IFB 30-26061 - Locum Tenens Medical Staffing_Addendum 2.pdf

North Carolina Solicitation Addendum Version Date: 11/2021

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SOLCITATION ADDENDUM

This addendum DOES NOT need to be returned with your bid.

1. The following are questions received about the Solicitation and the State’s response to those questions:

Questio n #

Document Section Vendor Question State’s Response

1 Page 14, Section 4.6 Are candidate(s) ' CVs and supporting documents required for the proposal phase? (Page 14, Section 4.6 implies candidate(s) BLS are requested for proposal.)

Licenses, certifications, and registrations should be available for all proposed candidates.

However, these will not typically be requested until the candidate is selected to be hired.

Please see addendum #1 for solicitation updates.

2 Sourcing Tool Before committing to "Intends to Participate", how can we access the Excel worksheet referenced in Section 5.0 so we can review the pricing sheet? (Or, is it necessary for the vendor to select "Intends to Participate" to access the worksheet?

The system does require you to select “Intends to Participate” to open the solicitation and access the Pricing worksheet.

Please know that no commitment or requirement to submit a bid is required by selecting this.

3 Are vendors required to submit pricing for each specialty requested or can we submit pricing for only the specialties we can offer?

Please submit pricing for any and all specialties you can offer.

Issuing Agency: DHHS/Division of State Operated Healthcare Facilities

Solicitation Number: 30-26061

Solicitation Description: Locum Tenens Medical Staffing

Solicitation Opening Date and Time:

09/21/2026 at 2:00pm EST

Addendum Number: 2

Addendum Date: 08/20/2026

Purchasing Agent: Brooke Wells

SOLICITATION NUMBER:30-26061 Error! Reference source not found.

ADDENDUM NUMBER: Error! Reference source not found.2

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4 If the vendor is already doing business in the State of NC, is the Attachment G W-9 form still required to be included with the proposal?

Yes, the Substitute W-9 is still required to be returned with your bid.

5 How many vendor awards are anticipated?

There is no set number, we will look to award as many as necessary to fully cover the needs of the facilities listed.

6 Is this a new contract? If not, who are the incumbent vendor(s)?

These services have been contracted before by individual facilities at various times. This is the first “DSOHF-wide” contract of this type.

7 Do you have 2025 historical spending data by specialty you can share?

We are unable to provide the requested information through this office. If you would like to obtain the information requested, please contact the DHHS Office of Communications and submit a public records request at public.records@dhhs.nc.

gov.

8 Section 1.0 Purpose and Background (Page 5)

Please provide the historical utilization for the past twenty-four (24) months by clinician specialty, including hours worked, number of providers utilized, and facility location.

Please see response to question #7.

9 Section 1.0 Purpose and Background (Page 5)

Please identify the electronic medical record (EMR) system(s) utilized at each DSOHF facility.

Epic Electronic Health Record.

10 Section 1.0 Purpose and Background (Page 5)

What is the estimated annual contract value or anticipated annual spend for this solicitation?

DSOHF is estimating roughly $8 million total annual spend.

11 Section 1.0 Purpose and Background (Page 5)

What is the estimated percentage of anticipated utilization by provider type (Psychiatrist, Psychologist, Primary Care Physician, NP, PA, etc.)?

At this time, we are unable to provide an estimated percentage of anticipated utilization by provider type. Utilization will be determined based on program needs, participant demand, provider availability, and clinical appropriateness.

Vendors should be prepared to support the full range of provider types identified in the solicitation.

mailto:public.records@dhhs.nc.gov mailto:public.records@dhhs.nc.gov

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12 Section 3.1 Method of Award (Page 9)

Does DSOHF anticipate awarding contracts to all responsive vendors meeting specifications, or is there an anticipated maximum number of awards?

At this time, DSOHF has not established a maximum number of contract awards. The number of awards, if any, will be determined following the evaluation of proposals and will depend on the responsiveness and responsibility of the vendors, as well as the Department's operational needs and best interests.

DSOHF reserves the right to award one, multiple, or no contracts in accordance with the terms of the solicitation.

13 Section 3.1 Method of Award (Page 9)

How will assignments be distributed among awarded vendors? Will assignments rotate, be based on lowest rate, provider availability, facility preference, or another methodology?

Facility preference taking into account availability, ability to meet clinical need, and qualifications of candidates presented.

14 Section 4.1 Pricing (Page 11) Please provide the current awarded vendor(s), applicable contract number(s), and current billable rates for each clinician/service category.

Please see response to question #7.

15 Section 4.1 Pricing (Page 11) Please clarify whether the billable rates submitted in response to this IFB will remain fixed for the entire contract term (including all renewal options), or whether the State will permit annual price adjustments or other rate escalations during the contract period. If annual price adjustments are permitted, please describe the process, timing, and any limitations applicable to such adjustments.

Pricing submitted in response to this IFB should be considered firm and fixed. The Department does not anticipate annual price adjustments or rate escalations during the initial contract term or any renewal option periods. Vendors should submit their proposed pricing accordingly. Any modification to contract pricing would be subject to mutual agreement of the parties and any applicable State procurement requirements.

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Document Section Vendor Question State’s Response

16 Section 4.2 Fees (Page 11) Please clarify whether overtime applies after forty (40) hours per week, after eight (8) hours per day, or only after scheduled hours.

Overtime applies when approved and performed after 40 on site working hours/week, regardless of the distribution of hours. OT rates cannot be applied no matter how many hours are worked unless OT has been approved in advance by the supervisor.

17 Section 4.2 Fees (Page 11) Please clarify whether on-call hours are compensated separately from hours worked and whether providers are expected to remain onsite or may take call remotely.

Pricing is covered in the pricing attachment.

The flat rate on call applies to providers taking remote on-call.

Providers may have to respond to the facility during this time. A call back rate is applied if the provider has to come into the facility while taking the flat rate remote on call. Providers who work on site for the entire shift during on-call hours are paid at the regular rate unless the approved work hours exceed 40 hours in a week in which case the excess hours are paid at the premium rate.

18 Section 5.1 Specifications (Page 14-15)

Approximately how many locum assignments are anticipated annually by specialty?

Please see response to question #11.

19 Section 5.1 Specifications (Page 14-15)

What is the average anticipated assignment duration by provider specialty?

Facilities will communicate the requested length of the assignment.

Psychiatrists are often requested for a 6-month assignment, 3 months is typically anticipated for most requests although requests may range from shorter to longer time frames and requests for extensions at the end of an assignment are possible.

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20 Section 5.1 Specifications (Page 14-15)

What is the average credentialing timeframe from provider submission until the provider is cleared to begin work?

30-60 days.

21 Section 5.1 Specifications (Page 14-15)

What is the expected turnaround time for vendors to submit qualified candidates after receiving a staffing request?

Prefer for submissions as soon as possible. At least within 7 days.

22 Section 5.1 Specifications (Page 14-15)

Will vendors submit multiple candidates for each opening, or is there an exclusive first-right submission process?

Multiple candidates.

There is not an exclusive first-right submission process.

23 Section 5.1 Specifications (Page 14-15)

Will facilities conduct interviews before selecting providers? If so, what is the typical interview process?

There will be at least a phone interview with candidates that we are considering hiring.

24 Section 5.1 Specifications (Page 14-15)

Is there a cancellation policy or minimum payment requirement if a confirmed assignment is canceled by the facility prior to the provider's scheduled start date?

An assignment may be delayed if credentialing has not been completed, but facilities do not foresee a cancelation unless additional information became available that made a candidate ineligible

25 Section 5.1 Specifications (Page 14-15)

Is provider orientation compensated, and if so, at what billing rate?

Yes, at the regular rate.

26 Section 5.1 Specifications (Page 14-15)

What is the required dress code for contracted healthcare professionals? Are providers required to wear facility-issued uniforms, color-specific scrubs, business attire, or other designated apparel? If scrubs are required, please specify the required color(s) by discipline and whether they are provided by the facility.

There is no facility issued attire. Scrubs are not required. Providers are expected to dress in a professional manner appropriate for a healthcare practice.

27 Section 6.1 Contract Manager and Customer Service (Page 16)

Please clarify how staffing requests will be communicated to awarded vendors. Will requests originate from a centralized DSOHF contract administrator, or will each individual facility submit staffing requests directly to the awarded vendors?

Individual facilities will reach out to awarded vendors as needs arise.

28 What was the annual spend for the previous year on this Project?

Please see response to question #7.

29 If this is a new Contract, What is the annual Budget for this?

Please see response to question #10.

30 Who are previous incumbents on this project?

Please see response to question #6.

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31 What are the challenges or pain points you are facing with the current contractor?

Current challenge is that there are too many single facility contracts and this effort will reduce duplication and expand access equally to all facilities.

32 How many positions are required under this contract?

There is no set number of positions required.

33 Is this single vendor or multi vendor awards?

Please see section 3.1 of the IFB solicitation.

34 General What is the current number of FTEs, by job title, working under the existing contract at each facility location?

The Department does not have current staffing information by full-time equivalent (FTE) or job title for each facility location. Vendors should develop their proposals based on the requirements and scope of work outlined in the

IFB.

35 Section 2.7 Are only the documents specified in Section 2.7 required to be uploaded as a single PDF, excluding the cost proposal, which will be submitted separately in Excel format?

Yes.

Please see addendum #1 for solicitation updates.

36 Section 2.7 To be compliant, are we required to upload only one PDF (technical proposal) and one Excel file (Attachment A – Pricing Page final)?

Please see answer to question #35.

37 Section 2.7 Are the following the only required submission documents:

the fully signed solicitation, the PDF response for Section 2.7, and the pricing Excel file?

Yes – the signed solicitation and your response for Section 2.7 should be together as 1 PDF document and the pricing Excel file submitted separately.

Please see addendum #1 for solicitation updates.

38 Section 4.6 On Page 12, Section 4.6, which documents are required to be included in the proposal? Some of the listed items appear to be candidates' licenses.

Please see response to question #188.

39 Section 1.0 What is the estimated budget for this contract? If unknown, please provide information on previous contract spending.

Please see responses to questions #7 & #10.

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40 Section 1.0 Is this a new requirement? If not, please provide the name(s) of the current vendor(s) delivering these services and explain how the services are currently being procured. Aside from the expiration of the current contract, are there any other reasons for issuing this solicitation? Are there any current pain points or challenges?

Please see responses to questions #6 & #31.

41 Section 1.0 Please provide the total number of temporary staff currently on assignment. Include the job classification of each worker, the vendor providing the temporary employee, and the corresponding pay and bill rates.

Please see response to question #34.

42 Section 3.1 Will this be awarded as a single-award or multiple-award contract?

Please see response to question #33.

43 Section 2.6 / General Please provide copies of the proposals submitted by the current vendor(s) providing temporary staffing services, including their rate and cost sheets.

Please see response to question #7.

44 Section 5.1 What is the average duration of a temporary staff assignment?

Please see response to question #19.

45 General Is maintaining a local office a mandatory requirement?

No.

46 Section 3.1 Is preference given to local vendors during the proposal evaluation process?

No.

47 Section 4.6 Are we required to submit the Certificate of Insurance and Business License with our proposal?

No.

48 Section 2.7 Kindly provide a complete list of all required attachments and supporting documentation that must be submitted with the proposal to ensure compliance.

Please see responses to questions #35-37 above.

49 Section 4.1 / Attachment A Can DSOHF provide historical or projected annual volume/hours by specialty and by facility to inform rate development?

Please see responses to questions #7 & #34.

50 Section 4.1 / Attachment A Is there a minimum guaranteed volume, or is this purely as-needed/on-call with no utilization guarantee?

No minimums or maximums guaranteed, purely as needed.

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51 Section 4.2 How are "Weekend & Holiday on-Call flat rate" hours calculated if a Provider is on call but not actively treating patients?

Please see response to question # 17.

52 Section 5.1 Are Providers expected to be W- 2 employees of the Vendor, 1099 contractors, or either?

Does Vendor's model need State approval?

Either. The state does not need to approve of the Vendor’s model.

53 Section 3.1 / 5.1 Can one awarded Vendor decline to staff certain facilities/specialties, or is award facility-agnostic across all 12 sites?

Vendor does not have to submit candidates for all specialties or for all facilities.

54 Section 5.1 What is the expected average assignment length (days/weeks) for a typical locum placement?

Please see response to question #19.

55 Section 3.1 Roughly how many vendors does the State intend to make awards to under this multi-award

IFB?

Please see response to question #5.

56 Section 3.1 / 5.1 If multiple vendors are awarded, how are work orders/requests routed among them (rotation, first-available, price-based)?

Please see response to question #13.

57 Section 4.9 / Attachment K Does DSOHF's credentialing/privileging process have a target turnaround time, and can it run in parallel with Vendor's own background check/drug screen process?

Please see response to question #20 and yes, they can run parallel.

58 Attachment K For the IC 182 vaccination attestation, does DSOHF or the Vendor maintain the compliance tracking system of record?

The vendor should maintain a compliance tracking system;

however, the DSOHF facility may request documentation of compliance.

59 Section 1.0 / General Is there an existing incumbent Vendor(s) currently providing these services, and if so, what is the current spend/rate structure?

Please see response to questions #6 & #7.

60 Section 6.2 What format/system is used for invoicing across 12 separate facilities — is there a centralized portal or is each facility invoiced independently?

Please see IFB Section

6.2 for this information.

61 What is the intended number of awards (approximate number)?

Please see response to question #5.

62 What are the estimated funds allocated for this contract?

Please see response to question #10.

63 What is the tentative start date for this engagement?

Please see section 1.1 of the IFB.

64 What is the work location of the proposed candidates?

Please see section 1.0 of the IFB.

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65 What is the evaluation criteria? Please see section 3.3 of the IFB.

66 Is this a new contract, or are there any incumbents? If there is an incumbent, please provide the incumbent's name and pricing and confirm whether the incumbent is eligible to resubmit the proposal.

Please see response to question #6.

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

Please see response to question #31.

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

Please see response to question #7.

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

As stated in section 4.7 of the IFB: No, there are no mandatory subcontracting requirements for this contract.

Our bid states that no portion of the work may be subcontracted without prior written consent of the State. If the Vendor wishes to subcontract any part of the work, the Vendor must provide the proposed subcontractor’s name, qualifications, and experience with the bid.

The Vendor remains fully responsible for all work performed by any approved subcontractor.

70 Can we submit good faith efforts if we are unable to find a subcontractor?

The question does not contain enough detail for the agency to provide a meaningful answer.

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

Please see response to question #34.

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

Please see response to question #50.

73 If the resources we provide at the time of proposal submission are unavailable at the time of a potential contract award, could vendors replace them with equally qualified resources?

The question does not contain enough detail for the agency to provide a meaningful answer.

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74 Can we provide hourly rate ranges in the price proposal?

The agency requires firm and fixed pricing.

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

Please see response to question #15.

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

Please see response to question #15.

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

Please see response to question #15.

78 What are the invoice/payment terms (NET 30, NET 45, etc.)

and required invoice fields?

Please see sections 4.2 & 6.2 of the IFB.

79 What are the candidate reporting requirements?

The question does not contain enough detail for the agency to provide a meaningful answer.

80 Is the work entirely onsite, or is there a possibility for remote operations and performance?

Onsite except for scheduled remote on call shifts.

81 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?

Please see response to question #1.

82 Could you please provide the list of holidays? Are there any mandated Paid Time Off, Vacation, etc.?

Please see section 4.2 of the IFB for applicable holidays. No paid time off.

83 Labor Categories Is it mandatory for vendors to submit a bid for all labor categories/positions under this IFB, or may vendors submit a bid only for the labor categories they are able to provide?

Please see response to question #3.

84 References The IFB requires three (3) customer references and also references government contracts. If a vendor does not have prior government contracts but has relevant commercial/private sector experience, will commercial/private client references be accepted in lieu of government contract references?

Yes, we ask for government contract preference; but if there isn’t any, we ask for the closest in similar size and scope as stated in IFB Section 4.4.

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85 Resumes Are resumes/CVs required with the bid submission? If yes, should vendors submit live resumes of proposed candidates or sample/template resumes?

Please see response to question #1.

86 NC Secretary of State Registration

Please confirm whether North Carolina Secretary of State registration is required at the time of bid submission, or if it is only required after award as stated in Section 4.8.

Requirements are as stated in IFB Section 4.8.

However, there is no issue with it happening earlier as it may take some time to complete.

87 Estimated Contract Value Could the State please provide the estimated budget, contract value, or anticipated annual spend for this solicitation?

Please see response to question #10.

88 North Carolina Dept. of Health & Human Services provided both the Business Associate Addendum and the Terms & Conditions attachments. In Section 2.7, Bid Contents (pg.

8-9), the Terms & Conditions file is not listed as a required submission item. Should we provide redlines or comments to the Terms & Conditions as part of the IFB response, or will there be an opportunity to address those during contract negotiations?

Correct, the Terms & Conditions are not required to be returned with your bid; however, if you plan on submitting redlines to the Terms & Conditions then including this as part of your IFB response is recommended.

89 Section 2.7 lists several attachments and forms. Can you please confirm whether all items identified in Section 2.7 are required to be submitted with the bid? Additionally, because this solicitation is an IFB rather than an RFP, should bidders limit their responses to the forms and attachments required through Ariba, or are there other sections of the IFB that should be completed or addressed as part of the submission?

Please see the answer to questions #35-37.

90 What is the estimated annual spend and utilization across Allied, Locum Tenens, and Vendor Staffing services? Can this be provided system-wide, by facility, department, or specialty?

Please see response to questions #10.

91 Approximately how many staffing requests or assignments are anticipated annually across the contract term?

question #11.

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92 Are locum tenens and allied requests managed through a centralized team, or is the process decentralized by the facility or department?

Please see response to question #27.

93 How will awarded vendors receive and manage open job orders?

Awarded vendors should specify method for each facility to submit requests for job orders.

94 Will future staffing needs be forecasted and communicated in advance, or only released once approved?

Staffing needs fluctuate;

however, facilities will communicate needs as soon as practical.

95 How many vendors will be awarded?

Please see response to question #5.

96 Can this be a staffing agency or an individual provider?

Either.

97 What is the contract length of this agreement? What are the contract terms? Will it include renewals?

Please see section 1.1 of the IFB.

98 What is the annual budget for this contract?

Please see response to question #10.

99 Who is the current vendor for these services?

Please see response to question #6.

100 What is driving the need for this

IFB?

Please see response to question #31.

101 What is working and what is not working in your current program?

Please see response to question #31.

102 What are your plans for replacement strategies on the current existing suppliers or incumbents?

The State does not have a replacement strategy that requires immediate transition from existing suppliers. Vendors who are not awarded under the new contract will continue performing under their current contracts until those contracts reach their natural expiration. For existing vendors who are awarded under this new solicitation, the State will work with them to transition to the new contract in an organized and coordinated manner.

103 What is your order release strategy? Will the suppliers be tiered? Or everyone will be sent a work order.

Please see response to question #13.

104 How is your current program managed?

question #6.

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105 What are your current needs by specialty (i.e., how many psychiatrist, psychiatric nurse practitioners, etc.)

A current snapshot across most of the facilities looks like this: 8 psychiatrists, 6.5 primary care, 3 PA/NP,1.5 psychologists,1 dentist.

Please note that these numbers can vary greatly at any given time based on various factors.

106 Are the needs based on “as needed”?

Yes.

107 Can we make language changes to the terms/conditions?

Yes, this is considered “redlines”. Please see response to question #88.

108 Do we need to submit any redlines with our proposal?

If you wish to submit redlines, please see response to question #88.

109 Will negotiations be done before or after award?

Before.

110 If awarded, can we withdraw without penalty, if we can’t agree to terms and conditions?

Yes, but agreement with T&Cs would need to be reached BEFORE award.

110 Do we have to be a DVBE or Small Business?

No.

112 Are there any requirements to subcontractor partial services through a DVBE or Small Business?

No.

113 Will there be penalties if we are not a DVBE or Small Business?

Or opt not to use a DVBE or Small Business to fulfill our orders?

No.

114 Would there ever be a reason to hire the Job title on a permanent basis?

Yes.

115 Typically, how many patients are seen on a daily basis?

This is variable according to the specialty, the facility, and the assignment. It is difficult to compare the assigned population to a traditional healthcare setting.

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116 What is the typical age of the patients? Any children?

Patients are typically adults. There are populations that are youth (5-11 and 12-18), adult, and Geriatric, but not all facilities have all age groups. Requests will specify the population/facility to be served.

117 Is this all out/inpatient services? Inpatient.

118 Would providing telemedicine be an option?

Not at this time.

119 Are you looking for the hourly cost to include travel and lodging expenses? Do they have to be a local provider?

The rate is all inclusive.

The provider needs to be able to come to the DSOHF facility to which they are assigned.

120 Would we be required to provide software or technology, if so can you give an example of what type of software/technology you would need?

No.

121 What reports would be required regarding performance? How often would they need to be provided?

Please see section 6.3 of the IFB.

122 Do we need to submit CV's of providers with our proposal?

Please see response to question #1.

123 How many locum tenens do you plan to need over the course of this agreement?

Please see response to question #11.

124 What is the estimated budget for this contract?

Please see response to question #10.

125 Is there an incumbent contractor for this contract, or is this a new contract? If there is an incumbent, please provide the incumbent's name, current bill rates (if available), and historical spend.

Please see responses to questions #6 & #7.

126 How many staffing requests or requirements are anticipated to be released annually?

Please see response to question #34.

127 Please confirm whether any local preference applies to this solicitation.

Please see response to question #46.

128 On average, how many contract staff are deployed at any given time under this contract?

Please see response to question #34.

129 What is the expected turnaround time for vendors to provide requested contract staff?

question #21.

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130 Is attendance at the Teams meeting scheduled for September 21, 2026, mandatory in order to submit a bid?

No, that is just the link to attend the opening of all received bids where only vendor’s names who submitted by the deadline will be read off.

131 Can NC DHHS confirm whether the Teams meeting is solely for acknowledgment purposes or whether it is also intended for bid submission?

Acknowledgement purposes only and attendance is not required.

132 Pricing and Award Structure Does DHHS plan on awarding uniform pricing to all awarded vendors?

No.

133 Pricing and Award Structure How many vendors does DHHS intend to award under this multi-award contract, and how will work be allocated among them (rotation, first right of refusal by facility, lowest bidder first, etc.)?

Please see response to question #5 & question #13.

134 Pricing and Award Structure Is pricing expected to be uniform across all 12 facilities, or can vendors submit facility-specific or regional pricing given cost-of-labor differences?

Pricing is expected to be uniform across all 12 facilities.

135 Pricing and Award Structure Attachment A includes a Permanent Placement Fee column. Does DHHS anticipate direct-hire conversions of locum staff, and if so, is there a guarantee period tied to that fee?

Direct hire conversions are an option, and DHHS has used such options in the past. This is an option when both DHHS and the locums staff prefer a permanent working arrangement, 136 Pricing and Award Structure Can DHHS clarify how the Weeknight Call and Weekend/Holiday Call flat rates interact with the hourly rate if a provider is actually called in and works hours during that on-call window?

Please see responses to questions #17 & #51.

137 Pricing and Award Structure Will rates be locked for the full 3-year term, or is there a mechanism for annual rate escalation or adjustment?

Please see response to question #15.

138 Current Staffing and Volume Can DHHS confirm if there are incumbent vendors providing any of the staffing services outlined in this bid?

Please see response to question #6.

139 Current Staffing and Volume If so, can you confirm the current job titles and bill rates?

question #7.

140 Current Staffing and Volume Does DHHS have an estimate of total hours requested for each job title?

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141 Current Staffing and Volume Can DHHS provide a facility-by-facility breakdown of anticipated need?

Please see response to question #34.

142 Current Staffing and Volume Does DHHS plan on utilizing these staff as Full Time (36–40 hrs/week) or Part Time?

Both are possible requests.

143 Current Staffing and Volume What is the anticipated duration/length of individual assignments (13-week, 26-week, or ongoing coverage)?

Please see response to question # 19.

144 Onboarding and Operations Does the standard 4-month DSOHF Policy IC 182 immunization compliance window apply to short-term/single-day assignments?

Staff of any duration must comply with the vaccination policy.

145 Onboarding and Operations Are background checks/drug screenings facility-specific, or does clearance carry over across DSOHF facilities?

Clearance carries across DSOHF facilities.

146 Onboarding and Operations What is the typical notice period DSOHF facilities give when requesting locum coverage?

Please see response to question #94.

147 Application of Rate Columns Across Labor Categories

Section 4.2 identifies premium holiday and 24-hour on-call rates only for psychiatric nurse practitioners, psychiatrists, primary care physicians, and medical nurse practitioners.

Attachment A, however, applies all seven rate columns to all 42 labor categories, including roles that would not typically carry call coverage. Can the State confirm whether these rate structures are required for all categories or only the four named in Section 4.2, and whether bidders may leave columns blank where a category does not carry that type of coverage?

Please see response to question #3.

148 Anticipated Utilization by Labor Category

Among the labor categories identified in Attachment A, could the State please indicate the five categories it expects to utilize most frequently under this contract?

Please see response to question #11.

149 What is the typical minimum duration of a contract position or assignment?

Please see response to question # 19.

150 Approximately how many staffing requests or task orders can each awarded vendor expect to receive annually?

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151 Following contract award, what is the preferred method for distributing staffing requirements to awarded vendors (e.g., email, vendor portal, VMS, etc.)?

Please see response to question #27.

152 What certifications should we attach for the requirement "Copy of current License/Certifications/Registrati ons"?

Please see addendum

153 BLS Certification and TB Testing Requirements

Section 4.6 refers to Basic Life Support (BLS) certification and proof of TB testing. These apply to individual personnel only. Are there any documents that we must submit related to these 2, when we submit the proposal?

Please see addendum

154 Estimated Staffing Requirements and Historical Utilization Data

Can the State provide the estimated annual service hours, anticipated full-time equivalent (FTE) requirements, and/or historical utilization data associated with this contract?

This information will assist offerors in developing accurate and competitive pricing.

Please see responses to questions #34 & #7.

155 Provider Licensure Requirements

Can the State clarify whether providers holding active, unrestricted licenses in states other than North Carolina are eligible to perform services under this contract, or whether all providers must possess a valid North Carolina license prior to assignment?

All providers must possess an unrestricted, valid NC license.

156 Telemedicine Services Does the State anticipate the use of telemedicine services under this contract? If so, can the State provide additional details regarding the anticipated scope and volume of telemedicine-related services?

Please see response to question #118.

157 Can the State confirm whether vendors headquartered outside North Carolina are eligible for award under IFB 30-26061, provided they meet all solicitation requirements?

Yes.

158 If awarded, must an out-of-state contractor register with the North Carolina Secretary of State prior to award, prior to contract execution, or prior to commencing performance?

question #86.

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159 Can the State provide historical utilization data (e.g., number of assignments, hours, or provider days) by specialty and DSOHF facility for the past 24–36 months?

Please see response to question #7.

160 Can the State provide estimated annual ordering quantities or anticipated utilization by provider specialty for the initial contract term?

Please see response to question #11.

161 Will the State identify the current incumbent contractor(s) for these services and indicate whether the incumbent(s) are eligible to compete under this solicitation?

Please see response to question #6.

162 Does the State have expected fill-time requirements for routine, urgent, and emergency staffing requests by provider specialty?

Please see response to question #21.

163 May an assigned provider support multiple DSOHF facilities during a single assignment when operationally appropriate?

Yes, if it met the needs of all the facilities and was appropriate for patient care. This would be at the discretion of the requesting facilities.

164 Should travel, lodging, mileage, and other travel-related expenses be included in the proposed hourly rates, or will these costs be reimbursed separately when authorized by the State?

Please see response to question #119.

165 Is there a minimum assignment duration or minimum billable period that should be assumed for provider placements?

Please see response to question #149.

166 Beyond the minimum submission requirements, will customer references be evaluated based on factors such as recency, contract size, healthcare specialty, or government experience?

Please see IFB Section 4.4.

167 The solicitation indicates an intent to make multiple awards.

Does the State anticipate making awards by provider specialty, geographic region, or to all responsive and responsible bidders?

question #5 and #12.

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168 What is the typical timeframe from provider acceptance to authorization to begin work at a DSOHF facility after all required credentialing documentation has been submitted?

Please see response to question #20.

169 The solicitation states that the listed provider disciplines are "to include, but not limited to." Can the State identify any additional specialties anticipated during the initial contract term that vendors should consider when developing recruiting and pricing strategies?

The State would like to maintain flexibility within the contract to add additional specialties if needed during the term.

The solicitation notes that the listed provider disciplines are “to include, but not limited to,” which reflects this intent. At this time, the State does not have specific additional specialties identified beyond those already listed; however, we want to preserve the ability to incorporate emerging needs as they arise.

Vendors should factor this flexibility into their recruiting strategies.

170 Does the solicitation require the Vendor to submit a copy of the company's malpractice insurance policy with the bid, or may malpractice insurance documentation be provided for each clinician after award and before assignment?

After award and before assignment.

171 Could you please confirm whether the BLS (AHA) Certification and proof of TB testing must be submitted with the proposal, or only for the clinicians placed under the contract prior to their start date?

Please see response to question #153.

Please see addendum #1 for solicitation updates.

172 Could you please clarify whether Attachment K (DSOHF Policy IC 182 Attestation Statement) must be completed and submitted with the bid response, or if it is intended to be completed for each clinician after contract award and prior to their start date?

Only items listed in IFB Section 2.7 need to be submitted with bids.

Attachment K is intended to be completed for clinicians placed on assignment.

Please see addendum

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173 Mental health / psychiatry volume

How many psychiatrists, psychiatric NPs, psychologists, and other behavioral health clinicians are currently being utilized through locum tenens?

Please see response to question #105.

174 Incumbents Who are the current locum tenens vendors supporting the state-operated facilities?

Please see response to question #7.

175 Historical spend What was the total locum tenens spend during the most recent 12-month period, ideally broken down by facility and specialty?

Please see response to question #7.

176 Expected needs Can NC DHHS provide anticipated vacancies or estimated locum needs by facility and specialty?

Please see response to question #11.

177 Multiple awards Does the State anticipate awarding this contract to multiple vendors, and if so, how will orders be distributed among awarded vendors?

Please see responses to questions #33 & #13.

178 No guaranteed volume If multiple vendors are awarded, is there a rotation, ranking, tiering, or other methodology used to determine which vendor receives an opportunity first?

Please see response to question #13.

179 Rates Are the submitted rates intended to be ceiling/not-to-exceed rates, allowing vendors to quote lower rates for individual assignments?

Please see response to question #74.

180 Travel/housing Are travel, lodging, mileage, and other provider expenses expected to be included in the hourly rate, or can they be billed separately?

Please see response to question #119.

181 Conversion Is there a provision allowing a locum provider to convert to a permanent State employee, and is a conversion fee permitted?

Please see response to question #114. No conversion fees permitted.

182 Credentialing/time-to-fill What is the anticipated credentialing/onboarding timeframe once a provider is selected?

Please see response to question #20.

183 Current providers Will incumbent locum providers be eligible to continue under the newly awarded contract, and how will those providers be handled during transition question #102.

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184 Section 2.3 Notice to Vendors Regarding IFB Terms and Conditions; Acceptance of Bids

The IFB states that the State may leave open the possibility for negotiation of specific provisions addressed during the question-and-answer period and may consider mutually agreed modifications through negotiations and a BAFO process. Please identify which portions of the solicitation, including the North Carolina General Terms & Conditions, Attachment I (Business Associate Addendum), and Attachment J (Medical Services Terms & Conditions), may be negotiated after bid submission and prior to award.

As stated in IFB Section 2.3: The State may exercise its discretion to consider Vendor proposed modifications.

By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a Best and Final Offer

(BAFO).

Please also see response to question #88.

185 Section 1.0 Purpose and Background

To allow vendors to accurately assess staffing needs and pricing, please provide the following information:

· Current incumbent vendor(s)

· Contract start/end dates

· Annual spend under the current contract(s) for the most recent three years

· Approximate number of assignments filled annually

· Utilization by specialty, if available

· Number of awarded vendors currently participating under the contract

Please see responses to questions #6, #7, & 11.

186 Attachment I Business Associate Addendum

Please confirm whether the State will waive Attachment I (Business Associate Addendum) for locum tenens staffing agencies whose services are limited to provider recruitment, screening, credentialing support, and placement activities, and that do not create, receive, maintain, or transmit PHI in connection with those staffing services. If not, please explain the basis upon which the State believes a locum tenens staffing agency operating under this model qualifies as a Business Associate under HIPAA.

The staffing agency is responsible for the placement of any staff in DSOHF facilities. As the party responsible for this staff, you must agree to the terms under Attachment I.

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187 Section 4.5 Background Checks & Drug Screening

Section 4.5.1 references background screening requirements applicable to vendor "employees." Because the awarded vendor will provide independent contractor locum tenens clinicians rather than employees of the staffing agency, please clarify whether the background screening requirements apply solely to clinicians assigned under the contract. If so, would the State revise the language to refer to assigned clinicians/providers rather than vendor employees?

Background screening requirements apply to those who will enter DSOHF facilities as stated in IFB Section

4.5.1 “Vendor agrees to conduct a background check and drug screening per the specifications above in this section on all employees proposed to work under this Contract...”

188 Section 4.6 Applicable Licenses/Certifications/Registra tions and Section 2.7 Bid Contents

Please clarify which licenses, certifications, or registrations must be submitted with the bid.

Is the State requesting individual clinician credentials with the bid response, or are vendors only required to submit business-level licenses/certifications and provide clinician-specific credentials after an assignment request and prior to placement?

Please see response to question # 152.

Please see addendum #1 for solicitation updates.

189 Section 4.6 Applicable Licenses/Certifications/Registra tions; Sections 3.1 and 3.3 Bid Evaluation

If a vendor responds "No" to one or more items in Section 4.6 because the requirement is not applicable to the vendor's locum tenens staffing business model, will such response render the bid non-responsive, negatively impact evaluation, or be considered for clarification during the evaluation process?

For example, certain licensure or certification requirements may apply to healthcare providers or healthcare facilities, but not to a staffing agency that recruits and places independent contractor clinicians.

Please see addendum

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190 Section 4.9 Vaccination and Infection Control Measures;

Attachment K - DSOHF Policy IC 182 Infection Prevention and Control Attestation Form

The solicitation requires submission of the DSOHF Infection Prevention and Control Attestation Form. Please clarify whether this requirement applies only to clinicians who are ultimately assigned to provide services under the contract, or whether the awarded vendor is expected to complete and submit attestation forms at the time of bid submission. As a locum tenens staffing agency, we do not believe these requirements are applicable to corporate personnel who do not provide patient care services, enter patient care areas, or work onsite at DSOHF facilities.

Please confirm that these requirements apply only to the clinicians placed under the resulting contract.

Please see response to question #172.

Please see addendum #1 for solicitation updates.

191 Section 4.9 Vaccination and Infection Control Measures;

Attachment K - DSOHF Policy IC 182 Infection Prevention and Control Attestation Form

Please confirm that vendors are not required to submit clinician-specific vaccination, infection control, or attestation documentation with their bid responses and that such requirements, if applicable, would be satisfied only for clinicians selected for assignment after award.

Please see response to question #172.

Please see addendum #1 for solicitation updates.

192 Attachment J Medical Services Terms and Conditions (Professional Liability Provisions)

Will the State accept professional liability insurance written on a claims-made basis when accompanied by appropriate extended reporting period (tail) coverage? If so, would the State be willing to revise any per-occurrence insurance requirements to equivalent per-incident or per-claim language consistent with claims-made professional liability policies?

The provisions are as documented in the IFB.

193 Attachment J, page 34 (Key Personnel Provision)

Please define "Key Personnel" for purposes of this solicitation.

Does this term refer only to clinicians assigned to provide services under the resulting contract, or does it also include staffing agency corporate employees involved in recruiting, credentialing, account management, or administration?

In this solicitation “Key Personnel” is referring to clinicians assigned to provide services under an awarded contract.

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194 Attachment J, page 33 Please confirm that any background check requirements apply only to clinicians assigned to perform services under the contract and not to vendor corporate employees who do not provide patient care or have access to DSOHF facilities, patients, or systems.

Correct.

195 Section 3.1 Method of Award The IFB indicates the State intends to award contracts to multiple vendors. Please describe how work will be distributed among awarded vendors, including whether assignments will be issued on a rotational basis, competitive bid basis, specialty-based basis, geographic basis, or another methodology.

Please see response to question #13.

196 Section 5 Specifications and Scope of Work

What are the anticipated credentialing and privileging turnaround timeframes for each facility following receipt of a complete provider packet?

Please see response to question #20.

197 Section 1.0 Purpose and Background

Does the State anticipate any minimum usage, minimum spend, or volume commitment under the resulting contracts, or are all services strictly provided on an as-needed basis with no guaranteed utilization?

Please see responses to questions #6 & #50.

198 Section 2.7 Bid Contents Section 2.7 identifies the documents and attachments required to be submitted with the bid. Please confirm that the State is not requesting a separate technical proposal, narrative response, staffing plan, recruiting methodology, quality…