ESBD_376270_1728416695884_Memorandum 2 (Locums, telemed; 9-11-24).doc

MEMORANDUM 2

TO:

All Persons/Entities That Have Received Integral Care’s September 11, 2024 Request for Locum Tenens, Permanent Placement and Telehealth Services (“RFP”) FROM: Brody Ballard, Coordinator of Legal Services

RE:

Response to Questions Regarding RFP

DATE:

October 9, 2024

QUESTIONS/RESPONSES

1. …there are a couple of sections where the verbiage and terms would not align with what our contracts team would allow- specifically (but not limited to) the unlimited indemnification clause and furnishment of supplies. Is Integral Care willing to negotiate or potentially make alternations on sections and terms of the contract if we do submit a bid?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

2. Please share the incumbent vendors and their pricing.

A: This question does not pertain to the process or specifications of the RFP.

3. What is the budget for this bid? OR the estimated annual spending in the past under this contract for similar services?

A: This question does not pertain to the process or specifications of the RFP.

4. Is there any challenge fulfilling the needs with the existing contracts for related services or any specific improvements you are looking for?

A: This question does not pertain to the process or specifications of the RFP.

5. How many vendors would be awarded?

A: Per the “GENERAL INFORMATION” section of the RFP: “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.”

6. Is there any preference for the local vendor?

A: Per the “SELECTION OF SUCCESSFUL PROPOSER” section of the RFP: “A selection(s), if made, will be based on the Proposal(s) that provides best value to Integral Care.”

7. What is the exact work location and the working hours?

A: Integral anticipates, but cannot guarantee, typical daily shifts of eight (8) to ten (10) hours. Integral Care anticipates, but cannot guarantee, that Services may be required at one or more of the following locations:

Crisis services locations:

· 1165 Airport Blvd, Austin, TX 78721

· 6600 E. Ben White Blvd., Austin, TX 78745

· 6222 North Lamar Blvd., Austin, TX 78752

· 403 E. 15th Street Austin, TX 78701

· 4800 Manor Rd., Suite D, Austin, TX 78723

Clinical locations:

· 1631 East 2nd Street, Building D, Austin, TX 78702

· 2501 West William Cannon Drive, Building 4 Austin, TX 78745

· 6937 N. IH 35, Austin, TX 78752

· 5015 S. IH-35, Suite 200, Austin, TX 78744

8. What are the overtime terms and orientation process if required for any role?

A: Overtime rate multiplier is 1.5x. Integral Care program managers and/or medical leadership provide orientation as appropriate.

9. Please share the type of background check and drug test required.

A: Integral Care does not require drug tests for Providers. The following background checks are currently performed by Integral Care, but may be performed by a Successful Proposer if specified in a Contract (at Integral Care’s sole discretion):

· Texas Dept. of Public Safety (TDPS) Crime Records Service Criminal History Check;

· Health and Human Services Office of Inspector General List of Excluded Individuals/Entities Search (OIG);

· Texas Office of Inspector General List of Excluded Individuals / Entities Search (TxOIG);

· System for Award Management (SAM) [General Service Administration Exclusions];

· Texas Dept. of Aging and Disability Services Employee Misconduct/Nurse's Aide Registry; and

· Fingerprinting is required for all Providers who a) have lived out-of-state during the past two years or b) who will perform Services funded through Integral Care’s Child and Family Services System of Care.

10. Will there be a kick-off meeting once the contract is awarded?

A: Integral Care anticipates a kick-off meeting between its designated staff and Successful Proposer(s).

11. How many resources/candidates are currently active at this time under incumbent contracts? Please provide the breakdown of numbers under each incumbent vendor.

A: This question does not pertain to the process or specifications of the RFP.

12. What is the spending to date against each of the incumbent vendors?

A: This question does not pertain to the process or specifications of the RFP.

13. Will active candidates under the incumbent vendors be transitioned to the new vendors if the same incumbent vendors are not awarded the contract this time?

A: This question does not pertain to the process or specifications of the RFP.

14. Is this a new contract or an existing one? If it’s an existing contract, could you provide the incumbent details?

A: This question does not pertain to the process or specifications of the RFP.

15. Is there a mandatory subcontracting goal for this RFP?

A: No.

16. Are references required specifically from Travis County, Texas, or can we provide similar references from other public sector clients?

A: If no references from Travis County, Texas are available as requested by the RFP, please substitute references that Proposer believes are most relevant to the Services sought.

17. Does the proposer need to supply any equipment for On-Call Telemedicine or Telehealth Services?

A: Per the “DESCRIPTION OF SERVICES” section of the RFP:

“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.”

“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.”

18. Will Integral Care accept a sample insurance copy as part of Section III, question I?

A: If Proposer does not already have the required coverages listed in the “INSURANCE” section of the RFP prior to submitting its Proposal, please state in Proposer’s response to Section III.I of the PROPOSAL INSTRUCTIONS AND GUIDELINES section Proposer’s intent to obtain such coverages no later than fourteen (14) days after being awarded a Contract.

19. Does Integral Care provide all equipment needed for On-Call Telemedicine and Telehealth Services?

A: A: Per the “DESCRIPTION OF SERVICES” section of the RFP:

“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.”

“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.”

20. Is prior experience with the MyAvatar electronic health record system required to document provider services?

A: No

21. As a JCC Certified Staffing Services provider, is Section V - Equity and Inclusion applicable to us?

A: All provisions within this Section apply to all Proposers. Answer each question indicating, as appropriate, when the question is not applicable to Proposer.

22. What is the estimated budget for this contract?

A: This question does not pertain to the process or specifications of the RFP.

23. Does Integral Care have an estimated number of people required to complete the requirements per the RFP?

A: No.

24. Who, if any, are the incumbent providers to date?

A: This question does not pertain to the process or specifications of the RFP.

25. What major stakeholders would we be working with to discuss any openings?

A: Integral Care’s managerial staff of its programs/sites requesting Services.

26. Would Integral Care consider using the GSA to procure these services?

A: This question does not pertain to the process or specifications of the RFP.

27. Is Integral Care giving preference to local vendors?

A: Please see scoring criteria shown on page 10 of the RFP.

28. Will Integral Care share the evaluation scorecard each vendor receives?

A: Once a Contract(s) is executed, Integral Care may provide such scoring documentation upon request.

29. Can we submit financials separately due to confidentiality?

A: Proposers may submit financials as a separate electronic attachment to the Proposal.

30. How many vendors will be awarded?

A: Per the “GENERAL INFORMATION” section of the RFP: “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...”

31. How many positions does Integral Care usually fill using temporary labor each year?

A: This question does not pertain to the process or specifications of the RFP.

32. Will this contract have cooperative purchasing language so other entities can buy off it?

A: No.

33. Are there any terms for buyout included? For instance, if Integral Care wanted to hire a temporary employee after 3 months, would their employer receive a buyout fee?

A: Proposer should include such fee information in its response to item IV.H. of the “PROPOSAL INSTRUCTIONS AND GUIDELINES” section.

34. Can companies add in additional benefits they offer even if it is not asked for?

A: Yes.

35. Will awarded companies be able to speak with Integral Care employees directly when gathering information on open positions and upcoming positions?

A: Yes, Integral Care anticipates that it will provide its primary point of contact to coordinate Services.

36. Will all openings go to all awards vendors, or can Integral Care employees choose to work with only certain awarded vendors?

A: This question does not pertain to the process or specifications of the RFP.

37. What format would they like exceptions to be listed?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

38. Are contractors able to add labor categories to this opportunity?

A: No.

39. Are references allowed to be located outside of Austin, TX?

A: If no references from Travis County, Texas are available as requested by the RFP, please substitute references that Proposer believes are most relevant to the Services sought.

40. What would be the number of awards you intend to give(approximate number)?

A: Per the “GENERAL INFORMATION” section of the RFP: “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...”

41. What are the estimated funds that are estimated to be allocated for this contract?

A: This question does not pertain to the process or specifications of the RFP.

42. What is the work location of the proposed candidates?

A: Please see response to question #7, above.

43. Is this a new contract or are there any incumbents? If there is an incumbent, could you please let us know the incumbent name and pricing and are the incumbents eligible to submit the proposal again?

A: This question does not pertain to the process or specifications of the RFP.

44. Are there any pain points or issues with the current vendor(s)?

A: This question does not pertain to the process or specifications of the RFP.

45. Could you please share the previous spending on this contract, if any?

A: This question does not pertain to the process or specifications of the RFP.

46. Is there any mandatory subcontracting requirement for this contract? If yes, Is there any specific goal for the subcontracting?

A: No.

47. How many positions were used in the previous contract (approximate)?

A: This question does not pertain to the process or specifications of the RFP.

48. How many positions will be required per year or throughout the contract term?

A: Integral Care does not have this information.

49. If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources?

A: Per Attachment C “ASSURANCES DOCUMENT”:

“This Proposal shall remain in full force and effect until December 31, 2024 and may be accepted by Integral Care at any time prior to this date.”

Per the “CONDITIONS” section of the RFP:

“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.”

50. Can we provide hourly rate ranges in the price proposal?

A: Please provide a fixed hourly rate per Services provider type and not a range.

51. Is it entirely onsite work or can it be done remotely to some extent / Does the services need to be delivered onsite or is there a possibility for remote operations and performance?

A: There is a possibility for remote operations; however, it is dependent on the needs of the site that is requesting the Service.

52. Are resumes required at the time of proposal submission? If yes, Do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes?

A: No

53. Could you please provide the list of holidays?

A: Proposers should provide its Holiday rate based on its own observed holidays.

54. Are there any mandated Paid Time Off, Vacation, etc.?

A: No

55. Will awardees be allowed an opportunity to negotiate the terms of the contract prior to signing?

A: Integral Care can negotiate within the parameters of the RFP and any exceptions noted in the Proposal.

56. If awarded, should there be contract terms we are unable to accept, is there a penalty for not signing a contract? Example: monetary damages.

A: No, however per Attachment C “ASSURANCES DOCUMENT”: “This Proposal shall remain in full force and effect until December 31, 2024 and may be accepted by Integral Care at any time prior to this date.”

57. As a locum tenens agency, our providers are considered independent contractors and not employees, can this language be modified throughout?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

58. For the last year, can you break down the utilization history (total staffing hours and spend) for each position identified in this RFP?

A: This question does not pertain to the process or specifications of the RFP.

59. As a locum tenens agency, our providers are considered independent contractors and not employees, can this wording be included?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

60. Do you anticipate your current staffing volume to change in the next year or 2 years? For example, do you expect any significant projects coming up (new facilities, etc.?)

A: This question does not pertain to the process or specifications of the RFP.

61. How many patients per day would you estimate the provider would see?

A: It varies by site.

62. What was the call volume for on- call telemedicine providers within the last year?

A: This question does not pertain to the process or specifications of the RFP.

63. How many locum tenens psychiatric prescribers were utilized in the last year?

A: This question does not pertain to the process or specifications of the RFP.

64. How many telehealth psychiatric providers were utilized in the last year?

A: This question does not pertain to the process or specifications of the RFP.

65. What are the current challenges/obstacles in meeting its staffing and recruitment goals for these positions?

A: This question does not pertain to the process or specifications of the RFP.

66. If a contract for the proposed services is in place, what areas of improvement over the existing contract would you like to see?

A: This question does not pertain to the process or specifications of the RFP.

67. Is there an incumbent and current contract for this service? If so, can you please provide the vendor name and current contract rate?

A: This question does not pertain to the process or specifications of the RFP.

68. What is the expected process and timeline for notifying vendor of needs, reviewing candidates, scheduling providers, etc.?

A: It varies, and will be determined based on the Successful Proposer’s Contract terms.

69. Will price adjustments be allowed for the renewal years? Can we submit a rate increase with each option year?

A: Please provide Proposer’s best price for the Services over the life of an awarded Contract.

70. Locum tenens providers are Independent Contractors and as such are not employees. Therefore, Worker’s Compensation insurance would not be applicable. Will you waive these requirements for providers?

A: Integral Care requires the insurance coverages listed in the RFP, as applicable.

71. What is the expected time for the completion of credentialing for an accepted candidate?

A: Two (2) weeks.

72. For Psychiatry: Is your patient population 100% adult patients or do you also treat child and adolescents?

A: Child and adolescents are also treated.

73. If there is not a place to put a rate for child/adolescent, can we add rates for child/adolescent in proposal.

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

74. For Psychiatry: If child/adolescent needs are needed ask: Does the provider have to be board certified in Psychiatry with child/adolescent experience or does the provider have to be board certified in child/adolescent?

A: In this instance, Provider must be Board-certified in psychiatry with child/adolescent experience.

75. Is there a telehealth platform that is already being used or has been selected?

A: Yes.

76. Will your facility provide ongoing support of the remote EMR system?

A: Yes, Integral Care will provide remote support.

77. Will providers need to be at one of your locations to provide services? Or will they be able to provide services from any remote location?

A: Per the “DESCRIPTION OF SERVICES” section of the RFP: “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.”

78. What is the expected need of on-site coverage vs tele coverage?

A: This question does not pertain to the process or specifications of the RFP.

79. Is the initial provider/patient encounter required to be in person?

A: It varies.

80. What are the possible patient encounter locations for 24/7 coverage (home, facility, etc)?

A: 24/7 locations are Integral Care’s crisis residential facilities. Please see response to question #7, above.

81. If a telehealth platform is needed: Is scheduling within the platform required? Is equipment (non-proprietary) needed at facilities conducting the encounters?

A: Yes, scheduling within the platform is required and Integral Care provides equipment necessary at its facilities conducting the encounters.

82. For Telepsychiatry, is coverage pre-scheduled or is it by request only?

A: Both.

83. If pre-scheduled, how many hours per day do you expect to schedule the telepsychiatry service?

A: It varies by site.

84. If by request ("on-demand"), what is the maximum time allowed between request and physician availability?

A: Thirty (30) minutes.

85. What are your current EMR and ePrescribing systems? How do you provide remote access?

A: Netsmart’s MyAvatar NX EHR, eMar. These are web-based applications that may be accessed remotely via the Internet.

86. Who provides the teleconferencing platform for the provider and facility/patient to connect? If provided by facility, what platform is used? Examples: Vsee, Vidyo, Polycom, Zoon, etc.

A: Integral Care’s facility(ies) provides Microsoft Teams for use by on-site staff and clients.

87. Will a separate encrypted tunnel or connection be needed for back-office applications, such as: EMR, document signage, email, and instant messaging? If yes, please detail. Examples: Remote Desktop, VPN, secure browser connection

A: Yes, Integral Care’s facility(ies) provides virtual private network (VPN) and s secure browser connection.

88. Does the facility offer technical assistance or a have a documented set of procedures for configuring the provider’s system?

A: Per the “DESCRIPTION OF SERVICES” section of the RFP: “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.”

89. Is the physician required to provide any software (not purchased or managed by facility)? Examples Word, Excel, etc.

A: Per the “PERFORMANCE STANDARDS AND COMPLIANCE” section of the RFP: “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”).”

90. Will training and orientation for the physician be required? If yes, who will schedule and conduct the training?

A: Providers must successfully complete all training required by Integral Care regarding CPR, Infection Control, Confidentiality, and Client Rights, Abuse and Neglect prior to providing Services (all such training to be provided by Integral Care), and successfully complete all other training that Integral Care may require pursuant to a Contract, within the time period specified by Integral Care.

91. Will document transfer and eSigning be required? If yes, is this capability provided through applications managed by the facility?

A: Yes, Integral Care will manage such applications.

92. What operating system(s) is supported for needed applications, such as video conferencing? (MAC, Windows 7, 8, & 10)

A: Microsoft Windows and Microsoft Teams.

93. What security is required for laptop? Examples: drive encryption, malware & A/V software, intrusion prevention/detection

A: Drive encryption and malware.

94. Will the physician be required to hard wire directly into their network or will a wireless connection be adequate?

A: Integral Care anticipates that a wireless connection is adequate.

95. What is the available Internet bandwidth at each location performing Telehealth encounters?

A: High-speed internet.

96. Do we need to provide three separate proposals for each service: locum tenens services, on call telemedicine services, and telehealth services attached in one PDF?

A: Yes.

97. If a telehealth provider is already on a call, and cannot answer someone new within the next 30 minutes, does constitute in “unavailability”?

A: In this instance, if the Provider is already on a call in order to provide Services to Integral Care, it does not constitute an unavailability. Provider must make themselves available for the next requested call following conclusion of the prior call.

98. In Section III. RISK PROFILE on page 14, letter B. it states in the last sentence, “Are criminal history checks done on all Proposer staff at least annually?”. Does the phrase “Proposer staff” refer to LocumTenens.com’ employees that will manage and staff the positions for Integral Care or the 1099 independent contractors that we will be staffing for the positions or both?

A: The phrase refers to Providers.

99. In Section II. FINANCIALS on page 14, letter A. it states that “if a corporation” we are required to provide SEC Forms 10K, Annual Reports. Since LocumTenens.com is not a corporation but a Limited Liability Company are we required to provide financial statement as a condition of their RFP?

A: All provisions within this Section apply to all Proposers. Answer each question indicating, as appropriate, when the question is not applicable to Proposer.

100. In Section IV EQUITY AND INCLUSION, on page 16, number ii. It states, “proposer’s workforce”. Does this have a different meaning that “Proposers’ staff”, does it refer to the clinicians that we will be staffing at the Integral Care facilities?

A: Proposer workforce in this instance includes both its employees and Providers who provide the Services.

101. Page 8, INDEMNIFICATION: We do not indemnify contractors. Providers are considered independent contractors and not our employees. Is it possible to eliminate the word “contractors” from the INDEMNIFICATION language?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

102. Page 9 – Eligibility to work in the US – LocumTenens.com first part of the sentence that we will “ensure that each person…is eligible to work in the US”, but we are unable to document eligibility on the I9 form as that form is used for employees and not contractors. We do not employ the clinicians we staff; they are 1099 independent contractors. Since this solicitation states it is for locum tenens services, is it possible to eliminate this requirement?

A: Please see response to question #12 of Memorandum issued October 1, 2024.

103. Page 12 – item 10 – Our providers are contract and therefore do not complete employment verification document I9. Since this solicitation states it is for locum tenens services, is it possible to eliminate this requirement?

A: Please see response to question #12 of Memorandum issued October 1, 2024.

104. Page 12 – item 11 – E-Veriify is to verify employment which we do for each of our employees. We do not employ the clinicians we staff; they are 1099 independent contractors. We don’t submit our providers through E-Verify to verify employment as they are contracted workers. We can verify their eligibility to work based on the same document requirements listed in the form I9 without completing the I9 form itself. Will this be satisfactory?

A: Please see response to question #12 of Memorandum issued October 1, 2024.

105. Is customer willing to consider revisions/exceptions?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

106. To what extent will revisions/exceptions impact proposal scoring and award decisions?

A: Integral Care reserves the right to reject and/or all proposed revisions/exceptions in determining which Proposal(s) provide best value.

107. Regarding Description of Services, No. 1, Locum Tenens Services - where will our assigned locums staff be providing services?

A: Please see response to question #7, above.

108. Can Integral Care expand on the statement "other service location" within Description of Services?

A: Crisis residential facilities.

109. What managerial and supervisory structure will customer have in place relative to staff we assign?

A: A Program or Practice Manager will be available at each Integral Care site. Additionally, Integral Care’s Associate Medical Director and Chief Medical Officer oversee its program operations.

110. Can Integral Care identify the clinical supervisor and their clinical credentials who will locums personnel will be reporting to?

A: LPC; LCSW.

111. What are the scenarios when telehealth services are expected to be available?

A: As requested and scheduled by each site.

112. In terms of telehealth services, is the proposer expected to provide equipment and technology necessary?

A: Yes.

113. On pages 4 and 5, regarding “On-call Telemedicine Services,” could Integral Care clarify the necessary equipment and technical setup required?

A: Computer/laptop and access to Microsoft products that will provide secure and confidential access.

114. Would an agency be disqualified if they cannot provide the necessary supplies?

A: Integral Care reserves the right to reject a Proposal that does not meet the following requirements as stated in the “PERFORMANCE STANDARDS AND REQUIREMENTS” section of the RFP: “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…”.

115. To what extent is technical support necessary for services provided under this solicitation?

A: 24/7 technical support is necessary.

116. Is customer receptive to only being named as an additional insured as to general liability coverage?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

117. Is the requirement of waiving subrogation as to worker’s compensation policies negotiable?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

118. Is customer receptive to prospect of mutual termination rights?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

119. Is customer receptive to the prospect of rate/pricing adjustments in the face of unexpected market forces?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

120. Is customer receptive to Net 30 payment terms?

A: Please follow the process shown in the “EXCEPTIONS/SUBSTITUTIONS” subsection of the “CONDITIONS” section of the RFP.

121. Would the customer be able to provide a sample or previous contract for review?

A: No.

122. Will Telemedicine Services be hybrid on-site and remote or will they be fully on-site/in-office?

A: Services will be either fully onsite or fully remote and will be dependent on the site requesting the Service.

123. What is the reason for Integral Care issuing this bid at this time?

A: This question does not pertain to the process or specifications of the RFP.

124. Which locations will be serviced under this contract if awarded?

A: Please see response to question #7, above.

125. Could Integral Care clarify the invoicing and payment terms?

A: Per the “PERFORMANCE STANDARDS AND COMPLIANCE” section of the RFP: “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.”

126. What is the payroll work week for Integral Care (e.g., Sunday-Saturday, Monday-Sunday, etc.)?

A: Sunday-Saturday.

127. Could Integral Care specify the total requested number of FTEs per modality?

A: It varies.

128. Could Integral Care estimate total number of FTEs per modality?

A: It varies.

129. Could Integral Care estimate total number staffed hours needed?

A: It varies.

130. Could Integral Care specify which schedule they plan to implement: 8-hour shifts, 10-hour shifts, or 12-hour shifts?

A: Integral anticipates, but cannot guarantee, typical daily shifts of eight (8) to ten (10) hours.

131. Could Integral Care provide a clear timeline for when providers are expected to start after being awarded?

A: Integral Care anticipates, but cannot guarantee, that Services will commence on December 1, 2024.

132. Would Integral Care be open to extending the submission deadline for the response to this solicitation?

A: No extension is being considered at this time.

133. Does Integral Care allot the evaluation points for HUB, if a vendor intends to subcontract with a HUB partner?

A: No.

134. Would Integral Care be open to references outside of Travis County that meet size and scope?

A: If no references from Travis County, Texas are available as requested by the RFP, please substitute references that Proposer believes are most relevant to the Services sought.

135. When does Integral Care intend to provide answers to Q&A?

A: 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 posted. This Memorandum 2 is the final memorandum that Integral Care anticipates posting in response to public questions received regarding the RFP.

136. Will Integral Care be providing software for patient telehealth meetings?

A: Yes.

137. If Integral Care will not be providing software, is there a preferred platform that Integral Care will prefer to use?

A: N/A.

138. Will patients be initiating the calls?

A: No.

139. Will telehealth/telemedicine sessions be scheduled?

A: Yes.

140. Will training on MyAvatar EHR be provided at the time of orientation?

A: Yes.

141. Is Integral Care open to agencies providing variable placement fees per modality?

A: Yes.

142. Can Integral Care provide clarity on when rates will apply? Ex. 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) - Does this rate mean any time outside of Mon-Fri 8AM to 5PM?

A: Yes.

143. Can Integral Care provide an estimate on how many PRN Consult and On-Demand Per Consult Hours providers may see?

A: It varies.

144. Can Integral Care provide how many current FTEs are working on this program?

A: This question does not pertain to the process or specifications of the RFP.

145. Can Integral Care provide all incumbents that are working under this Program?

A: This question does not pertain to the process or specifications of the RFP.

146. Can Integral Care provide current rates of incumbents?

A: This question does not pertain to the process or specifications of the RFP.

147. Can you provide additional information regarding the hours you will need coverage for on-call Telemedicine coverage during evening, night, and weekend hours on 24-hour basis.

A: Monday-Friday, 5 P.M. – 8 A.M. Weekend hours may be on a 24/7 basis.

148. What is the anticipated monthly volume of consults for 24/7, telepsych services across all facilities?

A: This question does not pertain to the process or specifications of the RFP.

149. Where are the True Sites of Service located and Type of Facility?

A: Please see response to question #7, above.

150. What are your three top diagnosis codes for 2023 patient’s scene?

A: This question does not pertain to the process or specifications of the RFP.

151. What ages will this cover: (Peds, Adults, Geriatric, Complete Lifespan)?

A: Lifespan.

152. What is the % of each age groups seen per month?

Children & Adolescents age range (2- 18 years):

Adult psych age range (18- 64 years):

Geriatric age range (65 and up):

A: This question does not pertain to the process or specifications of the RFP.

153. Will the providers be prescribing or recommending only?

A: Prescribing.

154. Is this replacing an existing Telepsych service vendor or is this a new service?

A: This question does not pertain to the process or specifications of the RFP.

155. Will this service be in supplement to current coverage: If so, how?

A: This question does not pertain to the process or specifications of the RFP.

156. Will telehealth serve as a permanent solution to the facility needs?

A: This question does not pertain to the process or specifications of the RFP.

157. Will medical directorship be needed for this specialty?

A: Medical directorship is provided by Integral Care.

158. How soon is the facility desiring to implement services once the RFP has been awarded?

A: Per the “GENERAL INFORMATION” section of the RFP: “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.”

159. What technology will be utilized? (Device, platform, software?)

A: Computer/laptop, Microsoft software, and Netsmart’s MyAvatar.

160. What EMR is utilized at the facility?

A: Netsmart’s MyAvatar.

161. Is the workflow the same across all facilities? Or will the physician need to train on each workflow?

A: The physician must train on each workflow.

162. Is the log in access for your EMR system the same across all facilities for physicians? Or will they need a new log in per facility.

A: This question does not pertain to the process or specifications of the RFP.

163. What is the estimated allotted training time per physician?

A: It varies.

164. If multiple facilities, what is the estimated allotted training time per physician, per facility?

A: It varies.

165. Are the physicians allowed to split the training time due to their schedules and is it a Training Video or Live online training session for EMR & workflow?

A: Yes; online training video(s).

166. Are you currently providing telemedicine services?

A: This question does not pertain to the process or specifications of the RFP.

167. Do you want the STeM providers to write orders to transfer to BHU?

A: Yes.

168. Will STeM providers need to communicate with Judges for involuntary commitment?

A: Yes.

169. Will STeM providers need to supervise physical restraints by telephone 24/7?

A: No.

170. Do you have a facility RN trained and certified in restraint management?

A: This question does not pertain to the process or specifications of the RFP.

171. Do you have LCSW’s to support the telehealth providers?

A: Integral Care staff who are available to support Providers include Qualified Mental Health Professional(s), Licensed Mental Health Professional(s) and/or and nursing staff.

172. Will this service be shared with local Psychiatrist?

A: Yes, Integral Care also employs psychiatrists directly in addition to utilizing Providers.