2-16591_Temporary_Staffing_ptrfp_0.pdf

Rev. 07.01.2024

State of Minnesota

Department of Corrections

REQUEST FOR PROPOSAL

Temporary Healthcare Staffing

2000016591

Date Posted: January 13, 2025

• Responses must be received not later than 2:30PM, Central Time, February 5, 2025

• Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion

The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

file://///ADM-MMD-SRV-1.admin.state.mn.us/SHARE/OSP%20Assets/APPROVED%20Forms,%20Policies,%20Templates/PT/Templates/www.mn.gov/admin/oep

Rev. 07.01.2024 Page 2 of 13

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://guest.supplier.systems.state.mn.us/psc/fmssupap/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

Rev. 07.01.2024 Page 3 of 13

TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Forms o Veteran-Owned Preference Form o Workforce and Equal Pay Declaration Page

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

Rev. 07.01.2024 Page 4 of 13

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Sandra Tobias-Kotyk, Management Analyst 4 Minnesota Department of Corrections sandra.tobiaskotyk@state.mn.us

Questions should be emailed to the contact by January 21, 2025.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

mailto:sandra.tobiaskotyk@state.mn.us https://www.revisor.mn.gov/statutes/cite/13.37 https://mn.gov/supplier

Rev. 07.01.2024 Page 5 of 13

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Minnesota Department of Corrections (MNDOC) requests proposals from Responders interested in providing a constant source of temporary nursing and other health care services to augment staff in all Minnesota Correctional Facilities. MNDOC will contract with as many temporary labor agencies as possible to ensure there are always essential services provided in job classes that have chronic labor shortages such as registered nurses (RN), licensed practical nurses (LPN), advanced nurse practitioners (NP), certified medical assistants (CMA); certified nursing assistants (CNA);

and other health care services. Other health care services may include but not be limited to dentists, dental therapists, personal care attendants, licensed clinical social workers (LCSW), psychologists, and others as needed.

It is the goal of this project that MNDOC and a Contracted agency(s) will provide, upon State referral, non-exclusive on-site temporary healthcare staffing services to all incarcerated individuals, across the gender spectrum, including adults and juvenile residents, residing in Minnesota correctional facilities.

Correctional facility locations, include MCF-Faribault, MCF-Lino Lakes, MCF-Moose Lake, MCF-Oak Park Heights, MCF- Red Wing, MCF-Rush City, MCF-St. Cloud, MCF-Shakopee, MCF-Stillwater, MCF-Togo, and MCF-Willow River.

It is anticipated this request for proposal will result in multiple contract awards. The terms of the initial contracts will be for two years with an option to extend the contracts for three additional one-year renewals.

MNDOC is not looking to supplant services currently provided by State employees.

Responder understands that the State may contract with multiple vendors and will distribute requests for resources (meaning personnel such as registered nurses), to all selected vendors at the same time. Resource selection process outlined below.

2. Sample Tasks and Deliverables.

The Selected Vendor(s), upon State request, shall:

2.1. Provide non-exclusive on-site temporary healthcare staffing services to all incarcerated individuals, across the gender spectrum, including adults and juvenile residents, residing in Minnesota correctional facilities.

2.2. Understand temporary essential staffing resources will be engaged to supplement State employee health services staff due to absences resulting from vacation, sick leave, vacancies, and other short-term labor shortages until staff can be hired and/or other shortage solutions can be implemented.

2.3. Provide staffing services including but not limited to registered nurses (RN), licensed practical nurses (LPN), advanced nurse practitioners (NP), certified medical assistants (CMA); certified nursing assistants (CNA); and other health care services. Other health care services may include but not be limited to dentists, dental therapists, personal care attendants, licensed clinical social workers (LCSW), psychologists, and others as needed.

2.4. Provide personnel on a basis that fills the needs, including urgent and emergent, of locations or facilities as provided by State. Facilities or locations may be 24 hours a day, 7 day a week operation. Selected Vendor(s) must provide availability to cover shifts as needed.

2.4.1. Selected Vendor (s) understand that the State will contract with multiple vendors and agrees that the State will exercise its right to contact other State Selected Vendor(s)s to fill temporary staffing needs.

2.4.2. State or State’s Authorized Representative will e-mail multiple Selected Vendor(s) with information on facility needs as they arise; including the number of resources required, the expected dates the resource(s)

Rev. 07.01.2024 Page 6 of 13 will be needed, the name and location of the facility, and the contact information for an individual at the location or facility who is able to describe its needs in more detail.

2.4.3. Selected Vendor(s) shall recruit and pre-screen all staffing resources to determine whether their qualifications and capabilities comply with the minimum qualifications established in the request for services and provide qualified resource(s) information to the State in the timeframe outlined in the e-mailed request.

2.4.3.1. The pre-screening shall include, but not limited to, interviewing resources, Selected Vendor(s)’s best effort in obtaining all applicable information concerning previous employment, licensure, certifications, education, criminal history, and professional skills.

2.4.3.2. Confirm that resources have their own reliable transportation to and from the assigned correctional facility.

2.4.4. Selected Vendor(s) understands that the State will select and designate certain nursing, dental or health care resources from options presented to the State by the Selected Vendor(s). The State has the option to exercise the right of final decision on any Selected Vendor(s) temporary staffing assignments.

2.4.4.1. Once Selected Vendor(s) has received notice of selected resource(s) they shall work with the facility’s contact to place the qualified resource(s) on site. Selected Vendor(s) shall make resources available to report to the location or facility for work within 36 hours of candidate selection.

2.5. Make reasonable efforts to provide resources who are residents of State of Minnesota. Selected Vendor(s) may only assign an available resource from outside State to a location if there are no resources from State available to fill State’s request. Contactor will make reasonable efforts to provide qualified resources from States that border Minnesota in the event a resource from the State of Minnesota is not available.

2.5.1. The Selected Vendor(s), upon State request, must provide all necessary documentation of licensure, registration, certification, insurance, criminal background checks and qualifications of Selected Vendor(s) assigned resources through the duration of the contract.

2.6. Provide a timesheet management system to track and process timesheets for all resources assigned under this Work Order Contract. Selected Vendor(s) will provide an orientation for new resources for timesheet submittal.

2.7. Send a status report once a week via email to State’s Authorized Representative communicating the number of resources provided for each location. Selected Vendor(s) shall provide the following in the report:

2.7.1. Name of each resource,

2.7.2. Location,

2.7.3. Dates of service,

2.7.4. Hours worked for each location, and

2.7.5. Any issues the resource is experiencing.

2.8. Understands the State will contract with as many temporary staffing agencies as necessary to ensure essential health services are always covered. MNDOC is required by law to provide necessary health care to incarcerated individuals, including providing dental health services to those incarcerated inside MN Correctional facilities.

2.9. Provide all services in compliance with all applicable federal and state standards, statutes, and regulations, including, but not limited to those of the Minnesota Department of Health, the regulations of all Minnesota health care professional credentialing boards and commissions, American Correctional Association Standards and all regulations and policies of the Department of Corrections, including the Health, Recovery and Programming policies of MNDOC.

2.10. Discuss and coordinate resource assignments with the approval of MNDOC Corrections Health Program Director, DOC Directors of Nursing or designee.

2.11. Understand that resources will work under the direct supervision of the facility administrative nursing manager, the nursing supervisor (in the absence of the administrative manager), or the official designee of same.

2.12. Understands that resources will be expected to complete documentation in the MNDOC’s electronic health record during their shift(s).

Rev. 07.01.2024 Page 7 of 13

2.13. Understands that resources will perform, as directed by the State, some or all tasks outlined in the State position descriptions for registered and licensed nurses, dental and any other health care personnel employed by MNDOC.

2.14. Understands that resources must comply with MNDOC policies, procedures, institution directives and instructions and shall be subject to the rules and standards of conduct set forth in MNDOC’s policies.

2.15. Understands that resources assigned to the facilities must participate in MNDOC sponsored orientation classes prior to providing services and attend MNDOC training classes that may be reasonably required, including PREA.

2.16. Understands that all resources providing services must receive security and background clearance by MNDOC prior to provision of services. A criminal background check shall be conducted annually. Background checks are completed at MNDOC expense.

2.16.1. Selected Vendor to supply necessary information on resources who will be providing services for a criminal background check, including but not limited to:

2.16.1.1. background check packet,

2.16.1.2. valid Driver’s license,

2.16.1.3. copy of current TB testing, and

2.16.1.4. copy of current license, and/or certifications active without restrictions or stipulations to practice in Minnesota.

2.17. Provide a pdf copy of MNDOC approved weekly timesheets to administrative staff for invoice reconciliation purposes.

2.18. Understands that the State shall provide Authorized Representative or designated proxy, who is primarily responsible for ensuring all policies and protocols are followed.

2.19. Understands the assigned correctional facility will provide resources with necessary personal protective equipment and any other necessary equipment, tools, and resources to complete work.

2.20. Immediately remove any resource determined to be unsuitable by the State.

2.21. 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.

2.22. The Selected Vendor(s) resources will work closely with MNDOC Health, Recovery & Programming staff.

Rev. 07.01.2024 Page 8 of 13

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from July 1, 2025 to June 30, 2027, with the option to extend up to an additional 3 years in increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

Rev. 07.01.2024 Page 9 of 13

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

1. Work Plan. Responder should provide a description of their methodology and approach to recruiting and pre-screening staffing resources. Since this is a contract that involves assigned work on an as needed basis and each assignment varies in length, the Responder should provide information regarding how much advance notice is needed to respond to an assignment and the time needed to pre-screen staffing resources. This should also include methodology and approach to recruiting and pre-screening staffing resources for 1st, 2nd and 3rd shifts as well as for weekend shifts.

This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work.

2. Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

3. Quality Assurance and Quality Control. Responder should provide a description of the activities and processes that ensure the quality of deliverables, in this case staffing resources. Responder should also provide information on how they verify quality and identify deliverables that are sub-standard. Describe any safeguards and/or training you have in place to secure sensitive information, non-public, or private data.

4. Diversity, Equity, and Inclusion. Describe how responder’s policies and practices promote diversity, equity, and inclusion in areas such as hiring practices, and subcontracting staffing resources.

5. Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce and Equal Pay Declaration Page

c. Equal Pay Certificate Form

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

Rev. 07.01.2024 Page 10 of 13

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

• Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

1. Work Plan 200 points

2. Qualifications and Experience 200 points

3. Quality Assurance & Quality Control 150 points

4. Diversity, Equity & Inclusion 150 points

5. Cost Detail 300 points

1000 points

6. Preference Points 120 points

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by February 17, 2025.

Rev. 07.01.2024 Page 11 of 13

SECTION 6 – SOLICITATION TERMS

Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Rev. 07.01.2024 Page 12 of 13

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information

9.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

9.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

9.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

9.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

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

Rev. 07.01.2024 Page 13 of 13

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.