Specifications Respiratory Therapist.docx

REQUEST FOR QUOTATION

ARFQ 0512 2845 WEH2600000009 Temporary Staffing of Respiratory Therapists

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities, Welch Community Hospital (Agency) to establish an open-end service contract to supply temporary staffing of respiratory therapists for Welch Community Hospital.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to the attached Federal Funds Addendum.

NOTE The DoHS OSA 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

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 respiratory therapists as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

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. Vendors must provide candidates with the following minimum qualifications:

3.1.1. Respiratory Therapists must be a graduate of a Commission on Accreditation of Respiratory Care (COARC) approved school of Respiratory Therapy with a minimum of an associate’s degree.

3.1.2. Respiratory Therapists must have a current West Virginia State License for Respiratory Therapy.

3.1.3. Respiratory Therapists must hold current certifications Cardiopulmonary Resuscitation (CPR), Pediatric Advanced Life Support (PALS), and Advanced Cardiovascular Life Support

(ACLS).

3.2. Vendor must meet the following minimum qualifications:

3.2.1. Vendor shall have at least twelve (12) months’ experience in operating a Direct Care Staffing organization.

3.2.2. Vendor shall conduct business during normal working hours and be accessible twenty-four (24) hours a day, seven (7) days a week, to respond to emergency requests and/or complaints.

3.2.3. Vendor must have knowledge of Federal & West Virginia laws, regulations, and rules for the provision of Direct Care staff in Acute Care regulations.

3.2.4. Vendor must ensure that its employees, agents and/or subcontractors are experienced and fully qualified to engage in activities and services required herein. Vendor must ensure that all applicable licensing and operating requirements imposed or required under federal or West Virginia law are in compliance. Vendor must ensure that all applicable accreditation and other standards of quality generally accepted in the field of the activities of such employees and agents are complied with and satisfied.

3.2.5. Vendor must possess all licenses, permits and certifications that are required in the performance of this Request for Quotation prior to the award of this solicitation.

Note: If a Vendor awarded a contract subsequent to this RFQ observes any periods of shutdowns for more than a public holiday and/or weekend, that information must be provided to West Virginia State Agencies that they have provided temporary employees with. An emergency telephone number must be supplied to provide the State Agencies an afterhours contact at the temporary agency during any overtime, holidays, or weekend hours worked.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Respiratory Therapists

4.1.1.1 Respiratory therapists must be licensed by the West Virginia Board of Respiratory Care.

4.1.1.2 Respiratory Therapists to be assigned must have a minimum of one (1) year experience in an acute care setting.

4.1.1.3 Respiratory therapists must administer treatments as ordered by the treating Physician(s).

4.1.1.4 Respiratory therapists must ensure timely documentation into patient’s Electronic Medical Records, per the policies and procedures and common practice of the facility which will be discussed during the hospital/facility orientation.

4.1.1.5 Respiratory therapists must be responsible for the provision of cardiopulmonary services, administers respiratory care and life support to patients with deficiencies and abnormalities of the cardiopulmonary system. Respiratory therapists must have the ability to perform diagnostic tests of the cardiovascular and pulmonary system to aid physicians in the diagnosis and treatment of heart and lung disorders. Respiratory therapists must maintain performance improvement activities within the department and shall participate in Continuous Quality Improvement (CQI) activities.

4.1.2 Duties and Responsibilities of the Facilities

4.1.2.1 Facility will notify all successful vendors of the number of staff needed for assignment. Notifications shall include anticipated number of hours to be scheduled per week as well as the expected length of assignment.

4.1.2.2 Successful vendor will have 48 hours (2 days) to respond to our initial contact requesting staffing, vendor must provide the Facility a list of potential candidates for staffing needed at the Facility within 72 hours (3 days) of the initial notification of need After the 3-day period, we will determine which applicants we would offer a staffing position..

4.1.2.3 Facility will conduct interviews, review certifications, and provide formal notifications on which applicants will be offered a staffing position. It is expressly understood and agreed that such positions(s) shall neither be nor be construed to be an employee of the Facility; the West Virginia Department of Health, Health Facilities, and Human Services; or the State of West Virginia.

4.1.2.4 Facility shall be solely responsible for providing supervision on a day-to-day guidance in the execution of staff’s professional responsibilities.

4.1.2.5 Facility reserves the right to terminate any personnel providing services to the Facility for any reason at the Facility’s sole discretion. Additionally, the Facility shall not allow any previous employees who were dismissed for disciplinary or performance reasons by the Facility to return and work through the staffing Vendor.

4.1.2.6 To provide consistency through the progressive multiple award contract, the Agency will pay both overtime and holiday time at a rate of 1.5 times the regular hourly rate for all Vendors. The pricing sheet will be evaluated solely based on lowest rate per hour for each classification submitted by potential Vendors.

4.1.2.7 All shifts greater than six (6) hours will include an unpaid thirty (30) minute lunch break. Thus, standard eight (8) hour shifts will consist of seven-point five (7.5) work/billable hours and a (.5) half hour unpaid lunch break.

4.1.3 Holiday’s

4.1.3.1 The Facility recognizes the following Holidays for which direct care contract staff shall be allowed to receive Holiday pay. Holiday pay will only be reimbursed if worked by the staff member and up to, but not to exceed, eight (8) hours in accordance with rates included on the pricing page. Contract staff working on Holidays not identified in the list below will not be reimbursed Holiday pay for those days:

4.1.3.1.1 Thanksgiving Day

4.1.3.1.2 Christmas Day

4.1.3.1.3 Memorial Day

4.1.3.1.4 Labor Day

4.1.3.1.5 July 4th

4.1.3.1.6 New Year’s Day

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services.

This will be a progressive award contract with multiple Vendors. Vendors may submit bids for the referenced staffing classification. Awards will be made from lowest grand total bid to highest grand total bid.

The facility usage will prioritize in the same manner. If Vendor A (lowest bid) cannot meet the needs of the facility when solicited, the facility shall move to the next lowest bid Vendor and so on.

5.2 Pricing Page: Vendor should complete the Pricing Page by providing the unit cost per hour; multiplying the unit cost per hour by the estimated number of hours to get the total cost for the number of estimated hours; Vendor should complete the Pricing Page in its entirety as failure to complete the Pricing Page in its entirety may result in the Vendor’s bid being disqualified.

NOTE: To provide consistency through the progressive multiple award contract, the Agency will pay both overtime and holiday time at a rate of 1.5 times the regular hourly rate for all Vendors.

The Pricing Pages contain a list of Desired Services and estimated purchase volume. The estimated purchase volume for each service represents the approximate volume of anticipated services quantities are not guaranteed.

Notwithstanding the foregoing, the WVOSA Purchasing Division may correct errors as its discretion. Vendor should type the information into the Pricing Page to prevent errors in the evaluation.

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 Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall receive each invoice from the vendor for all Contract Services performed and accepted under this Contract. All invoices must meet the following criteria for payment processing:

7.1. Invoices shall include assigned Contract number.

7.2. Invoices shall include Delivery Order number.

7.3. Invoices shall be submitted weekly and billed per employee per Agency Delivery Order (ADO).

7.4. Invoices shall clearly identify the hours of regular, holiday and overtime pay for the entire week ending period.

7.5. Invoices shall include Employee’s full name.

7.6. Invoices shall include Employee Classification and rate of pay as awarded through the vendors awarded pricing page.

7.7. Invoices shall include Service Dates for the period being billed.

7.8. When rebilling or submitting a supplemental invoices, the original invoice number must be used and any new amounts to be billed must be reflected on a new invoice that specifically references the original invoice number.

7.9. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Vendor must be set up to receive Electronic Funds Transfer (EFT) and must have all billing addresses registered.

NOTE: Agency may conduct audits of the work performed and the hours charged for such work by the Vendor and its personnel pursuant to this contract. The Agency may periodically adjust and offset payments to Vendor for any and all overpayments made by Agency to Vendor for any work performed under this contract or for any hours billed to the Agency by the Vendor that were not otherwise approved or that were billed in a manner inconsistent with this contract. By its signature affixed to this contract, Vendor consents to any such adjustments and offsets. The Agency is given the right and authority to withhold any and all funds in its possession, belonging to, owed by, or which may be owed by it to the Vendor under any agreement or from any other source for the recovery of any overpayment made in connection with this contract. It is further expressly agreed that the statute of limitations will not commence to run against the Agency for such overpayments until the same is discovered and made known to the Agency.

8. QUARTERLY RECONCIALIATION REPORTING: In addition to what is covered by the General Terms and Conditions on this solicitation, Vendor shall submit quarterly reconciliation reports that contain:

8.1. Identification of each contract staff member billed (complete name).

8.2. Classification information for each contact staff member billed.

8.3. Work Location of each contract staff member billed.

8.4. Number of hours each contract staff member has worked (for each quarter, Year to Date (YTD) and cumulatively since initially beginning work under this contract).

8.5. Hourly pay rate for each contract staff member.

8.6 Quarterly reports must be sent electronically in the form of an Excel document to the agency delegated contact for this Contract. These reports are due within thirty (30) calendar days after the end of each calendar year quarter.

9. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

10. 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:

10.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform the contract services.

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

10.3. Vendor shall notify Agency immediately of any lost, stolen, or missing cards or keys.

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

10.5. Vendor must inform all staff of Agency’s security protocol and procedures.

11. VENDOR DEFAULT:

11.1. The following shall be considered a Vendor default under this Contract.

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

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

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

11.1.4. Failure to remedy deficient performance upon request.

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

11.2.1. Immediate cancellation of the contract.

11.2.2. Immediate cancellation of one or more release orders issued under this contract.

11.2.3. Any other remedies available in law or equity.

12. MISCELLANEOUS:

12.1. 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