INMATE MEDICAL CONTRACT MONITOR

Agency:	County of Clark
State:	Washington
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Oct 11, 2023
Due:	Nov 15, 2023
Solicitation No:	RFP Number: 873
Publication URL:	To access bid details, please log in.

RFP Number: 873

It is the responsibility of the proposer to monitor this site prior to proposal submission, in case additional information, which may be pertinent to the proposal is provided.

Release Date: Wednesday, October 11, 2023
Closing Date: Wednesday, November 15, 2023

Pre-Bid Conference:

A MANDATORY PRE-SUBMITTAL MEETING will be held Thursday, October 19, 2023 at 10:00 am Pacific Daylight Time, via Zoom. Proposers wishing to attend shall email CntyJailServicesAdmin@clark.wa.gov to request the meeting invitation. Emails received after 4:00 pm Pacific Daylight Time on Wednesday, October 18, 2023 are not guaranteed a response. You must attend this Mandatory meeting for your proposal to be accepted.

Attachments:

Attachment Preview

REQUEST for PROPOSAL #873

PROFESSIONAL, TECHNICAL AND EXPERT SERVICES

Clark County Washington

RELEASE DATE: WEDNESDAY, OCTOBER 11, 2023

DUE DATE: WEDNESDAY, NOVEMBER 15, 2023 by 1:30 pm

Request for Proposal for:

INMATE MEDICAL CONTRACT MONITOR

SUBMIT:

One (1) Original

Five (5) Complete Copies

One (1) Electronic Copy

of the Proposal to:

Shipping Method of your Choice or Hand Delivery

Clark County

ATTN: Office of Purchasing

1300 Franklin Street, 6th Floor, Suite 650

Vancouver WA 98660

564-397-2323

United States Postal Service

Clark County

ATTN: Office of Purchasing

PO Box 5000

Vancouver WA 98666-5000

564-397-2323

Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays.

No electronic submissions.

**Proposals must be delivered to the Purchasing office – No Exceptions

**Proposals must be date and time stamped by Purchasing staff by 1:30 pm on due date.

**Proposal shall be sealed and clearly marked on the package cover with RFP #, Title & Company Name

Refer Questions to Project Manager:

Kimberly Beltran

Commander / Jail Services

Kimberly.Beltran@clark.wa.gov

General Terms and Conditions

ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and

administrative requirements established by Washington Administrative Code (WAC), the

Revised Code of the State of Washington (RCW), and any subsequent amendments or

modifications, as applicable to providers licensed in the State of Washington.

ALL proposals submitted become the property of Clark County. It is understood and agreed

that the prospective Proposer claims no proprietary rights to the ideas and written materials

contained in or attached to the proposal submitted. Clark County has the right to reject or

accept proprietary information.

AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi-

duals outside the proposers own organization in preparing the proposal. No contingent

fees for such assistance will be allowed to be paid under any contract resulting from this

RFP.

https://clark.wa.gov/sites/default/files/dept/files/general-

services/Purchasing/ERP%20Policy.pdf

INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that,

in connection with this proposal, the prices and/or cost data have been arrived at

independently, without consultation, communication, or agreement for the purpose of

restricting competition. This does not preclude or impede the formation of a consortium

of companies and/or agencies for purposes of engaging in jointly sponsored proposals.

INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington

State statute RCW 39.34. Therefore, the proposer may, at the proposers option, extend

identical prices and services to other public agencies wishing to participate in this RFP.

Each public agency wishing to utilize this RFP will issue a purchase order (or contract)

binding only their agency. Each contract is between the proposer and the individual agency

with no liability to Clark County.

CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an

award if the contractual agreement has not been entered into by both parties or if new state

regulations or policy make it necessary to change the program purpose or content,

discontinue such programs, or impose funding reductions. In those cases where

negotiation of contract activities are necessary, Clark County reserves the right to limit the

period of negotiation to sixty (60) days after which time funds may be unencumbered.

LIMITATION - This RFP does not commit Clark County to award a contract, to pay any

costs incurred in the preparation of a response to this RFP, or to procure or contract for

services or supplies.

LATE PROPOSALS - A proposal received after the date and time indicated above will not

be accepted. No exceptions will be made.

CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws

governing the confidentiality of information.

CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing

or denying any interest, financial or otherwise, that any employee or official of Clark County

or the appropriate Advisory Board may have in the proposing agency or proposed project.

CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a

proposal must certify that each company or agency of the consortium can meet the

requirements set forth in the RFP.

COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County

and the prospective contractor have executed a contractual agreement. The contractual

agreement consists of the following parts: (a) the basic provisions and general terms and

conditions, (b) the special terms and conditions, (c) the project description and goals

(Statement of Work), and (d) the budget and payment terms. Clark County is not

responsible for any costs incurred prior to the effective date of the contract. Clark County

reserves the right to make an award without further negotiation of the proposal submitted.

Therefore, the proposal should be submitted in final form from a budgetary, technical, and

programmatic standpoint.

DISPUTES - Clark County encourages the use of informal resolution to address complaints

or disputes arising over any actions in implementing the provisions of this RFP. Written

complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver,

Washington 98666-5000.

DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the

policy of Clark County to require equal opportunity in employment and services subject

to eligibility standards that may be required for a specific program. Clark County is an

equal opportunity employer and is committed to providing equal opportunity in

employment and in access to the provision of all county services. Clark County's Equal

Employment

Opportunity

Plan

available

http://www.clark.wa.gov/hr/documents.html. This commitment applies regardless of

race, color, religion, creed, sex, marital status, national origin, disability, age, veteran

status, on-the-job injury, or sexual orientation. Employment decisions are made without

consideration of these or any other factors that are prohibited by law. In compliance with

department of Labor Regulations implementing Section 504 of the rehabilitation Act of

1973, as amended, no qualified handicapped individual shall be discriminated against

in admission or access to any program or activity. The prospective contractor must agree

to provide equal opportunity in the administration of the contract, and its subcontracts or

other agreements.

ENVIRONMENTALLY RESPONSIBLE PURCHASING PROGRAM - Clark County has

implemented an Environmentally Responsible Purchasing Policy with a goal to reduce

negative impacts on human health and the environment. Negative environmental

impacts include, but are not limited to, greenhouse gases, air pollution emissions, water

contamination, waste from the manufacturing process and waste in packaging. This

policy also seeks to increase: 1) water and energy efficiency; 2) renewable energy

sources; 3) use of products with recycled content; 4) product durability; 5) use of

products that can be recycled, reused, or composted at the end of its life cycle. Product

criteria have been established on the Green Purchasing List

ORAL PRESENTATIONS - An oral presentation may be required of those prospective

contractors whose proposals are under consideration. Prospective contractors may be

informed that an oral presentation is desired and will be notified of the date, time and

location the oral presentation is to be conducted.

OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for

the following purposes will be conducted at the discretion of Clark County: Fund

accountability; Contract compliance; and Program performance.

PRICE WARRANT - The proposer shall warrant that the costs quoted for services in

response to the RFP are not in excess of those which would be charged any other individual

or entity for the same services performed by the prospective contractor, in a similar

socioeconomic, geographical region.

PROTESTS - Must be submitted to the Purchasing Department.

PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and

public offices, sometimes without advance notice. The successful Proposer’s employees

and agents shall carry sufficient identification to show by whom they are employed and

display it upon request to security personnel. County project managers have discretion

to require the successful Proposer’s employees and agents to be escorted to and from

any public office, facility or work site if national or local security appears to require it.

ACCEPTANCE or REJECTION OF PROPOSALS - Clark County reserves the right to

accept or reject any or all proposals received as a result of this RFP, to negotiate with any

or all prospective contractors on modifications to proposals, to waive formalities, to

postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of

Clark County to do so.

SUBCONTRACTING - No activities or services included as a part of this proposal may

be subcontracted to another organization, firm, or individual without the approval of

Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is

understood that the contractor is held responsible for the satisfactory accomplishment

of the service or activities included in a subcontract.

VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of

any contract as a result of this RFP.

WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W.

Title 51- with minimum coverage limits of $500,000 for each accident, or provide

evidence that State law does not require such coverage.

FOR ALTERNATIVE FORMATS

Clark County ADA Office: V: 564-397-2322

ADA@clark.wa.gov

Request for Proposals

Table of Contents

PART I

PART II

PROPOSAL REQUIREMENTS

Section IA: General Information

1. Introduction

2. Background

3. Scope of Project

4. Project Funding

5. Timeline for Selection

6. Employment Verification

Section IB: Work Requirements

1. Required Services

2. County Performed Work

3. Deliverables and Schedule

4. Place of Performance

5. Period of Performance

6. Prevailing Wage

7. Debarred / Suspended

8. Americans with Disabilities Act (ADA) Information

9. Public Disclosure

10. Insurance/Bond

11. Plan Holders List

PROPOSAL PREPARATION AND SUBMITTAL

Section IIA: Pre-Submittal Meeting/Clarification

1. Pre-Submittal Meeting

2. Proposal Clarification

PART III

Section IIB: Proposal Submission

1. Proposals Due

2. Proposal

Section IIC: Proposal Content

1. Cover Sheet

2. Project Team

3. Management Approach

4. Respondent’s Capabilities

5. Project Approach and Understanding

6. Proposed Cost

7. Employment Verification

PROPOSAL EVALUATION & CONTRACT AWARD

Section IIIA: Proposal Review and Selection

1. Evaluation and Selection

2. Evaluation Criteria Scoring

Section IIIB: Contract Award

1. Consultant Selection

2. Contract Development

3. Award Review

4. Orientation/Kick-off Meeting

ATTACHMENTS

A: Proposal Cover Sheet

B: Letter of Interest

C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form

D. Jail Clearance Form (for CJIS)

E. Well Path, LLC Contract

Request for Proposal #873

Inmate Medical Contract Monitor

Part I

Proposal Requirements

Section IA

1. Introduction

General Information

Clark County Washington is one of the fastest growing counties in the State of Washington

and sits just north of the Portland, Oregon. Clark County is a very diverse county with a

population of about 530,000 people. The Clark County Jail is the main correctional institution

in Clark County and has a daily jail population averaging between 410 to 450 inmates. Due to

Covid and limited staffing, the Jail Work Center was closed, and Jail operations were focused

on the inmates in the main jail and juvenile facilities.

As a jail facility, we are required to provide medical and mental health services for inmates. In

March 2023, the jail medical/mental health contract was awarded to Well Path, LLC, and as a

part of that contract a Medical Contract Monitor is required.

The purpose of this RFP is to find a suitable vendor with sufficient medical knowledge, skills,

and abilities to evaluate whether contract requirements are being met.

If your company contact details are not on the Plan Holder List at

https://clark.wa.gov/internal-services/request-proposal-1

Attachment B, Letter of Interest must be submitted to participate in this RFP.

Proposers shall respond to all sections to be considered.

Clark County has made this Request for Proposal subject to Washington State statute RCW

39.34. Therefore, the proposer may, at the proposers’ option, extend identical prices and

services to other public agencies wishing to participate in this RFP. Each public agency wishing

to utilize this proposal will issue a purchase order (or contract) binding only their agency. Each

contract is between the proposer and the individual agency with no liability to Clark County.

2. Background

Medical and mental health services are provided to the inmates of Clark County by Well Path,

LLC and these services are provided at three locations: the juvenile justice center, the main jail

and the jail work center. These locations hold an average yearly population of approximately

500 adult inmates and an additional 25 juvenile inmates. The medical contract was negotiated

and signed in March 2023, and it requires a third-party Medical Contract Monitor be established.

As medical services are provided and managed by Well Path, LLC a medical provider and the

Department of Jail Services is staffed by people with corrections training and background, it is

prudent to engage an independent consultant to facilitate checks and balances of contractual

agreements from a medical perspective.

Fulfilling the Medical Contract Monitor position demonstrates the commitment to providing safe,

high quality health care and to continually work to improve that care.

3. Scope of Project

The selected Medical Contract Monitor will review the medical contract between Well Path, LLC

& Clark County Jail Services to ensure that the full benefits and value of the contracted medical,

mental health, dental, and prescription services are provided consistent with and mirroring of

community care standards. Uniform reviews are required, data points should be accurately and

readily measured for comparison over time, reports of findings will be sent to Jail Services and

Well Path, LLC on an agreed upon time schedule.

Any discrepancies or inconsistencies in services will be identified and with this knowledge, the

Department and Well Path, LLC will identify, develop, and adopt a process for improvement,

Request for Proposal #873

Inmate Medical Contract Monitor

assess assignment or reassignment of staff responsibly and record a target date for

improvement completion.

Veracity of the Electronic Health Records (EHR)is important to confirm and for that reason the

Contract Monitor will randomly sample EHR records for patient verified data; this will specifically

include at minimum 30 records per month, with at least two belonging to patients at Juvenile.

4. Project Funding

Clark County Department of Jail Services has provided funding in their contract with Well Path,

LLC for the costs to provide this service. All invoices for these services will be submitted directly

to Well Path, LLC as they are responsible to pay for the Medical Contract Monitor services.

Invoice submission requirements, terms and conditions will be discussed with the selected

proposer.

The submitted proposal shall include the Proposers true estimated cost to perform the work

irrespective of the budgeted funds for this work.

Allocated funds for this RFP and resulting contract will be established based on the funds

requested in the selected proposal. However, it is anticipated that the contract should not

exceed $85,000 annually.

Title VI Statements

Clark County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d‐4) and the Regulations, hereby notifies all bidders that

it will affirmatively ensure that any contract entered into pursuant to this advertisement,

disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in

response to this invitation and will not be discriminated against on the grounds of race, color, or

national origin in consideration for an award.

El Condado de Clark, de acuerdo con las disposiciones del Título VI de la Ley de Derechos

Civiles de 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d a 2000d‐4) y el Reglamento, por la presente

notifica a todos los postores que se asegurará afirmativamente de que cualquier contrato

celebrado de conformidad con este anuncio, las empresas comerciales desfavorecidas tendrán

la oportunidad plena y justa de presentar ofertas en respuesta a esta invitación y no serán

discriminadas por motivos de raza, color u origen nacional en consideración a un laudo.

5. Timeline for

Selection

The following dates are the intended timeline:

Pre-submittal Meeting

Deadline for Questions and Answers

Final date for Addendum, if needed

Proposals Dues

Proposal Review/Evaluation Period

Selection Committee Recommendation

Contract Negotiation/Execution

Contract Intended to Begin

October 19, 2023

October 30, 2023

November 3, 2023

November 15, 2023

November 16 - 28, 2023

November 29, 2023

November 30 – December 4, 2023

December 18, 2023

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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INMATE MEDICAL CONTRACT MONITOR

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See also