MPA 613 Solicitation Specifications.pdf

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OEV26006424 – AGENCY SOLICITATION SPECIFICATIONS

TITLE: MPA 613 OE Vaccine Administration Services

SECTION A. BACKGROUND

The Rhode Island Department of Administration/Division of Purchases on behalf of all State agencies (“User Agencies”) is soliciting proposals from authorized licensed/certified vaccinators to participate in an Open Enrollment Master Price Agreement (MPA #613) to administer vaccination services at: (1) designated fixed mass vaccination sites, and/or (2) pop-up clinic locations throughout the state of Rhode Island to serve targeted populations or community settings (e.g., community centers, churches, schools, special events, etc.), and/or (3) various congregate facility settings such as independent living/senior housing, group homes, correctional facilities, long-term care facilities, and/or (4) homebound mobile services.

The Master Price Agreement has statewide applicability. Political subdivisions (e.g., municipalities, institutions for higher education, municipal/state schools, quasi-public agencies), as authorized by law, may participate in this agreement. For instance, RIDOH’s Office of Immunization aims to create vaccine access points in geographic areas and communities that are medically underserved or face barriers to receiving vaccination services, as well as to achieve high vaccine coverage rates across the State in accordance with established prioritization strategies.

Rhode Island is a universal vaccine purchasing state, meaning that all vaccines recommended by CDC’s Advisory Committee on Immunization Practices (ACIP) are provided to healthcare providers at no cost for children from birth to18 years of age. In 2007, the program expanded to include select vaccines for adults. Rhode Island is the first state to centralize the distribution of adult vaccines and to implement universal adult vaccination policies. This initiative will allow the state to support its vaccination efforts by providing equitable and safe administration of vaccines.

The immunization of Rhode Island residents with safe and effective vaccine(s) (e.g., COVID-19 vaccine) is a critical component of the State’s strategy to reduce illness, hospitalizations, and death. The success of Rhode Island’s vaccination activities relies on the organization, task management, and data collection of the planning and operations efforts. Adherence to timelines, budgets, and data integrity are key.

Acceptance to the MPA will be made to all vendor(s) that fulfill all relevant criteria referenced in the respective Evaluation Section below. The vendors may engage subcontractors to perform part or all services. If subcontractors will be engaged, the Vendor must include a complete list of subcontractors, their addresses, experience, references, and a description of the work each subcontractor will be performing in the proposal as a part of their submission.

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SECTION B: SCOPE OF WORK AND REQUIREMENTS

The State is seeking to identify private-sector and/or third-party immunization vendors to provide vaccine administration services at any one or combination of the “Components” listed below.

1. Component A – Fixed Sites (Mass Vaccination): Minimum Purchase Quantity: 500 administrations/week for 4 weeks

2. Component B – Pop-Up Clinics (Various Locations): Minimum Purchase Quantity: 10 Clinics/week for 4 weeks

3. Component C – Long Term Care Facility (LTCF) Clinics: Minimum Purchase Quantity: 10 Clinics/week for 4 weeks

4. Component D – Homebound Vaccinations: Minimum Purchase Quantity: 50 Vaccinations/week for 4 weeks

In order to be eligible to participate under this Master Price Agreement, vendors must meet all of the general requirements as outlined below and must also meet the component specific requirements for each component under which the vendor wishes to be considered.

General Requirements:

1. Vendor is enrolled in Rhode Island’s State-Supplied Vaccine (SSV) Program and agrees to follow all SSV, Vaccine for Children (VFC) as applicable, and Rhode Island Child & Adult Immunization Registry (RICAIR) Terms & Conditions.

2. Vendor has a Medical Lead/Prescriber licensed in Rhode Island and has a local presence with physical offices to store vaccines within the state of Rhode Island.

3. Vendor agrees to follow all state and federal guidelines and agreements required to be an authorized vaccine provider (e.g., COVIDReadi, COVID-19 Provider Agreement, etc.).

4. Vendor follows all applicable state insurance requirements, including, but not necessarily limited to, Liability, Workers Compensation, Professional Liability, Technology, Cyber, Health Information, Automobile, Elderly, Children, etc.

5. Vendor agrees to the State’s Confidentiality of Health Care Communications and Information and to sign confidentiality agreements.

6. Vendor follows all applicable FDA requirements for vaccines, including but not limited to Emergency Use Authorization (EUA) and Investigational New Drug (IND) guidelines.

7. Vendor follows all Public Readiness and Emergency Preparedness Act (PREP Act) declarations if there is one for the event.

8. Vendor agrees to follow all guidance and best practices related to the storage, handling, preparing, and administration of vaccines according to manufacturer’s recommendations, CDC and the Advisory Committee on Immunization Practices (ACIP) guidelines, Occupational Safety and Health Administration (OSHA) regulations, and in a manner that is consistent with accepted medical practices. All vaccinators and administrative staff handling vaccine must agree to take all required CDC vaccine trainings.

9. Vendor can transport all necessary supplies and ancillary items to safely administer vaccine and dispose of all medical waste (expired vaccine, diluent, used doses, etc.) per CDC instructions, and state and federal regulations.

10. Vendor agrees to adhere to National Standards on Culturally and Linguistically Appropriate Services (CLAS-http://minorityhealth.hhs.gov/) and Americans with Disabilities Act (ADA).

11. Vendor can provide a multilingual staff, proportionally representative of the state’s top five (5) languages.

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12. Vendor designates a Project Leader to be the primary contact person, provide project oversight and manage project team. Project Leader must be physically located in Rhode Island.

13. Vendor certifies their healthcare providers, healthcare workers, and support staff are up to date on all RIDOH recommended vaccinations.

14. Vendor uses the federal online Vaccine Adverse Event Reporting System (VAERS) to report all adverse events and errors in administration.

15. Vendor has a data infrastructure that meets or exceeds state requirements for data security and transfer.

16. Vendor must be prepared to account for and report on all wasted doses/vials/vaccine.

Component A Specific Criteria (in addition to General Criteria listed above):

1. Vendor can appropriately staff and operate a Mass Vaccination Site, and provide a comprehensive suite of supporting services, such as on-site registration, patient check-in/checkout (including additional dosage registration), vaccination administration, pharmacy (drawing/mixing of vaccine), vaccine storage and handling, greeting, guiding, screening, eligibility verification, scheduling, observation, queue, and traffic control, emergency adverse events treatment, and others as needed. Vendor can also set-up and operate private area(s) for vaccination administration for special situations (e.g., including but not limited too – needing to remove clothing for a thigh injection, need to be administered vaccine while in a prone position, etc.).

Component B Specific Criteria (in addition to General Criteria listed above):

2. Ability to appropriately staff and operate Pop-Up Clinics, including on-site registration, check-in, vaccination administration, observation, checkout/additional dose registration.

Pharmacy, private area for vaccination administration for special situations (including but not limited too – needing to remove clothing for a thigh injection, need to be administered vaccine while in a prone position, etc.), and an emergency adverse events treatment area

3. Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization.

4. Vendor can transport all necessary supplies and ancillary items following all CDC and RIDOH pack-out guidelines to safely administer vaccine at Pop-Up Clinics.

Component C Specific Criteria (in addition to General Criteria listed above):

1. Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization

2. Vendor can transport all necessary supplies and ancillary items following all CDC and RIDOH pack-out guidelines to safely administer vaccine at LTCF-based clinics.

3. Vendor has a system to directly receive requests for service from LTC facilities and work with them to schedule clinics and register patients who are unable to register themselves but wish to receive a vaccine.

4. Vendor can achieve vaccination capacity of >5 facility clinics (50 administrations per facility) per week.

Component D Specific Criteria (in addition to General Criteria listed above):

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1. Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization

2. Vendor has a system to directly receive requests for service from the public and/or healthcare providers, including homecare providers.

3. Vendor’s staff can safely enter individuals’ homes

4. Vendor can transport all necessary supplies and ancillary items following all CDC and

RIDOH pack-out guidelines to safely administer vaccine at individual homes.

5. Vendor can achieve vaccination capacity of >50 in-home vaccination visits per week.

SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assessment

Vendor responses must address specifically each of the following elements:

1. Vendor must attach the completed Vendor Assessment Form with their submission.

2. Vendors must attach a completed rate card.

SECTION D: EVALUATION AND SELECTION – SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. Vendors can apply for one Component or any combination of Components (A, B, C and/or D).

All “General” criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Vendors must also receive a “Pass” determination for any additional Components (A, B, C and/or D) they wish to be qualified for. Any “General” criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration. For Component specific criteria, a “Fail” will result in the vendor not qualifying for that respective Component(s) for which they have applied for.

Proposals shall be reviewed and scored based upon the following criteria:

CRITERIA General PASS/FAIL Vendor is enrolled in Rhode Island’s State-Supplied Vaccine (SSV) Program and agrees to follow all SSV, Vaccine for Children (VFC) as applicable, and Rhode Island Child & Adult Immunization Registry (RICAIR) Terms & Conditions.

Pass/Fail

Vendor has a Medical Lead/Prescriber licensed in Rhode Island and has a local presence with physical offices to store vaccines within the state of Rhode Island.

Pass/Fail

Vendor agrees to follow all state and federal guidelines and agreements required to be an authorized vaccine provider (e.g., COVIDReadi, COVID-19 Provider Agreement, etc.).

Pass/Fail

Vendor follows all applicable state insurance requirements, including, but not necessarily limited to, Liability, Workers Compensation, Professional Liability, Technology, Cyber, Health Information, Automobile, Elderly, Children, etc.

Pass/Fail

Vendor agrees to the State’s Confidentiality of Health Care Communications and Information and to sign confidentiality agreements.

Pass/Fail

Vendor follows all applicable FDA requirements for vaccines, including but not limited to Emergency Use Authorization (EUA) and Investigational New Drug (IND) guidelines.

Pass/Fail

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Vendor follows all Public Readiness and Emergency Preparedness Act (PREP Act) declarations if there is one for the event.

Pass/Fail

Vendor agrees to follow all guidance and best practices related to the storage, handling, preparing, and administration of vaccines according to manufacturer’s recommendations, CDC and the Advisory Committee on Immunization Practices (ACIP) guidelines, Occupational Safety and Health Administration (OSHA) regulations, and in a manner that is consistent with accepted medical practices. All vaccinators and administrative staff handling vaccine must agree to take all required CDC vaccine trainings.

Pass/Fail

Vendor can transport all necessary supplies and ancillary items to safely administer vaccine and dispose of all medical waste (expired vaccine, diluent, used doses, etc.) per CDC instructions, and state and federal regulations.

Pass/Fail

Vendor agrees to adhere to National Standards on Culturally and Linguistically Appropriate Services (CLAS-http://minorityhealth.hhs.gov/) and Americans with Disabilities Act (ADA).

Pass/Fail

Vendor can provide a multilingual staff, proportionally representative of the state’s top five (5) languages.

Pass/Fail

Vendor designates a Project Leader to be the primary contact person, provide project oversight and manage project team. Project Leader must be physically located in Rhode Island.

Pass/Fail

Vendor certifies their healthcare providers, healthcare workers, and support staff are up to date on all RIDOH recommended vaccinations.

Pass/Fail

Vendor uses the federal online Vaccine Adverse Event Reporting System (VAERS) to report all adverse events and errors in administration.

Pass/Fail

Vendor has a data infrastructure that meets or exceeds state requirements for data security and transfer.

Pass/Fail

Vendor must be prepared to account for and report on all wasted doses/vials/vaccine.

Pass/Fail

Vendor shall provide a completed rate card Pass/Fail General Pass/Fail] Pass/Fail]

CRITERIA Component A (in Addition to the General Criteria Listed Above) Vendor can appropriately staff and operate a Mass Vaccination Site, and provide a comprehensive suite of supporting services, such as on-site registration, patient check-in/checkout (including additional dosage registration), vaccination administration, pharmacy (drawing/mixing of vaccine), vaccine storage and handling, greeting, guiding, screening, eligibility verification, scheduling, observation, queue, and traffic control, emergency adverse events treatment, and others as needed. Vendor can also set-up and operate private area(s) for vaccination administration for special situations (e.g., including but not limited too – needing to remove clothing for a thigh injection, need to be administered vaccine while in a prone position, etc.).

Pass/Fail

Component A Pass/Fail] Pass/Fail] CRITERIA Component B (in Addition to the General Criteria Listed Above)

PASS/FAIL

Ability to appropriately staff and operate Pop-Up Clinics, including on-site registration, check-in, vaccination administration, observation, checkout/additional dose registration. Pharmacy, private area for vaccination administration for special situations (including but not limited too – needing to remove clothing for a thigh injection, need to be administered vaccine while in a prone position, etc.), and an emergency adverse events treatment area.

Pass/Fail

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Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization.

Pass/Fail

Vendor can transport all necessary supplies and ancillary items following all CDC and RIDOH pack-out guidelines to safely administer vaccine at Pop-Up Clinics.

Pass/Fail

Component B Pass/Fail] Pass/Fail] CRITERIA Component C (in Addition to the General Criteria Listed Above)

PASS/FAIL

Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization

Pass/Fail

Vendor can transport all necessary supplies and ancillary items following all CDC and RIDOH pack-out guidelines to safely administer vaccine at LTCF-based clinics.

Pass/Fail

Vendor has a system to directly receive requests for service from LTC facilities and work with them to schedule clinics and register patients who are unable to register themselves but wish to receive a vaccine.

Pass/Fail

Vendor can achieve vaccination capacity of >5 facility clinics (50 administrations per facility) per week.

Pass/Fail

Component C Pass/Fail] Pass/Fail] CRITERIA Component D (in Addition to the General Criteria Listed Above)

PASS/FAIL

Vendor has secured a Community Immunizer Agreement through RIDOH’s Office of Immunization

Pass/Fail

Vendor has a system to directly receive requests for service from the public and/or healthcare providers, including homecare providers.

Pass/Fail

Vendor’s staff can safely enter individuals’ homes. Pass/Fail Vendor can transport all necessary supplies and ancillary items following all CDC and RIDOH pack-out guidelines to safely administer vaccine at individual homes.

Pass/Fail

Vendor can achieve vaccination capacity of >50 in-home vaccination visits per week.

Pass/Fail

Component D Pass/Fail] Pass/Fail]

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications-Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION – SOLICITATION SPECIFIC