Dental Services Contract
C000099
Kings - Queens Dental Services, P.C.
July 1, 2000 - June 30, 2005

(Program Work Plan)

1. Summary Description

a. The New York State Psychiatric Institute (NYSPI) is seeking a Contractor who is experienced, capable and fully qualified to provide comprehensive dental services for our 60 bed inpatient population of acute psychiatric and psychiatric research patients.

b. The Contractor should be a dental group practice with the professional and administrative capability to operate and maintain an on-site dental and stomatological clinic. The clinic must provide the full range of services necessary to support NYSPI patients during their inpatient hospitalization. The contractor must also make provisions to provide NYSPI patients with twenty-four (24) hours, seven (7) days a week emergency care when needed.

c. The Contractor must be familiar with the properties of psychotropic and anesthetic medication and must have a full comprehension of interactions which may inhibit their effectiveness, or cause adverse effects.

d. The Contractor must be equipped and trained to provide comprehensive dental treatment to HIV positive patients.

2. Illustrative Tasks

a. The Contractor will perform complete dental and stomatological evaluation for all inpatients as soon as practicable after admission to NYSPI. This evaluation should include, but not be limited to, an examination and cleaning, x-rays where necessary, and any follow-up work which is deemed necessary as a result of the initial examination (i.e. filling a cavity, root canal, tooth extraction, etc.).

b. The Contractor shall provide the patient with a maintenance plan to be followed after the initial oral examination. The maintenance plan will be conceptually integrated into the patients overall treatment plan and will be entered into the patients' chart after approval by the medical staff. The Contractor shall be prepared to provide the patient and the treatment staff with teaching/training related to oral hygiene as appropriate.

c. The Contractor will establish procedures with the treatment units to provide dental exams and services to any patient for whom stomatological problems develop during the course of their hospitalization.

d. The Contractor must maintain an acceptable method for providing twenty-four (24) hours, seven (7) days a week emergency care to NYSPI patients. Emergency services may be provided in a medical facility other than NYSPI. Any expenses incurred by said medical facility are eligible for reimbursement either by NYSPI or a third party insurer. Reimbursement for emergency services provided directly by the Contractor should be built into the rate schedule.

e. The Contractor must provide non-emergency services at the NYSPI on-site dental clinic.

f. The Contractor must be familiar with research protocols so that dental/stomatological care can be administered without interference to research results.

g. The contractor will provide to all dental staff ongoing in-service educational training designed specifically for dental staff personnel. The Contractor will also provide related education to the medical, nursing, social work, and other NYSPI staff as appropriate. Staff training will include, but is not limited to, oral screening, diagnostic stomatological approaches, treatment planning, dental therapeutic care and treatment procedures, stomatological medications and their interactions with psychotropic medications, oral hygiene procedures, and stomatological discharge planning.

3. Minimum Required Personnel and Minimum Credentials

a. At the time of the pre-award bid meeting, all practitioners associated with the Contractor must provide credentials proving competency and expertise sufficient to meet the criteria for appointment to the NYSPI Medical Staff.

b. THE OFFICE MANAGER: Credentials satisfactory for appointment to NYSPI staff with approval of the Medical Director with ability to serve as the dental clinic coordinator, ability to assist with compliance to regulatory requirements as detailed by contract, ability to assume responsibilities on any and all appropriate NYSPI Committees. Available at the on-site dental clinic a minimum of two and one half (2.5) eight (8) hour days per week.

c. GENERAL DENTISTS: Credentials in dentistry satisfactory to meet the criteria for appointment to the NYSPI Medical Staff, including credentials satisfactory to practice dentistry in the State of New York, current licenses in good standing. Have the capability and experience to provide dental services to psychiatric in-patients for at least 5 years. Available at the on-site dental clinic a minimum two (2) seven (7)- hour days per week.

d. SUPERVISORY DENTIST: Credentials at least equal to preferably exceeding those of the General Dentist above, with additional ability and experience, with the capacity to serve on any and all appropriate NYSPI committees involving the Dental Program. Available to provide Quality Assurance Monitoring on a quarterly basis.

4. Specific Requirements

a. NYSPI will provide the facility and equipment to conduct on-site dental services. NYSPI will provide all supplies needed to support patient care. The Contractor will provide the facility with timely and appropriate request for the quantity and kind of supplies/materials needed to enable the Institute to procure such items in compliance with the proper New York State purchasing procedures.

b. NYSPI will continue to encourage the development of new techniques to provide dental care for the hospitalized patients. NYSPI will also provide an environment for the education of dental students as necessary and appropriately agreed upon in the final contract. Provisions for education of dental students would only be applicable for Contractors who have an affiliation with an accredited dental school Any research activities which do not draw upon funds from this contract will be encouraged as a normal accompaniment to services associated with a university medical center. Any research to be conducted in connection with this dental practice will require prior approval by all appropriate oversight groups.

c. Any existing equipment and all equipment acquired with NYSPI monies is the property of NYSPI and on loan to the Contractor. The Contractor will be sure to provide all appropriate testing associated with equipment based on Health and Safety concerns/recommendations of the Facility. (e.g. autoclave - spore testing). The contractor shall turn over any remaining supplies and all equipment in good order, save ordinary wear and tear, to NYSPI at the termination of the contract.

d. The term of the contract awarded from this bid shall run for a period of five (5) years, from July 1, 2000 to June 30, 2005.

e. NYSPI reserves the right to screen and reject any Contractor-employed staff member prior to or during provision of service.

f. The status of the Contractor shall be that of an independent Contractor and not as an agent or employee of NYSPI or the New York State Office of Mental Health. The Contractor shall agree not to enter into any agreement or commitments with any other person or persons which would bind or obligate NYSPI or the New York State Office of Mental Health in any way. The contractor shall agree to assume all responsibility in performance of services covered under the Agreement and shall be solely responsible and answerable in damages for any claim resulting there from, and shall thereby expressly covenant and agree to indemnify and hold harmless NYSPI, the New York State Office of Mental Health, and the State of New York from any and all claims, suits, acts, damages, and costs of every nature and description arising out of, or relating to the performance of the services covered under the Agreement.

g. The Contractor shall carry Worker's Compensation Insurance for the entire term of this Agreement. The appropriate documentation shall be furnished to NYSPI.

h. The Contractor shall carry Public Liability Insurance of $500,000/$500,000. (bodily injury and property damage) for the entire term of the Agreement. NYSPI shall be named as co-holder of the Certificate of Insurance, and a copy of this document shall be supplied to NYSPI.

i. The Contractor shall be covered for $1,000,000. Umbrella excess Liability (bodily injury and property damage) for the entire term of the agreement. NYSPI and the State of New York shall be named as co-holder of the Certificate of Insurance, and a copy of this document shall be supplied to NYSPI.

j. The Contractor shall provide appropriate Dental Malpractice Insurance coverage for each of its staff members. NYSPI and the State of New York shall be named as co-holder of the Certificate of Insurance, and a copy of this document shall be supplied to NYSPI.

k. The Contractor will arrange for an initial complete physical examination for all staff members and provide the appropriate documentation to NYSPI.

l. The Contractor will ensure that all dentists and dental hygienists are currently licensed and will provide the appropriate documentation to NYSPI.

m. The Contractor, in order to assure proper accounting, shall agree to keep and maintain accurate records and accounts of all services rendered as well as vouchers and other satisfactory evidence of payment. Such records and accounts and all supportive documentation shall be kept and made available and furnished upon request to NYSPI and/or the New York State Department of audit and Control for verification of the services rendered under this Agreement, for at least six (6) years subsequent to the date of final payment hereunder, or until a final audit has been made by the New York State department of Audit and Control, whichever event shall occur sooner.

n. The State agrees to waive the requirement of a Performance Bond as outlined in 1.q. of Specification No. 9900-008.