19-0105-P-RP_Speech_Language_Therapy_Services_Addendum_1.pdf

Procurement Services 29529 CR 561 Tavares FL 32778 (352) 253-6760 Fax: (352) 253-6761 http://lake.k12.fl.us

“Equal Opportunity in Education and Employment”

February 27, 2020

ADDENDUM NO. 1

RFP #19-0105-P-RP Speech Language Therapy Services

This addendum is being issued to address questions received, make revisions to the original solicitation document and release attachments. The answers are in noted in red font. The original RFP documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

The following are questions and answers regarding the above mentioned solicitation:

1. Question: What are your current rates for these services? How many days are contractors to work in the school year? How many hours are billable in the day?

Answer: See the Lake County Schools website: https://www.lake.k12.fl.us/departments/chief-financial-officer/procurement/active-bidscontracts. The contract is for 196 days with 7 billable hours per day.

2. Question: Per the RFP Notification, it is understood that there will be a pre-proposal conference on

Wednesday, February 19, 2020 at 11:00 am. Is attendance to the pre-proposal conference a mandatory requirement for them to be considered for award?

Answer: It isn’t mandatory, but recommended.

3. Question: Is it possible for the vendor to join the pre-proposal conference via telephone (i.e. conference call)? If so, can you please send instructions, contact phone number, or any other related information so we may join the pre-proposal conference?

Answer: Yes, the call in number will be provided on the notice posting on VendorLink.

4. Question: Does the district intend to award to single or multiple vendors?

Answer: Multiple vendors.

5. Question: Since services are on an as-needed basis, what would be the average weekly hours of service to assist in our cost proposal for the SLP? For example: Full-time 37.5 hours per week (7.5 hours per day) billable. We are seeking SLPs who can carry a full-time (as in the example) for the full school year.

6. Question: Would you consider certified therapy assistants such as SLPA, or CFY?

Answer: No, not at this time.

7. Question: What would be the average student caseload and number of schools served by the SLP?

Answer: Caseloads range from 50-100 which include both direct and indirect services.

http://lake.k12.fl.us/ https://www.lake.k12.fl.us/departments/chief-financial-officer/procurement/active-bidscontracts

8. Question: How many working days will the SLP work during the school year (For Example: 180 days or less)?

Answer: Refer to question #1

9. Question: Would Lake County Schools consider online tele-therapy for the speech therapy services?

10. Question: Are resumes required at the time of proposal submission or only upon award?

Answer: Companies must show that they have SLPs available for potential hire. Available resumes need to be provided at the proposal submission with the understanding that more resumes may be provided after the award.

11. Question: Do you require vendors to guarantee the provision of therapy services, or is it understood that vendors will begin recruiting on a best efforts’ basis upon contract award?

Answer: We expect vendors to have providers available at the time of proposal, with the expectation that there will be on-going recruitment for additional providers.

12. Question: Can the vendor incur in any penalties or be liable for any damages for not having a contracted provider available upon your school’s request in a timely manner or would your school terminate the RFP contract with the vendor?

Answer: As outline within RFP, Termination for Default: The School Board may terminate all or any part of a subsequent award by giving notice of default to Contractor, if Contractor refuses or fails to deliver the goods or services within the time specified; fails to comply with any of the provisions of this

RFP, or so fails to make progress as to endanger performances, hereunder, or becomes insolvent or subject to proceedings under any law relating to bankruptcy, insolvency, or relief of debtors. In the event of termination for default, the School Board’s liability will be limited to the payment for goods and services delivered and accepted as of the date of termination.

13. Question: Who will be the representative from Lake County Schools to determine which materials/equipment are required for the therapy services?

Answer: The contracted provider will determine, in collaboration with the IEP what materials/equipment are needed for therapy sessions. Additionally, a district program specialist will consult with the therapists if the materials/equipment that are needed are not available at the assigned work site.

14. Question: Can you provide the current incumbent vendor(s) names and fee rates providing the SLP services? Has your current vendor(s) been able to satisfy your service needs?

Answer: See the Lake County Schools website https://www.lake.k12.fl.us/departments/chief-financial-officer/procurement/active-bidscontracts; current vendors have been able to meet some of our needs but not all.

15. Question: Will Lake County Schools consider an all-inclusive hourly price rate range depending on the candidates’ level of experience OR does the district only want a fixed flat hourly rate for service?

Answer: Flat Rate

16. Question: Would the district accept separate rates for monolingual and bilingual therapists?

17. Question: What is expected annual spend for this contract?

Answer: Refer to question #20.

18. Question: What are the incumbent bill rates?

Answer: Refer to question #14

19. Question: How many hours did these titles work in 2017, 2018, and 2019?

Answer: The hours for each therapist varied based on the need. Some providers worked a full year at

37.5 hour per week for 196 days, while others were assigned to part-time positions (2-3 days per week).

Year Hours worked

2017 15,000

2018 28,000

2019 Similar to 2018

20. Question: What was the spend on this contract in 2017, 2018, and 2019?

Answer:

Year Annual Spend

2017 $914,481

2018 $996.229

2019 Similar to 2018

21. Question: How many vendors is Lake County Schools planning on awarding? If more than one, will there be primary, secondary, tertiary, etc. status for vendors? If more than one firm is awarded and there isn’t a tier system, how will jobs get distributed to firms?

Answer: LCS intends to create a vendor pool. Upon request LCS will contact vendors based on overall ratings, starting with the highest rated per the established rubric. In the event, the highest rated vendor is unable to secure a provider within 24 hrs, the next highest rated vendor will be contacted.

22. Question: Can the district please clarify how needs for FTE vendor supplied contractors will be disseminated to awardees post award?

Answer: LCS will contact vendors based on overall ratings, starting with the highest rated per the established rubric. In the event, the highest rated vendor is unable to secure a provider within 24 hours the next highest rated vendor will be contacted.

23. Question: Can the district please provide a detailed explanation for how points will be awarded for the cost section of this solicitation (i.e. lowest bill rate receives maximum points, and next lowest vendor receives a prorated amount; lowest bill rate receives maximum points, and the next lowest vendor receives a predetermined amount of points)?

Answer: Per the Evaluation Criteria, the highest possible points for Cost of Services is 30 points.

Each committee member will independently score each proposal using the predetermined point system as noted in the evaluation criteria. Each Committee member’s proposal scores will be combined to reach the total number of composite points. The proposals with the highest overall composite points will be placed on a short-list.

24. Question: How many vendors does the district expect to award a contract to for the services requested in this solicitation?

Answer: The intent is to create a pool. The number will be determined by the number of viable responses we received.

25. Question: Can the district please provide incumbent information and current bill rates for contracts in place for similar services?

Answer: Refer to question #14

26. Question: Can the district please provide the total amount of FTE contract, vendor supplied SLP’s utilized during the 2018-19 SY?

Answer: 22 contracted SLPs in 2018/19.

27. Question: Can the district please describe the supplies and materials that contracted providers will have access to at the district? (Wi-Fi, computer access, testing material, office supplies, etc.)?

Answer: The provider will have: office supplies, computer access, Wi-Fi, testing materials, student supplies, and all other materials required for their position.

28. Question: What travel between schools is expected for these providers?

Answer: None, if a SLP is assigned to two schools, they would start and finish the day at the same school.

29. Question: Will the district review other SPED service classifications if submitted with the vendor proposal?

Answer: No, there are separate contracts for other providers.

30. Question: Can we obtain the license after being awarded?

Answer: Respondent shall provide all applicable licenses as part of the proposal

31. Question: Does the district pay for drive time?

Answer: No, the district does not pay travel expenses.

32. Question: Will the district accept our agreement or edits to their agreement?

Answer: Exceptions are reviewed on a case by case basis.

33. Question: How many SLP positions remained unfilled throughout the 2018-19 SY, and how many SLP positions are currently vacant for the 2019-20 SY?

Answer: There were not vacancies in 2018-19 and 2 vacancies this school year.

34. Question: Will Lake County Schools accept teletherapy options for this RFP?

Answer: Refer to question #9

The following are revisions to the above mentioned solicitation:

Section 2-Scope of Services (Page 7 of 20) shall be amended to add the following: LCSB will contact

“Pool “of qualified vendors in order of Highest ranked Vendor(s) per the established Evaluation Criteria.

If the Vendor is unable to secure a provider within a 24 hours, the next vendor will be contacted.

Please note that the opening date has not changed. All bids are due prior to 2:00pm on March 5, 2020.

If you should have any questions regarding this addendum, please do not hesitate to contact Regina Peeples at peeplesr@lake.k12.fl.us.

Sincerely, Regina Peeples, CPPB

Procurement & Contracting Manager

Acknowledgement of Addendum No. 1 by Respondent

The Respondent hereby will acknowledge receipt of the following Addendum on the designated area of the

Proposal Acknowledgement Form.

The Acknowledgement of Addendum receipt will become an integral part of the solicitation document. In acknowledging receipt of this Addendum, the undersigned understands and accepts the foregoing solicitation changes and clarifications.

All other bid terms, conditions, and specifications as originally issued remain unchanged.