PER DIEM NURSING & PHARMACIST

Transcription

1 STATEMENT OF WORK SUPPLEMENTAL INVITATION FOR BID FOR PER DIEM NURSING & PHARMACIST ISSUING OFFICE COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF GENERAL SERVICES BUREAU OF PROCUREMENT 555 Walnut Street Forum Place, 6 th Floor Harrisburg, PA IFB NUMBER DATE OF ISSUANCE 12/16/2016 1

2 PART IV STATEMENT OF WORK TABLE OF CONTENTS Part IV-1 GENERAL INFORMATION...1 Part IV-2 CRITERIA FOR QUALIFICATION...3 Part IV-3 CONTRACT TASKS...4 Appendix A - STANDARD CONTRACT TERMS AND CONDITIONS Appendix B AGENCY SITES AND COUNTIES Appendix C SUPPLIER COUNTY LISTING Appendix D REQUEST FOR QUOTE TEMPLATE Appendix E - HIPAA BUSINESS ASSOCIATE AGREEMENT Appendix F - LOBBYING CERTIFICATION Appendix G DOMESTIC WORKFORCE UTILIZATION Appendix H MANAGEMENT DIRECTIVE (MD) Appendix I - PHARMACIST JOB DESCRIPTION 2

3 IV-1. GENERAL INFORMATION. Purpose: The Department of General Services (DGS) ( Issuing Office ) is issuing this Supplemental Invitation for Bids (IFB) in order to establish additional, multiple award Contracts for Per Diem Nursing Services. This contract will cover the requirements for short term, per diem, direct care Registered Nurse, Licensed Practical Nurse, Certified Nursing Assistant services, Psychiatric Aide, as well as other medical-related per diem job duties that may be added to this contract, for all using agencies of the Commonwealth of Pennsylvania (Commonwealth). These services are temporary and will be utilized during periods of absences of Commonwealth employees due to illness, family medical leave, maternity leave, paternity leave, work related injury leave, or to provide additional staff to enable the Commonwealth to provide public health and/or emergency health services, including but not limited to staffing vaccine clinics, alternate care sites or call centers, as well as to respond to any other unforeseen circumstances. No request will exceed a consecutive 90 day term. The Commonwealth reserves the right to supplement this contract on an as needed basis. A. AGENCIES & LOCATIONS: The Commonwealth reserves the right to add additional agencies with Per Diem Nursing Service needs within the scope of this contract throughout the term of the contract, as required. B. METHOD OF AWARD: Award will be made on a multiple award basis to all responsible and responsive bidders who comply with the Eligibility Requirements set forth in this IFB. When services are needed, using agencies will issue Requests for Quotes (RFQ) to suppliers on the List of Awarded Suppliers and will issue a Purchase Order to the Selected Supplier(s) based on best value. Specific agency/facility requirements will be provided on each individual agency s RFQ. There is no guarantee that the award of a Contract will result in the award of a Purchase Order. C. BEST VALUE DETERMINATION: Definition. Best Value refers to the process of selecting the quote (or quotes) which provides the greatest value to the using agency based on the evaluation and comparison of all pertinent criteria, including cost, so that the supplier(s) whose overall quote best suit(s) the using agency s needs is selected. Agencies will be required to quote service to all bidders in the county in which service is required. (Example, if service is required in Dauphin County, the Commonwealth must quote all bidders awarded a contract which identified Dauphin County as a County in which it can do business.) The Commonwealth will define its best value criteria in its request to bidders. In the event the best value bidder is unable to supply Per Diem registered Nurses, LPN s and or CNA s, the Commonwealth will contact the next bidder based on the best value criteria established. 3

4 1. Best Value Criteria. Examples of Best Value criteria are: a) Supplier s past performance; b) Reliability in Responding to Service Requests; c) Timely response to service requests; d) Ability to provide sufficient staff; e) Availability; and f) Price. (Note: In the event of requesting a lower price, ALL awarded bidders will be contacted.) 2. Best Value Process. The agency will select the Awarded Bidder(s) whose quote is determined to provide the best value based on the best value criteria set forth on each individual agency s RFQ issued. The best value process must be documented in writing and be retained in the agency contract file for the particular request. D. PURCHASE ORDERS: Purchase orders may be created for each awarded bidder under this contract and be utilized on an as needed basis to pay only for services actually rendered as a result of the method of award. It is recommended that multiple Purchase Orders be created and ranked to insure coverage for required Per Diem Nursing services. Purchase Orders for services under the contract will be issued based on best value criteria as established by the Commonwealth. Agencies will be responsible for maintaining records to show that Request for Quote templates have been sent annually and award based on best value criteria. E. LABOR RELATIONS: All Agencies/Facilities are required to have labor relations approval prior to obtaining the services of this Per Diem Nursing contract. Agencies/Facilities utilizing this contract must follow all provisions of their local collective bargaining unit union/labor relations/hr rules pertaining to hiring supplemental RN/LPN and CNA staff prior to utilizing the contract. Agencies/Facilities are required by law to abide by the facilities local union agreements for supplemental staffing to include overtime and or holiday staffing for RN s, LPN s, CNA s, and other medical related per diem jobs before offering the shifts to contract staff. All attempts will be made to offer the available shifts to Commonwealth of Pennsylvania employees first before presenting the need to the awarded bidder. F. DOMESTIC WORKFORCE UTILIZATION CERTIFICATION: To the extent that any services could be performed outside of the geographical boundaries of the United States, the Bidder will be required to certify that those services will be performed exclusively within the geographical boundaries of the United States or specify the percentage of the direct labor that will be performed outside of the United States. The certification form is included with the IFB and must be completed by the Bidder. The Contracting Commonwealth will use the certification in making a best value selection. 4

5 G. ISSUING OFFICE: The Issuing Office has issued this IFB on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this IFB shall be Corey Walters, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer via at IV-2. CRITERIA FOR QUALIFICATION. A. SUPPLIER REGISTRATION: Interested bidders must register as a supplier on the PA Supplier Portal at prior to contract award. If your company is already registered in the PA Supplier Portal, registration is not necessary. Prior to registration, it is strongly encouraged that you review and print the Supplier Registration Reference Guide available through the Customer Support Center link on the PA Supplier Portal webpage. Also available on the website is helpful overview information on SRM (Supplier Relationship Management), including its features and the benefits for your organization, as well as other help options designed to provide you with the answers you need and access to staff that can assist you. Should you have any questions or issues related to SRM and/or the registration process, please feel free to contact the SRM Customer Service Center (CSC) at (local) or (outside of Harrisburg). B. ELIGIBILITY REQUIREMENTS: Suppliers interested in submitting a bid to become an Awarded Supplier must meet all of the eligibility requirements. Bidders who fail to meet all the following eligibility requirements may result in bid rejection. 1. SRM Registration. Bidders must be a registered supplier within the PA Supplier Portal. 2. Insurance. Provide a copy of the Bidder s current insurance certificate which, at a minimum, should include the following: a) Carrier (name and address); b) Type of Insurance; c) Amount of coverage; d) Period covered by insurance. 5

6 C. BID SUBMISSION: Bids must be electronically received through the PA Supplier Portal. To be considered for Contract award, bidder must complete and return the following documents in response to this IFB. Appendix C Supplier County Listing; Appendix F Lobbying Certification Form; Appendix G - Domestic Workforce Utilization Copy of current Insurance certificate IV-3. CONTRACT TASKS. SCOPE OF WORK: The bidder shall directly provide per diem nursing services to the using Commonwealth agency at the locations specified within Appendix B of this IFB, or additional locations listed in the purchase order by an agency, as requested. Service requirements are on an as needed basis. The Commonwealth maintains the right to add additional per diem medical related job titles to this contract. The Commonwealth identifies its per diem nursing and related medical needs by the following: CATEGORY ONE (1) Once a need is identified under Category One (1), the using Agency/Facility designee will contact awarded bidder(s), either via telephone or , and inform them of the urgent need for staffing. Last minute call offs for sick leave, emergency leave, unplanned leave, no call/no show, or emergent needs for public health or emergency health services, including but not limited to vaccine clinics. Available staffing will be scheduled on an as needed basis to minimize and/or eliminate the need for mandatory overtime. Category one (1) needs are extremely urgent in nature and shall be used only for the purpose listed for category one (1) definition. All other requests shall be pre-scheduled under Category II. CATEGORY ONE (1) - RESPONSE TIME: An Agency/Facility designee will contact the awarded bidder(s), either via telephone or , with shift assignment needs to ascertain awarded bidder s ability to provide coverage. In turn, the awarded bidder(s) must respond to the service request within one (1) hour, or longer if specifically provided for by the agency/facility, whichever is shorter as to the awarded bidder s availability of the shift(s) assignment requirements. All awarded bidder(s) that submitted possible shift resources will be notified of staff assignments, whether or not any shifts are assigned. 6

7 CATEGORY TWO (2) SCHEDULED REQUESTS These are short term requirements for pre-scheduled events such as leave, retirement notices, family medical leave, parental leave, military leave, work related injury leave or General Commonwealth staffing needs. If a resource has been scheduled and subsequently becomes unavailable due to illness and/or foreseen circumstances, the awarded bidder must notify the Commonwealth at least two hours prior to the start of the resources scheduled shift or as soon as it is notified, whichever is shorter of the unavailability of the resource and replace the resource with another resource that has completed the required training (if required). If the awarded bidder cannot replace the resource, and this vacancy places the Commonwealth in jeopardy of fines due to the need for mandatory overtime, the awarded bidder may be responsible to reimburse the Commonwealth. Continued cancellations will eliminate the individual(s) and the awarded bidder will not be able to provide the individual as a resource any longer. The Commonwealth will notify the awarded bidder within two (2) hours of a scheduled resource shift cancellation. Failure to notify the awarded bidder within two (2) hours of cancellation will result in the Commonwealth to pay for up to four (4) hours of the shift that was cancelled. CATEGORY II - RESPONSE TIME: All requests for service must be responded to within two (2) hours of receipt of the request or as otherwise specified in the Purchase Order. A facility or agency designee will contact the awarded bidder with scheduling requirements prior to the posting of the facility s internal schedule to ascertain awarded bidder availability to provide coverage. In turn, the Supplier must respond to the service request within the time period requested by the Agency or 24 hours if no period is specified, as to the awarded bidder s availability. Agency/Facility will exercise a best efforts basis to engage awarded bidder(s) during business hours, 8:00am to 5:00pm ET. TRAINING: (training required prior to providing a resource for actual shift schedule assignments) Department of Military and Veterans Affairs (DMVA) has mandatory training to which all resources will receive on-site training of up to four (4) hours with a Commonwealth nurse instructor and/or nurse supervisor. Training will be scheduled at the convenience of the Commonwealth. Department of Public Welfare requires up to 2 3 days of training. Training may be conducted on-site at a Commonwealth facility. WORK SCHEDULE: Monday-Tuesday-Wednesday-Thursday-Friday-Saturday-Sunday 24/7 hours of service must be available. Each Commonwealth agency may have its own unique shifts and hours. DMVA facilities maintain either three (3) shifts (7-3, 3-11, and 11-7) for RN, LPN, CNA, and other medical related per diem job duties services or 2 shifts that are 12 ½ hours each starting between 6:00 and 9:00 am and 6:00 and 9:00 pm. Bidders may split the 12 ½ hour shifts, but should provide no more than two (2) people to fulfill this requirement. The Commonwealth will provide additional job specific information to bidders upon contract approvals. 7

8 Some Commonwealth facilities maintain three (3) shifts of 24 hour, 7 days a week for Registered Nurses, Licensed Practical Nurses and/or Certified Nursing Assistants services. The selected awarded bidder(s) will be assigned based on the needs of the Commonwealth. A minimum of one (1) 1/2 hour unpaid lunch and two (2) 15 minute paid breaks will be given to the resources performing duties under this contract. Time of break and lunch is dependent on shift assignment and Commonwealth needs. Awarded Bidders must provide and maintain their current contact information. There are times when medical emergency/medical urgency may occur and the resource staff on that shift may need to work through their lunch or designated break time. Staff should receive prior approval of the Nursing Supervisor. Based on operational efficiency and need, this can be compensated by either taking a later lunch or break time or being paid for that period of time that otherwise would have been an unpaid period of time. This will be determined at the discretion of the Commonwealth. A written statement will be included with the timesheet authorizing the resource to work through and be paid for those periods as noted above. COMMONWEALTH ACCESS: Resources working at Commonwealth locations may work with both Federal and State employees and must be identifiable at all times as a contractor by wearing a Commonwealth provided badge. Any correspondence that is sent by the resource while working for the Commonwealth must include the following statement: I am not a government employee and have no legal authority to obligate any Federal or State government in any way. Agencies will provide a method of obtaining badges as necessary. If a resource is on-site for more than a two (2) week period, Management Directive and any revisions thereof, Appendix H, must be followed. WORK LOCATION SECURITY: Bidders shall follow all required security procedures at each worksite for signing in and out, obtaining and displaying contractor badges or other necessary identification or other requirements as deemed necessary. Particularly sensitive areas may require Commonwealth staff to accompany the resource. These procedures may vary from work location to work location and must be followed. Awarded Bidder(s) must notify the Commonwealth immediately if it has reason to believe one of its resources has engaged in any type of criminal activity or other activity that may put Commonwealth facilities, employees, or patients in danger. SPECIAL NOTE: There may be times the resource(s) on duty will have minimal staff. In some cases, may be the only resource on that shift with the exception of the CNA s who require supervision. HOLIDAYS: Up to and including six (6) holidays will be paid at the holiday rate if contract staff are scheduled or called in to work the holiday. Holiday rate will be equivalent to time and a half. The state holidays referred to are as follows. 1. New Year s Day 2. Labor Day 3. Memorial Day 4. Thanksgiving Day 5. Independence Day 6. Christmas Day 8

9 MINIMUM REQUIREMENTS: The Awarded Bidder(s) must maintain personnel files on all Registered Nurses/Licensed Practical Nurse, Certified Nursing Assistants, and other related medical positions, which include documentary evidence that current licensure and certifications are in good standing, that they have a current physical and acceptable proof that they are free of contagious diseases; have had an annual skin test for tuberculosis, and two (2) adequate job references. These files must be maintained and updated as necessary to demonstrate current compliance with licensure and certification requirements, and with ongoing health requirements. The awarded bidder(s) should provide a copy of the display portion of the Registered Nurse s current PA License, current CPR Certifications, and written proof of current two-step tuberculin skin test (completed within last 12 months) to the contract administrator or designee before reporting for assignment. The awarded bidder(s) will be responsible to ensure that all Registered Nurses, Licensed Practical Nurses, Certified Nurse Assistants, Psychiatric Aides and other medical related per diem job duties meet the job qualifications and are able to perform in accordance with the job description provided by the Agency when they submit their RFQ for pricing. The awarded bidder(s) should provide to the contract administrator or agency/facility designee, copies of current licenses/certifications and physicals for all personnel within required time frame to meet licensure, accreditation and Medicare certification regulations and during a Medicare Audit of the Hospital. During the term of the contract, the awarded bidder(s) should submit copies of any certificate / licensure renewals and shall inform the Commonwealth immediately of any change in the status of certifications/licensing to include notification of any and all restrictions imposed due to participation in any professional health monitoring program. Awarded bidder s staff must maintain current CPR certification at the expense of the bidder or the contracted employee. Basic Computer knowledge is required for all candidates. Any approved travel (outside normal travel to and from work - which is not reimbursable) will be reimbursed per the Management Directive and any revisions thereof. RESOURCE REQUIREMENTS: All potential candidates must meet the minimum requirements as set forth in this IFB. It is the responsibility of the bidders to pre-qualify candidates. Pre-qualification is defined as a resource meeting the minimum requirements, completing and passing the required background check (State and/or Federal). No resource shall be considered for placement until the Commonwealth has determined the candidate meets the minimum qualifications and a background check is cleared. The Commonwealth reserves the right to interview candidate(s) submitted or to request and review documentation which demonstrates candidate[s] meet the minimum requirements. OVERTIME: Resources shall complete all required services within the specified hours of service. By mutual agreement with the bidder, the Commonwealth may modify the specified hours of service to meet the Commonwealth s needs. All Overtime must be approved by the end using Agency. 9

10 PERFORMANCE STANDARDS: The Awarded Bidder(s) is expected to utilize standards of professionalism in all aspects of the performance of the contract. All personnel will be fully qualified for the performance of the task to which assigned. The Commonwealth agencies reserve the right to reject or remove any resource if the resource cannot perform his or her duties at an acceptable level in order to meet the using Commonwealth s standards of nursing care and practice. DRESS CODE: The Commonwealth agency for which the resource will be working shall instruct the resource on the dress code and shall be in accordance with Commonwealth regulations for the same job description the resource is working under. Resources shall dress in a responsible manner that displays professionalism at all times. MANUAL LABOR: Resources must be able to perform manual labor including lifting at least fifty (50) lbs., bending, stooping reaching, twisting, walking and standing for a long periods of time in order to provide direct consumer/patient/resident care or respond to emergency situations such as giving CPR, performing emergency interventions, transferring consumers/patients/residents from bed to chair and back, responding to consumers/patients/residents acting out, changing consumers/patients/residents bed positions to prevent pressure areas, moving consumers/patients/residents to apply dressings and to bathe them, pushing medication carts, wheelchairs and other adaptive devices or standard duties of that job title. SERVICE AREA: Bidders must identify on Appendix C, which counties they are able to provide services. Suppliers should provide written notification, via , to the DGS Contracting Officer of changes to County locations, and contact information as needed. DGS has the right to remove a supplier from a County if or when a supplier repeatedly fails to supply resources to Agencies. INSURANCE: Prior to commencement of the work under this contract and annually during the term of the contract, the bidder shall provide the Commonwealth with current certificates of insurance. MALPRACTICE INSURANCE: The bidder shall, at all times during the term of this agreement, carry at its sole expense appropriate liability insurance, including malpractice coverage. BACKGROUND CHECKS: The Awarded Bidder(s) must adhere to the following requirements which supplement the Background Checks provision contained in Part V of the IFB. Bidders will be responsible for obtaining a Criminal Background check, at their own expense, for any and all employees who will be providing services under this contract on Commonwealth or federally owned premises. The Pennsylvania State Police Criminal History Check may be obtained at If the contracted resource has not been a resident of the Commonwealth of Pennsylvania for two (2) years (without interruption) immediately preceding the date of application for employment or currently lives out-of-state, in addition to the Pennsylvania State Police Criminal History Check, the contract employee will also need to obtain an FBI Criminal History Check. The using Commonwealth must be provided with copies of the completed clean Criminal Background Check on each resource staff prior to reporting to the Commonwealth site. 10

11 The Commonwealth reserves the right to conduct further background checks as required by the Commonwealth. INVOICING: Invoices shall be provided monthly. The Bidder shall be responsible for the billing of items billable to Third Party entities as required by the Agencies. The appropriate billing third party providers will be given to the Bidder by the Agency so that they can bill properly. In most cases, the third party providers are for Medicare, Third Party Insurance, or Medical Assistance/Medicaid. Suppliers will only bill individual facilities after all Third Parties have billed and only for the remaining balance (if any) based on the cost of the individual test. CUSTOMER SERVICE: Customer Service is of the utmost importance. It is expected the Bidder provide competent professionals qualified to answer questions regarding the status or respond to issues that agencies may have. 11