ADDENDUM_2.pdf

ADDENDUM 2

Request for Proposal (RFP) SD23-00094

On-Site Electrocardiograph (ECG) Equipment and

Cardiologist Over-Read and Interpretation Services

Bidders’ Conference Transcript

Tuesday, October 15, 2024, 10:00 AM – 11:00 AM

Note: The following notes are summarizations and not necessarily verbatim quotations.

Conference Attendance

QT Medical Inc

Delaware Compumed Inc

Wrigley Medical

ACS Diagnostics

Heart Medical

California Correctional Health Care Services (CCHCS):

Angela Ponciano, Deputy Director

CCHCS Direct Care Contracts Section:

Shannon Giachello, SSM I

Angelina Hirahara, SSM II

Amanda Saragoza, Proposal Representative

Kayla Jennings, AGPA

Corrie Little, SSA

CCHCS Medical Section:

Dr. Nader Ahmad, Chief Physician and Surgeon

Dr. Grace Song, Deputy Medical Executive

Welcome

Good morning everyone, and welcome to the CDCR/CCHCS On-Site Electrocardiograph

Equipment and Cardiologist Over-read and Interpretation Services, RFP Number SD23-00094

Bidders’ Conference. My name is Shannon Giachello, and I am the Staff Services Manager, over the Direct Care Contracts Section, Contract Support Team.

Housekeeping:

Please mute your devices to avoid background noise. We will hold an open forum for questions, we ask if you have any questions, please clearly state your name and the company you are calling from.

Introductions

I’d like to introduce the Proposal Representative, Amanda Saragoza. Once the subsequent contract is executed, she will be responsible for contract management.

I’d also like to introduce CCHCS leadership attending our Bidders’ Conference to help answer any potential bidder questions:

Deputy Director of Business Services – Angela Ponciano

SSM II from Direct Care Contracts Section – Angelina Hirahara

Medical Services, Chief Physician and Surgeon – Dr. Nader Ahmad

Deputy Medical Executive – Dr. Grace Song

Attendance:

Will the bidder representatives, please introduce yourself by clearly stating your name, additional attendees, and the company/firm you are calling from?

Background and Purpose:

CDCR/CCHCS currently provides Electrocardiograph Equipment and Cardiologist Over-Read and

Interpretation Services to all CDCR institutions statewide. This service requires ECG machines, carts, ECG Holter Monitor Devices, Cardiac Event Monitor Patches, STAT and routine cardiologists over-reads, HIPPAA compliant web portal for overread and interpretation transmissions, and the potential to implement a bidirectional integration into the electronic health record (EHR) if requested by the state.

Important Dates

The Agreement term shall be the period of January 1, 2025 through December 31, 2027. CCHCS has the option of extending this Agreement for up to two (2) optional one (1) year extensions, through December 31, 2029.

The deadline to submit a Letter of Intent to Bid is Thursday, October 17, 2024.

The last day to submit any questions for clarification of the RFP is October 18, 2024 and answers will be provided October 25, 2024.

The last day to submit proposals is Friday, November 8, 2024 by 4:00pm.

Please ensure you have carefully reviewed the entire RFP so that you are familiar with the proposal’s requirements, timelines, formatting, and submittals.

Small Business and Disabled Veterans Business Enterprise (DVBE):

We encourage small businesses to participate in State bidding. If you are a qualifying Small

Business, please include documentation in your submitted proposal.

Although this RFP is exempt from Disabled Veterans Business Enterprise (or DVBE) requirements, the state is committed to achieving legislatively mandated goals. If you are a certified DVBE, please report your participation.

The State of California advises that prospective bidders periodically check websites, including but not limited to, Cal eProcure, and/or other state department links for modifications to bid documents.

The State of California is not responsible for a prospective bidder’s misunderstanding of the proposal solicitation or nonresponsive proposals. Failure to check these websites for updates or

Amendments to bid documents, and/or any other information regarding the RFP, will be at the bidder’s sole risk.

Before we start the open forum, the bidders’ conference panel will give a brief description of their respective programs:

We will now open the conference to the Bidders’ open forum for any questions you may have. You may also enter questions into the Microsoft Teams chat. For any questions we are unable to answer at this time, we will provide a response in the transcript posted on Cal eProcure website.

As a reminder, please clearly state your name, and the company you are calling from.

Open Forum

Question 1:

Can you provide a breakdown of routine and STAT over-reads within a 24-hour period?

Response 1:

Within a 24-hour period, there is an average of 150 routine over-reads and 4 STAT over-reads.

Question 2:

What is the meaning of the ITT acronym listed on Attachment 23 Utilization Data?

Response 2:

ITT stands for Interpretations, Tests, or Trips. In this report, Interpretations represents Over-

Reads.

Question 3:

Are the bid rate caps able to be increased, these rates have remained the same for the past several years?

Response 3:

No, rate caps have already been established in this solicitation.

Question 4:

What is the total amount of ECG machines rented through the current vendor?

Response 4:

There are currently 208 machines rented through the current vendor.

Question 5:

What is the number of Holter monitors being used?

Response 5:

The monthly average of Holter monitors being used is 25.

Question 6:

Does every Holter monitor and patch request receive an interpretation?

Response 6:

Yes, every request receives an interpretation.

Question 7:

What is the amount of event monitors being used?

Response 7:

The monthly average of event monitors being used is 3.

Question 8:

Is the capability of doing an EHR integration going to be considered when evaluating the bids?

Response 8:

Yes, the capability EHR integration will be considered when evaluating proposals.

Question 9:

How are the bids evaluated?

Response 9:

See RFP Section 9 Evaluation Process.

Question 10:

What is the breakdown of units per institution?

Response 10:

Question 11:

Are the Holter Monitors long term or 24 hours?

Response 11:

Holter Monitors should have the capability to continuously record for up to 24 to 48 hours.

Question 12:

The RFP states that the Event Monitors are to be able to record for fourteen (14) days, is it only

14 days or could it be seven (7) days for an Event Monitor?

Response 12:

Event Monitors should have the capability to record seven (7) to fourteen (14) days.

Question 13:

How are you going to evaluate the quality of the devices if they’re coming from different vendors?

Response 13:

CDCR/CCHCS will approve the use of machines that meet all the criteria listed in this solicitation.

Question 14:

Is a company able to submit multiple bids?

Response 14:

No, each company is only able to submit one proposal in response to this solicitation.

Question 15:

Is the start date of the contract able to change since the contract is not going to be awarded until

December?

Institution # of Machines

ASP 5

CAL 5

CCI 0

CCWF 6

CEN 10

CHCF 0

CIM 7

CIW 12

CMC 7

CMF 17

COR 10

CRC 3

CTF 8

FSP 2

HDSP 0

ISP 2

Institution # of Machines

KVSP 10

LAC 0

MCSP 12

NKSP 4

PBSP 1

PVSP 9

RJD 12

SAC 0

SATF 5

SCC 2

SOL 6

SQ 15

SVSP 15

VSP 0

WSP 10

Response 15:

No, the awarded contract is to start January 1, 2025.

Question 16:

Is the Intent to Award a guaranteed contract.

Response 16:

No, the Intent to Award is not a guarantee of contract.

Question 17:

If you award the contract solely on price and meeting the minimum criteria, it does not appear there is any discretion. What are your thoughts on that?

Response 17:

Proposals will be evaluated in their entirety and scored based on the criteria included in the RFP document. The evaluation process is included in Section 9 starting on page 43, and the scoring for the proposal will be based on the scoring criteria that starts on page 45. The Executive

Summary, Agency Capability, Work Plan, Customer Service, and Project Personnel will be evaluated and scored.

Final Remarks:

“If there are no further questions, then this concludes our Bidders’ Conference for today. Thank you for everyone joining in. A transcript of this Bidder’s Conference will be posted on Cal eProcure in approximately five (5) business days.”