CHR25003-SUB_NURSE-ad1.pdf

Together, Educating Every Student for Excellence

DATE: March 11, 2025

TO: All Offerors

FROM: Trenda Broadnax Procurement Specialist

SUBJECT: ADDENDUM #1 TO RFP - CONTRACT NO. CHR-25003

SUBSTITUTE NURSES SERVICES

ADDENDUM #1 Questions & Answers

Questions Answers

1. Could you please share the tentative budget or spending associated with this

RFP?

We will assess our full budget based on need for 2025-2026.

2. Would you be able to share the historical usage or data on titles/positions, if available?

We request about 3 sub nurses per day.

3. Do you require live or sample resumes of candidates to be submitted with the proposal?

Both are appreciated. Subnurses will need to be an RN.

4. Are detailed resumes of key personnel required?

This is helpful, but not required. Please supply upon request.

CONTRACT NO. CHR-25003

Questions & Answers

5. While we have not provided substitute services in school districts, we have extensive experience in placing nurses that work with children in non-school settings like community centers, pediatric wards etc.

Can we submit references from those sectors to meet the bid requirements?

Yes

6. Our nurses have significant experience working with children in non-school settings, such as pediatric wards and community health programs.

Would you like us to detail this experience in the 'Summary of the vendor’s experience with students' section, even though it is outside a school setting?

7. Since we have not provided services directly in school districts, how would you like us to structure our response in the 'Summary of the vendor’s experience as an educational provider' section?

Would it be acceptable to highlight our experience training and supporting nurses who work with children in healthcare environments?

Yes, you may craft your response to reflect experiences with children in different environments.

8. Could you please clarify what specific types of materials should be included with our bid under the requirement:

'Provide with your bid samples of materials that would be provided to all substitutes'?

Are you looking for training manuals, orientation guides, policies, or other specific documents?

Please share any items that your employees will receive from you.

9. Could you clarify whether the Certificate of Insurance (COI) needs to be submitted with the bid, or is it only required from the successful vendors after the contract is awarded?

No, a COI is not required during the bid process but will be required of the awarded vendors.

10. Is the district open to negotiating the contract language regarding the vendor agreeing to waive fees for hiring a substitute into a direct position?

Yes, this is negotiable.

11. What specific procedures would the district like us to list?

Procedures that could be helpful may focus on hiring and vetting practices, and professional learning workshops.

12. What are the hours for a half day versus a full day?

If a nurse does have to travel to 2 different campuses in one work day, will they need to bill for 2 separate half days or can they account for the drive time?

Full day - 7.5 worked hours (7 hours invoiced) Half day - less than 3/75 hours

If a nurse needs to go to another school, they would include the full day’s time to include travel time.

13. Historically, how many substitute nurses does the district need/use annually?

We used about 12 substitute nurses last year.

14. What are the documentation requirements?

Will agency staff have access to electronic documentation or does the district have specific documentation forms to utilize?

Nurses will have access to the confidential health accounting system for electronic charting.

15. Who is the clinical point of contact at the district for agency nurses?

The District’s lead nurse is the point of contact.

16. Is any clinical on-site supervision required of the agency?

Supervision is preferred, but not required.

17. Does the district have established policies and procedures for the agency sub nurses to follow?

The school may provide safety procedures and other instructions in the “substitute binder”, or similar document.

18. Please clarify how needs for contractors will be distributed to vendors post-award?

Who will be our main point of contact if awarded?

We will assess the need and consider alternating requests if there are multiple vendors who receive the award.

19. Please provide name of all incumbent providers and their pricing for the services outlined in the RFP.

GHR and Interim Healthcare

Price range:

Half day $205 – $251.25 Full day $410 – $502.50

20. Why is Christina School District going out to bid at this time?

The current RFP expires June 30, 2025

21. May we submit exceptions to contract terms and conditions?

Yes, use the attachment 3 in the RFP posting.

22. Can you please provide a list of incumbent vendors and their bill rates.

Please see #19.

23. What is the total budget/expenditure allotted for this RFP?

The budget is yet to be determined.

24. Can we provide pricing ranges on select disciplines?

Yes

25. Are you satisfied with the incumbent suppliers? If not, what are you unsatisfied with?

Yes

26. Does the district fingerprint and badge?

How long once confirmed does the process take for the clinician to start?

Candidates must have an approved background check and Child Protection Registry, funded by the candidate. Human Resources for our district approves the background information.

27. Please clarify the reporting structure for Supervision of contract staff within the district?

What position provides clinical supervision within the district?

The school administrator, the lead nurse, and district administrators are available for support.

28. Are the resumes of potential nurse candidate and/or internal team members that will be providing services required upon submission of bid or upon award?

This is helpful, but not required. Please supply upon request.

29. Please clarify if the district or vendor provides any materials (i.e. medical supplies, assessments, protocols/scoring sheets, computers, printers, PPE, etc.).

The district’s nurses' offices have the supplies needed.

30. Do you accept new graduates if the vendor provides mentorship?

This is not a preference.

31. Can you confirm whether this RFP will result in a single vendor award or if the district intends to award contracts to multiple vendors to fulfill the substitute nurse requirements?

If multiple awards are possible, how will assignments be distributed among selected vendors?

We do not have a specific intention at this time. Is it possible that more than one vendor could receive the award.

32. What percentage of nurse absences are partial-day vs. full-day?

Almost all requests are for the full-day.

33. How often do substitutes cover multiple schools in a single day? Are vendors able to bill for travel time and/or mileage between sites.

This occurs infrequently. So far this year, we have requested this service once. We do not reimburse for mileage.

34. How many substitute nurses are needed per day on average, and how does this vary by season (e.g., flu season vs.

summer months)?

This school year, we have requested about 2 nurses per day, which is not usually the norm.

35. How many substitute nurse hours were used in the past year?

We do not have access to this data at this time.

36. Will we have access to historical absence data by school to better forecast staffing needs?

No

37. Are substitute nurse hours funded by grants or through the district's general operating budget?

General budget

38 What is the district’s process for approving a substitute nurse before they can work in schools?

Candidates must have an approved background check and Child Protection Registry, funded by the candidate. Human Resources for our district approves the background information.

39. The RFP states that substitute nurse rates during regular school hours will be based on a minimum of ½ day and that any time worked beyond ½ day will be treated as a full day.

However, our agency’s billing structure is strictly hourly. Would the district be open to hourly billing that equates to a 1/2 day or full day?

Yes

40. Do we need a hard copy of cost proposal or just electronic? If hard copy required, can we include it with the technical proposal or must it be separate?

We require a hard copy and the electronic of the cost proposal; it should be two separate documents (proposal and cost).

41. Are candidate resumes required with the bid response submission? If so, should they be actual resumes or sample resumes?

This would be helpful; however, you may submit them upon request.

42. Are there any mandatory Subcontracting Goals?

The subcontracting goals are the same as the contractor’s goals.

43. Is there an incumbent for this contract? If yes, could you provide the incumbent's pricing and details?

Please see #19

44. Are there any Pain points with the current incumbent?

This would not be appropriate to share with anyone other than the incumbent.

45. What is the budget allocated to this contract?

To be determined

46. What is the previous spending? We have spent over $100,000

47. Provide 24-hour number with an answering device and state the time of availability with substitute caller. A district representative will contact the vendor directly to request a substitute.

Will the district user Frontline to manage daily absence for substitute nursing program?

Please clarify expectations of the 24-hour number, specifically regarding “state the time of availability with substitute caller”.

No. We will call the service when we are aware of an absence and in need of a substitute nurse.

48. May be required to attend field trips or community-based instruction outings with students requiring medication;

dispense any required medications and/or emergency services.

Will any field trips take place in states other than Delaware? If yes, is dual certification required?

There may be trips to neighboring states such as PA, NJ or MD. Additional certification is not required for the field trip.

49. Conduct daily nursing procedures including but not limited to dispensing of medications and data entry of office visits.

Please provide a detailed job description or the specific procedures a substitute nurse will be responsible for providing

Are substitute nurses required to assist students with medical equipment, such as feeding tubes, etc.

Yes, the sub nurse would perform all medical duties required for a student, as well as documentation thereof.

50. Bidders must submit a budget, which includes the cost of services, and the maximum number of students that the vendor has the capacity to service for the district.

What are the full-time rates currently offered to nurses?

What is the ratio of Students to Nurses?

Current rates:

Price range:

Half day $205 – $251.25 Full day $410 – $502.50

The ratio varies per school. In the event of absences, we seek to make sure there is one nurse per school. School enrollment falls anywhere between 300-1400.

51 What is the spend of this RFP?

Undetermined

52. Is this a rebid?

If so, what was the prior spend and hourly rates for the positions?

Price range:

Half day $205 – $251.25 Full day $410 – $5

53. Are you currently using another vendor for these services? If so, for how long and are you happy with their service?

Yes, we have partnered with other agencies for at least two years and have been satisfied.

54. Is there a requirement or preference for vendor to have a local office?

We ask that the vendor is accessible, as needed. The nurses maybe local.

55. What is the key criteria used to evaluate the vendor’s bid response?

Per the RFP:

Proven ability to provide qualified staffing 35%

Service and Quality Assurance Procedures 30%

Demonstrated experience base, geographical presence, business profile, and references 25%

Cost of Proposal 10%

Total 100%

56. Would an online scheduling tool or application be advantageous to include in the response?

This would be considered.

57. What is the reason this contract is out for bid?

Procurement requirement

58. Who are the incumbent vendors?

Please see #19

59. Are you satisfied with the service from the incumbent vendors?

60. Are the current substitution requests being filled by the incumbent vendors?

61. Can you provide the rates of the current vendors?

Price range:

Half day $205 – $251.25 Full day $410 – $502.50

62. What is the estimated spend for the contract?

Undetermined at this time.

63. Is there a pricing sheet or format that the district can provide?

No

64. Are we permitted to include in our pricing rates by year, reflecting as-needed increases for the four additional one-year terms?

Yes, but keep in mind that contracts are renewed annually.

65. Can we provide a rate range, or does it need to be a specific flat rate?

Provide a Flat Rate

66. Are electronic signatures, such as DocuSign, used prior to printing accepted for submission?

No, all have all live signatures