IFB-27018- Occupational and Physical Therapy Services Questions (2) - Copy (1).xlsx
XLSX spreadsheet 209 KB Posted
- Solicitation number
- BPM058220
- Issued by
- Baltimore County, Maryland
About this file
This document is an addendum containing questions and answers for IFB-27018, Occupational and Physical Therapy Services issued by Baltimore City Public Schools. The solicitation requests bids for licensed occupational therapists and physical therapists to deliver IEP and IFSP services to students aged 0-21 across the district's 162 schools and programs. The contract term is three years beginning July 1, 2026, with two optional one-year renewals extending through June 30, 2031. Vendors must be in business for at least two years prior to the bid due date and have provided OT, PT, speech, psychology, or social work services during that period; clinician-owned businesses must demonstrate that the owner/principal therapist has practiced clinically for at least five years. Based on historical utilization, the district anticipates needing approximately 1-2 FTE occupational therapists and physical therapists for FMLA coverage and summer assignments. The district does not anticipate changes in service needs from previous years and is satisfied with current vendor performance.
Vendors must submit firm fixed daily rates covering all five years to be responsive, with pricing structured as a single daily rate applicable to both OT and PT disciplines. The daily rate encompasses a maximum of seven working hours and includes all direct services, indirect services, assessments, documentation, consultation, meetings, and professional development activities; the hourly rate equals the daily rate divided by seven. The school year consists of 190 billable days plus 10 professional development days, with 35 hours per week anticipated. Current annual spending is approximately $170,000 for OT and $143,000 for PT services. Contractors are required to sign employment agreements exclusively with one staffing agency and cannot sign placement agreements with multiple agencies; however, exclusivity requirements need not be established before proposal submission. The district will require separate contracts with awarded vendors, and contractors must comply with Maryland State and Local Health Department TB screening guidelines, undergo fingerprinting and background checks through City Schools, and hold valid Maryland licenses or compact privileges. Temporary licenses and pending licensure approvals are not acceptable. Billing is submitted monthly by the 15th of the month following service provision using district-provided attendance verification forms, with training time billable. The district reserves the right to make multiple awards to ensure adequate staffing and may hire temporary contractors as permanent employees after one school year without financial obligation to the vendor.
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| File | Type | Posted |
|---|---|---|
| IFB-27018 APPENDIX I BID FORM.xlsx | XLSX spreadsheet | |
| IFB-27018 - Occupational and Physical Therapy Services.pdf |
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Sheet1
| IFB Number: | IFB-27018 - Occupational and Physical Therapy Services |
| Addendum Number: | ADDENDUM #1 |
| Issue Date: | 8/7/26 |
| Instructions: | The following changes, additions, deletions, and clarifications are hereby made part of the |
solicitation for the above referenced project and shall be taken into account in the preparation of the solicitation response and execution of all work. Vendors shall acknowledge receipt of this addendum
| Question # | Question | Answer |
| Q1 | (Tab A. Transmittal Letter) The IFB requires the bidder to identify the individual authorized to bind the Entity to the Contract and to receive all official notices concerning this IFB. Can the bidder designate two separate contacts, one authorized to bind the Contract and a different individual to receive official notices related to this solicitation? | Yes |
| Q2 | Are resumes and/or certifications of potential OT and PT candidates required with our submission? | Suggested but not required |
| Q3 | The RFP discusses both short-term and long-term assignments. Is the exclusivity requirement applied equally to: temporary coverage, summer assignments, long-term assignments, and school-year placements? | Exclusivity is not mentioned in IFB |
| Q4 | Must the contractor have signed an exclusive placement agreement before proposal submission, or may exclusivity be established after vendor selection and prior to assignment? | Contractors who sign placement agreements with multiple agencies will not be considered. |
| Q5 | Does Baltimore City Public Schools require each proposed contractor to be represented exclusively by one staffing agency for purposes of this solicitation? | Contractors who sign placement agreements with multiple agencies will not be considered. |
| Q6 | The RFP states that contractors who sign placement agreements with multiple agencies will not be considered. Please define "placement agreement." Does this refer to an employment agreement, an assignment acceptance, an exclusive representation agreement, or another type of document? | Employment agreement |
| Q7 | Who are the vendors currently providing contracted OT and PT services and what are the daily or hourly rates currently being paid for each discipline? | See rate chart below for vendors approved under IFB-20058 and IFB-200059 |
| Q8 | Will awarded vendors be required to sign a separate contract issued by City Schools, or will IFB-27018, the vendor’s accepted bid, applicable addenda, the award notice, and the purchase order collectively serve as the agreement? | Each vendor will be required to sign a separate contract issued by City Schools. Refer to Part II Section 19 - Terms and Conditions of the IFB. |
| Q9 | Please confirm whether the daily rate entered on the Appendix I Bid Form includes both direct and indirect services, including documentation, consultation, meetings, assessments, and professional-development activities. | Confirmed |
| Q10 | (General) Are annual badge renewals accompanied by additional background screening, training, or administrative requirements? | No |
| Q11 | (General) Can the District please provide a list of all mandatory onboarding and annual compliance trainings required of contracted therapists and indicate whether training time is billable? | Fingerprinting and background checks performed by City Schools' at the Central administrative building is required. Onboarding trainings vary by year. Training time is billable. |
| Q12 | (General) Can the District please confirm acceptable TB screening methods, testing intervals, and whether annual updates are required for contractors serving under multi-year assignments? | All vendors are required to follow the guidelines for Maryland State and the Local Health Department for TB screening. |
| Q13 | (General) Will City Schools accept therapists practicing under temporary licenses, compact privileges, or pending Maryland licensure approvals? | Temporary licenses - no; compact privileges - yes; pending MD licensure approvals - no. |
| Q14 | (General) Does City Schools require specific child abuse/sexual misconduct disclosure forms, prior employer attestations, or educator misconduct checks in addition to the CJIS fingerprint process? | Fingerprinting and background checks performed by City Schools at the Central administrative building is required. See Article 18 of the City Schools General Articles. |
| Q15 | (General) Can the District please confirm if previously completed Maryland school-system fingerprint clearances may be accepted or transferred? | Fingerprinting and background checks performed by City Schools at the Central administrative building is required. See Article 18 of the City Schools General Articles. |
| Q16 | (Bid Submission) Is Appendix J, “Sample Attendance Verification Forms,” required as part of the bid submission? | No, it is required for invoicing |
| Q17 | (General) Are there any changes you would like to see made from the current vendors that you are currently contracting with? | No |
| Q18 | (General) What changes, if any, will be taking place in terms of deliverables, expectations, or new elements in the contract compared to the solicitation in previous years? | Temporary to permanent clause is 1 school year; only the daily rate is requested; no separate rates for professional development, assessments, indirect services, etc. |
| Q19 | (Bid Evaluation) Are there specific areas of expertise that the district is prioritizing when evaluating vendors for this program? Beyond general background and prior experience, are there particular competencies or focus areas that are being emphasized? | No |
| Q20 | (General) On average, how many billable hours were utilized for Occupational Therapists and Physical Therapists in previous years? | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q21 | (General) How many Occupational Therapists and Physical Therapists were utilized in recent years? | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q22 | (General) What is the current pricing structure for Occupational Therapy and Physical Therapy services (hourly direct, assessment rate & daily rate)? | Please reference Section 3.0 - Scope of Services. |
| Q23 | (General) Has City Schools experienced an increased need for these services in recent years? If so, why and what are the drivers? | No |
| Q24 | (General) What is the annual spend by City Schools for these contracted services? | OT: $170K; PT: $143K in SY 25-26 |
| Q25 | (General) Are professional development days required? If so, are we able to invoice them? How many professional development days do you have per school year? | Yes, yes, 10 |
| Q26 | (General) How many school days will the vendor be able to invoice per school year? | 190 days |
| Q27 | (General) Are on-call services needed? If so, when and how often (if applicable)? | No |
| Q28 | (General) What is the anticipated number of positions needed for this service? How many positions are filled? | Possibly 1 |
| Q29 | (General) What is the estimated number of hours per week/year? | 35 hours per week |
| Q30 | (General) Are you satisfied with the current vendor(s)? | Yes |
| Q31 | (General) What is the estimated award date? | Notice of the intent to award the Contract will be provided with reasonable promptness by written notice from the Director of Procurement, or his/her designee, to the lowest responsible and responsive Entity whose Bid meets the requirements and criteria set forth in this IFB. |
| Q32 | (General) What is the estimated contract start date? | The anticipated notice of contract award, contract start date, and program start date are contingent upon any required Board approval. It is anticipated that services will begin immediately after the Board approves and the CEO executes all contracts. |
| Q33 | (General) Is there a not-to-exceed budget cap and/or a target spend for this RFP? If yes, please specify the budget cap/target spend. | This is a Requirements Contract. Upon Board approval, the contract cap will be shared with the public. Not to exceed (NTE) amounts are based off historic spend, district needs, and budgets. |
| Q34 | (General) For planning purposes, approximately how many contracted positions were utilized during the most recent school year, and does the District anticipate this level of utilization will remain generally consistent, increase, or decrease during the upcoming contract term? | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q35 | (General) Can we submit samples resumes representative of the type of candidates we would present? | This is not necessary. |
| Q36 | (General) Should we be awarded this contract, we would staff accordingly to your needs. Are we able to provide resumes of the team responsible for managing and hiring for this project? | Please refer to the section titled "Qualifications of Occupational Therapist and Physical Therapist" - A résumé for each contractor must be provided to the Related Services Unit prior to caseload determination and assignment. Additionally, per Part III, Section 2 - Tab C. - Experience and Capabilities, you must name all key personnel who will perform Work under the Contract and include each individual’s resume. Include work history, educational background and indicate the proposed role/function of each individual in your bid submission. |
| Q37 | Would the district accept electronic signatures on the signed proposal forms as part of the online eMMA submission? | All signatures should be original wet signatures for bid submissions or an official verifiable electronic signature. |
| Q38 | Can you provide instructions on how the vendor can upload a redacted copy of the proposal with the eMMA submission that blacks out any information labeled with "Confidential" or "Proprietary" (e.g., Financial Statements)? | Vendors submitting a redacted copy of their Bid in accordance with Part II - Section 1 - Statement of Confidentiality should submit with your unredacted Bid via eMMA. Please refer to eMMA's helpdesk for additional support. |
| Q39 | Can the vendor submit a proposal to offer only Occupational Therapy (OT) services instead of both OT and Physical Therapy (PT) services (i.e., respond for only one (1) service)? | No, vendors are bidding the whole contract, but may only be responsive for 1 discipline |
| Q40 | Would you consider proposals for only virtual (teletherapy) occupational therapy services (i.e., no in-person/on-site services)? | No |
| Q41 | If the vendor offers only OT services, can the vendor attach pages to Appendix I, Bid Form, to provide additional details on proposed rates and services being offered? | No, vendors are bidding the whole contract, but may only be responsive for 1 discipline |
| Q42 | While Appendix I, Bid Form, requires daily rates. In reference to page 14 of the IFB: Can you verify that the vendor can bill based on the hourly rates used to calculate the daily rates if the vendor does not bill on a daily basis? | Bids should include a daily rate. The hourly rate will be the equivalent of the daily rate, divisible by 7. |
| Q43 | Would the district consider separate rates for bilingual providers if the vendor lists the separate rates in a separate PDF attachment, including additional pages attached to Appendix I, Bid Form (Volume II - IFB Appendix I Bid Form - Excel File)? | Alternate and/or Separate Bids will not be accepted. Bids must be completed aligned to the IFB, Bid form, and excel file. Per the IFB - There shall be no rate differentiation for provision of individual or group services, indirect services, assessments, or professional development. |
| Q44 | Would the vendor be penalized in any way if it includes a separate PDF attachment with additional pages to be attached to the completed Volume II - IFB Appendix I Bid Form - Excel File, in order to include additional details regarding any proposed additional costs charged separately from the proposed rates? | Alternate and/or Separate Bids will not be accepted. Bids must be completed aligned to the IFB, Bid form, and excel file. Bidders must propose their fully loaded all-inclusive Daily Rate for service. |
| Q45 | If the vendor can also offer on-site facilitators to support its teletherapy (virtual) services if needed, can the vendor include the details and separate rates for these facilitators on PDF pages attached separately as part of the completed Volume II - IFB Appendix I Bid Form - Excel File? | Not needed |
| Q46 | If the vendor includes a PDF attachment for additional details regarding the rates listed on Appendix I Bid Form - Excel File, should the vendor upload a ZIP file for Volume II that contains the Excel File and PDF file with the online eMMA submission? | Proposed rates should include all costs associated with provision of services |
| Q47 | Does the district anticipate awarding more than one vendor for this IFB or per service? | Yes |
| Q48 | In reference to page 10 of the IFB: If the vendor is only offering virtual/remote service providers, would the district consider waiving any TB testing requirements since these remote providers would not be on-site or in physical contact with students? | We do not require teletherapy services |
| Q49 | In reference to page 8 of the IFB: Do you require resumes of potential service providers upon proposal submission under TAB C? | Requested but not required |
| Q50 | If resumes for potential service providers are required upon submission, would you consider blind resumes with full names and license numbers withheld? | No |
| Q51 | Separate from any service provider, can the vendor provide the role descriptions and/or bios for its known key personnel/RFP point of contact instead of including their full resumes under TAB C? | Not needed |
| Q52 | Would the vendor be penalized or disqualified if its proposal included exceptions to the terms and conditions within the RFP and/or Appendix A and/or Appendix B for the district's review upon submission, provided the vendor takes into consideration the non-negotiable provisions specified on pages 25-26 (Part II, Section 29)? | Vendors are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render the Bid unacceptable and subject to rejection. See Part II Section 19 -Terms and Conditions. |
| Q53 | Would the vendor be penalized or disqualified if its proposal includes its additional terms to be added to the RFP, Appendix A, and/or Appendix B for the district’s review? | Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Bid unacceptable and subject to rejection. See Part II Section 19 -Terms and Conditions. |
| Q54 | Should the vendor include its requested exceptions and/or additional terms under TAB E with all other proposal forms or as a separate TAB toward the end of Volume I? | City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. See Part II Section 19 -Terms and Conditions. |
| Q55 | Regarding the "Certificate of Status" requested under TAB E: Can the foreign corporation include a copy of its online Maryland Business Express that shows its business Maryland registration that states "This business is in good standing" if it does not receive a copy of the State of Maryland Certificate of Good Standing to include at the time of proposal submission? | Entities shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the Entity is in Good Standing with the Department of Assessments and Taxation of Maryland and/or registered to do business in the State of Maryland. This requirement applies to foreign corporations. |
| Q56 | Regarding the "Certificate of Insurance" requested under TAB E: Can the vendor provide a copy of its COI as evidence of insurance at the time of submission and state that it can provide an updated certificate only upon award that lists Baltimore County City Board of School Commissioners as additional insured and certificate holder? | Please reference Section 16.0 - Insurance - The Entity shall submit with their Bid a Certificate of Insurance that complies with § 19-116 of the Insurance Article, Maryland Annotated Code. |
| Q57 | What are the district's anticipated needs for OTs and PTs (e.g., estimated weekly or annual hours needed per provider)? | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q58 | Would the district provide its students with the hardware (e.g., computer, webcam, headsets, etc.), test kits, supplies, and other materials the students need for services? | Yes |
| Q59 | What are your current vendor names and rates for OT and PT services? | See chart below for current vendor names and rates under IFB-20058 and IFB-20059 |
| Q60 | What is the estimated or average annual budget for OT and PT services? | See question 24 response. |
| Q61 | What is the exact submission deadline for June and other fiscal-year-end invoices? If City Schools personnel have not signed attendance-verification forms before schools close for the summer, will City Schools accept a timely provisional invoice with the available service documentation and allow the signed forms to be supplemented later? | The vendor will submit numbered billing invoices by the 15th of the month following the month in which services were provided to City Schools. |
| Q62 | Will City Schools designate a primary and backup attendance-verification signer at each location and require forms to be signed promptly? If a signature is delayed solely because the designated City Schools representative is unavailable or unresponsive, may the vendor submit the invoice and provide the signature afterward without delaying processing and payment? | No |
| Q63 | The IFB states that City Schools has historically utilized approximately three to five contractual occupational therapists and physical therapists. Is that number combined across both disciplines or three to five providers in each discipline? Please provide the currently anticipated number of OT and PT positions, including expected full-time, part-time, short-term, and itinerant assignments; estimated weekly hours; anticipated total number of students requiring contractual services; and anticipated caseload for each assignment. | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q64 | Part III, Tab C requires resumes for “key personnel.” Does this refer to the bidder’s administrative and contract-management personnel rather than every therapist who may later be assigned? Additionally, does the restriction against candidates signing placement agreements with multiple agencies apply only when a candidate is presented for a specific assignment after award? | Contractors who sign placement agreements with multiple agencies will not be considered. Individual therapists would not be considered Key Personnel. See the Article 4 of the City Schools General Articles (Appendix B) and Part III - Section 2 - Tab C. - Experience and Capabilities for more information on Key Personnel. |
| Q65 | Will the school district be open to add the following clarifying language to the indemnification obligation? “Notwithstanding anything to the contrary in the contract, the vendor’s indemnity obligations shall not apply to the extent the liability arises out of or results from the negligent act or omission, willful misconduct, breach of this contract, or unlawful act of the school district or any of its agents or employees. | City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. See Part II Section 19 -Terms and Conditions. |
| Q66 | It is not commercially available to add the district as an additional insured to the workers compensation policy. Does the district accept that bidder provides an alternate employer endorsement for workers’ compensation insurance instead? | Per Part II Section 19 - Terms and Conditions, City Schools shall not negotiate Insurance terms. Vendors must meet all required insurance levels as stated in the IFB and Part III - Section 16 - Insurance. |
| Q67 | Our policy cannot be endorsed to include 3 years of tail coverage now since tail coverage is purchased at the time the policy becomes extinct. Does the district accept the following instead? “Bidder must either maintain any "claims-made" policy(ies) for a period of at least 3 years following the later of the termination of the Agreement or the last day services are performed under the Agreement, or purchase an extended reporting period/tail policy/provision covering the 3 year period following the later of the termination of the Agreement or the last day services are performed under the Agreement.” | Per Part II Section 19 - Terms and Conditions, City Schools shall not negotiate Insurance terms. Vendors must meet all required insurance levels as stated in the IFB and Part III - Section 16 - Insurance. |
| Q68 | Would the district permit Contractor to terminate the contract for convenience by providing prior written notice to the district? | Please reference Appendix B- Article 10 Termination. |
| Q69 | Will the bidder be negatively impacted if it submits exceptions and additional terms to the contract terms? | City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. See Part II Section 19 -Terms and Conditions. |
| Q70 | Will there be an opportunity to negotiate the terms of the contract post-award? | City Schools is not required to negotiate changes to its terms and conditions, and Entities should note that any variance from the aforementioned terms and conditions may provide the basis for City Schools to reject the Entity’s Bid. See Part II Section 19 -Terms and Conditions. Post award negotiations shall not be allowed. |
| Q71 | Would Baltimore City Public Schools consider extending the bid submission deadline? | Not at this time |
| Q72 | Service Coordinator Contact: Who is the designated individual coordinating the services for the various disciplines within the district, and could you share their contact information? | Katie Cohen kcohen@bcps.k12.md.us ; Be advised: Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Bid. |
| Q73 | School Day Hours: How many hours constitute a school day for the purposes of this contract? | Please refer to the "Vendor's Responsibility" section of the solicitation |
| Q74 | School Year Duration: How many school days are scheduled per year? | Please refer to the "Vendor's Responsibility" section of the solicitation |
| Q75 | Additional Disciplines: Are vendors permitted to bid on special education disciplines not explicitly listed in the RFP? | No |
| Q76 | Teletherapy Option: Is the district open to the use of teletherapy for service delivery? | Not at this time |
| Q77 | Electronic Signatures: Are electronic signatures acceptable for signing the bid documents? | All signatures should be original wet signatures for bid submissions or an official verifiable electronic signature. |
| Q78 | Use of District References: May we include district personnel as references for this RFP? | Yes |
| Q79 | If we're allowed to add additional specialties, can we modify the pricing sheet provided in IFB-27018 Appendix I – Bid Form, or do we need to submit a separate pricing sheet for the additional specialties? | No modifications are allowed. Bids should be submitted based on the requirements of the IFB only. |
| Q80 | Is there a maximum percentage increase from year to year that we cannot exceed? | Bidders shall provide their most competitive rates reflective of their fully-loaded rate for service |
| Q81 | Would City Schools permit vendors to submit pricing for licensed Occupational Therapist Assistants and/or Physical Therapy Assistants? | No, we do not use the services of COTAs and PTAs |
| Q82 | How are partial-day school closures (e.g., early dismissal, weather) handled for billing? Will City Schools use prorated hourly rates? | The hourly rate will be equal to the daily rate, divisible by 7 (seven). |
| Q83 | Will City Schools accept separate daily rates for OT versus PT, or must all disciplines bid one uniform rate? | One daily rate |
| Q84 | Of the anticipated placements, what is the approximate split between school-based vs. itinerant/home-based/Headstart assignments? | Unknown |
| Q85 | What is the current number of OT/PT vacancies City Schools anticipates filling under this Contract for the upcoming school year? | OT approximately 1-2 FTE; PT - FMLA coverages and summer coverage |
| Q86 | Is there a rate cap for each of the requested professions? If so, could the district please share the applicable rates | Bidders shall provide their most competitive fully-loaded rate per service. |
| Q87 | The Bid Proposal Form includes a single pricing line; however, the IFB solicits both Occupational Therapy and Physical Therapy services. Should bidders submit one blended daily rate applicable to both disciplines, or will the District provide separate bid forms or allow separate pricing for OT and PT? | One daily rate |
| See the below two charts for vendors and rates approved under IFB-20058 and IFB-20059. |
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