM ...70
4.4.1.2 MACBRIDE PRINCIPLES CERTIFICATION...70
4.4.1.4 SET ASIDE CONTRACTS ...71
4.4.1.5 BID BOND ...71
4.4.2 SECTION 2 - TECHNICAL PROPOSAL ...71
4.4.2.1 MANAGEMENT OVERVIEW ...71
4.4.2.2 CONTRACT MANAGEMENT...71
4.4.2.3 CONTRACT SCHEDULE...72
4.4.2.4 MOBILIZATION AND IMPLEMENTATION PLAN ...72
4.4.2.5 POTENTIAL PROBLEMS ...73
4.4.3 SECTION 3 - ORGANIZATIONAL SUPPORT AND EXPERIENCE...73
4.4.3.1 LOCATION ...73
4.4.3.2 ORGANIZATION CHART (CONTRACT SPECIFIC)...73
4.4.3.3 RESUMES...74
4.4.3.4 BACKUP STAFF ...74
4.4.3.5 ORGANIZATION CHART (ENTIRE FIRM) ...74
4.4.3.6 EXPERIENCE OF BIDDER ON CONTRACTS OF SIMILAR SIZE AND SCOPE ...75
4.4.3.7 FINANCIAL CAPABILITY OF THE BIDDER ...75
4.4.3.8 SUBCONTRACTOR(S)...75
4.4.4 SECTION 4 - COST PROPOSAL...75
4.4.4.1 COMPENSATION AND BENEFITS TO PERSONNEL...76
5.0 SPECIAL TERMS AND CONDITIONS ... 77
5.1 PRECEDENCE OF CONTRACTUAL TERMS AND CONDITIONS ...77
5.2 PERFORMANCE BOND...77
5.3 BUSINESS REGISTRATION...77
5.4 CONTRACT TERM AND EXTENSION OPTION...77
5.5 CONTRACT TRANSITION ...78
5.6 AVAILABILITY OF FUNDS...78
5.7 CONTRACT AMENDMENT...78
5.8 CONTRACTOR RESPONSIBILITIES...78
5.9 SUBSTITUTION OF STAFF ...78
5.10 SUBSTITUTION OR ADDITION OF SUBCONTRACTOR(S) ...78
5.11 OWNERSHIP OF MATERIAL...79
5.12 DATA CONFIDENTIALITY ...79
5.13 NEWS RELEASES ...79
5.14 ADVERTISING...80
5.15 LICENSES AND PERMITS...80
5.16 CLAIMS AND REMEDIES ...80
5.16.1 CLAIMS ...80
5.16.2 REMEDIES...80
5.16.3 REMEDIES FOR NON-PERFORMANCE ...80
5.17 LATE DELIVERY ...80
5.18 RETAINAGE ...81
5.19 STATE'S OPTION TO REDUCE SCOPE OF WORK...81
5.20 SUSPENSION OF WORK ...81
5.21 CHANGE IN LAW ...81
5.22 CONTRACT PRICE INCREASE (PREVAILING WAGE)...81
5.23 ADDITIONAL WORK AND/OR SPECIAL PROJECTS...81
5.24 FORM OF COMPENSATION AND PAYMENT ...82
5.25 CONTRACT ACTIVITY REPORT...85
5.26 CONTRACTOR NEUTRALITY ...85
5.27 MODIFICATIONS AND CHANGES TO THE STANDARD TERMS AND CONDITIONS ...85
5.27.1 INDEMNIFICATION...85
5.27.2 INSURANCE...86
6.0 PROPOSAL EVALUATION/CONTRACT AWARD ... 87
6.1 PROPOSAL EVALUATION COMMITTEE...87
6.2 ORAL PRESENTATION AND/OR CLARIFICATION OF BID PROPOSAL ...87
6.3 EVALUATION CRITERIA ...87
6.3.1 THE BIDDER'S GENERAL APPROACH AND PLANS IN MEETING THE REQUIREMENTS OF THIS RFP...87
6.3.2 THE BIDDER’S COST PROPOSAL...88
6.4 CONTRACT AWARD...88
7.0 ATTACHMENTS, SUPPLEMENTS AND APPENDICES... 89
ATTACHMENT 1 - OWNERSHIP DISCLOSURE FORM ...90
ATTACHMENT 3 – AFFIRMATIVE ACTION SUPPLEMENT...92
ATTACHMENT 4 ...95
ATTACHMENT 5 – PRICE SCHEDULES...96
ATTACHMENT 6 - RECIPROCITY FORM ...101
APPENDIX 1 NJ STATE STANDARD TERMS AND CONDITIONS...102
APPENDIX 2 - SET-OFF FOR STATE TAX NOTICE...108
APPENDIX 3 - AVERAGE DAILY POPULATION...109
APPENDIX 4 - OBJECTIVE PERFORMANCE/CRITICAL INDICATORS MANUAL ...110
APPENDIX 5 - STAFFING REQUIREMENTS ...129
APPENDIX 6 - TRANSPORTATION AND SECURITY COSTS...138
1.0 INFORMATION FOR BIDDERS
1.1 PURPOSE AND INTENT
This Request for Proposals (RFP) is issued by the Purchase Bureau, Division of Purchase and Property, Department of the Treasury (the "Division"), on behalf of the State of New Jersey, Department of Corrections (NJDOC).
The purpose of this RFP is to solicit bid proposals for the provision of medical and dental healthcare to NJDOC inmates.
The expected services are described in
RFP Section 3.0
(Scope of Work).The intent of this RFP is to award a contract to that responsible bidder[s] whose bid proposal[s], conforming to this RFP, is most advantageous to the State, price and other factors considered.
1.2 BACKGROUND
1.2.1 BACKGROUND MEDICAL AND DENTAL SERVICES
NJDOC is requesting proposals for the provision of healthcare services to its inmate and civilly committed resident populations, commencing January 1, 2005. These healthcare services shall include medical and dental services, healthcare personnel and program support services for NJDOC’s adult correctional facilities for the term of the contract. Mental Health Services will be provided under arrangements separate from this contract.
The term of this contract is two years with two, one-year contract extension options. The bid proposal shall include comprehensive medical and dental services for any one or all of the three regions defined by
NJDOC. A vendor must supply a bid for each region separately. If the vendor intends to submit a Statewide bid for all three regions; it also must provide bids for all three regions separately. It is anticipated that a Statewide bid proposal will offer a cost savings above that of the three regional bid proposals provided separately. The three NJDOC regions are defined as follows:
Region I/Northern Region
• Edna Mahan Correctional Facility for Women (EMCFW) • Mountainview Youth Correctional Facility (MYCF) • Northern State Prison (NSP)
• East Jersey State Prison (EJSP)
• Adult Diagnostic and Treatment Center (ADTC) • Kearney Special Treatment Unit (STU)
• Rahway Special Treatment Unit (STU) Region II/Central Region
• New Jersey State Prison (NJSP)
• Garden State Youth Correctional Facility (GSYCF) • Albert C. Wagner Youth Correctional Facility (ACWYCF) • Central Reception and Assignment Facility (CRAF) • Mid-State Correctional Facility (MSCF)
• Riverfront State Prison (RFSP)
• Fiscal Responsibility for Interstate Compact Inmates Housed in Other States
• Training for New Correctional Staff at the Correction Officer Training Academy, currently located in Sea Girt, NJ
Region III/Southern Region
• Southern State Correctional Facility (SSCF) • Bayside State Prison (BSP)
• South Woods State Prison (SWSP)
It is recognized that the science of healthcare is constantly changing, with new technology, testing, treatment and medications constantly appearing and receiving approval for use. It is expected, for the duration of the initial contract term, that the Contractor has anticipated and considered these potential developments in its projections and pricing. Pricing after the initial term shall be subject to a cap of the Consumer Price Index (CPI) as set forth in Section 4.4.4.
While it is recognized that some new developments bring with them new costs, savings in other areas (e.g. specialist referrals, progression of illness, hospitalizations and quality of life) often offset them. Except as expressly set forth in this RFP, the healthcare Contractor is expected to provide new developments in care, in order to keep in line with generally accepted medical standards and evidence-based clinical guidelines, without additional compensation during the term of the initial contract with the State. However, the State recognizes the burden placed upon the Contractor to account for new developments in healthcare, and thus the State proposes within this RFP certain cost-sharing mechanisms to moderate the Contractor’s burden with regard to a risk-sharing corridor for legend medications. Proposals shall identify a corridor above and below the anticipated spending level for legend drugs, with NJDOC reaping 50% of the benefit if the quarterly fiscal expenditure, as evidenced by documentation satisfactory to NJDOC, is below the identified figure. NJDOC will likewise share in 50% of the cost of pharmaceuticals above the established figure. NJDOC will audit the Contractor’s performance of this contract in accordance with the contract’s terms and conditions, as well as generally accepted standards of care. A description of all auditing and enforcement programs is contained in Appendix 4, Objective Performance Criteria and Critical Indicators Manual. The auditing process will be performed so as not to interfere with the delivery of services, as outlined in the RFP under Objective Performance Criteria in Appendix 4. The Project Manager shall review audit reports for final determinations regarding adjustments to compensation and his/her determination shall be binding. The prison population includes NJDOC inmates in community residential programs (except in those programs where the State has established other arrangements for the provision of healthcare services). Inmates in community residential programs are afforded the same care under the same conditions as inmates in State facilities and are returned by NJDOC to the assigned parent institution for routine care in most cases. Services such as dialysis are provided at a community treatment center at the expense of the contractor. The community residential program provides routine transportation. Emergency or ambulance transport shall be provided by the Contractor.
The Contractor shall be responsible for extraordinary care for post-sentenced (beyond the fifteenth day after sentencing) State inmates serving time in county jails. These inmates, to whom a separate per capita rate will be attributable, are included in the county jail inmate average daily population. Technical parole violators in the county jail are covered on the first day of confinement after the execution of a warrant, and are
included in the county jail inmate count.
“Routine” and “extraordinary” healthcare of inmates in county jails are defined in the excerpt from the County Purchase of Services Manual in Appendix 8. The complete manual can be found in the document review room. The responsibilities for care for the two groups of inmates held in county jails (State-sentenced inmates held in county jails beyond fifteen days and parole violators held in county jails) are spelled out in the County Purchase of Services Manual - Medical Services section. The Contractor shall provide a mechanism for management, utilization review, and cost control of services provided to county jail inmates. The Contractor shall not provide care on-site at county jails. When extraordinary care is needed, the care shall be arranged in cooperation with the medical and administrative staff at the county level. Consistent with NJDOC practice, counties are encouraged to prioritize transferring those NJDOC inmates who are housed in their facilities and who possess serious, known medical and/or psychiatric problems to the NJDOC over other NJDOC inmates who do not have serious problems.
To facilitate the Contractor’s tracking of inmates in the county jails and community residential programs, the Contractor will have access to the NJDOC’s electronic inmate database and electronic medical record (EMR). The Contractor shall develop administrative relationships and lines of communication with county jails and community residential programs.
The Average Daily Population (ADP) will not include New Jersey sentenced inmates serving time out-of-State (i.e. Interstate Compact), parolees, inmates on escape status prior to their return to custody, or inmates on remand to another jurisdiction. The ADP fluctuates based on factors beyond the control of NJDOC. NJDOC makes no warranties that either the current census or the NJDOC inmate population history will accurately reflect future inmate census figures. The population projections contained in this RFP are estimates only and cannot be relied upon by the contractor.
As of March 2004, the average daily count for State inmates housed in county jails within New Jersey was 1,486 (Appendix 3).
The NJDOC houses inmates in prisons of other states and NJDOC remains responsible for payment of any extraordinary off-site care for anNJDOC inmate, as determined by the receiving state. The Contractor responsible for the Central Region is responsible for such payment to the State currently housing the NJDOC inmate. NJDOC has the option of returning the inmate to an NJDOC correctional facility, if administratively possible. Conversely, the Contractor shall provide routine medical care for the inmates of other states, who are in NJDOC custody, and shall establish a policy for the provision of necessary extraordinary care. There are currently 73 state inmates housed in NJDOC facilities and 69 NJDOC inmates housed out-of-state. Reciprocal agreements exist with other states regarding pre-approval and payment responsibility for such care. The process to apprise the Contractor of the out-of-state inmates serving time in New Jersey will be developed during the transition period. Contractor shall coordinate with NJDOC to obtain prior
authorization unless an emergent situation exists and then shall ensure timely notification of the responsible state. Contractor shall in the first instance be responsible for all costs associated with the provision of extraordinary care to Interstate Compact inmates, and then seek reimbursement for the care from the sending jurisdiction.
1.3 KEY EVENTS
1.3.1 ELECTRONIC QUESTION AND ANSWER PERIOD
There will be an electronic question and answer period for this RFP, which will be from the posting of the RFP until 5:00pm Eastern Daylight Time on July 30, 2004
NOTE: There will be no Bidder’s Conference for this procurement. This Electronic Question and Answer Period will replace the bidder’s conference. Therefore, it is imperative that bidders pose any questions they may have during the Electronic Question and Answer Period.
E-mail questions can be sent to Christine.Weiland@treas.state.nj.us
After the submission of bid proposals, unless requested by the State, contact with the State is limited to status inquiries only and such inquiries are only to be directed to the buyer. Any further contact or information about the proposal to the buyer or any other State official connected with the solicitation will be considered an impermissible supplementation of the bidder's bid proposal.
1.3.1.1 QUESTION PROTOCOL
Questions must be submitted via e-mail to the attention of the assigned Purchase Bureau buyer identified previously. Questions should be directly tied to the RFP. Questions should be asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates.
Bidders shall not contact the Using Agency directly, in person, by telephone or by e-mail, concerning this RFP.
1.3.2 MANDATORY SITE VISITS
Mandatory Site Visits are scheduled for this procurement. All Bidders are required to attend site visits and must attend for all sites within regions being bid on. All Bidders must pre-register attendees for security clearance purposes. Bidder representatives not registered will not be admitted. Bidder representatives will only be admitted at these specified dates, times, and locations as indicated:
DAY ONE -Northern Region Tuesday, July 20, 2004
9 a.m.-Northern State Prison 168 Frontage Road, Newark, NJ 1 p.m.-Kearny Unit 3035 Hackensack Avenue, Kearny, NJ DAY TWO – Northern Region Wednesday, July 21, 2004
9 a.m.-Adult Diagnostic & Treatment Center 8 Production Way, Avenel, NJ
1 p.m.-East Jersey State Prison US Rt. 1 @ Rahway Ave., Woodbridge, NJ 2:30 p.m.-Rahway Special Treatment Unit US Rt. 1 @ Rahway Ave., Woodbridge, NJ DAY THREE – Northern Region Thursday, July 22, 2004
9 a.m.-Edna Mahan Correctional Facility for Women 30 County Route 513, Clinton, NJ 1 p.m.-Mountainview Youth Correctional Facility US Route 22 (1 mile east of town of
Annandale), NJ
DAY FOUR – Southern Region Friday, July 23, 2004
9 a.m.-Bayside State Prison 4293 Rt. 47, Leesburg, NJ 1 p.m.-Southern State Correctional Facility 4295 Route 47, Delmont, NJ DAY FIVE –- Southern Region Monday, July 26, 2004
9 a.m.-South Woods State Prison 215 South Burlington Rd, Bridgeton, NJ DAY SIX - Central Region Tuesday, July 27, 2004
9 a.m.-Central Reception and Assignment Facility Stuyvesant Avenue, Trenton, NJ 1 p.m.-New Jersey State Prison Second & Cass Street, Trenton, NJ DAY SEVEN - Central Region Wednesday, July 28, 2004
9 a.m.-Mid-State Correctional Facility Range Road, Fort Dix, NJ
1 p.m.-Riverfront State Prison Elm Street & Delaware Ave., Camden, NJ Day Eight – Central Regions Thursday, July 29, 2004
9 a.m.-Garden Youth Correctional Facility Highbridge Road, Yardley, NJ 11 a.m.-Albert C. Wagner Correctional Facility Ward Avenue, Bordentown, NJ
Directions to each site are included in APPENDIX 7. There will be no transportation provided. Times are non-negotiable and fixed.
All participants must pre-register for site visits and must bring appropriate identification such as a valid state driver’s license. Participants pre-register by faxing site visit registration information to NJDOC Health Services Unit, ATTN: Richard Cevasco, EdD - 609-341-3399. Registration Requests must include full legal name, home address, name of company represented, and business telephone number and FAX number. Cellular telephones, pagers, tape recorders, cameras or anything considered to be a weapon are considered contraband and are not permitted to NJDOC facilities; thus, any participant bringing such items to site visit will not be admitted.
CAUTION: Bid proposals will be automatically rejected from any bidder that was not represented or failed to properly register at the Mandatory Site Visits.
IMPORTANT NOTE: No questions or inquiries regarding the substance of this RFP will be accepted or answered during the Mandatory Site Visits. Any comments inadvertently made during a site visit shall not be binding upon the State. All questions must be held and submitted in accordance with RFP Section 1.3.1.
1.3.3 Mandatory Pre-Bid Conference
Not applicable for this procurement.
1.3.4 SUBMISSION OF BID PROPOSAL
In order to be considered for award, the bid proposal must be received by the Purchase Bureau of the Division of Purchase and Property at the appropriate location by the required time. ANY BID PROPOSAL NOT RECEIVED ON TIME AT THE RIGHT PLACE WILL BE REJECTED. THE DATE, TIME AND LOCATION ARE:
DATE: August 20, 2004
TIME: 2:00 PM
LOCATION:
BID RECEIVING ROOM - 9TH FLOOR PURCHASE BUREAU
DIVISION OF PURCHASE AND PROPERTY DEPARTMENT OF THE TREASURY
33 WEST STATE STREET, P.O. BOX 230 TRENTON, NJ 08625-0230
Directions to the Purchase Bureau can be found on the following website:
http://www.state.nj.us/treasury/purchase/directions.shtml
1.3.5 DOCUMENT REVIEW ROOM
The State has established a document review room, both electronic and actual, to provide bidders with the opportunity to review supplemental materials relevant to the procurement. The electronic review site may be accessed at http://www.state.nj.us/corrections/rfp/readingroom.html on the day the RFP is posted.
The document review room has been established to allow bidders access to information that may be needed to prepare and submit accurate comprehensive bid proposals. Such review, while recommended, is not mandatory.
The document review room will be located at: New Jersey Department of Corrections
Bates Building Conference Room Whittlesey Road and Stuyvesant Ave.
Trenton, NJ
and will be accessible from 9:00am to 4:00pm from the day of posting of the RFP.
This material is available for review before the cut off date for electronic submission of questions and the Mandatory Site Visits.
The document review room shall contain the following information: • Roe v. Fauver • CF v. Terhune • Rouse v. Terhune • Megan’s Law • Co-Pay Law • Forensic Testing • Lugo v. Middlesex et al.
• NJDOC Dental Priority Classification System • N.J.A.C.Title 10A
• N.J.A.C. Chapter 8, Title 57. A
• NJDOC Requirement for Dental Prosthesis • NJDOC Contract Enforcement Program
• NJDOC Policy for Employee work related injuries
• NJDOC Policy Inmate Co-Payment for Eligible Health & Dental Care • All Current Healthcare Policies for Medical and Mental Health • NJDOC Monthly Indicator Reports
• NJDOC Prescribed Medical Diets
• The Prison Based TC Standards Development Project - Phase II , Executive Office of the President, Office of National Drug Control Policy
• The Therapeutic Community Client Assessment Inventory, Client Assessment Summary and Staff Assessment Summary
• Clinical Guidelines • Equipment Inventory
• March 2004 Average Daily Population by Facility
NOTE
: Bidders are prohibited from removing any materials from the document review room. The Purchase Bureau will not provide for the photocopying of any materials contained in the document review room. Bidders however are permitted to bring photocopy equipment for the purpose of copying materials. The document review room will be located on the grounds of the NJDOC central office. Appointments to access the document review room must be made through the office of Dr. Richard Cevasco at 609-292-1142. No one will allow access to the document review room unless an appointment is scheduled.IMPORTANT NOTE :
No questions or inquires regarding the substance of the RFP will be accepted or answered during the document review. All questions must be submitted in accordance with RFP section 1.3.1.
1.4 ADDITIONAL INFORMATION
1.4.1 REVISIONS TO THIS RFP
In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum.
ALL RFP ADDENDA WILL BE ISSUED ON THE PURCHASE BUREAU WEB SITE. TO ACCESS ADDENDA, THE BIDDER MUST SELECT THE BID NUMBER ON THE PURCHASE BUREAU “BIDDING OPPORTUNITIES” WEB PAGE AT THE FOLLOWING ADDRESS:
HTTP://WWW.STATE.NJ.US/TREASURY/PURCHASE/BID/SUMMARY/BID.SHTML
There are no designated dates for release of addenda. Therefore interested bidders should check the Purchase Bureau "Bidding Opportunities" website on a daily basisfrom time of RFP issuance through bid opening.
It is the sole responsibility of the bidder to be knowledgeable of all addenda related to this procurement.
1.4.2 ADDENDUM AS A PART OF THIS RFP
Any addenda to this RFP shall become part of this RFP and part of any contract resulting from this RFP.
1.4.3 ISSUING OFFICE
This RFP is issued by the Purchase Bureau, Division of Purchase and Property. The buyer noted in Section 1.3.1 is the sole point of contact (with exception of document review room) between the bidder and the State for purposes of this RFP.
1.4.4 BIDDER RESPONSIBILITY
The bidder assumes sole responsibility for the complete effort required in this RFP. No special consideration shall be given after bids are opened because of a bidder's failure to be knowledgeable of all the requirements of this RFP. By submitting a bid proposal in response to this RFP, the bidder represents that it has satisfied itself, from its own investigation, of all the requirements of this RFP.
1
.4.5 COST LIABILITY
The State assumes no responsibility and bears no liability for costs incurred by bidders before the award of the contract resulting from this RFP.
1.4.6 CONTENTS OF BID PROPOSAL
The entire content of every bid proposal will be publicly opened and becomes a public record. This is the case notwithstanding any statement to the contrary made by a bidder in its bid proposal.
All bid proposals, as public records, are available for public inspection. Interested parties can make an appointment with the Purchase Bureau buyer to inspect bid proposals received in response to this RFP.
1.4.7 PRICE ALTERATION
Bid prices must be typed or written in ink.
1.4.8 JOINT VENTURE
If a joint venture is submitting a bid proposal, the agreement between the parties relating to such joint venture should be submitted with the joint venture’s bid proposal. Authorized signatories from each party comprising the joint venture must sign the bid proposal. A separate Ownership Disclosure Form, Affirmative Action Employee Information Report, MacBride Principles Certification, and business registration must be supplied for each party to a joint venture.
2.0 DEFINITIONS
The following definitions shall be part of any contract awarded or order placed as result of this RFP.
2.1 STANDARD DEFINITIONS
Addendum
–
Written clarification or revision to this RFP issued by the Purchase Bureau.Amendment – A change in the scope of work to be performed by the contractor. An amendment is not effective until it is signed by the Director, Division of Purchase and Property.
Bidder - An individual or business entity submitting a bid proposal in response to this RFP.
Contract - This RFP, any addendum to this RFP, and the bidder’s proposal submitted in response to this RFP, as accepted by the State.
Contractor - The contractor is the bidder awarded a contract.
Director - Director, Division of Purchase and Property, Department of the Treasury. By statutory authority, the Director is the chief contracting officer for the State of New Jersey.
Division - The Division of Purchase and Property
Evaluation Committee - A committee established by the Director to review and evaluate bid proposals submitted in response to this RFP and to recommend a contract award to the Director.
Fully Loaded Firm Fixed Price -
A price that is all-inclusive of direct cost and indirect costs, including,
but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials,
supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and
any other costs. No additional fees or costs shall be paid by the State unless there is a change in the
scope of work.
May - Denotes that which is permissible, not mandatory.
Program - See “Program” in contract specific definition section.
Request for Proposal (RFP) – The document which establishes the bidding and contract requirements and solicits bid proposals to meet the purchase needs of the using Agencies as identified herein.
Shall or Must – Denotes that which is a mandatory requirement. Should - Denotes that which is recommended, not mandatory.
State Contract Manager – The individual responsible for the approval of all deliverables, i.e., tasks, sub-tasks or other work elements in the Scope of Work.
Subtasks – Detailed activities that comprise the actual performance of a task. State - State of New Jersey.
Task – A discrete unit of work to be performed.
Using Agency or Agency - The entity for which the Division has issued this RFP and will enter into a contract.
2.2 CONTRACT SPECIFIC DEFINITIONS
American Correctional Association (ACA) – A professional accrediting body, the Commission on Accreditation for Corrections, within the field of corrections.
Assessment and Treatment Center - A community based assessment and treatment facility for inmates to be transitioned to a residential community release program. Therapeutic interventions occur during this transition period.
Average Daily Population (ADP) - The cumulative total of all inmates in the custody of NJDOC based on daily census reports for each day and calculated for a given period of time (i.e. one calendar month). This figure provides a basis for payment under the per capita method.
Benefit Hours - The benefit hours provided by the contractor to certain of its personnel, including paid holidays, vacation time, personal time and sick leave time.
Board Certified - A physician who holds a certificate recognized by the American Board of Medical Specialties (ABMS) or the American Osteopathic Association and is currently in good standing.
Certified Interpreter - An interpreter certified by the National Registry of Interpreters for the Deaf, Inc. and listed by the State Division of the Deaf in the New Jersey Department of Labor or the New Jersey Registry of Interpreters for the Deaf.
CF vs. Terhune - A class action lawsuit that resulted in a settlement agreement regarding specialized mental
health treatment of inmates.
Commencement Date - The beginning date of this contract.
Commissioner - The Commissioner is the chief executive officer of NJDOC.
Days - Unless otherwise specified, references to days, such as "within 7 days" shall mean calendar days. Deaf - Refers to persons for whom the sense of hearing is nonfunctional for ordinary purposes.
Extended Care Unit (ECU) – A designated housing area for the long-term care of inmates with special medical needs such as assistance with activities of daily living.
Electronic Home Monitor - A program where inmates are authorized to carry out part of their sentence confined to their home. During this time, they are classified as NJDOC inmates. These inmates are counted in computing the average daily population. Contractor is responsible for providing services to these inmates at the NJDOC correctional facilities designated as regional facilities.
EMR - Refers to the electronic medical record used by NJDOC (currently the Logician® program). All medical, mental health, and dental encounters must be documented in the electronic medical record.
Equipment - Non- consumable material that has (i) a fair market value of five hundred dollars ($500.00) or greater, and/or (ii) a useful life of one (1) year or more.
Extraordinary Care - Inmate medical care including or related to hospitalization, or specialty care (as defined in section 3.1.4.9 of this RFP) and not generally available to State inmates in the county jail. Extraordinary care is further defined in Appendix 8 to the RFP, Excerpt from County Purchase of Services Manual. Facilities - The Facilities of the NJDOC, including all prisons, correctional facilities, pre-release centers, satellite units, boot camps, new facilities or any expansions thereof.
Facility Administrator - The executive officer of a DOC Major Facility, with responsibility for all daily operations.
Forensic - Pertaining to medical tests and services, which are performed for legal reasons and which may not be required for the purposes of inmate healthcare.
Full Time Equivalent (FTE) - Work equivalent to the work performed by one person in forty (40) hours in one week. An FTE is accounted for on a weekly basis according to the Contractor’s payroll period (i.e. Sunday through Saturday). Program and shift coverage requirements are separate from FTE requirements.
Generally Accepted Standard of Care - The professionally recognized standards for the prevention,
diagnosis or treatment of any recognized healthcare condition, generally established via publications of the NJ State Department of Health and Senior Services (DHSS), the Federal Department of Health and Human Services (and its various components such as the Center for Disease Control and Prevention and the U.S. Public Health Service) and relevant professional organizations, taken in combination.
Halfway House - The in-community residence contracted for pursuant to NJDOC’s Residential Community Release Agreement Program. The inmate’s stay in a halfway house follows time spent in the Assessment and Treatment Center.
Healthcare - The sum of all actions - preventive, diagnostic, therapeutic and follow-up - taken for the physical and mental well being of a population as described within this RFP. Comprehensive healthcare in this RFP includes medical, dental, and dietetic services.
Health Services Administrator – The on-site NJDOC staff member who is responsible for oversight and administration of the health care services, and who monitors the contractor’s performance on a day-to-day basis.
Health Services Unit - The Health Services Unit (HSU) is a branch of the Division of Operations, NJDOC. The staff within this unit, representing various healthcare disciplines/professions, oversee the healthcare services for NJDOC. They are responsible for healthcare policy making and interpretation. The HSU staff are assigned at the discretion of the NJDOC under the clinical direction and leadership of the Medical Director. Hospitalist – A physician who restricts his/her practice to a hospital setting.
Infectious Disease Physician -This physician shall be Board Certified and New Jersey licensed in good standing. The duties and obligations of this position will be set by the Contractor, in consultation with the NJDOC Medical Director, and shall include designing, implementing, and monitoring protocols for the care of infectious disease entities such as TB, HIV and Hepatitis and the routine performance of direct clinical services, as appropriate.
Inmates - Inmates include all persons, regardless of gender, residing in facilities or otherwise admitted or committed to the care and custody of the NJDOC. This term encompasses all prisoners. It is not intended to encompass persons who are released from NJDOC control nor for persons who are on parole.
Inmate Census - The inmate census is the total number of all individuals who are under the care and custody of the NJDOC at any given point in time.
Major Facilities – The major facilities of the NJDOC are: Adult Diagnostic and Treatment Center, Avenel
Albert C Wagner Youth Correctional Facility, Bordentown Bayside State Prison, Leesburg
Central Reception & Assignment Facility, Trenton East Jersey State Prison, Woodbridge
Edna Mahan Correctional Facility for Women, Clinton Garden State Youth Correctional Facility, Annandale Mid-State Correctional Facility
Mountainview Youth Correctional Facility New Jersey State Prison, Trenton Northern State Prison, Newark Riverfront State Prison, Camden
Southern State Correctional Facility, Delmont South Woods State Prison, Bridgeton
Matrix - The staffing tables specifying the personnel positions, with position titles, position numbers, and full time equivalent hours for each position, at each facility and at the Contractor’s regional office, as set forth in Appendix 5 and as amended.
Medical/Dental/Mental Health Record - All records, both paper and electronic, initiated and maintained during the course of medical, dental and mental health evaluation and treatment of inmates including, but not limited to medical records, dental records, mental health records, progress notes, consultation and laboratory requests and reports, and therapy notes.
Medical Director - Chief physician appointed by NJDOC to oversee clinical healthcare services. Medical Reference File/Medical Record – Paper, medical/dental/mental health reference forms and
documents related to an inmate’s healthcare that are not included in the EMR
(
e.g., MedicationAdministration Record, any document requiring the inmate’s signature, reports sent from outside sources)MH - Mental health.
MHA - Master of Health Administration. MPH - Master of Public Health.
MSN - Master of Science Nursing.
NCCHC - The National Commission on Correctional Health Care, a standard setting and accrediting organization for the Corrections Professional.
NJAC - New Jersey Administrative Code.
NJDOC - New Jersey Department of Correction
s
NJDOC Central Communications - Office of communications for NJDOC where the master lists of all Department and healthcare Contractor pagers and on - call schedules are kept.
Off-Site Movement - The referral and transportation of an inmate from an NJDOC facility in order for the inmate to receive services at a location that is not another NJDOC facility. Off-site movement does not include the transfer of an inmate from one Facility to another Facility, or from one inpatient hospital setting to another inpatient hospital setting. Transportation to St. Francis Medical Center from an NJDOC facility for services other than hospital admission is considered an off-site movement.
Personnel - Persons employed by the Contractor or any subcontractor or agent of the Contractor. Such persons shall not be deemed State employees.
Pharmacy Services - Procurement, dispensing, distribution, accounting, administration and disposal of pharmaceuticals.
Program - The comprehensive and individual program of medical and dental services for inmates, provided by the Contractor.
Program Director - An employee of the Contractor designated by the Contractor, and approved by the Health Services Unit supervisor to serve as the Administrator of the Program.
Project Manager - An NJDOC employee designated by the Commissioner as the individual responsible for ensuring Contractor compliance, settlement of contract disputes and coordination with the Department of Treasury, Division of Purchase and Property, Contract Compliance and Administration Unit, through the NJDOC Division of Administration.
Quality Assurance - A program of the Health Services Unit, designed to monitor the performance of the Contractor and provide feedback to the NJDOC and the Contractor.
RCRP - Residential Community Release Agreement Program (sometimes referred to as halfway house or community programs housing inmates in a community setting). Any program in which a participating agency houses NJDOC inmates by contractual agreement with NJDOC and provides specified programming services. Region – One of the three geographic regions of the State as defined in this RFP.
Relief Factor – The number of FTE staff utilized to provide coverage in mandatory positions during the absence of staff for vacation, sick, holiday or other approved leave.
Responsible Health Authority - The Chief Physician (Medical Director) at each Facility designated by the Contractor to fulfill the responsibility of this title, as defined by ACA and NCCHC standard P-02.
Roe vs. Fauver - A class action lawsuit that resulted in a settlement agreement regarding the medical, mental
health and after care of HIV positive inmates.
Sexually Violent Predators - Certain former inmates who, at the expiration of their maximum sentence are civilly committed to a facility run jointly by NJDOC and New Jersey Department of Human Services (NJDHS). SFMC - St. Francis Medical Care Center, a hospital in Trenton NJ, which contains a secure unit for inmates requiring acute hospital care.
SID – The NJDOC Special Investigations Division.
Specialized Vocabulary - Vocabulary including but not limited to signing, lip reading and written language for deaf patients.
Special Needs - Patient conditions that require close medical or mental health supervision.
Staffing Vacancy - The absence of contractor personnel required to fill any of the positions specified in the Matrix on any given day.
Statewide Medical Director - A New Jersey-licensed physician of the Contractor designated by the Contractor to oversee the medical component of the program.
State Employee - A person employed by the State of New Jersey. State Fiscal Year – July 1 through June 30.
Supervisor - The supervisor of the NJDOC Health Services Unit.
Triage - The sorting and classifying of inmates’ health requests to determine priority of need and the proper place for healthcare to be rendered.
Treatment Provider - The organization contracted to provide treatment services.
Variance - The difference between the hours required for a position at a facility and the actual hours worked (plus benefit hours, if applicable) by the Matrix at that facility.
3.0 SCOPE OF WORK
3.1 SECTION 1 – MEDICAL SERVICES AND DENTAL SERVICES
3.1.1 MEDICAL PERSONNEL STAFFING AND SCHEDULE REQUIREMENTS
The contracted healthcare service provider (and all subcontractors) shall render care in keeping with generally accepted medical standards.
It is recognized that standards of care are dynamic, constantly evolving, and not readily defined by a single source of authority. Therefore for the purposes of this RFP, the generally accepted standards of care are defined by the following sources, in combination, and are subject to interpretation and application by the New Jersey Department of Corrections’ (NJDOC) Medical Director as the ultimate clinical authority. This list of professional regulations and guidelines is intended to be indicative of the generally accepted medical standards and is not intended to be all-inclusive:
• New Jersey Department of Health and Senior Services • Center for Disease Control and Prevention
• Federal OSHA/State PEOSH
• US Public Health Service Task Force on Preventive Guidelines • Federal Bureau of Prisons
• Recognized professional healthcare organizations (e.g. American Diabetes
Association, American Medical Association, National Commission on Correctional Health Care, etc.) a. The Contractor is responsible to NJDOC for all aspects of inmate healthcare for each region that is awarded to it.
b. The Contractor shall not enter into any contractual agreements that are in conflict with the terms of this RFP.
c. The Contractor shall identify, for each of the 14 major facilities within the region(s) awarded to it, a Responsible Health Authority (RHA) to be responsible for all healthcare delivery at that site, whether performed directly by the Contractor or through arrangements with a subcontractor or consultant. The RHA shall report to the designated Statewide Medical Director.
d. There shall always be a single designated responsible RHA at each major facility who has a reporting relationship to the designated Contractor State-wide Medical Director.
i The Contractor shall identify a management staff member for each major facility who shall be responsible for corporate and administrative functions related to contract implementation. This individual may be at the facility or regional level and his/her job description is subject to advance written approval of the NJDOC. Corporate duties and responsibilities shall not interfere with the delivery of healthcare services in the event that this person is a clinician.
ii Clinical judgments ateach facility are the responsibility of the designated RHA.
iii There shall always be a single designated responsible physician at each major facility who reports to the designated RHA. In situations of disagreement regarding the course of clinical care for an individual inmate or a standardor guideline for care, the determination of the NJDOC Medical Director shall prevail.
3.1.1.1 WORK HOURS REQUIRED ON-SITE
a. All FTE hours shall be spent on-site at a facility, except as is otherwise expressly agreed to in writing by the NJDOC. Facility staffing work schedules may be modified only upon prior written agreement by NJDOC Health Services Unit (HSU) and the Contractor. The Contractor must obtain approval from the Health Services Administrator (HSA) for off-site training time for individual staff in excess of 40 hours per State fiscal year.
b. Credit for filling a post is given when an individual reports for duty at the facility to provide clinical service. Travel time is not considered as time worked with regard to the staffing Matrix hours.
c. All full-time personnel shall be on-site for at least 40 hours a week. A 40 hour, on-site week shall consist of a 40-hour work schedule and an additional meal period, which is not considered time worked. The NJDOC will not count staff time in attendance at off-site meetings unless so authorized in advance by the HSA.
d. The staffing Matrix (Appendix 5) outlines hours required on-site for clinical purposes. If clinicians are shared among various facilities, only their on-site hours are counted toward the requirements of the staffing Matrix. Travel time, i.e. between facilities by shared personnel, is not considered as time worked.
3.1.1.2 TIMEKEEPING SYSTEM
All personnel shall check in and out on the NJDOC time clock system when arriving or departing from the NJDOC facilities. The Contractor will not be compensated for hours not logged on the NJDOC time clock system.
3.1.1.3 EMPLOYEE DATABASE
The Contractor shall provide, in a standard file format, the NJDOC with an initial download of employees assigned to NJDOC facilities. Subsequently, the Contractor shall provide a daily download in standard file format of any additions, changes or deletions to the employee data. This information must include, but will not be limited to, employee name, badge number and professional title or position. This information shall be provided routinely to the Facility Administrator as well to ensure that the facility security staff is informed at all times of Contractor’s employees who may be present on site at a facility.
3.1.1.4 STATEWIDE STAFFING REQUIREMENTS
Contractor shall comply with the NJDOC established minimum staffing requirements set forth in Appendix 5 or as otherwise agreed upon should the NJDOC accept an alternative staffing proposal. The contractor shall strictly adhere to whatever staffing level is mutually agreed upon between the parties unless there is advance written authorization by NJDOC for a change in the staffing levels. All initial and replacement personnel shall be subject to NJDOC administrative approval.
3.1.1.5 LOCAL CORPORATE OFFICE LOCATION AND STAFFING REQUIREMENTS
a. Staffing:
Contractor staffing shall include, at a minimum, the following full time positions (unless otherwise specified): • Program Director
• Statewide Medical Director
• Statewide Director of Dentistry licensed to practice dentistry in New Jersey • Statewide Director of Nursing Services/Policy Coordinator
• Statewide Infection Control Nurse
• Statewide Utilization Review Coordinator/Discharge Planner (RN) • Medical Records Director
• Statewide Registered Pharmacist
• Board-Certified Infectious Disease Physician (part time or full time as required) b. Location:
The Contractor shall establish and maintain a corporate office in Mercer County, New Jersey. This office shall also maintain a local Trenton telephone number or toll free phone number that will be available to the NJDOC for the purpose of conducting business. This office shall be open for conductingbusiness daily (Monday through Friday). The office will be staffed between 8 a.m. and 5 p.m. The on-call schedule shall be kept current and response time shall be within a 30 minute time
period. After hours and weekend coverage shall be offered by the Contractor’s corporate office as well as by the facility-based management and clinical professionals.
3.1.1.6 IDENTIFICATION OF KEY PROVIDERS AND MANAGEMENT
a. Statewide Program Director - Within 15 days of the award date, the Contractor shall, with the approval of NJDOC, appoint a Statewide Program Director to function as the overall administrative manager for this program. If Regions of this contract are awarded separately, a Program Director shall be appointed by the respective Contractor for each region.
b. Statewide Medical Director - Contractor shall, with the approval of the NJDOC Medical Director, appoint a New Jersey licensed physician to serve as Statewide Medical Director. The Medical Director must have a minimum of five (5) years experience in correctional medicine. If regions of this contract are awarded separately, a Statewide Medical Director shall be appointed by the respective Contractor for each region.
3.1.1.7 PER DIEM POOL
Contractor shall maintain a pool of professional registered nurses (PRN)or per diem clinical staff to include nursing and other clinical positions requiring backfill. This pool of individuals shall be oriented and trained to the corrections environment and approved by the NJDOC to provide on-site services with appropriate background clearances and drug screens.
Should the Contractor rely upon agency or temporary nursing personnel, such nurses must meet the minimum licensure and CPR requirements, be oriented and trained to the specific correctional environment in advance of placement, and be subject to the routine background clearances required of all Contractor personnel.
3.1.1.8 STAFFING MATRIX
At the commencement of the contract, plus Relief Factor Staffing (appendix 5) included in the accepted price schedules shall be established. Should the NJDOC accept a Contractor’s alternative staffing proposal, such staffing level shall become the agreed upon matrix as minimum staffing. Thus, negative deviation from the contract matrix (whether the original staffing matrix or an agreed-upon alternative) will result in adjustments to compensation as set forth in Sections 5.17 and 5.25, and Attachment 5, Price Schedule Instructions.
Replacements for use of benefit hours by regular staff or vacancy for positions identified as requiring 100% or total backfill (Relief Factor Staffing) will be managed in the following manner. Personnel of the same or higher discipline or profession will replace primary care physicians, nurse practitioners, physician
assistants, registered nurses, and licensed practical nurses. These hours may be provided by overtime, additional hours for part-time staff, by PRN coverage, or by agency or temporary staffing in the event of an urgent need or emergency when Contractor’s other staffing alternatives have been exhausted.
Replacement hours must be provided on the same shift on the same day as the hours originally scheduled to be provided and the Contractor shall ensure that all essential functions are performed during the shift as would routinely be provided by regular staff.
The staffing matrix addresses only the minimum mandatory staffing requirements. The Contractor is responsible to provide the staff necessary to meet all service elements and requirements of this contract, in addition to guaranteeing the staffing matrix.
3.1.1.9 STAFFING LEVEL CHANGES
Any requests for staffing level adjustments (i.e. reallocation or reduction of staff) after award of this contract must be submitted in writing to the Project Manager. The Contractor is expected to provide written
requests for all staffing reallocation or reductionadjustments at least two weeks prior to the scheduled monthly management meeting. A schedule of monthly meetings will be established during the transition.
Should unanticipated population increases result in the need for increased coverage, the addition of medical staff will be considered.
Compensation for increases for staffing, at levels negotiated and agreed to by the State, shall not exceed the rates bid for Hourly Salary per Position and Average Annual Salary per Position on the Price Schedules (see Attachment 5)
3.1.1.10 TRANSLATION AND BILINGUAL PERSONNEL REQUIREMENT
Contractor shall provide either certified and bonded foreign language and sign language
translation/interpretation services or staff to meet the needs of the inmate population. The Contractor may also utilize the services of the AT&T language line for interpreters as necessary to ensure availability at all times.
Inmates cannot be used as interpreters. NJDOC employees may be used as interpreters in emergency situations only and may not include security/custody staff, except with the express written consent of the inmate involved. NJDOC staff shall not be utilized for this purpose on a regular basis.
3.1.1.11 COMPENSATION AND BENEFITS TO PERSONNEL
The Contractor shall have the sole and exclusive responsibility for determining the compensation, terms and conditions and benefits of employment or engagement, and for paying all compensation and other benefits to its personnel. Hourly rates of compensation for each category of personnel, including independent Contractors, shall be submitted in the bidder’s proposal as not-to-exceed amounts. The Contractor will be compensated for actual hours worked at actual hourly rates or the not-to-exceed rates contained in its proposal, whichever is lower. The Contractor shall identify the percentage of salary
allocated as the value of the benefit package provided to employees on the Price Schedules- Attachment 5.
3.1.1.12 STAFF MEETINGS
Contractor shall ensure that appropriate professional personnel attend all staff meetings as required by the mutual agreement of the Program Director and the Project Manager. These meetings may include but are not limited to; quality assurance, morbidity and mortality reviews, risk management and, peer review. It is expected that these meetings will be more frequent during the startup period of the contract and will develop into a mutually agreed upon time schedule, i.e. from weekly to monthly and on an ad hoc basis as necessary.
3.1.1.13 JOB AND POST DESCRIPTIONS
Contractor shall have written job specifications and post descriptions for each facility. Copies of job descriptions will be approved and kept on file in the NJDOC HSU. Each employee will have a signed job description in his/her personnel file along with the other personnel file requirements to include: background screen, application, resume or curriculum vitae, privilege/credentials information, license, CPR certification, training documentation to include orientation and in-service, as well as, an accompanying medical file for TB testing results and Hepatitis B or flu vaccination documentation.
3.1.1.14 RESPONSIBILITY FOR HIRING AND TERMINATION
The Contractor shall have the sole and exclusive right to hire and fire employees and terminate the subcontractors, except that Contractor shall not employ for the purposes of carrying out its obligations under this Contract, any person who is simultaneously employed by NJDOC or any State agency. However, the NJDOC has final approval over all personnel who provide services pursuant in its facilities. The NJDOC has the right to ban any employee at any time. The Contractor shall notify the NJDOC of staff separations or terminations based upon any sort of disciplinary infraction related to clinical care, violations of N.J.S.A. Title 45, Chapter 11, New Jersey Board of Nursing Statutes, N.J.A.C. Title 13, Chapter 45, Uniform Regulations, N.J.S.A. Title 45, Chapter 1, Uniform Enforcement Act, or breaches of security. This
