PUBLIC NOTIFICATION DANE COUNTY REQUEST FOR PROPOSAL #5712 INMATE MEDICAL SERVICES RE: REQUEST FOR PROPOSALS (RFP) #5712 INMATE MEDICAL SERVICES

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1 JUNE BUCHANAN, CPPB Purchasing Coordinator COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd. Madison, WI / FAX 608/ TDD 608/ BONNIE HAMMERSLEY Director of Administration April 12, 2002 PUBLIC NOTIFICATION DANE COUNTY REQUEST FOR PROPOSAL #5712 INMATE MEDICAL SERVICES RE: REQUEST FOR PROPOSALS (RFP) #5712 INMATE MEDICAL SERVICES Dear Potential Respondent: Dane County is soliciting sealed proposals to RFP #5712. The county is looking for qualified vendors to provide comprehensive health and mental health services for the detained and sentenced population within Dane County Jail system (City-County Building Jail, Public Safety Building Jail, and William H. Ferris, Jr., Center work release facility; total inmate population approximately 1,100). Dane County is seeking the services of a professional firm(s) to deliver all or a portion thereof of a comprehensive inmate continuum of health care. The RFP includes specifications for medical, nursing, mental health, dental, dialysis, pharmacy, medical records, lab, x-ray, EKG and other ancillary services as well as outpatient specialty diagnostic and treatment services, both on-site and off-site. You may obtain a copy of RFP #5712 at the Dane County website: Click on Open RFPs and Bids. If you do not have access to the internet, you can call and request that a copy be mailed to you. Vendors must bid on the entire RFP. The County wants one firm to provide all the requested services; however, the vendor may subcontract certain portions of the contract. A mandatory bid conference and site tours will be held on May 9, While any firm interested in potentially submitting a proposal must attend, such participation does not obligate the vendor to submit a proposal. If you plan on attending, please complete and fax the attached registration form no later than April 23, Proposals will be due on June 17, 2002 The county reserves the right to delay, accept, modify, or reject any and all proposals, in total or in part, and may negotiate any resultant agreement to the benefit of Dane County. The contract term, if applicable, will initially be thirty seven months with the county retaining the sole discretion to extend the agreement by up to two (2) years. Sincerely, Wayne Hanson, CPPB Purchasing Agent #5712

2 VENDOR LETTER OF REGISTRATION FOR PRE-PROPOSAL MEETING DANE COUNTY RFP #5712 INMATE MEDICAL SERVICES The undersigned intends to attend the mandatory pre-proposal conference at 9:00 a.m., May 9, 2002 at the Dane County Sheriff s Office, 115 W. Doty St., Room 2002, Madison, WI Representative s Signature Date Representative s Printed Name Company Name and Legal Name for Business within Wisconsin Telephone Number and Extension Facsimile Number Address The following individuals listed below are planning to attend the mandatory bidders conference: Name Title Note: This form is mandatory if the vendor intends to or has any interest in response to this RFP and is required to obtain security clearance for individuals scheduled to attend the requisite bidder s conference (mandatory). No more than three individuals may participate for any one vendor. However, neither this letter of intent nor the company s participation in the bid conference obligate the vendor to actually submit a proposal in response to RFP #5712. Official photo identification is required to enter the facilities. FAX THIS FORM TO , ATTN: WAYNE HANSON, PURCHASING AGENT, NO LATER THAN APRIL 23, 2002 #5712

3 Request for Proposals County of Dane, Wisconsin Sheriff s Office RFP #5712 INMATE MEDICAL SERVICES Proposals must be received no later than 2:00 P.M., June 17, 2002 SPECIAL INSTRUCTIONS: 1. Place the signed Signature Affidavit as the first page of your proposal. 2. Label the lower left corner of your sealed submittal envelope as follows: RFP # 5712 Inmate Medical Services 2:00pm, June 17, Mail or Deliver to: DANE COUNTY PURCHASING DIVISION ROOM 425 CITY-COUNTY BLDG 210 MARTIN LUTHER KING JR BLVD MADISON WI For further information regarding this proposal, contact Wayne Hanson at (608) There will be a mandatory pre-proposal meeting at 9:00 a.m., May 9, Issued by Dane County Purchasing Division Department of Administration April 12, 2002 LATE AND/OR UNSIGNED PROPOSALS WILL BE REJECTED #5712

4 Dane County Vendor Registration Program All bidders wishing to receive a bid/proposal award must be a paid registered vendor with Dane County. Prior to the bid opening. You can complete a registration form online by visiting our web site at or you can obtain a Vendor Registration Form by calling Your completed Vendor Registration Form and Registration Fee must be received prior to the bid award. #5712

5 REQUEST FOR PROPOSAL FOR COMPREHENSIVE INMATE HEALTH AND MENTAL HEALTH SERVICES RFP #5712 TABLE OF CONTENTS Section Page A) Project Description ) Scope of Project ) Exclusions A. Service Exclusions B. Inmate Exclusions ) Expansion of Services ) County Assertion of Estimates B) General Requirements ) Reasonable Accommodation of Vendor ) Proposal Number and Identification ) Affirmation of RFP Contents ) Proposal Due Date ) Late Proposals ) Proposal Openings ) Contract Term/Duration A. Initial Duration B. Renewal Options/Extension ) Pricing Structure/Acquisition Method ) Bid Population for Pricing ) Proposal Expenses ) Withdrawal of Proposals ) Term of Proposal ) Alternative Proposals C) Bidder Participant Requirements ) Vendor Qualifications ) Corporate Stability and Financial Strength/Depth ) Organizational Structure of Vendor A. Organizational Charts B. Resume Information ) Experience, Client List and References A. Geographic Scope B. Client List C. References ) Litigation and Claims History and Experience ) Confidentiality ) Vendor Contact Proposal and Contract D) RFP Information, Process and Activities #5712

6 1) Proposed Schedule of RFP Activities ) Vendor Questions Regarding RFP A. Requests for Additional Information B. County Addenda ) Bidder Communication ) Pre-Proposal Conference ) Oral Presentations ) Proposal Format ) Evaluation Process A. Evaluation Committee B. Evaluation Criteria ) Best Value ) Reservation of Right to Choose Vendor ) Best and Final Offer (BAFO) ) County Right to Negotiate ) Rejection of Proposals E) Insurance Requirements ) Insurance Coverage A. Compliance with Governmental Requirements B. Evidence of Insurance C. Types of Coverage and Limits of Liability Workers Compensation Commercial or General Liability Insurance Auto Liability D. Insurance Rating E. Certificate of Insurance Review ) Professional Liability Insurance A. Indemnity B. Insurance Professional Liability Provider Professional Liability - Other Professional Liability Additional Provisions Deviation and Waivers Subcontractor Liability Coverage F) Terms and Conditions ) Applicable Law ) Living Wage Requirement ) Drug-Free Workplace ) Indemnity by the Contractor ) Restriction Against Non-Compete Provisions ) Staff Project Participation ) Termination by Contractor A. For Cause B. Without Cause ) Cooperation Upon Termination ) Termination by County for Violations by Contractor (For Cause) ) Unrestricted Right of Termination by County (Without Cause) ) Elimination, Delay or Reduction in Funding ) Billing and Payment Process ) Independent Contractor ) Assignment #5712

7 A. Assignment by Subcontract B. Limitation C. Survivorship of Benefits ) Code of Ethics ) Vendor Conduct ) Notices ) Binding Effect ) Entire Agreement ) Permits, Taxes, Licenses ) Performance Bond ) Accreditation Requirement A. Time Period to Achieve Accreditation ) Transition Implementation Plan A. Plan Components B. Nursing Shortage Response C. Incentives to Ensure Continuity of Care for Transition ) Annual Independent Contract Compliance Evaluation ) Paybacks and Credits A. Provider Hours B. Minimum Continuous Staffing ) Liquidated Damages and Penalties A. Vacancy B. Temporary Agency Personnel C. Pharmacy Inspections D. Inmate Grievances/Complaints ) Waivers (associated with Liquidated Damages/ Penalties) G) Scope of Services/Technical Requirements ) Objectives of the Contractor ) Role of the Vendor ) Specifications and Program Requirements A. Governance and Administration Responsible Health Authority a. Health Authority b. Management Approval c. Subcontract Agreements Medical Autonomy Administrative Meetings and Reports a. Staff Meetings b. Executive Meetings c. Quality Improvement d. Off-Site Contractor Meetings e. Reports f. Ownership of Data g. Audit and Inspection of Records h. Media Releases and Contact Policies and Procedures a. Development and Review b. Site Specificity c. Remain County Property Comprehensive Quality Improvement Program a. Quality Improvement Plan #5712

8 #5712 b. Plan Components c. Peer Review and Supervision Emergency Plan a. Emergency Plan b. Emergency Drills c. Emergency Kits d. Automatic External Defibrillators e. Ambulance Services f. On-Call Availability Communication on Special Needs Patients a. Open Communication b. Case Conferences Privacy of Care Notification in Emergencies Procedure in the Event of an Inmate Death a. Mortality Review Grievance Mechanism B. Managing a Safe and Healthy Environment Infection Control Program a. Program Components b. Staff Vaccinations c. Committee d. Tuberculosis Testing Environmental Health and Safety a. Biohazardous Waste Disposal Kitchen Sanitation and Food Handlers Ectoparasite Control First Aid Supplies C. Personnel and Training Credentialing a. Requirements b. Physician Qualifications c. Formal Complaints d. Proficiency Testing and Competencies Continuing Education for Qualified Health Services Personnel a. Jail Orientation b. Continuing Education Units c. CPR Certification and AED d. Training Database e. Reference Library Training for Sheriff s Deputies/Jailers Medication Administration Training Inmate Workers Job Descriptions a. Staff Signatures b. Post Orders Staffing Levels a. Staffing Plan b. Health Record Department Staffing c. Temporary Personnel

9 #5712 d. Use of Students e. Background Screening and Drug Testing f. Restriction of Access g. Compensation and Benefits h. Dress Code Orientation Training for Health Services Staff a. Health Unit Specific Orientation b. Orientation Documentation D. Health Care Services Support Pharmaceuticals a. Pharmacy Services b. Pharmacy Consultant and Inspections c. OTC Stock d. Stock Medications e. Formulary f. Pharmacy and Therapeutics Committee g. Medication Administration and Distribution-- 42 h. Disposal/Destruction of Medications i. Safety of Storage j. Sharps Management and Inventory k. Intake Medications l. Order Procedures m. Dispensing Guidelines n. Discharge Medications o. Order Automation p. Medication Delivery q. Pharmacist Availability r. Statistical Reporting Clinic Space, Equipment and Supplies a. Medical Equipment b. Handwashing Facilities c. Security Gloves Diagnostic Services a. Laboratory Services b. Phlebotomy c. EKG Services d. Radiology Services e. Other Specialty Services f. Ancillary Services Quality Improvement Hospital and Specialized Ambulatory Care a. Utilization Management b. Subcontractor Payment Timeliness c. Dialysis Services E. Inmate Care and Treatment Receiving Screening a. Contents b. Intake Emergency Needs c. Disposition d. Isolation Options e. PPD Testing f. Mental Health Presence at Intake

10 #5712 g. Translation/Interpretation Services h. Wellness Rounds i. Unit Clerk Coverage j. Transferring Inmates Information on Health Services a. Inmate Orientation to Health Services Oral Screening a. Dental Program b. Priority of Dental Treatment Health Assessment a. Health Assessment Components b. Physician Review of Laboratory Findings c. STD Testing d. Forensic Testing e. Inmate Immunizations f. Readmission Assessment Criteria g. Periodic Health Appraisal Daily Handling of Non-Emergency Medical Requests a. Segregation Access Sick Call a. Visit Environment b. Handling of Requests c. Triage Emergency Services a. Emergency Transportation b. Emergency Access Written and Verbal Clinicians Orders Patient Transport a. Scheduling b. On-Site Services c. Medication or Diet during Transport d. Documentation with Off-Site Encounters Mental Health Evaluation a. Mental Health Program b. Evaluation Priority c. Documentation Guidelines d. Crisis Intervention and Disposition e. Evaluation Components f. Intellectual Functioning Dental Treatment a. Dental Program and Priorities Assessment Protocols a. Nursing Protocol Procedures b. Clinical Pathways c. Chronic Disease Monitoring Continuity of Care a. Release Planning and Resource Manual Health Evaluation of Inmates in Segregation a. Nursing Rounds b. Mental Health Rounds F. Health Promotion and Disease Prevention

11 # Health Education and Promotion Diet Exercise Personal Hygiene Use of Tobacco Products G. Special Needs and Services Special Needs Treatment Plans a. Treatment Plan Elements Suicide Prevention a. Suicide Prevention Program and Plan b. Suicide Plan Contents c. Suicide Watch d. Utilization Statistics e. Psychological Autopsy Intoxication and Withdrawal a. Detoxification Protocol b. Pregnancy and Withdrawal Prenatal Care a. Intake Pregnancy Questioning b. Elements of Prenatal Program Inmates with Alcohol or Other Drug Problems a. Substance Abuse Services b. Community Linkage Sexual Assault a. Reported at Intake b. Reported During Incarceration c. Evidence Collection and Crisis Intervention Pregnancy Counseling a. Family Planning Counseling b. Availability of Contraceptives Orthoses, Prostheses, and Other Aids to Impairment a. Types of Devices b. Vision Screening c. Hearing Aids H. Health Records Health Record Format and Contents a. Consolidated Health Record b. Standardized Forms c. Signature File d. Establishment of a Medical Record upon Intake--67 e. Doc. Available for Off-Site Encounters Confidentiality of Health Records a. Restricted Components Sharing of Health Information a. Communication b. Restricted Access Availability and Use of Health Records Transfer of Health Records a. Security During Movement b. Exchange of Information Retention of Health Records

12 I. Medical-Legal Issues Medical Restraints and Therapeutic Seclusion a. Requirements b. Order Process c. Seclusion d. Security Restraints e. Channeling of Information Forced Psychotropic Medication Forensic Information Informed Consent Right to Refuse Treatment a. Refusal Documentation Medical Research REQUIRED FORMS AND ATTACHMENTS Conflict of Interest Stipulation Pricing Information Vendor References Benefits Summary Salary Ranges and Rates Staffing Tables Signature Affidavit STANDARD TERMS & CONDITIONS #5712

13 DANE COUNTY REQUEST FOR PROPOSAL FOR COMPREHENSIVE INMATE HEALTH AND MENTAL HEALTH SERVICES RFP #5712 A) PROJECT DESCRIPTION The Dane County Sheriff s Office, identified throughout this document as Dane County (DC), is hereby soliciting competitive sealed proposals from qualified professional firms to provide specific services described as the comprehensive health and mental health services for the inmate populations of the Dane County Jail (DCJ) system, including compliance with all terms and conditions described in this document. 1) SCOPE OF PROJECT DC is soliciting a competitive Request for Proposal (RFP) to retain the professional services of a Contractor to provide comprehensive health and mental health services to the inmate population including but not limited to management, medical services/physicians, nursing, mental health, dental, pharmacy, medical records, lab, x- ray, dialysis, on-site routine and specialty services as well as off-site outpatient specialty and diagnostic services, and medical/dental/office supplies and services in accordance with the Wisconsin State Requirements. The purpose of this total health system network is to provide quality health care including mental health services as they relate to Wisconsin laws in order to help facilitate quality preventive care and education, early identification and intervention, and treatment. 2) EXCLUSIONS A. Service Exclusions This RFP does not include services as identified immediately below; thus, the vendor is not obligated to provide these services to the inmate population of DC: Surgery for purely cosmetic or aesthetic purposes (this is not intended to exclude necessary reconstructive surgery). Treatment or surgery for gender identity disorder or sex change. Elective surgical sterilization including vasectomy or tubal ligation. Care, treatment or surgery determined to be experimental in accordance with accepted medical standards and managed care guidelines. Neonatal or newborn care (this is not intended to exclude prenatal and obstetric care). #5712 1

14 B. Inmate Exclusions The following inmates are not considered as covered under this RFP: In-home restriction, house arrest, electronic surveillance/detention. Escape status and not in the physical custody of DC. Pre-release, day programming or noncustody individuals. However, inmates within the physical custody of DC within the confines of the DCJ are included in this RFP. This includes state inmates of the Wisconsin Department of Corrections, inmates housed from other city or county jails or other state prison systems, federal detainees or inmates, or probation/parole violators returned to custody under DC. Any external reimbursement for off-site services for these individuals or for pharmaceuticals shall revert to the Sheriff s Office and DC in payment or reduction of billing. Any third party reimbursement funds received by the vendor as a result of submission for off-site inmate health care must be provided to the Sheriff s Office in payment or reduction of billing. 3) EXPANSION OF SERVICES DC reserves the right to expand services should additional funds become available during the contract term. Expansion of current services to provide enhanced programming or to meet the need of an increased population may be requested by DC, based upon the availability of supplemental or expanded funding or grants. 4) COUNTY ASSERTION OF ESTIMATES Any information contained herein is provided as an estimate of volume based on past history. This data is provided for the general information of vendors and is not guaranteed to be relied upon for future volume levels. B) GENERAL REQUIREMENTS 1) REASONABLE ACCOMMODATION OF VENDOR Any vendor with a disability or hardship must identify the issue, communicate with DC, and make a written request for reasonable accommodation. Requests for accommodation will be responded to by DC on a case by case basis, based upon the individual circumstances of each situation. DC reserves the right to reject requests for accommodation that are unreasonable. 2) PROPOSAL NUMBER AND IDENTIFICATION Mark all documents RFP #5712. Ten (10) signed copies of the proposal shall be submitted by express or overnight mail/shipping service, U.S. Postal Service, hand delivery by a company representative, or by Courier in two sealed packages clearly #5712 2

15 marked on the outside: Sealed Proposal for Dane County, Request for Proposal for Comprehensive Inmate Health and Mental Health Services, RFP #5712, and the packages shall be labeled to indicate the contents, either the Technical Proposal or Cost Proposal. The proposals shall be addressed to: DANE COUNTY PURCHASING DIV. 210 MARTIN LUTHER KING, JR., BLVD., ROOM 425 MADISON, WI ) AFFIRMATION OF RFP CONTENTS Each vendor must examine and commit to the RFP document (or relevant sections), indicating understanding and review of each page. This RFP document shall be submitted along with the Vendor s proposal and shall become part of the final contract with the successful bidder. The enclosed form, Sworn Statement of Bidder, must be completed by an authorized corporate entity and submitted with the proposal prior to the designated deadline. This form must be signed and notarized indicating review and understanding of the RFP. 4) PROPOSAL DUE DATE Proposals will be accepted no later than 2:00 p.m.(cdt), June 17, Proposals received after this time will not be accepted. 5) LATE PROPOSALS Any proposals received after the above stated date and time will not be accepted under any circumstances. It is the responsibility of the vendor to ensure the timely delivery of their proposal for receipt on or before the deadline. Late proposals will be rejected and returned to the vendor or origin, unopened by DC. 6) PROPOSAL OPENING Proposals will be opened at a time and place convenient to DC. 7) CONTRACT TERM/DURATION A. Initial Duration - The period of performance contracted will be for three (3) initial years. DC may adjust the length of the agreement by approximately three (3) months to coincide with DC s fiscal year, the calendar year. B. Renewal Options/Extension There will be two (2), one year renewal options, resulting in a total contract potential term of five (5) years. #5712 3

16 8) PRICING STRUCTURE/ACQUISITION METHOD The cost proposal is to be submitted separately from the scope of services/technical proposal on the Pricing Information sheet contained within this RFP #5712. The price is to be stated in terms of an inmate per diem or capitation rate for each year of the contract with the first contract period being defined as only one (1) month, December 1, 2002 through December 31, The background detail regarding how the per diem was arrived at must be included as well, with a breakdown including salaries and benefits, fees and malpractice, subcontractors, inpatient hospitalization, outpatient and ancillary services (on-site and off-site), pharmacy (including OTC products), medical/dental supplies, other expenses, overhead expressed both as a percentage of the total contract amount and as dollars, and profit, also expressed as a percentage and as dollars. The contract shall be a rate contract but may also include a maximum obligation for DC should that be negotiated. The inflationary factor for each of the initial contract years (three (3)), must be identified. The escalator for outlying years, potential Year Four (4) and Year Five (5), are not required at this time but will be negotiated in advance of the contract renewal. 9) BID POPULATION FOR PRICING The population identified by DC to be bid upon by each vendor submitting a proposal is 1,100 inmates combined among the Dane County Jail (DCJ) system. 10) PROPOSAL EXPENSES The company submitting a proposal shall bear the expense of the preparation of the proposal in response to this RFP #5712. DC is not responsible for any costs associated with the vendor s development of the response proposal. 11) WITHDRAWAL OF PROPOSALS Any proposal may be withdrawn up until the date and time set for the deadline for the proposals, 2:00 p.m., June 17, Any proposals not so withdrawn shall constitute an irrevocable offer for a period of one year or until one of the proposals has been duly accepted and Dane County executes a contract, whichever occurs first. Evaluation of proposals is scheduled to be completed by late July, 2002, with the Notice of Intent to Award issued by DC. However, no guarantee or representation is made herein as to the time between the proposal opening and subsequent contract action. 12) TERM OF PROPOSAL Short of officially withdrawing the proposal from consideration, any proposal submitted to DC for consideration will constitute an irrevocable offer for a period of not less than six months or until such time that another vendor has been selected and a contract executed by Dane County, whichever occurs first. The Contractor must guarantee the #5712 4

17 technical requirements and pricing as good and in effect for not less than a six-month period after the date of original submission of the bid. 13) ALTERNATIVE PROPOSALS DC may entertain alternative proposals submitted by any or all vendors but the primary response must correspond directly to the immediate requirements of the RFP (or that specific section of the RFP if only a particular service is being bid). Such alternatives may include, for example, catastrophic limits, aggregate cap, modified staffing, etc. C) BIDDER PARTICIPANT REQUIREMENTS 1) VENDOR QUALIFICATIONS For any vendor to qualify to submit a proposal in response to this RFP #5712, the company must be able to demonstrate that it has been in existence, in its current form and with the same name (if not, then provide acquisition information with details such as date, prior organizational name, etc.), for a period of five consecutive years. The company must also have current correctional business as well as the five years total of correctional experience. An understanding of the environment and expectations is the goal of this component. If a company has experience with jail facilities or prison reception centers, particularly of a similar size and composition, this should be noted. If the vendor has correctional experience of at least three years but less than the five-year minimum requirement, that company may request a waiver of the total years of experience component. However, this may result in a loss of points during the evaluation process. 2) CORPORATE STABILITY AND FINANCIAL STRENGTH/DEPTH DC will evaluate proposals on the basis of the vendor s financial stability and the vendor s capacity to undertake and sufficiently support the project. Each proposal must include a copy of the most recent independent financial audit and accompanying financial statements of the vendor to establish sound financial condition and sufficient backing for depth of support to a contract of this size and complexity with multiple locations. If financial issues exist for the corporation, whether publicly traded or privately held, they must be clearly identified and a plan of corrective action submitted as well to demonstrate appropriate initiatives to address the financial concerns. An unsatisfactory ranking with regard to financial issues may be grounds for DC to reject the proposal and eliminate it from further consideration. 3) ORGANIZATIONAL STRUCTURE OF VENDOR The company is required to provide an overview of the firm s size, corporate staffing organizational structure and format, including a detailed explanation of services presently provided by the firm and related core competencies. The Vendor must also #5712 5

18 indicate the specific firm strengths that are most compatible with Dane County s RFP #5712, objectives of the Contractor. A. Organizational Charts - A table of organization/organizational chart must be submitted in the proposal to include the corporate hierarchy to the level of owner/board of directors, although names for board members are not necessary. Both position titles and names of each incumbent must be included with the reporting structure clearly identified. The tables of organization should relate to the lowest level being the on-site format for reporting and lines of command. This may require the submission of multiple organizational charts. B. Resume Information - Each company must provide resume information on all senior management staff within the corporation, minimally including the President and Chief Executive Officer, Chief Operating Officer, Chief Financial Officer and Chief Medical Officer or Medical Director, including information relating to their role with the firm, education, number of years with the company, related work experience, professional association memberships and all state licenses and registrations held by such personnel. Additionally the proposal must contain the resumes of the key on-site management team potentially identified for the contract including the Medical Director, Health Service Administrator, and Director of Nursing. 4) EXPERIENCE, CLIENT LIST AND REFERENCES A. Geographic Scope The vendor must identify the geographic scope of the firm, whether local, within Wisconsin, regional, national or international. If the company is not local, it must identify the location of the closest office designated to provide project support, supervision and oversight. Vendor must provide details regarding off-site (from DCJ) resources dedicated to this contract and indicate percentage of time committed exclusively to this project. B. Client List - Each responder must submit a detailed list of all projects and clients for the last five years. The client list must include both current and former contracts and include appropriate contact person names and title, agency (city, county, state, federal, etc.), location with address and telephone number as well as facsimile number and e- mail address (if in existence). Each contract must be identified as current or former and if a prior contract, why the contract was lost, when and to whom. Locations must be included where services were provided even if no executed agreement was ever reached. C. References - Each submission must include a list of five client references identified by the company with the information listed immediately above. A form is included within this RFP for this specific purpose and must be submitted with the proposal. This information must be provided or the submission may be disqualified. 5) LITIGATION AND CLAIMS HISTORY AND EXPERIENCE Each company must submit a listing of all legal claims closed and pending relating to inmate health services, problems or disputes over the firm s performance on contracts or projects held during the last five (5) years, specifying the jurisdiction of the case, i.e. #5712 6

19 state tort, malpractice, civil rights individual versus class action, etc. Cases should be separated by type of litigation, i.e. state tort malpractice, federal civil rights violation cases (identified as individual or class action), or related to contract terms, termination, breech or failure to perform. Firms must provide information on any legal settlements within this period as well with the dollar amount listed and terms of the agreement described. The same must be provided for all other firms included as subcontractors to the prime vendor. 6) CONFIDENTIALITY All completed and submitted proposals become the property of Dane County. DC may use the proposal for any purpose it deems appropriate. Prior to DC approval, the proposal/application material is considered as draft and is not subject to the Wisconsin Open Records law. After approval by DC, the proposal material becomes part of the contract between the vendor and Dane County. Upon signing of a contract, proposals and contracts are subject to the State of Wisconsin Open Records law. If any information is to be considered proprietary, the Vendor must place it in a separate envelope and mark it Proprietary Information. Dane County retains the final authority as to the extent of material that is considered proprietary or confidential. 7) VENDOR CONTACT PROPOSAL AND CONTRACT Each company must designate one central contact person for the duration of the proposal process and additionally for the start-up transition and term of the contract. It is expected that the central contact person will remain intact throughout the proposal and evaluation process including contract negotiation and then overlap with the contact identified for implementation and operation of the contract. DC must approve any substitution of this individual during the duration of this contract. The replacement must have credentials similar to the person s/he is replacing and DC will be the sole judge of the adequacy of the replacement. The central contract person identified for the implementation and ongoing operation should be the Health Service Administrator. This person is expected to be the overall on-site program manager, who will be responsible for overseeing all aspects of health services, reports, presentations, etc., and all work performed under this contract. The contact person identified by the company must be available via pager and/or cellular phone during regular business hours with the exception of benefit time during which a designee will be named responsible. At the initiation of the contract, the contact person/health Service Administrator must be available around the clock by pager or cell phone on an ongoing basis. #5712 7

20 D) RFP INFORMATION, PROCESS AND ACTIVITIES 1) PROPOSED SCHEDULE OF RFP ACTIVITIES Proposal due date and contract start date are firm. Other dates may vary. Date April 12 April 23 May 9- AM May 9- PM May 20 May 28 June 17 June 17 July 26 July 11 July 26 August -September Sept. Nov. December 1, 2002 Activity RFP Released Conference Registration Forms Due Mandatory Bidders Conference Mandatory Site Tours Return of Written Questions re: RFP Response to Questions Distributed Proposals Due Evaluation Period Oral Presentations (if applicable) Notice of Intent to Award Contract Contract Negotiations/Execute Contract Transition Implementation/Start-Up Contract Start Date 2) VENDOR QUESTIONS REGARDING RFP Should clarification of the RFP or additional information be requested, such requests shall be made in writing by fax or to: Wayne Hanson, Purchasing Agent Dane County Purchasing 210 Martin Luther King Jr. Blvd., Rm 425 Madison, WI Fax (608) A. Requests for Additional Information - Written requests for information and questions may be submitted in advance of the mandatory bid conference, at the conference or subsequent to it until no later than 3:00 p.m. central time on Friday, May 20, 2002 Questions received prior to the bid conference may be addressed at the conference or may be responded to in writing prior to the conference. At its discretion, #5712 8

21 DC may answer inquiries by means of a written response by fax or mail or by . All questions received will be printed with the respective answers generated by DC. Questions and answers will be distributed to all companies that attend the pre-proposal Conference. B. County Addenda - If any addenda are issued to this Request for Proposal, DC will attempt to notify all known vendors who indicated an intent to bid by attending the pre-proposal meeting. However, it shall be the responsibility of each vendor, prior to submitting the proposal, to contact DC to determine if addenda were issued and to make such addenda a part of the RFP response. 3) BIDDER COMMUNICATION Bidders are prohibited from communicating directly with any employee of Dane County, or employees of subcontractors or vendors of DC, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP. DC shall not be responsible for verbal information given by any DC employee or other person other than duly authorized DC Staff. The issuance of a written response to questions and/or a written summary of the pre-proposal conference, if applicable, are the only official methods whereby interpretation, clarification or additional information will be communicated and authorized. 4) PRE-PROPOSAL CONFERENCE The conference will be conducted by DC at the Public Safety Building, 115 W. Doty St., Room 2002, Madison, WI 53703, and provides an opportunity for all interested companies to ask questions, receive clarification and additional documentation providing statistical information, and to tour the facilities. Participation in the conference is mandatory for any vendor intending to submit a proposal in response to RFP #5712. The site tours are also mandatory to avoid the situation of a proposal being submitted without the vendor having seen the facilities. Any company planning to attend the conference and site tours must submit the Letter of Registration to include the names and titles of any representative(s) potentially participating. For the conference and tours, each participant must have a valid driver s license or other officially-issued photo identification. At least one representative from the company electing to consider bidding and not more than three individuals may participate for a single vendor. Any additional participants must receive the advance approval of DC. While the conference and site tours are mandatory, it is not mandatory that the same company representatives participate in both activities. Delegation of each task assignment is at the discretion of the vendor; however, at least one company representative must represent the vendor at each activity. The conference is tentatively scheduled for 9:00 am, May 9, 2002 with the morning devoted to this activity and the afternoon dedicated to touring the Dane County Jail facilities. #5712 9