Request Form to Division of Purchasing (DOP).pdf

Request Form to Division of Purchasing (DOP)

Name:*

E-mail:*

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Agency Name*

Request for the Purchase of:*

IDAPA 38.05.01.042.10 provides that the administrator may exempt an acquisition from competitive procurement if the administrator determines that bidding is impractical, disadvantageous or unreasonable under the circumstances. Examples include, but are not limited to: special market conditions; property requiring special contracting procedures due to uniqueness; and services for which competitive solicitation procedures are impractical.

Proposed Supplier*

Duration*

Anticipated Total Cost*

Exemption from Competition

Cassandre DiBonaventura cassandre.dibonaventura@dhw.idaho.gov

(208)334-6543

Department of Health and Welfare

The Joint Commission Consulting for Survey Readiness

Barrins & Associates

One-time purchase Ongoing

687,620.00$ https://adminrules.idaho.gov/rules/current/38/380501.pdf

Background*

Justification*

Describe the circumstances

Both State Hospital West (SHW) and State Hospital (SHN) North have been tasked by the Idaho State Legislature with obtaining Joint Commission status which will allow them to bill Medicaid/Medicare for patient services rendered. This will reduce the burden on the Idaho taxpayers as the general fund will no longer have to foot the bill for these costs by over four (4) million dollars annually.

The Joint Commission (TJC) is an accrediting body that requires hospitals to interoperate and adhere to strict standards to obtain and maintain accreditation. As Joint Commission is an entirely new set of standards for both hospitals it is necessary to obtain professional consultative to assist the hospitals interpret and apply these standards within each facility. Both hospitals have been working with a company called HCBSH, LLC (Barrins and Associates) for these services and the current contract(s) are about to expire and/or reach their maximum approved funding. The current contractor has conducted multiple Gap analyses and mock survey onsite visits for follow-ups which have proven very helpful to each hospital to identify what changes or modifications are necessary to meet the standards. The need for this professional service is ongoing for both hospitals until Joint Commission accreditation is obtained and then the following 3 years that the hospitals will be surveyed annually. Both hospitals have developed a very successful and positive relationship with the current contractor. At this point in time, beginning with an entirely different contractor would be a huge set- back for the hospitals and would further extend the time to obtain Joint Commission accreditation. Furthermore, the current vendor has consistently obtained excellent marks on all quarterly monitoring reports.

Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?

SHW is currently scheduled to have The Joint Commission in house for their survey effective 10/01/23.

Depending on if SHW & SHN successfully completes the initial survey’s they will require ongoing assistance from the contractor to make annual visits to complete mock surveys. The mock surveys will ensure that the State Hospital continue to achieve accreditation standards ongoing. TJC will return in approximately 18 months for the 2nd survey and then again following the 2nd survey the survey.

The SHW contract will be out of funds at the end of August with this vendor. There has been a request for an RFP to be done but this will take 3-4 months and will then be beyond the October 1, 2023, ready date. SHN has some funding available on their current contract but will run out by the end of 2023. They do not have a ready date for TJC and are working with HCBS on a weekly basis developing policies and practice.

Description*

Agency Certification*

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Date*

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Notes

Describe the extent to which competition is possible

The SHW contract will be out of funds at the end of August with this vendor. There has been a request for an RFP to be done but this will take 3-4 months and will then be beyond the October 1, 2023, ready date. SHN has some funding available on their current contract but will run out by the end of 2023. They do not have a ready date for TJC and are working with HCBS on a weekly basis developing policies and practice.

The information provided above is true and accurate to the best of my knowledge, and supports the need for a direct procurement of the described goods or services, in the best interest of the State:

Barrins & Associates Quote for 2023 - 2026 State of Idaho

Department of Health and Welfare.docx

102.59KB

9/1/2023

Approver

This exemption will be sent for posting before final approval