Response to Offeror Questions document.pdf

RFP #24RFP10085 Questions and Responses

Clause Issue/Question Topic/Notes SDVH Response 1.1 Census Clarification

Do you want bid based on 106 residents even though census is only 69?

Having an accurate bid census is important to accurately pricing a P & L bid which bears fixed costs and impacts the patient day rate.

83 residents

External Entities (Jail and Meals on Wheels) Served Under Existing Contract

Are these two entities expected to continue under the agreement? If not, will the Procurement Office notify these entities to allow them to source alternative providers?

If so, what will the rate paid to State for kitchen use by the winning bidder be for the “life of the contract”?

The two entities are not currently part of the SDVH agreement. The contracts are held between current vendor and the other entities. A separate agreement will be drawn up for the rate paid to the State for kitchen use.

1.6.3 Should the pricing page be

part of proposal (one document) or delivered in separate envelope?

Is there a pricing submission form or suggested format to use?

1.6.3 does not specify but 4.6 refers to not opening the separate pricing envelope?

The cost proposal should be delivered in separate envelope. The cost proposal section request “average daily meal costs”. A cost sheet has not been included with past RFPs, however upon review, it is realized it would be helpful to have a standard. It will be sent under separate cover.

2.1 Performance Security Deposit

– Will waiver be considered for incumbent so that these savings can be passed on to the State?

Surety bonds drive additional cost for the State, and we have experienced this requirement being waived for incumbents with experience providing services to a government entity due to lower risk of service failure.

There will be no waiver to the bond requirement.

2.4/2.25 The Contractor will not use State equipment, supplies, or facilities/ Contractor furnished items.

Which clause accurately reflects State’s intent for awardee’s use of kitchen, supplies and equipment?

This runs counter to current contract and conflicts with RFP clauses 2.21, 2.30.1, 2.30.2, and 2.31.1. Please clarify.

RFP clauses 2.21, 2.30.1, 2.30.2, and

2.31.1 accurately reflect State’s intent.

2.29/2.29.1/2.29.6 Personnel -Recognizing full employment economy, will liquidated damages be waived if service levels are maintained regardless of staffing levels?

This will allow liquidated damage estimates to be excluded from bid, which will be more beneficial to the State.

-Company requests waiver of liquidated damages if FSD resigns without 30 days advance notice or if position is not filled within 30 days considering full employment market, assuming temporary qualified manager is assigned during this period.

Company will make great effort to staff per staffing plan. Note: other S. Dakota bids have agreed to waive this provision as long as service is maintained.

Note: vendor has no control over employees who resign with less than 30 days-notice.

There will be no waiver of this provision

2.30.1 Company respectfully

requests that replacement of supplies and capital equipment during and at the termination of the contract will be based on malicious

Replacement of supplies and capital equipment during and at the termination of contract will follow section 2.30.1.

Inventory will be conducted with State and Contractor collectively with written validation by the parties.

destruction, and not based on supplies and equipment requiring replacement due to normal wear and tear, end of life, new service needs, new items or increased inventory levels, etc., and that inventories will be conducted with the State and the Contractor collectively, with written validation by the Parties.

2.30.2/2.32.2 What is the State cost of computer access, telephone service billed contractor for the life of the contract so it can be included in patient day rate? Will the date of all increases be tied to annual contract anniversary date so that these costs can be factored in annual increase?

The current rate for computer access is $284.75 per State email. Currently two are used and billed for the Registered Dietician and Dietary Manager.

Telephone is $4.00 per line and there are two lines utilized. The cost of these are not assigned by SDVH and are controlled by the Bureau of Information Technology.

There is an annual increase determined by BIT and the costs are then passed on.

The increase will be effective when it is billed to SDVH.

2.30.5 Leased Equipment - Please

provide list of leased equipment and costs for life of the contract (5 years) that Company should include in its bid to cover leased expenses in patient day rate you are requesting be absorbed by bidder?

SDVH does not have leased equipment.

2.33.5 2.33.6 2.33.13 Stripping and Sealing of Floors Pest Control Hood Ducts and Vent Cleaning

These expenses are typically borne by clients in the outsourced healthcare foodservice industry, and the State has the ability to purchase these services at lower rates than do bidders which otherwise inflates costs to the State. Will the State entertain including the servicing of the foodservice area as part of their other building services?

No - the contract will remain the same.

2.34.4 Audit Requirements The State Procurement Office removed audit requirements from Yankton RFP during the question phase. Will this clause also be removed for this RFP?

No

2.50.4 Menu Substitutions Will penalties of up to $52k annually be waived if menu substitutions are due to reasons beyond Company’s control such as inclement weather preventing deliveries, Vendors being out of stock on items, or due to State’s equipment/utilities not functioning?

No

2.54 Employee/Visitor Meals Please clarify statement: “The revenue derived from the employee/visitor meals should offset the cost per meal to the State at each facility.” Note: this is typical language in a fee account, but for a P & L account, funds are normally retained by Company. In addition, State does not guarantee any volumes for employee/visitor meals.

Unclear as to what is being asked as the contractor is responsible for establishing and maintaining the system.

Bistro Please confirm if intent is for Bistro to remain open, and if so, for what days/hours?

Please confirm if soft serve ice cream will continue to be billed back to State each month?

The Bistro will continue to operate under the current schedule of 11:30 am – 12:30 pm Monday - Friday. Activities, floor stock, and food will continue to be billed back to the State each month.

Catering Catering is not mentioned in the RFP.

Would you like bidders to include a sample catering menu which includes cost plus mark-up (P & L contract) or do you plan to discontinue catering?

Activities scheduling will continue as with current contract. Activities department will continue providing food services with planned activities/special events at the beginning of each month. Catering menu is currently not in the RFP.

pg. 11, 2.24 Will vendor be provided with tax exempt certificate?

Taxes SDVH will submit tax exempt certificate to vendor. Vendor will need to use their own tax-exempt certificate with their vendor.

pg. 11, 2.29 What are current RD monthly hours? Can further scope of work desired be provided such as involvement in care planning, MDS and weekly risk meetings?

RD Services 10 – 20 hours /week based on resident census.

• Assesses the nutritional needs of residents upon admission, annually and as needed

• Follow high risk residents monthly and as needed.

Review labs, weights, documentation of residents following

• Document in ECS (American Data) as applicable

• Document in applicable MDS sections

• Develop and evaluate regular and therapeutic diets, including textures of foods and liquids, to meet the specialized needs of residents

• Develop and implement educational programs involving food and nutrition services as appropriate

• Participate in the quality assurance and performance improvement (QAPI) when food and nutrition services are involved

pg. 11, 2.29 Please clarify if vendor is responsible for providing a food service personnel to activities? If so, please expand upon requirements and scope of work? How many hours per week is anticipated for this position?

Activities Department Personnel

At the beginning of each month, the Activities Director will submit to the vendor a list of activities that will occur that month and the food that is needed.

There is currently no FTE assigned to the Activities. Current vendor works with the Activities department to deliver food items needed for the activity or event.

pg. 11, 2.29 Please provide requirements of the background checks and disqualifiers for hire.

Background Checks To be incorporated in final agreement:

Each Professional shall possess a clear criminal background and abuse registry check as required by the South Dakota Department of Health as well as clear checks of the Office of Inspector General, the Excluded Parties List

System and the National Sex Offender registry. Service Provider shall immediately notify Client’s Director of Nursing if a Professional assigned to Client fails to meet the foregoing requirement or if a Professional assigned to Client is arrested for or charged with a crime which is punishable as a felony, a crime which is abuse, neglect, or exploitation of an elder or an adult with a disability under SDCL Chapter 22-46 or similar law of another state, a crime which involves the use or possession of alcohol or marijuana, or a crime which involves theft, deceit or dishonesty; Each Professional shall submit to drug screening required of Veterans Home direct care positions pursuant to SDCL 3-6F-1 and ARSD 55:05;

pg. 12, 2.29.3 Will SD Veteran Home provide CPR and defibrillator training to contractor staff as required?

CPR/ Defib training Yes – on site training is provided at a cost of $50 per employee

pg. 13, 2.30.1 Will vendor have a point of contact to communicate and assess inventory levels as well as responsibility of new inventory required?

Adaptive Eating Utensils Yes, Physical Therapist. Assessments are done on residents, then inventory is ordered.

pg. 14, 2.30.2 What is estimated monthly cost for computer access?

Computer Access Fee $284.75 per State email. Two are currently used: one for Registered Dietician and the other for Dietary Manager. The cost increases each year per the Bureau of Information Technology (BIT)

pg. 15, 2.30.9 Are vehicles required for this operation?

Vehicles The current vendor has a vehicle to transport meals prepared at SDVH to their other two contracts in town. State vehicles are only utilized by State employees

pg. 16, 2.31.4 What are current initial and ongoing security costs to the food service areas? What is replacement cost of key cards?

Security $10 per key card

pg. 16, 2.32.2 Please confirm/ clarify internet usage and fees

Internet Fee Incorporated in Computer Access Fee

pg. 18, 2.33.6 Please clarify vendor responsibility of pest control in food service and dining areas.

Pest Control in Food Service Areas State is responsible for the monthly perimeter pest control. This includes the Bistro dining area. Vendor is responsible for food service area and kitchen.

pg. 18, 2.33.7

Will vendor be provided access to the laundry facilities on-site?

Linen/ Laundry Access No – current contractor uses Servall

pg. 19, 2.33.10 Is there a cost associated with implementation of the recycling program?

Recycling Program No – current contracted waste disposal company sorts at their site. SDVH does collect aluminum cans for recycle

pg. 19, 2.33.12 Is vendor responsible for costs of grease trap service and hood inspection/ internal cleanings?

Professional Inspections/ Cleanings

Vendor is responsible for the cost of hood inspection/cleaning. Vendor is also responsible for cleaning of inside grease trap. State is responsible for outside grease trap

pg. 19, 2.34.1 What are usual monthly charges for telephone, computer?

Monthly Billings Phone charge is $4.00 per line (2 lines).

$284.75 (2 email). Both are subject to price increases by Bureau of Information Technology (BIT)

pg. 22, 2.39-2.43 How are subsidies/ commodities currently received? Is a notice provided to vendor to

Subsidies and Commodities Currently not aware of any subsidies or commodities ensure incorporation into the menu in a timely manner?

pg. 23, 2.43.3 Is contractor responsible for any costs of USDA foods declined?

Subsidies and Commodities Yes if it is applicable

pg. 23, 2.45.2

Please define a partial day meal?

Snack/ Supplement Billing The current process is that SDVH purchases household snacks/supplements through vendor.

Vendor then bills back SDVH.

Please provide current monthly visitor, guest, and employee meal counts

Approximately 800 per month

pg. 24, 2.47.5 What is current EMR utilized by veteran home?

EMR American Data – moving to Point Click Care

pg. 29, 6.a Is there a specific cost sheet for vendor to complete? Is this section missing information?

Cost Proposal The cost proposal section requests “average daily meal costs”.

A cost sheet has not been included with past RFP’s, however upon review, it is realized it would be helpful to have a standard. It will be sent under separate cover.

Is nursing responsible for serving plated meals to residents in all household units?

Current process is that vendor brings food to households on steam tables, plates food in household, then nursing serves.

Additional Scope of Work Questions

Will meal service to the local detention center continue with new vendor contract?

There are two contracts that the current vendor has with other: Hot Springs Jail and Black Hills Special Services Cooperative. Both contracts are between current vendor and that facility. Weekly reports are given by vendor to SDVH and a monthly invoice is back charged to vendor.

If so, what is the current number of inmates or total meals served?

From April 2023 – March 2024 Jail:

22,037 meals BHSS: 3,578 meals. This information is based on the reports submitted to SDVH by current vendor

How many times/ day are meal deliveries made?

SDVH does not know the current vendor’s process.

What is method of delivering food to detention center? Will this be responsibility of vendor to secure transportation and labor to deliver?

SDVH does not know the current vendor’s process

What is the billing process for the meals provided to the detention center?

SDVH does not know the current vendor’s process

Are meals delivered pre-packaged/ plated or in bulk pans to serve on-site?

SDVH does not know the current vendor’s process

Can meal requirements be provided to ensure vendor menu meets requirements?

SDVH does not know the current vendor’s process

Upon delivery, will vendor be required to enter detention center?

SDVH does not know the current vendor’s process