Department of Corrections

Transcription

1 Department of Corrections DIVISION OF ADMINISTRATIVE SERVICES Anchorage Procurement Section 550 W. 7 th Ave, Suite 1800 Anchorage, Alaska Tel: Fax: evan.patterson@alaska.gov February 13, 2019 To: Interested Parties Subject: Letter of Interest Dialysis Service 1. Scope of Work: The Department of Corrections, Division of Health and Rehabilitation Services (department) is issuing a letter of interest for a contractor to provide on-site hemodialysis services and equipment within the department s Goose Creek Correctional Center (GCCC). The department has space, utilities and chairs for 3 patients to receive dialysis treatment at a time. The department doesn t guarantee a minimum or maximum amount of service. This service is exempt per (b)(4). 2. Letter of Interest Response: Please send letter of interest responses and questions to evan.patterson@alaska.gov. Agencies interested in submitting a response should submit by 2:00 PM local time February 22 nd, This letter of interest does not obligate the State and the State does not guarantee a contract will be awarded because of this letter of interest. The State will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any proposal. An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror. See section 14 Vendor Packet for further information. 3. Operation Requirements: a) The contractor shall provide all staff qualified to equip, manage and service a dialysis unit capable of treating up to 8 individuals who require treatment 3 times a week. b) The contractor shall provide the dialysis machines to include any needed water purification system. c) The contractor is responsible for all costs associated with maintenance and repair of their equipment. If the contractor requires a third party (technician) to repair their equipment the contractor must schedule the repair with the facility. The facility may require the technician to pass a background check. It is the contractor s responsibility to ensure the technician secures insurance coverage required by the State. d) The contractor is responsible for the removal of all contractor owned equipment and supplies within 1 calendar day of the end of the contract. The department will not dispose of contractor owned equipment or supplies. e) The contractor shall ensure collaboration and communication between staff to include the contractor s nephrologist and department physicians and practitioners.

2 f) The contractor shall advise the department s pharmacy regarding on-site stock medications needed to provide dialysis services. The department will purchase and maintain the on-site stock of medication. g) The contractor shall document in the department s Electronic Healthcare Records system. h) The contractor is responsible for and shall develop written procedures for: i. The storage and handling of solutions, ii. The cleaning and disinfection of supplies, equipment, and accessories, and iii. For the documentation of the performance of these activities. i) The contractor shall screen and alert department medical staff to any detected signs of infection, complications, or unanticipated deterioration in the health of a person receiving dialysis. j) The contractor shall maintain a dialysis safety checklist for use by dialysis staff, department staff, and patients. k) The contractor shall dispose of all medical waste using department provided biohazardous waste disposal supplies services. l) The contractor shall immediately alert department security staff of any security issue. m) It is the contractor s responsibility to ensure all contractor staff follow all ethical standards and codes of conduct required by their licensing board and by the department. n) The contractor shall ensure all contractor staff follow all security policies and protocols required by the department. 4. Contractor Dialysis Equipment and Supplies: The contractor shall provide all dialysis equipment and dialysis equipment supplies such as but not limited to: a) All dialysis machines and related accessories, b) All portable reverse osmosis machines, c) Dialyzers, d) Arterial and venous blood lines, e) Transducers, f) Dialysate solution, g) Fistula needles, h) Appropriate forms and flowsheets, and i) IV infusion pumps. 5. Department Equipment and Supplies: The department will provide the following disposable supplies. The contractor shall place orders through designated department staff. The contractor shall use the brand/model that the department supplies. Orders shall not exceed twice a week. The contractor shall develop adequate PAR levels for all supplies and submit to the project manager for approval. The contractor shall rotate supplies to ensure department supplies do not expire. Department supplies are strictly for department use and shall remain within the facility. The contractor may be held responsible for items that expire or are missing. a) All ancillary supplies that may be necessary for the provision of dialysis treatment such as: i. Tape, ii. 4 X 4 and 2 X 2 gauze pads, iii. Chux pads, iv. Syringes, v. Hypodermic needles,

3 vi. Vinyl and latex gloves, vii. Band aids, viii. Dressing supplies, ix. Surgical masks, x. Blood administration sets and blood filters, xi. Pressure wrap bandages, xii. Bed pans and urinals, xiii. Bleach, xiv. Personal protective equipment, xv. Gloves, xvi. Gowns, and xvii. Administration sets and tubing. b) The department will provide ancillary equipment that may be necessary for the provision of dialysis treatment such as: i. EKG monitoring equipment, ii. Blood pressure monitoring equipment. c) The contractor shall place pharmaceutical orders through designated department staff. The contractor shall advise the department s Regional Physician on-site stock medications needed to provide dialysis services. The Department will provide all drugs and pharmaceutical items that may be necessary for the provision of dialysis treatment such as: i. Albumin, ii. Erythropoietic stimulating agents, iii. Antibiotics, iv. Zemplar, v. Antibiotic locks for the dialysis catheters, vi. Intravenous iron supplements, vii. Thrombolytic agents, and viii. Saline. d) The department will provide AED and emergency response equipment. 6. Location of Work: The location the work is to be performed and completed is at the Goose Creek Correctional Center (GCCC), West Alsop Road, Wasilla, AK The state will provide workspace for the contractor. All travel shall be included in the contractor s rates. The department will not reimburse travel. 7. Dialysis Unit Space: The department has identified a 10 x 19 space within the GCCC that has room for 3 dialysis chairs. The space is in proximity to the GCCC medical unit and has electrical and water access. Offerors must include any space and utility considerations in their proposal. It is the offeror s responsibility to ensure the space meets industry standards. 8. Contract Term and Work Schedule:

4 The length of the contract will be from the date of award, approximately March 1, 2019 through June 30, 2020 with 4 optional 1-year renewals. Renewal options will be exercised at the State s sole discretion. The approximate contract schedule is as follows: First contractor work period: March 1, 2019 June 30, 2020 Renewal Option: July 1, 2020 June 30, 2021 Renewal Option: July 1, 2021 June 30, 2022 Renewal Option: July 1, 2022 June 30, 2023 Renewal Option: July 1, 2023 June 30, 2024 The department and contractor shall develop a schedule that is in the department s best interest. Several factors will determine work schedule such as but not limited to; offender schedule, facility security and department personnel availability. Unless otherwise provided in this letter of interest, the State and the successful offeror/contractor agree: (1) that any holding over of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) to provide written notice to the other party of the intent to cancel such month-to-month extension at least 30-days before the desired date of cancellation. 9. Department Meetings: a) Ongoing Meetings: The contractor shall ensure their nephrologist coordinates with the department s regional medical officer and practitioners regarding individual patient needs. b) Monthly Meetings: The contractor s onsite staff shall meet with the department s regional medical officer or health practitioners regarding patient needs and outcomes. c) Quarterly Meetings: The contractor s management team shall meet with the department s project management team. This timeframe may be adjusted at the department s request. 10. Deliverables and Billing Rates: The contractor shall submit monthly invoices within 30 days after the last day of the month. The contractor shall bill on a per treatment basis. The invoice shall include patient names, dates of treatment, and cost of each daily treatment. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency. Rates identified on the cost proposal form must all direct and indirect costs associated with the performance of the contract, including, but not limited to, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time

5 devoted to the project, insurance, travel and profit. Offeror s should use the attached cost proposal form to submit their rates. a) Deliverable 1 : Dialysis Treatment which is defined as dialysis or attempted dialysis by the contractor for a patient for a period of four (4) hours and up to ten (10) hours. b) Deliverable 2: Fixed hourly rate for each hour up to four (4) hours in preparation of dialysis treatment that is not administered for any reason. Billing shall be in increments of one-half hour. c) Deliverable 3: Dialysis performed after 5 PM Monday through Sunday including State holidays. 11. Insurance: Prior to contract award the offeror must secure insurance coverage required by the state. The coverage must be satisfactory to the Department of Administration Division of Risk Management. An offeror's failure to provide evidence of such insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract. Offerors must review form appendix B2, attached, for details on required coverage. No alteration of these requirements will be permitted without prior written approval from the Department of Administration, Division of Risk Management. Objections to any of the requirements in appendix B2 must be set out in the offeror s proposal. 12. Licenses: Prior to the award of a contract, an offeror must hold a valid Alaska business license and applicable Alaska professional licenses. The nephrologist may be required to hold a DEA license. See the following link for further details State Laws: The contractor will be required to sign and submit the State's Standard Agreement Form for Professional Services Contracts (form /Appendix A). This form is attached for your review. By signing a State contract, the offeror certifies that the offeror is not established and headquartered or incorporated and headquartered in a country recognized as Tier 3 in the most recent United States Department of State s Trafficking in Persons Report. By signature of a contract, the contractor certifies that they comply with the following: a) the laws of the State of Alaska; b) the applicable portion of the Federal Civil Rights Act of 1964; c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government; d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government; e) all terms and conditions set out in this letter of interest; f) a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; g) that the offers will remain open and valid for at least 90 days; and h) that programs, services, and activities provided to the general public under the

6 resulting contract conform with the Americans with Disabilities Act of 1990, and the regulations issued thereunder by the federal government. If any offeror fails to comply with [a] through [h] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default. 14. Vendor Packet: The following should be included with the vendors response: a) Completed cost proposal form that identifies each deliverable rate described in section 10 Deliverables and Billing Rates. b) An organization chart and business structure narrative of personnel responsible for the contract to include but not limited to: i. Nephrologist, ii. Nursing staff, iii. iv. Administrative staff responsible for contract oversight. Subcontractors which may include the above staff. Subcontractors are held to the same insurance and licensing requirements outlined in the letter of interest. If awarded a contract the contractor must submit a written statement, signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract. c) Experience and resumes of the above staff. d) A brief management plan that may include the vendors understanding of the project, potential problems and any details not mentioned in this letter of interest but should be considered. e) Joint ventures are acceptable. If submitting a proposal as a joint venture, the offeror must submit a copy of the joint venture agreement which identifies the principals involved and their rights and responsibilities regarding performance and payment. f) The contractor shall immediately notify the department if they or any staff are involved in litigation or an investigation. The offeror must detail past and current litigation or investigation directly related to the services described in the letter of interest. In rare cases the contractor may need to provide testimony either in person, telephonically or in writing. g) A conflict of interest statement indicating whether the firm or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The Commissioner of the Department of Corrections reserves the right to reject personnel or cancel a contract if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the offeror. The Commissioner's determination regarding any questions of conflict of interest shall be final. Sincerely, Evan Patterson Procurement Specialist