2-16591_Temporary_Staffing_Addendum_1.pdf

Request for Proposals (RFP) Addendum #1

SWIFT Event #: 2000016591 Agency: Department of Corrections Addendum Number: 01

Date of Addendum: January 24, 2025

Title: Temporary Healthcare Staffing

SCOPE OF ADDENDUM

The following are changes to the RFP: 1. Sharing vendor questions and State’s answers.

1. Vendors’ questions to the RFP and the State’s answers are as follows:

1.1. Question: Can you provide the estimated budget allocated for this contract?

1.1.1. Answer: The State wishes to not disclose the budget for this event.

1.2. Question: How many agencies are contracted, what are those agency names, and what is the total amount of spend broken down by Contract?

1.2.1. Answer: MNDOC has contracted with five vendors. For data requests visit Data Requests

/ Department of Corrections

1.3. Question: Could you provide the total number of temporary staff currently assigned? Include the job classification for each worker, the vendor assigning them, and their pay/bill rates. Are there particular facilities or job roles experiencing the most significant shortages.

1.2.2. Answer: Needs fluctuate on a monthly basis. For data requests visit Data Requests /

Department of Corrections.

1.4. Question: Are actual resumes for proposed resources required or can we submit sample resumes?

1.4.1. Answer: Please submit sample resumes or in lieu of sample resumes, a position description for each position noted in SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and Deliverables 2.3.

1.5. Question: Specify the qualifications and certifications needed.

1.5.1. Answer: Qualifications and certifications for each position noted in SECTION 2 –

SUMMARY OF SCOPE 2. Sample Tasks and Deliverables 2.3 can be found by visiting

Minnesota health care professional credentialing boards for each position.

1.6. Question: Should vendors anticipate the inclusion of further job titles beyond those specified?

1.6.1. Answer: Responses only need to reflect specific positions listed in SECTION 2 – SUMMARY

OF SCOPE Procurement Overview and Goals.

https://mn.gov/doc/contact/data-requests/

1.7. Question: Could you provide a complete list of required job titles so we can prepare the appropriate markup? Additionally, since Attachment C does not have space for all job titles, can we submit costs in a different format? Please clarify the required cost format and provide details regarding ATTACHMENT C: COST DETAIL?

1.7.1. Answer: See Question 1.6 and SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and

Deliverables 2.3. for positions. As noted in ATTACHMENT C: COST DETAIL, provide a single percentage (NOT an hourly rate) to indicate your total proposed percent mark-up for all positions.

1.8. Question: Is the job title limited to "Registered Nurse," and should we provide markup details only for this role?

1.8.1. Answer: In the example of how the State will compute the Responder Mark-up the

Resource Position of Registered Nurse is used for example purposes only. As noted in

ATTACHMENT C: COST DETAIL, provide a single percentage (NOT an hourly rate) to indicate your total proposed percent mark-up.

1.9. Question: Will the department allow us to provide cost detail for both local and travel candidates?

1.9.1. See ATTACHMENT C: COST DETAIL, provide a single percentage (NOT an hourly rate) to indicate your total proposed percent mark-up.

1.10. Question: Please provide a copy of the proposal of the previous vendors providing temporary staffing and rate/cost sheets for current contracts.

1.10.1. Answer: For data requests visit Data Requests / Department of Corrections.

1.11. Question: How many incumbents are going to be hired from each position. Can incumbent agencies submit a proposal under this solicitation.

1.11.1. Answer: MNDOC is not able to retain incumbent resources from expired contracts.

MNDOC will evaluate all responses that meet the minimum qualifications.

1.12. Question: Could you please let us know the length of the contract.

1.12.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 1. Procurement Overview and Goals and SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION 1.

Anticipated Contract Term.

1.13. Question: Is there any local preference or preference for local vendors during proposal evaluations.

1.13.1. Answer: See SECTION 5 – EVALUATION PROCEDURE AND CRITERIA 2. Phase 2 -

Evaluate Responses for what is evaluated in submitted proposals.

1.14. Question: Do you accept contract changes or exceptions? If yes, do contract changes or exceptions impact our score or possibility of being awarded?

1.14.1. Answer: Contract terms are a result of contract negotiations with the selected Responder. See SECTION 5 – EVALUATION PROCEDURE AND CRITERIA 2. Phase 2 - Evaluate Responses for what is evaluated in submitted proposals.

1.15. Question: Is this a new contract, renewal of an existing contract or are you unsatisfied with the incumbent suppliers?

1.15.1. Answer: Current contracts and all extension options will expire June 30, 2025.

1.16. Question: Is it mandatory to subcontract? If yes, please specify the exact goals and provide a list of required forms and licenses for the subcontractor. Do we need to attach the subcontractor certification in the response?

1.16.1. Answer: Subcontracting is not mandatory, however if a selected responder subcontracts staffing resources, subcontracted staffing resource would be required to meet the qualifications, certifications and terms of the selected responder Contract. Subcontract documents are not required in the response. Contract terms are a result of contract negotiations with the selected Responder(s).

1.17. Question: In order to be considered responsive for this solicitation, is it mandatory to bid on all positions?

1.17.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and Deliverables 2.3.

for positions requested in this solicitation.

1.18. Question: Is there a minimum number of hours required for the service? The number of

FTEs required? Assignment lengths? Shift lengths?

1.18.1. Answer: MNDOC cannot guarantee volume, minimum hours, number of shifts.

Temporary staffing is based in facility staffing needs. Shifts are typically 8 hours in length.

1.19. Question: In the event of a sudden vacancy or staff absence, what is the expected timeframe for vendors to backfill the position?

1.19.1. Answer: Please refer to SECTION 4 – PROPOSAL CONTENT 1. Work Plan.

1.17. Question: Is there a specific number of hours staff must work before they can transition to being a DOC employee, or is there no set requirement for this transition?

1.17.1. Answer: MNDOC does not recruit contracted Resources. It would be anyone’s individual choice to apply to an open position within the State and MNDOC must follow the State’s hiring procedures.

1.18. Question: Will this contract result in a single award or multiple awards, if multiple how many?

1.18.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 1. Procurement Overview and Goals.

The goal is to have multiple awards; however, the actual number will be based on natural break points of the final scores.

1.19. Question: Are there any specific pain points in the current contracts?

1.19.1. Answer: A limited pool of available resources.

1.20. Question: How are current services procured.

1.20.1. Answer: State contact reaches out to current contracted vendors to distribute staffing requests, based on performance and availability, to the best of the State’s ability.

1.21. Question: How will the Department manage candidate ownership and assignment among multiple agencies to prevent conflicts, duplication, or situations where candidates move from one agency to another for the same role.

1.21.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and Deliverables for how resources will be selected. The State is not responsible for resources moving from one contracted vendor to another. Selected Responders would be responsible for notifying the State if a Resources is no longer available under their assignment so another request to fill facility needs could be issued.

1.22. Question: Are we required to submit the Certificate of Insurance and Business License with the proposal?

1.22.1. Answer: See SECTION 6 – SOLICITATION TERMS 12. Requirements Prior to Contract

Execution.

1.23. Question: Responder Forms, if we are not certified as small businesses majority-owned and operated by veterans, how can we qualify for the 12% preference? Should we submit these forms as blank or mark them as N/A?

1.23.1. Answer: Visit Small Business Certification Program / Minnesota.gov for questions on the State’s Small Business Procurement Program. This form can be marked N/A and uploaded with all required attachments if not applicable.

1.24. Question: We have noticed that the Equal Pay Certificate Form listed in the RFP is not included in the attachments.

1.24.1. Answer: See RFP Attachments Workforce and Equal Pay Declaration Page. Visit

Minnesota Department of Human Rights / Minnesota.gov for specific questions.

https://mn.gov/admin/business/vendor-info/oep/sbcp/ https://mn.gov/mdhr/

1.25. Question: Is the Workforce and Equal Pay Declaration Page a mandatory attachment?

1.25.1.1. Answer: All attachments are required.

1.26. Question: Are there any exceptions to the required insurance limits for both professional and general liability as well as the hired and non-owned auto?

1.26.1. Answer: Responders can identify exceptions to contract terms via ATTACHMENT B:

EXCEPTIONS TO STATE’S TERMS AND CONDITIONS.

1.27. Question: Are there specific types of insurance coverage required and what are the minimum coverage limits expected?

1.27.1. Answer: See Sample Contract Exhibit B: Insurance Requirements

1.28. Question: Is maintaining a local office mandatory?

1.28.1. Answer: An office in Minnesota is not mandatory.

1.29. Question: Is this a supplementary contract requiring temporary staff for short-term needs to support State employee health services staff due to absences (e.g., vacation, sick leave, vacancies), or to address other labor shortages until permanent hires or solutions are in place.

1.29.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 1. Procurement Overview and Goals.

1.30. Question: Are there any liquidated damages associated with this solicitation?

1.30.1. Answer: No

1.31. Question: Is a bid bond required after the award of the contract?

1.31.1. Answer: No

1.32. Question: On the portal, it is stated: "What is the price per unit?" Can we leave this field blank or enter $1 for compliance purposes?

1.32.1. Answer: See Tips for SWIFT, Submission of Response.

1.33. Question: Do we need to provide a signed sample contract with the response?

1.33.1. Answer: No

1.34. Question: Are all hours worked are billable including overtime, lunches, daily hours and orientation.

1.34.1. Answer: Contract terms are a result of contract negotiations with the selected

Responder(s).

1.35. Question: Will Selected vendors be required to bill Medicare/Medicaid or any third-party insurance?

1.35.1. Answer: No

1.36. Question: What is the invoicing frequency?

1.36.1. Answer: Contract terms are a result of contract negotiations with the selected

1.37. Question: Are selected Responders required to provide any equipment or materials?

1.37.1. Answer: See SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and Deliverables.

1.38. Question: Please provide a specific list of all required attachments and documentation to ensure compliance.

1.38.1. Answer: Responders are responsible for reviewing all content included in the RFP, attachments, exhibits and addendums, and are responsible for meeting the applicable requirements outlined in the RFP.

1.39. Question: Can you please provide a sample copy or example of what the remittance looks like for ACH payments?

1.39.1. Answer: State will communicate payment with selected Responder(s).

1.40. Question: Can we get a copy of your invoice with all the data reporting and format requirements, how do we submit invoices, do you have rounding requirements, a dispute window?

1.40.1. Answer: State will communicate invoicing requirements with selected Responder(s).

Contract terms are a result of contract negotiations with the selected Responder(s).

1.41. Question: What are the time capture requirements?

1.41.1. Answer: See SECTION 2 – SUMMARY OF SCOPE Sample Tasks and Deliverables. At minimum would include, name of resource, job classification, hourly wage, location, dates of service, hours worked by location.

1.42. Question: Can you expand on the accessibility of the Department’s orientation training?

Will orientation or training vary significantly by facility or role? Are Selected Responders compensated for MNDOC orientation training?

1.42.1. Answer: The process and time requirements of training will be negotiated with the

Selected Responder(s), however PREA training is required annually. Orientation is offered once a Background check is processed. Security clearance can take up to 3 weeks. The

Selected Responders are compensated for Resource training/orientation time.

1.43. Question: If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources?

1.43.1. Answer: Resources are not required at time of Proposal Submission. Please submit sample resumes or in lieu of sample resumes, a position description for each position noted in SECTION 2 – SUMMARY OF SCOPE 2. Sample Tasks and Deliverables 2.3.

1.44. Question: Are Resources expected to work onsite at Correctional Facilities? Can work be completed via Telehealth?

1.44.1. Answer: There is not an option for remote work.

1.45. Question: Is there a provision about using US based contractors?

1.45.1. Answer: Visit Vendor Documents / Minnesota Office of State Procurement Vendor

Documents for answers on contracting with the State.

1.46. Question: Are your current vendors meeting your staffing needs?

1.46.1. Answer: Yes

1.47. Question: Are there any penalties or consequences outlined for vendors failing to meet agreed staffing levels or other contractual obligations?

1.47.1. Answer: Contract terms are a result of contract negotiations with the selected

1.48. Question: What will be the relationship with the Selected Responders as a result of this solicitation and the State’s contracted comprehensive healthcare provider?

1.48.1. Answer: There is not collaboration between the Selected Responders and State’s contracted comprehensive healthcare provider. Resources may have contact with contracted medical providers and must follow State guidelines and policies which ensure collaboration in the best interest of patient care.

1.49. Question: What is expectation and frequency for replacing a candidate that is ill/calls off?

1.49.1. Answer: Contract terms are a result of contract negotiations with the selected

1.50. Question: Is there a minimum experience requirement for the personnel sent to your facility?

1.50.1. Answer: See SECTION 2 – SUMMARY OF SCOPE Sample Tasks and Deliverables.

1.51. Question: What is the tentative start date of this engagement

1.51.1. Answer: See SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

https://mn.gov/admin/osp/vendors/vendor-documents/

1.52. Question: What is the work location of the proposed candidates?

1.52.1. Answer: See SECTION 2 – SUMMARY OF SCOPE Procurement Overview and Goals.

1.53. Question: Could you confirm if a kick-off meeting will be scheduled after the award?

1.53.1.1. Answer: There will not be a meeting with all Responders after the award.

Selected Vendors will be provided with contact details after contract execution.

1.54. Question: Will all vendors be awarded the same cost structure to work within on this contract?

1.54.1. Answer: Cost structure will follow the mark-up model in ATTACHMENT C: COST DETAIL.

1.55. Question: Provide the number of hours broken down by each job category for the past two years.

1.55.1. Answer:

Certification

FY23

HOURS FY24 HOURS

FY25

HOURS

to 12/31/24

CNA 781.92 5,025.29 254.00

DENTIST 681.00 0.00 32.00

LPN 845.75 1,956.16 0.00

LSW 0.00 0.00 18.00

RN 2,007.92 1,763.91 0.00

1.56. Question Are there KPI’s that MNDOC will use to evaluate Vendor performance?

1.56.1. Answer: Contract terms are a result of contract negotiations with each selected Responder(s) and Selected Responders are expected to follow the terms of the contract.

1.57. Question: Are there any collective bargaining agreements in place that we need to be aware of for these job certifications?

1.57.1. Answer: The State employed workforce is unionized unless staff fall under the managerial plan. Information for each union can be found at Labor Contracts Pay Plans / Minnesota Management and Budget (MMB) (mn.gov).

1.58. Question: How does the Department handle patients followed by behavioral health within the general population? Do the staff working with these patients require any special training or certifications?

1.58.1. Answer: MNDOC manages the incarcerated population and their healthcare needs in manner which keeps the incarcerated population and MNDOC employees and contractors safe. Minimum qualification of each position will be provided in the request for services.

1.59. Question: How does the Department provide feedback on vendor performance or address staff-related complaints?

1.59.1. Answer: MNDOC will provide feedback directly to the Contracted Agency authorized representative.

1.60. Question: In section 2.21 of the Temporary Healthcare Staffing Request for Proposal it states the following "Selected Vendor, upon State request, shall: Will reimburse MNDOC for any Selected Vendor(s) personnel investigations on issues of misconduct. The Vendor will be charged for investigations based on the wage of the investigator assigned by the State." What is the expected hourly rate? How many hours are required to complete an investigation? Can you define issues of misconduct? Would the State be willing to waive this requirement?

1.60.1. Answer: Violation of the Nurse Practice Act or State of MN law or policy would be examples of misconduct. MNDOC cannot anticipate the number of hours needed to complete an investigation or the hourly rate of staff assigned to an investigation. The State is not willing to waive this requirement.