24-09011-000_Add_1_Q_A_Response.pdf

“Caring Today for a Safe and Healthy Tomorrow” Rev. (11/2018)

Addendum #1, IFB 24-09011-000

Temporary/Relief Healthcare Staffing Services

Procurement and Contract Services Section 1215 O Street, MS-1 Sacramento, California 95814 www.dsh.ca.gov

October 11, 2024

ADDENDUM #1

Invitation for Bid 24-09011-000

The Department of State Hospitals (DSH) is issuing this Addendum to respond to potential Proposers’ questions, and to provide a revised Request for Proposals (deletions are in strikethrough and additions in bold italics). A clean IFB with all the changes accepted will also be provided.

1. QUESTIONS AND ANSWERS:

Question 1: Attachment 3 – Minimum Qualifications Response, Page 21: The second to last box states “Bidders must provide written evidence of interest and ability to provide services for a clearly identified region at DSH, from all the classifications listed in Attachment 14-Sample Agreement.” Attachment 14 is listed as the Iran Contracting Act Certification. Can the Department please confirm if this was an error and should be Attachment 15 – Sample Agreement?

Answer 1: Please see 24-09011-000 IFB Add 1 Bold and Strikethrough.

Question 2: Attachment 3 – Minimum Qualifications Response, Page 21: The eighth box from the top states “Bidders must provide written evidence of interest and ability to provide services at DSH, from each of the same eighteen (18) potential insert appropriate subspecialty.” Can the Department please clarify what “the same eighteen (18) potential insert appropriate subspecialty” means?

Answer 2: Please see 24-09011-000 IFB Add 1 Bold and Strikethrough.

Question 3: II. Minimum Qualifications (MQ), D. Curriculum Vitae and Letters of Interest, #1:

The IFB states: “Bidders must provide with their bid package current Curriculum Vitae from a minimum of two (2) potential for all the classifications listed in Attachment 15-Sample Agreement”. Please clarify the term “potential” as used here, and if there is supposed to be a word following “potential”, such as “potential candidate”.

Answer 3: See revised 24-09011-000 Add 1.

Question 4: II. Minimum Qualifications (MQ), D. Curriculum Vitae and Letters of Interest, #1:

In relation to the question above, is the Department requesting that bidders http://www.dsh.ca.gov/ obtain and submit two (2) curriculum vitae for each of the 35 classifications (totaling 70 curriculum vitae prior to the October 18th due date) from actual candidates for the position categories listed in Attachment 15? If so, it would be extremely difficult, if not impossible, for bidders to identify actual candidates for positions before being awarded the contract. Would the Department reconsider this requirement? Requiring the submission of curriculum vitae places non-incumbent bidders at a disadvantage and recruiting candidates prior to an official contract award discourages potential candidates, therefore complicating the recruitment process. Would the Department consider an alternative method of demonstrating successful recruitment, such as evidence of successful recruitment in other contracts or allowing bidders to provide samples of curriculum vitae or job descriptions?

Answer 4: No.

Question 5: II. Minimum Qualifications (MQ), D. Curriculum Vitae and Letters of Interest, #2:

Is the Department also requesting a cover letter from each “potential [candidate?]” detailing the candidate’s interest and experience to accompany the curriculum vitae of each candidate? As in the question above, this would be a nearly impossible task for non-incumbent bidders to accomplish in advance of an award of contract and would in effect require bidders to recruit two candidates for each position category, and obtain the letters and curriculum vitae from dozens of individuals in an approximate two-week period of time.

Would the Department also reconsider this requirement due to the short-turn around time to obtain what would be 70 cover letters from potential candidates.

Answer 5: See Attachment 4 – Bidder’s References.

Question 6: Attachment 5 – Bidder’s Rate Sheet: Can the Department please confirm if bidders should provide five separate rate sheets for each location or one rate sheet for the Northern region and one rate sheet for the Southern region if bidding both regions?

Answer 6: See I. Description of Services A. section 3 I,II.

Question 7: Can the Department please provide the actual historical number of staff needed by location and by position for the past two years?

Answer 7: DSH does not have this information at this time.

Question 8: Does this solicitation serve to replace any existing contracts with existing vendors? If so, what existing contracts are affected?

Answer 8: Multiple providers.

Northern California Region

1. Imperial Locum Services

2. Intuitive Health Services, Inc.

3. Correctional Healthcare Associates

Southern California Region

1. Imperial Locum Services

2. Intuitive Health Services, Inc.

3. Correctional Healthcare As

Question 9: The staffing tables on pages 25 and 26 of the IFB do not include the category of

"Psychologist". In a previous solicitation for these services from March of 2021, the IFB included a line for "Psychologist" and showed "15" as the Estimated Staff Needed per Facility in the staffing table. Did the Department intend to NOT include "Psychologist" in this solicitation?

Answer 9: See Attachment 5 - Bidder’s Rate Sheet.

Question 10: Bidders Rate Sheet: The civil Service hourly rate for the Clinical Laboratory

Technician (CLT) is the same hourly rate as the Clinical Laboratory Assistant at $41.19. Would the DSH consider implementing a higher civil service hourly rate for the CLT to reflect the requirements and experience for the CLT position?

Answer 10: DSH does not have this information at this time.

Question 11: Page 40, Section H, ii. states: “Contractor shall make every effort to limit the hours worked by Contractor’s temporary/relief providers to no more than 1,000 hours for the State in the State’s fiscal year (FY) of July 1 to June 30 or to notify DSH when hours exceed 1,000 hours worked for all state entities in the State’s

FY.”

a. If one of the current incumbents is awarded the contract, will the 1,000 hour threshold worked by current temporary contract staff effectively start and be tallied as of November 1, 2024, for the new contract?

b. Will the 1,000 hours start anew for the same contract provider for each fiscal year? If not, is there a time limit when the contract provider can return to the DSH facility to resume the same temporary relief services without exceeding the 1,000-hour work limit?

Answer 11: a. Yes, by July 1. b. No. There is no time limit.

Question 12: Page 41, Section H.3 states: "Temporary/relief providers who are not already

CalPERS members may provide services under the agreement for DSH up to 1,000 hours per FY. If authorized in writing by DSH, these providers may continue to provide services under the agreement after 1,000 hours; however, the providers then become subject to CalPERS membership. The temporary/relief provider who works 1,000 hours and obtains eligibility for CalPERS membership will be required to begin making monthly contributions to CalPERS, and the Contractor or registry provider group is responsible for the employer share of CalPERS contributions. The temporary/relief provider will remain a CalPERS member indefinitely unless they withdraw their contributions.”

a. If the contractor provider works more than 1,000 hours per FY, what constitutes CalPERS membership or CalPERS eligibility for the contract provider?

b. It is also stated that a provider will remain a member of CalPERS unless the provider elects to withdraw their contribution; is it the prerogative of the provider to become or remain a member of CalPERS?

Answer 12: a. 1,000 hours is the basis for eligibility. b. No.

Question 13: The previous bid IFB #24-09007-000 was announced and cancelled and the new bid IFB #24-09011-000 was announced on 10/04/24, what is the difference between these two IFBs?

Answer 13: The 3% mandatory DVBE requirement has been waived for the current solicitation.

Question 14: Page #3 paragraph 3 of the bid invitation indicates that “The DSH intends to award up to three (3) agreements per region to various service providers of Temporary/Relief Healthcare Staffing Services for the Northern and Southern regions of California.” On Page 11 section D it is indicated that “DSH intends, if an award is made, to award to a single service provider. However, DSH reserves the right to award agreements to multiple providers, up to five (5) per DSH location, unless DSH received fewer responsive and responsible bids. The awarded agreements will be based upon the lowest responsive and responsible bids in accordance with Section V, Preference and Incentive Programs. Bidders should submit bids accordingly.” – Please clarify if the agreement can be awarded to up to three (3) or up to five (5) if needed by DSH.

Answer 14: Yes, the agreement can be awarded up to up to five (5).

Question 15: If the location is in a TACPA zone, what are the requirements to get the incentive?

Answer 15: See V. Preference and Incentive Programs.

Question 16: Are the bidders required to provide 18 written evidences of interest for sub specialties?

Answer 16: Please see 24-09011-000 IFB Add 1 Bold and Strikethrough.

Question 17: Is this a newly initiated project, or is it a continuation of an existing one?

Answer 17: See answer 8 for answer.

Question 18: If it is ongoing, kindly provide the names of the current service providers/incumbent vendors.

Answer 18: See answer 8 for answer.

Question 19: Could you provide details on the previous expenditure associated with this contract?

Answer 19: Multiple providers.

Northern California Region

1. Imperial Locum Services 21-09005-001 $19,796.465.60

2. Intuitive Health Services, Inc. 21-09005-002 $21,908,029.44

3. Correctional Healthcare Associates 21-09005-003 $23,477,921.28

Southern California Region

1. Imperial Locum Services 21-09005-004 $29,696,198.40

2. Intuitive Health Services, Inc. 21-09005-005 $32,862,044.16

3. Correctional Healthcare Associates 21-09005-006 $35,216,881.92

Question 20: Could you confirm if it is possible to obtain the proposals or pricing details of the incumbent vendors?

Answer 20: Submit a Public Records Act (PRA) request at https://www.dsh.ca.gov/Legal/Public_Records_Act.html.

Question 21: Are there any specific challenges or issues currently being faced with the existing vendors?

Answer 21: DSH does not have this information at this time.

Question 22: Can you clarify the expected number of awards for this solicitation?

Answer 22: See IV. Bid Evaluation and Award Section D. Intention to Award.

Question 23: Is there any preference or priority given to local vendors for this contract?

Answer 23: See V. Preference and Incentive Programs.

Question 24: Can we bid on specific roles or is it necessary to cover all of them?

Answer 24: See Attachment 5- Bidders Rate Sheet.

Question 25: Is this IFB the same as the previous one we have submitted with the IFB

Number 24-09007-000 - IFB Temporary/Relief Healthcare Staffing Services?

Answer 25: No.

Question 26: In reference to provision II.D - Curriculum Vitae and Letters of Interest, do we https://www.dsh.ca.gov/Legal/Public_Records_Act.html have to submit two resumes for each job title, and also for them to sign a letter of interest evidencing their interest and ability to provide the needed services?

Answer 26: Yes.

Question 27: Do we have the option to bid only on some of the healthcare personnel indicated in the IFB document?

Answer 27: See Attachment 5 Bidder’s Rate Sheet # 6. “Bidder shall provide an hourly rate of pay for each classification listed in the tables below for all DSH locations (Atascadero, Coalinga, Metropolitan, Napa, and Patton)."

Question 28: In reference to this statement "Contractor shall be paid an administrative fee billable after the first month and paid monthly for direct and corporate overhead margin for ongoing project operations, including regional administrative personnel." located on page 25 of the IFB, is the said administrative fee a separate charge from the Column G of the bid sheet? And, Is it paid monthly regardless if the employees are not working?

Answer 28: The administrative fee is capped at 25% of the civil service hourly rate and is added to the hourly rate in column G. It is not a separate charge that is paid monthly regardless if the employees are not working.

Question 29: The work locations indicated in the website are different compared to those that are stated in the IFB document, which one is correct?

Answer 29: i. Northern California Region:

a. Napa State Hospital – Napa County

b. Coalinga State Hospital – Fresno County

ii. Southern California Region:

a. Atascadero State Hospital – San Luis Obispo County

b. Metropolitan State Hospital – Los Angeles County

c. Patton State Hospital - San Bernardino County

Question 30: Is this a re-procurement for IFB 2409007000 that I just submitted on Tuesday?

Answer 30: No.

Question 31: Is there a reason there has been no Intent to Award for that IFB?

Answer 31: Section III-Proposal Requirements and Information; Item C-Submission of

Proposals; Section 6 – Modification and Rejections; Subsection ii., on page 10 of the IFB, states the following:

6. Modification and Rejections:

ii.) DSH reserves the right to reject all proposals. DSH is not required to award an agreement.

Question 32: Does this mean that the prior bid has had no award? Is the previous bid still valid for this extension? Or is a new packet required?

Answer 32: Yes. No. Yes.

Question 33: Could you please provide insight into what prompted this reissuance and if there are any changes or updates between the original and new solicitations that we should be aware of? Understanding any modifications will help us ensure that our bid remains compliant and up-to-date.

Answer 33: The 3% mandatory DVBE requirement has been waived.

Question 34: Is this a re-compete IFB? If yes,

a. Could you please share the name of Current Suppliers (who are currently providing services to Agency)?

b. Could you please share current Supplier’s pricing and Proposals?

c. How many awards were made in the Past?

d. When was the existing contract started, and what is the annual monetary spent value of the current contract since inception?

e. How many resources are currently engaged in the current contract?

f. Can you please share the no. of positions served in previous years under this contract?

g. Can you please share the amount of business each vendor did under this contract in previous years?

h. Is there any issue that the agency is currently facing with the incumbents?

i. Are incumbents allowed to bid on this IFB? Please confirm.

j. Please share the historical spending for the year 2021, 2022, 2023 and 2024?

k. How many nurses were used in year 2021, 2022, 2023 and 2024?

Answer 34: Submit a Public Records Act (PRA) request at

Question 35: What will be the estimated annual budget for this project?

Answer 35: DSH does not have this information at this time.

Question 36: Is this a single award or multiple award contract?

Answer 36: See IV. Bid Evaluation and Award Section D. Intention to Award.

Question 37: If it is a multi-award contract, can you please confirm the total number of vendors to be awarded this contract?

Answer 37: See IV. Bid Evaluation and Award Section D. Intention to Award.

Question 38: How will job requests be shared among multiple awarded vendors?

Answer 38: See IV. Bid Evaluation and Award Section D. Intention to Award.

Question 39: Will all job requests be shared among all awarded vendors simultaneously?

Answer 39: No.

Question 40: Is there any ranking system for sharing job requests among awarded vendors such as primary bidder, secondary bidder, and then other awarded bidders?

Answer 40: No.

Question 41: Was IFB#: 24-09007-000_Temporary/Relief Healthcare Staffing Services cancelled?

Answer 41: Yes.

Question 42: Is this IFB same as IFB#: 24-09007-000_Temporary/Relief Healthcare Staffing

Services?

Answer42: No. The 3% mandatory DVBE requirement has been waived.

Question 43: The scope of this IFB is same as the scope of previous IFB (IFB#: 24-09007-

000_Temporary/Relief Healthcare Staffing Services)

Answer 43: Yes.

Question 44: In the IFB document it is mentioned that we need to provide Curriculum Vitae and letter of interest from a minimum of two (2) potential. So, our questions are:

Question: Is the agency looking for Curriculum Vitae for all the positions mentioned?

Question: Is the agency looking for letter of interest for all the positions mentioned?

Answer 44: Yes. Yes.

Question 45: Can you share details from where we can get old IFB details?

Answer 45: Submit a Public Records Act (PRA) request at

Question 46: Can you please tell us where we can see the records for the old contract?

Answer 46: Submit a Public Records Act (PRA) request at https://www.dsh.ca.gov/Legal/Public_Records_Act.html.

Question 47: Can you please share the email id/details where we can raise the public record request for old IFB?

Answer 47: Submit a Public Records Act (PRA) request at https://www.dsh.ca.gov/Legal/Public_Records_Act.html.

Question 48: Would you be accepting references from large commercial entities?

Answer 48: Yes, see Attachment 3 – Bidder’s Reference.

Question 49: How many positions are required under this contract?

Answer 49: See Attachment 5 – Bidder’s Rate Sheet.

Question 50: How many positions are currently open?

Answer 50: See question 36 for answer.

Question 51: How many positions are currently used in a single day? Please give rough estimate.

Answer 51: DSH does not have this information at this time. Staffing requirements vary from time to time dependent upon the need of each DSH facility.

Question 52: Out of mentioned staffing positions, what are the most filled positions? Please share.

Answer 52: DSH does not have this information at this time.

Question 53: To be responsive, is it mandatory to bid on all the positions?

Answer 53: Yes.

Question 54: Can we bid for Physicians from our separate entity and all other positions from another entity? Please confirm.

https://www.dsh.ca.gov/Legal/Public_Records_Act.html

Answer 54: No. See Attachment 5 - Bidder’s Rate Sheet.

Question 55: Can we provide physicians who are on 1099?

Answer 55: No.

Question 56: How many vendors agency is planning to select?

Answer 56: DSH does not have this information at this time.

Question 56: What would be the shift timings for the given positions?

Answer 57: DSH does not have this information at this time. Staffing requirements vary from time to time dependent upon the need of each DSH facility.

Question 58: Can you please provide Job descriptions and qualification for all positions?

Answer 58: No.

Question 59: What would be the estimated hours for given positions?

Answer 59: DSH does not have this information at this time. Staffing requirements vary from time to time dependent upon the need of each DSH facility.

Question 60: Please confirm minimum guaranteed hours per week for these positions.

Answer 60: DSH does not have this information at this time. Staffing requirements vary from time to time dependent upon the need of each DSH facility.

Question 61: Are these full-time positions or weekly assignments?

Answer 61: DSH does not have this information at this time. Staffing requirements vary from time to time dependent upon the need of each DSH facility.

Question 62: Can you please confirm the weekly assignments duration (7 week/13 week or more) if any?

Answer 62: DSH does not have this information at this time.

Question 63: What is weekend and holiday shift work rate policy of County such as 1.5-time standard hourly rate? Please confirm.

Answer 63: DSH does not have this information at this time.

Question 64: Can you please share shift timings and location of services?

Answer 64: No. See Exhibit A – Scope of Work for locations.

Question 65: What is average response time to provide resume of qualified resources?

Answer 65: See Key Action Dates for Bid Submission Due Date.

Question 66: Do we have to provide Sample Insurance Certificate with the proposal response? Please confirm.

Answer 66: See Attachment 6 – Insurance Requirements.

Question 67: Will you award this contract to the lowest responsive bidders? Please confirm.

Answer 67: Confirmed. DSH intends, if an award is made, to award to a single service provider. However, DSH reserves the right to award agreements to multiple providers, up to five (5) per DSH location, unless DSH received fewer responsive and responsible bids. The awarded agreements will be based upon the lowest responsive and responsible bids in accordance with Section V, Preference and Incentive Programs. Bidders should submit bids accordingly.

Question 68: Will the agency be giving any preference to local vendors? Please confirm.

Answer 68: See V. Preference and Incentive Programs.

Question 69: To be responsive, is it mandatory to have physical office in California? Please confirm.

Answer 69: No.

Question 70: To be responsive, is it mandatory to provide Business Registration Certificate

(BRC) with the proposal response? Please confirm.

Answer 70: See Attachment 3 – Minimum Qualifications Response.

Question 71: Can we provide BRC certificate after the award? Please confirm.

Answer 71: See Attachment 3 – Minimum Qualifications Response.

Question 72: Do we have to provide Proposed hourly rate than the Civil Service hourly rate?

Answer 72: Yes.

Question 73: Do we have to provide admin fee less than the DSH Admin fee cap?

Answer 73: See Attachment 5 Bidder’s Rate Sheet # 9. “ANY BID RECEIVED THAT EXCEEDS

THE CIVIL SERVICE CLASSIFICATION MAXIMUM RATE WILL BE REJECTED."

PLEASE SEE ATTACHED REVISED RFP #24-09011-000.

Deletions are noted in strikethrough; additions are noted in bold italic.

END OF ADDENDUM #1