24250034B-AZ_Addendum_1.pdf

Addendum No. 1 Page 1 of 7 24250034B-AZ Nursing Services

ADDENDUM No. 1 to INVITATION TO BID

ADDENDUM POSTING DATE: PURCHASING CONTACT & TELEPHONE:

October 7, 2024 Amanda Zarko, Senior Procurement Agent Email: zarkoaz@scps.k12.fl.us Phone: 407-320-0237

SOLICITATION TITLE & NUMBER: 24250034B-AZ

Nursing Services

SOLICITATION OPENING DATE & TIME:

October 16, 2024 at 1:00 P.M.

NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.

The following items are updated to reflect the revisions and are hereby incorporated into the bid documents, ITB NO.

24250034B-AZ, Nursing Services.

A. THE FOLLOWING FORM HAS BEEN DELETED IN ITS ENTIRETY:

Attachment “H,” Bidder’s Statement of Principal Place of Business is NOT required to be submitted as part of this ITB.

B. REQUEST FOR INFORMATION

Q1. Please provide the incumbent(s) along with their awarded contract(s).

A1. This is the first bid the District has issued for nursing services. We currently have a contract in place with Orange Tree Staffing that we piggybacked from Lake County Public Schools, contract #24250022PB-AZ. The contract is available on Vendorlink, www.myvendorlink.com.

Q2. Please provide the tabulation for the current awarded contract(s).

A2. There is not a tabulation for the current contract because it was piggybacked from Lake County. See answer to question 1 to locate current contract.

Q3. Please provide the anticipated LPN usage and concurrent assignments (number of LPNs expected).

A3. Unknown at this time

Q4. How many vendors will be awarded?

A4. TBD

Q5. What is the budget?

A5. TBD

Q6. Can we provide Florida Business Registration upon award?

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 East Lake Mary Boulevard Sanford, Florida 32773-7127

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A6. Florida Business Registration must be provided at time of bid.

Q7. How many requirements can we expect per year?

A7. TBD

Q8. Are there any pain points from the current providers?

A8. No. The current vendor has performed satisfactorily, but federal requirements require the District to go out for bid.

Q9. Is the vendor required to be registered in the state of Florida before it can conduct business?

A9. Yes. Please refer to the Florida Department of Revenue for further information.

Q10. Is there a local vendor preference on this bid?

A10. No.

Q11. Is this a new initiative?

A11. This is first bid done for these services by the District.

Q12. Is the vendor required to furnish any equipment, supplies, or materials?

A12. Clinicians are not required to furnish any equipment or supplies

Q13. What are the historical annual spending volumes in the project?

A13. N/A

Q14. Will our clients’ letters of recommendation be acceptable in lieu of your district’s reference forms?

A14. The supplier will need to complete our reference form with as much information as possible and may attach the reference letter with the form.

Q15. Can you confirm if the request for nursing services includes 1:1 nursing needs for students?

A15. Yes.

Q16. Is it mandatory to subcontract?

A16. No.

Q17. Could you please provide information on the daily duration of shifts required for the necessary professions?

For example, the number of hours per day?

A17. Please see Exhibit A, section 2(o) – services shall be provided up to eight (8) hours per day.

Contractor will follow the school schedule for their assignment – High Schools: 7:15-2:30, Middle School: 9:30-4:00, Elementary School: 8:30-3:00. There could be some variation in the daily schedule based on the assignment.

Q18. Will deviations and exceptions to the terms of the contract be considered?

A18. Deviations and exceptions to the terms of the contract may be submitted and will be reviewed by the

District’s legal department for approval.

Q19. Is there any challenge fulfilling the needs with the existing contracts for related services or any specific improvements you are looking for?

A19. No.

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Q20. Do you want a write up, or any experience / qualifications submitted along with the forms?

A20. No. This is a bid so additional documentation will not be evaluated.

Q21. Do you accept Docusign signatures?

A21. Yes

Q22. Regarding First Aid and CPR cards, will the District accept online/hybrid classes or in person only?

A22. We will only accept in-person certifications to ensure clinicians are competent with the skills needed in case of an emergency.

Q23. Does the CPR card need to be the American Health Association or American Red Cross only?

A23. No, while AHA & ARC is preferred, we will accept a CPR card as long as it was obtained utilizing an in-person platform.

Q24. We currently conduct background checks with AHCA. Does the District require their own specific

Background check as well (Ie: Fieldprint)?

A24. The District requires vendors to utilize our background check/fingerprinting since this is housed directly with the state. If a vendor has been fingerprinted in another county in Florida within the last five years, we may be able to have those fingerprints transferred.

Q25. Can the District confirm what they define as “immediate response” ie: what is an acceptable time-frame to provide staff?

A25. SCPS would like to have clinicians in place within a week’s timeframe to ensure proper care of our students in need once notification is made.

Q26. In the ITB it states we do not need the following insurance, however in the contract it is listed. Is this required? 5. Professional Liability Insurance (Errors and Omissions).

A26. The ITB is correct. This insurance is NOT required and will not be indicated on the final contract.

Q27. Is the "CHARTER SCHOOL FOOD SERVICE AGREEMENT" the correct sample agreement?

A27. This appears to be an issue with Adobe. This is titled DRAFT service agreement.

Q28. Is (14) a typo to the agreement in section 1.3?

A28. This is a typo. As this is a draft, all sections will be completed prior to final execution.

Q29. What is the timeline for the school district from being awarded to reviewing candidates and interviewing to offering a candidate? Would this be less than a 2 week turn around?

A29. Yes, based on our current need, we're looking to onboard clinicians ASAP once the credentialing and onboarding process is complete on our end.

Q30. Please provide the list of all the attachments, exhibits & forms which is necessary to be attached in the proposal so to be a compliant bidder.

A30. Please refer to the list on page 3 of the ITB document under Submittal Requirements.

Q31. Do we need to submit Certificate of Insurance and Business License with the proposal?

A31. The certificate of insurance will be required at the time of contract award and the district will not award to a vendor that cannot meet the insurance requirements. The business license or registration is required at the time of bid submission.

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Q32. What is the average length of the assignment?

A32. It depends on the assignment.

Q33. Is it mandatory to have local experience? If yes, will it affect our evaluation criteria?

A33. No.

Q34. Do we need to submit “Attachment J” with the bid response?

A34. No. This is a DRAFT of the service agreement which will be signed at the time of contract award.

Q35. Do we need to submit 1 pdf file that will cover the required items mentioned under SUBMITTAL

REQUIREMENTS and 1 cost excel file named as 24250034B-AZ Exhibit B - Price Schedule on the Portal?

A35. Correct. Please submit all required forms as PDF documents and Exhibit B as an excel document on

Vendorlink.

Q36. Could you please clarify whether we can attach the scanned copy of Attachment B (REFERENCE FORM) received from the client, or if we need to submit it directly to the SBSC via email?

A36. Reference forms should be submitted on Vendorlink as part of the bid. No documents will be accepted via email or other means of delivery.

Q37. Is it mandatory to provide 3 references from schools only? Will there be any advantage in final evaluation for the same?

A37. References are not required to be from schools and there will be no penalty for references that are not from schools.

Q38. What is the tentative start date of this engagement?

A38. We are seeking School Board approval on November 19, 2024. Assignments will be on an as-needed basis.

Q39. What is the work location of the proposed candidates?

A39. It depends on the assignment.

Q40. How many positions were used in the previous contract (approximate)?

A40. We contracted for five (5) LPNs at the start of this school year.

Q41. 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?

A41. We are not requiring specific personnel to be identified during submission or award, rather the ability to supply qualified personnel as needed.

Q42. Can we provide hourly rate ranges in the price proposal?

A42. You may provide a range, but for evaluation purposes, the highest price will be used to compare for potential award.

Q43. Is it entirely onsite work or can it be done remotely to some extent / Does the services need to be delivered onsite or is there a possibility for remote operations and performance?

A43. Work will be done completely on-site. No remote services will be considered.

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Q44. Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes?

A44. No. See answer to Q41.

Q45. Could you please provide the list of holidays?

A45. A list of holidays will be provided upon contract award. Holidays are not paid for contracted workers.

Q46. Are there any mandated Paid Time Off, Vacation, etc.?

A46. Any time off approved during the contractual agreement will be unpaid for the contactor’s staff.

Q47. How will job requests be shared among multiple awarded vendors? Will all job requests be shared simultaneously? Is there any ranking system for sharing job requests among awarded vendors such as primary bidder, secondary bidder, and then other awarded bidders?

A47. The Student Services Department will contact vendors as needed and at their discretion. They will not be required to reach out to all vendors or in any certain order. They will have discretion to reach out to the vendor of their choosing from the contracted vendors.

Q48. Can you please share the email id/details where we can raise the public record request for old RFP?

A49. There is not an old solicitation. This is the first.

Q50. Would you be accepting references from large commercial entities?

A50. Yes. We will accept references from anyone other than School Board of Seminole County entities.

Q51. Do we have to provide reference forms to the company that we provided services to and will they submit directly to the POC or do we have to complete the reference form? Please clarify.

A51. You will send the reference form to your reference to complete. They should send it back to you to be included in your bid uploaded on Vendorlink.

Q52. Is this full-time position or weekly assignments?

A52. This is as-needed so it depends on the assignment.

Q53. What is weekend and holiday shift work rate policy such as 1.5-time standard hourly rate? Please confirm.

A53. There is no weekend or holiday work. School hours only.

Q54. Do we have to provide Sample Insurance Certificate with the proposal response? Please confirm.

A54. The certificate of insurance will be required at the time of contract award and the district will not award to a vendor that cannot meet the insurance requirements.

Q55. Will you award this contract to the lowest responsive bidders? Please confirm.

A55. Yes. Award will be made to the lowest responsive and responsible bidder(s).

Q56. To be responsive, is it mandatory to have physical office in Florida? Please confirm.

A56. No.

Q57. To be responsive, is it mandatory to provide Business Registration Certificate (BRC) with the proposal response? Please confirm.

A57. Yes. See page 3 of the ITB document for submittal requirements.

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Q58. Can we provide BRC certificate after the award? Please confirm.

A58. No. See page 3 of the ITB document for submittal requirements.

Q59. What is the anticipated award date of this ITB?

A59. This will go to the School Board for approval on November 19, 2024.

Q60. Are training and/or orientation billable?

A60. Yes, clinicians would get paid during the orientation process after onboarding has been completed.

Q61. If travel is required to different schools during a school day, will travel time be billable?

A61. Travel is not required to different schools. Clinicians will be stationed at one school.

Q62. Will clinician(s) be expected to provide care to a student in the student's home?

A62. No.

Q63. Will clinician(s) be expected to accompany students on school buses to/from school or for field trips?

A63. Yes, accompanying students on the bus to/from school would be required with these roles.

Q64. Who will be in charge of supervision, vendor or Seminole?

A64. While contractor is performing said nursing duties, he/she is representing himself/herself and utilizing professional judgment as an independent nurse contractor. This professional judgment is in the sole discretion of the contractor, and is to include all routines, practices and subjective decisions necessary to fulfill to contracted service. Contractor also agrees not to perform duties outside of his/her scope of practice/licensure. The contractor will not, under any circumstances, act as an agent of SBSC or represent that he/she has authority to act as an agent of SBSC.

SBSC has no right and shall not direct, supervise, oversee, or control or be responsible for the supervision, direction, or control of the contractor in the performance of professional nursing services for SBSC, either as to the means and methods employed by contractor to perform professional nursing services or the result to be accomplished. Notwithstanding, SBSC does have the right to determine the assignment of duties to be performed by contractor in conformance with to the scope of work referenced in this Agreement and the logistics of such assignments including necessary forms, non-medical procedures and adherence to SBSC policies.

The contractor shall be solely responsible for his/her own professional training and cost of such training. The contractor shall also be solely responsible for maintaining his/her licenses and for costs of such. The contractor is responsible for furnishing his/her own uniforms, transportation, tools, instruments, and written material of a professional nature required in the practice of a professional nurse, except as noted in Q66.

Q65. Will the LPNs be working under a district RN?

A65. While the LPNs will be given assignment of duties from district RN, please refer to Q64 for supervision specifics.

Q66. Does the district supply materials such as laptops, printers, PPE, and nursing supplies (e.g., stethoscopes, pulse oximeters)?

A66. Yes, SCPS will supply laptops, PPE, nursing supplies, and any student specific supplies required to care for the student at any given time. Printers are not supplied; however, they're accessible to utilize if needed onsite at each campus.

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Q67. Will the nursing services be provided on a 1:1 basis, or will some nurses also be working in a health-clinic setting?

A67. The majority of the nursing services will be providing 1:1 care to our students; however, working in a school clinic would also be the expectation if their assigned student is absent for a school day.

This would allow clinicians to still maintain their hours no matter student attendance.

Q68. Is there an overtime rate? If a clinician works over 40 hours with our organization but not with the Seminole

County School Board, would we still be able to bill overtime?

A69. No. We will not pay overtime for any hours worked outside of the assignment within Seminole

County Public Schools.

Q70. Will the district review other service classifications if submitted with the vendor proposal?

A70. No.

Q71. Will the LPN be asked to train or delegate nursing tasks to other staff/UAP”s (unlicensed assistive personnel)?

A71. No.

Q72. Who is the clinical POC at the district for our nurse?

A72. SCPS Health Services Coordinator, Mike Weitermann, BSN, RN, CCRN

The original Invitation to Bid (ITB) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. If you should have any questions regarding this addendum, please do not hesitate to contact Amanda Zarko, Senior Procurement Agent at zarkoaz@scps.k12.fl.us or by phone at 407.320.0237.

Sincerely, Gregory A. Long, MBA, CPPO, C.P.M.

Director of Purchasing and Distribution Services

Attachment

This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be added to the submission in Vendorlink.

This is to acknowledge receipt of this addendum, which will become part of the ITB document.

NAME (TYPED OR PRINTED) TITLE

SIGNATURE EMAIL

DATE PHONE NUMBER

***END OF ADDENDUM NO. 1***