ESBD_376270_1726253838473_RFP - Locum Tenens, Permanent Placement and Telehealth Services (9-13-24).docx

REQUEST FOR PROPOSALS

for

LOCUM TENENS, PERMANENT PLACEMENT AND TELEHEALTH SERVICES

September 13, 2024

REQUEST FOR PROPOSALS FOR

LOCUM TENENS, PERMANENT PLACEMENT AND TELEHEALTH SERVICES

Table of Contents

Section Title Page

Description of Integral Care ……………………………………………………...3

Racial Equity and Inclusion……………………………………………………….3

Description of Services.……………………………………………………………4

General Information 5

Conditions 6

Selection of Successful Proposer 10

Performance Standards and Compliance 11

Proposal Instructions and Guidelines 13

Attachments

Attachment A – Key Persons List

Attachment B – Services Rate Sheet

Attachment C – Assurances Document

Attachment D – Integral Care’s Bars to Employment

DESCRIPTION OF INTEGRAL CARE

Integral Care provides community-based behavioral health and intellectual/developmental disabilities services in Travis County, Texas. Integral Care began providing services in 1967. Integral Care is a community center under Chapter 534 of the Texas Health and Safety Code, and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization. Integral Care is an agency of the State, a unit of local government and is governed by a ten-member Board of Trustees (“Board”), nine of whom are appointed to two-year staggered terms by the City Council of the City of Austin, the Travis County Commissioners Court, and the Board of Managers of the Travis County Healthcare District dba Central Health. The Travis County Sheriff serves as a statutorily appointed ex-officio member of the Board.

Integral Care currently employs approximately 920 full-time, part-time and relief employees, and operates approximately 46 business locations of varying types (e.g., office, residential) throughout the Austin/Travis County area. For more information, please see Integral Care’s Fiscal Year 2022 Annual Report and Fiscal Year 2024 Annual Budget. A Key Persons List is attached to this RFP as Attachment A.

RACIAL EQUITY AND INCLUSION

Integral Care’s Board of Trustees and leadership are committed to:

· Identifying racial inequities that exist within Integral Care’s structure, culture, policies, programs, and practices and developing a culture of inclusion.

· Implementing the necessary change in organizational culture that requires increased transparency, vulnerability, and accountability to create an inclusive, authentic environment for the community and staff.

· Providing equitable access to prevention, treatment, and recovery services.

To change the culture of the organization, the strategies and commitments above must come to life throughout the following areas:

· Establish a Racial Equity Baseline for Organizational Development, Structure & Accountability: Embedding racial equity as part of Integral Care’s culture.

· Clients and Services: Addressing identified barriers to racial equity and inclusion in client services and program practices.

· Employees, Contractors, and non-direct Contractors (vendors): Create an inclusive and culturally competent staff and contracted provider base that reflects the community and clients receiving services from Integral Care.

· Community Engagement and Collaboration: Align efforts on diversity, racial equity and inclusion with groups and organizations within the community to help create shared values, consistent language, policy, and equitable practices throughout the community.

For more information, please see Integral Care’s Fiscal Year 2023-25 Strategic Plan, Integral Care’s Racial Equity Plan, Integral Care’s Racial Equity Assessment, and the United States Department of Health and Human Services National Culturally and Linguistically Appropriate Services (CLAS) Standards.

DESCRIPTION OF SERVICES

Integral Care is seeking proposals (“Proposals”) for locum tenens and/or psychiatric staffing services, as more particularly described below (collectively, “Services”):

1. Locum Tenens Services. Placement of locum tenens psychiatric prescribers, Licensed Professional Counselors (LPC), and/or Licensed Clinical Social Workers (LCSW) (LPCs and LCSWs, each a “LMHC” and collectively, “LMHCs”) as requested by Integral Care to provide psychiatric medical and/or clinical services to Integral Care’s clients in Travis County, Texas (such Services, the “Locum Tenens Services”). Integral Care’s clients include adults with severe and persistent mental illness, adults with co-occurring psychiatric and substance use disorders and children and adolescents with serious emotional disturbances (each, a “Client” and collectively, “Clients”). Psychiatric prescribers and LMHCs (each, a “Provider” and, collectively, “Providers”) must be licensed as further described below in this section. Locum Tenens Services will be provided on-site at an Integral Care clinic or other service location and/or (as more particularly described below) via the telehealth methodology (“Telehealth”) as determined by Integral Care on a placement-by-placement basis. Locum Tenens Services assignments for Providers may vary in length from a minimum 30 days to 1 year, with option by Integral Care to offer permanent placement.

2. On-Call Telemedicine Services: 24/7 access to high-quality Telemedicine psychiatric prescribers to provide psychiatric medical services to Clients. Successful Proposer(s) (as defined below) will provide on-call Telemedicine coverage primarily during evening, night, and weekend hours for Integral Care crisis locations, including but not limited to, the Judge Guy Herman Center, which comprises a 4-bed extended observation unit and a 12-bed crisis residential unit. Reimbursement for on-call Telemedicine Services will be based on actual Services provided rather than a continuous hourly rate based on availability to provide Services. On-call Telemedicine Services responsibilities will include: conducting psychiatric evaluations on new admissions; entering admissions orders and coordination with on-site nursing staff; follow-up medication management as needed; and availability for urgent telemedicine assessment and triage for psychiatric or medical emergencies. Services would be “on-demand” such that the Provider is expected to be available within fifteen (15) to thirty (30) minutes of a call from Integral Care staff to request an assessment. Successful Proposer(s) will be expected to ensure that Providers who will provide On-call Telemedicine Services have appropriate equipment and technical set-up. Integral Care will provide equipment and set-up for on-Call Telemedicine Services at its facilities, as applicable.

3. Telehealth Services: Access to high-quality LMHCs to provide clinical services , and psychiatric prescribers to provide psychiatric services, to Clients via telehealth. Successful Proposer(s) will ensure that Providers who provide Telehealth Services have and utilize high-quality audio and video as determined by Integral Care. Integral Care will provide Telehealth equipment and set-up at its facilities, as applicable.

Proposer(s) should have a strong history of providing the Services and be familiar with the registration and licensing guidelines and other requirements applicable for Providers as governed by the Texas Medical Board, U.S. Drug Enforcement Agency (“DEA”) and all other applicable boards and agencies. All Providers must have a current, valid and unrestricted license issued by the State of Texas to practice in their respective fields.

GENERAL INFORMATION

Integral Care anticipates awarding one (1) or more non-exclusive three (3) -year contracts for the Services, with an option to renew for up to two (2) successive periods of one (1) year each, commencing on approximately December 1, 2024. Any contract awarded as a result of this RFP will be prepared by Integral Care, and may be referred to in this RFP as a “Contract”, and any Proposer (as defined below) selected for a Contract award may be referred to herein as a “Successful Proposer”.

Proposals shall be submitted no later than October 15, 2024 at 5:00 PM CST (“Proposal Submission Deadline”).

All Proposals must be received by the Proposal Submission Deadline. All Proposals must

Proposals shall be delivered via electronic mail attachment to:

Integral Care

by any agent or representative designated by the person or entity submitting the Proposal (“Proposer”). Integral Care will determine the official time of receipt of each Proposal using the time/date of receipt of the Proposal shown by Integral Care’s email server. Upon request, a receipt shall be sent via electronic mail to the deliverer of the Proposal, which indicates the date and time it was received. Proposals must be provided in a single PDF format file. Proposals sent via any other method other than electronic mail as described above will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

Any questions concerning the specifications for the Services or RFP process shall be directed to Brody Ballard, Coordinator of Legal Services, by electronic mail to brody.ballard@integralcare.org, no later than October 1, 2024 at 5:00 PM CST (“Question Submission Deadline”). All questions with respect to either the specifications for the Services or RFP process that are received by the Question Submission Deadline will be available, along with Integral Care’s responses, on the Texas Electronic State Business Daily website where the RFP is found.

CONDITIONS

ACCEPTANCE/REJECTION OF PROPOSALS: Integral Care reserves the right to accept or reject any and/or all Proposals, to waive informalities or defects in Proposals, or to accept such Proposal(s) as it shall deem to be of the best value to Integral Care.

NEGOTIATION: Integral Care further reserves the right to negotiate with Proposers determined to have a reasonable chance of being selected. All such Proposers shall be afforded fair and equal treatment with respect to such negotiations, and no such Proposer shall be given information that would give that Proposer a competitive advantage over any other Proposer.

CANCELLATION: Integral Care may also choose to cancel the RFP without award.

VALIDATION: Integral Care may validate any information in a Proposal by using outside sources or materials. If validation discloses that information provided by a Proposer is deliberately false, the Proposal will be ineligible for consideration.

ADDENDA: Integral Care reserves the right to modify, interpret and correct the RFP, and any modifications, interpretations or corrections to the RFP and specifications shall be made by written addenda. Integral Care’s General Counsel shall have sole authority to issue addenda to this RFP. Addenda shall be provided to all who are known to have received a copy of the RFP. All such addenda become, upon issuance, an inseparable part of the specifications, which a Proposal must meet to be considered.

ALTERING PROPOSALS: Any corrections, deletions, or additions to Proposals must be made in writing and delivered by email to Integral Care’s Coordinator of Legal Services at brody.ballard@integralcare.org prior to the Proposal Submission Deadline. The Proposer shall submit substitute pages with an email documenting the changes and to which is attached the specific pages for substitution. The person who submits the email must have authority at least equal to that of the submitter of the Proposal.

WITHDRAWAL OF PROPOSALS: A Proposal shall not be withdrawn or cancelled by the Proposer unless the Proposer submits an email to that effect prior to the Proposal Submission Deadline. The submitter of the withdrawal email must have authority at least equal in authority to the submitter of the Proposal.

PUBLIC AVAILABILITY: Integral Care is subject to and complies with the Texas Public Information Act, Chapter 552 of the Texas Government Code. All Proposals shall be open for public inspection after the RFP process is concluded, except for information contained in the Proposal that Proposer contends is covered by an exception to disclosure under the Texas Public Information Act that is in red ink and clearly identified by the Proposer as such. Such information may still be subject to disclosure under the Public Information Act and other applicable law including, without limitation, opinions from the Texas Attorney General’s Office.

SUBMITTED PROPOSALS: Submitted Proposals become the property of Integral Care and will not be returned to the Proposer. Proposer agrees that Integral Care has the right to use, reproduce and distribute copies of and to disclose to Integral Care employees, trustees, agents and contractors and other governmental entities all or part of the Proposal, as Integral Care deems appropriate.

SALES TAX: Integral Care is by statute exempt from payment of taxes applicable to the Services described herein; therefore, Proposals shall not include taxes.

LIMITATION OF LIABILITY: Integral Care will not enter into any Contract that purports to in any way limit the amount of damages it may recover under the Contract, and any such language included in a Contract will be void and of no effect.

SUCCESSFUL PROPOSER MUST COMPLY with all applicable federal, state, county and local rules, codes, regulations, laws and standards. All Services must be in compliance with applicable federal, state, county and local rules, codes, regulations, laws, standards and executive orders as well as with all policies and procedures of Integral Care. A Contract may be subject to Texas Government Code Section 2252.908, which prohibits governmental entities such as Integral Care from entering into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. By submitting a Proposal, Proposer agrees to fully comply with all applicable legal requirements including, without limitation, those of Texas Government Code Section 2252.908, as applicable.

EXCEPTION/SUBSTITUTIONS: All Proposals meeting the intent and requirements of this RFP shall be considered for award. Proposers taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions clearly as a separately identifiable part of the Proposal entitled “Proposer’s Exceptions”. The absence of such a statement shall indicate that the Proposer has not taken exceptions and Integral Care shall hold the resultant Proposer(s), if chosen as a Successful Proposer, responsible to perform in strict accordance with the specifications, terms, and conditions of this RFP and Successful Proposer’s Contract. Integral Care reserves the right to accept any and/or none of the exception(s)/substitution(s) as it determines to be in the best interest of Integral Care. Proposer agrees that all exceptions to this RFP as well as terms and conditions advanced by Proposer that differ in any manner from Integral Care’s terms and conditions are rejected unless expressly accepted by Integral Care in writing in a fully executed Contract.

SILENCE OF SPECIFICATIONS: The apparent silence of this RFP as to any detail or the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only best practices of quality services will prevail. All interpretations of this RFP shall be made on the basis of this statement.

LIMITATIONS: Any Proposer currently held in abeyance from or barred from the award of a federal or state contract may not contract with Integral Care.

CONSIDERATION: For a Proposal to be considered, the Proposer must meet Integral Care’s requirements, demonstrate the ability to perform successfully and responsibly under the terms of the prospective Contract, and submit the completed Proposal according to the time frames, procedures, and forms stipulated by Integral Care. Additionally, Proposers shall, at a minimum, be currently licensed/certified, where applicable, to provide the Services.

CONFLICT OF INTEREST: No public official shall have an interest in any Contract, in accordance with the Texas Local Government Code Title 5, Subtitle C, Chapters 171 and 176.

ETHICS: Proposer shall not offer to or accept any gifts of value from, or enter into any business arrangement individually with, any employee, official or agent of Integral Care.

INDEMNIFICATION: Successful Proposer shall defend, indemnify, and save harmless Integral Care, and all of its trustees, officers, agents, and employees from all suits, actions, or other claims of any character, name and description (including, without limitation, any judgment cost awarded against and reasonable attorney’s fees incurred by Integral Care) brought for or on account of any losses, injuries or damages either allegedly or actually received or sustained by any entity, persons, or property as either a direct or indirect result of the actions or omissions of the Successful Proposer and/or its employees, contractors and agents, or of Successful Proposer’s non-compliance with the Contract.

ASSIGNMENT: Successful Proposer shall not subcontract, sell, assign, transfer or convey its rights and/or obligations with respect to any Contract, in whole or in part, without Integral Care’s prior written consent.

INSURANCE: Successful Proposer shall maintain, at all times during its performance under the Contract, insurance coverage in not less than the following amounts per policy year:

Professional Liability: One million dollars ($1,000,000) per claim

Automobile Liability: If a Successful Proposer-owned vehicle is used in the provision of Services, Successful Proposer must maintain automobile liability insurance coverage in the amount of at least one million dollars ($1,000,000) combined single limit, with hired and non-owned coverage included;

If a vehicle not owned by Successful Proposer is used in the provision of Services, such vehicle’s owner must maintain State of Texas required basic vehicle insurance coverage at all times;

Worker’s Compensation: Must meet statutory limits. Worker’s Compensation policies shall also include a waiver of subrogation in favor of Integral Care;

Employer Liability: One million dollars ($1,000,000) per accident;

One million dollars ($1,000,000) per disease per employee;

One million dollars ($1,000,000) disease policy limit;

such other insurance coverage, each to the extent required and in such amounts as may be reasonably required by Integral Care or as may otherwise be required by applicable law.

Successful Proposer is responsible for obtaining and maintaining any riders or other documents necessary to ensure that the coverage described above includes the Services. A legally qualified insurance company acceptable to Integral Care must underwrite all insurance coverage listed above. Each policy evidencing such coverage shall name Integral Care as an additional insured on that policy (but specifically excluding policies of personal automobile liability), and shall contain a provision (to the extent legally permitted) that the insurance company shall give Integral Care as a certificate holder thirty (30) days written notice in advance of (a) any cancellation or non-renewal of the policy, (b) any reduction in the policy amount, (c) any deletion of additional insureds, or (d) any other material modification of the policy. Successful Proposer will name Integral Care as additional insured on each policy within 14 days of being awarded a Contract by Integral Care.

CRIMINAL AND BACKGROUND CHECKS: Successful Proposer(s) must ensure that no person will provide Services under a Contract if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

ELIGIBLILITY TO WORK IN THE UNITED STATES: Successful Proposer(s) shall ensure that each person who provides Services under a Contract is eligible to work in the United States at the time he/she provides Services, and shall document such eligibility using USCIS Form I-9 for all such persons and maintain such documentation for at least six (6) years after the Contract ends, and make such documentation available to Integral Care upon request.

SELECTION OF SUCCESSFUL PROPOSER

1) Selection of the Successful Proposer(s), if made, will be based upon demonstrated competence, knowledge, qualifications and reasonableness of the proposed fee, where applicable, for the Services as evidenced by any such Successful Proposer’s qualified Proposal.

2) Integral Care will make a good faith effort to contract with Historically Underutilized Businesses.

3) Issues concerning a specific Proposal(s) may be addressed by Integral Care either in writing or through an individual telephonic, electronic or in-person meeting(s) with each applicable Proposer after an initial review of all Proposals. The meeting(s), if necessary, will be held after the Proposal Submission Date, and no Proposer participating in any such meeting shall be given information that would give that Proposer a competitive advantage over any other Proposer.

4) A selection(s), if made, will be based on the Proposal(s) that provides best value to Integral Care.

5) Integral Care reserves the right to enter into multiple Contracts with respect to the provision of the Services.

6) Proposals will be scored by the point system listed in the table below:

PERFORMANCE STANDARDS AND COMPLIANCE

1) Each Successful Proposer’s Services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar services. The methods and means employed in the delivery of the Services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act (“ADA”).

2) Successful Proposer(s) will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, genetic characteristics, age, disability, or political affiliation will be excluded from participation in providing, or be denied the benefits of, the Services, or be subject to discrimination under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or of Integral Care.

3) Integral Care reserves the right to retain all performance by any Successful Proposer(s), and to recover all consideration paid to any Successful Proposer pursuant to a Contract thus permitting forfeiture of such Contract, in the event that Successful Proposer (a) was doing business at the time of submitting the Proposal or had done business during the 365 day period immediately prior to the date on which the Proposal was due with an undisclosed key person, (b) does business with a key person after the date on which the Proposal is due and prior to full performance of the Contract and fails to disclose the name of any such key person in writing to Integral Care prior to commencing business with such key person, or (c) fails to submit a completed Form CIQ (see Attachment C) if required to do so by Chapter 176 of the Texas Local Government Code. A Key Persons List is attached to this RFP as Attachment A.

4) Successful Proposer(s) shall furnish the Services in a prompt, efficient, and professional manner. If a Successful Proposer does not provide the Services within the Contract requirements, Integral Care reserves the right to solicit and/or procure any or all such Services outside the Contract and/or terminate the Contract.

5) Unless stated otherwise in this RFP, Successful Proposer(s) will provide at its sole cost all necessary supplies, equipment, software, technology support and other items in order to furnish the Services properly as defined in the Contract, and all such supplies, equipment, software, technology support and other items must be compliant with the Health Insurance Portability and Accountability Act (“HIPAA”).

6) Any Contract may be terminated without penalty for any reason or without cause by Integral Care by submission of written notice of at least fifteen (15) days.

7) Successful Proposer(s) and each Provider providing Services hereunder must have and maintain at all times during the existence of any Contract any and all required federal, state, and/or local licenses, permits and/or permissions with respect to the Services covered by the Contract.

8) Successful Proposer(s) will comply with Section 2155.4441 of the Texas Government Code, which requires that products and materials used to provide the Services be produced in the State of Texas when available at a price and time comparable to products and materials produced outside of Texas.

9) Any Contract may be prepared by Integral Care at its sole election, and may contain provisions that are not described in this RFP.

10) Successful Proposer(s) shall be required to verify eligibility to work in the United States using USCIS Form I-9 for all Providers who will provide Services.

11) E-Verify is an Internet-based system that allows businesses to determine the eligibility of individuals to work in the United States. Integral Care requires proof of US citizenship or other authorization required by law to legally work in the United States for each Provider who will provide Services. Successful Proposer(s) is required to submit I-9 verification information through the E-Verify system on each Provider who will provide Services under the Contract. For more information or to sign-up with E-Verify go to: www.uscis.gov/e-verify.

12) Successful Proposer(s) shall ensure all its staff will be at least eighteen (18) years of age and have a high school diploma or GED and demonstrate the abilities, skills, knowledge and competencies necessary to perform assigned duties.

13) Providers who are selected by Integral Care to provide Services must hold current, unrestricted and valid federal and Texas licenses, certifications, registrations, and/or permits to the extent required to perform any required Services (as more particularly described in the “Description of Services” section, above), and are required to complete credentialing paperwork and all required training as determined by Integral Care and to successfully complete Integral Care’s credentialing process before providing Services.

14) Successful Proposer(s) shall prepare a separate invoice for each Integral Care division requesting Services, and submit invoices to such division(s) on a monthly basis for the Services provided during the immediately preceding month. Each such invoice must include at minimum each date and start/stop times of Services provision, Integral Care unit number and first and last name of Integral Care staff who requested each of the invoiced Services.

15) Providers must document services provided to Clients in Integral Care’s MyAvatar electronic health record.

PROPOSAL INSTRUCTIONS AND GUIDELINES

To facilitate the evaluation of Proposals, Proposers must prepare their responses to Sections I - V (below) in the format and sequence specified below. Respond specifically to each question posed. Do not simply make a general reference to any other document included with the Proposal. Failure to comply with this requirement could result in the Proposal being rejected by Integral Care in its sole discretion. Proposer may attach additional materials as necessary to provide supporting information and details. Catalogs or brochures about Proposer’s services may be included as an addendum to the Proposal but not in place of specific responses to each item below. If the question does not apply to either Proposer or the Proposal, clearly mark “n/a”.

Any Proposer may submit a Proposal for any or all of the Services requested in this RFP, as stated below. Each Proposal must be divided into and labeled with the following major categories (as applicable for the particular Services addressed by the Proposal):

a.) Locum Tenens Services;

b.) On-call Telemedicine Services;

c.) Telehealth Services.

I. GENERAL INFORMATION ABOUT PROPOSER (8 points max)

A. Each Proposal MUST be accompanied by a signed, original Assurances Document and, if required, a Form CIQ (Attachment C).

B. Each Proposer MUST also respond to each of the following items completely by restating each item/question exactly as written and then providing a response.

i. Provide the name, legal status (e.g. sole proprietorship, partnership, corporation, etc.), address and contact telephone number of Proposer. Provide the name of all persons owning a 5% or more interest in Proposer’s business.

ii. Provide the names, telephone numbers, addresses and individual contact names of at least three (3) business references for whom Proposer provides services in Travis County, Texas that are similar to the Services. Include a brief description of Proposer’s working relationship with each business reference.

iii. Attach a copy of the Proposer’s organizational chart, including names, titles and vacant positions, clearly indicating who will be the main point of contact with respect to any Contract. Label as Exhibit I.B.iii.

iv. Does Proposer meet the requirements for qualification as a Historically Underutilized Business (“HUB”)? If so, please describe how Proposer meets those requirements. Attach a copy of any current HUB certificate to this Proposal. For purposes of this RFP, HUB has the same definition as does a “historically underutilized business” in Section 2161.001(2) of the Texas Government Code. Label as Exhibit I.B.iv.

II. FINANCIAL (4 points max)

A. If the Proposer is a corporation that is required to report to the Securities and Exchange Commission, submit Proposer’s two most recent SEC Forms 10K, Annual Reports. If any change in ownership of Proposer is anticipated during the twelve (12) months following the Proposal Submission Deadline, the Proposer must describe the circumstances of such change and indicate when the change is likely to occur. Label as Exhibit II.A.

B. Describe prior arrangements or any potential plans to subcontract part or all of the Services. All subcontracts must be approved by Integral Care, at its sole discretion. Name all proposed subcontractors and provide the same information on their staff credentials, licenses and certifications as provided for Proposer’s staff.

III. RISK PROFILE (20 points max)

A. Is Proposer currently or has Proposer, within the last five (5) years, been under investigation, or had a license or accreditation revoked by any state/federal/local authority or licensure agency? If yes, describe in detail.

B. Does any Proposer employee or contractor (non-Provider) have any criminal convictions? If yes, explain. Describe the process, if any, for checking on previous convictions of employees or applicants for employment. (See Integral Care’s Bars to Employment – Attachment D) Attach any policies and procedures regarding the hiring and retention of persons with criminal histories. Label as Exhibit III.B. Are criminal history checks done on all Proposer staff at least annually?

C. State whether Proposer is currently or has been a defendant or party to a lawsuit within the past ten (10) years. If “yes”, provide the cause number, names of parties, name of the court in which the lawsuit was filed, pertinent dates and a detailed explanation of the nature of the lawsuit and the ultimate disposition of the lawsuit (including, as applicable, any judgments or settlements entered against it in the last ten (10) years).

D. Has either the Proposer or any of its employees ever had any confirmed fraud, client abuse, client neglect, or rights violations claims? If yes, describe in detail. Describe the process, if any, for checking on previous confirmed fraud, client abuse, client, neglect, or rights violations of employees or applicants for employment, such as through CANRS, the Nurse Aide Registry, and/or the Employee Misconduct Registry. Describe or attach any current policies and procedures regarding client abuse, client neglect, or rights violations and the training of staff on these issues. Label as Exhibit III.D.

E. State whether Proposer is currently on or has ever been placed on vendor hold by any agency or business. If “yes”, provide pertinent dates and a detailed explanation.

F. Attach any current Certificate of Account Status from the Texas Secretary of State which shows that Proposer is in good standing or that it is exempt from the state franchise tax. Label as Exhibit III.F.

G. Is Proposer currently held in abeyance or barred from the award of a federal or state contract? Has this occurred in the last 5 years? If yes, describe in detail.

H. Has Proposer or any of its affiliates ever had contracts cancelled by state, federal or local governmental entities? If yes, describe in detail.

I. Attach Certificate(s) of Insurance showing Proposer’s current insurance coverage, with coverage to be at minimum those amounts described in the “Insurance” portion of the “Conditions” section, above. Label as Exhibit III.I.

J. Has Proposer ever been investigated for any HIPAA violations, confidentiality, or security breaches with respect to Proposer’s records? Provide the details and the disposition of such investigations.

IV. SERVICES (48 points max)

A. Submit Proposer’s process for Provider applicant screening/background check information. Indicate if Proposer requires drug screening for Provider candidates whom it refers.

B. Describe the process, if any, for checking on previous convictions of Providers. Integral Care will not accept any Provider who has a conviction for an offense listed on Integral Care’s Bars to Employment (See Attachment D). Attach any policies and procedures regarding Proposer’s retention on its roster of persons with criminal histories.

C. Describe the process for checking on previous confirmed fraud, client abuse, client neglect, client exploitation or rights violations of Providers who are available through the Services, such as through CANRS, the Nurse Aide Registry, and/or the Employee Misconduct Registry.

D. Provide a workflow chart and brief narrative for the process of referring a Provider for consideration through the booking of the Provider for an assignment.

E. Describe all measures Proposer uses to recruit Providers.

F. List the credentialing documents maintained in Proposer’s files for any Providers it refers. Describe any reference or other checks performed by Proposer prior to referring a Provider.

G. List all the equipment that Proposer provides to Providers who will provide either of On-Call Telemedicine Services or Telehealth Services. Please describe the Proposer’s information technology support system listing all staff, their titles and work hours they are available to assist in troubleshooting any technical issues that may arise.

H. Submit Proposer’s fee schedule and terms for permanent placement for Providers as described in the Description of Services.

I. Does Proposer have a retention guarantee for any Provider placed for employment and/or temporary staffing assignment with Integral Care? If yes, please describe.

J. Describe Proposer’s experience in using and supporting Providers in using MyAvatar electronic health record to document Provider-provided services.

K. Please complete Attachment B “SERVICES RATE SHEET” for applicable Services included in the Proposal.

J. Integral Care anticipates that various staff within numerous programs/departments may request the Services. Describe in detail how such Integral Care staff may request Services and how Proposer will ensure that such process is orderly and runs smoothly.

V. EQUITY AND INCLUSION (10 points max)

A. Equity, Diversity, and Inclusion:

i. Please describe how Proposer actively works towards advancing equity, diversity, and inclusion within its workforce and Providers including, but not limited to, racial equity, diversity, and inclusion.

ii. Please describe the current demographics of Proposer’s workforce and Provider candidates, including, but not necessarily limited to, race, ethnicity, and language proficiency, and outline the measures it has in place to recruit and retain a diverse workforce and Provider candidate pool that mirrors demographics of Austin and/or Travis County, Texas.

iii. Please provide sample copies of training materials specifically addressing equity, as well as any equity plans or policies that Proposer has implemented including, without limitation, racial equity.

B. Vendor Diversity

i. How does Proposer actively promote diversity among its vendors and Providers and support underrepresented business? What measures are in place to ensure its fair and equitable procurement practices?

C. Pay Equity

i. Please describe how Proposer’s fiscal processes help to address and advance equity, including minimum pay standards for its workforce and Providers, and specific budget practices.

ATTACHMENT A

Key Persons List – September 6, 2024

ATTACHMENT B

SERVICES RATE SHEET

Please indicate Proposer’s hourly rate and per consult rate for the Services categories and hours listed in the chart below. Costs must be fixed cost. Do not use a range.

Hourly Rate (Monday-Friday, 8AM-5PM)

Overtime Hourly Rate (overtime is defined as work exceeding 40 hours per Sunday through Saturday calendar week, but specifically excluding times during which the Premium Hourly Rate or Holiday Hourly Rate apply)

Premium Hourly Rate (all non-on-demand hours outside of those hours subject to the Hourly Rate, excluding times during which the Holiday Hourly Rate applies)

On-demand Hourly Rate (for Services that require Provider’s response within 15 to 30 minutes)

N/A

On-demand per Consult Rate (for emergency phone consultations which require Provider’s response within 15 to 30 minutes)

N/A

PRN per consult rate (for unscheduled hours)

N/A

Holiday Hourly Rate

Permanent Placement Fee

* Rates are inclusive; Integral Care will not pay additional sums for the Services, including, without limitation, for housing, travel and any other expenses that may be incurred by Proposer or any Provider with respect to performing the Services.

+ A Provider must be available to provide Telehealth Services at all times during any shift for which such Provider is scheduled to be available to provide Telehealth Services to Clients (a “Scheduled Telehealth Shift”). During Provider’s Scheduled Telehealth Shift, Provider must (a) respond to Integral Care by phone within fifteen (15) minutes of the initial phone call to Provider by Integral Care (“Initial Call”), and (b) provide the requested face-to-face Telehealth Services to a Client within thirty (30) minutes of the Initial Call. If Provider does not reply to an Initial Call within fifteen (15) minutes and/or if the Provider is otherwise unable to provide the Telehealth Services within thirty (30) minutes of the Initial Call during a Scheduled Telehealth Shift (each, an “Unavailability”), Integral Care’s designated staff person will notify Successful Proposer of the Unavailability, and for each Unavailability Integral Care will not be obligated to pay for one hour of the Scheduled Telehealth Shift during which the Unavailability occurred. Upon the second instance of Unavailability by a Provider, Integral Care may elect to no longer utilize the Provider for future Scheduled Telehealth Shifts.

ATTACHMENT C

ASSURANCES DOCUMENT

For purposes of this Attachment C, the term “local government officer” with respect to Integral Care means a member of Integral Care’s Board of Trustees (see Attachment A), Integral Care’s Chief Executive Officer (see Attachment A), and/or an agent of Integral Care who exercises discretion in the planning, recommending, selecting, or contracting of the Contract (see Attachment A). The term “local public official” with respect to Integral Care means a member of Integral Care’s Board of Trustees (see Attachment A), or another agent of Integral Care who exercises responsibilities beyond those that are advisory in nature (see Attachment A).

The term “family member” means a person related to another person within the first degree by consanguinity or affinity, as described by Subchapter B, Chapter 573 of the Texas Government Code. The term “family relationship” means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Texas Government Code.

Proposer Assures the Following:

1. Proposer has received all addenda and attachments to the RFP as distributed by Integral Care.

2. Proposer will not make any attempt to induce any person or firm to submit or not submit a Proposal.

3. Proposer will ensure that no person on the basis of race, color, national origin, religion, sex, age, sexual orientation, gender identity, genetic characteristics, veteran status, disability or political affiliation, will be excluded from participation in, be denied the benefits of, or be subject to discrimination with respect to any Contract, under any of the policies of HHSC or Integral Care. Proposer does not discriminate in its service or employment practices on the basis of race, color, religion, sex, sexual orientation, genetic characteristics, national origin, disability, veteran status, age or political affiliation.

4. Proposer accepts the terms, conditions, criteria, and requirements set forth in the RFP.

5. Proposer accepts Integral Care’s right to alter the timetables for procurement as set forth in the RFP.

6. The Proposal submitted by Proposer has been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition.

7. Unless otherwise required by law, the information in the Proposal submitted by Proposer has not been knowingly disclosed by Proposer to any other Proposer.

8. No claim will be made for payment to cover costs incurred in the preparation or the submission of the Proposal or any other associated costs.

9. The individual signing this Assurances Document is authorized to legally bind Proposer.

10. Proposer agrees to follow all applicable federal, state, county, and local laws, regulations, codes, standards, and all applicable Integral Care policies and procedures if chosen as the Successful Proposer.

11. No employee, local government officer or any family member thereof has directly or indirectly received any gift(s) with an aggregate value of more than $100 in the 12-month period preceding the date the local government officer becomes aware that Integral Care is considering entering into a Contract with Proposer, but excluding a political contribution defined by Title 15 of the Texas Election Code, or food accepted as a guest. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such interests by including a completed Form CIQ, a copy of which is attached to this Attachment C, with the submitted Proposal. See Attachment A.

12. Proposer does not have a family relationship with a local government officer of Integral Care. If such family relationship exists, Proposer must disclose any knowledge of such relationships by including a completed Form CIQ, a copy of which is attached to this Assurances Document with the submitted Proposal. See Attachment A.

13. Proposer does not have any employment or business relationship with any corporation or other business entity with respect to which any local public official of Integral Care or any family member thereof serves as an employee, officer or director, or holds an ownership interest and no local public official of Integral Care or family member thereof has an employment or business relationship with Proposer or holds an ownership interest in Proposer. If Proposer is unable to make this affirmation, then Proposer must disclose any knowledge of such relationships in a written statement included with this signed Assurances Document.

14. Proposer shall disclose in a written statement included with this signed Assurances Document whether any of the directors or personnel of Proposer has either been an employee or a trustee of Integral Care within the past two (2) years preceding the date of submission of the Proposal. This requirement applies to all personnel, whether or not identified as a Key Person.