Medical_Staffing_Services_Pre-Proposal_Conference-Final.pdf

Medical Staffing Services

Pre-Proposal Conference March 19, 2016, 10:00am – 12:00pm

Administration

• Escorts are required. Do not leave the conference room without one.

• Food and drinks are not allowed in the conference room

• Please silence your phones

• Questions may be asked at the end of the presentation

Administration cont.

• Any responses to questions provided in this conference are unofficial.

• Official Q &A responses and Sign-in sheet will be posted on FBO.gov

• Answers to questions which result in a change to the RFP will be included in an RFP Amendment

• No questions concerning confidential or proprietary information will be answered.

Introductions

• Office of Acquisition Management (OAQ)

– Mr. BJ Quigley

• Deputy Assistant Director/ Contracting Officer

– Ms. Linda Applewhite

• Administrative Contracting Officer

– Mr. Brandon Harrell

• Contract Specialist

• OAQDCRSW@ice.dhs.gov

Introductions

• ICE Health Services Corps

– Dr. Stewart D. Smith, D.H.Sc., MPH, MA Assistant Director (Acting) | ICE Health Service Corps

– Mr. Adam X Piceno Chief of Staff (Acting)

– CAPT Luzviminda K. Peredo-Berger M.D.

Deputy Assistant Director, Clinical Services Medical Director

Introductions cont.

– CAPT Deanna Gephart, RN, CCHP Deputy Assistant Director, Administration

– CDR Joseph M. Shurina III, MHA, RDH, CCHP Chief of Health Operations

Disclaimer

• In the event that there is a conflict between the RFP terms and conditions and the information that is disseminated during today’s conference, the RFP terms and conditions shall control. The formal RFP is the only document that should be relied upon in determining the Government’s requirements. Any changes to the RFP will be with a formal amendment.

Program Overview

• Supply a full spectrum of medical and support staff to provide on-site medical, dental, and mental health care to detainees and residents at twenty-one various clinic locations.

• Provide administrative support at one headquarters location.

Program Overview cont.

• Clinic locations are on 24-hour, 7 day week schedules, and operate 365 days a year.

• Contractor employees will be required to work shifts for full 24 hour coverage of operations.

Proposal Responses

• Proposals are due 11:00am, 14 April 2016

• All bidders are encouraged to submit proposals ahead of time to allow mail room time to receive and deliver to our office.

Proposal Responses cont.

• Follow the instructions provided in Section L

• Non-responsive proposals may not be evaluated

• Proposals must be signed by a company official authorized to provide an offer up to the threshold of the proposed value.

• Sanitized Technical Proposals

– Remove all identifying company information

– Remove all identifying company information for subcontractors, team members and independent contractors

– Remove all contract numbers and points of contact in Corporate Experience

– Redact all names of proposed Key Personnel

• Structure your proposal in accordance with the Proposal Instructions

– Can an evaluator quickly find what he/she needs?

• Is it clear?

• Drawings & diagrams complement your narrative, but doesn’t replace it

• Substantiate, don't simply make claims

• Provide credible information which allows for an independent assessment

• We will only evaluate the information you provide, so be concise and thorough, keeping within the page counts

Proposal Evaluations

• Evaluations will be conducted in accordance with Section M

• We will not evaluate extra information, such as brochures, studies and the like, so only include information we have requested.

Proposal Evaluations cont.

• If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

Proposal Evaluations cont.

• Final proposal revisions will only be requested of Offerors remaining in the competitive range

• Contract award may be made without subsequent discussions or negotiation

Evaluation Criteria

• Technical Approach is the most important evaluation factor

• Must have the capacity and resources to provide staffing for all twenty-two locations

Evaluation Criteria cont.

• Management Approach is the second most important evaluation factor

• Corporate Experience

– Where you will show us that you have provided similar services in the past

• Past Performance

– Will disclose how well you performed those services

• Price Factor is least important

• Best Value/ Trade Off

Discussions

• Discussions will only be held with Offerors in the competitive range

– Government can award without discussions

– Award based on initial proposals can happen if the Government receives an offer that conforms with the solicitation and provides the greatest overall benefit to the Government, all factors considered

– Don't assume you can improve your position during discussions, there may not be discussions

Contract Type

• Contract Type – Labor Hour

• Level of Effort is best estimate of staffing required at each facility

Small Business Participation

• Unrestricted Procurement

• Small Business Subcontracting Plans required unless the prime contractor is a small business

• Participation in DHS Mentor Protégé program is encouraged

About IHSC

• Vision: Provide a standardized continuum of care to persons in ICE custody through a fully integrated health care system.

• Mission: Protect, promote, and advance the health and safety of the Nation by providing medical care to maintain the health of individuals in the custody of ICE through an integrated health care delivery system, based on nationally recognized correctional and detention health care standards.

About IHSC

• IHSC is especially committed to providing health care services to reduce global disease and support the safe apprehension, enforcement and removal of detained individuals involved in immigration proceedings

• Provides medical, dental, and mental health care and public health services to detained aliens in the custody of

ICE.

• Administers direct care to approximately 13,500 detainees housed in 21 facilities across the country.

ICE Health Service Corps (IHSC)

• Provides medical case management and oversight for approximately 15,000 additional detainees housed at non-IHSC staffed detention facilities.

• Consists of an authorized strength of over 1,100 health care staff (U.S. Public Health Service officers, GS and contractors).

IHSC Locations

Challenges and Constraints

• Continuity of care during 60-day transition phase

– Transition from previous vendor to new vendor.

– Planning for complete and full transition to new vendor at end of transition period for all required positions.

• Solid and well thought out plan to meet the call out backfill requirements for all nurse positions.

Challenges and Constraints cont.

• Staffing labor categories in remote locations for a residential or detention environment. For example…

– Lumpkin, GA

– Reading, PA

– Jena, LA

– Florence and Eloy, AZ

– Pearsall, TX

– Dilley, TX

• Staffing in-demand labor categories in all locations for a residential or detention environment, especially…

– Physicians

– Psychiatrists

– Mid-Level Providers (Physician Assistants and Nurse

Practitioners)

• Contractor employee recognition and retention.

– A well thought out plan addressing recognition and retention to encourage staff remain on the contract.

– Ensuring staff are acknowledged and recognized for their work as part of an successful and established employee recognition program.

• Contractor employee clearance process.

– Comprehensive and validated pre-screening process.

– Submission and tracking of e-QIP initiation requests and clearance status.

– Communication with candidates on established timelines and processes for security clearance process.

Challenges and Constraints

• Role of Contract Coordinator.

– Hands-on staff supervision and oversight.

– Direct staff scheduling in conjunction with the on site technical monitor.

– Execution of HR functions locally.

• Requirement to provide 2080 productive work hours for each position on the contract.

• Backfill for short term absences (nursing et al. call outs) and long term absences (e.g. call to active duty or

FMLA)

Conclusion

Questions

• Direct all contact regarding this RFP to the OAQ team.