Physician Services for Inmates
This requirement is for: The Correctional Service of Canada, Fraser Valley Institution, Pacific Region
Trade agreement: This procurement is not subject to any trade agreement.
Tendering procedures: All interested suppliers may submit a bid.
Competitive Procurement Strategy: compliant bid with the highest technical score.
Set-aside under the Procurement Strategy for Indigenous Business: This procurement is not subject to any set-asides for Indigenous Suppliers.
Comprehensive Land Claim Agreement: This procurement is not subject to a Comprehensive Land Claims Agreement.
Security Requirements: This contract includes security requirements.
Nature of Requirements:
The following is a summary of the statement of work for this requirement.
The Correctional Service Canada has a requirement to provide integrated patient centred medical services to patients in collaboration with the Institution's inter-disciplinary health care team that includes, but is not limited to: nurses (nurse practitioners, registered nurses, registered psychiatric nurses, licensed practical nurses, registered practical nurses), primary care physicians, social workers, dentists, denturists, infectious disease physician specialist, pharmacists, pharmacy technicians, psychologists, psychiatrists, behavioural science technicians, mental health providers, psychoeducators, personal support workers, client care attendants, optometrist, physiotherapists, x-ray technologists, foot care specialists, occupational therapists, administrative personnel and other healthcare professionals.
1. Performance standards:
1.1 The Contractor (PCP) must provide care based on clinical independence and professional judgment that is not unduly influenced by correctional considerations.
1.2 Consistent with the Person Health Care Home model (PHCH) adopted by CSC Health Services, the PCP must provide care that is integrated as demonstrated by a documented Interdisciplinary Integrated Care Plan (ICP) that includes input from the patient.
1.3 The Contractor (PCP), must provide primary mental health care. This includes collaborating with mental health professionals including prescribing psychotropic medications and as required, initiating or continuing the prescription of psychotropic medications recommended by psychiatrists, or both.
1.4 The Contractor (PCP), must provide opioid agonist treatment (OAT) including the required follow-up.
1.5 The Contractor (PCP) must provide care that is timely (to prevent waiting lists, for example, for opioid agonist treatment, mental health care) and in collaboration with the interdisciplinary care team.
1.6 The Contractor (PCP), must provide urgent health services. including referral to the appropriate community hospital for emergency medical services when required. CSC Health Services consider any condition that is likely to deteriorate to an emergency or affect the patient’s ability to carry out their activities of daily living to be urgent.
1.7 The Contractor (PCP) must assume responsibility for integrating all aspects of care including care provided outside of CSC, by consultant and specialists for those patients under their direct care.
1.8 The Contractor (PCP) must visit patients in designated areas of the institution (including, but not limited to the Structured Intervention Unit (SIU), Health Care Unit, Living unit for older persons, Intake and Assessment Unit, in a cell, Intermediate Mental Health Care Unit, Regional Treatment Centre, CSC Regional Hospital, as requested by the Project Authority or delegate.
1.9 The Contractor (PCP) must be willing to visit hospitalized patients admitted to community hospitals when required, as authorized by the Project Authority.
1.10 Collaboration with patients is essential to providing good medical care. The Contractor (PCP) must work with the patient in order to understand the patient’s health care needs, to formulate a treatment plan that is optimal for the patient, to ensure that the patient remains informed about their care, and to address patient questions and concerns.
1.11 The Contractor (PCP) must ensure continuity of care between the treatment team and other health care professionals at transition points. At the request of the Project Authority, the Primary Care Physician must contribute to the preparation of transfer summaries and discharge planning as well as discharge summaries at transition points (medical consultation, release from CSC Regional Hospital, or transfer to another institution or both, release into the community).
1.12 The Contractor (PCP) must engage in and support CSC’s harm reduction initiatives (such as Prison Needle Exchange Program - PNEP and Overdose Prevention Services -OPS). This is consistent with the endorsement of the Canadian Medical Association to fully support harm reduction strategies to address the adverse outcomes associated with the use of both legal and illegal drugs and recognizes that it is a clinically mandated and ethical method of care.
1.13 The Contractor (PCP) must work respectfully and collaboratively with other members of the health care team to maximize the quality of patient care. This includes working collaboratively with nurse practitioners.
1.14 Although nursing and other professional disciplines are available as needed, generally the Contractor (PCP) must see the patient alone, with the appropriate security provided.
1.15 The Contractor (PCP) must assume the role of Most Responsible Provider, (MRP) as required. CSC reserves the right to ask Nurse Practitioners to also assume the role of MRP.
1.16 Recognizing the high lifetime prevalence of trauma among incarcerated persons, the Contractor (PCP) must provide trauma informed care in ways that recognize needs for physical and emotional safety, as well as choice and control in decisions affecting the patient’s treatment.
1.17 Along with recognizing the gender, cultural, religious and linguistic differences of patients, the Contractor (PCP) must particularly take into consideration the historical context of the lives of Canada’s Indigenous peoples and be sensitive to the impacts of intergenerational trauma and the physical, mental, emotional, and social harms experienced by Indigenous people.
1.18 The Contractor (PCP) must provide all services respecting federal and provincial legislation and standards, Provincial and Canadian health care guidelines (including, but not limited to the latest version of the Canadian Research Institute in Substance Misuse (CRISM), National Guideline for the Clinical Management of Opioid Use Disorder; general provincial professional practice standards for physicians), and CSC Policies and Guidelines related to the provision of mental health, physical health, and public health (for example: CSC Guidance on Opioid Use Disorder; Palliative and End of life Guidance; CSC’s National Drug Formulary; Commissioner’s Directives – CDs).
1.19 The Contractor (PCP) must provide care as recommended by CSC’s National Health Professional Advisory Committee (NHPAC) and Medical and Dental Practitioner By-Laws and rules and regulations governing Physicians, Dentists and Nurse Practitioners who provide Medical Care to Patients.
1.20 The relevant legislation and CSC Policy and Guidelines on medical care are available on CSC’s intranet website referred to as “the HUB” and the Commissioner’s Directives are available on CSC’s website at www.CSC-SCC.GC.ca. The Contractor (PCP) may request hard copies of relevant policies, guidelines and standards from the Project Authority. The Project Authority will forward all new relevant policies and guidelines to the Contractor via the Contractor's (PCP’s) CSC email account.
2.0 Health records and Documentation Health Care Records:
2.1 In addition to the above noted policies, guidelines and standards, the Contractor (PCP) must document all patients encounters in the Electronic Medical/Health Record (EMR/EHR), including: all progress notes, all assessments, treatment and consultations, in compliance with relevant legislation, professional standards of practice, CSC's Documentation for Health Services Professionals guidelines and the Contractor’s (PCP’s) Provincial Regulatory College. The Contractor (PCP) must ensure that documentation is respectful of patients, sufficient to communicate to other health care professionals the status of the patient (including special circumstances and requirements) and outlines the next steps in treatment and follow-up.
2.2 The Contractor (PCP) must, in collaboration with the patient and the interdisciplinary team, lead or contribute to the Interdisciplinary Integrated Care Plan (ICP) that includes documented input from the patient. This is a requirement for all patients for whom the Contractor (PCP) has responsibility.
2.3 As a quality improvement measure and as part of the Annual Medical Practitioner Quality Improvement Review, the Regional Primary Care Physician Lead will review the Contractor's (PCP’s) documentation for quality, consistency and completeness with input from the Project Authority and, as needed, input from the Regional Psychiatrist Lead.
2.4 The Project Authority will provide a Government of Canada (GC) email address to the Contractor (PCP). The Contractor (PCP) must comply with Identification Protocol Responsibilities specified in the contract. The Contractor (PCP) must monitor this GC email address on an ongoing basis and read email correspondence. The Contractor must communicate all matters that relate to patients using this secure email address only.
3. Tasks:
3.1 Patient care:
a) The Contractor (PCP) must provide integrated, trauma informed, culturally appropriate Primary Care health services to patients, as requested by the Project Authority, consistent with the Performance standards outlined in this statement of work and changes to policy, guidelines and performance standards the Health Services Executive Team (HSET) approves during the contract period.
b) The Contractor (PCP) may independently request to assess an inmate in any condition of confinement.
c) The Contractor (PCP) must collaborate with the Project Authority, the Health Services Team and Correctional Staff to promote interdisciplinary teamwork and ensure safe, effective and efficient operation of clinics to attain quality standards and goals as agreed to at the National Health Professional Advisory Committee (NHPAC) and approved by the Health Services Executive Team (HSET)
3.2 Medical supplies and equipment:
a) The Contractor (PCP) must consult with the Project Authority or delegate regarding requirements for medical supplies and equipment. The Contractor must submit any requests for equipment and supplies for the Project Authority’s approval.
b) The Project Authority will provide an encrypted laptop to the Contractor (PCP) for documentation in CSC’s Electronic Health Care Records. The Project Authority will obtain all necessary CSC internal approvals and the Contractor (PCP) must comply with requirements for taking CSC assets off site. The Project Authority will also ensure the Contractor is aware of all CSC requirements regarding care and protection of CSC assets and IT security requirements including those associated with the use of Portable Data Storage Devices (encrypted laptops).
3.3 Electronic Medical / Health Record (EMR/EHR)
The Contractor (PCP) Must:
a) Document all patient encounters in the EMR/EHR, including, but not limited to: all progress notes, all assessment, treatments and consultations;
b) Complete training on the use of the EMR / EHR;
c) Use the Medication module to prescribe medication;
d) Use EMR / EHR Scheduling Module to schedule clinics;
e) Review documents and laboratory results using the EMR / EHR Inbox program
f) Document Diagnosis in the Diagnosis registry
g) Review patient panels as needed and requested within the Health Accreditation Reporting System (HARS) to support the proactive and on-going care of the patients.
3.4 Medication formulary and Special Authorization items:
The Contractor (PCP) must:
a) Prescribe medications according to CSC’s National Drug Formulary;
b) Request non-formulary medications in accordance with the procedure set out in CSC’s National Drug Formulary; and
c) Request Special Authorization items in accordance with CSC’s Essential Health Services Framework.
3.5 Health Services to other CSC Institutions:
At the request of the Project Authority and by mutual agreement, the Contractor (PCP) must provide health services to patients in other CSC institutions within 60 km of their assigned institution(s), or further as agreed between both parties.
3.6 Quality Reviews related to deaths from natural causes:
At the request of the Project Authority, the Contractor (PCP) must participate, in Quality Reviews related to deaths from natural causes of patients to whom they provided care, in accordance with Health Services Guidance Documents on Quality Reviews.
3.7 Grievance, Investigation Processes, Human Rights Complaints and Court Proceedings:
The Contractor (PCP) must participate in various CSC inmate grievance, investigation and human rights complaints processes, or court proceedings that may include a review of the Contractor's (PCP’s) documentation on the Health Care Records. Upon request from the Project Authority, the Contractor (PCP) must participate in interviews as a result of an inmate grievance or investigation process.
3.8 Data collection:
The Contractor (PCP) must obtain prior approval, in writing, from the Project Authority before collecting any data on patients. The Contractor (PCP) must specify what data would be collected and for what purpose.
3.9 Services related to the provision of Health Services in CSC:
The Contractor (PCP) must review and sign the Nursing Protocols for Emergency Situations and Non-Emergency Situations, approved by the National Health Professional Advisory Committee, annually, and whenever these directives are changed as a result of a national review. The Project Authority or designate will provide the Nursing Protocols for Emergency Situations and Non-Emergency Situations.
3.10 The Contractor (PCP) may request to provide services virtually, including, but not limited to, seeing patients via video, reviewing lab work, reviewing medication history, patient history via remote access to the EMR. This is at the sole discretion of the project authority, and the contractor must obtain approval in writing.
3.11 The project authority can require the Contractor (PCP) to provide services virtually, including, but not limited to, seeing patients via video, reviewing lab work, reviewing medication history, patient history via remote access to the EMR. The project authority will request the need for virtual services to the contractor in writing.
4. Notification Requirements:
4.1 For the duration of the contract, the Contractor (PCP) must hold a current license in good standing with the provincial licensing body for physicians and surgeons in the province where services are to be provided. The Contractor (PCP) must provide a copy of the license renewal to the Contracting Authority annually and a copy of the license when requested to do so.
4.2 The Contractor (PCP) must immediately notify the Project Authority of any issues that may call into question the primary care physician's competency and any restrictions imposed by the licensing body affecting the primary care physician's ability to provide medical services to patients.
4.3 The Contractor (PCP) must notify the Project Authority immediately of any complaints lodged against the Contractor (PCP); or any health condition that may impact the provision of care.
Any conditions for participation of suppliers not specified in solicitation documentation: none
Estimated quantity of commodity: see solicitation document statement of work and basis of payment.
Duration of Contract and Time Frame for Delivery:
Period of the Contract: The Work is to be performed during the period of 2025-06-01 to 2028-05-31.
File Number: 21850-25-0011
Contracting Authority: Judy Scherbey
Telephone number: 236-380-4231
Facsimile number: 604-870-2444
E-mail: Judy.Scherbey@csc-scc.gc.ca
NOTE TO BIDDERS: Bidders can obtain the complete statement of work and evaluation criteria by downloading the solicitation document and associated documents from the Canada buys / tender opportunities website.
The Crown reserves the right to negotiate with suppliers on any procurement.
Documents may be submitted in either official language of Canada (English or French).
After contract award, bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person.
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