IFB_24-10243__Questions_and_Answers.pdf

TOMÁS J. ARAGÓN, MD, DrPH GAVIN NEWSOM

Director and State Public Health Officer Governor

State of California—Health and Human Services Agency California Department of Public Health

Invitation for Bid (IFB) 24-10243 Questions and Answers

1. Does the 3% DVBE participation goal apply to both the prime contractor and all subcontractors, regardless of their location?

The 3% requirement is for the Bid as whole, based on the dollar amount.

2. If we are DVBE-certified in California, can we self-perform the 3% DVBE goal without using a subcontractor?

Yes.

3. Does SDVOSB certification count toward the 3% DVBE participation goal?

No. Only Certified California DVBE Participation will count towards this goal.

4. If we hold SDVOSB certification from Delaware along with California certification, does this allow us to meet and self-perform the DVBE goal?

You must be a Certified California DVBE. Certifications from other States have no bearing on participation. If you are a California certified DVBE, you may self-perform the DVBE requirement.

5. Can a non-California-certified subcontractor participate if they are not contributing toward the

DVBE goal?

Yes.

6. If a subcontractor is used only for staffing services, are they still required to meet DVBE certification requirements?

The 3% requirement is through the bid as a whole.

7. Do we need to provide both public and private client references, or is one type preferred?

You may provide references from either a private entity or a public governmental agency or both.

8. How many positions are expected to be needed each year?

This number is unknown and dependent on grant funding, and emergency funds and public health response needs.

California Department of Public Health Questions and Answers Center for Infectious Disease IFB 24-10154

9. How frequently will new positions be released, and what will be the typical duration of these positions?

It is unknown how frequently new positions will be released. Typical duration is likely 6-12 weeks.

10. Can you provide us with a list of DVBE-certified subcontractors or resources to help us identify suitable partners?

Possible DVBE-certified subcontractors can be found at the following link -https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx.

11. One of the requirements to be eligible for this RFP was recently updated to “Six years of experience providing medical staffing, vaccination, testing and test-to-treat services”. Previously, this read as “and/or”. Due to this change, we are unclear if we remain eligible. Many staffing agencies didn’t take part in vaccination, testing, and/or test-to-treat services prior to the COVID-

19 pandemic. Is it possible to revert to the original wording or change the wording to allow for vendors that have been doing emergency response and/or vaccination work since the pandemic? We would recommend, “6 years of experience providing medical staffing services

AND 4 year of experience providing vaccination, testing, and test-to-treat services.”

The requirements of the IFB have been changed to now require 3 years of experience instead of 6.

12. Please confirm whether this is a new initiative or if there are existing incumbents. If so, please provide the names of the incumbent vendors and their pricing structures?

This is a new initiative, therefore there is no incumbent.

13. What is the budget allocated for this bid.

$10,000,000.00 for the term of the agreement.

14. What has been the estimated annual spending under this contract in the past for each of the incumbent vendors.

This is no existing agreement.

15. How many resources or candidates are currently active under the incumbent contracts? A breakdown by vendor would be appreciated.

There is no incumbent or current agreement.

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

16. What would be the process for transitioning existing candidates if the incumbent vendors are not awarded the contract this time?

There is no incumbent or current agreement.

17. Are there any challenges currently faced with fulfilling needs under the existing contracts or specific improvements you are seeking?

There are no existing contracts doing this work.

18. How many vendors do you anticipate awarding contracts to?

Single vendor.

19. Is there a preference for local vendors in this bidding process?

Preference Programs and Business Participation Programs can be found under Sections D and E of the Solicitation.

20. Could you provide details on the previous expenditure associated with this contract?

No current agreement exists.

21. Could you confirm if it is possible to obtain the proposals or pricing details of the incumbent vendors?

There is no incumbent or current agreement.

22. Are there any specific challenges or issues currently being faced with the existing vendors?

There is no incumbent or current agreement.

23. Can you clarify the expected number of awards for this solicitation?

This is a single award.

24. In order to be considered responsive for this solicitation, is it mandatory to bid on all positions?

Yes.

25. Is it mandatory to subcontract?

Subcontracting is not mandatory, but to not subcontract would mean that a vendor would need to be a Certified Disabled Veteran Business Enterprise.

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

This will vary and could range from 4 to12 hour shifts depending on the need and response.

27. Page 8, “d. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.” - Will verifiable digital signatures be acceptable (e.g., DocuSign, Adobe Sign, etc.)?

Yes. Please see Addendum # 5.

28. Page 17, “A written confirmation from each DVBE subcontractor identified on the Bidder

Declaration must be provided. The written confirmation must include the solicitation number and be signed by the Bidder and DVBE subcontractor(s). The written confirmation shall include but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE.” - Is there a template available for the Written Confirmation needed from each DVBE subcontractor?

No.

29. Page 42, “Onsite staff must provide interpretation services or bilingual staff as necessary for the community being served or work in conjunction with CDPH interpretation services.” - For what languages might there need to be interpretation services?

The most common 8 languages in California, including but not limited to Spanish, Chinese

(including Cantonese and Mandarin), Tagalog, Vietnamese, Korean, Arabic, Hindi, Persian.

30. Page 34, “Provide all equipment and supplies necessary for operational activities (See Equipment and Supplies below).” – Should the cost of the equipment be included in the rates, or billed as separate costs? The SOW indicates on page 10 number 10. Equipment and Costs that CDPH will set up local partners. Will CDPH receive the billing information, or will the information be sent to vendor/contractor?

Refer to the Cost Worksheet to place the rates accordingly. If CDPH partners with local counties, invoices from those counties would not be sent to the vendor selected in this IFB.

31. The Cost Worksheet does not have a provision for overtime rates. Due to the nature of these services, are vendors able to bill for overtime worked? If so, at what multiplier?

Overtime shall be consistent with the California Department of Industrial Relations overtime requirements for medical staff.

32. Please provide a list of timecard requirements.

CDPH has provided the minimum requirements for timecard requirements below and reserves the right to update them during the course of the agreement. All timecards and supporting documentation must comply with state and federal regulation.

Timecards must include at the minimum:

• Location/Facility

• Shift supervisor approval of time card, dated

• Time in and time out included

• Name of individual

• Rate of pay

• Title/Specialty of individual

• Week Start and End (XX/XX/XXXX)

• Meals/lunch and rest breaks indicated on time in and out

• Worker approval of timecard, dated

33. What are your payment terms (i.e., Net 30, Net 45, other, etc.)?

The Prompt Payment Act requires State agencies to pay properly submitted, undisputed invoices within 45 calendar days of initial receipt.

34. For invoicing and clinician payment purposes, what is DPH’s payroll work week (e.g., Sunday-

Saturday, etc.)?

Payroll workweek is Sunday-Saturday.

35. Will invoices be accepted electronically via email?

Yes

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

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

Within the State of California.

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

There are no current vendors.

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

This is the first contract.

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

No mandatory subcontracting requirements.

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

No previous contract.

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

The number of positions depends on the need at the time and will vary.

43. 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. All changes require the acceptance of CDPH.

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

No. Bids need to be exact. Addendum #4 reflects the most updated cost sheet.

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

The majority of the work will be done onsite and there is a possibility some of the work may be done remotely.

46. 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 are not required at the time of proposal submission.

47. Could you please provide the list of holidays?

This contract may require medical staff to work on holidays.

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

No.

49. Can you please share the Price sheet format?

This has been included alongside the Solicitation at https://caleprocure.ca.gov/event/4265/24-

10243.

50. Can we provide commercial references?

Yes. Reference can be with a company but will need a point of contact.

51. Is this a single or multiple award RFP?

Single.

52. What is the dollar value of the complete contract?

This is a unit-based agreement for $10,000,000.00.

53. What was the previous year’s budget?

No current agreement exists.

54. Is there a preference for local vendors?

Preference Programs and Business Participation Programs can be found under Sections D and E of the Solicitation.

55. Is it mandatory to provide CAIR & CLIA waiver forms? Can we provide at the time of award?

Please see Addendum #3.

https://caleprocure.ca.gov/event/4265/24-10243 https://caleprocure.ca.gov/event/4265/24-10243