Nestu Outpatient Svcs Ifb Rebid

North East Secure Treatment Unit
Statement of Work
Outpatient and Emergency Care Services
IFB# 6100065302
I. Objective
The Department of Human Services ("Department") is seeking a Contractor to provide
Outpatient, and Emergency Care Services, as defined in Section III.B, for the Bureau of
Juvenile Justice Services, North East Secure Treatment Unit ("NESTU"), located at 701
Sathers Drive, Pittston, Pennsylvania 18640.
DHS will award one contract for this service.
II. Contract Term
A. The selected Contractor will be issued a Contract. The term of the Contract will
commence upon issuance of the Contract to the respective selected Contractor,
("Effective Date") and will end two years after the Effective Date unless it is terminated
earlier pursuant to the terms of the Contract. At its sole option and discretion, the
Department may renew the contract for up to three additional one-year periods, upon
the same terms and conditions as set forth in the Contract.
B. At the time of each renewal the Department and the selected Contractor may negotiate
the contract unit price not to exceed a maximum of three percent (3%) increase over
the unit price in effect in the year immediately preceding each renewal term.
C. The Department shall submit a renewal letter at least 90 days prior to the Validity End
date of the Contract and request the renewal.
D. Upon award of a Contract, the Department will issue purchase orders in accordance
with the Contract on an as needed basis. No work shall begin or be reimbursed prior to
issuance of a fully executed purchase order.
E. The Selected Contractor will be reimbursed for the invoices submitted, providing such
invoices are in accordance with their respective Contract and approved by the
Commonwealth Contract Monitor, Karen Weaver. Final payment will not be made until
all services have been successfully completed.
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III. Scope of Work
A. Contractor Responsibilities:
The selected Contractor shall fulfill these responsibilities as well as any responsibilities
indicated in other subsections in this Statement of Work.
1. The selected Contractor shall schedule residents in accordance with the selected
Contractor's standard appointment scheduling policy and shall not discriminate against
residents for any reason in scheduling appropriate appointments. The selected
Contractor shall provide hospital personnel who may provide recommendation for
residents to scheduled clinic appointment and determine if an emergency room visit is
necessitated by the resident's immediate medical needs.
2. The selected Contractor shall follow NESTU internal policies and procedures which
the Contract Administrator or Contract Monitor will provide to the selected Contractor.
The selected Contractor shall provide only those services which are appropriate for the
proper medical treatment of the residents. The selected Contractor, or their designated
hospital personnel, shall advise NESTU staff of proposed treatment, and the selected
Contractor's staff will have the authority to provide the treatment. Acceptance of
prescribed treatment by designated NESTU staff will constitute acceptance by the
Commonwealth.
3. The selected Contractor, or their designated hospital personnel, shall fax a full dictated
report to the Contract Administrator or Monitor or as directed by NESTU within two
weeks after the initial and subsequent follow-up appointments. Fax numbers are listed
at the end of this statement of work.
4. The selected Contractor or their designated hospital personnel shall fax a full dictated
report within 24 hours after any test results to the Contract Administrator or Monitor
or as directed by NESTU. Fax numbers are listed at the end of this statement of work.
5. The selected Contractor shall be responsible for and shall direct the physician of a
treating department to provide a clearly handwritten, brief, summary of
recommendations on the NESTU consultation form, which the NESTU will provide at
the time of the initial and follow-up evaluations or appointments. The selected
Contractor shall return the original consultation form to the NESTU but may keep a
copy for their files. If an Electronic Medical Record is used, the selected Contractor
physician may provide a printout of all laboratory reports, x-ray reports, and doctors
notes at the time of the visit.
6. The selected Contractor shall determine and make follow-up appointment for
monitoring effects of prescribed treatment and revising treatments based on resident
response and shall provide any follow-up appointment date and time to NESTU.
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7. The selected Contractor shall aid the Contract Administrator or Contract Monitor or
specialty physician or surgeon in coordinating an appropriate discharge. The selected
Contractor shall facilitate a doctor-to-doctor phone consult to NESTU's physician or
NESTU medical staff designee, to review treatment provided to the resident prior to
the resident being released.
8. The selected Contractor shall make recommendation for ongoing treatment modalities,
devices, or both, which will subsequently be reviewed and ordered by the NESTU
Contract Administrator or Contract Monitor.
9. The selected Contractor shall obtain informed consent either directly, for any invasive
diagnostic or treatment intervention that may be performed on a resident. For residents
under age 18 or residents considered incapable of making medical decisions, the
selected Contractor, or their Department personnel, shall obtain informed consent from
next of kin, Agent under a Power of Attorney, or health care decision maker.
10. The selected Contractor shall provide phone consults with the NESTU Medical Staff
who have specific questions.
11. The selected Contractor shall provide information to the NESTU appointment
scheduler to allow for appropriate resident preparation prior to studies.
12. The selected Contractor shall provide the NESTU general or specialty physician or
surgeon with the appropriate written discharge instructions for the NESTU residents,
or staff that may be accompanying the residents upon discharge.
13. The selected Contractor shall provide a copy of medical license, Drug Enforcement
Agency No. (DEA#), Board Certification, and malpractice insurance to the NESTU
Chief Medical Officer upon request.
14. The selected Contractor shall provide a list of physicians that are credentialed in
accordance with their specific scope of practice, and are in good standing at the selected
Contractor's hospital to NESTU upon request.
15. The selected Contractor shall immediately inform NESTU of any voluntary or
involuntary loss of privilege to practice medicine.
16. Prison Rape Elimination Act: In accordance with its zero-tolerance policy, the
Department prohibits all forms of sexual abuse and sexual harassment of juvenile in its
facilities. The selected Contractor shall comply with Department policy and with the
Prison Rape Elimination Act of 2003 (PREA) and its regulation at 28 C.F.R. Part 115
Subpart D, Standards for Juvenile Facilities. Failure to meet the Department's
expectations regarding PREA training may result in consequences ranging from an
individual's inability to provide services up to and including termination of the
contract.
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17. At a minimum, the selected Contractor shall provide a copy of the Department's Zero
Tolerance for Sexual Abuse and Harassment pamphlet to all staff members, including
staff of subcontractors who have any contact with juvenile at NESTU and will provide
to the Department confirmation of each staff member's receipt and understanding of
the pamphlet to any new staff that may be hired for the duration of the contract. The
selected Contractor's staff members or subcontractors will not be permitted to provide
services until completed sign-off forms are received for those individuals who may
come in contact with juveniles at NESTU.
18. The Department may require the selected Contractor's staff, including that of
subcontractors to undergo additional Department provided training on their
responsibilities under the Department's sexual abuse and sexual harassment
prevention, detection and response policies and procedure. The Department will
determine whether additional training is required based upon the nature of contracted
services and the level of contact with juveniles at NESTU.
B. Contractor Requirements:
1. The selected Contractor shall provide Outpatient Services and Emergency Care
Services at a percentage of customary charges.
2. The selected Contractor shall comply with NESTU's standards relating to the services
performed pursuant to the purchase order and contract. At the time of award, the
Contract Administrator or Contract Monitor will provide the NESTU standards to the
selected Contractor.
3. All services provided by the selected Contractor are subject to review and approval by
the Contract Administrator or Contract Monitor.
4. The selected Contractor shall provide the following:
a. Outpatient Services - Outpatient Services include, but are not limited to, office
visits, in and out surgery, operating room, anesthesia, medications, supplies,
laboratory services, x-rays, and other diagnostic services. The selected Contractor
shall provide all outpatient services for the residents of NESTU. NESTU will
provide transportation to and from hospitals. A member of the NESTU Medical
Staff will coordinate services and will supply a referral slip which will accompany
the resident.
2. Emergency Care Services - The selected Contractor shall perform Emergency
Care Services as required by NESTU and shall provide Emergency Room Services
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to the NESTU residents referred by the NESTU Medical Staff in accordance with
the following:
a. Physicians who are Board Eligible or Board Certified in Emergency Medicine
Family Practice, Internal Medicine, General Practice, or other appropriate
specialty. The selected Contractor shall provide Physicians (and not mid-level
providers) to see residents unless special arrangements are made with the
Medical Director and Chief Medical Officer at NESTU, or they have first been
triaged by a Physician, had a treatment plan reviewed and signed off by a
Physician, or both.
b. Emergency Room Services includes, but are not limited to: Imaging
Department, Cardiology Department, Laboratory, Pathology Department,
Cardiac Rehabilitation, Anesthesia Department, Endoscopy Department, One
Day Surgery, and Radiology and Imaging Department.
c. The selected Contractor shall provide services as soon as possible for an
emergent study.
d. The selected Contractor shall require their Physicians to:
i. Provide initial comprehensive Emergency Room assessments and provide
diagnosis and treatment management, including medication
recommendations for referred conditions.
ii. Make recommendations for diagnostic studies and laboratory or tests, which
subsequently will be reviewed and ordered by the NESTU physician. The
selected Contractor shall complete the diagnostic studies and laboratory or
tests at NESTU unless NESTU is incapable of providing those services. In
special circumstances, the selected Contractor may arrange with NESTU,
to have specialized testing completed at a different location.
iii. Obtain informed consent prior to any invasive diagnostic studies the
selected Contractors Physicians may perform. For residents considered
incapable of making medical decisions, the selected Contractors Physicians
must notify next of kin, Agent under the Power of Attorney, or the health
care decision maker to obtain informed consent.
iv. Contact appropriate NESTU contact for the NESTU residents requiring
admission or Rapid Treatment Status. If admission is advised, the selected
Contractor shall notify NESTU to discuss.
v. Provide a clear and brief summary of recommendations on the facilities
outpatient referral form provided at the time of the initial evaluation and at
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subsequent follow-up emergency room visits or print out from the
Electronic Medical Record all laboratory and x-ray reports and doctors'
notes. NESTU may require, and the selected Contractor shall facilitate, a
doctor-to-doctor call to discuss findings in cases with special circumstances.
vi. Provide physician-to-physician phone consults with the NESTU Medical
Staff for residents with problems requiring emergent evaluation.
IV. Bidding Instructions:
A. Bidder Contact Person: Prospective Bidders shall designate a person who shall be
familiar with the proposed contract, who is authorized to act on the prospective Bidder's
behalf in resolving any issues relating to the proposed contract, and who will be available
to NESTU during regular business hours. The prospective Bidder's shall complete
Attachment H, Contractor Contact Information.
B. Facility Point of Contact
The contract shall be administered on behalf of Bureau of Juvenile Justice Services,
NESTU by:
Karen Weaver, Nurse Manager
(570) 271-4711
Email: kaweaver@pa.gov
Fax: 570-271-4768
C. Entering pricing on the Invitation for Bid: Quantity on the bid is an estimated yearly
dollar amount. Each selected Contractor shall invoice based on a percentage of customary
charge for this contract. For purposes of the paper submission, all bidders should bid $1.00,
plus the percentage of customary charges. Example: If you want to bid at charge plus 10%
- you will input $1.10 in the unit cost.
D. Bidders are required to submit a "Services & Billing Provided by Contractor" form that
will identify the percentage of customary charges for billing purposes.
E. This solicitation includes the following attachments in addition to this Statement of Work:
1. Attachment A Standard Terms and Conditions
2. Attachment B Addendum to Standard Terms and Conditions
3. Attachment C Business Associate Addendum
4. Attachment D General Conditions and Instructions to Bidders
5. Attachment E Worker Protection and Investment Certification Form
6. Attachment F Lobbying Certificate
7. Attachment H Contractor Contact Information
8. Attachment I Cost Submittal Form
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V. Mandatory Bid Requirements:
To be eligible for selection, the Paper Bid Submission must:
1. Include Attachment E, Workers Protection Form;
2. Include Attachment F, Lobbying Certification Form;
3. Include Cost Submittal Form; and
4. Include a Copy of Vendor's Charge-Master Sheet.
The Mandatory Bid Requirements set forth above (1-4) are the only requirements that the
Commonwealth will consider to be non-waivable. The Department may, in its sole
discretion, waive any other technical or immaterial nonconformities in an Offeror's
proposal.
VI. Contract Award:
Award will be made based on lowest responsible and responsive bidder.
VII. Billing:
Selected Contractor shall comply with direct billing of outpatient PHYSICIANS AND
NON-PHYSICIAN (ANCILLARY) services to consumers by strictly adhering to the
following terms and order of payers:
A. Outpatient Physician Services provided to consumers who are dually eligible for
Medicare Part B and Medical Assistance shall be directly billed in the following
sequential order of payers as follows:
1. Medicare
2. Supplemental Insurance (Medicare deductible/co-insurance only)
3. Medical Assistance (Medicare deductible/co-insurance only)
4. Facility - percentage of customary charge
B. Outpatient Physician Services provided to consumers who are eligible for Medicare
Part B and not eligible for Medical Assistance shall be directly billed in the following
sequential order of payers as follows:
1. Medicare
2. Supplemental Insurance (Medicare deductible/co-insurance only)
3. Facility - percentage of customary charge
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C. Outpatient Non-Physician (Ancillary) services provided to consumers who are eligible
for Medicare Part B shall be direct billed to the SMSTU.
D. Insurance: The selected Contractor shall accept full responsibility for the payment of
premiums for Workers' Compensation, Unemployment Compensation, Social
Security, and all income tax deductions required by law for its employees who are
performing services under any awarded Contract or Purchase Order. As required by
law, an independent contractor is responsible for Malpractice Insurance for health care
employees. Selected Contractor shall provide insurance Policy Number and Provider
Name, or a copy of the policy with all renewals for the entire contract period.
E. Selected Contractor agree to accept the Medicare payment plus payments received for
deductibles and co-insurance as payment in full.
VIII. Payments to Contractor:
The selected Contractor will be reimbursed only for commodities and services performed
and accepted by the Commonwealth of Pennsylvania. A service receipt will be used to
verify that work has been completed.
Failure to submit invoices in compliance with the following instructions will result in the
invoices being returned to the Contractor and will substantially delay processing of
payments. The selected Contractor shall be paid upon satisfactory delivery/completion of
work performed and submission of an invoice on the Contractor's letterhead. The invoice
should contain at minimum the information listed on the sample invoice - Supplier Sample
Invoice can be found at:
http://www.dgsweb.state.pa.us/comod/CurrentForms/SampleSupplierInvoice.doc
Payment for all compensable services pertaining to this contract will be made in accordance
with the current Commonwealth of Pennsylvania Medical Assistance Fee Schedule when
applicable codes are available for the services provided. Any service that does not have an
applicable Medical Assistance code will not be billable to the Commonwealth of
Pennsylvania. These amounts will be written off by the selected Contractor.
All services provided by the selected Contractor shall be subject to review and approval by
the Contract Administrator or Contract Monitor. This invoice will be used to verify that
work has been completed.
The selected Contractor shall send a copy of invoices submitted as follows:
NESTU
Loysville Youth Development Center
Attention: Accounting Dept
8 Opportunity Drive
Loysville, PA 17047
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IX. Prison Rape Elimination Act Requirements
In accordance with its zero-tolerance policy, the Department prohibits all forms of sexual
abuse and sexual harassment of juvenile in its facilities. The selected Contractor shall
comply with Department policy and with the Prison Rape Elimination Act of 2003
("PREA") and its regulation at 28 C.F.R. Part 115 Subpart D, Standards for Juvenile
Facilities.
At a minimum, the selected Contractor shall provide a copy of the Department's Zero
Tolerance for Sexual Abuse and Harassment pamphlet to all staff members, including staff
of subcontractors who have any contact with juveniles at the facility and shall provide to
the Department confirmation of each staff member's receipt and understanding of the
pamphlet as well as to any new staff that may be hired for the duration of the contract. The
selected Contractor staff members and subcontractors, if any, will not be permitted to
provide services until completed sign-off forms are received for those individuals who may
come in contact with juveniles at the facility.
The Department may require the selected Contractor's staff, including that of
subcontractors, to undergo additional Department provided training on their
responsibilities under the Department's sexual abuse and sexual harassment prevention,
detection, and response policies and procedure. The Department will determine whether
additional training is required based upon the nature of contracted services and the level of
contact with juveniles at the facility.
Failure to meet the Department's requirements regarding PREA training may result in
consequences ranging from an individual's inability to provide services up to and including
termination of the contract.
X. Questions and Answers
All questions regarding the IFB must be submitted via the RA-pwbidquestions@pa.gov
email address. All questions must be received during the Question-and-Answer period
starting May 4th, 2026, through May 8th, 2026, at 11:00:00 AM. Include the IFB bid
number in the subject of the email.
All questions and answers are considered an addendum to the IFB. Answers will be posted
by May 15th, 2026.
XI. Estimated Quantities
The quantities are estimated only and the Department may increase or decrease
dependent upon the needs of the Department.
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