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QUESTIONS AND ANSWERS FOR SOLICITATION NO 17-242-SOL-00008
Urgent Care/Emergency Room Staffing at ACL Service Unit.
| Question: | Is there an incumbent? If so, what is the contract # and value? |
| Answer: | This is a new requirement; there is no incumbent |
| Question: | How many hours of services are estimated annually? |
| Answer: | The estimated hours are: 1) MD coverage; 168 hours/week, 8,736 hours annually and 2) Mid-Level coverage; 60 hours/week, 3,120 hours annually. |
| Question: | What is the proposed start date of the contract? |
| Answer: | We anticipate the contract will be awarded by Dec 31, 2016 and ACLSU will work with the contractor to begin the credentialing background check process which will take approximately 45 days to 2 months. |
| Question: | Will the Service Unit allow a 90 day transition period upon award to allow the awarded vendor time to credential their contract staff? |
| Answer: | We anticipate the contract will be awarded by Dec 31, 2016 and ACLSU will work with the contractor to begin the credentialing background check process which will take approximately 45 days to 2 months. |
| Question: | What will be the involvement of the contract staff with hospital policies and procedures? |
| Answer: | While the ACLSU Medical Executive staff welcomes input from all provider level staff, all policies are approved by the ACLSU executive committee. The contractor will have no responsibility for policies and procedures. |
| Question: | Is the hospital Joint Commission accredited? |
| Answer: | Yes. |
| Question: | Is hospital being audited by CMS for any deficiencies? |
| Answer: | No. |
| Question: | What was the patient volume in the ED/UC for the last three months? |
| Answer: | 9,852 visits for CY 2015, as of Oct 16 2016 9,279 visits |
| Question: | Will the contract staff have any involvement in the hospitals QAPI meetings, planning or reporting? |
| Answer: | No. |
| Question: | The contract references “temporary duty assignments” multiple times, but the contract is for up to five years. Are you looking for providers to commit to the hospital for short term assignments, or long the length of the contract? |
| Answer: | Length of the contract |
| Question: | Its known IHS has had its challenges obtaining and retaining contract providers, why is the solicitation restricting the number of vendors who can respond by making it a small business set aside? |
| Answer: | If a sufficient number of proposals received are other than small, will consider making a change. |
| Question: | Will the contract office consider removing the small business set aside? |
| Answer: | At a later date. |
| Question: | Does the replying vendor have to be Joint Commission accredited? |
| Answer: | No |
| Question: | Compensation plans drastically vary for MD’s, Physician Assistants and Nurse Practitioners, can any of the three specialties work the ED? |
| Answer: | The contract requires MD level staff 24/7 365 days per year. The MD will be accompanied by a mid-level provider during the weekday only up to 60 hours per week. |
| Question: | What is the proposed staffing model, does a MD have to be on shift 24/7? |
| Answer: | Yes |
| Question: | How are the current services being provided? |
| Answer: | 24/7, 365 days. |
| Question: | Can the MD or DO be Board Certified in any of the 24 American Board Specialties? |
| Answer: | Yes. Preference is primary care. |
| Question: | If the MD or DO has ED experience but is Board Eligible, can they be considered? |
| Answer: | No |
| Question: | Does the evaluation team wanting to see candidate CV’s in the response? |
| Answer: | No |
| Question: | Is there an ED/UC Medical Director at the hospital? |
| Answer: | ACLSU has a Clinical Director who has oversight over Primary Care/ED/UC |
| Question: | The solicitation references contractors as employees’, if the awarded vendor uses independent contractors will the contract office be willing to remove all employee language from the solicitation? |
| Answer: | Please reference the page and paragraph where these are found. |
| Question: | How many consecutive shifts will the Service Unit allow a provider to work? |
| Answer: | The Max will be seven/twelve hour shifts – anything beyond that will have to be approved by the ACLSU on a case by case basis. |
| Question: | What are the deliverables? |
| Answer: | MD level coverage 24/7 365 credentialed by IHS. |
| Question: | If the contract is awarded, how much lead time will we have to start the contract? |
| Answer: | We anticipate the contract will be awarded by Dec 31, 2016 and ACLSU will work with the contractor to begin the credentialing background check process which will take approximately 45 days to 2 months. |
| Questions: | How long does it take to credential a physician? |
| Answer: | Credentialing background check process which will take approximately 45 days to 2 months. |
| Questions: | Will there be any temporary privileges granted in the first 6 months of the contract? |
| Answer: | Six month provisional privileges are provided to all new providers |
Questions on Patient Volume:
| Question: | Total patient volume for the last 12 month? |
| Answer: | 9,852 for CY 2015, as of Oct 16 2016 9,279 |
| Question: | Do you have the volume breakdown so I can get a picture of the daily volume? |
| Answer: | |
| Question: | Would like the average volume between 7a-7p |
| Answer: | Unavailable at the time of this response – but the volume decreases after 10P – 7a. |
| Question: | Would like the average volume between 7p-7a |
| Answer: | Unavailable at the time of this response – but the volume decreases after 10P – 7a. |
Questions on Credentialing:
| Question: | I see that there is a short list for credentialing, is this list all you need? (Fingerprints, Current CV, OF 306, OF 306 Child Care Addendum, and IHS provisional Authorization Memo) |
| Answer: | The initial credentialing request will include an application for privileges, Certificates/Diplomas for Medical School, Residency, Internship, Medical License, Board Certification, DEA, 3 ea. Affiliations & references (complete name and address) proof of malpractice. |
| Questions: | As far as board certification? If someone is truly board eligible are they an option? |
| Answer: | Our By-laws require board certification |
| Question: | Certification-In our experience most doctors who have an ACLS and a PALS don’t also have a BLS because the ACLS class covers the BLS material. Is this accurate they would have to have a BLS? (ACLS (Advance Cardia Life Support) vs. BLS (Basic Life Support)) |
| Answer: | ACLS and PALS suffice. |
| Question: | Are Labs done on site? |
| Answer: | YES – we have a COLA accredited Lab. |
| Question: | What type of radiology services are there at the facility? |
| Answer: | On site Radiology, CT scanner is forthcoming. |
| Question: | Does the hospital have an inpatient floor for admitted patients or are they transfer to a high care facility? |
| Answer: | Yes, we have 6 beds. Patients are transferred to a higher care facility if we cannot offer the level of care that is required. |
| Question: | If we are covering 24/7/365 will the Clinical Director still be in charge of shifts? |
| Answer: | Yes, CD is responsible for all clinical care at ACLSU |
| Question: | Also since we are covering 24/7/365, do we still need to notify the Clinical Director if there is a change in the schedule. |
| Answer: | Yes, the scheduling will be done jointly with the CD and his/her staff |
| Question: | In the RFP it states a limit of 12 hour shifts, is there flexibility if we can prove a history of long shifts? We have hospitals that allow our physicians to work 12-72 hours straight depending on the volume. |
| Answer: | The Max will be seven/twelve hour shifts – anything beyond that will have to be approved by the ACLSU on a case by case basis. |
| Question: | How long is the orientation? |
| Answer: | Average 3 days. |
| Question: | Can the orientation be done the day before of on the day of the first shift? (In section B1 do we need to fill out this section on all 40+ of our hospitals?). |
| Answer: | Yes. |
| Question: | In regards to the SOW could IHS please clarify what boards are acceptable and if board eligibility will be acceptable? Could IHS also clarify the scheduling expectations? IE: 1 provider from 7a-7p, 1 provider from 7p-7a, and 1 advance practice provider from 11a-11p. |
| Answer: | We suggest a 1MD level provider provide four 12-hour shifts 7a to 7p; 1 MD level provider 7p to 7a; and then a mid-level provider from 8a to 8p during the work week. We want the flexibility to staff the mid-level provider with a full-time schedule. |
| Question: | Is the Emergency Department and Urgent Care separate? Will we need to plan on 24/7 coverage for both departments? |
| Answer: | No, as they are not separate. URGENT CARE clinic: A clinic or freestanding multi-specialty provider office that provides service for the care of walk-ins and non-emergency and non-life threatening care. EMERGENCY MEDICINE clinic: A service provided to outpatients who require immediate care to sustain life or prevent critical consequences. Criteria: Patients who arrived by EMS Ambulance Transport or by Privately Owned Vehicle where a patient who is in need of immediate treatment for acute illnesses, cardiac arrest, or trauma. |
| Question: | Does the Combined Synopsis/Solicitation under solicitation number 17242SOL00008 contain requirements similar to a current contract? If possible, please provide the current contract number. |
| Answer: | No. |
| Question: | Or, is this a new requirement for the government? |
| Answer: | This is a new requirement |
| Question: | Is this bid to supplement regular full time employed staff or is it expected to be the complete solution 24/7 staffing? |
| Answer: | Supplement |
| Question: | Am I supposed to submit candidates with the bid or just the proposals? |
| Answer: | Just the proposal. |
| Question: | When you have a need, what is the time frame for turn around to fill and credential staff? |
| Answer: | Approximately 2 months – for the background check and credentialing. |
| Question: | What are the shift hours for the twelve hour shifts, and are there different hours for the Urgent Care? |
| Answer: | Emergency Room/Urgent Care are combined - usually 7 am to 7 pm; 7 pm to 7 am. |
| Question: | How many patients per shift on average? |
| Answer: | Varies – approx. 10,000 visits per year |
| Question: | Is this single or double coverage? |
| Answer: | I am not sure what the question is. One (1) MD provider will be required, 24/7 365 days per year. |
| Question: | Do you need providers for the Urgent Care and ER separately, or providers that need to work both? |
| Answer: | It is the same. |
| Question: | Will you accept Nurse Practitioners? |
| Answer: | Requirement is MD level coverage 24/7 365 days per year and potentially complimented by a mid-level during the business week. |
| Question: | What trauma level is the ER designated as? |
| Answer: | We are not a Trauma Center. |
| Question: | How many visits per year does the ER have? |
| Answer: | Approx. 10,000 |
| Question: | Confirming Government Housing is available per the solicitation? |
| Answer: | Transient Housing is available. |
| Question: | How will each of the evaluation factors be weighted? |
| Answer: | See pages 4 through 6 for evaluation information. |
| Question: | Please provide acceptable examples for proof of financial capability. |
| Answer: | Showing your company has the knowledge, skills, attitudes and ultimately the behaviors that translate into sound financial decisions and appropriate use of financial services. |
