ESBD_564403_1791816039943_PCS 121 Solicitation Addendum Acknowledgement HHS0018027.pdf
PDF 2 MB Posted
- Attached to
- Dental Anesthesia Services Lubbock SSLC
- Solicitation number
- HHS0018027
- Issued by
- Texas
About this file
This document is a Solicitation Addendum Acknowledgement Form and Responses to Questions issued by the Texas Health and Human Services Commission (HHS), Procurement and Contracting Services, for dental anesthesia services at the Lubbock State Supported Living Center (SSLC). The solicitation (HHS0018027) seeks a contractor to provide dental anesthesia services for facility residents. Services are anticipated to occur twice monthly with 3-5 patients per session, conducted on-site at the Lubbock SSLC facility. The primary service window is Tuesday through Friday during standard business hours (7 a.m. to 5 p.m.), with the Dental Director determining specific patient needs and classifying emergencies. Monday emergencies are handled by Primary Care Providers (PCPs), with follow-up by the Dental Director. The addendum was issued on October 12, 2026, with a solicitation due date and time of October 19, 2026, at 10:30 a.m. Respondents must acknowledge receipt of the addendum and return it with their solicitation response; failure to do so may result in disqualification. The anticipated timeframe between contract award and service commencement is typically immediate, though provider credentialing processes may require 30 to 90 days.
The contractor is responsible for providing all necessary anesthesia equipment, including anesthesia machines, monitoring equipment, and TIVA pumps, as well as maintaining, calibrating, inspecting, and servicing this equipment. Compensation is structured as a monthly fee based on hourly rates for services rendered, with the facility (not the contractor) handling all billing arrangements; independent Medicaid and Medicare enrollment is not required. The facility utilizes Cerner PowerChart for medical records and Dentrix for dental records, and documentation submission can be coordinated with the vendor. The 24-hour, seven-days-per-week availability requirement stated in the original IFB has been clarified as non-binding, with the facility requiring only contact information for potential emergency consultation needs. PCS Contact Information is listed as kimberly.andrews@hhs.texas.gov, phone 9723376254, with responses to questions directed to pcsbids@hhs.Texas.gov.
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Effective 07/15/2016 Review/Revision Date 09/17/2026
Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756
Form
PCS 121
SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM
Solicitation Due Time
PCS Contact Information
Description of Addendum
THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.
1.
Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.
2.
If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhs.Texas.gov prior to the solicitation due date and time.
9.0.0.2.20101008.1.734229 a.m.
CurrentPage:
TextField28: kimberly.andrews@hhs.texas.gov
DueDate: 2026-10-19
Minute: 30
Hour: 10
AddendumNo:
AddendumDate: 2026-10-12
TextField30: 9723376254
TextField32:
RespondentName:
Email:
DateTimeField1:
SignPhone:
Associate Commissioner, PCS:
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 1 of 5 Reviewed Date 09/18/2025
Solicitation Title: Dental Services Needed for Lubbock SSLC Residents
Solicitation Number: HHS0018027
# Reference Question Response
1.
Section 7.1.2 – Performance Schedule
Can you clarify the response time expectation:
"respond within 4 hours." Does this mean the dentist must be physically present at the facility within 4 hours, or can an initial phone/remote consultation occur within 4 hours with an on-site visit occurring later?
We typically do not have a call back for our dental anesthesiologist. If we do have a need, our dental director will reach out to you. The “respond within 4 hours” can be phone/remote with our Dental Director.
2.
Section 7.1.2 and
7.1.3 – Performance Schedule and Emergency Services
For Tuesday-Friday services, how are Monday emergencies handled (e.g., weekend patient issues)?
Our Dental Director handles all (dental) emergencies during business hours; our PCPs handle emergencies that occur over the weekend. Dental Director will follow-up with PCP (regarding) any weekend (dental) emergency events.
3. Section 7.1.3 – Emergency Services
What constitutes an "emergency" versus a routine after-hours request? Who is authorized to classify a request as an emergency?
Our Dental Director will classify an emergency need.
We typically do not have after-hours service for dental anesthesia.
4.
Section 7.1.13 – 24- Hour Contact / Availability
The IFB states that the contractor shall be available to perform requested services twenty-four (24) hours per day, seven (7) days per week, including holidays.
Please clarify whether this requirement means maintaining continuous on-call clinical coverage and provider availability or only being available to respond to emergency requests when requested by HHSC.
Additionally, does this requirement contemplate telephone consultation, remote consultation, or on-site in-person services?
We would just require contact information for contractor for “just in case needs.” All our services are provided Mon-Fri. Typically from 7am-5pm. The hours worked are determined by the contractor.
Effective Date 06/26/2015 Page 2 of 5 Reviewed Date 09/18/2025
5. Section 7.1 – Scope of Services
What is the anticipated frequency (weekly, biweekly, monthly) and anticipated number of patients per clinic session?
We currently range from 3-5 patients a session and have two sessions per month. This can be adjusted if contractor would like to add sessions. Sessions are on campus at Lubbock SSLC.
6. Section 7.1 – Patient Care Responsibilities
Who determines the specific services needed for each patient, the facility clinician or the contractor dentist?
Lubbock State Supported Living Center has a Dental Director that determines specific services needed for the patients
7.
Section 7.1(j) – Pre- Anesthesia Assessment
Regarding the 30-day pre-anesthesia screening window, if a patient's condition changes within 48 hours of the scheduled procedure, who determines whether the procedure proceeds?
It would be any of the care team (PCP, Dental Director, or the anesthesiologist) If any one of the team has a concern about the patient’s safety, then the appointment would be cancelled.
8.
Section 7.1(l) – Anesthesia Reports and Documentation
The IFB allows reports to be provided in hard copy or digital format. Can HHSC clarify the preferred method of submission for required anesthesia reports and supporting documentation (e.g., secure email, PDF transmission, secure portal upload, EHR upload, or other electronic format)?
Our current method is to copy the dental anesthesiologists’ records at the end of the session and upload them to our electronic dental records. We can work with the vendor on how they would like to submit documentation
9. Section 7.1 – Clinical Documentation
What electronic health record (EHR) system is utilized by Lubbock SSLC?
Cerner Power Chart (Medical) and Dentrix (Dental)
10.
Section 7.1 – Equipment Responsibilities
Who provides the anesthesia equipment, including anesthesia machines, monitoring equipment, and TIVA pumps?
The contractor provides all the necessary equipment.
11.
Section 7.1 – Equipment Responsibilities
Who is responsible for the maintenance, calibration, inspection, and servicing of anesthesia equipment?
The contractor is responsible for this
Effective Date 06/26/2015 Page 3 of 5 Reviewed Date 09/18/2025
12. Section 7.1.13 – 24- Hour Availability
The IFB states that the contractor shall be available twenty-four (24) hours per day, seven (7) days per week, including holidays. Is this requirement intended for consultations only, or does HHSC require actual in-person service availability during those periods?
It’s not a requirement.
Section 7.1(c) – Medicaid/Medicare and Coordination of Benefits
Must the contractor be independently enrolled and credentialed as a Texas Medicaid and Medicare provider, or does the facility maintain a billing arrangement whereby the contractor bills through facility credentials?
No, the contractor does not need to be enrolled as a Texas Medicaid/Medicare provider. We do not bill Medicaid/Medicare. Contractor bills the facility for services (typically hourly rate) monthly and we pay the contractor.
14.
Section 7.1(c) – Medicaid/Medicare Enrollment
If independent Medicaid and/or Medicare enrollment is required, who is responsible for the enrollment process and any delays associated with obtaining enrollment and approval?
Not required to be independent Medicaid and/or Medicare enrolled.
15.
Section 11 – Contract Term / Start of Services
What is the anticipated timeframe between contract award and the required first date of service? Provider enrollment and credentialing processes may require 30-90 days.
Typically, once the contract is awarded, we will need services to begin
16.
Section 7.1(c) and 7.1(m) – Billing and Claims Submission
Does the contractor submit claims directly to Medicaid and Medicare, or does the facility submit claims on the contractor's behalf utilizing a facility billing process or third-party billing service?
Medicaid/Medicare is not billed. As a state of Texas facility, we pay the contractor a fee for services to our clients. This is typically an hourly rate.
Effective Date 06/26/2015 Page 4 of 5 Reviewed Date 09/18/2025
Effective Date 06/26/2015 Page 5 of 5 Reviewed Date 09/18/2025
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