Laboratory Staffing Specifications.docx

REQUEST FOR QUOTATION

Temporary Staffing of Laboratory Staffing

ARFQ 0512 2845 WEH2500000019

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities, Welch Community Hospital (Agency) to establish an open-end service contract to supply temporary staffing of Medical Laboratory Technicians (MLT) and/or Medical Technologist (MT) for the in-house laboratory within Welch Community Hospital.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to the attached Federal Funds Addendum.

NOTE The DoHS OSA has developed an EEOP Utilization Report, and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means temporary staffing of medical laboratory technicians and/or medical technologist for the in-house laboratory within Welch Community Hospital as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

2.4 “MT” means Medical Technologist.

2.5 “MLT” Medical Laboratory Technician.

3 QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Vendors must provide candidates with the following minimum qualifications:

3.1.1 Medical Laboratory Technicians (MLT) must have Clinical Laboratory Technician Licensure and Certification and Medical Technologist (MT) must have a Technologist Licensure and Certification.

3.2 Vendors must have been in business for a minimum of three (3) years, providing similar temporary services. The number of years in business should be added to the Pricing Page. Vendors should provide (3) references for whom they provided temporary employees. Omission of references or failure to indicate the number of years providing temporary personnel may result in the disqualification of your bid. No award shall be made prior to bidder providing such references.

Note: If a Vendor awarded a contract subsequent to this RFQ observes any periods of shutdowns for more than a public holiday and a weekend that information must be provided to West Virginia State Agencies that they have provided temporary employees with. An emergency telephone number must be supplied to permit the State Agencies a contact at the temporary agency during any overtime hours worked.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Medical Laboratory Technician(s) Services

4.1.1.1 Vendors shall provide documentation to Welch Community Hospital a competency assessment which includes age-specific and cultural competencies for services provided to the facility.

4.1.1.2 Medical Laboratory Technicians MLT(s) must meet the minimum qualifications:

4.1.1.2.1 Medical Laboratory Technicians MLT(s) must have graduated from a standard high school or the equivalent with one year of in-service training in a Medical Laboratory Assistant Program accredited by the American Medical Association; or two years of experience in a medical laboratory under the direct supervision of a medical laboratory technician, medical technologist or physician; or an associate degree from an accredited college or university in an accredited medical laboratory program may substitute for the required experience.

4.1.1.3 Medical Laboratory Technicians (MLTs) must have West Virginia Clinical Laboratory Technician Licensure and Certification.

4.1.1.4 Medical Laboratory Technicians (MLT) must conduct medical laboratory tests in clinical areas such as chemistry, hematology, urinalysis, bacteriology, serology, parasitology, and blood banking to provide data for use in the treatment and diagnosis of disease of patients.

4.1.1.5 Medical Laboratory Technicians(s) must perform minor maintenance and calibration of diagnostic equipment.

4.1.1.6 Medical Laboratory Technicians MLT(s) must collect, cultivate, isolate, identify and analyze specimens: cuts, stains and mounts tissue sections for microscopic analysis: and groups, types and crossmatches blood for donors and recipients to assure compatibility.

4.1.1.7 Medical Laboratory Technicians MLT(s) must read and interpret physicians’ or supervisor’s orders to determine specific testing requirements.

4.1.1.8 Medical Laboratory Technicians MLT(s) must explain test procedures when applicable to patients to gain their confidence and cooperation and to relieve their anxiety about the test.

4.1.1.9 Medical Laboratory Technicians MLT(s) conducts appropriate clinical test preparation and processing procedures.

4.1.1.10 Medical Laboratory Technicians MLT(s) must prepare and maintain proper records: logs, files, and reports.

4.1.1.11 For a more defined description refer to Exhibit B.

4.1.2 Medical Technologist(s) Services

4.1.2.1 Vendors shall provide documentation to Welch Community Hospital a competency assessment which includes age-specific and cultural competencies for services provided to the facility.

4.1.2.2 Medical Technologist MT(s) must meet the minimum qualifications:

4.1.2.2.1 Medical Technologist MT(s) must have a baccalaureate degree from an accredited four-year college or university in an accredited medical technology program; or

4.1.2.2.2 Baccalaureate degree from an accredited four-year college or university with a degree in the physical or natural sciences which included six hours each in biology and chemistry and three years’ experience performing medical laboratory tests or registration as a Medical Technologist by the National Certification Agency for Medical Laboratory Personnel; or associates degree from an accredited college or university in an accredited medical laboratory program.

Medical Technologist MT(s) must have two years’ experience performing medical laboratory tests in the areas of blood banking, chemistry, hematology, bacteriology, parasitology, serology, and urinalysis; or high school graduation or equivalent and seven years of experience performing medical laboratory tests in the areas of blood banking, chemistry, parasitology, serology, urinalysis, bacteriology, and hematology.

4.1.2.3 Medical Technologist MT(s) must have two years of full-time or equivalent part-time paid experience, more than that described above.

4.1.2.4 Medical Technologist MTs must have Clinical Laboratory Improvement Amendments Program (CLIA) certification.

4.1.2.5 Medical Technologist MT(s) must provide training, supervision, technical assistance, and consultation to subordinate laboratory or clinic personnel.

4.1.2.6 Medical Technologist MT(s) must conduct complex or advanced medical laboratory tests in clinical areas such as chemistry, hematology, urinalysis, bacteriology, serology, parasitology and blood banking to provide data for use in the treatment and diagnosis of diseases of patients.

4.1.2.7 Medical Technologist MT(s) must collect, cultivate, isolate, identify and analyze specimens: cuts, stains and mounts tissue sections for microscopic analysis: and groups, types and crossmatches blood for donors and recipients to assure compatibility.

4.1.2.8 Medical Technologist MT(s) must perform minor maintenance and calibration of diagnostic equipment.

4.1.2.9 Must conduct appropriate clinical test preparation and processing procedures and microscopic analysis of test results.

4.1.2.10 Medical Technologist MT(s) must prepare and send specimens to reference laboratories as necessary.

4.1.2.11 Medical Technologist MT(s) must prepare and maintain proper records: logs, files, and reports.

4.1.2.12 For a more defined description refer to Exhibit B.

4.3 Vendor Responsibilities:

4.3.1 Successful vendor must provide a qualified Medical Technologist MT or Medical Laboratory Technicians MLT professional to accommodate the Facility’s needs.

4.3.2 Successful vendor must provide MT’s and MLT’s as requested by the Facility to be compatible with week-to-week needs. Assignments also may be for a specified period of time as agreed upon in writing.

4.3.3 Successful vendor must provide hourly rates that are inclusive of all federal, state, and local withholding taxes, social security & Medicare taxes, as well as all unemployment compensation, workers compensation, general and professional liability premiums.

4.3.4 Successful vendor shall provide the Facility with information on each Medical Technologist (MT) or Medical Laboratory Technicians (MLT) according to the state and federal standards, including applications. These must be sent to the facility along with the list of possible candidates to interview. Successful vendors, Medical Laboratory Technicians (MLTs) and Medical Technologist (MTs) must comply with all Agency policies and procedures.

4.3.5 Successful vendor shall ensure the following regarding the staff to be provided:

4.3.5.1 Has completed the required training and education.

4.3.5.2 Possess a current valid CLIA certification.

4.3.6 The hospital will not allow any previous employee who was dismissed for disciplinary or performance reasons to return and work through the staffing vendor.

4.3.7 Successful vendor will have 48 hours (2 days) to respond to our initial contact requesting staffing, vendor must provide the Facility a list of potential candidates for staffing needed at the Facility within 72 hours (3 days) of the initial notification of need. After the 3-day period, we will conduct interviews, review their certifications, and at that time we will determine which applicants we would offer a staffing position.

4.4 Duties and Responsibilities of the Facility

4.4.1 Facility will notify the successful vendor of the number and specialty of the staff needed for an assignment and the estimated length of the assignment.

4.4.2 Successful vendor staff shall work under the Facility Supervision. The Facility shall be solely responsible to provide each staff with day-to-day guidance in the execution of staff’s professional responsibilities at the Facility.

4.4.3 Agency reserves the right to terminate a MT or MLT providing services to the facility whether it is that the need for staffing ends or it is determined that their performance is not in the best interest and well-being of the patient care.

4.4.4 If the Facility requests an MLT but the successful vendor provides an MT to cover the request, the agency will pay the MLT rate.

4.4.5 To provide for consistency through the progressive multiple award contract, the Agency will pay both overtime and holiday time at a rate of 1.5 times the regular hourly rate for all Vendors. The pricing sheet will be evaluated solely based on lowest rate per hour for each classification submitted by potential vendors.

4.4.6 All shifts greater than six (6) hours will include an unpaid thirty (30) minute lunch break. Thus, standard eight (8) hour shifts will consist of seven-point five (7.5) work/billable hours and a (.5) hour unpaid lunch break.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the Agencies with a purchase price for the Contracted Services. The Contract will be a progressive award with multiple vendors. A progressive award will be made as low bid will be vendor “A”, the next lowest vendor will be vendor “B” until all successful vendors have been assigned from lowest bid to the highest bid and the facility will utilize the contracts low bid to high when locating an available worker. As a progressive award contract, the award will be made to the Vendors with the lowest Grand Total Cost to the highest Grand Total (respectively) meeting the required mandatory specifications. Example: Lowest will be Vendor “A”, second lowest will be Vendor “B” and so on. Use of this contract will work the same. Agency must contact the lowest bid first and if they cannot provide the agency needs within the time frame allowed in the attached specifications, Agency will then contact the next lowest bidder and so on, until one of the vendors awarded the contract, can cover the immediate needs. Each vendor will be notified in specific order according to the Alpha character when the facility needs a worker. If the low bid (Vendor A) cannot provide the needs of the Facility at the requested time, the second low bid (Vendor B) will be contacted and then the next low bid, etc. The facility will allow 48 hours for vendor to determine if they will be able to meet our needs.

5.2 Pricing Pages: Vendor should complete the Pricing Page by providing the unit cost per hour; multiplying the unit cost per hour by the estimated number of hours to get the total cost for the number of estimated hours; Vendor should complete the Pricing Page in its entirety as failure to complete the Pricing Page in its entirety may result in the Vendor’s bid being disqualified.

The Pricing Pages contain a list of Desired Services and estimated purchase volume. The estimated purchase volume for each service represents the approximate volume of anticipated services.

Notwithstanding the foregoing, the WVDHHR Purchasing Division may correct errors as its discretion. Vendor should type the information into the Pricing Page to prevent errors in the evaluation.

6. PERFORMANCE: Vendor and Agency’s shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Facility. In the event that this contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay hourly rate as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. HOLIDAYS: Generally, the following official holidays are observed:

Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day New Year’s Day

10. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

10.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

10.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

10.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

10.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

10.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

11. VENDOR DEFAULT:

11.1. The following shall be considered a vendor default under this Contract.

11.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

11.1.2. Failure to comply with other specifications and requirements contained herein.

11.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

11.1.4. Failure to remedy deficient performance upon request.

11.2. The following remedies shall be available to the Agency upon default.

11.2.1. Immediate cancellation of the Contract.

11.2.2. Immediate cancellation of one or more release orders issued under this Contract.

11.2.3. Any other remedies available in law or equity.

12. MISCELLANEOUS:

12.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014