24-41022-000_Addendum_1_Q___A.pdf

STATE OF CALIFORNIA — DEPARTMENT OF STATE HOSPITALS GAVIN NEWSOM, GOVERNOR

Department of State Hospitals – Napa 2100 Napa Vallejo Hwy.

Napa, CA 94558-6293

Addendum #1 September 17, 2024

Invitation For Bid (IFB) 24-41022-000 “IFB Temporary Relief Optometry Services”

The Department of State Hospitals (DSH) is issuing this addendum to provide:

The Department of State Hospitals (DSH) is issuing this addendum to provide answers to questions received from potential bidders.

Questions and Answers

Question 1: Is this a new contract or renewal of an existing contract?

ANSWER: This is a new contract. We had a previous contract of similar services.

Question 2:

If there is an existing contract, could you please share the names of the current vendors and their pricing?

ANSWER:

No, there is no current contract. Previous contract was with Eye Care Center Napa Valley. Rates were $1725.00 per clinic up to 15 patients.

Question 3: What is the estimated budget for this contract?

ANSWER: Attachment 5, Page 23 states the bid cap is at $1200 per clinic.

Question 4: Is it mandatory to subcontract?

ANSWER: No

Question 5:

Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day?

ANSWER:

Clinic opens at 0830 with appointments from 0900 – 1600 (up to 10 patients scheduled per clinic day). Repairs for glasses are also completed during these hours. Lunch is from 1200 -1300.

Question 6: What type of equipment is provided? Paper chart or EHR?

ANSWER:

1. Marco CP-690E Auto Projector

2. Marco Instrument Stand

3. Reichert AT550 (or AT555) Non-Contact Tonometer

4. iCare TA01i Tonometer (HANDHELD)

5. Topcon SL-2E Slit Lamp

6. EXAM CHAIR

7. WALL OTOSCOPE/OPHTHALMOSCOPE

8. Reichert Manual Phoropter/Refractor (Serial #11625B)

9. PACH PEN/PACHY METER

10. Salt Pan Frame Warmer

11. Topcon CL-300 Auto Lensometer

12. Keeler Vantage Plus Binocular Ophthalmoscope

13. K Plus 3 Autorefractor/Keratometer (Handheld)

14. Ophthalmoscope & Retinoscope Set

We still use paper patient charts, DSH does not have an EHR System.

Question 7: Could you walk me through the typical workflow of a clinical day?

ANSWER:

Clinic opens at 0830 with appointments from 0900 – 1600 (up to 10 patients scheduled per clinic day).

The Optometrist is given various forms such as:

1. Schedule for the day

2. Billing Sheet, complete with patient info (Diagnosis to be completed by the OD)

3. Consultation Referral Form

4. Clinic eye sheets for Rx

5. Last Clinic Dictated Note, only if patient is back for a follow up /

Annual exam.

6. Medication List (for reference)

7. PIA prescription order form

8. Physician Progress Note

Clinic escorts will pick up/drop off each patient on the schedule from their assigned units within the hospital to attend their Optometry appointment.

Clinic staff will perform a Snellen chart vision test and obtain eye pressure via Tonometer from each patient prior to being examined by the Optometrist. Results will be recorded on clinic eye sheets for Optometrist to review.

Optometrist will notify clinic staff to bring in the patient to begin the eye exam.

(Clinic staff will maintain safety during the entire exam process). PIA prescription order form is completed by the Optometrist during the exam and will be mailed out by clinic staff that day. Over-the-counter readers can be dispensed to the patient, if needed.

Once finished with the patient, the Optometrist will complete a Physician Progress Note for any recommendations that the patient’s unit medical doctor must order.

After each patient, the Optometrist will make a dictated exam note using the telephone line following Winscribe dictation guidelines. DSH-Napa’s Health Information Management Department will transcribe said note and make it available to be edited on the computer pending the Optometrist’s final review and electronic signature.

After all patients on the schedule have been seen, the completed billing sheet from the Optometrist is given to clinic staff so that it can be delivered to our Accounting Department to process for payment.

If time is allotted, Optometrist will repair glasses (usually broken frames) using provided frames supplied in clinic eye room. Separate billing sheet will be provided by clinic staff to record any repaired frames done by the Optometrist.

Question 8: Is there a tech?

ANSWER: Yes, a staff member will always assist you throughout the clinic.

Question 9:

Is the requirement of eight days per month flexible? Will I have the option to select the specific days and manage patient scheduling during those times?

ANSWER:

No, Clinics will be up to 8 days a month. These clinic days are not flexible.

However, during scheduling, if there is a need to have a clinic rescheduled, arrangements may be able to be accommodated.