RFP 260000000604 Bidder Q&A 4.16.2026.xlsx
XLSX spreadsheet 71 KB Posted
- Solicitation number
- RFP 171 260000000604 4
- Issued by
- Michigan
About this file
This is a Bidder Question and Answer document for RFP# 260000000604, a Statewide Temporary Medical Staffing Services contract administered by the State of Michigan, with primary users being the Michigan Department of Corrections (MDOC) and Michigan Department of Health and Human Services (MDHHS). The contract requires awarded contractors to provide a minimum of 45 listed medical staffing positions covering roles such as Registered Nurses, Licensed Professional Nurses, physicians, psychiatrists, psychologists, and various support positions across correctional facilities, psychiatric hospitals, and other state locations throughout Michigan. Staffing positions are typically full-time at 40 hours per week with shifts varying from 8 to 12 hours, operating on a 24/7 basis at MDOC facilities and as needed at MDHHS locations. The RFP represents a rebid of existing contracts, with incumbents eligible to resubmit proposals. All awarded vendors receive equal distribution of staffing requests without tiering or hierarchy, though MDHHS facilities have autonomy in vendor selection while MDOC uses a centralized hiring manager approach. Contract start date is anticipated for October 1st, with the award date to be determined following the evaluation process.
The estimated budget for this contract is to be determined, with no minimum hours guaranteed and volume fluctuating based on organizational need. Pricing must be submitted on a firm fixed basis with hourly rates, billable rates, and markup percentages specified for each position; contractors cannot submit rate ranges and must bid on all listed positions to be considered responsive. The State may standardize hourly pay rates across all awarded vendors for specific positions including RNs, LPNs, psychologists, and licensed counselors, though billable rates will vary based on contractor markup. Contractors are responsible for all pre-employment costs including background checks, drug screening, and medical clearances, with no reimbursement for temporary staff removed by the State or conversion fees if the State hires a temporary employee after 13 weeks. Service Level Agreement credits and liquidated damages apply for non-compliance with performance standards. A 1% administrative fee applies to all spend including State of Michigan, MiDEAL, and Extended Purchasing Program entities. The contract is not mandatory for subcontracting, though subcontractors must comply with all contract requirements; Geographically Disadvantaged Business Enterprise and Service-Disabled Veteran-Owned Business preferences are not mandatory but may be considered in evaluation.
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RFP Q&A
| Q # | Document and Section | Page # | Bidder Question | SOM Response |
| 1 | Schedule A Statement of Work/Scope | 2 of 37 | This section indicates each awarded Contractor is required to offer at minimum 45 listed positions. 1. This requirement appears to eliminate many small businesses from participation as very few contractors/staffing agencies can offer all of these diverse staffing positions. Will the State consider accepting proposals from Contractors/Vendors that offer fewer positions than all positions listed? | No. The awarded Contractors must be able to provide all positions. |
| 2 | Schedule A Statement of Work/Scope | 2 of 37 | This section indicates each awarded Contractor is required to offer at minimum 45 listed positions. 2. Is it the intention of the State of MI to award contract(s) to Vendor Management Systems (VMS) and/or Managed Service Provider (MSP) vendors only? | No, the State will be awarding Contracts to individual companies. |
| 3 | RFP - General | - | Is this a new contract or renewal of an existing contract? | This is a rebid of the Statewide - Temporary Medical Staffing Services Contracts. |
| 4 | RFP - General | - | If there is an existing contract, could you please share the names of the current vendors and their pricing? | All Contracts can be found at the web address below. Search "Statewide - Temporary Medical Staffing Services" in the description box and it will pull up all of the current Contracts that you can click to view. https://www.michigan.gov/dtmb/procurement/contractconnect/contract-list |
| 5 | Schedule A - Statement of Work - Scope | 2 | In order to be considered responsive for this solicitation, is it mandatory to bid on all positions? | See response to question #1. |
| 6 | RFP - General | - | What is the estimated budget for this contract? | To be determined. |
| 7 | Schedule A - Statement of Work - 2.8 Disclosure of Subcontractors | 16 | Is it mandatory to subcontract? | No. |
| 8 | Schedule A - Statement of Work - 1.1 General Requirements | 3 | Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day? | MDOC: A typical shift is 8 hours per day. Some positions offer 10 or 12 hour shifts. The MDOC operates 24/7 and offers day, afternoon, or night shift for most positions. MDHHS: Shifts and duration will vary based on the need. |
| 9 | Schedule A - Statement of Work - Scope | 2 | Can you tell me if as a staffing firm that provides medical personnel, do we have to submit for all the categories or can we submit for only certain ones. | See response to question #1. |
| 10 | PROPOSAL INSTRUCTIONS - AWARD RECOMMENDATION | Page 6 | What is the intended number of awards (approximate number)? | To be determined. |
| 11 | General Question | - | What are the estimated funds allocated for this contract? | See response to question #6. |
| 12 | General Question | - | Is this a new contract, or are there any incumbents? If there is an incumbent, please provide the incumbent's name and pricing and confirm whether the incumbent is eligible to resubmit the proposal. | See response to question #4. Yes, incumbents are eligible to submit a proposal. |
| 13 | General Question | - | Are there any pain points or issues with the current vendor(s)? | This information is not needed to provide a bid response. |
| 14 | General Question | - | Could you please share the previous spending on this contract, if any? | See response to question #4. |
| 15 | PROPOSAL INSTRUCTIONS - RFP Structure and Documentation | Page 14 | Is there any mandatory subcontracting requirement for this contract? If yes, is there a specific goal for the subcontracting? | See response to question #7 |
| 16 | PROPOSAL INSTRUCTIONS - RFP Structure and Documentation | Page 14 | Can we submit good faith efforts if we are unable to find a subcontractor? | See response to question #7 |
| 17 | Schedule D – Extended | - | How many positions were used in the previous contract (approximate)? | Varies by year and agency. |
| 18 | Position Description | - | How many positions will be required per year or throughout the contract term? | All positions will vary depending on need at the time since this is temporary staffing |
| 19 | Schedule D – Extended | - | If the resources we provide at the time of proposal submission are unavailable at the time of a potential contract award, could vendors replace them with equally qualified resources? | The only resources that are identified in the solicitation are the Key Personnel. The State expects whomever is listed to present for the Contract start. If there is a risk that a Contractor or Subcontractor is not available at the time of contract award, please point out that risk in your bid proposal. |
| 20 | Position Description | Page 2-3 | Can we provide hourly rate ranges in the price proposal? | No. |
| 21 | General Question | - | Will the County allow mid-contract price adjustments (e.g., for agency fees or wage rates), and if so, under what conditions? | Review Section 4.2. Price Changes within the Schedule A - Statement of Work. |
| 22 | Schedule B – Pricing | - | If adjustments are permitted, is there a specified mechanism (e.g., annual review, CPI-based increase, or mutual negotiation) that governs such changes? | See response to question #21. |
| 23 | Schedule B – Pricing | - | Should the initial proposal reflect fixed pricing for the entire term, or can adjustments be proposed in advance as part of the contract? | See response to question #21. |
| 24 | Schedule B – Pricing | Page 2 | What are the reporting requirements? | The requirements can be found on the Schedule A - Statement of Work within Section 3.3 Reporting. |
| 25 | Schedule B – Pricing | - | Is the work entirely onsite, or is there a possibility for remote operations and performance? | MDOC: 100% onsite and either inside a correctional facility health care clinic or working at a parole or probation office. MDHHS: There may be remote opportunities; however, such occasions are rare. |
| 26 | Schedule A - Statement of Work - 2.6 Key Personnel | 15 | Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates, or can we submit the sample resumes? | Actual resumes for Key Personnel are required for the proposed Key Personnel at the time of proposal submission. |
| 27 | General Question | Page 30 | Could you please provide the list of holidays? Are there any mandated Paid Time Off, Vacation, etc.? | This has been added in Amendment #2 - Schedule A - Statement of Work; Section 2.5.1. State of Michigan Holidays. MDOC has the potential to mandate overtime and candidates have a seniority based vacation schedule. Holiday pay is earned only if candidate works on the holiday. |
| 28 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | How will work orders be shared among multiple awarded vendors? | Available positions are offered to all awarded vendors. |
| 29 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | Will there be any tiering or hierarchy in distributing task/work orders among awarded vendors? If yes, what criteria will be used to determine such hierarchy? | No. |
| 30 | Schedule A – Statement of Work - Scope | 2 | Could you please provide a list of the most commonly requested positions under this contract? | MDOC: Registered Nurse, Licensed Professional Nurse, Licensed Professional Counselor/Social Worker. MDHHS: Registered Nurse |
| 31 | RFP - General | - | What is the estimated annual budget allocated for this contract? | See response to question #6. |
| 32 | RFP - General | - | What has been the approximate annual spend for similar services in previous years? | See response to question #4. |
| 33 | RFP - General | - | What challenges or pain points is the State aiming to address through this new contract? | See response to question #13 |
| 34 | Vendor Question Worksheet - 5. State of Michigan Experience and Prior Experience | 16 | As per Section 5 of the Vendor Response Sheet, vendors are required to describe at least three (3) relevant experiences from the last five (5) years. Can you please confirm whether these experiences must be limited to projects within Michigan, or if out-of-state experience is also acceptable? | Any relevant experiences are acceptable. |
| 35 | RFP - General | - | How many vendors does the State intend to award under this contract? | See response to question #10. |
| 36 | Schedule A - Statement of Work - 2.6 Key Personnel | 14 | As mentioned in Section 2.6.i, is the credit amount clause applicable in cases involving the removal of medical staffing resources and/or account managers? Please confirm. | This credit is for the company Key Personnel only and does not apply to Temp Staff. |
| 37 | Schedule A - Statement of Work - Section 2.8 Disclosure of Subcontractors | 16 | Are there any mandatory subcontracting goals (e.g., small business, disadvantaged business, or similar requirements) associated with this contract? | Review Section 2.8. Disclosure of Subcontractors within the Schedule A - Statement of Work. |
| 38 | Schedule A - Statement of Work 9. Service-Level Agreement (SLA) | 35 | As per Section 9 of Schedule A, vendors are required to provide a credit if they fail to meet the Service Level Agreements (SLAs) outlined in that section. We would like clarification on how this requirement will be applied. Specifically, will the credit apply only to the vendor that the State initially contacts for a staffing request? Or will the State issue the staffing request to all awarded vendors, with any vendor that fails to meet the SLA requirements then being subject to the credit? | The SLA will be applied to the specific vendor that fails to meet the SLA. SLAs are not assessed across the board; they are assessed on specific issues. |
| 39 | RFP - General | - | We would like clarification on the timeline between the contract award date and the official start of the contract term. Specifically, how much time should vendors expect between the award notification and the contract start date? | Contracts are anticipated to start October 1st. The Award Date will be based on the evaluation process and has yet to be determined. |
| 40 | RFP - General | - | Does the requirement to “respond within 24–48 hours” refer to: Acknowledgment of request, OR Submission of candidates? | The State does not understand the question. |
| 41 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | What is the expected turnaround time for candidate submissions after a requirement is issued? | One week. |
| 42 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | Is there an expected number of candidate submissions per requisition? | No. |
| 43 | Schedule A - Statement of Work - Scope | 2 | Are there priority/urgent roles with faster turnaround expectations? | If yes, the temp agency will be notified of such in the request. |
| 44 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | What is the typical timeline for Interview scheduling, Feedback, and, Offer decision? | Two weeks. |
| 45 | Schedule A - Statement of Work - 2.9 Security | 17- 25 | What is the expected onboarding timeline after candidate selection? | Two to four weeks. |
| 46 | Schedule A - Statement of Work - 2.9 Security | 17- 25 | What specific background checks / clearances are mandatory (MDOC, CJIS, etc.) before start? | This is outlined in The Schedule A - Statement of Work within Section 2.9. Security. |
| 47 | RFP - General | - | Can you provide a standard resource profile submission format/template? | The State does not understand the question. |
| 48 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | Is there a limit on the number of candidates submitted per role? | No. |
| 49 | Schedule A - Statement of Work - 1.2 Procedure | 5 - 6 | Are vendors expected to provide replacement candidates within a defined timeline if a resource leaves? If yes, what is the timeline? | No. |
| 50 | Schedule A - Statement of Work 9. Service-Level Agreement (SLA) & Schedule J – MDOC Service Level Agreements | - | How is an “occurrence” defined for SLA penalties? | Each time a standard is not met. |
| 51 | Schedule A - Statement of Work 9. Service-Level Agreement (SLA) & Schedule J – MDOC Service Level Agreements | - | Will SLA penalties apply if: Roles remain unfilled due to market constraints? and Candidates are rejected by the State? | No. |
| 52 | Schedule A - Statement of Work 9. Service-Level Agreement (SLA) & Schedule J – MDOC Service Level Agreements | - | Is there a grace period or warning mechanism before SLA penalties are enforced? | Service Level Agreement Assessments are issued in writing and Contractors are given a period of time to provide a response. |
| 53 | RFP - General | - | Which roles are currently hardest to fill? | MDOC: Registered Nurse positions in the Upper Peninsula. MDHHS: Registered Nurse. |
| 54 | Schedule B - Pricing | - | Are there any rate caps or standardized pay rates for specific roles? | Per Schedule B - Pricing, the State may select specific positions to be the same hourly rate paid to employees across all awarded Contracts (for example, all RN's to be paid the same rate). This initial determination will be determined during evaluation and award. |
| 55 | Schedule B - Pricing | - | Will the State enforce uniform pay rates across vendors for certain roles? | See response to question #54. |
| 56 | Schedule B - Pricing | - | Are bill rates fixed, negotiable per requisition, or evaluated during the award only? | Review Section's 4.1 Price Term and 4.2. Price Changes within the Schedule A - Statement of Work. |
| 57 | Schedule A - Statement of Work - 1.1 General Requirements | 3 - 5 | Will vendors have direct interaction with hiring managers, or only through a central team? | MDOC: Centralized team that includes a Program Manager, Contract Monitoring, and Procurement. MDHSS: Hiring Manager |
| 58 | RFP - General | - | Is there a vendor ranking/scorecard mechanism that impacts future requirement distribution? | No. |
| 59 | Schedule A - Statement of Work - 2.9 Security | 17- 25 | Are there any facility-specific restrictions or onboarding variations across locations? | Review Section 2.9. Security within the Schedule A - Statement of Work. |
| 60 | Schedule A - Section 2.9. B. MDOC Specific Security Procedures & Section 2.9. C. | 20 - 23 | What additional requirements apply for facility-specific restrictions or onboarding variations: |
-Correctional facilities (MDOC)
| -Psychiatric facilities (MDHHS) | MDOC: See Schedule A, Section 2.9. B. MDOC Specific Security Procedures and Section 2.9. C. MDHHS: See Schedule A, Section 1.3 Training, Letter B. MDHHS Training Requirements. | ||||
| 61 | Schedule A - Statement of Work - 2.9 Security | 17 | What percentage of roles require CJIS or similar security clearance? | MDOC: 100% MDHHS: Review Section 2.9.A. MDHHS Specific Security Procedures within the Schedule A - Statement of Work. | |
| 62 | General | - | Please provide a list of attachments required to be submitted with the proposal to avoid any compliance issues. | The required attachments are identified on the Proposal Instructions within Section 1. Proposal Preparation as well as throughout the Schedule A - Statement of Work. | |
| 63 | General | - | Do we need to include a business license with the proposal response? | No. | |
| 64 | General | - | Are attachments required to be uploaded separately on the portal? If yes, please provide a complete list of required attachments to ensure compliance. | The Schedules must be submitted separately from each other. See response to question #62. | |
| 65 | General | - | For each Word document attachment, if we have limited space for responses, can we attach an additional document and refer to it as “additional documentation”? | Yes. The bidder response boxes are preferred for answering questions. | |
| 66 | Standard Contract Terms | - | Do we need to submit the attachment RFP# 260000000604 – Contract Terms with the proposal, or is this only required after award? | See response to question #62. | |
| 67 | Schedule C – Insurance Requirements | - | Is the Certificate of Insurance required at the time of proposal submission? | No. | |
| 68 | Proposal Instructions | 2 | As per the solicitation document, it is stated: “Include the bidder’s company name in the header of all documents submitted with your proposal.” Kindly clarify whether we are permitted to edit the headers of the Confidential Treatment Form, Vendor Questions Worksheet, Schedule A and Schedule B Word documents to comply with this requirement, or if there is another method we should follow. Please guide us to ensure compliance and avoid any issues. | The headers can be modified as long as the document titles are not changed. | |
| 69 | Proposal Instructions | - | The required files, Confidential Treatment Form and Vendor Questions Worksheet, are included in the Proposal Instructions attachment. Kindly confirm whether we need to submit the entire Proposal Instructions attachment, or extract and submit these two documents as separate attachments and upload them individually. | They can be submitted as one document or individually. | |
| 70 | Proposal Instructions | 3 | As per Section 5, “Delivery of Proposal,” please clarify whether the proposal must be submitted in Word format, as the provided attachments are in Word format. Additionally, please confirm whether all required attachments must be uploaded separately. Also, may we include additional supporting documentation in PDF format if more space is needed to provide detailed responses to the requested questions? | Per the Proposal Instructions, Section 5. Delivery of Proposals, "The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. " | |
| 71 | Proposal Instructions | 4 | How many points are allocated to pricing section? As in the solicitation we can only see the Technical Evaluation Criteria and understand that a minimum of 80 points is required to proceed to the price evaluation. Kindly confirm. | Pricing is not scored. | |
| 72 | Proposal Instructions | 4 | Is there any preference for a prime bidder that is a QDV/SDVOB during proposal evaluation? Also, please confirm whether it is mandatory to subcontract with a QDV/SDVOB. If yes, please specify the exact subcontracting goals and the documentation required from the subcontractor to ensure compliance and avoid any issues. | Please review Section 6. Evaluation Process within the Proposal Instructions. No it is not required to subcontract with a SDVOB. Subcontractors must follow all Contract requirements including Section 11. Subcontracting of the Contract Terms and Section 2.8 Disclosure of Subcontractors within the Schedule A - Statement of Work. | |
| 73 | Proposal Instructions | 13 | Could you please provide the estimated budget or anticipated contract value for this solicitation? Additionally, regarding the requirement to explain scaling in the event that contract award results in more than a 25% increase in gross revenue, kindly confirm whether this should be addressed as a hypothetical scenario or based on the estimated contract value. This will help us tailor our response appropriately. | Hypothetical what you anticipate the Contract value might be. See answer to question #4 for how to view current Contract Spend. | |
| 74 | Proposal Instructions | 13 | As per Section 3, “Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program,” – If we are not a QDV/SDVOB as the prime bidder, may we indicate “N/A” and proceed to the next question? Alternatively, are we required to subcontract with a QDV/SDVOB and provide subcontractor details, or is this requirement applicable only to the prime bidder? | Select yes or no for this question. SDVOB preference only applies to the vendor the State of Michigan Contracts with. | |
| 75 | Proposal Instructions | 15 | As per Section 5, “State of Michigan Experience and Prior Experience” – Could you please clarify the preferred format for providing the list of contracts with the State of Michigan for the past 10 years? For example, should this information be submitted in a table format, and are there any specific data fields (e.g., contract number, agency, contract value, period of performance, scope) that must be included? | Responses to this section must be provided within the "Bidder Response" column of the Vendor Questions Worksheet. | |
| 76 | Proposal Instructions | 17 | As per Section 9, “Michigan Economic Impact” – Could you please confirm the anticipated number of FTEs required under this contract? This will help us accurately respond to the question regarding the number of additional employees to be employed at locations within the State of Michigan if awarded this contract. | Review Section 2.6. Key Personnel within the Schedule A - Statement of Work. | |
| 77 | Proposal Instructions | 18 | As per Section 9, “Michigan Economic Impact” – For the questions regarding minimum wage, average wage, and the percentage of employees covered by employer-provided health insurance within the State of Michigan, kindly clarify whether the information should be provided specifically for the job titles requested under this RFP or as an overall company-wide response. | This applies to the overall company. | |
| 78 | Schedule A – Statement of Work | 14-15 | Can the same Account Representative/Account Manager be assigned to multiple work sites (e.g., MMDHHS and MDOC), or is a separate individual required for each location? | The same Account Rep/Manager can be assigned to both MDHHS and MDOC. | |
| 79 | Schedule A – Statement of Work | 14-15 | Beyond the six (6) required Key Personnel positions listed in the table, may we include additional roles such as a Recruitment Manager, Program Manager, or other support personnel, or will the six positions suffice to meet the requirement? | The State is requesting the positions listed in the Key Personnel section only. | |
| 80 | Schedule A – Statement of Work | 14-15 | In addition to completing the Key Personnel table, are we required to provide detailed narrative descriptions of roles, responsibilities, and staffing approach separately, or will the table alone be considered sufficient for evaluation? | The table alone is sufficient | |
| 81 | Schedule A – Statement of Work | 15 | If we include additional team members beyond the required Key Personnel (e.g., Recruitment Manager, Program Manager, or other support roles), should detailed resumes and the organizational chart also include these additional personnel? | Yes. | |
| 82 | Schedule A – Statement of Work | 15 | For the organizational chart, should it reflect only the required Key Personnel, or the full proposed team structure supporting this contract? | The organizational chart should reflect the full proposed team structure supporting this contract, including any subcontractors. | |
| 83 | Schedule A – Statement of Work | 15 | Are we required to submit the resumes and organizational chart strictly in the format provided within the RFP, or may we submit them as separate attachments in our standard format? | They can be submitted in the same document or separately. All documents must be submitted in a fully modifiable format. | |
| 84 | Schedule A – Statement of Work | 15-16 | Is it mandatory to subcontract with Michigan-based Geographically Disadvantaged Business Enterprises (GDBE)? If yes, please specify the exact percentage goal for subcontracting. | No. | |
| 85 | Schedule A – Statement of Work | 15-16 | Will participation with GDBE subcontractors provide any advantage during the evaluation process? | This section is included in the evaluation. | |
| 86 | Schedule A – Statement of Work | 15-16 | If subcontracting is not mandatory, may we indicate “None” or “N/A” under Section 2.8, Disclosure of Subcontractors? | Yes. | |
| 87 | Schedule A – Statement of Work | 3 | In several sections (highlighted in green), the RFP includes detailed narrative questions. For example, under Section 1.1 General Requirements, the following are included: |
-Bidder must describe how they comply with the above requirement(s) -If your organization cannot provide staffing services for all of Michigan, please indicate which areas/facilities your organization will be declining -What sources do you use to attract candidates?
-Do you offer any incentives or engagement programs for workers?
Could you please confirm:
-Should responses to these questions be provided directly within the Schedule A document in the designated fields, or -Is it acceptable to provide detailed responses in a separate attachment (e.g., a consolidated narrative response document) with clear references to each section/question?
| Additionally, if a separate attachment is acceptable, are there any specific formatting or cross-referencing requirements we should follow? We appreciate your guidance to ensure our submission aligns with the State’s expectations. | Detailed responses must be provided directly within the Schedule A - Statement of Work document in the designated response box. | ||||
| 88 | SOW, Scope | p. 1 of 37 | Who is the incumbent providing these clinical staffing services? | See response to question #4. | |
| 89 | SOW, Scope | p. 2 of 37 | What is the weekly average number of hours worked per job type listed in the Statement of Work on pp. 2-3? | 40 hours per week. | |
| 90 | SOW, Scope | p. 2 of 37 | Are vendors required to provide all clinical job types listed or can vendors provide some of the clinical job types listed? | See response to question #1. | |
| 91 | SOW, 1. Requirements, 1.1 General Requirements | p. 3 of 37 | Can mental health services be provided remotely (through virtual means)? | No. | |
| 92 | SOW, 1. Requirements, 1.1 General Requirements | p. 3 of 37 | Will the State of Michigan facilities (MDOC and MDHHS) provide medical attire (scrubs) for vendor medical employees or are vendors required to provide medical attire? If vendors are required to provide medical attire for their employees, then is there a particular color or type of scrubs required? | Contract employees are required to provide their own medical attire. For the MDOC, orange and blue scrubs are not allowed. | |
| 93 | SOW, Schedule B | p. 29 of 37 | What is the annual spend for this scope of work? | See response to question #6. | |
| 94 | Proposal Instructions, Vendor Question Worksheet, Prior Experience | p. 12 of 19 | Can vendors provide Prior Experience from a subcontractor? | The experience must be from the company who submits the bid. | |
| 95 | SOW, 1.3 Training (para 9) | p. 8 of 37 | Do all the facilities noted in this RFP use the State of Michigan Prisoner Health Record (PHR) system? | MDOC: correctional facilities use the same prisoner health record system. DHHS hospitals use a Netsmart product for EMR. MDHHS: Hospitals use a Netsmart product for EMR | |
| 96 | RFP - General | - | Is there an estimated budget or anticipated usage volume for Temporary Medical Staffing Services outlined in this solicitation? | See response to question #6. | |
| 97 | RFP - General | - | Can the Department provide any information regarding the historical spend of an existing contract for Temporary Medical Staffing Services? If an existing contract, please provide list of incumbents. | See response to question #4. | |
| 98 | Schedule A - Statement of Work - Scope | 2 | Can the State confirm whether bidders are required to provide all listed positions statewide, or if partial coverage (by role or geography) is acceptable? | See response to question #1. | |
| 99 | Schedule A - Statement of Work - Scope | 2 | Can we choose to bid on a select list of the specified job titles, or is it required to bid on all listed positions? | See response to question #1. | |
| 100 | RFP - General | - | Is there an estimated volume of positions (by role and location) to help bidders plan staffing capacity? | The State does not guarantee a minimum number of positions for the contract term. This information fluctuates and is dependent on need. | |
| 101 | Schedule E - MDHHS Facilities Summary & Schedule F - MDOC Facilities Map. | - | Will bidders be allowed to propose services for specific regions/facilities only, especially for hard-to-fill rural locations? | No. | |
| 102 | Schedule E - MDHHS Facilities Summary & Schedule F - MDOC Facilities Map. | - | Are there any priority locations or facilities with higher demand? | No. | |
| 103 | RFP - General | - | Will remote/telehealth roles be considered for any positions? | Unlikely. | |
| 104 | RFP - General | - | We have a virtual office in Michigan, could you please confirm whether having a physical office is mandatory for this requirement? | No, a physical office is not mandatory. | |
| 105 | RFP - General | - | Are bidders allowed to partner or subcontract for geographic or role coverage gaps? | Yes. | |
| 106 | Schedule A - Statement of Work | - | Is there a page limit or formatting requirement for narrative responses? | Formatting must be consistent. | |
| 107 | Schedule C - Insurance Requirements | - | Is a sample Certificate of Insurance (COI) required at the time of proposal submission? | See response to question #67. | |
| 108 | Schedule A - Statement of Work - 2.6 Key Personnel | 15 | Are sample resumes required with the proposal submission? | See response to question #26. | |
| 109 | Schedule A - Statement of Work - 2.6 Key Personnel | 15 | Are live (currently available) resumes required with the proposal submission? | See response to question #26. | |
| 110 | Schedule A - Statement of Work - 2.6 Key Personnel | 15 | Are resumes for key personnel required with the proposal submission? | See response to question #26. | |
| 111 | RFP - General | - | Is any business registration required at the time of proposal submission? | Vendor must be registered within Sigma VSS. | |
| 112 | Vendor Question Worksheet | - | Are vendors required to provide responses within the designated fields of the Vendor Questions Worksheet, or may responses be submitted separately as part of the proposal? | Bidders must provide responses within the designated fields of the Vendor Questions Worksheet. | |
| 113 | RFP - General | - | Is this RFP a recompete of a previous contract? If so, could you kindly provide: | ||
| a) | Historical data, such as the number of positions previously filled or total spend under the most recent or current contract? | ||||
| b) | The previous contract budget? | ||||
| c) | The names of the incumbent vendors? | See responses to questions #3 & #4. | |||
| 114 | Contract Terms - 5. Performance Guarantee | 2 | According to the Standard Contract Terms, a performance bond may be required. However, we did not find any mention of a bond in the Statement of Work (SOW). Could you please confirm whether a performance bond is required for this solicitation? | At this point in time, it is not required, as it is not listed in the Statement of Work | |
| 115 | Schedule A - Statement of Work - 2.6 Key Personnel | 15 | Typically, we do not provide full resumes of our staff. Will bios suffice this requirement? | See response to question #26. | |
| 116 | Schedule A - Statement of Work - Scope | 2 | Could you please confirm whether the vendor is required to provide all listed positions, or if vendors may propose and provide only the positions they are capable of supporting? | See response to question #1. | |
| 117 | Section 2.8 Disclosure of Subcontractors | 16 | Could you please confirm whether engaging subcontractors is mandatory for this RFP, or if bidders may choose to perform all services directly without subcontractors? | See response to question #7 | |
| 118 | Schedule B - Pricing | 1 | What is the estimated budget for this contract? | See response to question #6. | |
| 119 | 10.Award Recommendation. | - | How many awards are to be made through this contract? | See response to question #10. | |
| 120 | 10.Award Recommendation. | - | When would be the kick off meeting after award? | Review Section 3.2. Meetings within the Schedule A - Statement of Work. | |
| 121 | Proposal Instructions / General | NA | Is there any incumbent for this contract? If yes, can you please let us know the names of the incumbents, their hourly rates, and historical spending? | See response to question #4. | |
| 122 | Proposal Instructions / Pricing & Evaluation | NA | Can you please allocate an estimated budget for this contract? | See response to question #6. | |
| 123 | Proposal Instructions / Evaluation Process | NA | Is there any local preference for this contract? | No. | |
| 124 | Contract Terms / Administrative Fee | Section 7 | Is the 1% administrative fee applied on: Billable rate OR total invoice value including expenses? Are there any additional hidden fees or deductions expected? | Per the Contract Terms, 7. Administrative Fee and Reporting, 1% applied to all spend - which includes the State, MiDEAL, and Extended Purchasing | |
| 125 | Proposal Instructions / Evaluation Process | NA | How much weightage (%) will be given to the local vendors? | The evaluation criteria is included in Section 6. Evaluation Process of Proposal Instructions. | |
| 126 | Schedule A / General Requirements | NA | Are there any pain points or issues with the current vendor(s)? | See response to question #13 | |
| 127 | Schedule A / Licensing Requirements | NA | Will the State provide access to any centralized license verification system, or is full responsibility on the contractor? | This is the responsibility of the contractor. | |
| 128 | Schedule A / Training (MDOC) | NA | Is the $10/module reimbursement fixed across all roles, and is it subject to change? | It is fixed across all roles. While it is subject to change, it is not likely. | |
| 129 | Schedule G / PREA Standards | NA | Will contractors be required to provide PREA-specific training certification tracking, or will MDOC fully manage this? | PREA training is already part of the initial MiTrain courses required to be completed as part of the onboarding for the MDOC. | |
| 130 | Proposal Instructions / Delivery of Proposal | Section 5 | Should technical and pricing proposals be submitted as separate files (recommended) or as separate sections within one submission? | The Schedules must be submitted separately from each other. | |
| 131 | Schedule C / Insurance Requirements | NA | Do we need to provide actual or sample Insurance certificate? | Insurance certificate is not required at the time of submission. Per Schedule C - Insurance Requirements, Insurance certificates showing evidence of coverage as required herein must be submitted to DTMB-RiskManagement@michigan.gov within 10 business days of the contract execution date. | |
| 132 | RFP - General | - | Are you seeking local or travel candidates? | The MDOC's needs for temporary staff cannot accommodate travel candidates. MDOC will not pay for travel expenses. | |
| 133 | RFP - General | - | Who is the current incumbent contractor for this project? | See response to question #4. | |
| 134 | Schedule A - Statement of Work - Scope | 2 | Are we required to bid on all positions to be considered responsive? | See response to question #1. | |
| 135 | RFP - General | - | What is the historical utilization for contracted staff under this requirement? | See response to question #4. | |
| 136 | RFP - General | - | May we submit quotes for positions not currently included on the list? | No. | |
| 137 | Schedule B - Pricing | - | Can we propose a pay rate range instead of a fixed rate? | See response to question #20. | |
| 138 | RFP# 260000000604 Contract Terms | 1 | Do we need to complete and return the Standard Contract Terms with our response? If yes, do we need to return it in a docx file or pdf? | See responses to questions #62 & #70. | |
| 139 | Proposal Instructions | ||||
| Vendor Questions Worksheet question 2 | 13 | Do you have any preference requirements for Geographically Disadvantaged Business Enterprises (GDBE)? |
If so, can a prime vendor receive this preference by subcontracting with a GDBE?
| Please also share the minimum subcontracting percentage required for the prime vendor to qualify. | See response to question #72. | |
| 140 | Proposal Instructions | |
| Vendor Questions Worksheet question 2 | 13 | Do you have any preference requirements for Qualified Disabled Veteran Owned or Service Disabled Veteran Owned Businesses? |
If so, can a prime vendor meet this requirement by subcontracting with such a business?
| Please also share the minimum subcontracting percentage required for the prime vendor to qualify. | See response to question #72. | |||
| 141 | Proposal Instructions | |||
| State of Michigan Experience and Prior Experience | 15 | For this requirement, do you consider only State of Michigan healthcare experience, or will IT and non IT experience also be accepted? Additionally, will experience with Michigan based county or school government clients be considered? | This Contract is for Medical Temporary Staffing needs only. | |
| 142 | Michigan Voluntary Protection Program | 17 | Could you please explain the importance of the Michigan Voluntary Protection Program (MVPP)? |
Do companies participating in this program receive any preference?
| If yes, please share the process to become MVPP certified and the typical time required to complete it. | The only corporate designated preference is SDVOB. | ||||
| 143 | Schedule C - Insurance requirements | 1 | Do we need to provide actual copy insurance at the time of submission, or is it only needed at the time of award notification or any time prior, as per the request by the State? Please suggest/ | See response to question #131. | |
| 144 | Incumbent information | None | Can you please share the name of the incumbent and the previous spending on previous or similar kinds of contracts? | See response to question #4. | |
| 145 | Award | None | How many companies do you plan to award under this contract? | See response to question #10. | |
| 146 | Job distribution | None | If it is awarded to multiple companies, do all companies receive job opening notification at the same time, or will it go it like primary and secondary basis? | See response to question #28. | |
| 147 | Background and drug test needs | None | Can you please share the list of background and drug tests that we need to perform before the candidate onboarding? | This is outlined in The Schedule A - Statement of Work within Section 2.9. Security. | |
| 148 | Administrative fee | None | Do you have any administrative fees applicable to this contract? If yes, please share the percentage values of it | Review Section 7. Administrative Fee and Reporting within the Contract Terms. | |
| 149 | Reporting | None | Do we need to perform any reporting on a weekly, monthly, quarterly or yearly basis under this contract? If yes, please share the type of reporting needed in this contract | Review Section 3.3. Reporting within the Schedule A - Statement of Work. | |
| 150 | Schedule D – Extended Position Description | - | For the Physician role, can you clarify what procedures they would be required to perform? There is a mention of surgeries. Are you able to provide the scope of work | Amendment 2- RFP# 260000000604 - Schedule D – Extended Position Description; #21. While physicians must have knowledge of techniques and practices, surgeries will not be performed at the hospitals. | |
| 151 | RFP - General | - | Will the MDOC and MDHHS be providing supervising MDs for the NPs and Pas | Yes | |
| 152 | Schedule C - Insurance Requirements | 3 | With regards to $2,000,000 Products/Completed Operations are you able to remove this as we are not providing a product? | Any requested changes to the terms must be redlined via Track Changes and submitted with your proposal. | |
| 153 | Schedule B - Pricing | 1 | How is the quick pay discount evaluated in scoring? | See response to question #71. | |
| 154 | Schedule C - Insurance Requirements | 4 | For Professional Liability Insurance, would you be open to $1M/$3M policy as opposed to $3M/$3M? | See response to question #152. | |
| 155 | RFP - General | - | Does offering a discount improve competitiveness in award decisions? | It is up to the Bidder on if they want to offer a discount. | |
| 156 | RFP - General | - | If multiple vendors, how will work be distributed (rotation, best value, etc.)? will this be up to the discretion of each site? | See response to question #28. | |
| 157 | Schedule B - Pricing | - | Can the State clarify which roles may require standardized hourly rates across vendors? | RN's, LPN, Psychologist, Licensed Professional Counselor, Social Worker (Master's Level) | |
| 158 | Schedule B - Pricing | - | If hourly rates are standardized, how will vendor differentiation be evaluated (markup vs. quality)? | Markups may be taken into account, but the quality of the candidates will be the primary factor. | |
| 159 | Schedule B - Pricing | - | Can markup vary based on specialty (e.g., physician vs. nursing)? | Yes | |
| 160 | RFP - General | - | Will the State cap the number of vendors this is awarded to? | Yes. | |
| 161 | Schedule C - Insurance Requirements | - | Regarding the Medical Malpractice Insurance requirement, we noticed the request for a $3,000,000/$3,000,000 policy. The current incumbent vendors are carrying $1,000,000/$3,000,000 coverage. | ||
| Would a $1M/$3M policy still be acceptable under this bid? | See response to question #152. | ||||
| 162 | Schedule B - Pricing | - | Is a single markup % required across all roles, or can markup vary by position? | Markups can vary by position. | |
| 163 | Proposal Instructions - 6. Evaluation Process | 4 | How heavily is pricing weighted after the 80-point technical threshold? | See response to question #71. | |
| 164 | RFP - General | - | What are the States biggest challenges with current or past staffing vendors that this RFP aims to address | See response to question #13 | |
| 165 | RFP Proposal Instructions - Vendor Checklist | 13 | Please confirm whether vendors without GDBE and MiSC certifications will be disqualified or negatively impacted during evaluation. | You will not be disqualified and points not be deducted for this. | |
| 166 | RFP Proposal Instructions - Vendor Checklist | 13 | Is it mandatory for vendors to be identified as GDBE and/or MiSC to be considered responsive? | No. | |
| 167 | RFP Proposal Instructions - Experience Requirement | 15 | Can vendors include MSP and commercial clients across the USA as references for prior experience? | Yes. | |
| 168 | RFP Proposal Instructions - MVPP | 17 | How can we check if we are into MVPP? | Click on the link provided in question #8 of the Vendor Question Worksheet to get more information. | |
| 169 | RFP Proposal Instructions - MVPP | 17 | Is MVPP verification mandatory? Will lack of MVPP certification lead to disqualification or impact evaluation? | No. | |
| 170 | Schedule A - Scope | 1 | Please confirm whether this RFP includes any in-home care services. | No. | |
| 171 | Schedule A - Requirements | 1 | Are there any mandatory certifications or licenses required to be submitted with the proposal? | No. | |
| 172 | Schedule A - Work Hours | 1 | Is there an estimated number of hours required per week? | 40 hours per week. | |
| 173 | Schedule A - Staffing Type | 1 | Will this solicitation include per diem or as-needed staffing requirements? | No. | |
| 174 | Schedule A - Scope | 2 | Is the vendor required to bid on all listed positions, or can vendors bid selectively without impacting evaluation? | See response to question #1. | |
| 175 | Schedule A - Submission Requirements | 5 | Are vendors required to submit resumes? If yes, should they be sample or actual candidate resumes? | See response to question #26. | |
| 176 | Schedule A - Training | 7 | Are vendors responsible for training candidates, or will the State provide training with vendors ensuring attendance? | The State will provide any required training with the vendors ensuring attendance. | |
| 177 | Schedule A - Work Hours | 12 | Please confirm whether staffing firms are eligible to bid on this solicitation. | Yes. | |
| 178 | Schedule A - Work Hours | 12 | Will there be on-call or per diem requirements under this contract? | No. | |
| 179 | Schedule A - Work Hours | 12 | Is this solicitation intended for staffing services or direct clinical service providers? | Vendors are to provide staffing services for direct patient care. | |
| 180 | Schedule A - Services | 12 | Are there any additional service requirements beyond staffing services? | No. | |
| 181 | Schedule A - Management | 12 | Does this RFP require any management or program oversight capabilities from the vendor? | Yes, the vendors are responsible for their employees. Contract employees, while working for the state, are not state employees. Vendors must understand they still have direct supervisor over their employees. | |
| 182 | Schedule A - Key Personnel | 13 | What constitutes 'Unauthorized Removal' in a staffing context? | Review Section 2.6. Key Personnel within the Schedule A - Statement of Work. | |
| 183 | Schedule A - Key Personnel | 13 | How is 'Key Personnel' defined? | Individuals who will be directly responsible for the day-to-day operations of the Contract. | |
| 184 | Schedule A - Key Personnel | 13 | Will Key Personnel be pre-identified at award or job order level? | Vendors must provide Key Personnel in the proposal response. | |
| 185 | Schedule A - Key Personnel | 13 | How will situations beyond contractor control (resignation, medical leave, no-show) be treated? | See response to question #182. | |
| 186 | Schedule A - Key Personnel | 13 | If the State requests replacement, will it be considered Unauthorized Removal? | See response to question #182. | |
| 187 | Schedule A - Key Personnel | 13 | Is the 30-day shadowing requirement mandatory in all cases? | Yes. | |
| 188 | Schedule A - Key Personnel | 13 | Will remote or partial shadowing be acceptable? | No. | |
| 189 | Schedule A - Key Personnel | 13 | Is the $25,000 credit applied per individual regardless of role? | Review Section 2.6. Key Personnel within the Schedule A - Statement of Work. | |
| 190 | Schedule A - Key Personnel | 13 | Is the total cap of $50,000 inclusive of all penalties? | Review Section 2.6.ii of Key Personnel within the Schedule A - Statement of Work. | |
| 191 | Schedule A - Key Personnel | 13 | How will credits be applied (invoice deduction, etc.)? | The next invoice will have the credit applied. | |
| 192 | Schedule A - Key Personnel | 13 | Will there be a cure period before applying credits? | It is up to the Agency to apply credits. If there is a cure period, it will be communicated by the Agency. | |
| 193 | Schedule A - Key Personnel | 13 | Are there exceptions for market constraints or high-demand roles? | There are no defined exceptions; you either have the capacity to fill the position or you do not. | |
| 194 | Schedule A - Key Personnel | 13 | Would the State consider modifying this clause for staffing industry alignment? | The State is unclear what particular clause you are referring to. If you have exceptions to a particular section then make sure to include it in the applicable bidder response box. | |
| 195 | Schedule A - Key Personnel | 13 | Is physical presence required for key personnel throughout the contract? | No. | |
| 196 | Schedule A - Subcontracting | 16 | Is subcontracting mandatory for this RFP? | See response to question #7. | |
| 197 | Schedule A - Subcontracting | 16 | As an MBE (NMSDC certified), do we still need to subcontract to meet GDBE goals? | GDBE is not mandatory. | |
| 198 | Liquidated Damages | 33 | What constitutes 'late or improper completion' in staffing context? | There could be multiple definitions of ‘late or improper completion’ related to staffing. Examples include continual issues with staff, improperly verifying staff credentials, or switching staff without informing the State. | |
| 199 | Liquidated Damages | 33 | When will liquidated damages be triggered? | Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. | |
| 200 | Liquidated Damages | 33 | Will there be a defined cure period before enforcement? | It is up to the Agency to determine if a cure period is warranted. | |
| 201 | Liquidated Damages | 33 | How will delays outside contractor control be treated? | Without examples this question cannot be answered. | |
| 202 | Liquidated Damages | 33 | Is $5,000 penalty per incident, position, or contract? | Per incident. | |
| 203 | Liquidated Damages | 33 | Will there be defined SLAs/KPIs tied to this clause? | Review Section 9. Service-Level Agreement (SLA) within the Schedule A - Statement of Work and Schedule J – MDOC Service Level Agreements. | |
| 204 | Liquidated Damages | 33 | Are there exceptions under extenuating circumstances? | Each case will be handled individually. | |
| 205 | Schedule B - Pricing | - | Please clarify 'Training Rate Per Module for Computer-Based MDOC Training' and who bears the cost. | Each contractor is required to take several online training courses prior to starting as part of the onboarding process. The vendor pays the temporary staff for the training, then seeks reimbursement through the billing process. | |
| 206 | Schedule B - Pricing | - | Can you share the estimated budget for this RFP? | See response to question #6. | |
| 207 | Schedule B - Pricing | - | Can you share incumbent vendor details and pricing (if permissible)? | See response to question #4. | |
| 208 | Schedule B - Pricing | - | Can you provide historical annual spending for similar contracts? | See response to question #4. | |
| 209 | Schedule B - Pricing | - | What is the estimated total number of positions? | 40+ | |
| 210 | Proposal Instructions - Cover Page / Contact Information | 1 | Please confirm the correct Solicitation Manager email address, as the cover page appears to show “@michigan.gov” twice. | This document has been updated. Please review the attachment titled "Amendment 2- RFP 260000000604 - Proposal Instructions". The changes are highlighted in yellow. | |
| 211 | Schedule A - Scope / Facilities | 2 | Please confirm whether Schedules E and F are exhaustive for pricing and coverage purposes. If additional agencies or facilities are added after award, will they require mutual agreement and a Change Notice before staffing is required? | For MDOC, Schedule F is not an all-inclusive list of MDOC locations. MDOC may require temporary staffing be placed at other facilities, such as parole and probation offices that are not listed in this Contract. | |
| 212 | Schedule A - General Requirements | 3 | Please confirm whether bidders may limit coverage by geography, facility, or agency and still remain responsive, provided all declined areas are clearly identified in the proposal. | No. | |
| 213 | Schedule B - Pricing / Miscellaneous | 3 | For “Miscellaneous” positions, please clarify how minimum qualifications, work location, pay rate, bill rate, and approval process will be established, and whether the contractor may decline newly added classifications. | If any new positions are added to the contract, the qualifications, location, etc. will be provided to the contractor. Yes, the contractor may decline any newly added positions. | |
| 214 | Schedule A - Work Hours / Assignments | 4 | Is there any minimum assignment duration, minimum guaranteed hours, or cancellation notice once a candidate has accepted an assignment and completed onboarding? | All positions will be considered full time at 40 hours per week, but any position with a limited duration will be identified prior to interviewing a candidate. | |
| 215 | Schedule A - Work Hours / Release-Removal | 4 | If the State releases or removes a temporary staff member for convenience, census changes, or schedule changes, will the contractor be compensated for approved onboarding, orientation, or other pre-start costs already incurred? | No. | |
| 216 | Schedule A - Temporary-to-Hire Conversion | 4 | If the State hires a temporary staff member after 13 consecutive weeks, will the contractor be entitled to any conversion fee or reimbursement of pre-employment and onboarding costs? | No. |
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