4-USBE-CC27006-PS - Scope of Work.pdf

Scope of Work

Solicitation # USBE-27006-PS

Temporary Nursing Services

Background:

The Utah Schools for the Deaf and the Blind (USDB) is a statewide educational agency providing specialized educational services to students who are deaf, hard of hearing, blind, visually impaired, deafblind, and students with multiple disabilities. USDB serves students across multiple campuses and programs located throughout Utah, including campuses in Ogden, Salt Lake City, and Springville.

USDB employs nursing staff to support student health and safety needs; however, additional nursing support is periodically required to address temporary staffing shortages, employee absences, extended leave situations, increased student medical needs, transportation support requirements, summer programming, and other operational demands.

Many students served by USDB have complex medical conditions that require specialized nursing services during transportation, instructional activities, school-sponsored events, and other educational settings. To ensure continuity of care and student safety, USDB seeks qualified vendors capable of providing temporary, substitute, on-call, and extended-assignment Registered Nurses (RNs) and Licensed Practical Nurses (LPNs).

Purpose:

The purpose of this solicitation is to establish contracts with qualified vendors to provide temporary and on-call RN and LPN nursing services for USDB students on an as-needed basis.

USDB intends to award contracts to multiple vendors. Services will be requested based upon student needs, staffing availability, geographic location, and operational requirements. No minimum level of work or compensation is guaranteed under any resulting contract.

Scope of Work:

The selected vendor(s) shall provide qualified RN and/or LPN personnel to support USDB students requiring medical services.

Assignments may include, but are not limited to:

● Single-day substitute nursing assignments;

● Short-term nursing assignments;

● Long-term nursing assignments;

● Transportation-related nursing services;

● Classroom nursing support;

● Extended School Year (ESY) services;

● Summer camp and summer program services;

● One-on-one student nursing services; and

● Other nursing services requested and approved by USDB.

Assignments may range from a single day to several months depending on student needs and staffing requirements.

When a nursing need arises, USDB will communicate assignment-specific details to awarded vendors, including:

● Campus location;

● Assignment dates;

● Hours of service;

● Student needs;

● Required qualifications;

● Transportation requirements; and

● Any other assignment-specific information.

a) Student Population and Medical Needs

Students receiving services under this contract may have one or more of the following conditions:

● Blindness or low vision;

● Deafness or hearing loss;

● Deafblindness;

● Multiple disabilities;

● Tracheostomy with or without oxygen support;

● Gastrostomy tube (G-Tube);

● Gastrojejunostomy tube (GJ-Tube);

● Ileostomy care;

● Diabetes management;

● Seizure disorders;

● Medication administration needs; and

● Other medical conditions requiring nursing support.

Specific student information will be provided when services are requested.

b) Nursing Responsibilities

Assigned nursing personnel may be required to:

● Monitor and respond to student medical needs;

● Administer medications as prescribed;

● Perform tracheostomy care and suctioning as needed;

● Monitor and manage diabetes-related care;

● Monitor and respond to seizures and other medical conditions;

● Administer feedings through bolus and/or feeding pump methods as prescribed;

● Monitor medical equipment and supplies;

● Maintain student safety during transportation and instructional activities;

● Follow physician orders and student healthcare plans;

● Maintain required documentation and records; and

● Perform other nursing duties within the scope of licensure and assignment requirements.

A nurse may assist students in participating in educational activities as appropriate;

however, the nurse is not responsible for instructional duties assigned to educational staff.

c) Transportation Support Services

Some assignments may require nursing personnel to support students during transportation to and from school.

For transportation assignments, the nurse may be required to:

● Meet the student at a designated location;

● Ride with the student on transportation arranged by USDB;

● Ensure medical equipment and supplies are available and functioning properly;

● Monitor student health and safety during transportation; and

● Respond appropriately to medical needs that arise during transportation.

The nurse shall provide their own transportation to assignment locations unless otherwise approved by USDB. Parking expenses, citations, or penalties are the responsibility of the Contractor and assigned personnel. Commuting time is not billable.

Nurses will not be required to provide in-home nursing services.

d) Contractor Requirements

The Contractor shall:

I. Licensure

Ensure all assigned personnel maintain active and unrestricted nursing licenses as required by the State of Utah.

II. Certifications Maintain current certifications including:

● CPR certification; and

● Basic Life Support (BLS) certification.

Documentation shall be provided upon request.

III. Background Screening

• Conduct criminal background checks and drug screenings consistent with applicable laws and industry standards.

• Documentation shall be provided upon request.

IV. Insurance

• Maintain professional liability and medical malpractice insurance coverage and provide proof of coverage upon request.

V. Staffing Capacity

• Provide sufficient staffing resources to support assignment requests as available.

VI. Vendors shall be prepared to describe:

• Geographic coverage areas;

• Staffing availability;

• Emergency staffing capabilities;

• Typical response times; and

• Procedures for filling urgent requests.

Timeline

The anticipated timeline for the delivery of services is:

● August 2026 – June 2027 (Regular School Year)

● Summer 2027 (Summer Programs and Camps, as needed)

Assignments may occur throughout the contract period based upon student needs.

Contract Award:

It is anticipated this solicitation may result in multiple contract awards to responsive and responsible Offerors.

The contract will be for approximately THREE (3) years, starting August 2026 and ending July 31, 2029.

USBE/USDB reserves the right to terminate the contract at any time in accordance with the provisions set forth in the Utah State Board of Education Standard Terms and Conditions.

Any renewal options shall be identified in the resulting contract and remain subject to available funding and legislative appropriation.

Contract Budget:

The maximum aggregate value of all contracts awarded as a result of this solicitation shall not exceed $240,000.00 over the anticipated three-year contract term, subject to available funding and legislative appropriation.

The $240,000.00 represents the combined maximum authorized expenditure for all resulting contracts and is not a guaranteed amount for any individual Contractor.

No minimum amount of work or compensation is guaranteed to any awarded Contractor.

Services will be requested on an as-needed basis and assigned based on factors including, but not limited to, student needs, contractor availability, geographic location, required qualifications, performance, and operational requirements.

Offerors shall submit fully burdened hourly rates and any other pricing required by this solicitation.

NOTE: Costs MUST be all-inclusive. If travel for meetings, trainings, or other engagements is required, you must arrange and pay for your own transportation, meals, and lodging. Travel time and travel expenses shall NOT be included in any invoice to USDB.

Invoicing:

Contractor shall submit detailed invoices consistent with an agreed upon billing schedule and USDB’s fiscal year, which ends June 30th. All invoices for printing and/or distributing any materials required for delivery of service under a resulting contract, if any, must be invoiced for exact cost.

Contractor shall submit invoices electronically to the USDB email account at ap@usdb.org and the USDB program manager(s) identified in any contract resulting from the solicitation for all goods and/or services provided in accordance with the terms on the agreement. Invoices will not be considered for payment if submitted by another method.

Invoices shall include the following:

a. Contractor Name

b. Uniquely identifiable invoice number

c. Invoice date

d. Contract Number

e. Recipient Entity’s contact information (phone number and email address) mailto:ap@usdb.org

f. Contractor’s authorized signature

g. Date(s) goods/services were provided

h. Description of goods and/or services for which payment is requested

i. Dollar amount requested.

Invoices submitted by Contractor to USDB without the required information will not be paid and shall be returned to the Contractor for completion.

All payments made to the Contractor under the agreement shall be made in the name of the Contractor, as it appears in the agreement. All payments will be sent to the Contractor to the address for the Contractor as it appears in the agreement. Changes to the information identified in this section must be requested in writing.

To obtain payment for the goods and/or services authorized by this agreement, Contractor shall submit the itemized invoice together with supporting documentation of work performed.

USDB reserves the right to question or seek clarification for any cost invoiced if the invoice is not supported by proper documentation.

Contractor may be required to repay USDB if, during or after the contract period, an audit or other review determines that payments made by USDB to Contractor were incorrectly paid or were based on incorrect information received from the Contractor. USDB reserves the right to withhold any or all subsequent payments to the Contractor until the incorrect amounts paid have been fully recovered.

Please Submit the Following:

1. Company profile and contact information, including the primary point of contact for contract administration and staffing requests.

2. A narrative describing the vendor's qualifications and experience providing temporary nursing services, including experience serving students with disabilities, medically fragile students, or similar populations.

3. A description of the vendor's staffing capacity, geographic service coverage, typical response times, and ability to provide emergency or short-notice staffing requests.

4. Documentation describing the vendor's procedures for verifying licensure, certifications, background screenings, drug testing, and ongoing employee compliance.

5. At least three (3) professional references from clients for whom similar services have been provided within the last five (5) years.

6. An all-inclusive cost proposal, including a detailed breakdown of costs associated with the services described in this Scope of Work. At a minimum, the cost proposal shall include:

a. Hourly rate for Registered Nurse (RN) services;

b. Hourly rate for Licensed Practical Nurse (LPN) services;

c. Any differential rates (e.g., evenings, weekends, holidays, emergency staffing, or specialty assignments);

d. Any administrative, placement, or service fees, if applicable;

e. Description of any minimum billing requirements, if applicable;

f. Description of any cancellation policies or fees, if applicable; and

g. Any assumptions used in developing the proposed rates.