EVT0010656_-_Amendment_1_-_Q___A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 https://admin.ks.gov/offices/procurement-contracts Adam C. Proffitt, Secretary Todd Herman, Director

Laura Kelly, Governor

Amendment Request for Proposal

Questions and Answers

Date: 02/10/2026

Amendment Number: One (1)

Event Number: EVT0010595

Closing Date: 03/03/2026

Procurement Officer: Lily J Lundy Telephone: 785-296-0714 E-Mail Address: lily.lundy@ks.gov

Agency: Larned State Hospital

Item: Temp Staffing for Social Work Services

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:lily.lundy@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010656

EVT0010656 – Amendment One

Temp Staffing for Social Work Services

QUESTIONS

Number

Page

RFP Section

Question

Answer

1. N/A General Is this a new contract or renewal of an existing contract?

As shown on the cover page of the Bid Documents, this is a new contract.

2. N/A General If there is an existing contract, could you please share the names of the current vendors and their pricing?

This is a new contract.

3. N/A General In order to be considered responsive for this solicitation, is it mandatory to bid on all positions?

Only positions being sought are LBSWs or LMSWs.

4. N/A General What is the estimated budget for this contract? Budgetary information is not at liberty to be disclosed prior to contract award.

5. 24 4 – Specifications

Is it mandatory to subcontract? Subcontracting is not permitted.

6. 24 4 – Specifications

Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day?

Monday – Friday; 8am-5pm; 1 Hour Lunch

7. 24 4 – Specifications

How many social workers (LBSW/LMSW) does LSH anticipate needing at one time?

The needs may vary depending on opening and vacancy changes. Current need is 3 LBSWs for the Psychiatric Services Program.

8. 24 4 – Specifications

Are these roles full-time only (40 hrs/week), or will part-time placements be accepted?

40 hrs/week preferred; May consider part time hours

9. 24 4 – Specifications

Will candidates be assigned to a specific program (PSP, SSP, SPTP), or should staffing agencies provide candidates available for any unit?

Contractor will be informed which program is needing a contract LBSW.

Individuals will be assigned to only one of the programs at a time and will not be required to cover multiple programs.

10. 24 4 – Specifications

Are schedules expected to be standard business hours (e.g., Monday–Friday), or should providers expect evening, weekend, or holiday coverage?

Monday – Friday; 8am-5pm; 1 Hour Lunch

11. 25 4.2 – Scope of

Work

Are social workers expected to provide counseling or therapy services, or is the scope limited to case management, assessments, and discharge planning?

Scope is limited to case management, assessments, and discharge planning. No counseling services are provided through this contract.

12. 25 4.3 – Pricing

Structure

Are travel, lodging, or relocation expenses allowable under any circumstances, or are they strictly excluded from the all-inclusive hourly rate?

All-inclusive hourly rate

13. 24 4 – Specifications

If multiple vendors are awarded, how will staffing needs be allocated (e.g., rotation, preferred vendor, proportional distribution)?

Needs list will be shared with all awarded contractors and LSH will work with contractors that are able to fill the needs quickest. LSH will monitor for quality of service and other variables that may influence preferred contractors used in future.

14. N/A General Is there an estimated budget or anticipated annual spend for this contract?

Budgetary information is not at liberty to be disclosed prior to contract award.

15. 24 4 – Specifications

Will LSH provide CPI and CPR training onsite, or must the contractor arrange and pay for external certification to meet the 30-day requirement?

CPI and CPR training will be provided during the contract staff’s orientation process.

16. 24 4 – Specifications

What is the typical onboarding and credentialing timeline from candidate submission to start date?

Contract applicant will be reviewed by the administrator for the program. If applicant pursued, onboarding would begin through LSH HR with background check, drug screen, verification of KS LBSW/LMSW license, and other onboarding paperwork. Once those areas are cleared, the individual will be scheduled for the next available orientation that works for applicant’s schedule. This time period varies depending on background clearance and any licensing issues with the BSRB of Kansas.

17. N/A General How will proposals be scored? For example, what weight will be given to staffing capacity, past performance, cost, or geographic coverage?

The State of Kansas does not score.

18. N/A General Will preference be given to agencies with prior contracts with the State of Kansas or Larned State Hospital?

LSH will work with any contractors able to fulfill the needs of the facility.

19. N/A General How many employees currently work under (or will be anticipated to work under) this contract?

LSH has not previously utilized contract staff for this role. The needs may vary depending on opening and vacancy changes. Current need is 3 LBSWs for the Psychiatric Services Program.

20. N/A General Who are the present vendors? This is a new contract.

21. N/A General How many vendors will be awarded as a result of this solicitation?

Multiple contractors will be awarded based on meeting the scope of practice requirements.

22. N/A General What are the current billable hourly rates or percentage mark-up rates?

This is a new contract. The State of Kansas does not accept mark-ups.

23. N/A General What were the hourly bill rates or percentage mark-up rates at the time of award?

This is a new contract. The State of Kansas does not accept mark-ups.

24. N/A General How much was spent (dollar value) on this service last year?

This is a new contract.

25. N/A General How much is intended to be spent (dollar value) once the contract is awarded?

Budgetary information is not at liberty to be disclosed prior to contract award.

26. N/A General Is there a Prevailing/Living wage requirement associated with this project?

No

27. N/A General Are additional points awarded to firms who are or have Minority Business Enterprise (MBE) partners?

The State of Kansas does not score.

28. N/A General May we attend the bid opening meeting in-person? Vendors may attend, however as RFPs are not read out, all OPC can state is which vendors submitted a proposal.

29. 24 4 – Specifications

Could you specify the anticipated number of Licensed Baccalaureate Social Workers (LBSW) and Licensed Master Social Workers (LMSW) required under this contract?

The needs may vary depending on opening and vacancy changes.

Current need is 3 LBSWs for the Psychiatric Services Program.

30. 24 4 – Specifications

What is the typical caseload, including peak times, per social worker at Larned State Hospital?

The program with the current needs has 2 LBSWs per unit that varies from 20-30 patients.

31. N/A General Please clarify whether the State intends to make a single award or multiple awards under this RFP. If multiple awards are anticipated, please describe how work will be distributed among awarded vendors?

Multiple awards. Needs for the facility will be shared among the awarded contractors and LSH will collaborate with contractors able to provide prompt applicants.

32. N/A General Is there an incumbent for this work? If yes, could you provide the incumbent name(s) and contract value providing social work staffing services to Larned State Hospital?

This is a new contract.

33. N/A General Please confirm estimated budget range or not-to-exceed value for planning and pricing purposes.

Budgetary information is not at liberty to be disclosed prior to contract award.

34. 24 4 – Specifications

Are social workers expected to work standard weekday business hours, or are evenings, weekends, or holidays required?

Monday-Friday; 8am-5pm; 1 Hour Lunch

35. 24 4 – Specifications

What is the required response time for filling the social worker?

As promptly as possible when a need has been identified.

36. 24 4 – Specifications

If a social worker is unavailable or removed, what is the expected timeframe for replacement?

As promptly as possible when a need has been identified.

37. N/A General The Event Details asks to select a category pertaining to the Bidder Preference (Disabled Veteran Owned Business or Certified Business), but a Bidder Preference is not referred to in the RFP. Please clarify how such preferences will be applied during evaluation and award. Would bidders not claiming a preference be fully eligible for award?

The State of Kansas does not score.

If a business falls within any of the categories, it can simply mark whether they do. Vendors are fully eligible for award regardless of bidder preference categories.

38. 24 4 – Specifications

Please clarify whether subcontracting is permitted.

If yes, please specify any minimum subcontracting percentage or participation thresholds that must be met.

No subcontracting is permitted.

39. N/A General The procurement portal indicates that bids can be submitted and uploaded through the portal.

However, the RFP states that responses may be submitted via email or FedEx. Kindly clarify which method(s) of submission are acceptable.

All these methods of submission are acceptable, so long as a vendor chooses one and only one of those methods.

40. N/A General What is the estimated budget for this contract? If the budget is not available, please provide historical or previous spending information for similar services.

Budgetary information is not at liberty to be disclosed prior to contract award. This is a new contract.

41. N/A General Is this a new requirement? This is a new contract.

42. N/A General Please provide the total number of temporary staff currently assigned, including:

o Job classification/title o Vendor providing each worker o Pay rate and bill rate for each temporary employee

LSH does not have any temporary staff in this role currently.

43. N/A General Will this solicitation result in a single-award or multiple-award contract?

Multiple awards

44. N/A General Please provide copies of proposals submitted by all current vendors providing temporary staffing services, including their rate and cost sheets.

This is a new contract.

45. 24 4 – Specifications

What is the average length of a temporary assignment?

13 weeks

46. 24 4 – Specifications

Is it mandatory for the vendor to have a local office? Contractor does not need to be local.

The applicant must be on site for the position.

47. 24 4 – Specifications

Is any preference given to local vendors during the proposal evaluation process?

LSH will collaborate with contractors able to provide prompt applicants.

48. 24 4 – Specifications

Are vendors required to submit a Certificate of Insurance and Business License as part of the proposal submission?

Yes

49. 14 2 – Proposal

Response

Kindly provide a comprehensive list of all required attachments and documentation to be submitted with the proposal to avoid compliance issues.

Vendors should refer to Section 2 of the Bid Documents for proposal submission guidelines, along with the Vendor Checklist on Page 3 of the Bid Documents.

50. 14 2 – Proposal

Response

Are we required to complete and attach the “Event Details” document as part of the proposal response?

Yes.

51. 24 4 – Specifications

Is the use of a subcontractor mandatory? If yes, please specify:

o Subcontracting requirements or goals o Any required forms o Applicable compliance documentation

No subcontracting permitted.

52. N/A General Please clarify what documentation or information is required under the “Certification of Procurement” section referenced in the Vendor Response Checklist.

Page 9 of the Bid Documents.

53. 16 2.10 – Bidder

Contracts

As referenced on page 15, please clarify what is required under “Bidder Contracts.”

Only documents intended to be incorporated into the final contract, should this be applicable.

54. 14 2.1 – Submission of Proposals

Please confirm whether one (1) original Cost Proposal and one (1) original Technical Proposal are required.

Yes, as clearly specified within Section 2.1 of the Bid Documents.

55. 16 2.11 – Technical Literature

Please clarify what specific information or documentation is required under “Technical Literature.” What level of detail or specifications are expected to demonstrate compliance with the requirements?

Whatever documentation the Bidder can provide to sufficiently demonstrate the ability to fulfill the Specifications.

56. 26 5 – Cost Sheet

As per the Cost Sheet on page 26, should vendors provide fixed hourly rates only, or is it acceptable to provide a rate range?

Fixed Hourly Rates only.

57. 24 4 – Specifications

Please provide the exact job titles, along with detailed job descriptions, for all positions covered under this solicitation.

This is provided in the bid event.

58. 24 4 – Specifications

Please provide the current number of FTEs working under this requirement.

59. 24 4 – Specifications

Please provide the anticipated or projected FTE requirements for the contract term.

The needs may vary depending on opening and vacancy changes.

Current need is 3 LBSWs for the Psychiatric Services Program.

60. N/A General Why is the contract out for bid? Is it required to be put out for bid?

Yes.

61. N/A General How many vendors will be awarded? Multiple.

62. N/A General Who are your current incumbent vendors for these services?

This is a new contract.

63. N/A General Are your current vendors meeting your staffing needs?

This is a new contract.

64. N/A General What are your current hourly bill rates by classification?

This is a new contract.

65. 24 4 – Specifications

What were your hours of usage by each classification for the last 12 months?

40 hours per week.

66. N/A General What was the annual spend for this contract over the last 24 months?

This is a new contract.

67. 24 4 – Specifications

Do vendors need to provide any supplies? No

68. 24 4 – Specifications

Do we need to store or transport any supplies? If yes, what needs to be transported and what supplies are needed?

No

69. N/A General How will vendors be notified of award? OPC will email notification of award.

70. N/A General Will references be contacted via email or phone? Either/or.

71. N/A General Can vendors take exceptions or suggest changes to any language or contract requirements?

No

72. N/A General If contract changes or exceptions are made, will they impact our score or possibility of being awarded?

Changes are not accepted.

73. 24 4 – Specifications

Will vendors be required to transmit or store Personally Identifiable Information on their own technology platform?

No

74. 24 4 – Specifications

Will the vendor be expected to use their own technology platform or the hospital’s?

Not expected to use their own technology

75. 24 4 – Specifications

What is the timekeeping method and when would time be submitted? Our internal deadline is noon on Monday for clients, for mobile app it is each day after shift has been completed, and for paper it is Sunday at midnight.

Timekeeping information provided in the bid event.

76. 25 4.3 – Pricing Structure

We invoice weekly - would this suffice instead of biweekly?

Yes

77. 25 4.3 – Pricing Structure

What are the Invoicing requirements? Can the invoices be sent electronically, if so, whom do we send these to? If not, how do we submit the invoices?

Invoiced may be sent electronically.

78. 25 4.3 – Pricing Structure

Our standard billing period is Saturday through Friday. What is your standard billing period?

Billing information provided in the bid event.

79. 24 4 – Specifications

There are no specific limits required in the contract.

Can you please list specific insurance requirements to ensure we are able to comply?

Please define the type of insurance being referenced.

80. 24 4 – Specifications

Will general liability coverage be accepted in place of the public liability coverage? We currently have general liability coverage, in place for both public liability and property damage.

General Liability coverage will be accepted.

81. N/A General What would be the number of awards you intend to give (approximate number)?

The current need is 3 LBSWs for our Psychiatric Services Program. This is subject to change based on time lapse and hiring/onboarding.

82. N/A General What are the estimated funds that are estimated to be allocated for this contract?

Budgetary information is not at liberty to be disclosed prior to contract award.

83. N/A General What is the tentative start date of this engagement? LSH will request needs to all contractors awarded this bid event at the time it is finalized.

84. 24 4 – Specifications

What is the work location of the proposed candidates?

Larned, Kansas

85. N/A General Is this a new contract or are there any incumbents? This is a new contract.

86. N/A General Are there any pain points or issues with the current vendor(s)?

This is a new contract.

87. N/A General Could you please share the previous spending on this contract, if any?

This is a new contract.

88. 24 4 – Specifications

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

No subcontracting permitted.

89. 24 4 – Specifications

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

This is a new contract.

90. 24 4 – Specifications

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

The needs may vary depending on opening and vacancy changes.

Current need is 3 LBSWs for the Psychiatric Services Program.

91. N/A General 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?

Yes

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

This is a fixed hourly rate bid event.

93. 21 3.36 – Price

Adjustments

Will the County allow mid-contract price adjustments (e.g., for agency fees or wage rates) during the three-year term, and if so, under what conditions?

Bidders should refer to Section 3.36 and the Cost Sheet for guidance on price adjustments.

94. 21 3.36 – Price

Adjustments

If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes?

Price adjustments are not allowed, other than what is specified within the Cost Sheet.

95. 26 5 – Cost Sheet

Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract?

Bidders should refer to the Cost Sheet for guidance on price proposals.

96. 26 5 – Cost Sheet

What are invoice/payment terms (NET 30, NET 45, etc.) and required invoice fields?

NET 30

• The word "Invoice" must be clearly displayed.

• Invoice Number

• Sender Information (Name, Address, Contact Details)

• Recipient Information

• Dates

• Description of Services

• Payment Terms

• Contract Number

97. 24 4 – Specifications

What are the reporting requirements? Please define what is being referenced as “reporting” requirements.

98. 25

4.2 – Scope of

Work

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?

Must be onsite for the role. No remote work.

99. N/A General 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?

Resumes/CVs are required for the submitted applicants.

100. 24 4 – Specifications

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

Individuals shall not work on the designated state holidays listed within the bid event. LSH does not provide holiday pay for these individuals.

101. N/A General It appears that the anticipated term length for the contract is five years. Is our understanding correct?

Yes.

102. N/A General When will vendors be provided a contract template for vendor review?

If they are chosen for contract award.

103. 26 5 – Cost Sheet

The solicitation seems to allow vendors to build into their pricing a yearly increase not to exceed 5% for years 2-5. Is this contemplating a 5% increase each year or is it 5% for the entirety of remaining years 2- 5?

5% each year.

104. 15 2.4 – Bidder

Information

Please elaborate on information required to respond to these questions for the proposal:

number of personnel, full and part time, assigned to this project by function and job title; resources assigned to this project and the extent they are dedicated to other matters – Is the state looking for Program Management Team info?

No – Seeking LBSWs.

105. 25 4.2 – Scope of

Work

What security measures, and level of security, does the customer have in place at the facility where we would assign staff?

LSH serves forensic patients and all patient buildings are secure with metal detectors/tomography machines for entering. Buildings are either managed through electronic locking systems and/or manual unlocking to access various areas of the building.

106. 18-19 3.10/11 – Termination for Cause/

Convenience

Is the customer receptive to the prospect of mutual termination rights?

No.

107. N/A General If this is a new solicitation, how has Larned been staffing these roles?

New contract.

108. 24 4 – Specifications

Can LSH provide anticipated weekly FTE needs or historical utilization for LBSW and LMSW positions across PSP, SSP, and SPTP programs?

The needs may vary depending on opening and vacancy changes.

Current need is 3 LBSWs for the Psychiatric Services Program.

109. 25 4.2 – Scope of

Work

Will staffing needs fluctuate by unit/program, and will LSH provide advance notice of staffing increases or reductions?

Yes and Yes.

110. 25 4.2 – Scope of

Work

Are schedules fixed, rotating, or variable? Is weekend work expected?

Monday – Friday; 8am-5pm; 1 Hour Lunch

111. 25 4.2 – Scope of

Work

Please clarify if LSH provides any mandatory on-site orientation and whether time spent in orientation is billable.

Yes, onsite orientation is required.

Orientation days are billable.

112. 25 4.2 – Scope of

Work

What additional unit-specific training—especially for SSP and SPTP (high-security environments)—is required prior to independent practice?

Individuals will receive hospital orientation regarding the facility and each program. Unit-specific training will be provided on an individual basis following the hospital orientation with the clinical team of the unit/program.

Each program has a Director of Social Work that will be responsible and oversee the individual.

113. 25 4.2 – Scope of

Work

For State Security Program and Sexual Predator Treatment Program placements, what security clearances or facility access requirements apply?

Individuals must clear a background check for security clearance of any program at LSH.

114. 25 4.2 – Scope of

Work

What are the expected caseloads per social worker (per unit or per program)?

The program with the current needs has 2 LBSWs per unit that varies from 20-30 patients.

115. 25 4.2 – Scope of

Work

How frequently must social workers provide court testimony, and is this considered billable time?

Court testimony may be required but is needed on a case by case basis.

This service would be considered billable time.

116. 25 4.2 – Scope of

Work

Does LSH use a specific EHR system, and will the hospital provide training and login credentials?

Yes and Yes.

117. 25 4.2 – Scope of

Work

Please confirm whether holiday weeks reduce the expected number of weekly hours or if LSH expects a full 40-hour week minus the non-billable holiday.

Holiday weeks reduce the expected number of weekly hours.

118. 25 4.2 – Scope of

Work

Can LSH provide historical data for average hours worked per week, per clinician, including instances over 40 hours?

40 hours per week.

119. 26 5 – Cost Sheet

Should the "all inclusive hourly rate" include:

o payroll burden o professional liability insurance o travel (if any) o background checks o drug testing o onboarding costs

The all inclusive rate shall reflect what the contractor feels is appropriate for any work that is required to provide an individual for the service needed.

120. 26 5 – Cost Sheet

Does the Recruitment/Orientation Fee reflect a one-time charge per candidate, per contract year, or per extension?

Contractor may bill for the hours the individual spends in the hospital wide orientation.

121. 25 4.2 – Scope of

Work

Is housing available on or near the LSH campus for travelers, and if so, what are the rates and restrictions?

On campus housing is not available.

Housing is available in the local community of Larned, Kansas as well as a community approximately 25 minutes away in Great Bend, Kansas. Cost and rates vary.

122. 25 4.4 – Renewal Options

Is the 13-week initial commitment a strict requirement for all candidates, or may agencies propose longer-term placements?

Contractors may propose longer-term placements. 13 weeks is the minimum requirement.

123. 25 4.4 – Renewal Options

Can candidates who remain beyond 13 weeks be converted to permanent State employees, or must they remain agency staff for the full contract term?

Candidates may continue to renew as contract staff as long as the need remains. Individuals may choose to convert to permanent State employees, but LSH will not poach these individuals.

124. 25 4.2 – Scope of

Work

Can the State confirm that Section 4.2 is solely the scope for individual LBSW/LMSW practitioners, and that all commercial/administrative items elsewhere (pricing, invoicing, background checks, etc.) are vendor-level responsibilities?

Correct.

125. 25 4.2 – Scope of

Work

Please clarify the expected duration in hours of orientation/onboarding at LSH.

LSH’s hospital wide orientation process is nine business days in length.

126. 25 4.2 – Scope of

Work

Are staffing needs tied to specific units/programs (PSP, SSP, SPTP), or are they for general social work services, including those programs? If they are tied to the specific programs, please share estimated positions for each program.

The needs may vary depending on opening and vacancy changes.

Current need is 3 LBSWs for the Psychiatric Services Program.

127. N/A General If multiple vendors are awarded, how does the State plan to distribute job requisitions? All at once, or is there a tiered release cadence?

Needs for the facility will be shared among the awarded contractors and LSH will collaborate with contractors able to provide prompt applicants.

END OF AMENDMENT ONE – EVT0010656