RFQ Specifications.docx

REQUEST FOR QUOTATION

Clinical Dietitian Consulting Services

ARFQ WSH2600000007

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) is soliciting bids on behalf of, West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital to establish an open-end contract to provide clinical dietitian consulting services for the facility.

NOTE: The contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting awarded contract are subject to the requirements of the attached Federal Funds Addendum.

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1. “Contract Services” means clinical dietitian consulting services as more fully described in these specifications.

2.2. “Pricing Page” means the pages, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A – pricing page, and used to evaluate the Solicitation responses.

2.3. “Solicitation” means the official notice of an opportunity to supply the State with goods or services as published on ARFQ WSH2600000007.

2.4. “Facility” means William R. Sharpe, Jr. Hospital.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1. Vendor must be registered with the WV Secretary of State’s Office or have a waiver from WV Secretary of State’s Office that registration is not required.

3.2. All vendor submitted dietitians must hold a current valid license from WV Board of Licensed Dietitians.

3.2.1. Vendor must provide a copy of license prior to award.

4. MANDATORY REQUIREMENTS: Contract Services must meet or exceed the mandatory requirements listed below.

4.1. Full-Time Clinical Dietitian Consulting Services (Hourly Rate)

4.1.1. Vendor dietitians must work a minimum of 40 hours per week. The Vendor’s dietitians will be required to be on-site twice a week at a minimum for at least 8 hours per day. The Vendor dietitians may work off-site for the remaining days and/or hours. When on-site, the Vendor dietitians must meet with the Director of Dietary Services or designee at William R. Sharpe Jr. Hospital to discuss and coordinate therapeutic diet information for specific residents, determine methods to prioritize high risk residents, network regarding nutrition practices, and discuss performance improvements monitors for Clinical Dietetics including timeliness, content of assessments and percent of residents educated on nutrition interventions, as appropriate.

4.1.2. Vendor dietitians must review and/or evaluate all new admissions within the first seven (7) calendar days of admission to hospital.

4.1.3. Vendor dietitians must monitor all charts, for all tube feeding residents at a minimum of once-a-month basis.

4.1.4. Vendor dietitians must complete nutritional assessments of the facility residents as needed including annual, significant change, and new admissions.

4.1.5. Vendor dietitians must make recommendations to the Facility Physicians for diet changes based on tab values (calories and carbohydrate counts). This includes but not limited to Nutritional Supplements either oral or tube fed.

4.1.6. Vendor dietitians must review diet orders for appropriateness monthly or as needed if significant change occurs and make recommendations as necessary.

4.1.7. Vendor dietitians must monitor all charts of any diabetic residents on a weekly basis and make any necessary recommendations toward diet change.

4.1.8. Vendor dietitians must monitor charts of all residents with decubitus ulcers monthly.

4.1.9. Vendor dietitians must be available for consultations needed for treatment team meetings and oversee weekly weight management meetings, as requested. Normally these meetings are held during normal business hours (8:00am to 4:00pm) Monday through Friday. The Dietary Supervisor will be responsible for contacting the vendor’s dietitian at least 72 hours before the meetings will be held.

4.1.10. Vendor dietitians must provide staff in-service to the Dietary Department and Nursing Staff when necessary. In-services must be conducted during normal business hours (8:00am to 4:00pm) Monday through Friday

4.1.11. Vendor dietitians must make recommendations and provide a new menu for special diets by each season for the Dietary Staff.

4.1.12. Vendor dietitians will assist with reviewing and approving any menu changes.

4.1.13. Vendor dietitians must document all findings including ideal body weight range in the residents’ electronic medical record at the time services are rendered. Vendor must be willing to train on the facility’s electronic medical record prior to beginning the contract. This training will be provided by the Facility’s Clinical Applications Specialist and will take approximately 2 hours. This can be included in the vendor’s time for the first month of service.

4.1.14. All parties of the vendor that may have access to private and confidential data must participate in WVDHHR HIPPA training by watching the HIPPA training video (1 hr. in length) located at William R. Sharpe Jr. Hospital prior to services being provided.

4.1.15. Facility will pay the vendor the hourly rate and mileage rate, per Exhibit A – Pricing Page.

4.1.16. Vendor must have candidate ready to start within five (5) working days of the start of the contract.

4.2. Mileage Rate for a minimum 2-days-per-week onsite; no more than 35,000 miles per year will be reimbursed by the Facility.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest Grand Total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by completing the Unit Cost column. Then, multiply the Unit Cost column by the estimated annual quantities on Exhibit A – Pricing Page, enter that amount in the estimated annual cost column. Then, add both the estimated and annual cost columns to complete the estimated annual grand total cost. Vendor should complete the Pricing Page in full as failure to complete the Exhibit A - Pricing Page in its entirety may result in Vendor’s bid being disqualified.

The Pricing Pages contain a list of the Contract Services and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated services only. No future use of the Contract or any individual item is guaranteed or implied.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by the Agency.

7. PAYMENT: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all travel costs, including travel time, associated with performance of this Contract. Mileage will be paid by the Agency separately, and it is indicated on the Exhibit A – Pricing Page and in section 4.2 above.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1. The following shall be considered a vendor default under this Contract.

10.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2. Failure to comply with other specifications and requirements contained herein.

10.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

10.2. The following remedies shall be available to Agency upon default.

10.2.1. Immediate cancellation of the Contract.

10.2.2. Immediate cancellation of one or more release orders issued under this Contract.

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014