732722 - Student-Athlete Medical Care Services

Agency: University of Arkansas
State: Arkansas
Type of Government: State & Local
NAICS Category:
  • 621111 - Offices of Physicians (except Mental Health Specialists)
Posted Date: Jan 10, 2020
Due Date: Feb 14, 2020
Solicitation No: 732722
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
closing date information award scoring & tabulation award status

02/14/20

732722 - Student-Athlete Medical Care Services

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Pending

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Test Title

Request for Proposal (“RFP”)

RFP No. 732722

DEPARTMENT OF INTERCOLLEGIATE ATHLETICS (“UA-AD”)

STUDENT-ATHLETE MEDICAL CARE SERVICES

PROPOSAL RELEASE DATE: January 10, 2020

PROPOSAL DUE DATE: February 14, 2020

PROPOSAL DUE TIME: 2:30 PM CST

SUBMIT ALL PROPOSALS TO: University of Arkansas

Business Services

Administration Bldg, Rm 321

1125 W Maple St

Fayetteville, AR 72701

Signature Required For Proposal

Respondent complies with all articles of the Standard Terms and Conditions documents as counterpart to this RFP document, and with all articles within the RFP document. If Respondent receives UA-AD’s purchase order, Respondent agrees to furnish the items and/or services listed herein at the prices and/or under the conditions as indicated in the RFP.

Respondent Name:

Mailing Address:

City, State, Zip:

Telephone:

Email:

Authorized Signature: _______________________________________ Date: ______________

Typed/Printed Name of Signor: ________________________________ Title: ______________

*Under no circumstances will late bids be accepted. Failure to deliver by overnight carriers or other such methods shall not be taken into consideration. Bids MUST arrive and be time-stamped by the Procurement Office, located at 1125 West Maple Street, Administration Building 321, Fayetteville, AR 72701 prior to the time and date specified in the Request for Proposal. VENDOR NAME, BID NUMBER, AND BID OPENING DATE MUST BE CLEARLY NOTED ON OUTSIDE OF PACKAGE IN ORDER FOR BID TO BE ACCEPTED.

Table of Contents

I. Description and Overview of RFP

II. Overview of University of Arkansas and Razorback Athletics

III. Criteria to Evaluate Proposals

IV. Projected Timeline

V. General Requirements of All Respondents


I. Overview of RFP

The University of Arkansas Department of Intercollegiate Athletics, located in Fayetteville, Arkansas (“UA-AD”) is seeking Proposals from qualified medical care providers to enter into an agreement to provide affordable, comprehensive, convenient and timely, first-rate medical treatment and care to its student-athletes (“Contract”). The value of each Proposal will be determined by the UA-AD based on the overall quality, competence, experience, compliance, format and presentation of each written Proposal, on-site facilities tour, and in-person presentations with an emphasis on student-athlete patient care. Any Contract that results from this RFP with a successful Respondent (“Contractor”) will be to provide medical care services to the UA’s athletic teams and student-athletes. Note also that the award may be split between Respondents for each of the services for which bidding is requested.

A. Scope of Medical Care Services Required.

The intent of this RFP is to identify and select a team of dedicated medical care providers (including primary care sports medicine and orthopedic physicians) to provide guidance to the UA-AD Sports Medicine Staff and to provide medical services to UA student-athletes on a daily basis and on-site at each sporting event in accordance with the specifications, terms and conditions stated in this RFP (“Providers”), as well as highly accommodating and discreet first-class hospital and surgical services to UA student-athletes at conveniently located medical care facilities and/or surgery centers (“Facilities”). Providers will be expected to work in conjunction with other UA-AD team medical care providers in the best interest of the UA’s student-athletes. Respondents may submit a Proposal for all the services outlined in this RFP or submit a Proposal for a specific service identified in this RFP. Any dispute as to whether a sport or individual is included will be resolved by UA-AD in its sole discretion.

B. Structure of Primary Care Sports Medicine Physician Services.

The UA-AD desires to engage a team of four (4) fellowship trained or board certified sports medicine physicians dedicated to UA-AD (“Team Primary Care Physician(s)”) and a supervised physicians’ assistant or nurse practitioner capable of prescribing medication (“Mid-Level Practitioner”). Respondent shall designate an individual responsible for resolving all scheduling and service issues and ensuring compliance with the terms of this RFP and any resulting Contract (“Medical Director”). Respondent shall also identify the Team Primary Care Physician that will serve as the assigned primary care sports medicine physician to provide the medical services for each of the following UA-AD athletic teams and be present at the designated events:

1. Team Primary Care Physician 1: Football (approx. 12 events)*, Baseball (approx. 33 events)**, and Volleyball (approx. 14 events)**

2. Team Primary Care Physician 2: Men’s Basketball (approx. 17 events)*, Men’s and Women’s Golf, Men’s and Women’s Tennis, Men’s and Women’s Track & Cross Country (approx. 14 events)**, Spirit Squads, and Gymnastics (approx. 5 events)*

3. Team Primary Care Physician 3: Women’s Basketball (approx. 17 events)*, Soccer (approx. 11 events)**, Swimming & Diving, Softball (approx. 30 events)** and serve as Secondary Team Physician for Football**

4. Secondary Team Primary Care Physician: Assists with all sports as necessary, including any additional sports added in the future.

5. Mid-Level Practitioner: Shall be on-campus 40 hours per week.

* denotes on site event coverage

**denotes on site coverage that may be divided with the Team Orthopedic Physician group

Each Team Primary Care Physician shall be available to each athletic team to deliver expert medical care and provide direction to the UA-AD Sports Medicine Staff. Athletic team assignments are subject to change at any time upon written notice from UA-AD and would include any additional athletic teams added in the future. If a designated Team Primary Care Physician leaves during the Term of the Contract, the Contractor shall provide a replacement physician of equal training and experience. All Team Primary Care Physicians must be available to travel to preseason/postseason UA-AD athletic team tournaments and overseas travel with their assigned team upon UA-AD’s request. In emergency situations only, an on-call hospital physician may be utilized on rare occasions to cover an athletic team event; however, Contractor must notify the athletic trainer 24 hours in advance of the event if the designated Team Primary Care Physician will not be able to cover the event.

B(2) Education, Protocols & Privileges.

• All Team Primary Care Physicians shall stay current with state of the art trends in sports medicine and maintain all licensure, certifications and good standing with all hospital or surgical centers identified throughout the Term of any Contract.

• All Team Primary Care Physicians and Mid-Level Practitioners shall successfully complete UA education and training for Title IX sexual assault awareness, reporting and prevention; sexual harassment and discrimination prevention and reporting; reporting suspected maltreatment of minors; and diversity, equity and inclusion.

• All Team Primary Care Physicians shall establish, as applicable, well-rehearsed and venue-specific protocols and emergency action plans for diagnosis, prevention and treatment of sports-related injuries and illness (including without limitation concussions and other head and neck injuries, heat strokes, cardiac arrests, asthma, diabetic emergency, exertional rhabdomyolysis, any exertional or non-exertional collapse, exertional collapse associated with sickle cell trait, mental health emergency, mononucleosis and other contagious illness) consistent with industry best practice medical standards and NCAA inter-association recommendations and guidance (including without limitation NCAA Concussion Safety Protocol and Catastrophic Injury and Death in Collegiate Athletes Checklists).

• All Team Primary Care Physicians shall obtain consulting privileges at hospitals utilized by UA-AD.

B(3) On-Campus Clinics.

• Mid-Level Practitioner will be available on campus 40 hours per week from 7:30 a.m. – 3:30 p.m., Monday through Friday and available on-call or at the UA on-campus office as needed.

• Mid-Level Practitioner will be required to work additional hours in August during football preseason. A medical assistant may be provided at UA-AD’s judgment and discretion based on medical care service demands.

• Each Team Primary Care Physician will be available on a weekly basis for on-campus clinics. Clinics are anticipated to be held 4 times per week in Barnhill Arena (Monday/Tuesday/Wednesday/Thursday). Clinics are anticipated to be held in the Fred W. Smith Football Center 4 times a week during football season (Sunday/Tuesday/Wednesday/Thursday) and twice a week out-of-season.

• The UA-AD will work to ensure that on-campus office space contains internet access, including wireless capabilities.

B(4) Pre-Participation/Annual Physical Exams.

• Team Primary Care Physician shall be available to provide annual physical exams, as coordinated in conjunction with the UA-AD’s Sports Medicine Staff.

• Mid-Level Practitioner may assist with physicals, but a Team Primary Care Physician must perform and sign off on all student-athlete physicals.

• Physical protocols will be agreed upon by the Team Primary Care Physician, UA-AD Director of Sports Medicine, and the UA-AD’s Sports Medicine Staff.

B(5) Laboratory Services.

• Contractor shall provide out-patient lab services, referred by UA-AD Team Primary Care Physicians (non-emergency room visit).

• Contractor shall provide phlebotomist for all pre-season physicals.

• Contractor shall provide prompt turnaround on laboratory services (no later than 24 hour) and STAT testing as necessary.

• Contractor shall provide specimen pick-ups at the UA-AD.

• Esoteric tests not performed by the local lab service will be coordinated with a reference lab.

B(6) Radiology Services.

• Preference as to radiology test scheduling, as well as off-time scheduling including nights and weekends, will be provided by Contractor within 24 hours or request for appointment.

• Out-patient results and same-day interpretation will be coordinated by a designated physician.

• Contractor shall provide primary call availability for interpretation of other tests.

• Radiology services shall be provided by Contractor to UA-AD student-athletes on a priority basis with a preference given for scheduling purposes for all student-athletes, including nights and weekends.

• Contractor shall provide reading and reporting of MRI, CT scans, Ultrasound, X-ray and other test results with 24 hours of the service.

• Outpatient results and same-day interpretations shall be coordinated with other physicians serving UA-AD who have primary call availability for the interpretation of UA-AD related tests.

• Out-patient results and same day interpretation shall be coordinated with other physicians serving UA-AD.

B(7) Medical Dictation.

• Within 5 business days, Contractor shall provide clear and concise dictated notes as required by UA-AD Sports Medicine Staff to deliver appropriate level of care and to maintain sufficient documentation of treatment in student-athlete’s medical file at the UA-AD.

• Contractor shall provide accurate and complete documentation and communication between the UA-AD Sports Medicine Staff, other physicians serving the UA and UA’s student-athletes.

B(8) Medical Billing.

• Contractor must devote or dedicate an employee whose job function, among other things, will be to pre-certify or confirm coverage for UA-AD student-athletes (“Insurance Coordinator”).

• Contractor must provide full funding of an Insurance Coordinator housed in UA-AD facilities who will provide services as the claims administrator and work to maximize reimbursement from primary insurance and will have access to the billing system.

• Insurance Coordinator will provide services as the claims administrator and work to maximize reimbursement from primary insurance for all medical bills including bills and charges from outside providers.

• The Insurance Coordinator must be available during reasonable business hours to consult with UA-AD personnel and student-athletes regarding payment issues or claims submission.

• UA-AD will provide office space and furniture for the Insurance Coordinator.

• UA-AD will provide personnel assistance and work space for Insurance Coordinator. Contractor will work with other physicians serving UA-AD to provide and coordinate the functions of the Insurance Coordinator.

• Contractor must submit bills to the UA-AD within 120 days of service to obtain full payment of the medical bill. Any bill submitted to UA-AD after this period is subject to a write off at 100%.

• Contractor must accept assignment of benefits from student-athletes for any individual and/or group health benefit contracts or plans adopted by the UA-AD which shall be subject to any resulting Contract, including, without limitation, insurance policies, administrative services only agreements, benefit services only agreements, third party administrator agreements, multiple employer trusts, pre-paid plans, competitive medical plans, governmental programs and self-insured plans and trusts, and any individual or group health contract or plan otherwise available to a student-athlete even though the same is not affiliated with or adopted by UA-AD.

• Contractor must accept assignment of benefits from student-athletes for any plan that Contractor otherwise participates in during the normal course of business and comply with the billing and claim submission procedures set out herein and as otherwise provided under the “Maximum Fee Schedule” set forth in Attachment B.

B(9) Priority status.

• Office appointments shall be provided to all student-athletes within 24 hours of request of service by UA-AD Sports Medicine Staff.

B(10) Quality and Continuity of Care.

• All Team Primary Care Physicians shall provide first-rate medical treatment and care to student-athletes on a highest priority basis.

• The student-athlete’s care shall be directed by the respective Team Primary Care Physician who will be available for follow-up care and consultation regarding the student-athlete’s post-injury status.

• All Team Primary Care Physicians shall be available by phone for immediate consultation with UA-AD’s Sports Medicine Staff.

• All Team Primary Care Physicians shall work cooperatively with UA-AD Sports Medicine Staff and the other physicians serving the UA-AD.

• Contractor shall develop a quality assessment, assurance and improvement program in conjunction with the UA-AD Sports Medicine Staff to monitor outcomes of student-athletes and constantly improve UA-AD delivery of care to the UA-AD student-athletes.

• Contractor shall cooperate with UA-AD to objectively monitor and evaluate the quality of medical services provided by Contractor to UA-AD student-athletes under any resulting Contract, including, but not limited to, availability, accessibility, acceptability, privacy, response times of requested care, scheduling, waiting times, follow-up care and general continuity and quality of overall care.

• Contractor shall investigate and respond immediately to all issues related to medical services provided to UA-AD student-athletes and the working relationship with UA-AD staff.

• Contractor will remedy, as soon as reasonably possible, any condition that has been determined by UA-AD, or any governmental or accrediting agencies, to be unsatisfactory.

• UA-AD, Contractor and All Team Primary Care Physicians shall work together to continuously improve the services provided to UA-AD student-athletes and to resolve problems related to the provision of medical services.

• Contractor shall provide UA-AD access to all patient care protocols, policies, and procedures, and any modifications, upon request.

• Contractor shall assign a Team Primary Care Physician to be on-call 24 hours a day, 7 days a week, to address any student-athlete emergency room care issues.

B(11) Specialists.

• Primary Care Sports Medicine Physicians will work with the UA-AD to develop a team of specialists including but not limited to Urologist, Endocrinologist, Gynecologist, Cardiologist, Sport Hematologist, General Surgeon, Gastroenterologist, Allergist, Dermatologist, Neurologist, Neuropsychologist, Psychiatrist, Optometrist, Dentist, Oral Surgeon and Neurosurgeon.

C. Structure of Orthopedic Physician Services.

The UA-AD desires to engage a team of four (4) physicians who are fellowship trained or board certified sports medicine orthopedic surgeons dedicated to UA-AD (“Team Orthopedic Physicians”). Team Orthopedic Physicians who provide team coverage should have board certification by American Board of Orthopedic Surgery (“ABOS”) and also hold a Certificate of Added Qualifications (“CAQ”) in sports medicine by ABOS. Team Orthopedic Physicians should be available to each athletic team to deliver expert care and direction to UA-AD Sports Medicine Staff. Respondent shall designate an individual responsible for resolving all scheduling and service issues and ensuring compliance with the terms of this RFP and any resulting Contract (“Medical Director”). Respondent shall also identify the “Team Orthopedic Physicians” to serve as the designated physician to provide the medical services for each of the following UA-AD athletic teams and to be present at the designated events:

Team Orthopedic Physician 1: Football (approx. 12 events)*, Baseball (approx. 33 events)**, Gymnastics (approx. 5 events)*, and Softball (approx. 30 events)**

Team Orthopedic Physician 2: Women’s Basketball (approx. 17 events)*, Soccer (approx. 11 events)*, and Men’s and Women’s Track & Cross Country (approx. 14 events)**

Team Orthopedic Physician 3: Men’s Basketball (approx. 17 events)*, Volleyball (approx. 14 events)**, Swimming and Diving, Men’s and Women’s Tennis, Men’s and Women’s Golf, Spirit Squad, and any additional sports later added by UA-AD.

Team Orthopedic Physician 4: Football (approx. 12 events)*, Gymnastics (approx. 5 events)*, Softball (approx. 30 events)**, and Men’s and Women’s Track & Cross Country (approx. 14 events)**

*denotes on site event coverage

**denotes on site coverage that may be divided with the Team Primary Care group.

Each Team Orthopedic Physician shall be available to each athletic team to deliver expert medical care and provide direction to the UA-AD Sports Medicine Staff. Athletic team assignments are subject to change at any time upon written notice from UA-AD and would include any additional athletic teams added in the future. If a designated Team Orthopedic Physician leaves during the Term of the Contract, the Contractor shall provide a replacement physician of equal training and experience. Team Orthopedic Physicians must be available to travel to preseason/postseason UA-AD athletic team tournaments and overseas travel upon UA-AD’s request. In emergency situations only, an on-call hospital physician may be utilized on rare occasions to cover an athletic team event; however, Contractor must notify the athletic trainer 24 hours in advance of the event if the designated Team Orthopedic Physician will not be able to cover the event.

C(2) Education, Protocols & Privileges.

• All Team Orthopedic Physicians shall stay current with state of the art trends in sports medicine and maintain all licensure, certifications and good standing with all hospital or surgical centers identified throughout the Term of any Contract.

• All Team Orthopedic Physicians shall successfully complete UA education and training for Title IX sexual assault awareness, reporting and prevention; sexual harassment and discrimination prevention and reporting; reporting suspected maltreatment of minors; and diversity, equity and inclusion.

• All Team Orthopedic Physicians shall establish, as applicable, well-rehearsed and venue-specific protocols and emergency action plans for diagnosis, prevention and treatment of sports-related injuries and illness (including without limitation concussions and other head and neck injuries, bone breaks and fractures, dislocations, sprains and soft tissue injuries) consistent with industry best practice medical standards and NCAA inter-association recommendations and guidance (including without limitation NCAA Concussion Safety Protocol and Catastrophic Injury and Death in Collegiate Athletes Checklists).

• All Team Orthopedic Physicians shall obtain privileges at hospitals utilized by UA-AD.

C(3) On-Campus Clinics.

• Each Team Orthopedic Physician will be available for on-campus clinics on a weekly basis. Clinics will be held twice a week in Barnhill Arena on Tuesdays and Wednesdays. Clinics will be held in the Fred W. Smith Football Center 4 times a week during the football season (Sunday/Tuesday/ Wednesday/Thursday) and once a week out-of-season on Tuesdays. Clinics will be held once a week in the Basketball Performance Center on Thursdays.

• The UA-AD will work to ensure that office space at UA-AD contains internet access, including wireless capabilities.

C(4) Pre-Participation/Annual Physical Exams.

• Each Team Orthopedic Physician shall be available to provide annual physical exams, as coordinated in conjunction with the UA-AD’s Sports Medicine Staff.

• Mid-Level Practitioner may assist with physicals, but the Team Orthopedic Physician must perform and sign off on all student-athlete physicals.

• Physical protocol will be agreed upon by the Team Orthopedic Physicians and UA-AD head athletic trainers.

C(5) Laboratory Services.

• Contractor shall provide prompt turnaround on laboratory services (no later than 24 hours) and STAT testing as necessary.

• Esoteric tests not performed by the local lab service shall be coordinated with a reference lab.

C(6) Radiology Services.

• Preference as to radiology test scheduling, as well as off-time scheduling including nights and weekends, will be provided by the Contractor within 24 hours of requested appointment.

• Out-patient results and same day interpretation will be coordinated by a designated physician.

• Contractor shall provide primary call availability for interpretation of other tests.

C(7) Medical Dictation.

• Within 5 business days, Contractor shall provide clear and concise dictated notes as required by UA-AD Sports Medicine Staff to deliver appropriate level of care and for sufficient documentation of treatment in student-athlete’s medical file at the UA-AD.

• Contractor shall provide accurate and complete documentation and communication between the UA-AD Sports Medicine Staff, other physicians serving the UA and UA’s student-athletes.

C(8) Medical Billing.

• Contractor must devote or dedicate an employee whose job function, among other things, will be to pre-certify or confirm coverage for all medical, hospital or surgical services for UA-AD student-athletes (“Insurance Coordinator”).

• Insurance Coordinator shall provide UA-AD with access to all documentation and reports requested by UA-AD for copying and review to facilitate the provision, payment and accounting of all medical, hospital and surgical services to UA-AD student athletes.

• Contractor must provide full funding of an Insurance Coordinator housed in UA-AD facilities who will provide services as the claims administrator and work to maximize reimbursement from primary insurance and will have access to the billing system.

• Insurance Coordinator will provide services as the claims administrator and work to maximize reimbursement from primary insurance for all medical bills including bills and charges from outside providers.

• The Insurance Coordinator must be available during reasonable business hours to consult with UA-AD personnel and student-athletes regarding payment issues or claims submission.

• UA-AD will provide office space and furniture for the Insurance Coordinator.

• UA-AD will provide personnel assistance and work space for Insurance Coordinator. Contractor will work with other physicians serving UA-AD to provide and coordinate the functions of the Insurance Coordinator.

• Contractor must submit bills to the UA-AD within 120 days of service to obtain full payment of the medical bill. Any bill submitted to UA-AD after this period is subject to a write off at 100%.

• Contractor must accept assignment of benefits from student-athletes for any individual and/or group health benefit contracts or plans adopted by the UA-AD which shall be subject to any resulting Contract, including, without limitation, insurance policies, administrative services only agreements, benefit services only agreements, third party administrator agreements, multiple employer trusts, pre-paid plans, competitive medical plans, governmental programs and self-insured plans and trusts, and any individual or group health contract or plan otherwise available to a student-athlete even though the same is not affiliated with or adopted by UA-AD.

• Contractor must accept assignment of benefits from student-athletes for any plan that Contractor otherwise participates in during the normal course of business and comply with the billing and claim submission procedures set out herein and as otherwise provided under the “Maximum Fee Schedule” set forth in Attachment B.

C(9) Priority Status.

• Office appointments shall be provided to all student-athletes within 24 hours of request of service by UA-AD Sports Medicine Staff.

• Contractor will provide an X-ray technician who will be available to provide services for all home football games.

C(10) Quality and Continuity of Care.

• All Team Orthopedic Physicians shall provide first-rate medical treatment and care to student-athletes on a highest priority basis.

• All Team Orthopedic Physicians shall work cooperatively with the UA-AD Sports Medicine Staff and other physicians serving the UA-AD.

• The student-athlete’s care shall be directed by the respective Team Orthopedic Physician who will be available for follow-up care and for consultation regarding the student-athlete’s post-injury status.

• All Team Orthopedic Physicians shall be available by phone for immediate consultation with UA-AD’s Sports Medicine Staff.

• All Team Orthopedic Physicians shall work closely with the UA-AD Sports Medicine Staff and the other physicians serving the UA-AD.

• Contractor shall develop a quality assessment, assurance and improvement program in conjunction with the UA-AD Sports Medicine Staff to monitor outcomes of student-athletes and constantly improve UA-AD delivery of care to the UA-AD student-athletes.

• Contractor shall cooperate with UA-AD to objectively monitor and evaluate the quality of medical services provided by Contractor to UA-AD student-athletes under any resulting Contract, including, but not limited to, availability, accessibility, acceptability, privacy, response times of requested care, scheduling, waiting times, follow-up care and general continuity and quality of overall care.

• Contractor shall investigate and respond immediately to all issues related to medical services provided to UA-AD student-athletes and the working relationship with UA-AD staff.

• Contractor will remedy, as soon as reasonably possible, any condition that has been determined by UA-AD, or any governmental or accrediting agencies, to be unsatisfactory.

• Contractor will remedy, as soon as reasonably possible, any condition related to patient care that has been determined by UA-AD, or any governmental or accrediting agencies to be unsatisfactory.

• UA-AD, Contractor and all Team Orthopedic Physicians shall work together to continuously improve the services provided to UA-AD student-athletes and to resolve problems related to the provision of medical services.

• Contractor shall provide UA-AD access to all patient care protocols, policies, and procedures, and any modifications, upon request.

• Contractor shall assign a Team Orthopedic Physician to be on-call 24 hours a day, 7 days a week, to address any student-athlete emergency room care issues.

C(11) Specialists.

• Team Orthopedic Physicians will work with the UA-AD to develop a team of specialists when referrals are recommended.

D. Medical Care Facility and Surgery Center.

The UA-AD desires to identify and select first-class hospital and surgical services to UA student-athletes at conveniently located medical care facilities and/or surgery centers (“Facilities”) that are focused on the following:

• Orthopedic, general medical and spine care;

• Emergency room care, outpatient and inpatient surgery services;

• Lab services;

• Pathology services;

• Radiology department which offers MRI, CT scan, Ultrasound and X-ray services; and

• Patient privacy and confidentiality of medical care for all student-athletes.

• Ability to provide readily available and accessible hospital and surgical services to UA-AD student-athletes on a “first and highest priority” basis without delays in terms of wait times or scheduling of appointments while maintaining consistent professionally recognized standards of practice.

D(2) Confidentiality of Medical Care:

• Patient privacy and confidential care and treatment are paramount in the treatment of UA-AD student-athletes to avoid unlawful dissemination of information for gambling and other purposes related to student-athlete treatment and unwanted social media or other exposure that may violate the student-athlete’s patient rights.

• Ability to provide a private waiting area to ensure the highest patient privacy and confidential care and treatment of student-athletes without concern for social media or other unwarranted exposure of health information or treatment.

D(3) Emergency Room Care:

• Contractor shall, through licensed professionals and other staff, provide to UA-AD hospital and surgical services that are authorized or are emergency services.

• Contractor shall be available to provide hospital and surgical services 24 hours per day, 7 days per week.

• Contractor shall make emergency hospital and surgical services available to all UA-AD student-athletes on a “first and highest priority” basis.

D(4) Laboratory Services:

• Contractor shall provide prompt turnaround on laboratory services (no later than 24 hours) and STAT testing as necessary.

• Esoteric tests not performed by the local lab service shall be coordinated with a reference lab.

D(5) Radiology Services:

• Contractor shall schedule convenient radiology services on a priority basis accommodating to the student athlete and UA-AD Sports Medicine Staff within 24 hours of the request for service.

• All reading and reporting for MRI, CT scans, Ultrasound and X-ray results shall be provided within 24 hours of the test performance.

D(6) Medical Dictation:

• Within 5 business days, Contractor shall provide clear and concise dictated notes as required by UA-AD Sports Medicine Staff to deliver appropriate level of care and for sufficient documentation of treatment in student-athlete’s medical file at the UA-AD.

• Contractor shall provide excellent documentation and communication between the UA-AD Sports Medicine Staff, other physicians serving the UA and UA’s student-athletes.

D(7) Medical Billing:

• Contractor must devote or dedicate an employee whose job function, among other things, will be to pre-certify or confirm coverage for all medical, hospital or surgical services for UA-AD student-athletes (“Insurance Coordinator”).

• Insurance Coordinator shall provide UA-AD with access to all documentation and reports requested by UA-AD for copying and review to facilitate the provision, payment and accounting of all medical, hospital and surgical services to UA-AD student athletes.

• Contractor must provide full funding of an Insurance Coordinator housed in UA-AD facilities who will provide services as the claims administrator and work to maximize reimbursement from primary insurance and will have access to the billing system.

• Insurance Coordinator will provide services as the claims administrator and work to maximize reimbursement from primary insurance for all medical bills including bills and charges from outside providers.

• The Insurance Coordinator must be available during reasonable business hours to consult with UA-AD personnel and student-athletes regarding payment issues or claims submission.

• UA-AD will provide office space and furniture for the Insurance Coordinator.

• UA-AD will provide personnel assistance and work space for Insurance Coordinator. Contractor will work with other physicians serving UA-AD to provide and coordinate the functions of the Insurance Coordinator.

• Contractor must submit bills to the UA-AD within one hundred twenty (120) days of service to obtain full payment of the medical bill. Any bill submitted to UA-AD after this period is subject to a write off of 100%.

• Contractor must accept assignment of benefits from student-athletes for any individual and/or group health benefit contracts or plans adopted by the UA-AD which shall be subject to any resulting Contract, including, without limitation, insurance policies, administrative services only agreements, benefit services only agreements, third party administrator agreements, multiple employer trusts, pre-paid plans, competitive medical plans, governmental programs and self-insured plans and trusts, and any individual or group health contract or plan otherwise available to a student-athlete even though the same is not affiliated with or adopted by UA-AD.

D(8) Open and Direct Communication:

• Communicate effectively and efficiently with UA-AD Sports Medicine Staff and UA student-athletes.

D(9) Quality and Continuity of Care:

• Ability to provide comprehensive, convenient, timely, first-rate and state-of-the-art medical and health care, hospital and/or surgical center services to UA-AD student-athletes at cost efficient rates.

• Ability to provide hospital services 24 hours per day, 7 days per week.

• Contractor shall provide readily available and accessible hospital and surgical services to UA-AD student-athletes on a “first and highest priority” basis without delays in terms of wait times or scheduling of appointments while maintaining consistent professionally recognized standards of practice.

• Contractor shall develop, in conjunction with UA-AD Sports Medicine Staff, a quality assurance program to monitor outcomes of UA student-athletes.

• Contractor shall work to constantly improve delivery of care to UA student-athletes.

• Quality indicators may include but are not limited to the measure of response times of requested care, effectiveness of treatment and outcomes, follow-up care, ongoing communication with patient and UA-AD Sports Medicine Staff, professionalism, cleanliness, waiting times (if any) in the emergency department, and return-to-play protocols to insure safe and appropriately accelerated return to play.

D(10) Priority of Care:

• Contractor shall ensure that hospital and surgical services provided are readily available and accessible, provided on a “first and highest priority”, without delays in terms of wait times or scheduling of appointments and consistent with professionally recognized standards of practice and the practice guidelines required by physicians, health care providers, medical staff and athletic trainers serving the UA-AD and its student-athletes.

D(11) Specialists:

• Contractor will work with UA-AD to develop a team of specialists when referrals are necessary.

E. Term and Termination. The term of any resulting Contract shall be for a period of 7 years beginning on July 1, 2020, ending June 30, 2027, with an option for UA-AD to extend the Contract up to an additional 3 years (“Term”).

F. Proposals. Proposals must demonstrate an understanding of the scope of work and the ability to accomplish the tasks set forth and must include information that will enable the UA-AD to determine the respondent’s overall qualifications. It is the intent of UA-AD to award a Contract to the respondent deemed to be the most qualified and responsible who submits the best overall proposal based on an evaluation of all Proposals, as determined in the complete and sole discretion of UA-AD. UA-AD reserves the right to award Contracts to multiple providers if this is in the best interest of UA-AD and its student-athletes.

G. All Elements Valued/Negotiation Right Reserved. UA-AD places a value on all elements of this RFP. As such, after evaluation of proposals and selection of the Contractor, UA-AD reserves the right to further negotiate with the selected Respondent on any or all elements, and to award a Contract at any time within 120 days after Proposals are opened.

H. Multiple Awards Possible. UA-AD reserves the right, in its sole discretion, to award Contract(s) to the Respondent(s) that provide the best offering for UA-AD and its student-athletes including the possibility of multiple awards.

I. Basis of Award. A Respondent’s Proposals will be evaluated based on each Respondent’s qualifications and relevant experience with similar work. All Proposals will be evaluated by the Campus Selection Committee.

J. Outreach. UA-AD recognizes the importance of promoting economic growth in the communities it serves and therefore encourages the involvement of small and emerging businesses in every aspect of the execution of all services covered by this RFP.

K. Evaluation & Acceptance Of Proposals. UA-AD reserves the right to reject any and all Proposals, to amend the RFP and the RFP process, and to discontinue or re-open the process at any time without recourse or liability to any Respondent.

II. OVERVIEW of the University of Arkansas and Razorback Athletics

A. The University of Arkansas.

The University of Arkansas located in Fayetteville, Arkansas (“UA”) is the flagship campus of the UA System and is a comprehensive doctoral-level research institution. Its mission is to advance the intellectual and social condition of the people of the State through programs of teaching, research, and service. The enthusiasm and affinity for the UA extends far beyond the campus. There are more than 130,000 living UA alumni all over the world, with 35 active alumni chapters of the UA worldwide. Approximately 42,430 alumni, parents and friends contributed to the UA in the past 12 months.

B. Razorback Athletics.

The UA-AD continues to fulfill its mission of supporting more than 465 student-athletes in the classroom, in personal development and on the fields of competition. As a member of the National Collegiate Athletics Association (“NCAA”) and the Southeastern Conference (“SEC”), the Razorbacks consistently compete and win in the nation’s best conference while proudly representing the UA and the entire state.

The UA-AD has 19 varsity sports programs including 11 women’s and eight 8 men’s sports. Women’s sports currently include basketball, cross country, golf, gymnastics, indoor track and field, outdoor track and field, soccer, softball, swimming and diving, tennis, and volleyball. Men’s sports include baseball, basketball, cross-country, football, golf, indoor track and field, outdoor track and field, and tennis. UA-AD also provides services to the UA Spirt Squads which currently includes the UA Cheer, Pom and Mascot teams, which includes approximately 75 squad members on an annual basis.

III. CRITERIA TO EVALUATE PROPOSALS

A. Criteria. Criteria to be utilized in the selection process are listed in detail in Attachment A: Evaluation and Selection Process.

B. If Contract Is Not Reached. If a Contract between the successful Respondent and the UA-AD cannot be consummated to the UA-AD’s satisfaction, in a timely fashion, any award may be withdrawn, and the award may then be made to another Respondent, or the UA-AD may decide to solicit new proposals at their discretion. The UA-AD reserves all rights to cancel the process without recourse or liability.

C. Cost of Proposal Preparation. Any cost incurred by the Respondent in preparing or submitting a response is the Respondent’s sole responsibility. UA-AD shall have no liability for any costs incurred by any Respondent for any reason whatsoever.

D. Oral Explanations. The UA-AD will not be bound by oral clarifications, instructions, or responses to questions provided at any time during the process.

E. Advertising. In submitting a proposal, the Respondent agrees not to use the results therefore as part of any news/commercial advertising prior to receiving written approval from UA-AD.

F. Rights to Submitted Materials. All responses, and other materials submitted by the Respondents, will become the property of the UA-AD when received. With few exceptions, information submitted to UA-AD is subject to disclosure under the Arkansas Freedom of Information Act (“FOIA”).

G. Exceptions to RFP Specifications. All Respondents must include with their response any exceptions or enhancements to the RFP specifications. It will be assumed by the UA-AD that Contractor accepts all terms and conditions as presented within the RFP unless specific exceptions are clearly stated within the written response.

H. Subcontractors/Joint Ventures. If the Respondent plans to subcontract the provision of any of the services or products described within the RFP, the Respondent shall specify accordingly and respond to all questions raised regarding each proposed subcontractor. If a Respondent plans a joint venture with another person or entity, the Respondent must disclose that fact and respond to all questions regarding each person or entity involved in the joint venture. All subcontractors or other parties participating in a joint venture with the Contractor must comply with all terms of the Contract.

I. Oral Presentation. Each Respondent must be prepared to give an oral presentation of Respondent’s proposal, if requested. This presentation should include a detailed analysis of how each of the requirements described in the RFP will be addressed, for the purpose of clarification, or to amplify the materials presented in any part of the proposal. However, Respondents are cautioned that the evaluators are not required to request clarification or a presentation; therefore, all proposals should be complete and meet all RFP requirements. UA-AD reserves the right to award a Contract based on the submitted proposal without discussion and in its sole and absolute discretion. Respondent acknowledges that UA-AD is not obligated to enter into any final Contract with any Respondent and affirmatively reserves the right to cancel the RFP process without any liability or recourse.

IV. PROJECTED TIMELINE.

A. Dates and Activities.

The following schedule will apply to this RFP, but may change in accordance with the UA-AD's needs:

January 10, 2020 RFP released

January 17, 2020 4:00 PM CST – Last date/time UA-AD will accept questions from prospective Respondents

January 31, 2020 Last date UA-AD will issue an Addendum with responses to questions from prospective Respondents

February 14, 2020 Proposals due no later than 2:30 p.m. CST

Note: Attendance at RFP opening is not required. No award will be made. Only names of Respondents, and a preliminary determination of proposal responsiveness, will be made at this time.

February 17- Presentations and facility tours may be requested and scheduled by

March 20, 2020 UA-AD

April 24, 2020 UA-AD to make decision(s) and negotiate with Respondents

July 1, 2020 Services to commence

B. Distributing Organization. This RFP is issued by the Office of Business Affairs at UA. The University Purchasing Official is the sole point of contact during this process. Only written communication is considered formal and can be supported throughout this process.

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