Addendum_2_-_Questions_&_Answers.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

Superintendent of Schools Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

February 25, 2025

Competitive Solicitation No. and Name: 25046A-RFP-DST CONTRACTED SCHOOL PSYCHOLOGISTS

Addendum #: 2

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Question Answer

Since the forms are the same, can the vendor re-use the previously completed Business Reference Forms from 24195-RFP-DST as part of this new RFP submission?

Yes, you may re-use and submit the completed Business Reference forms from the previous bid 24195 RFP DST Contracted Psychologists.

Can the vendor`s proposal include its statement of work or other descriptions regarding the scope of services, approach, and methodologies as part of Section 3 after attaching the signed Scope of Services from page 14 of the RFP and the Cover Letter?

Yes.

Would the vendor be disqualified if it included an exception regarding Section 3.4.2 Price/Rate Provision if the vendor`s rates may differ per year and would request to negotiate an annual increase with the district per year mutually?

Exceptions must have explanations and must be submitted with the proposal. HCPS will review the exceptions accordingly. See Section 4.2 of the RFP.

Do you require the vendor`s response to the question for section 3.2.8 on page 13 to be included in the proposal format after attaching the signed Scope of Services Signature Page and Cover Letter?

Yes, a response to RFP Section 3.2.8 is required and needs to be included in the proposal. Please label the responses to the sections accordingly.

Would the district continue to accept electronic signatures on all proposal forms?

As per RFP Section 2.3.9 Signatures. An officer or employee who has the authority to bind the organization must sign the proposal, in ink or digitally.

Hillsborough County Public Schools Page 2 of 5 25046A-RFP-DST Contracted School Ps

Can you elaborate further on the primary changes made between this new RFP and the previously canceled 24195-RFP-DST that the vendors should take into consideration with regard to the scope and requirements?

Changes and additions were made to Section 3 and its subsections of Scope of Services, Section 4.2 Minimum Qualifications and Section 6.1 Price Sheet. Please read the entirety of the RFP for information and guidance.

When is the anticipated award date?

The bid is in progress. At this time, we do not have an estimated award date. Please check Vendorlink regularly for updates and notifications.

Would the district continue to review the requested exceptions and/or additional terms if included at the end of the vendor`s proposal?

Exceptions require further explanation from the Proposer and must be submitted with the proposal.

Exceptions will be reviewed by HCPS.

What is the main reason that this RFP is being re-issued?

Changes and additions were made to Section 3 and its subsections of Scope of Services, Section 4.2 Minimum Qualifications and Section 6.1 Price Sheet. Please read the entirety of the RFP for information and guidance.

Was HCPS looking for evaluations only for the original RFP? The Excel cost form seems to only request per case evaluation rates now, rather than an hourly rate for services. Is this accurate?

Please review the Scope of Services of the RFP, specifically Sec. 3.2.3 and 3.2.4.

A flat rate for Evaluation/Report per case type must be submitted with the proposal. See Sections 3.2.5 and 6.1 of the RFP.

Do the School Psychologists do observations as part of the evaluations?

It is required for some disability categories and may be appropriate based on the individual student's needs.

See RFP 3.2.4

Will it be the same flat rate per case for both initials and re-evals? Yes.

Will testing materials (test kits, protocols, scoring software) will be provided by the district?

The school psychologist is required to utilize test kits, test record booklets, equipment, technology access, office supplies, and other related materials provided by HCPS. See Section 3.2.4 of the RFP.

1. The Statement of Work (section 6.2) has been removed from the RFP documents but is still part of the Required Submittals Checklist. Is an SOW no longer required for our response?

Please see Addendum 1. Please refer to Section 3 Scope of Services for further descriptions/ information.

In the Notice of Rejection letter for RFP 24195-RFP- DST, HCPS stated that all bids were rejected and "HCPS will release a replacement competitive solicitation with updated computer specifications to ensure compliance with future software demands".

Could you please elaborate on this?

This verbiage was inadvertently added. A revised Notice of Rejection was uploaded to Vendorlink.

Hillsborough County Public Schools Page 3 of 5

In the new solicitation, I noticed that the request for resumes and licenses has been updated to request nonblinded licenses with full names, license numbers, and validation period specifically. It is against our privacy policy to display identifying information about our candidates before contract awarding. Would HCPS accept active FL resumes and licenses with last names and license numbers removed?

Please see RFP Sections 3.2.1 and 4.1. This information is required. An active and valid FL DOH license can only be verified if a full name or license number is provided.

Are you able to provide an estimate as to the average amount of time an evaluation typically takes to complete?

Please see RFP Section 3.2.3 and 3.2.4 regarding services for the completion of cases and a typical number of evaluations expected per month. The following are estimated times:

Autism Spectrum Disorder (ASD): 10-12 hours Emotional/Behavioral Disability: 10-12 hours Gifted: 4 hours Intellectual Disability: 10-12 hours Other Health Impairment: 10-12 hours Specific Learning Disability: 8-10 hours

Is there enough work to support 40 hours/week for a clinician? If so, how many clinicians are you looking to staff?

Yes. We have multiple vacancies to fill.

For Billing, how will tracking of cases be tracked in order to pay on those evaluations?

HCPS and the vendor will collaborate in the development of a case log to be submitted by the school psychologist. See 3.2.4 of the RFP.

Apart from end of tenure, is there any other reason to release this solicitation?

Please see Section 1.4 CONTRACT TERMINATION & DEFAULT under General Terms and Conditions. This document is uploaded to Vendorlink.

Can the district please clarify how needs for vendor supplied contractors will be disseminated to awardees post award?

The prioritization will depend on the District's needs and the cost of the services provided.

Can the district please provide a detailed explanation for how points will be awarded for the pricing section of this solicitation (i.e. lowest bill rate receives maximum points, and next lowest vendor receives a prorated amount; lowest bill rate receives maximum points, and the next lowest vendor receives a predetermined amount of points)?

The Evaluation Committee will rank proposals based on the stated summarized Weighted Criteria. Please see section 2.4.1 of the RFP

When is the estimated contract award date, and how will the district communicate award status to vendors?

We do not have information on the estimated award date yet as the bid is still in progress. Once the School Board awards and approves the bid, a Notice of Award will be sent to the awarded vendor/s.

How many vendors does the district expect to award a contract to for the services requested in this solicitation?

HCPS Psychological Services aims to hire multiple school psychologists or contracted school psychologists. Please review Sections

3.2 and 2.5.1 of the RFP.

Hillsborough County Public Schools Page 4 of 5

Can the district please provide incumbent information and current bill rates for contracts in place for similar services?

This RFP is a new initiative.

What is the expected amount of full-time, vendor supplied (School Psychologists) needed during the

2024-25 SY?

HCPS Psychological Services has multiple vacancies to fill.

Can the district please provide the total amount of full-time, vendor supplied (School Psychologists) utilized during the 2023-24 SY?

This RFP is a new initiative.

Can the district please provide the total amount of billing, broken down by vendor and classification, for all vendor supplied (School Psychologists) utilized during the 2023-24 SY?

This RFP is a new initiative.

Can the district please describe the supplies and materials that contracted providers will have access to at the district? (wifi, computer access, testing material, office supplies, etc.)?

The school psychologist can utilize test kits, test record booklets, equipment, technology access, office supplies, and other related materials provided by HCPS. See Section 3.2.4 of the RFP.

What travel between schools is expected for these providers?

An attempt to minimize travel within the school day will be made; however, travel will be impacted by the locations of schools requiring evaluation support for students.

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

This proposal is strictly for school psychologists or contracted school psychologists.

What are the district expectations of contract providers to assist in Medicaid reimbursement documentation services?

Contract providers will be expected to document services as needed for Medicaid reimbursement to the district.

Can the district provide an estimate of the number of cases/evaluations expected within a work week?

The school psychologist is required to complete 10-12 (full-time) or 5-6 (half-time) psychoeducational evaluations of students, per month, including direct observations and assessments, parent and teacher rating scales, relevant feedback conferences to parent/guardian, and written psychoeducational evaluation reports. See Sections 3.2.3 and 3.2.4 of the

RFP.

Can the district please specify which bilingual languages are needed for the school psychologists?

English and Spanish are priority needs. Arabic and Haitian Creole are also spoken by students within the district.

Is there a district school psychologist for agency support/collaboration if needed? Yes.

Can the district please clarify the maximum weekly allowable hours approved for providers requested in this solicitation?

Payment is based on two services: a) completion of the psychoeducational evaluation and report, and b) attendance during special education program eligibility meetings.

Will the district accept the former reference forms from canceled solicitation in November or does the district wants new forms completed?

Yes, you may re-use and submit the completed Business Reference forms from the previous bid 24195 RFP DST Contracted Psychologists.

Hillsborough County Public Schools Page 5 of 5

Will the district accept contract exceptions?

Exceptions must have explanations and must be submitted with the proposal. HCPS will review the exceptions accordingly.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Christy Perales, Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR

BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.

1. Questions and Answers