HSS26012-STAFFSTUDY-ad1.pdf

Delaware Health and Social Services

OFFICE OF THE SECRETARY

PROCUREMENT

DATE: August 27, 2025

HSS-26-012

STATE FACILITY STAFFING STUDY

FOR

OFFICE OF THE SECRATARY

Date Due: September 10, 2025 @ 1:00PM

ADDENDUM # 1 Please Note: Questions & Answers

THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE-

MENTIONED RFP.

Eddie Mui

Management Analyst III dhss_dms_dmsprocure@delaware.gov

Julie Devlin Julie.Devlin@delaware.gov mailto:dhss_dms_dmsprocure@delaware.gov

Public Q&A

1. Contract terms

Vendor, Aug 12, 2025 4:44 PM EDT

Under Section V.C.1. page 17 of the RFP it states, "The term of the contract between the successful bidder and the State shall be for one year with no optional extensions." and in Section V.C.8 it states, "The State reserves the right to extended this contract on a month-to month basis for a period of up to three months after the term of the full contract has been completed." Can the state clarify the intent of these two statements?

If awarded a contract, the State has the right to extend the expiring contract for 3 optional 30 day extensions (or a total of up to 90 days).

2. Project timeline

Vendor, Aug 12, 2025 4:44 PM EDT

Under Section V.C.1. page 17 of the RFP it states, "The term of the contract between the successful bidder and the State shall be for one year with no optional extensions." and in Appendix B Scope of Work and Technical Requirements it states on page 52 "DHSS has allocated up to $400,00 for this proposed project, to start in November of 2025 and to be completed by August 2026." Can you clarify that the project's planned completion is beginning in November 2025 and ending in August 2026 (10 months) or one calendar year beginning November 2025?

The term of the contract is as stated in the RFP—" 1. The term of the contract between the successful bidder and the State shall be for one year with NO optional extensions” (page 17 of the RFP document).

The intended/planned “start [is] in November of 2025 and to be completed by August 2026” (page 52 of the RFP document). However, based on the negotiations, the start date and completion date can be changed to meet the State’s needs to complete this project.

If the project has a different start date and/or completion date, or goes beyond the stated dates or term to complete the project, an addendum will be issued to highlight the change(s) to the RFP document.

3. Contract pricing

Vendor, Aug 12, 2025 4:45 PM EDT

On page 26 of the RFP it states that, "The State of Delaware may require holdback of contract monies until acceptable performance is demonstrated (as much as 25%). Please confirm that there will be no holdback of contract monies for this contract. If there will be a holdback, please provide that amount as it may have an impact on vendors' proposed pricing.

As noted in sections V.G.16, the state and the awarded vendor “shall attempt in good faith to resolve any dispute[s]”. Please also refer to sections V.G.14-18 to help with any possible unacceptable performance and/or non-performance.

If you feel there could be a possible issue, please submit your budget/cost without the holdback and on a separate line denote your “holdback” of up to 25% in your bid submission.

4. Required license

On page 3 of the RFP, under III. Required Information > A. Minimum Requirements, it says that the following must be provided: "Delaware license(s) and/or certification(s) necessary to perform services identified in the scope of work". We do not believe there are any required licenses for this work. Can you clarify what is meant by this requirement?

For the awarded vendor(s), the State of Delaware requires a current Delaware Business License and a Certificate of Insurance with the coverage as noted in the RFP.

5. Scope of services

On page 3 of the RFP, under II. Scope of Services it lists "Optimize resource allocation." Please confirm that within the context of this RFP, resource allocation pertains just to staffing resources.

If not, please clarify.

Resources refers to staffing resources, as in employees within the facilities. Employees refer to full-time, permanent part-time, contractual, temporary, limited term, intern, and casual/seasonal employees of DHSS.

6. Exceptions

Vendor, Aug 12, 2025 4:46 PM EDT

Attachment 3 is to be used to capture requested exceptions to the RFP and associated terms and conditions. To facilitate later contract negotiations, would the Department allow vendors to submit a redlined version of the RFP and associated terms and conditions along with Attachment 3, instead of completing the table?

We prefer you to use Attachment 3 which will be used as the master file/tracking sheet to record the back and forth during the negotiations so that we can see the initial exception(s) to the final agreed upon language that will be incorporated into the PSA, BAA and/or DTI T&Cs.

7. Period of Performance

Vendor, Aug 13, 2025 11:10 AM EDT

Will the State consider an accelerated timeline for this project? Is there any significance to the end date of the timeline?

We would consider an accelerated timeline. The timeline in the RFP was laid out in the Delaware FY 26 budget:

The Department of Health and Social Services is directed to conduct a staffing study for the Delaware Hospital for the Chronically Ill, the Delaware Psychiatric Center, and the Stockley Center. The purpose of this study shall be to evaluate current staffing levels and develop recommendations for staffing models and policies necessary to ensure quality care and safe, efficient facility operations. The Department shall issue a request for proposals no later than July 31, 2025, with the intent to award a contract by November 1, 2025. A final report containing findings and recommendations shall be submitted to the Office of Management and Budget and the Office of the Controller General no later than September 30, 2026.

8. Clarification: Implementation Plan

Vendor, Aug 13, 2025 11:11 AM EDT

Can you please clarify the scope of the 'Implementation Plan'? Specifically, is it intended to outline the methodology for how bidders will conduct the work for this RFP, or is it focused on how the proposed recommendations can be operationalized for the facilities?

The implementation plan is the methodology for how bidders will conduct the work of this RFP. It should describe tasks and time frames that are necessary to provide the service outlined in this

RFP.

9. Data Collection and Systems

Vendor, Aug 13, 2025 11:11 AM EDT

Can you please identify the EHR / EMR system(s) used by each of the 3 in-scope facilities?

Stockley Center currently utilizes paper chart records and does not yet have an electronic resident record system in place. However, the facility is actively working with Therap Inc. to develop and implement an electronic Client Data Management System. At DHCI, Point Click Care (PCC) is used for every day documentation and QS1 is used for Pharmacy and processing medications. DPC uses a shared platform Citrix Workspace/Cerner for DPC

10. Data Collection and Systems

Vendor, Aug 13, 2025 11:12 AM EDT

Is detailed ADT data automated? How many years of data are available?

Stockley Center and DHCI manually record data in the database system related to admissions, transfers, discharges, and deaths. DPC has been automated since September 2020. Admission and discharges are captured in the EMR. Informatics is developing a template to report transfers from JEM unit to civil DPC units.

11. Data Collection and Systems

Vendor, Aug 13, 2025 11:12 AM EDT

Can you please provide occupancy rates for each of the facilities for the last 3 years?

Stockley Center:

50 licensed beds

• 2022 – average year census = 42.5, 85%

• 2023 – average year census = 40.5, 81%

• 2024 – average year census = 39.5, 79%

• 2025 – current census = 35, 70%

DHCI

• FY 2025 - 41.47% Billable (includes billable bed-hold days)

• FY 2024 – 42.92% Billable (includes billable bed-hold days)

• FY 2023 – 47.64 % billable (includes billable bed-hold days) Report only includes In-

House w/o billable bed-hold days & total days.

DPC

• 2022 o Kent/Sussex 51% with one unit closed, impacted by COVID-19 o JEM 78%

• 2023 o Kent/Sussex 40% with two units closed o JEM 88%

• 2024 o Kent/Sussex 56% with two units closed o JEM 92%

• 2025 to date o Kent/Sussex 81% with two units closed o JEM 95%

12. Bed Occupancy / Staffing

Vendor, Aug 13, 2025 11:13 AM EDT

Are there any licensed beds in any of the three facilities that are currently closed as a result of staffing shortages?

No, at Stockley Center and DHCI. At DPC, 36 beds are closed for staffing shortages. One unit was recently renovated to mitigate ligature risks but cannot reopen due to staffing shortages.

Another unit is currently being renovated for the ligature risks. The unit will not be able to reopen once the renovations are completed due to the lack of staff.

13. Bed Occupancy / Staffing

Vendor, Aug 13, 2025 11:13 AM EDT

Are there any expansion projects/new facilities planned for the near future?

The Delaware Hospital for the Chronically Ill just broke ground a new state of the art residential building, to be completed in 2027. It will be a 120-bed licensed facility and replace the current residential building. Currently, Stockley Center provides respite services to individuals within the Division or through family services associated with the Division, based on the specific needs the facility is equipped to support. Plans are underway to expand this program beyond its current scope, enabling more individuals associated with the Division to access respite care in a wider range of circumstances and formats within the specialized living environment Stockley Center offers. There are no expansion plans at DPC.

14. Data Collection and Systems

Vendor, Aug 13, 2025 11:14 AM EDT

Are there any common shared services/resources across the three in-scope facilities?

For Stockley, No. Stockley Center is unique among the state facilities due to its designation as an Intermediate Care Facility for Individuals with Intellectual Disabilities. Our approach goes beyond a traditional model of care found in skilled nursing homes. Stockley Center’s commitment and operations as an ICF/IID focuses on supporting each person’s whole life that is nurturing social connections, fostering community belonging, encouraging personal growth, meeting health needs, and experiencing life, all within a home environment where every day holds purpose and meaning. Our focus is on providing opportunities, supports, and services that enable individuals to live their lives to the fullest, rather than solely delivering medical nursing care.

For DHCI, there is collaboration with DPC for psychiatric services support. There is also a shared contract with Division of Public Health (DPH) for laundry services. In addition, pharmacy services are housed within DHCI and support other agencies including Division of Public Health (DPH) and Delaware Department of Services for Children, Youth, and their Families (DCYF).

15. Clarification: Cost Proposal Detail

Are there any expectations for vendors to work onsite, either at DHSS offices or at the facilities?

If so, can you please provide minimum expectations?

No. There is no expectation.

16. Data Collection and Systems

Will the contractor be working directly with DHSS to collect data or will the contractor be expected to coordinate data collection with each facility?

You will work with DHSS to collect data, who can help coordinate with the facilities.

17. Clarification on “Resources” in Scope of Services

Vendor, Aug 13, 2025 3:24 PM EDT

Under the scope of services, an assessment of resource allocation is requested. How are “resources” defined? Does the definition include funds allocated in the state budget?

Resources refers to staffing resources, as in employees within the facilities. Employees refer to full-time, permanent part-time, contractual, temporary, limited term, intern, and casual/seasonal employees of DHSS. Employees are allocated through the state budget process.

18. Oral Presentation Format and Attendance

Vendor, Aug 13, 2025 3:25 PM EDT

Will oral presentations be virtual or in person and will all proposed team members be expected to attend?

This is not required.

19. Staffing Analysis

Vendor, Aug 13, 2025 3:26 PM EDT

Will the staffing analysis include frontline/patient facing staff or all staff including operational, administration and support staff?

It will include all staff, including operational and frontline staff.

20. Clarification on RFP Goals

Vendor, Aug 13, 2025 4:17 PM EDT

What does the department hope to accomplish at the conclusion of the RFP?

DHSS hopes to be able to ensure the right compliment of staff are at each of its facilities by showing evidence of necessary changes and then being able to act on those recommendations.

21. Background on RFP Initiation

Vendor, Aug 13, 2025 4:18 PM EDT

What prompted the department to issue this RFP?

The Delaware General Assembly has been reviewing DHSS’ vacancies and at the same time the Department has been requesting reclassification of positions to better suit the needs of the Department. Because each facility has vacancies, and with an understanding of changing needs of its residents, DHSS wanted to make informed choices around its staffing compliment. This staffing study was included in Delaware FY 26 operating budget:

The Department of Health and Social Services is directed to conduct a staffing study for the Delaware Hospital for the Chronically Ill, the Delaware Psychiatric Center, and the Stockley Center. The purpose of this study shall be to evaluate current staffing levels and develop recommendations for staffing models and policies necessary to ensure quality care and safe, efficient facility operations. The Department shall issue a request for proposals no later than July 31, 2025, with the intent to award a contract by November 1, 2025. A final report containing findings and recommendations shall be submitted to the Office of Management and Budget and the Office of the Controller General no later than September 30, 2026.

22. Optimizing Resource Allocation

Vendor, Aug 13, 2025 4:20 PM EDT

If possible, can the department provide more clarification on what they mean by “maximize efficiency and effectiveness” in the statement below from page 52 of the RFP?

• Optimize resource allocation: Ensure that resources are allocated in a way that maximizes efficiency and effectiveness.

DHSS would like to know if it has the right compliment of staff and are they being used to effectively serve the facilities’ residents.