Q and A - RFR Dep Master Agreements for Temp Medical Staffing Services.docx
DOCX document 65 KB Posted
- Solicitation number
- BD-23-1039-EHS01-ASHWA-78112
- Issued by
- Suffolk County, Massachusetts
About this file
This document contains questions and answers regarding a Request for Responses (RFR) issued by the Commonwealth of Massachusetts Executive Office of Health and Human Services (EOHHS) to establish Departmental Master Agreements for Temporary Medical Staffing services. The RFR seeks to identify a pool of qualified vendors to provide temporary workers in three categories: 1) Nursing Staff, 2) Direct Care Workers, and 3) Medical Doctors. EOHHS intends to contract with multiple vendors deemed qualified to meet the agency's temporary staffing needs. The RFR provides details on the types of positions, maximum rates, and contract term, which may include renewal options.
The RFR allows vendors to bid on any or all of the three categories and does not require experience working with customers in Massachusetts. Vendors may submit rates within a range and will not be required to match the maximum rates provided. EOHHS will consider vendor-proposed changes to the contract terms during the negotiation period, though many standard Commonwealth terms and conditions are not negotiable. There are no penalties for vendors unable to fill requested positions, and EOHHS intends to identify a pool of qualified vendors without limit.
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Other files
| File | Type | Posted |
|---|---|---|
| Required Forms~1.zip | ZIP file | |
| Attachment A_Application.docx | DOCX document | |
| Request for Responses_Master Agreement for Temporary Medical Staffing.doc | DOC document | |
| IntentToPost - Temporary Medical Staffing MA RFR WTO Notice.docx | DOCX document | |
| Attachment B_Model Contract.doc | DOC document |
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COMMONWEALTH OF MASSACHUSETTS
EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES
ONE ASHBURTON PLACE, 11TH FLOOR
BOSTON, MASSACHUSETTS 02108
QUESTIONS AND ANSWERS
regarding the
Request for Responses for Departmental Master Agreements for Temporary Medical Staffing Services
Document #: 23EHSKATEMPMEDSTAFFRFR
Q & A Issued: September 2, 2022
This document contains responses to questions received regarding the Request for Responses for Departmental Master Agreements for Temporary Medical Staffing Services issued by the Executive Office of Health and Human Services (EOHHS) on August 5, 2022. Answers have been provided to those questions which are of general interest and relevant to the preparation of a Response to the Request for Responses.
| Q1. | We understand that it is a multi-award contract, so can you please confirm the total number of vendors to be awarded this contract? |
| A1. | Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS intends to contract with as many vendors it deems qualified and which will provide a benefit to EOHHS in each category. |
| Q2. | How many awards will be made for each category? |
| A2. | Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS has not set a limit or cap on the number of vendors it will award contracts as qualified vendors in each category. |
| Q3. | Can we provide rate range in the Price Proposal? |
| A3. | Yes, you may provide a rate range in the Price Proposal. |
| Q4. | Can you please share the 101 CMR 345.03 rate list attachment or any link of rates? |
| A4. | Massachusetts regulation 101 CMR 345 may be found on the Commonwealth of Massachusetts website, at https://www.mass.gov/regulations/101-CMR-34500-rates-for-temporary-nursing-services |
| Q5. | If we are providing one RN rate, one LPN rate, etc., how are we accounting for the different maximum rates for Hospitals and Nursing Facilities which have different rates and the 6 different HSAs with 3 Weekday rates and 3 Weekend Rates? |
| A5. | EOHHS has provided maximum Rates in the RFR. The vendor may quote rates that are lower than the maximum rates. |
| Q6. | Can you please specify the job positions for Category 2? Can you confirm the maximum rates are required, so in submitting rates you will not accept rates higher than these? |
| A6. | Please refer to RFR, Section 4.1.2. for a description of the job titles for Category 2 temporary workers. The rates listed in the RFR are the maximum rates accepted for the Category 2 positions listed. Please see below table for further detail and clarification regarding the Category 2 rates. The table below takes into account varying levels of experience for Category 2 workers. |
| Please further note, EOHHS may seek additional Category 2 positions not listed in the table below. Such rates may be determined either during contract negotiations or when individual requests for temporary workers are issued. | |
| Position Type | |
| Max. Rate for all EOHHS Facilities |
Direct Care
· Group Home Worker
· Mental Health Worker
· Juvenile Justice/Youth Development Specialist
$30.00-$45.00 (based on experience and licensure)
| Recovery Treatment Worker |
| $35.00-$50.00 |
(based on experience)
| Q7. | Is there any consideration for price changes if the agreement is extended based on the states maximum wage rate table increases or any other conditions? |
| A7. | Prices may change based on 101 CMR 345, or in EOHHS’ discretion during contract renewal times or at other times through amendments to the contract. |
| Q8. | Are vendors expected to cover costs for background checks? |
| A8. | Yes, vendors are expected to cover the costs of the background checks required by the contract. |
| Q9. | Will price adjustments be allowed for the renewal years? Can we submit a rate increase with each option year? |
| A9. | Price adjustments may be considered in the renewal year, in EOHHS’ sole discretion. |
| Q10. | Hourly Bill rates – Can the bidder propose hourly bill rates to be considered by EHHS or will EHHS be establishing the required bill rates per 101 CMR 345.03. Please confirm that the bidder must adhere to the rates published in 101 CMR 345.03. |
| A10. | Bidder should propose hourly bill rates to be considered by EOHHS in their application. The hourly bill rates should be consistent with the rate limits set in 101 CMR 345.03. |
| Q11. | Can the vendor include rates for fixed terms employees; fixed term employees as specified in CMR [101 CMR 345.03]: employees on contract for 90 days or greater. |
| A11. | No, EOHHS has not requested rates for fixed terms employees as that term is defined in 101 CMR 345.03. Please submit rates as requested in the RFR. |
| Q12. | Is it mandatory to bid on all 3 categories? Or can we bid on any category by mentioning it in the proposal? |
| A12. | It is not mandatory to bid on all 3 categories. In the application, please check the box for only those categories for which you intend to submit a bid. |
| Q13. | Can we make one proposal for all 3 categories? |
| A13. | Yes, please check those categories you wish to bid for and provide required documentation as to each category. |
| Q14. | Can we submit for just one category or all? |
| A14. | Respondents may submit for as many (or as few) categories as they are interested in. |
| Q15. | As mentioned under SECTION 3: PROGRAMATIC RESPONSE, do we have to answer all 3 categories overall experience in one page or is it per category 1 page? |
| A15. | As instructed in the application, please submit as an attachment a narrative of “not more than one page for each of the RFR categories for which the Bidder seeks to be considered.” In other words, if you are applying for Category 1 and Category 2, each category may include a one-page description, for a total of two pages. |
| Q16. | Is page limit stated in the solicitation depicts page limitation of the response per category or is it inclusive of all 3 categories? |
| A16. | Please follow the page limit instructions in the Submission Instructions as set forth in the application. In summary: |
· Application Sections 1, 2 and 3(C): The page limit for these sections is inclusive of all three categories. Please submit a consolidated response.
· Application Section 3(B) – References: The vendor need only submit three references in total in Section 3(B) as a consolidated list, to meet the RFR requirements.
· Application Sections 3(A), 4 and 5: The page limit and/or response in these sections is specific to each RFR category to which the vendor is applying. For example, if the vendor is applying for Category 1 and Category 3, the vendor should include a separate description for each service.
| Q17. | In order to be responsive, is it mandatory to bid for all listed Staffing positions of a specific category? Please confirm. |
| A17. | It is not mandatory to bid for all listed staffing positions in a specific category. For example, if your agency only provides CNAs, you may submit a response for Category 1, and specify your offer only to provide CNA temporary workers, and not RNs, or LPNs. |
| Q18. | Are we able to bid for a part of a category? Category 2 – Direct Care Workers includes both (i) positions requiring licensure such as mental health counselors and social workers, and (ii) direct care workers NOT requiring licensure or certification, such as direct care workers that are not RNs, LPNs or CNAs. We would like to bid for the direct care workers that are RNs, LPNs, CNAs vs. those that are not. |
| A18. | If you would like to submit a response to provide RN, LPN, and/or CNA temporary workers, please check Category 1 on the application form and provide the required documentation related to Category 1. |
| Additionally, if you would like to submit a response to provide other types of licensed direct care worker positions, please check Category 2 on the application form, and provide the required documentation related to Category 2. | |
| Please review the RFR, Section 2 and 4 for further description of the RFR Categories. | |
| Q19. | Does bidding for only two out of three categories put the supplier at a disadvantage in the RFR process (e.g., assigned lower score)? |
| A19. | No, EOHHS intends to contract with all identified qualified vendors for each category of services. Bidders should bid on any or all of the categories for which they have experience and believe they can be of assistance to meeting EOHHS temporary staffing needs. |
| Q20. | Can you please share the rates of job titles that we need to comply with? |
| A20. | Please refer to RFR, Section 4.1 for a description of the job titles for temporary workers under this RFR. |
| Q21. | Can you please specify the job positions for each category 1? |
| A21. | Please refer to RFR, Section 4.1.1. for a description of the job titles for Category 1 temporary workers. |
| Q22. | Can you please specify the job positions for each Category 2? |
| A22. | Please refer to RFR, Section 4.1.2. for a description of the job titles for Category 2 temporary workers and Q&A response No. 6 above. |
| Q23. | Can you please specify the job positions for each category 3? |
| A23. | Please refer to RFR, Section 4.1.3. for a description of the job titles for Category 3 temporary workers. |
| Q24. | Can you please elaborate job titles required to be served under Category 3? |
| A24. | As noted in the RFR, paragraph 4.1.3. this category may include general practitioners, as well as physicians holding medical specialties and mental health specialties. Typically, EOHHS has sought internists or physicians. EOHHS may submit requests to qualified vendors for temporary physicians with additional medical specialties if the need arises. |
| Q25. | In reference to Category 3, can the EOHHS please clarify the following: |
· “M.D. or O.S.D.” - is O.S.D. a Doctor of Osteopathy (DO)?
| A25. | Yes, the reference was intended to be for a Doctor of Osteopathy. |
| Q26. | For Category 3 services, will you allow multiple physicians to fill the need or are your requiring that one physician fulfill the need? |
| A26. | Varies per position and operational need. |
| Q27. | Is it mandatory to have similar experience working with the three largest customers in the State of Massachusetts? If yes, can you please waive off this requirement as it limits the competition. |
| A27. | No, it is not a mandatory requirement that the three largest customers be located in Massachusetts. Vendors may list their largest customers regardless of location, as a part of demonstration of experience. If a bidder’s customers are not in Massachusetts, that will not preclude or count against a bidder in the application process. |
| Q28. | Do we need to provide in-total 5 references under Section 3.5 Largest Customers? Or can we provide less? |
| A28. | To respond to Section 3.5, please identify at least three customers, and not more than five in total. Vendors may identify largest customers, largest customers in Massachusetts, and largest government customer. |
| Q29. | Under Section Largest Customers can you please waive off the requirement of 3 largest customers in Massachusetts as it limits the competition? |
| A29. | Please provide at least three customers, and not more than five in total. Vendors may identify largest customers, largest customers in Massachusetts, and largest government customer. If a bidder’s customers are not in Massachusetts, that will not preclude or count against a bidder in the application process. |
| Q30. | Is it mandatory to have local office near or in the greater Boston? Will there be any preference to local vendor? |
| A30. | No, there is no requirement to have a local office near or in greater Boston. There will not be a preference for local vendors. |
| Q31. | Under Section Examples of Experience and References, do we have to provide total 3 references for 3 categories? Or per category 3 references? |
| A31. | Three references in total are sufficient. If you are bidding on all three categories, it would be recommended to include a reference pertaining to each category. |
| Q32. | Under Section Largest Customers do we have to provide 3 largest customers in Massachusetts; 1 largest government customer and/or 1 largest customer in other states or can we provide additional out of state customers to reach the five-customer limit? |
| A32. | You may provide additional out of state customers to reach the five-customer limit. |
| Q33. | In order to be responsive, is it mandatory to have experience in the state of Massachusetts? Please confirm. |
| A33. | No, it is not mandatory to have experience in the state of Massachusetts to be selected as one of the qualified vendors under this RFR. |
| Q34. | In order to be responsive, is it mandatory to have experience with government customers? Please confirm. |
| A34. | No, it is not mandatory to have experience with government customers to be selected as one of the qualified vendors under this RFR. |
| Q35. | Is there a small business preference? |
| A35. | Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS intends to contract with as many vendors it deems qualified and which will provide a benefit to EOHHS, including small businesses. |
| Q36. | Section 3.5 – Largest Customers – is this largest customers based on what: number of placements we’ve made there? Spend with a vendor? Overall size and revenue of the customer itself? |
| A36. | In the event there is a difference between the largest customers based on number of placements as opposed to revenue, you may note the distinction in your response. |
| Q37. | Section 3.4 – References – are we able to list an existing Commonwealth of Massachusetts EOHHS employee as a reference? Can we list someone who recently retired? |
| A37. | No, please do not include Commonwealth of Massachusetts EOHHS employees, or recently retired or otherwise non-active EOHHS employees as references. |
| Q38. | Section 3: Qualified Vendor Requirements, 3.5 Largest Customers, p. 6, Please clarify if the EOHHS requires our demonstrated experience to be tied to the required categories of Nursing Staff, Direct Care Workers, and Medical Doctors, or if this experience can encompass all of our portfolio of expertise. |
| A38. | Your response may encompass your complete portfolio of expertise. |
| Q39. | Attachment A: Section 3: Programmatic Response: May we consolidate references into one file for the EOHHS’s convenience? |
| A39. | Yes, it is preferred if you would consolidate your references into one file. Only three references in total are required for this RFR, regardless of the number of categories to which you are submitting an application. |
| Q40. | Page 27, Exhibit 1 – Travel Nurse Factor – What constitutes the qualifications of a “Travel Nurse” according to EOHHS? We want to make sure we understand who and who does not qualify for the additional 19.7% factor. |
| A40. | Please refer to the definition of “Travel Nurse Employees” which appears in 101 CMR 345.02, available at https://www.mass.gov/doc/rates-for-temporary-nursing-services-effective-october-1-2021-0/download. |
| Q41. | Page 27, Exhibit 1 – Travel Nurse Factor – Am I correct that the Travel Nurse Factor will be calculated separate of the rates we submit in the RFR? |
| A41. | Yes, the travel nurse factor is an additional amount that may be charged for nursing staff who meet the definition of Travel Nurses Employee in 101 CMR 345.02. When requesting temporary workers for assignment at EOHHS facilities, EOHHS may require non-travel temporary workers or may accept travel temporary workers, depending on the needs and circumstances of the requested position. |
| Q42. | What is the average length of the assignment? |
| A42. | The average length of assignment varies based upon the role and assignment. |
| Q43. | Will FTE’s work 40 hours a week or is this part time position? |
| A43. | The assignments for temporary workers may be full-time or part-time based upon the needs of the facility. There is also a need for 24/7 coverage in shifts, including day, night and weekends. |
| Q44. | What would this provider’s schedule look like? Example: 3 months with the option to extend, M-F (8-5), 40 hours a week |
| A44. | Varies per position and location. |
| Q45. | Can you please share the minimum guaranteed hours for each position? |
| A45. | The hours requested will vary per location and operational needs. |
| Q46. | In Exhibit 1-A of Attachment B (pg. 17), Temporary Worker Request Details form, there is no indication of the hours required for given assignments, just the start date, and anticipated length of the assignment. |
| A46. | The number of hours required for a given assignment will vary based upon the assignment. |
| Q47. | To whom will all temporary staff report to clinically? |
| A47. | Varies per position and location. |
| Q48. | Is there a minimum experience requirement for the personnel sent to your facility? |
| A48. | The minimum experience varies per position. |
| Q49. | What timekeeping process/system will be utilized? For full time contractors/travelers? For registry/per diem? |
| A49. | Generally, temporary workers will fill out timecards recording the hours worked each shift/day. The timesheets must be approved and signed by the supervisor, or other designated personnel at the EOHHS facility. |
| Q50. | Is it mandatory for Key Personnel’s to be onsite or they can work via remote? Please confirm. |
| A50. | The temporary workers sought through this RFR will be in-person (onsite) assignments. |
| Q51. | How long is orientation? Attachment B IV. EOHHS RESPONSIBILITIES Item 4 (page 4) |
| A51. | The length of orientation varies per position and location. |
| Q52. | Is orientation on-site or virtual? |
| A52. | Orientation is on-site. |
| Q53. | Is orientation standard among all state facilities or do they differ? |
| A53. | No, orientation varies per position and location. |
| Q54. | Do workers get compensated for orientation? |
| A54. | Yes, temporary workers will be compensated for hours in which they participate in orientation. |
| Q55. | How will job requests be shared among multiple awarded vendors? |
| A55. | Please refer to Section 5 in the Request for Responses for a description of how job requests will be issued to qualified vendors. |
| Q56. | If awarded, will position postings flow through COMMBUYS? What is the process for receiving new positions if awarded? |
| A56. | Please refer to Section 5 of the Request for Responses for a detailed description of how Service requests will be allocated to qualified vendors. |
| Q57. | Will all job requests be shared among all awarded vendors simultaneously? |
| A57. | Job requests may be shared among all awarded qualified vendors or directed to specific qualified vendors depending on the needs of the position. Please refer to Section 5 in the Request for Responses for a description of how job requests will be issued to qualified vendors. |
| Q58. | Is there any ranking system for sharing job requests among awarded vendors such as primary bidder, secondary bidder, and then other awarded bidders? |
| A58. | Please refer to Section 5 in the RFR for a description of how job requests will be issued to qualified vendors. |
| Q59. | What is the expected process and timeline for notifying vendor of needs, reviewing candidates, scheduling providers, etc.? What can we expect for lead time for requisitions for per-diem vs. travel? |
| A59. | Varies per position and operational need. |
| Q60. | Can you provide details as to projected volume and headcount for each discipline included in the scope of work? |
| A60. | The projected volume of temporary worker assignments is expected to vary based upon the staffing needs of the facilities. EOHHS facilities have fluctuating staffing needs, in recent years due largely to the COVID-19 pandemic. |
| Q61. | Does this provider need to be COVID vaccinated? Do they also need to have the booster? |
| A61. | Temporary medical workers assigned to an EOHHS facility will be required to have received all vaccinations which are required by the facility to which the worker is assigned. |
| Q62. | Per company policy we do not provide resumes of staff. Will a bio suffice for this requirement? |
| A62. | In lieu of a resume, a company may submit a bio or other summary of the candidate, including their work history. EOHHS may request further detail regarding the candidate’s background, as necessary. |
| Q63. | Locum tenens physicians are Independent Contractors and as such are not employees. Therefore, Worker’s Compensation insurance would not be applicable. Will you waive these requirements for physicians? |
| A63. | EOHHS will consider waiving worker’s compensation insurance requirements for physicians, where the physician is an independent contractor and the staffing agency is not required to carry worker’s compensation insurance by statute or other legal requirement. Such consideration may be discussed during the contract negotiation period. |
| Q64. | 4.2.1: Qualified Vendor is the employer of the temporary workers and has sole and exclusive responsibility for the payment of wages, benefits, payroll taxes, unemployment insurance payments and maintaining worker’s compensation insurance coverage in an amount and under such terms as required by Massachusetts state law. We are a locum tenens staffing agency and do not employ our providers. Can this language be modified? Are locum tenens agencies permitted to bid? |
| A64. | For Category 3 services, EOHHS will consider bids from staffing agencies with providers who are independent contractors and not employees of the staffing agency. Language modifications to the Model Contract to account for such distinctions will be considered, in EOHHS’ sole discretion, during the contract negation period. |
| Q65. | Our higher-level disciplines (NP, PA, Phys) are 1099 and the RFR states that we should be presenting W2 employees. If our Advanced Practice candidates are 1099 will that be acceptable? |
| A65. | EOHHS will consider bids from staffing agencies with high level providers (Physicians, NP, PA) who are independent contractors and not employees of the staffing agency. Language modifications to the Model Contract to account for such distinctions will be considered, in EOHHS’ sole discretion, during the contract negation period. |
| Q66. | Will awardees be allowed an opportunity to negotiate the terms of the contract prior to signing? Can language changes be made? (Indemnification, insurance, venue, etc.)? |
| A66. | After qualified bidders are selected there will be period of finalizing of the contract during which time vendor-proposed changes may be considered. Please note, the Commonwealth’s Terms and Conditions, Standard Contract Form, and many terms in the Model Contract are not negotiable, as stated in the RFR, Section 6.1. |
| Q67. | If awarded, should there be contract terms we are unable to accept, is there a penalty for not signing a contract? Example: monetary damages. |
| A67. | No, there is no penalty for not signing a contract. |
| Q68. | By submitting a response, are we automatically agreeing to a contract and its terms? Or if there are terms & conditions we cannot agree to; can we decline the contract if awarded? |
| A68. | No, by submitting a response, you are not automatically agreeing to a contract and its terms. You may decline to execute a contract. |
| Q69. | If we have exceptions to the Terms and Conditions on the RFP, should we include in our proposal? |
| A69. | Yes, it would be helpful if you would note any exception to the RFR requirements, in your response. Please note, the Commonwealth’s Terms and Conditions, Standard Contract Form, and many terms in the Model Contract are not negotiable, as stated in the RFR, Section 6.1. |
| Q70. | Are there penalties incurred if unable to fill any of the openings? |
| A70. | No, there are no penalties incurred if an agency is not able to fill a request for temporary worker. |
| Q71. | How will vendors be scored against the evaluation criteria as referenced in Section 7.1 of the RFR? |
| A71. | Vendors will be evaluated according to the criteria listed in Section 7.1 of the RFR. Through this RFR, EOHHS will identify a pool of qualified vendors to provide temporary medical staffing services to EOHHS facilities on an as-needed basis. EOHHS intends to award contracts to multiple vendors who meet the requirements set forth in the RFR. |
| Q72. | Is EOHHS referring to best value in rates submitted? |
| A72. | EOHHS reference to best value throughout the RFR incorporates multiple factors, including but not limited to rates. Please refer to Conducting Best Value Procurements for additional detail on EOHHS best value procurement processes: https://www.mass.gov/doc/conducting-best-value-procurements-handbook/download |
| Q73. | Can the EOHHS please identify how rates/pricing structure will be evaluated? |
| A73. | Through this procurement process, EOHHS will identify a pool of qualified vendors to engage under a master services agreement. EOHHS intends to contract with as many vendors it deems qualified and has not set a limit. With respect to rates/pricing structure – EOHHS has set maximum rates. Vendors who propose rates at or below the maximum rates will meet that particular RFR requirement. EOHHS will also evaluate all other aspects of the vendors’ proposals and select qualified vendors based on the full response, including but not limited requirements related to rates. |
| Q74. | Will the rate/pricing structure be evaluated based on all the categories combined? |
| A74. | No, all categories will be evaluated separately. Bidders may apply to each category or choose to apply for only some of the categories. |
| Q75. | Is this a new requirement? If not, please provide a list of the current vendor(s) providing the service and how are the current services being procured? Apart from end of tenure, is there any other reason to release this solicitation? |
| A75. | The following vendors are currently contracted to provide the temporary medical staffing services described in the RFR. These contracts were emergency contracts and are expiring. The master agreement resulting from this RFR will serve as the long-term contract through which EOHHS will secure temporary medical staffing services for EOHHS, and its constituent agencies. |
List of vendors: Accountable Healthcare Staffing, Inc., Alliance Solutions Group LLC, Anodyne Medical Services Corporation, CareerStaff Unlimited Inc., Complete Staffing Solutions, Custom Healthcare Solutions MA LLC, Inficare Health, Inc., Insight Global, LLC, J. Morrissey & Company Inc., Jackson Nurse Professionals LLC, LocumTenens.com LLC, Maxim Healthcare Staffing Services Inc., Norton & Associates Inc., Professional Staffing Group.
| Q76. | Please list the top three areas for improvement you would like to see from new contract providers. |
| A76. | The requirements for this procurement are set forth in the request for responses and related documents. |
| Q77. | Is this a new contract or renewal of an existing contract? |
| A77. | This is a new contract. |
| Q78. | Can you share details from where we can get old RFP details? |
| A78. | This is a new RFR for EOHHS. EOHHS did not issue a prior RFR or RFP for the temporary medical staffing services sought through this RFR. |
| Q79. | Can you please share the email id/details where we can raise the public record request for old RFP? |
| A79. | A public records request may be submitted to EOHHS at the following link: https://www.mass.gov/forms/submit-a-eohhs-public-records-request |
However, as mentioned above, this RFR is not a renewal but is the first RFR (or RFP) issued by EOHHS for the temporary medical staffing services described therein.
| Q80. | Can the various facilities be named where clinical staff may be assigned to work? |
| A80. | EOHHS requires temporary medical workers in EOHHS facilities state-wide locations. EOHHS provides the specific facility name upon assignment. |
| EOHHS facilities where temporary workers will be requested, include without limit: Tewksbury Hospital, Western Massachusetts Hospital, Soldiers’ Home in Holyoke, Chelsea Soldiers’ Home, Department of Developmental Services facilities, Taunton State Hospital and Pappas Rehabilitation Hospital for Children, among others. | |
| Q81. | Will all participating state-run facilities follow the same operational protocol? |
| A81. | No, operational protocol may vary depending on the EOHHS facility. |
Q82. If EOHHS is currently using temporary medical staff, please provide the total number of temporary staff on current assignment?
A82. For context, please see the following data set which provides information related to temporary worker assignments for certain positions in the month of June 2022.
EOHHS Facilities – Representative Summary
| Year |
| Month |
| Position |
| Number of Temporary Staff* |
| 2022 |
| June |
| Registered Nurse |
| 158 |
| 2022 |
| June |
| Licensed Practical Nurse |
| 106 |
| 2022 |
| June |
| Certified Nursing Assistant |
| 248 |
| 2022 |
| June |
| Direct Care Worker |
| 282 |
| 2022 |
| June |
| Mental Health Worker |
| 174 |
| 2022 |
| June |
| Respiratory Therapist |
| 8 |
*Please note, the totals and averages are provided for summary purposes only. There may be difference in final counts based on information not available at the time this table was compiled.
| Q83. | A copy of Bidders statement of insurance sufficient to meet the requirements of RFR Section 3.3: Can we submit our sample certificate of insurance to suffice the requirements? | |
| A83. | EOHHS seeks to verify the bidder carries the minimum insurance required under the RFR. It is preferable to submit proof of insurance with the submission of the application. In the event the Bidder needs to secure the required insurance, the Bidder may submit the proof of insurance after being awarded a contract but prior to execution. In such cases, Bidder should provide statement explaining reason for delay in providing proof of insurance (i.e. need to expand coverage to Massachusetts). | |
| Q84. | Can we submit our standard insurance certificate for the bid? And then the required limit certificate after potential award? | |
| A84. | Yes, please see response above. | |
| Q85. | Insurance Coverages – Insurance, p. 5, § 3.3: Our coverage is $1MM occurrence / $2 MM aggregate. However, we have a $10 MM form follow umbrella, carried by the same carrier, that does not require a separate retention. Please confirm that this is acceptable. | |
| A85. | EOHHS will consider equivalent coverage amounts mentioned above, due to increased limits for the umbrella policy. | |
| Q86. | Do sub vendor/minority certified vendors have the same insurance requirements? |
A86. EOHHS has set forth insurance requirements in the RFR.
| Q87. | Section 3: Qualified Vendor Requirements, 3.3 Liability Coverage Requirements, #3 Umbrella Coverage, p. 5: Would the EOHHS consider lowering the $5 million per occurrence to $4 million for all three Categories? |
| A87. | EOHHS has set forth insurance requirements in the RFR. |
| Q88. | Insurance – Do you need proof of insurance on RFR submission date 9/15 or can it be provided on award date? Is an attestation/confirmation of our ability to provide your specified insurance coverages acceptable on 9/15? |
| A88. | Yes, an attestation/confirmation of ability to provide specified insurance coverage is acceptable on 9/15. Proof of insurance may be provided on award date. |
| Q89. | As stated in the SDP Plan form that it is mandate to fill this and utilize an eligible SDP partner as a subcontractor. Would request yourself to please define goal % for this contract under SDP Plan. |
| A89. | Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov. |
| Q90. | We are an MBE certified firm, do we still need to subcontract with other firms? |
| A90. | For assistance developing the SDP plan or specific questions, please contact the SDP Help Desk at sdp@mass.gov. |
| Q91. | Can we subcontract with any MBE certified firm across the USA? |
| A91. | Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov. |
| Q92. | In regard to the Supplier Diversity Plan (SDP), can EOHHS please confirm that any/all proposed SB subcontractors are acceptable to be certified as a small, or socio-economic business by the US Small Business Administration (SBA) only, rather than being certified by the state of MA? |
| A92. | Please refer to RFR Section 8.27, the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov. |
| Q93. | Kindly provide specific list of attachments required to be submitted with the proposal so to avoid compliance issues. |
| A93. | Please refer to the submission checklist appearing at paragraph 6.1, of the Request for Responses. |
| Q94. | Please provide list of forms to be submitted with the proposal so to avoid compliance issue. |
| A94. | Please refer to the submission checklist appearing at paragraph 6.1, of the Request for Responses. |
| Q95. | Section 6: Response Requirements, 6.1 RFR Submission Checklist, A. Cover Letter, #2 & #3, p. 10, Do we place these statements on Attachment A, or can they be included in the response to #1? |
| A95. | Please ensure the cover letter includes all required information set forth in RFR Section 6.1(A). |
| Q96. | Is the “Proof of Authentication of Signature” page of the Contractor Authorized Signatory Listing document required at this time? |
| A96. | Yes, the proof of authentication of signature is required to be submitted with the RFR response. |
| Q97. | Is an electronic signature acceptable for pg. 1 of the Contractor Authorized Signatory Listing document? |
| A97. | No, an electronic signature is not acceptable for the Contractor Authorized Signatory form. Please provide an ink signature. |
| Q98. | In order to be responsive, is it mandatory to be licensed as an employment agency or registered as a placement agency with the Massachusetts Department of Labor Standards? Please confirm. |
| A98. | Vendor must comply with the Massachusetts Department of Labor Standards requirements for operating as an employment agency or placement agency in Massachusetts. |
| Q99. | Do we need to submit Standard Contract Form with proposal response? |
| A99. | Yes, please follow the instructions related to the Standard Contract Form in RFR, Section 6.1(C)(1). |
| Q100. | Is there any form to fill for Conflict of Interest? If yes, please share form? |
| A100. | No, there is no form for the Conflict of Interest statement required in Section 2(F) of the RFR. Please provide the requested statement disclosing any conflict of interest, as specified in Section 2(F). If there are no such conflicts of interest, please provide a statement to that effect. |
| Q101. | Mass. License or Registration. The Bidder must be licensed as an employment agency or registered as a placement agency with the Massachusetts Department of Labor Standards: |
Can we submit Massachusetts Business registration certificate after the award of contract or before signing agreement?
Is it mandatory to have Massachusetts Business registration certificate at the time of proposal submission?
Can we submit our home state Business registration certificate at the time of proposal submission to suffice the requirements?
| A101. | You may submit the Massachusetts Business registration certificate after the award of the contract or before signing the agreement. If you are not yet registered in Massachusetts, please confirm in your application the steps you will take to comply with these requirements upon award of the contract. Please also refer to Section 3.1. | |
| Q102. | If the Proposal submission method is via portal, then kindly clarify submission stated under Section 8.28 Environmental Response Submission Compliance? | |
| A102. | Paragraph 8.28 environmental response submission compliance is a general requirement regarding submission of paper records. As noted in paragraph 6.2.1. of the Request for Responses, respondents must submit bids through COMMBUYS. If EOHHS specifically requests paper copies at some point in the process, protocols in 8.28 should be followed. | |
| Q103. | Do we have to upload the proposal or provide hardcopy response? | |
| A103. | Please refer to General Submission Instructions at paragraph 6.2.1. of the Request for Responses, which explains the submission requirements. As noted in 6.2.1., all bids must be submitted electronically through COMMBUYS. | |
| Q104. | If awarded the business, where should invoices be sent? | |
| A104. | Directions on how to submit invoices will be provided to vendors selected as qualified vendors when the contract is finalized or soon thereafter. Qualified vendors will also receive a direct contact at EOHHS for such programmatic inquiries. | |
| Q105. | Can the EOHHS please identify if the EOHHS paying the vendors directly or will the individual entities under EOHHS be independently responsible for paying each vendor? | |
| A105. | EOHHS is the contracted party. Invoices under this contract will be submitted to EOHHS, and EOHHS will issue payment. | |
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