3-WK2706-CNS - Attachment C RFP Nursing Services Scope of Work.pdf

Salt Lake City School District

Purchasing Department

Request for Proposal for

CLASSROOM NURSING

SERVICES

Solicitation No. WK2706-CNS

REQUEST FOR PROPOSALS

Social Emotional Learning Curriculum K-12

Solicitation #WK2706-CNS

This Request for Proposals (RFP), having been determined to be the procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested vendors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data. Vendors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Salt Lake City School District (SLCSD) is seeking competitive sealed proposals from a qualified vendor(s) with qualified Nursing Agencies. SLCSD seeks vendors who can provide licensed registered nurses (RN) to provide health care services to students with complex health care needs within Salt Lake City School District

(SLCSD).

It is anticipated that this RFP may result in a contract award to a single contractor. This RFP, and the eventual awarded contract, would include all hardware, software, ongoing customer support, training, and other items to make any proposed system fully functional within the SLCSD.

1.2 BACKGROUND

Salt Lake City School District started using In-School Nursing service in 2010, thus this service need has grown exponential over the last few years. The original company being utilized was started by a nurse SLCSD had contracted with previously in order to allow the contracted nurse to provide nursing care to more than one student in a classroom. We contract nursing services with an outside agency to provide care for students who have complex health conditions, which require a registered nurse to be present in the classroom at all times to assess the student’s condition frequently, and provide nursing care that can only be provided by a licensed nurse.

While in the class, they also provide care to other students in the classroom with complex medical conditions who require nursing care. We currently have contract nurses at 4 of our schools.

Prior to this, contract nurses were contracted to provide care to one designated student, and subsequently, this practice was not as efficient.

1.3 ISSUING OFFICE AND RFP REFERENCE NUMBER

The SLCSD is both the Issuing Procurement Unit and the Conducting Procurement Unit for this RFP and all subsequent addenda relating to it. The reference number for this RFP is Solicitation # WK2706-CNS. This number must be referred to in all proposals, correspondence, and documentation relating to this RFP.

1.4 QUESTION AND ANSWER PERIOD

All questions MUST be submitted through Bonfire U3P (https://utah.bonfirehub.com) during the designated time for questions (“Q&A period”) listed on Bonfire U3P. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum. Answers disseminated by SLCSD through the Bonfire U3P system shall serve as the official and binding position of SLCSD and will constitute an addendum to this RFP.

Questions, exceptions, or notification to SLCSD of any ambiguity, inconsistency, excessively restrictive requirement, or error in this RFP, MUST be submitted as a question through Bonfire U3P during the Q&A period.

An answered question or addenda may modify the specification or requirements of this RFP. Vendors should periodically check Bonfire U3P for answered questions and addendums before the closing date. It is the responsibility of the vendor to submit their proposal as required by this RFP, including any requirements contained in an answered question and/or addendum.

Exceptions to the scope of work or other content of the RFP that have not been previously addressed during the active Q&A period of the procurement are not allowed and may result in the vendor’s proposal being considered non-responsive.

1.5 ADDENDUMS

Vendors are encouraged to periodically check Periscope for posted questions, answers, and addendums.

Any modification to this procurement will be made by addendum issued by SLCSD Purchasing. Addendums to this RFP may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this RFP.

After the due date and time for submitting a proposal to this RFP, at the discretion of the chief procurement officer or head of a procurement unit with independent procurement authority, addenda to this RFP may be limited to the vendors that have submitted proposals, provided the addenda does not make a substantial change to this RFP that likely would have impacted the number of vendors responding to the original publication of this RFP, in the opinion of the chief procurement officer or head of a procurement unit with independent procurement authority.

Authorized and properly issued addenda shall constitute the official and binding position of SLCSD.

Any response to this RFP which has as its basis any communications or information received from sources other than this RFP or related addenda may be considered non-responsive and be rejected at the sole discretion of SLCSD.

1.6 RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFP until a vendor is awarded a contract and the award is published, vendors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the SLCSD procurement officer overseeing this RFP. Failure to comply with this requirement may result in disqualification.

1.7 SUBMITTING YOUR PROPOSAL

By submitting a proposal to this RFP, the vendor acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this RFP are understood, fair, equitable, and are not unduly restrictive. Any exceptions to the content of this RFP must be addressed within the Q&A period. The vendor further acknowledges that it has read this RFP, along with any attached or referenced documents, including the General Provisions.

All costs incurred by a vendor in the preparation and submission of a proposal, including any costs incurred during interviews, oral presentations, and/or product demonstrations are the responsibility of the vendor and will not be reimbursed.

Proposals must be received by the due date and time posted on Bonfire U3P. Proposals received after the deadline will be late and ineligible for consideration. Proposals can be submitted electronically through Bonfire U3P.

Electronic submission instructions: When submitting a proposal electronically through Bonfire U3P, please allow sufficient time to complete the online forms and to upload proposal documents. The RFP will end at the deadline. If a vendor is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by Bonfire U3P, and the attempted submission will be considered late and ineligible for consideration.

Electronic proposals may require uploading of electronic attachments. Bonfire U3P will accept a wide variety of document types as attachments. However, the SLCSD is unable to view certain documents. Therefore, DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files. All documents must be uploaded in Bonfire U3P as separate files.

Proposals will NOT be accepted via email.

1.8 CONTRACT AWARD INTENT

It is anticipated this RFP may result in a multiple award contract. SLCSD prefers a single award but reserves the right to award as a multiple award. If it is determined to be in the best interest of SLCSD needs.

1.9 LENGTH OF CONTRACT

The contract resulting from this RFP will be for a period of five (5) years. SLCSD reserves the right to review the contract resulting from this RFP on a regular basis regarding performance and cost and may negotiate price during the term of the contract.

1.10 PRICE GUARANTEE PERIOD

All pricing must be guaranteed for a one (1) year guarantee period. Any subsequent requests for price adjustment must be for a one (1) year guarantee period and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request and demonstrating a logical mathematical link between the current price and the proposed price.

Any adjustment or amendment to the contract will not be effective unless approved by the Purchasing Department. The SLCSD will be given the immediate benefit of any decrease in the market, or allowable discount.

1.11 DISCUSSIONS

Discussions may be conducted with Vendors who submit proposals determined to be reasonably susceptible of being selected for award. This may be followed by an opportunity to make best and final offers in accordance with the Utah Procurement Code. The SLCSD reserves the right to accept proposals without conducting discussions.

1.12 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include, but not be limited to, the Standard Terms and Conditions included herein as Attachment A.

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Vendors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Vendors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive.

Vendors may submit questions during the Q&A period regarding the Standard Terms and Conditions.

SLCSD may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

In a multiple award, SLCSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the

Vendor having the least number of exceptions and/or additions and concluding with the Vendor submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

If negotiations are required, Vendor must provide all documents in Microsoft Word format for redline editing.

Vendor must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of a Vendor’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). SLCSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Vendor and SLCSD may move to the next eligible Vendor.

1.13 PROTECTED INFORMATION

The Government Records Access and Management Act (“GRAMA”), UCA § 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2, the Utah Uniform Trade Secrets Act, if the person submitting the trade secret has provided the governmental entity with the information specified in UCA § 63G-2-309 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in UCA § 63G-2-309;

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties,…

Pricing may not be classified as confidential or protected and will be considered public information after award of the contract.

Process for Requesting Non-Disclosure: Any Vendor requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Vendor must complete the Claim of Business Confidentiality form with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the SLCSD, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA § 63G-2- 309(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form is included as a separate to this RFP and must be completed and uploaded.

An entire proposal cannot be identified as “PROTECTED,” “CONFIDENTIAL” or “PROPRIETARY,” and if so identified shall be considered non-responsive unless the Vendor removes the designation.

Redacted Copy: If a Vendor submits a proposal that contains information claimed to be business confidential or protected information, the Vendor must submit two separate proposals: one redacted version for public release with all protected business confidential information either blacked-out or removed, and clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

1.14 INTERVIEWS AND PRESENTATIONS

An oral presentation will be required of each Offeror who meets or exceeds established minimum score thresholds. SLCSD shall establish a date and time for the interviews or presentations and shall notify eligible Offeror’s of the procedures.

Vendors invited to interviews or presentations shall be limited to those Vendors meeting the minimum requirements and minimum technical score threshold specified in the RFP. Representations made by a Vendor during interviews or presentations shall become an addendum to the Vendor’s proposal and shall be documented. Representations must be consistent with the Vendor’s original proposal and may only be used for purposes of clarifying or filling in gaps in the Vendor’s proposal. Interviews and presentations will be at the Vendor’s expense.

1.15 TIME FOR EVALUATION

All proposals shall remain valid for a minimum of 140 calendar days after the Proposal Due Date to allow adequate time for evaluation.

1.16 DEFINITIONS

The following terms used in this RFP shall have the meanings specified:

“Bonfire” means the e-procurement supplier portal used by SLCSD for issuing this RFP, and soliciting and collecting Proposals pursuant to this RFP, which may be accessed at this Internet address:

https://utah.bonfirehub.com.

“Agency Nurse” means nurse employed by an agency. Agency Nurse is not an employee of the SLCSD.

“SLCSD” means Salt Lake City School District.

“Offeror” means the Company, Firm or Agency who submits a proposal in response to this Request for Proposal.

“Proposal” means the official written response submitted by an Offeror in response to this Request for Proposal.

“Request for Proposals” or “RFP” means the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda.

"Watch Over Services” When appropriate, an agency nurse may need to be assigned to provide watch over care for another student, coordinating with Health Services Coordinator and the district nurse, to provide emergency rescue medications in the classroom or on the school bus as needed. Watch over could include 1 nurse taking care of 2 students at no additional cost unless medical procedures are needed.

https://utah.bonfirehub.com/

PART 2: SCOPE OF SERVICES AND REQUIREMENTS

2.1 SCOPE OF WORK

The Service Provider or Agency will provide Registered Nurses (RN) for self-contained special education classroom(s) and regular education classroom(s) within SLCSD schools. Classroom(s) requiring an RN present during school hours and specific student needs are defined by the SLCSD’s special education nurse.

District nurses develop student healthcare plans and oversee nursing services. Contract RNs are responsible for implementing the healthcare plan and providing the nursing care outlined for each student.

Each contract RN is assigned to a primary student, whose care is their first priority. When not providing care to their primary student, the RN is expected to assist other students in the classroom with nursing-related needs as directed.

The number of contract nurses provided may vary over the five (5) years of this contract. Typical nursing needs require between three or five (3 or 5) full-time nurses, and possibly part time or PRN nurses as needed for insulin administration during summer school programs.

Students: Age 3-22.

Number of students served: SLCSD currently has 4 students for whom nursing services are needed, however the number of students varies from school year to school year based on enrollment.

Schools: Contract covers all schools in the SLCSD.

Health Care Needs: The Agency Nursing Staff will be assisting SLCSD students with complex health care needs.

Some students may have multiple disabilities. Health care needs may include but are not limited to:

• Tracheostomies with or without ventilator dependence

• Gastrointestinal feeding tubes

• Ostomies

• Emergency seizure care and the administration of rescue medication

• Insulin dependent diabetes management

• Assessing and monitoring students in the self-contained classroom for potential health risks by:

o Implementing seizure precautions o Providing first aid as needed o Prevent the spread of infection o Contacting parents and/or emergency services as needed

• Medication administration

• Blood glucose checks and insulin administration

• Port-a-cath/IV cares

• Assist special education teachers and aides with students accomplishing their IEP goals

• Document services completed

• Ride bus with students when medical need dictates

• Follow HIPPA standards and student medical information confidentiality

• Act as representative of SLCSD

• Other health related tasks as the need arises.

Service Provider Responsibilities:

Agency will provide nursing services as described in this contract and reliable nursing care by a qualified professional. The RN is an active participant in the assigned classroom they are expected to be in attendance each school day (whether or not the primary student in attendance). AGENCY will provide SLCSD with the RN's who meet the following criteria:

1. Hold current state nursing license in good standing.

2. Hold current CPR certification.

3. Meet AGENCY and Facility conditions of employment regarding health clearance (MMR, Hepatitis B immunizations, etc.), provision of professional references (background and drug screening), and any other applicable criteria. Background check to be completed within ninety

(90) days of start date. Documentation shall be kept in AGENCY files unless requested by

SLCSD.

4. Shall have two (2) years’ experience documented on file. Should a medical doctor state in writing that a student is chronically sick and is unable to attend school for greater than one (1) month, SLCSD may relieve Service Provider of service obligations in that student's particular classroom. Should the assigned RN be unavailable, Agency must provide another qualified nursing professional as a nursing substitute. Allowance for RN absences per classroom must not exceed five (5) school days.

Obligations: AGENCY will follow its contract and employment policies and procedures to verify that all personnel meet and maintain applicable licensing requirements. AGENCY will maintain direct responsibility for all payment of wages, payments, and/or other compensation, and for any for any applicable mandatory withholdings and contributions such as federal, state, and local income taxes, social security taxes, worker's compensation, and unemployment insurance.

Record Access: In instances where Facility is Medicare and/or Medicaid certified, AGENCY agrees that in accordance with Section 952 of the Omnibus Budget Reconciliation Act of 1980, its contracts, books, documents, and records will be available to the Comptroller General of the United State, the United States Department of Health and Human Services and their duly authorized representatives ("USDHHS") until the expiration of four (4) years after services are rendered under this agreement.

Health Care Plan: The contract nursing agency will provide the contract nurses with an adequate and timely orientation to the respective student and school. The SLCSD nurse will provide updated health care plans to the contract nurse and the agency manager to ensure proper nursing care and maintain student safety at school.

At a minimum, each RN, whether present each school day or substitute RN, will be skilled at providing nursing services described in the students’ healthcare plans and administering emergency medications, including medications used to stop seizures

Work Hours: Work hours coincide with the hours of each individual student. Agency Nurse’s work hours may begin at the student’s home or at the student’s school, depending on whether the student uses district transportation or not.

Student’s using District Transportation: For students using district transportation, the Agency Nurse’s work hours begin at the student's home 15 minutes before the bus arrives and ends 15 minutes after the student returns home. The Agency Nurse rides the bus to school with the student and is responsible for the medical care of the student, during the ride to school, during the school day, including field trips, and on the ride home.

Student’s NOT using District Transportation: For students who are transported to school by a parent or caregiver, the district nurse and classroom teacher will determine the time contract nurse will arrive at school. The nurse will meet the student at the school and remain with the student until the student is picked up from school.

Travel: The contract nurse must provide their own transportation to the student’s home or school. Parking is the responsibility of the Contract nurse. Parking is not paid for by SLCSD. Parking tickets will not be reimbursed by SLCSD. Contract nurses are required to provide proof of auto insurance upon request.

Student’s Absence: If the Agency Nurse has not been notified in a timely manner of a student’s absence by the parents, the district will not be charged for more than one hour after the time the Agency Nurse is notified by the parent or caregiver.

Days needed for the year: SLCSD schools operate on a traditional schedule, being 180 school days. Regardless of the school calendar, the Agency must provide nursing services throughout the school year and through the months of June and July for students who need nursing services during Special Education ESY (Extended School Year).

Nursing Duties: A Health Care Plan for each student will be written by a SLCSD special education nurse. The Agency Nurse will be responsible for following the health care plan as written as will be provided by Health Services Coordinator to the agency. The SLCSD special education nurse will be notified of clinical changes.

The Agency Nurse will be responsible for:

• Provide services listed in the healthcare plan and any additional nursing services that may arise for student.

• Give feedings as directed by the student’s physician.

• Give medications at the appropriate time and dosage as determined by the student’s physician.

• Assist the student to participate in curriculum related activities determined by the classroom teacher and to assist the special education teachers and assistants in the student accomplishing his/her IEP goals.

• Comply with Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA) standards

• Not make judgmental or evaluative remarks to the parent or another person about the educational activities happening in the classroom. If they have a concern about classroom activities of any kind they will address these concerns with the Health Services Coordinator, the building principal and the nursing agency supervisor.

Watch Over Services: When appropriate, an Agency Nurse may need to be assigned to provide watch over care for another student, coordinating with Health Services Coordinator and the district nurse, to provide emergency rescue medications in the classroom or on the school bus as needed. Watch over could include 1 nurse taking care of 2 students at no additional cost unless medical procedures are needed. Healthcare Plan and Doctor’s orders would be given to the Agency Nurse and Agency for the watch over student.

Medicaid Documentation and Time Study: Agency Nurses adhere to all state Medicaid requirements for documentation and time study done 3 times each year.

Direct Supervision: The contract agency manager shall be responsible for working with the lead district nurse for the direct clinical supervision of the Agency Nursing Staff.

Substitute Nursing RN and LPN:

Substitute nurses must have RN credentials.

Overtime Hours:

There will be no overtime hours.

2.2 MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS (Pass or Fail Criteria) This section contains mandatory minimum requirements that must be met in order for a proposal to be considered responsive. Failure to meet any one of the mandatory requirements/qualifications will result in the proposal being rejected and the proposal will not move forward in the evaluation process. All of the items described in this section are non-negotiable. A rejection of a proposal due to a proposal not meeting mandatory minimum requirements can occur at any time in the evaluation process.

Offerors must provide sufficient evidence and/or documentation in the RFP response demonstrating that the Offeror is compliant with the following mandatory minimum requirements:

1. Offeror MUST have been in the business of providing nurse staffing services for the past five (5) years.

2. Offeror MUST have a physical office space and supervisory staff located in Utah.

3. Offeror MUST provide nursing staff living within 50 miles of Salt Lake County.

4. Offeror MUST carry its own medical malpractice policy.

5. Offeror MUST have Documented Accreditation by a CMS recognized health care accrediting agency and/or

Proof of State Survey and Medicare/Medicaid Certification.

6. Offeror MUST be properly licensed to conduct business in the State of Utah.

7. Offeror MUST agree to make sure Agency Nurses adhere to all state Medicaid requirements for documentation and time study.

8. Offeror MUST agree to maintain Nursing Licenses, Skills Validation Checklists, background checks, random drug test results, proof of current CPR Card, and provide them to the Health Services Coordinator upon request.

9. Offeror MUST provide nursing staff that is certified to perform all duties expected in Section 2.1.

10. Compliance to the Family Educational Rights and Privacy Act (FERPA)

a. Offerors must certify compliance with FERPA requirements as it relates to confidential student data and digital components of Offerors proposal (see Attachment B).

11. Availability for Oral Presentation

a. As noted in Section 1.14, Offerors meeting minimum score thresholds are required to conduct oral presentations. Please verify availablity on or about the last week of May or first week of June.

12. References

a. Offerors must submit at least three (3) letters of reference from school districts of similar size and scope. These references may be contacted for verification.

2.3 DETAILED TECHNICAL RESPONSE

1. Provide detailed narrative of Offeror’s assessment of the work to be performed, the Offeror’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Offeror’s understanding of the desired overall performance expectations, deliverables and outcomes. (100 Available Points)

2. Provide detailed narrative of Agency’s History and General Experience of their nursing staff. (100 Available Points)

3. Provide detailed narrative of Agency’s experience working with Schools, Governmental Agencies and Pediatric Patients. (100 Available Points)

4. Provide detailed narrative of Qualifications of Clinical Supervisory Staff. Please include resume, licenses and certifications. (50 Available Points)

5. Provide detailed narrative of Agency’s Hiring requirements for Nursing Staff (Criminal Background Checks, Reference Checks, Finger Printing, Initial Drug Testing, TB Screening, OIG Exclusion List Checks, etc.)

Also include how often Agency checks OIG Exclusion List. (100 Available Points)

6. Provide detailed narrative of Agency’s willingness and capacity to provide nursing care to other students in the classroom outlined in the scope of work. (50 Available Points)

7. Provide a detailed narrative of Agency’s Back up/Substitute plan. (50 Available Points)

8. Provide a detailed narrative of how quickly Agency can provide a contract nurse a new student. (75

Available Points)

9. Provide three (3) references from other School Districts that you have worked with within the past five (5) years. Must provide Name of School, Address, Contact Name, Contact Phone Number, and Contact Email.

How References will be scored: SLCSD will contact each reference. Each reference will be asked the same questions. The reference will assign a score of 1-5 per question. The average score will be used as the basis for assigning reference points. (25 Available Points Per Reference for a total of 75 Available Points)

PART 3: INFORMATION REQUIRED IN SUBMISSION OF A RESPONSE

3.1 PROPOSAL RESPONSE FORMAT

Proposals should be concise, straightforward, and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, there is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

All submitted materials become the property of the SLCSD. Materials may be evaluated by anyone designated by the SLCSD as part of the proposal evaluation committee. Materials submitted may be returned only at the SLCSD's option.

Organize proposal response using each of the following specific headings. Failure to format your proposal as follows may result in disqualification.

1. Section Title: Executive Summary.

The one- or two-page executive summary is to briefly describe the vendor's proposal. This summary should highlight the major features of the proposal. The reader should be able to determine the essence of the proposal by reading the executive summary.

2. Section Title: Protected Information.

All protected/proprietary information must be identified in this section of the proposal by completing the Claim of Business Confidentiality referenced in Section 1.13.

If the Vendor’s proposal contains protected/proprietary information (refer back to the Protected Information section of this RFP for additional information), then Vendor must submit a redacted copy of the proposal at the same time Vendor submits its proposal. The redacted copy of the vendor’s proposal must be submitted in compliance with other sections of this RFP.

If there is no protected information, write “None” in this section.

Vendor acknowledges that its proposal or redacted copy will be made public upon the SLCSD’s receipt of a GRAMA request. Vendor will not be notified of any GRAMA request made to the SLCSD for Vendor’s proposal. If Vendor submits a redacted copy, then the SLCSD will respond to a GRAMA request for Vendor’s proposal with Vendor’s redacted copy. However, if vendor fails to submit a redacted copy, then the SLCSD will respond to a GRAMA request with vendor’s proposal, which will result in vendor’s protected/proprietary information, if any, being made public. Vendor acknowledges that notations in the header, footer or watermark of the proposal will not be considered sufficient to constitute a request for non-disclosure of protected/proprietary information.

Failure to comply with this Section 3.1 and Section 1.13 releases SLCSD from any obligation or liability arising from the inadvertent release of Vendor information.

3. Section Title: Potential Conflicts of Interest.

Vendor must identify any conflict, or potential conflict of interest, which might arise during the course of the project. If no conflicts are expected, include a statement to that effect in the Proposal.

4. Section Title: Exceptions and Additions to the Standard Terms and Conditions.

Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted in this section. Vendor must provide all proposed exceptions and/or additions, including a Vendor’s terms and conditions in Microsoft Word format for redline editing. Vendor must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations.

If there are no exceptions or additions to the Standard Terms and Conditions, write “None” in this section.

5. Section Title: Mandatory Minimum Requirements.

As described in Section 2.2, vendor must provide the required narratives that demonstrate compliance with the stated Mandatory Minimum Requirements/Qualifications. Vendor’s failure to meet any one of the mandatory requirements will result in the proposal being classified as non- responsive and will be rejected under the provisions of the Utah Procurement Code.

Please provide a response to all requirements noted in Section 2.2 as follows:

1. Nurse Staffing Business for Past 5 Years

2. Physical office space and supervisory staff located in Utah

3. Provide nursing staff living within 50 miles of Salt Lake County

4. Medical Malpractice Policy

5. Documented Accreditation by CMS or Proof of State Survey and Medicare/Medicaid

Certification

6. Business Licensed in State of Utah for field of service.

7. Agency Nurses adhere to all state Medicaid requirements for documentation and time study

8. Maintain Nursing Licenses, Skills Validation Checklists, background checks, random drug test results, proof of current CPR Card, and provide them to the Health Services Coordinator upon request.

9. Offer MUST provide nursing staff that is certified to provide all duties expected in Section 2.1.

10. Must Maintain Compliance to the Family Educational Rights and Privacy Act (FERPA).

11. Availability for Oral Presentation

12. References minimum of three (3).

6. Section Title: Detailed Technical Response.

As described in Section 2.3, this section should constitute the major portion of the proposal and must be a concise overview of the Offeror's assessment of the work to be performed, the Offeror’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Offeror's understanding of the desired overall performance expectations, deliverables, if any, and outcomes. Clearly indicate any options or alternatives proposed (if allowed). In any case wherein the Offeror cannot comply with an evaluation criterion outlined in Section 2.3, such inability must be stated in response to the applicable requirement. Offeror’s should reference the Scope of Work in Section 2.1 in their response.

Proposals will be evaluated against the proposal evaluation criteria described in Section 2.3 and listed in Attachment D: RFP Evaluation Score sheet (“Attachment D”). Attachment D provides the scoring methodology, states the relative weight that will be given to each score for the criteria, and the minimum scoring thresholds associated with the evaluation criteria.

For ease of evaluation, the Detailed Technical Proposal Section must be a point-by-point response, addressing in detail each area of the evaluation criteria as follows:

1. Assessment of work to be performed

2. Agency’s History and General Experience

3. Agency’s Experience working with Schools, Governmental Agencies and Pediatric Patients.

4. Qualifications of Clinical Supervisory Staff

5. Agency’s Hiring Requirements for Nursing Staff

6. Willingness and capacity to provide nursing care to other students in the classroom

7. Backup/Substitute plan

8. Ability to provide for a new student

9. Provide three (3) references

7. Section Title: Price Proposal

All costs are to be enumerated on the Price Proposal Form Attachment E. Offerors may not change or modify the format of the Price Proposal Form and must submit pricing in the exact format requested for a fair comparison of pricing among all offerors. Altering the format or conditioning the cost on acceptance of additional/conflicting terms or limitations may result in a finding that your proposal is non-responsive.

REMINDER: Cost will be evaluated independently from the Detailed Technical Proposal and must be submitted separately from the Detailed Technical Proposal. Inclusion of any cost or pricing data within the Detailed Technical Proposal will result in the proposal being judged as non-responsive for violation of UCA § 63G-6a-707(5).

PART 4: RESPONSE EVALUATION

4.1 PROPOSAL EVALUATION

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies, and the evaluation criteria in this RFP.

A vendor bears sole responsibility for the items included or not included within the proposal submitted by the vendor. Each area of the evaluation criteria must be addressed in detail in the proposal.

4.2 PROPOSAL EVALUATION PROCESS

Stage 1: Initial Review In the initial phase of the evaluation process, the conducting procurement unit will review all proposals timely received.

Non-responsive proposals not conforming to RFP requirements or unable to meet the minimum and/or mandatory requirements will be eliminated from further consideration.

Stage 2: Technical Proposal Evaluation Following the Stage 1: Initial Review, an evaluation committee appointed by the conducting procurement unit will hold a preliminary scoring meeting to evaluate responsive proposals. A vendor that achieves minimum point thresholds will be required to conduct an Oral Presentation.

A vendor with a score below the Stage 2 minimum technical points threshold will be deemed non-responsive and ineligible for further consideration. Attachment D establishes all minimum score thresholds for this RFP.

Stage 3: Interviews and/or Presentations Following the Stage 2: Technical Proposal Evaluations, the evaluation committee will hold interviews and/or presentations.

All Vendors who achieved the Stage 2 minimum point threshold will be required to conduct interviews and/or presentations in accordance with Section 1.14.

Expectations, requirements, evaluation criteria, etc. for Presentations will be sent via e-mail to vendors prior to their scheduled presentation date.

Stage 4: Price Proposal Evaluation Vendor’s who advance from the Stage 3: Oral Presentation will advance to the final stage, Stage 4: Price Proposal Evaluation. Price Proposals will be evaluated as noted in Attachment E.

Following the Final Stage: Price Proposal Evaluations, points from Stage 2-4 will be compiled to determine the highest scoring, responsive and responsible vendor.

4.3 DETERMINATION OF BEST VALUE

The evaluation committee will determine which proposal provides the best value to the procurement unit. Pursuant to UCA §63G-6a-Part 7, the evaluation committee will prepare and submit a written statement that recommends a proposal for contract award, contains the score awarded to that proposal based upon the evaluation criteria contained in the RFP, and explains how the recommended proposal provides best value to the procurement unit.

SLCSD reserves the right to award the contract to a technically qualified Vendor(s) with a lower score in the event the high scoring offer is determined to not be the best value offered to SLCSD, based on a cost benefit analysis.

PART 5: PROPOSAL AWARD PROCESS

5.1 AWARD OF CONTRACT

In accordance with the Utah Procurement Code, and after the evaluation and final scoring of proposals is completed, SLCSD shall award the contract as soon as practicable to the responsive and responsible vendor with the highest score, provided the RFP is not canceled.

5.2 PUBLICIZING AWARD

The issuing procurement unit shall, on the next business day after the award of a contract is announced, make available to each Vendor and to the public a written statement that includes:

A. The name of the Vendor to which the contract is awarded and the total score awarded by the evaluation committee to that Vendor;

B. The total score awarded by the evaluation committee to each Vendor to which the contract is not awarded, without identifying which Vendor received which score.

4.3 DETERMINATION OF BEST VALUE