Addendum 1 Exhibit A TQA CRFQ VNF2701.pdf

Date Printed: Aug 19, 2026 Page: 1 FORM ID: WV-PRC-CRFQ-002 2020/05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Centralized Request for Quote

Service - Prof

Proc Folder: 2029895 Reason for Modification:

Doc Description: Direct Care Staffing Services Addendum No. 1

To Extend Bid Opening

To Publish TQ&AProc Type: Central Master Agreement

Date Issued Solicitation Closes Solicitation No Version

2026-08-19 2026-08-26 13:30 CRFQ 0613 VNF2700000001 2

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Jessica L Riley 304-558-0246 jessica.l.riley@wv.gov

Vendor Signature X FEIN# DATE

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 19, 2026 Page: 2 FORM ID: WV-PRC-CRFQ-002 2020/05

ADDITIONAL INFORMATION

Addendum No. 1 is issued for the following:

1. Responses to vendor questions attached. See Attachment A.

2 To modify bid opening date and time to 08/26/2026 at 13:30 (1:30PM EST)

No other changes

The West Virginia Purchasing Division, is soliciting bids on behalf of the WV Veterans Nursing Facility, to establish an open-end contract for Direct Care Staffing Services to include RN's LPN's and HSW's per the attached specifications, pricing pages and documentation.

INVOICE TO SHIP TO

DIVISION OF VETERANS

AFFAIRS

VETERAN'S NURSING

FACILITY

1 FREEDOMS WAY 1 FREEDOMS WAY

CLARKSBURG WV CLARKSBURG WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Direct Care Staffing Services

Comm Code Manufacturer Specification Model #

85101601

Extended Description:

Open-end contract for Direct Care Staffing Services

SCHEDULE OF EVENTS

Line Event Event Date 1 Technical Questions Deadline: 08/12/2026 at 10:00AM 2026-08-12

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

ATTACHMENT A

REQUEST FOR QUOTATION

CRFQ VNF27*01

DIRECT CARE STAFFING SERVICES

ADDENDUM ONE

AUGUST 13, 2026

4.28 All vendor staff must work at a minimum of three (3) days every thirty (30) days to remain eligible for PRN status with the facility.

4.10.3 Call offs during orientation (classroom and floor) are inexcusable except in the event of covid or extreme emergency. Vendors must advise their staff NOT to call off during orientation.

4.10.2 If Agency staff does not work following initial classroom training/floor orientation, the vendor will NOT be paid for the Agency’s staff hours. Staff must work at least twenty-four (24) hours in ten (10) days following orientation.

4.30 Holidays paid include New Year’s Day, Memorial Day, Independence Day, Veterans Day, Thanksgiving Day, and Christmas Day at (double time) the hourly rate for an eight (8) hour shift.

4.27 Agency staff will work two full weekend shifts per month, and day shift will work one Friday day shift per month, and night shift will work one (1) Sunday night shift per month.

Weekends consist of day shift as Saturday and Sunday, night shift as Friday and Saturday.

Attachment A

ATTACHMENT A

CRQM-0613-VNF2700000001

Direct Care Staffing Services

Vendor Questions & Answers

Q1. Will you consider proposals from out-of-state vendors? (We are registered in the wvOASIS portal.)

A1.Yes

Q2. RFQ Document page 26, section 4.10, can you share how many hours are required to complete the orientation and training? (We would like to let candidates know up front how long orientation and training is in terms of hours and/or days.)

A2.Tuesday-Thursday 8am-4pm for CNA’s

Tuesday-Friday 8am-4pm Friday will be until roughly 1pm for nurses.

Floor orientation they will be given 5 days, then 2 days on their own. These will be 12 hour shifts.

Q3.Are incumbent vendor personnel able to transition to new awardee vendors if the incumbent is not awarded?

A3.Yes

Q4.Please confirm if this is a new intuitive or a re-bid of an existing contract?

A4.New

Q5.Please confirm the budget allocated for this project.

A5.To be announced

Q6.If it is a rebid, please share the names of the current service providers/incumbent vendors? Additionally, how many active resources are working under the previous contract?

A6. Freedom of information Act

Q7.Please provide the historical spending associated with this contract.

A7.Freedom of information Act

Q8.Are there any specific challenges, pain points, or areas of concern that you are currently experiencing with the existing vendor?

A8. call offs, No call no shows, and schedule changesthat the facility is not being notified of.

Q9.Please clarify the anticipated number of awards under this RFP.

A9.Anticipated number is 2

Q10.Is there a local preference in connection with this RFP?

A10.No

Q11.Please confirm the evaluations criteria and weighing (e.g. technical vs. cost).

A11.Lowest two bids evaluated that meet specificationswill be awarded the contract

Q12.Will there be an opportunity for a virtual/on-presentation or negotiation meeting during the evaluation process?

A12.No

Q13.What is the expected timeline for award notification and contract execution?

A13. Contract to start on September 14th, 2026

Q14.What is the anticipated volume of staffing requests (e.g. estimated number of requisitions per year)?

A14. 85-90% of staff are agency

Q15.Could you please provide details on the job categories, labor classifications or skill sets most requested?

A15.CNA, LPN, RN

Q16.Is there an employee conversion policy (e.g. can the department directly hire contractor staff after a defined period)?

A16. There is not a defined period of time, if astaff member wants to apply for a state position they can.

Q17.Will timekeeping be handled through the department’s system or will vendors be required to provide a platform?

A17.We have a platform, and send agency timesheetsweekly.

Q18.In the event of a contract award, please clarify whether vendors will be permitted to directly engage with individual departments/agencies for staffing requests or if all requirements will be routed through a centralized system?

A18.The agency will be dealing with the nursing department,and will speak with DON, ADON, and/or scheduler.

Q19.Are there preferences for SBE, WBE, or MBE business, as we are NMSDC approved MBE. Is that acceptable?

A19.Yes

Q20.Who are the current providers? If you can help me with the incumbent’s response documents for the same, if applicable.

A20.Freedom of information act

Q21.Are there preferences for local WV vendors?

A21.NO

Q22.Do we need to create response using Vendor Qualification Section 3.6 and submit rest forms or is there any other format or template?

A22.No format or template exists

Q23.What is the overall budget?

A23.To be determined

Q24.How many roles and requirements can we expect from this contract?

A24.85-90% of staff are agency, this does vary fortime to time

Q25.Is this a new contract or renewal of an existing contract?

A25.NEW

Q26.If there is an existing contract, could you please share the names if the current vendors and their pricing?

A26.No http://a23.to/

Q27.In order to be considered responsive for this solicitation, is it mandatory to bid on all positions?

A27.Yes

Q28.What is the estimated budget for this contract?

A28.To be announced

Q29.Is it mandatory to subcontract?

A29.No

Q30.Could you please provide information on the daily duration of shifts required for the necessary professions? For example. The number of hours per day?

A30.Shifts for all 3 disciplines are 12 hours, unlessmandated for a 16 hour shift.

Q31.Can the Purchasing Division or the WV Veterans Nursing Facility provide historical or estimated annual utilization (hours by role-RN, LPN, and HSW) for Direct Care Staffing Services at the facility, given that the solicitation does not state a minimum guaranteed volume or historical baseline for purchasing purposes?

A31.No, Freedom of information act

Q32.Is there a current incumbent staffing vendor or vendors for this contract, and if so, is this solicitation a recompete of an existing arrangement or a new procurement?

A32.Yes and no

Q33.Section 11 of the General Terms and Conditions presents three liquidated damages options (a stated amount, “contained in the specifications,” or “not included”); could the Purchasing Division confirm which liquidated damages provision, if any, applies to this specific solicitation, as this is not clearly indicated in the posted documents?

A33.No

Q34.Section 4.30 states that specified holidays are paid at 1.5 times the hourly rate, while Section 4.31.2 states that hours worked on a paid holiday are paid twice the regular rate for up to eight hours. Please confirm the correct holiday billing multiplier.

A34.See addendum

Q35.Christmas Eve and New Year’s Eve appear in both Sections 4.31 and 4.32.

Please confirm the applicable premium, number of premium hours, and whether either date is treated differently from the other “Important Dates.”

A35.See addendum

Q36.Section 2.3 states that a standard 12-hour shift consists of 11 worked/billable hours, a 30-minute paid lunch, and two paid 15-minute breaks. Should vendor invoice 1 or 12 hours or a completed 12-hour shift?

A36.The complete 12 hour shift

Q37.Section 4.28 states that staff must work “a minimum (3) days every thirty (30) days” to remain eligible for PRN status. Please confirm whether the intended minimum is one day or three days per 30-day period.

A37. see addendum

Q38.Please explain how the following rates and premiums interact: Weekday or weekend rate, $1 per-shift differential, Overtime, Holiday premium, Other Important Date premium. Specifically, please confirm whether any premiums may be combined and whether overtime is calculated from the regular weekday/weekend rate or from a premium rate.

A38.As stated in the specifications section 4 andthe exhibit A pricing pages

Q39.Please confirm how weekend hours should be classified for pricing purposes, particularly Friday night, Saturday night, and Sunday night shifts that cross into another calendar day.

A39. Friday and Saturday nights are weekend shifts,Sunday night is not considered a weekend shift.

Q40.The CRFQ cover from contains a single unit-price and total-price line, while the solicitation provides separate pricing pages for RN, LPN, and HSW/CAN services.

What amount should vendors enter on the CRFQ cover form and in the corresponding WV OASIS line item?

A40.The same

Q41.Should each of the three detailed pricing pages be individually signed and uploaded with the electronic bid?

A41.Yes

Q42.Are the estimated 19,200 annual hours the combined anticipated usage across both awarded vendors? Please confirm that these hours are estimates only and that no minimum number of hours is guaranteed to either vendor.

A42. Estimate only, and yes

Q43.Can the state provide historical annual hours, fill rates, or expenditures for RN, LPN, and HSW/CAN staffing at the facility? If a current contract exists, please identify where the award, incumbent vendor information, and contract rates may be obtained publicly.

A43.Freedom of information act

Q44.When the facility issues a staffing request to the two awarded vendors, how much time will vendors normally have to submit their quotations and confirm staffing availability?

A44. They will have 24 hours to give us staff members for the month and the facility will schedule the staff where needed. Unless there is an agreed upon contract for staff members and then they will be scheduled by facility for the length of their contract with possibility of renewal.

Q45.Section 4.35 permits the facility to cancel a shift with at least two hours’ notice.

If the facility provides less than two hours’ notice, will the vendor receive a minimum payment or cancellation fee?

A45.Yes, employee will be compensated

Q46.Please confirm which orientation and training hours are billable. In particular, does the facility pay for PointClickCare training, facility orientation, initial Alzheimer’s training, annual recertification, and mandatory meetings?

A46.This is discussed in detail in the contract

Q47.If an employee completes training but is not offered enough shifts to work 24 hours within the following 10 days, will the vendor still be paid for the training time?

A47. This is discussed in detail in the contract. They are given 2 extra days so therefore they have no reason to not have those hours available, unless they do not schedule them in the required timeframe.

Q48.Section 3.1 states that evidence of at least 12 months of direct-care experience “should” be furnished with the bid but “must” be provided before award. Please confirm whether this evidence is mandatory with the initial bid.

A48. Yes

Q49.In addition to the signed CRFQ form, three pricing pages, shift-coverage plan, recruiting plan, designated contact form, applicable addendum acknowledgements, are there any other documents that must be submitted with the initial bid?

A49.No

Q50.The insurance section checks commercial general liability and automobile liability but does not check professional liability/malpractice insurance. Please confirm whether professional liability or medical malpractice insurance is required for this contract.

A50.Yes for the vendor

Q51.Are the quoted hourly rates fixed only for the initial September 14, 2026-September 13, 2027 period, or must the same rates remain in effect during all renewal periods? If renewal period adjustments are permitted, what adjustment method will apply?

A51. Fixed rate per the contract dates with no adjustmentfor the term of the contract including renewals

Q52.Please clarify whether the Agency will accept documented experience providing RN, LPN, and CNA/HSW staffing through a healthcare staffing division, including experience outside West Virginia, to satisfy the required 12 months of Direct Care Staffing experience. Also, what documentation is required as proof of such experience?

A52.Yes and documentation on file

Q53.Please clarify the required proposal content for the recruiting and shift coverage plans, including whether currently local personnel are required or if proposed recruiting, scheduling, and replacement strategies are acceptable. Also, please confirm whether there is a specific format or template for pricing.

A53.As stated in the specifications and pricing pages

Q54.Section 3.6 requires a recruiting plan detailing how vendors will recruit nursing staff in the Clarksburg, WV area. Please clarify whether the Agency has a required format, or minimum content requirements for the recruiting plan and whether the plan is evaluated as part of bid responsiveness.

A54.Vendor may recruit in any location in an effortto fill the positions. No format is specified. Yes.

Q55.Section 4.5.3 requires a completed application or resume as proof of experience, with references, for Agency Staff. Please clarify whether these documents are required with the initial bid response for proposal personnel or only after the Agency requests and prior to placement of individual staff members.

A55. No, these should be provided when submittingcandidates for positions after the contract is awarded.

Q56.Section 4.7.3 requires staff to meet the Agency’s immunization requirements for PPD and Hepatitis B and provide copies of results Please clarify whether the Facility accepts legally permitted Hepatitis B vaccination declinations or exemptions, and if so, what documentation will be required.

A56.Yes, we accept Hep B declination, Hep B declinationform signed by the employee

Q57.Section 4.16 requires the vendor to provide the required number of staff at least two (2) hours prior to start of shift or assignment period. Please clarify whether the two-hour requirement applies to all staffing requests, including emergency and same-day requests, or only to requests communicated to the vendor at least two hours before the scheduled shift.

A57.This does not include staff picking up to covercall off or open the same day or emergencies

Q58.Please clarify whether the PRN requirement is one (1) or three (3) days of work every thirty (30) days.

A58.3 days per month

Q59.Section 4.30 states that paid holidays are compensated at one-and one half (1.5) times the hourly rate for eight hours, while Section 4.31.2 states that hours worked on a paid holiday will be paid twice the regular rate for up to eight hours.

Please clarify which rate applies to hours actually worked on a paid holiday.

A59.off of base pay, see addendum

Q60.Please clarify how overtime will be calculated when an employee works more than 40 hours in the defined work week and some of those hours also fall on a paid holiday or other important date. Specifically, should the applicable holiday/important-date premium be combined with the overtime premium, or will only one premium apply?

A60.See section 4.3 through 4.35 in the specifications

Q61.Since only two vendors will be awarded under this solicitation, please clarify whether vendors are required to be local, hold any specific certifications, or have any required registrations to be eligible for award.

A61. Vendors must meet all requirements in the specifications,recruiting anywhere they wish in order to fill the positions.

Q62.Please clarify whether the estimated annual hours are for bid evaluation only or represent anticipated annual staffing demand.

A62.Bid evaluation only

Q63.Section 5.3 states that awards will be made to responsible bidders with the lowest overall total cost, while vendors are required to submit pricing for all three disciplines. Please clarify whether “lowest overall total cost” will be calculated be combining the evaluated totals for RN, LPN, and HSW, or whether each discipline will be evaluated independently.

A63.See sections 5.2 and 5.3 as stated in the specifications

Q64.Are Davis Bacon wages required?

A64.No

Q65.What is the purpose of subcontracting? Can other vendors on this contract at this time subcontract with the vendors that are successful bidders at a later time in the bid?

A65.No subcontracting

Q66.May staff who are working for vendors at this time and their agency did not get the contract, transfer to successful bidders?

A66.Yes

Q67.May we contact other vendors that are on this contract to discuss subcontracting now, or do we wait until the contract is awarded?

A67.No, Vendors must not be allowed subcontract

Q68.Section 3.1 requires vendors to have at least twelve (12) months of experience operating a Direct Care Staffing organization. Please clarify whether this experience must specifically include staffing for a Veteran Nursing Facility or other long-term care/nursing facility setting, or whether comparable direct-care healthcare setting experience in other institutional settings, such as correctional facilities, satisfies this requirement. For example, would experience providing RNs, LPNs, CNAs, or other direct care health care personnel to correctional facilities qualify as acceptable evidence of the required experience?

A68.Yes

Q69.Section 4.30 appears to reference holiday pay at 1.5 times the hourly rate, while Section 4.31.2 and Exhibit A indicate holiday pay at 2.0 times the regular rate for up to eight hours. Please confirm the applicable holiday multiplier for pricing and invoicing purposes.

A69.See addendum

Q70.The solicitation references a standard twelve-hour shift consisting of eleven worked/billable hours along with paid lunch and rest breaks. Please confirm whether vendors should invoice eleven hours or the full twelve scheduled hours for a standard twelve-hour shift.

A70.12 hour shift

Q71.Please confirm whether the “lowest overall total cost” used for award evaluation represents the combined evaluated pricing for RN, LPN, and HSW/CAN services, including both weekday and weekend rates.

A71.Yes

Q72. The solicitation provides an additional $1.00 per hour for hours worked between 3:00 pm and 7:00 am. Please confirm whether the differential applies to both weekday and weekend rates and whether it also applies when holiday, important date, or overtime premiums are applicable.

A72.Yes, and based on base pay

Q73.Please clarify the minimum information expected in the required Clarksburg-area recruitment plan, including whether vendors need to demonstrate an existing local candidate pool, provide a minimum number of available RN, LPN, and HSW/CAN candidates, submit candidate resumes or profiles, maintain a local recruiting office/presence, or provide specific recruitment metrics and timelines.

A73. Vendor may recruit in any location in an effortto fill the positions and no local existing candidate pool or office is required.

Q74.Please confirm whether candidates need to currently reside in the Clarksburg, WV area or whether qualified healthcare professionals from other locations who are available and willing to work at the West Virginia Nursing Facility are acceptable.

A74.No, they do not have to be local/reside in Clarksburgarea

Q75.Section 2.3 defines a standard twelve hour shift as consisting of eleven worked and billable hours plus a thirty minute paid lunch break and two paid fifteen minute breaks. Please confirm that for a twelve hour shift the agency will be invoiced for elven hours, and that the one hour if break time is compensated by the Vendor and is not billable to the agency. If the agency intends that all twelve hours be billable, please state so.

A75. 12 hour shift

Q76.For shifts of other lengths, including shifts of eight hours or more that are not twelve hours, please confirm how billable hours are calculated relative to break time.

A76.If working 4 hour shift get ½ lunch break, ifworking 8 or more hours get 2 paid 15 minute breaks and ½ paid lunch break

Q77.Section 5.1.4 provides that each request for bids will include a Pricing Page to be completed by the Vendor, while Section 13 of the General Terms and Conditions provides that pricing is firm for the life of the Contract. Please clarify whether the hourly rates bid on the Exhibit A Pricing Pages become the firm contract rates for the life of the Contract, or whether they are used solely to determine the two awarded Vendors, with actual rates re-bid at each request for bids. If rates are re-bid, may a vendor bid a rate higher than its Exhibit A rate?

A77.For the life of the contract

Q78. Sections 4.36.1 and 4.37.2 require Registered Nurses and Licensed Practical Nurses to hold a valid West Virginia license. West Virginia has been a Nurse Licensure Compact party state since January 19, 2018. Please confirm whether a nurse holding a valid multistate license issued by another Compact party state, and therefore holding a privilege to practice in West Virginia under W. Va. Code 30-7F, satisfies those sections, or whether a West Virginia single state license is required.

A78.

If they have a multistate license then they can workin WV

Q79.Section 5.3 provides for award to the responsible bidders with the lowest overall total cost. Please confirm whether “overall total cost” means the sum of the Grand Totals of all three Exhibit A Pricing Pages combined or whether each discipline is evaluated separately.

A79.The total overall combined disciplines

Q80.The solicitation contains a single wvOASIS commodity, Line 1, Direct Care Staffing Services, with no quantity or unit price stated, in addition to the three Exhibit A Pricing Pages, please confirm what a vendor should enter on that wvOASIS line, and how that entry relates to the Exhibit A Pricing Pages for evaluation purposes.

A80.A total estimated cost will be applied to thecommodity line in oasis, and all three exhibit A pricing pages must be completed as well

Q81. Please confirm whether the estimated hours shown on the Exhibit A Pricing Page represent the Facility’s total anticipated staffing requirement for the period of September 14, 2026 through September 13, 2027, or whether they represent a portion of a larger requirement filled in part under the contracts or purchase orders.

A81.The estimated hours are for the duration of thecontract.

Q82. Section 4.9 requires all Agency Staff to complete thirty hours of Alzheimer’s training provided by the facility, and eight hours thereafter as a recertification. Please confirm whether Agency Staff who have previously completed the Facility’s thirty hour Alzheimer’s training and remain continuously assigned to the Facility will be credited with that completed training and placed on the eight hour annual recertification cycle, or whether the thirty hour training must be repeated.

A82.Yes, they will continue with their annual training

Q83.Section 4.28 (PRN Eligibility): This section states “All vendor staff must work at a minimum one (3) days every thirty (30) days to remain eligible for PRN status.”

Could you clarify whether the requirement is 1 day or 3 days per 30 day period?

A83.0 3 days per month

Q84.Award Methodology (Section 5.3): Pricing is submitted as three sperate exhibits, one each for RN, LPN, and HSW. Since the award is a progressive award based on lowest overall total cost, is that ranking calculated as a combined or blended total across all three disciplines, or is each discipline evaluated and ranked separately?

A84.Yes

Q85.Contract Value Cap (Section9, Payment): This section notes that “no release is permitted to exceed one million dollars ($1,000,000.00).” Is this a cap on each individual release or purchase order, or a cap on total contract value over the full term?

A85.To be determined.

Q86.Historical utilization: The pricing pages list estimated annual hours for each discipline but note they are not guaranteed. Would the Facility be able to share actual hours utilized and/or spend by discipline over the prior 12 months, to help inform our pricing?

A86.No

Q87.Incumbent vendor: Is there an incumbent staffing vendor currently servicing this contract, and if so, would that information be available?

A87.Yes must file for a freedom of information act.

Q88.Subcontracting relationships are set up after the award of the contract because you do not want to talk to another vendor during the blackout period?

A88.No subcontracting

Q89. Is one total number the deciding factor?

A89.No, it is dependant on the overall price of thethree disciplines.

Q90.How does being a SWAM agency affect the outcome of the successful bid?

A90.As determined in the Central terms and conditions.

Q91.Section 2.26 defines Weekend as “Saturday and Sunday for Dayshift, and Friday and Saturday for night shift. “The Exhibit A Pricing Pages direct Vendors to “Weekend – see Section 2.26 (hours between Saturday at 12:01 a.m. and Sunday at midnight),” which state different definition. The Exhibit A Pricing Pages require separate Weekday and Weekend hourly rates. A.) Please confirm which definition governs in determining whether an hour is billed at the Weekday rate or the Weekend rate. B.) Please confirm specifically whether hours worked on a Friday night shift are billed at the Weekend rate and whether hours on a Sunday night shift are billed at the Weekday or the Weekend rate.

A91. See addendum

Q92.Section 4.30 states that the six listed paid Holidays are paid “at (1/2) times the hourly rate for an 8-hour shift.” Section 4.31.2 states that “the pay rate for hours worked on a paid Holiday will be twice the regular rate (double time) for up to 8 hours worked,” and the worked example at Section 4.31.2.1 applies double time. The Exhibit A Pricing Pages state “Holiday Pay-See Section 4.30 (will be 2 times the regular rate for up to 8 hour).” A.) Please confirm whether hours worked on a paid Holiday are billed at one and one half times or at two times the rate. B.) Section 4.31 states that Christmas Eve and New Year’s Eve are paid at one and one half times the hourly rate for a 4-hour shift, while Section 4.32 lists both dates among the Other Important Dates, which Section 4.32.2 pays at one and one half times for up to eight hours. Please confirm which provision applies to those dates and whether the premium is capped at four hours or eight.

A92.See Addendum.

Q93.Section 4.28 states that “All vendor staff must work at a minimum one (3) days every thirty (30) days to remain eligible for PRN status with the facility. The written word and the numeral differ. Please confirm whether the minimum is one day or three days in every thirty-day period.

A93. 3 days per month

Q94.Section 4.27 states that “Agency Staff will work two (2) full weekend shifts, one

(1) Friday day shift, and one (1) Sunday Night shift per months.” A.) Please confirm whether “two (2) full weekend shifts” means two night shift in total, or two complete weekends consisting of a Saturday shift and a Sunday shift each and therefore how many mandatory shifts per month each Agency Staff member is obligated to work.

B.) The second sentence of Section 4.27 states that weekend shifts include “Night Shifts Friday, and Saturday,” which does not include Sunday, while the first sentence requires a Sunday night shift each month. Please confirm how provisions are reconciled.

A94. Dayshift staff need to work 2 full weekendsconsisting of Saturday and Sunday( and at least 1 Friday a month not considered a weekend shift)..

Nightshift must work 2 full weekends consisting of Friday and Saturday (and 1 Sunday a month not considered a weekend shift).

Q95.Section 4.10.2 states that “If Agency Staff does not work at least 24 hours in the 10 days following training/orientation, the vendor will not be paid for Agency Staff’s hours.” Please confirm that this provision applies only to the hours spent in training and does not affect payment for any other hours worked by that Agency Staff member.

A5.Orientation consist of classroom and floor orientation,see addendum

Q96. Does the Agency have a required fill-rate percentage of performance for awarded vendors?

A96.Yes

Q97.What is the typical lead time provided for staffing requests? (Examples: Same day, 24 hours, 72 hours, scheduled weeks in advance)

A97. Will request staff for the month and will have24 hours to provide us the staff working for the month and if they are only wanting less than 3 day a week or only 1-3 days a month

Q98.Can the Agency provide the typical shift structure and distribution of requested assignments? (Examples: 7a-7p, 7p-7a, 8-hour shifts, 12-hour shifts)

A98.No, the facility staffs for 12 hour shifts anddepends on the time of shift per discipline. The facility will be completing the scheduling for staff.

Q99.Does the Agency expect staffing demands to be distributed evenly between awarded vendors, or is utilization expected to follow the progressive award language whereby the lowest-priced vendor receives first opportunity for each request?

A99. No, the lowest priced vendor is awarded first.

Q100.Is there a minimum volume commitment to awarded vendors?

A100.No

Q101.Approximately how many orientation hours are required for each discipline?

A101. CNA’s 24 classroom and 60 floor orientationhours

Q102.What does the orientation consist of?

A102.Classroom which covers a variety of topics,policies, PCC, dementia.Floor orients staff to facility, residents and routines and how the facility does things/ operates

Q103.Can you clarify if the Food Handlers card is from Harrison County Health Department or a state certification?

A103.Both

Q104.Is Food Handler card for all positions?

A104.Yes

Q105.Will the facility accept Food Handler card completion after award but prior to first shift, or must all personnel possess the credential before orientation?

A105. Will be at the time of submission of candidatesfor positions

Q106.Can the Agency provide historical holiday staffing utilization by discipline?

A106.No

Q107.Can the Agency provide the percentage of historical staffing hours that occurred on weekends versus weekdays?

A107.No

Q108.Is there a specific format the state prefers for vendor responses?

A108.As stated in the specifications and contractrequirements.

Q109.Will vendor staff be required to drive on facility business? If yes, are they to drive facility vehicles or personal?

A109.No

Q110.Is automobile insurance a requirement?

A110.Yes

Q111.How will vendors be notified about needs from the facility?

A111.The facility will email agencies

Q112.Is staff expected to be provided on a week to week or day to day basis or will staff be utilized in more of an FTE/contracted capacity?

A112.Staff will be scheduled on a month to monthbasis unless an agreed upon contract

Q113.Is there a conversion fee if the state hires contracted employees permanently?

A113.No

Q114. Are future rate adjustments permitted during the term of the master agreement or during an option year?

A114.No

Q115.Is there a minimum amount of experience candidate needs for each labor category?

A115.No, but would prefer them have experience, ifno experience they may have an extended orientation period

Q116.What would interview process look like, phone, virtual, or in person? If in person, would phone or virtual be sufficient for travel staff?

A116. Prefer in person interviews, depending on circumstancecould be by phone

Q117.What are expectations from the agency if staff calls off?

A117.Attempt to file that spot

Q118. Will you please share the historical and/or incumbent rates for the requested services?

A118.No, file a freedom of information act

Q119.Will the award of each contract be based on the lowest price per service, or lowest price overall? For example, if Vendor 1 has the lowest price overall, but Vendor 2 has a lower price for RNs, specifically, would Vendor 2 be given preference?

A119.Lowest price overall for the combined disciplines.

Q120. Is there an incumbent vendor currently providing RN/LPN/HSW staffing services to WVVNF, and if so, can the incumbent’s identity and current contract pricing be disclosed?

A120.Yes and no.

Q121.Is there an estimated annual contract value, historical spend, or budgeted amount for this staffing requirement that can be shared for proposal planning purposes?

A121.No

Q122.Since award is based on “lowest overall total cost”, is that total by summing all six subtotals (weekday/weekend across the three Exhibit A Pricing Pages), or is each discipline (RN, LPN, HSW) evaluated and awarded independently?

A122.Overall combined disciplines

Q123. The two mandatory plans required with the bid (shift coverage plan and recruiting plan, Section 3.6) have no stated format or page limit-is there a preferred template, format, or page limit for these submissions?

A123. No

Q124. Should the Proof of Experience demonstrating 12+months operating a Direct Care Staffing organization (Section 3.1) be submitted with the bid, or can it be provided after bid opening but prior to award, per Instructions to Vendor 20?

A124.Yes

Q125.Since Shift differential, overtime, holiday pay, and Important Date pay are described as additives the Facility pays on top of the base hourly rate, should the Exhibit A rate reflect only the straight regular hourly rate, or an anticipated blended average?

A125. To be determined on the vendor's anticipatedhourly base rate.

Q126.Will requests for bids (Section 5.1) be issued simultaneously to both awarded vendors for every staffing need, or will only the lowest-priced vendor receive first right of refusal on each request, per the progressive-award language in Section 5.3?

A126. Lowest first

Q127. Does WVCARES registration and 15-day eligibility requirement (Section 3.5) apply only to individual staff placed at the Facility, or must the Vendors business entity also complete a separate agency-level WVCARES registration?

A127.Just the staff.

Q128. Is there a required file format or naming convention for uploading the three completed Exhibit A Pricing Pages in wvOASIS, since they must be submitted together as a set?

A128.Yes, per Central Purchasing Guidelines.

Q129.Section: 4.1: This will be a multiple award contract. Contracts will be awarded to (2) Two Vendors. The Agency will request quotes from each Vendor as needed.

The Agency shall then award the contract/purchase order to the lowest responsible bidders. The Agency shall reject any bid that fails to comply with the requirements contained in the agreement and request for bids.

Question: In the above referenced section, it states 2 Vendors will be awarded a contract. It then states the Agency will request quotes from the vendors. This appears to be a prequalification bid so does that mean rates will not be requested until after the vendors are selected?

A129.No, this is not a prequalification bid.

Q130.Section 4.5: Vendors shall provide the Facility with information on each Agency Staff member prior to placement in the Facility and according to the state and federal standards. Any deviation from this requirement must be agreed to in writing by the Vendor and the Facility. These items will be provided at Vendor's cost and include but are not limited to: Additionally in Section 3.6 Vendors must provide the following documented plans with their bid response. 3 .6.1 Plan for coverage of all shifts requested including weekends, holidays, call offs, and vacations. 3.6.2 Recruiting plan detailing how vendors plan to recruit nursing staff in the Clarksburg, WV area.

Question: Does the vendor attempting to staff the facility need to provide a list of staff to be prequalified?

A130.NO

Q131.Section 5.3: Award of Bids: The Facility shall award an Open-End contract/purchase order to the responsible bidders with the lowest overall total cost.

This will be a progressive award contract with (2) Two vendors that respond to the bid request. Awards will be prioritized by lowest overall total cost. For example, if Vendor A (lowest bid) cannot meet the needs, the facility shall move to the next lowest bid (Vendor B) and so on.

Question: If the vendor is the lowest bidder but does not have the staff then how does this help staff the facility?

A. None.

Question: Are you looking for vendors who have staff or the lowest rate?

A. Both

Question: Are you going to pick the vendor with the most staff and then have them provide rates?

A. No

Question: If the agency does not plan on picking the vendor with the most staff and finds the facility struggling for staff at what point does and “so on and so on” take place?

A. This is not a valid question.

Question: Can you please describe how the “so on so on” will work?

A. This is not a valid question

Question: It states in this section “awards will be prioritized by lowest overall total cost.” Will the lowest overall total cost be the total cost of all three disciplines combined or by lowest cost per discipline?

A. Three disciplines combined

Question: Are you selecting 2 vendors for the entire facility or 2 vendors per each discipline as currently in place?

A. 2 vendors for the entire facility

Q132. Section 5. Award and Requests for Bids: 5.1 Requests for Bids: All Vendors will be sent requests for bids when services are needed. The request for bids will contain the following: 5.1.1 Whether PRN or Term contract:

Question: Will the Vendor be able to have the option of both PRN staff and Term Contract Staff? Question: How long will the term contract be? Question: Does the term contract have an hour requirement?

A. Can have both PRN and Term contract.

The contract length will be agreed upon by the agency and facility, but typically 13 week contract with option of renewal if facility wishes. Would be for at least 36 hours a week.

Q133. 5.1.4 Pricing Page to be completed by the vendor:

Question: Is this after the vendor has been selected as a prequalified vendor?

A. This is not a bid for prequalified vendors

Q134.Exhibit A RN Pricing Page: Exhibit A LPN PricingPage: Exhibit A HSWs Pricing Page: Dates state that pricing is good from September 14, 2026-September 13,2027.

Question: Do the rates only last 1 year and then the 2 prequalified vendors will resubmit rates after the 1st year?

A. Specifications and Terms and Conditions state, One year initial contract with three (3) renewals

Q135.Section: 4.7.4: Complete an orientation packet or attend Facility orientation, PCC Training and Administration Training as part of orientation.

Question: Will staff have the option to do packets for orientation vs. in person?

A. No, in person is required.

Q136.4.10.3 3 Call-offs during orientation are inexcusable except in the event of COVID or extreme emergency. Vendors must advise their staffNOTto call off during orientation.

Question: What happens if they call off during orientation what is the protocol?

A. Depends on the reason because if they are sick we do not want them at the facility to cause others to be ill. So they can make up the day they missed or can return to the next orientation.

Q137.4.14.4 All Staffing Agency's employees must attend mandatory meetings and in-services. If staff miss two (2) or more meetings per aggregate 12-month period, they may be told not to return to the Facility.

Question: Will these meetings be scheduled at least 30 days in advance? Will nightshift offered a reasonable option to attend? Will staff who are already scheduled off for vacation be accommodated? Will they receive at least 2 hours of pay?

A. No they will not be scheduled 30 days in advance, the facility attempts to give as much notice as possible, although issues arise and meetings have to be held quickly at times. There will be time that nightshift can attend.

Staff scheduled on vacations can contact administration upon return to address any meetings missed. They will be paid for the time in the meeting.

Q138.4.15.5 Should Staffing Agency's employee(s) call off on or be unable to work a scheduled working weekend day or days, Staffing Agency's employee(s) will be scheduled to work an extra weekend day or days on the next schedule.

Question: How will this be tracked and what happens if they aren’t available another weekend due to other factors?

A. To be determined

Q139.4.28 All vendor staff must work at a minimum one (3) days every thirty (30) days to remain eligible for PRN status with the facility.

Question: Are PRN staff required to work so many weekend shifts or just 3 shifts total? What about holidays?

A. If staff work 2 or more days a week they are required to work weeks and holidays. Staff are PRN because they are not guaranteed hours, but most work full time hours.

Q140. Can our company get WVCARES registration done after award?

A140.WVCARES are done when submitting candidatesfor positions

Q141.What licenses, permits, and certifications are required in the performance of this contract?

A141.As stated in the specifications

Q142.In experience what kind of proof do we need to provide?

A142. As stated in the specifications

Q143.Is there a required response time for emergency staffing requests outside normal business hours?

A143.Do not typically contact agencies outside normalbusiness hours, facility staff contact staff members to fill open spots, for call offs, NCNS, etc

End of questions.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:_____________

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

To modify and extend the bid opening date and time to 08/26/2026 13:30 (1:30 PM EST)

No other changes Text4: CRFQ VNF2700000001