COUNTY OF SANTA CLARA, CALIFORNIA REQUEST FOR PROPOSAL NO. PRO FY12 00188 FOR PHYSICIAN AND SUPPORT STAFF SERVICES ADDENDUM #1 ISSUED: August 16, 20111 Issued By: Earl Paden (408) 491 74888 earl.paden@proc.sccgov.org Addendum 1 1. Revise Submission of Proposal Date to August 24, 2011 3:00 pm PDT 2. Changes to RFP Document 3. Questions and County Responses Page 1 of 47
The following document shall be incorporated as part of the above mentioned RFP: 1. Revise Submission of Proposal Date to August 24, 2011 3:00 pm PDT. 2. Changes to RFP Document 2.1 Provide location addresses for SCVMC healthcare clinics and a directory and map of the hospital campus (Reference attachments titled SCVMC Locations, and SCVHHS Campus Directory) to better detail SCVMC s healthcare clinic locations and hospital campus building locations. 2.2 Clarification on Sexual Assault Response Team (SART) services: Santa Clara Valley Medical Center is also looking for providers of specialized pediatric and adult SART services. For pediatric and adult SART services, SCVMC is looking for nurse examiners to conduct examinations for adult and pediatric sexual assault victims in accordance with guidelines established by the Office of Criminal Justice Planning (OCJP). In 2009, there were 28 Pediatric cases, and in 2010 Pediatric cases totaled 26. There are currently 8 Pediatric cases in 2011. 2.3 To Attachment A Sample Agreement Terms and Conditions, add Attachment A 1 Contracting Principles. 3. Questions and County Responses: Question 1: If I am reading this bid correctly, you are accepting bids from recruiting firms that provide physicians for part time coverage correct? Thank you. Response Q1: Yes, ambulatory, inpatient, and acute psychiatry can be provided on a part time coverage basis. Page 2 of 47
Question 2 Can a provider bid solely on out patient services? Response Q2: Yes, proposers may propose on outpatient services only or the entire service to include outpatient, inpatient, and acute psychiatry and SART services. For proposers who propose on the entire inpatient and outpatient services including SART services, the cost proposal should include a breakdown of the cost for each service. Question 3 Would your facility consider working with tele pscyhiatrists? We have board certified doctors available for consult via secure (HIPAA) web video teleconferencing. Response Q3: Not at this time. We require in person psychiatrists. Question 4: With regard to the hospitalist program, how can we obtain a payor mix for the current hospitalist program by admissions and financial class? Response Q4: % of % of Payor Group Discharges Total Days Total APD 82 2.40% 429 2.65% Insurance 219 6.40% 862 5.33% Managed Care 239 6.98% 1,096 6.78% Medi/Medi 698 20.39% 3,303 20.42% Medi Cal 941 27.49% 5,238 32.39% Medicare 324 9.47% 1,576 9.74% Other 7 0.20% 24 0.15% Restricted Medi Cal 144 4.21% 737 4.56% Page 3 of 47
Unsponsored 712 20.80% 2,739 16.94% Valley Care 55 1.61% 165 1.02% Wk Comp 2 0.06% 4 0.02% Grand Total 3,423 16,173 Question 5: Could you provide the expected starting volume (number of admissions) for the hospitalist program? Response Q5: Approximately 11% of the patients seen in the ED are admitted. Question 6: Could you provide an average length of stay estimate by financial class or an overall average length of stay estimate? Response Q6: See attached Visits by Financial Class By Facility Question 7: Could you please provide the payor mix for the emergency department, the Express Care Clinic, the Valley Health Centers (VHC), and the Acute Psychiatry Treatment Areas? Response Q7: (See data attached for VHCs). Emergency Department: Unsponsored 23.6% APD 20.5% Medi Cal 14.6% Insurance 8.2% MCMC Capped 7.9% Medicare/Medi Cal 6.2% MCMC 5.4% Page 4 of 47
Medi Cal Restricted 5.0% Valley Care 2.9% VHP 2.7% Medicare 2.0% HK/HF 1.1% Other 0.0% Express Care Clinic: APD 35.5% Unsponsored 19.0% Medi Cal 13.0% Medi Cal Restricted 7.5% MCMC Capped 5.7% Medicare/Medi Cal 4.1% Valley Care 3.9% MCMC 3.7% Insurance 3.1% VHP 2.9% Medicare 1.2% HK/HF 0.4% Acute Psych Areas: FY11 BAP Days: 46% MediCal 32% Medi/Medi 17% Self Pay 5% Medicare Only <1% Private FY11 EPS Admissions: 32% MediCal 32% Self Pay 16% Medi/Medi 16% Private 4% Medicare Only Page 5 of 47
Question 8: Can a provider bid on certain tables in the cost form or is this procurement an allinclusive? Response Q8: Proposers must bid based on the tables provided and can include any alternative cost proposal not specified on cost form. Question 9: Can the County provide compensation information from the current agreement? Response Q9: FY 11 contract for ambulatory, inpatient, and acute psychiatry and SART services was approximately $7M and FY11 contract for ED and Express Care Clinic was approximately $12M. Question 10: In the proposal organization section, the list for tab organization shows Appendix G as the ASP Checklist and Appendix H as the Offerorʹs Terms and Conditions. However, in the body of the document those items are reversed. Would you prefer that we change the Tab order to match the Appendices? Response Q10: You are correct. The Table of Contents and the Appendices are correctly identified as Appenice G Offeror s Terms & Conditions and Appendice H, ASP Assessment Checklist. Per this Addendum Section III, sub section 4, Tabs 10 & 11 are amended to correctly reflect these Appendice designations. Question 11: Could you provide more information regarding the Inpatient Outpatient & Ambulatory Care Services requested specifically, details on the clinic sites referenced in this section, location, specialty, hours, volumes, and your expectation for staffing for each of these facilities? Page 6 of 47
Response Q11: The hours of operation for the Valley Health Centers are attached. The volume and payor mix for the health centers are included as part of response from Q7. In order to provide a reference for hours needed, there were about 23K hours provided by current contractor for Inpatient, Outpatient and Psychiatric areas in the last FY. About 48% of the hours were for Outpatient, 35% for Psych services, 13% for Inpatient and 4% for other areas. Question 12: In the 2006 RFP, there was a point system included with the Evaluation Criteria. Is there a point system for this RFP? Response Q12: Points are not published in this RFP, however, the evaluation committee will use a weighted evaluation system. Question 13: In the 2006 RFP, there was a Type I and a Type II contractor; does that apply to the 2011 RFP? Response Q13: The County anticipates this RFP to result in Type I contract(s). See Addendum item # 2.3. Question 14: Could you provide the current ED admit rate, current HM length of stay, and current number of HM cases? Response Q14: See Q5 for Admit Rate. The County does not recognize the reference to HM in the question. Page 7 of 47
VALLEY HEALTH CENTER BASCOM HOURS OF OPERATION Clinics: Cardiology, Cardiac & Vascular Surgery Floor Monday Friday 8:30 am 5:00 pm 1 Dermatology Monday Friday 8:30 am 5:00 pm 1 Neurosurgery Tuesday 8:30 am 12:00 noon 1 Obstetrics & Monday Wednesday 8:30 am 9:00 pm 3 Gynecology Thursday Friday 8:30 am 5:00 pm Orthopedics Monday Wednesday Thursday 8:30 am 9:30 am 1:30 pm 3:00 pm 9:30 am 12:00 noon 1:00 pm 4:30 pm 1 Pediatrics (and Urgent Care) Monday Friday Saturday Sunday 8:00 am 9:00 pm 8:30 am 8:00 pm 8:30 am 5:00 pm 2 PEP Monday Friday 8:00 am 5:00 pm 3 Urology Tuesday 8:30 am 12:00 noon 1:00 pm 5:00 pm 1 Lab Monday Friday 7:15 am 7:15 pm 1 Pharmacy Monday Friday 9:00 am 8:00 pm 1 Saturday Sunday 9:00 am 12:30 pm 1:30 pm 5:30 pm Radiology Monday Friday 8:30 am 5:45 pm 1 Title 22, 75058 (019.01E.doc 11/14/07) Page 8 of 47
VALLEY HEALTH CENTER GILROY HOURS OF OPERATION Clinics: Adult Medicine Monday Friday 8:00 am 5:00 pm Family Practice Monday Friday 8:00 am 5:00 pm Obstetrics & Gynecology Monday Tuesday, Wednesday, Thursday 1:00 pm 5:00 pm 8:00 am 5:00 pm Pediatrics Monday Friday 8:00 am 5:00 pm Podiatry Monday 9:00 am 5:00 pm Mental Health Monday Friday 8:00 am 5:00 pm Laboratory Monday Friday 8:30 am 5:00 pm Pharmacy Monday Friday 9:00 am 12:30 pm 1:30 pm 5:00 pm Radiology Monday Friday 9:00 am 12:00 noon Public Health WIC Monday Friday 8:00 am 11:30 am 12:30 pm 5:00 pm Title 22, 75058 (019.17E.doc 6/9/10) Page 9 of 47
VALLEY HEALTH CENTER MILPITAS HOURS OF OPERATION Clinics: Adult Medicine Monday Friday 8:00 am 5:00 pm Allergy Monday Friday 8:00 am 5:00 pm Dental Monday Friday 8:00 am 5:00 pm Family Practice Monday Friday 8:00 am 5:00 pm Obstetrics & Gynecology Monday Friday 8:00 am 5:00 pm Pediatric Healthy Lifestyle Center Monday Friday 8:00 am 5:00 pm Pediatrics Monday Friday 8:00 am 5:00 pm Laboratory Monday Friday 8:00 am 4:00 pm Pharmacy Monday Friday 1:00 pm 5:00 pm Public Health WIC Monday Friday 8:00 am 5:00 pm Title 22, 75058 (019.39E.doc 9/23/10) Page 10 of 47
VALLEY HEALTH CENTER MOORPARK HOURS OF OPERATION Adult Urgent Care Clinic Monday Friday 8:30 am 10:00 pm Saturday Sunday 8:30 am 5:00 pm Allergy Clinic Monday Thursday 8:30 am 5:00 pm Title 22, 75058 (019.36ESV.doc 2/3/09) Page 11 of 47
VALLEY HEALTH CENTER MOORPARK HOURS OF OPERATION Adult Medicine Clinic Monday Thursday Friday 8:30 am 7:30 pm 8:30 am 5:00 pm Title 22, 75058 (019.12ESV.doc 06/14/06) Page 12 of 47
VALLEY HEALTH CENTER SUNNYVALE HOURS OF OPERATION Obstetrics & Monday Friday 8:30 am 5:00 pm Gynecology Clinic Pediatrics Clinic Monday - Thursday 8:30 am 9:00 pm Friday 8:30 am 5:00 pm Saturday 9:00 am 1:00 pm Mental Health Services Monday Tuesday Wednesday Thursday - Friday 8:00 am 6:00 pm 8:00 am 5:00 pm 8:00 am 7:00 pm 8:00 am 5:00 pm Public Health Regional Office Monday Friday 8:00 am 12:00 pm 1:00 pm 5:00 pm Public Health WIC Monday Friday 8:00 am 5:00 pm Title 22, 75058 (019.04E.doc 10/08/08) Page 13 of 47
VALLEY HEALTH CENTER TULLY HOURS OF OPERATION Clinics: Floor Adult Medicine Monday Friday 8:30 am 9:00 pm 1 Dentistry Monday Friday 8:30 am 9:00 pm 2 Saturday 8:30 am 5:00 pm Eye Monday Friday 8:30 am 5:00 pm 1 Obstetrics & Monday 8:30 am 9:00 pm 2 Gynecology Tuesday 8:30 am 5:00 pm Wednesday 8:30 am 9:00 pm Thursday Friday 8:30 am 5:00 pm Pediatrics Monday Friday 8:30 am 9:00 pm 2 PEP Wednesday Friday 8:30 am 5:00 pm 2 Podiatry Monday, Tuesday & Friday 1:00 pm 5:00 pm 1 Laboratory Monday Friday 8:30 am 9:00 pm 1 Pharmacy Monday Friday 9:00 am 9:00 pm 1 Radiology Monday Friday 8:30 am 5:30 pm 1 Public Health: Immunization Tuesday & Friday 8:30 am 11:30 am 2 1:00 pm 4:30 pm WIC Monday Friday 8:00 am 5:00 pm 1 Title 22, 75058 (019.30E.doc 06/14/06) Page 14 of 47
FACILITY LOCATIONS Name Street Address City State Zip SANTA CLARA VALLEY 751 S BASCOM AVE SAN JOSE CA 95128 MEDICAL CENTER SANTA CLARA VALLEY MEDICAL CENTER EMERGENCY DEPT 751 S BASCOM AVE SAN JOSE CA 95128 SANTA CLARA VALLEY MEDICAL CENTER REHAB 751 S BASCOM AVE SAN JOSE CA 95128 SCVMC RENAL CARE CENTER 2220 MOORPARK AVE SAN JOSE CA 95128 SCVMC VHC-BASCOM 750 S BASCOM AVE SAN JOSE CA 95128 SCVMC VHC EAST VALLEY 1993 MCKEE ROAD SAN JOSE CA 95116 SCVMC VHC - GILROY 7475 CAMINO ARROYO GILROY CA 95020 SCVMC VHC - MILIPITAS 143 N. MAIN ST MILIPITAS CA 95035 SCVMC VALLEY HOMELESS CLINIC 2101 ALEXIAN DR SAN JOSE CA 95116 SCVMC VHC SUNNYVALE 660 S FAIR OAKS AVE SUNNYVALE CA 94086 SCVMC VHC TULLY 500 TULLY RD SAN JOSE CA 95111 SCVMC VHC MOORPARK 2400 MOORPARK SAN JOSE CA 95128 BARBARA ARONS PAVILION 820 ENBORG COURT SAN JOSE CA 95128 EMERGENCY PSYCH SERVICES 871 ENBORG COURT SAN JOSE CA 95128 MENTAL HEALTH URGENT CARE 871 ENBORG COURT SAN JOSE CA 95110 MAIN JAIL 150 W HEDDING ST SAN JOSE CA 95110 JUVENILE JAIL 840 GUADALUPE PKWY SAN JOSE CA 95110 Page 15 of 47
MOORPARK AVENUE TURNER DRIVE P1 P O Pharmacy Lab VALLEY SPECIALTY CENTER LOBBY Elevator Q Q Radiology (Floor 2) RENOVA DRIVE M Valley Café Cashier Elevator M1 Admitting Information Radiology (X-ray) Elevator M2 MAIN HOSPITAL LOBBY SOUTH BASCOM AVENUE Gift Shop CONSTRUCTION AREA T29 EMERGENCY K WEST WING LOBBY Elevator K Lab (Basement) B Elevator B Medical Records Customer Service C Elevator C Social Services F Cafeteria (Floor 2) Elevator E E REHABILITATION LOBBY P INFORMATION P PATIENT & VISITOR PARKING Page 16 of 47
EMERGENCY FLOOR BUILDING ROOM ELEVATOR EMERGENCY 1 K West Wing EMERGENCY PSYCHIATRIC SERVICES (EPS) 1 R Don Lowe Unit 300 INPATIENT NURSING UNITS FLOOR BUILDING PATIENT ROOMS ELEVATOR Burn Center 4 K West Wing 4K101 4K108 K Coronary Care Unit (CCU) 4 M Main Hospital 4M033 4M047 M2 Head Injury/General Rehabilitation Unit (2 Center) 2 E Rehabilitation 2E005 2E051 E Medical Intensive Care Unit (MICU) 4 M Main Hospital 4M013 4M027 M2 Medical Short-Stay Unit 2 C Old Main 2C026 2C087 C Medical-Surgical Unit (including Orthopedics) (3 Center) 3 E Rehabilitation 3E003 3E073 E Medical Unit (including Oncology) (4 Center) 4 E Rehabilitation 4E001 4E075 E Mother-Infant Care Center (Maternity) (MICC) 3 K West Wing 3K101 3K119 K Mother-Infant Care Center (Maternity) (MICC-B) 3 B Ancillary 3B001 3B025 K Mother-Infant Care Center (Maternity) (MICC-C) 3 C Old Main 3C022 3C076 K Neonatal Intensive Care Unit (NICU) 3 M Main Hospital 3M059 3M101 M1 Pediatric Intensive Care Unit (PICU) 5 M Main Hospital 5M063A 5M097 M1 Pediatric & Adolescent Units (including Rehabilitation) 5 M Main Hospital 5M011 5M053; 5M101 5M111 M2 Psychiatric Units 1 Barbara Arons Units 400, 500 Rehabilitation Trauma Center (RTC) 2 K West Wing 2K117 2K124 K Spinal Cord Injury/General Rehabilitation Unit (1 Center) 1 E Rehabilitation 1E019 1E047 Surgical Intensive Care Unit (SICU) 2 K West Wing 2K101 2K108 K Surgical Unit 4 K West Wing 4K109 4K125 K Transitional Care Neurosurgical Unit (TCNU) 4 M Main Hospital 4M055 4M117 M1 Trauma Intensive Care Unit (TICU) 2 K West Wing 2K109 2K116 K VMC OUTPATIENT CLINICS FLOOR BUILDING ROOM ELEVATOR Adult Medicine Clinics 2 VHC Moorpark, 2400 Moorpark Suites 212, 220 Anesthesia Preoperative Clinic 1 Q Valley Specialty Center Suite 160 Cancer Center (Sobrato Cancer Center) (Hematology, Oncology, Infusion Unit, Radiation Therapy) B Q Valley Specialty Center Suite B10 Q Cardiovascular Center (Cardiology, Cardiothoracic Surgery, Vascular Surgery, 3 Q Valley Specialty Center Suite 340 Q Echocardiogram, EKG, Treadmill, Vascular Lab) Clean Slate (Tattoo Removal) Clinic 4 Q Valley Specialty Center Suite 410 Q Dermatology Clinic 5 Q Valley Specialty Center Suite 510 Q Diabetes Center 2 Q Valley Specialty Center Suite 210 Q Discharge (PATCH) Clinic 3 Q Valley Specialty Center Suite 340 Q Employee Health Clinic 1 Q Valley Specialty Center Suite 160 Endocrinology Clinic 2 Q Valley Specialty Center Suite 210 Q ENT (Otolaryngology) Clinic (including Audiology) 4 Q Valley Specialty Center Suite 410 Q Express Care 1 B Ancillary 1B011 Eye (Ophthalmology/Optometry) Clinic 3 Q Valley Specialty Center Suite 310 Q Gastroenterology (GI) Clinic 5 Q Valley Specialty Center Suite 540 Q Gastroenterology (GI) Lab/Endoscopy Inpatient 6 C Old Main 6C088 C Gastroenterology (GI) Lab/Endoscopy Outpatient 5 Q Valley Specialty Center Suite 540 Q General Surgery Clinic 4 Q Valley Specialty Center Suites 410, 440 Q Genetics Center (South Bay Regional Genetics Center) 3 Q Valley Specialty Center Suite 310 Q Geriatrics Clinic 2 VHC Moorpark, 2400 Moorpark Suite 204 Infectious Disease Clinic 3 VHC Moorpark, 2400 Moorpark Suite 316B Infusion Unit B Q Valley Specialty Center Suite B10 Q Ira Greene Positive PACE Clinic 3 VHC Moorpark, 2400 Moorpark Suite 316B Neurosciences Center (Neurology, Neurosurgery, Rehabilitation, Neurophysiology 1 Q Valley Specialty Center Suite 110 (EEG, EMG) Lab) Obstetrics & Gynecology Clinic 3 VHC Bascom, 750 S Bascom Suites 300, 330, 335 Orthopedics Clinic 2 Q Valley Specialty Center Suites 240, 250 Q Pediatric Specialty Clinics 2 VHC Bascom, 750 S Bascom Suite 200 Pediatrics Clinic 2 VHC Bascom, 750 S Bascom Suites 230, 240 Peritoneal Dialysis 5 Q Valley Specialty Center Suite 510 Q Plastic Surgery Clinic 4 Q Valley Specialty Center Suite 410 Q Podiatry Clinic 2 Q Valley Specialty Center Suite 250 Q Pulmonary Medicine (Chest) Clinic (including Pulmonary Function Lab) 5 Q Valley Specialty Center Suite 540 Q Rheumatology (Arthritis) Clinic 5 Q Valley Specialty Center Suite 510 Q Urgent Care Clinic Adult 1 VHC Moorpark, 2400 Moorpark Suite 118 Urgent Care Clinic Pediatric 2 VHC Bascom, 750 S Bascom Suite 210 Urology Clinic (including Urodynamics Lab) 4 Q Valley Specialty Center Suite 440 Q Page 17 of 47
OTHER DEPARTMENTS FLOOR BUILDING ROOM ELEVATOR Ability-To-Pay Determination (APD) Program 1 H Administrative Office Building, 2325 Enborg 1H101 Admitting 1 M Main Hospital 1M148 Ambulatory Surgery Unit 2 M Main Hospital 2M130 M1 Café ("Valley Café") 1 M Main Hospital 1M147 Cafeteria ("Lighthouse") 2 F Services K Cardiac Cath Lab 2 M Main Hospital 2M130 M1 Cardiac Rehabilitation 1 E Rehabilitation 1E070 Cashier 1 M Main Hospital 1M127 Central Supply B M Main Hospital BM001 M2 Chaplains 1 C Old Main 1C043, 1C015 Customer Service 1 C Old Main 1C018 Gift Shop 1 M Main Hospital 1M004 Health Resource Center in VSC Cancer Center B Q Valley Specialty Center BQ289 Q Health Resource Center in VSC Diabetes Center 2 Q Valley Specialty Center 2Q203 Q Hospital Administration 7 C Old Main 7C116 Human Resources 1 H Administrative Office Building, 2325 Enborg 1H105 Information Desk 1 M Main Hospital Information Desk 1 K West Wing Labor & Delivery 3 M Main Hospital 3M001 M2 Laboratory Hospital B K West Wing BK036 K Laboratory Valley Health Center Bascom 1 VHC Bascom, 750 S Bascom Suite 110 Laboratory Valley Health Center Moorpark 2 VHC Moorpark, 2400 Moorpark Suite 213 Laboratory Valley Specialty Center 1 Q Valley Specialty Center Suite 140 Library 2 E Rehabilitation 2E063 E Lost & Found (at Security) 1 P1 Parking Structure 1 Medi-Cal Eligibility (Social Services Agency) 1 770 S Bascom Medical Records 1 C Old Main 1C037 Meditation Room 2 M Main Hospital 2M001 M2 Meeting Room Cafeteria Conference Room 2 F Services E Meeting Room AOB Seminar Room 1 H Administrative Office Building, 2325 Enborg 1H102 Meeting Room Hospital Administration Conference Room 7 C Old Main 7C102 Meeting Room Rehabilitation Conference Room 1 E Rehabilitation 1E001 Meeting Room Valley Specialty Center B Q Valley Specialty Center BQ160 Q Mental Health Outpatient Services Adults 1 Central Mental Health Mental Health Outpatient Services Families & Children/KidScope 1 828 S Bascom Suite 100 Mental Health Urgent Care 1 R Don Lowe Unit 100 Methadone Program 1 X Puentes Mothers Milk Bank 1 T50 Nuclear Medicine B M Main Hospital BM040 M1 Occupational Therapy 1 E Rehabilitation Lobby Patient Business Services 1 H Administrative Office Building, 2325 Enborg 1H101 Perinatal Evaluation Program (PEP) 1 VHC Bascom, 750 S Bascom Suite 130 Perinatal Substance Abuse Program 1 X Puentes Pharmacy Mental Health 1 Central Mental Health Pharmacy Valley Health Center Bascom 1 VHC Bascom, 750 S Bascom Suite 120 Pharmacy Valley Health Center Moorpark 1 VHC Moorpark, 2400 Moorpark Suite 101 Pharmacy Valley Specialty Center 1 Q Valley Specialty Center Suite 150 Physical Therapy 1 E Rehabilitation Lobby Psychology Services B E Rehabilitation BEC04 E Radiology Main Hospital 1 M Main Hospital 1M152 Radiology Valley Health Center Bascom 1 VHC Bascom, 750 S Bascom Suite 100 Radiology Valley Health Center Moorpark 2 VHC Moorpark, 2400 Moorpark Suite 214 Radiology Valley Specialty Center 2 Q Valley Specialty Center Suite 220 Q Receiving Dietary 1 F Services Receiving General 1 V Logistics Recreational Therapy/Pool B E Rehabilitation BE071 E Renal Care Center 1 O 2220 Moorpark Renal Dialysis 3 B Ancillary 3B050 K Security 1 P1 Parking Structure 1 Social Services (Valley Medical Center) Inpatient 3 C Old Main 3C067 C Speech Pathology B E Rehabilitation BE007 E Surgery Waiting 2 M Main Hospital 2M127 M1 Therapy Services 1 E Rehabilitation Lobby Valley Health Plan 2 H Administrative Office Building, 2325 Enborg 2H290 Valley Therapy Services (Outpatient OT-PT) B 2400 Moorpark Suite 50 Volunteer Services 1 M Main Hospital 1M125 WIC 1 T41 Wound Clinic 1 E Rehabilitation 1E060 Page 18 of 47
MOORPARK AVENUE 2400 P TURNER DRIVE P1 P O Q 650 P2 RENOVA DRIVE THORNTON WAY EMPEY WAY Z T62 T60 Y 720 GINGER LANE MIDDLE DRIVE P CLOVE DRIVE T40 T42 T5 T43 T41 T61 EE BB P3 T50 T26 T24 T25 X H T4 CONSTRUCTION AREA W DRIVE T27 BRADLEY K B C V U S F E R M T28 T31 ENBORG COURT P P T29 SOUTH BASCOM AVENUE 750 P 770 828 ENBORG LANE 2215 INFORMATION P PATIENT & VISITOR PARKING Revised 10/14/10 Send corrections, changes and suggestions to Directory Changes, 2325 Enborg Lane, Suite 3H320, San Jose, CA 95128 2010 Santa Clara Valley Health & Hospital System Santa Clara Valley Medical Center is owned and operated by the County of Santa Clara. Page 19 of 47
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I. Contracting Principles A. All Type I and Type II contracts, as hereinafter defined, shall include a contract provision specifying that the contractor shall comply with all applicable federal, state and local rules, regulations and laws. B. In order to assure fiscal responsibility, strength and compliance with these principles all Type I and Type II contracts shall include a contract provision specifying that the contractor shall maintain financial records, that would be adequate to show that County funds were used for purposes consistent with the terms of the service contract. C. All Type II contractors shall provide specific information in addition to that which is required of a responsible bidder. The information will be delineated in the contractor selection process document but shall, at a minimum, include the following information pertaining to the actual provision of services and/or expenditures charged to the contract: 1. Information regarding the wage level, pay range and benefits for positions and job classifications. a) The wage and benefit information for executive, managerial and supervisory positions may be presented as one aggregate figure. For example: Executive, Managerial and Supervisory wage and benefits costs for this contract are (or in the case of a new program the projected level) $X for each year of the contract. However, in no instance would an individual be identified by employee name. b) The wage level, pay range and benefit costs for all other positions and job classifications that will be providing actual services and/or expenditures charged to the contract should specify actual distribution (or in the case of a new program the projected level) of wage rates within each pay range by the specific salary level. However, in no instance would an individual salary be identified by employee name. In the case of single position job classes the information may be aggregated with similar job classes. For example: In Job Classification A there are five positions with a pay range of $X to $Y. With two employees paid at $X, two employees paid at $Y and one paid at $Z midpoint between $X and $Y. c) If medical insurance is provided a summary of coverage for each plan must be submitted (or in the case of a new program the projected level). In addition, the County may also request the entire plan document. County of Santa Clara Contracting Principles 2 of 18 Page 31 of 47
The summary must include the total premium cost, the amount of the premium paid by the employer and employee, and any co-payments or other employee costs. If medical insurance is not provided, the County Agency/Department presenting the contract for approval shall calculate and disclose the costs of providing medical insurance to the employees of the contractor. Costs shall be determined by the County Executive based on a standard cost provided by the Santa Clara Valley Health and Hospital System. 2. Length of Service a) The length of continuous employment with the contractor by job classification (information shall not include employee names). b) In addition, the contractor may submit information detailing the relevant prior experience of employees within each job classification (information shall not include employee names). 3. The annual rate of staff turnover. 4. The number of hours of training for each position in subject matters directly related to providing services to County residents/clients. 5. The number of legal complaints issued by an enforcement agency for alleged violations of applicable federal, state or local rules, regulations or laws and the number of citations, court findings or administrative findings for violations of applicable federal, state or local rules, regulations or laws. The information must include the date, enforcement agency, the rule, law or regulation involved and any additional information the contractor may wish to submit. 6. Copies of any collective bargaining agreements or summary of personnel policies covering the employees providing services to the County. D. All Type II contracts shall include a contract provision specifying that in order to determine compliance to these principles as well as the contract, the contractor shall be required to provide the County or its agents, except where prohibited by federal or state laws, regulations or rules, reasonable access, through representatives of the contractor, to facilities, records and employees that are used in conjunction with the provision of contract services. County of Santa Clara Contracting Principles 3 of 18 Page 32 of 47
E. During the term of any contract all Type II contractors shall provide to the County copies of any financial audits that have been completed. The contractor shall use County funds for County services and shall not use County funds for general employer costs that do not support or otherwise directly relate to the scope of contracted services. Consistent with the financial provisions of the contracts, this shall not preclude the realization of profits or savings. F. During the term of any contract all Type II contractors shall advise the County Department/Agency responsible for monitoring the contract of the issuance of any legal complaint by an enforcement agency, or of any enforcement proceedings by any Federal, State or Local agency for alleged violations of federal, state or local rules, regulations or laws. In addition, the specific contract may include additional provisions regarding notice to the County of specific client/patient service issue complaints. G. During the term of any contract all Type II contractors shall advise the County of the issuance of citations, court findings or administrative findings for violations of applicable federal, state or local rules, regulations or laws. H. Violations of this policy may be considered material breaches of any Type I or Type II contract, and may, at the option of the county, constitute grounds for the termination or non-renewal of any such contract, according to its terms. The contractor shall be provided reasonable notice of any intended termination or nonrenewal and the opportunity to respond and discuss the County s intended action. II. Definitions A. For purpose of this Resolution renewal of any contract shall not include modifications or amendments that do not extend the original length of the contract. B. For purposes of this Resolution services shall not include the rental, purchase, sale, lease, lease back or lease purchase of goods. Nor shall the rental, purchase, sale, lease, lease back or lease purchase of any facility or property be included. C. For purposes of this resolution Type 1 Service contracts shall include any of the following in which the county purchases services from: 1. Sole Source 2. Construction or other work required by law to be contracted out. 3. Individuals and contractors that employ less than twenty-five (25) employees. County of Santa Clara Contracting Principles 4 of 18 Page 33 of 47
4. Contract which provides for immediate needs necessary to preserve public health, safety or peace and any other emergency work which cannot be handled because staff and equipment have been allocated and the work must be done post-haste. 5. Contract necessary to provide immediate emergency repair of facilities or equipment in order to preserve or provide continuous public, inmate, patient or client services or for the safety and health of the public or employees. 6. Contract with other public agencies. 7. Contract of One Hundred Thousand Dollars ($100,000) or less (excluding contractors where the aggregate of multiple contracts for the same or similar services with the same contractor exceeds $100,000), except where a labor contract contains a specific provision that requires notice to the County labor organization, then the labor contract provision and threshold dollar amount shall be applied. 8. Contract with Professionals (such as legal, financial, engineering, architectural, management consulting services, and physician and medical consulting services) where the primary services contracted for will be provided by those professionals. 9. Contract requires work to be performed with specialized equipment (such as trucks, cranes and other similar large equipment) including those contracts when the contractor provides an operator for the equipment. 10. Contract for facility or equipment maintenance except such facility or equipment maintenance provided by County employees at the time of adoption of this resolution (i.e., FY 1998). 11. Contract is for maintenance services incidental to the purchase (or lease etc.) Of goods or equipment. 12. Contracts to provide employee benefits pursuant to provisions of County labor contracts. D. For purposes of this Resolution Type II Service Contracts includes all service contracts in which the County purchases services not covered under Definitions I.B. and I.C. of this Resolution. Garment rental contracts shall be considered a Type II for the purposes of this resolution. III. Implementation A. The County Executive shall direct the preparation and dissemination of any administrative guidelines and directives to County Departments/Agencies as are necessary to implement this Resolution as of June 1, 1998. These directives shall include a requirement that each County Department or County of Santa Clara Contracting Principles 5 of 18 Page 34 of 47
Agency advise current service contractors of the implementation of this Resolution prior to June 1, 1998. B. The County Counsel shall develop and disseminate standardized contract provisions that implement this Resolution. C. This Resolution and its requirements shall be a part of, and shall be added to, the previously adopted Board policy on Bidding and Contracting. D. The implementation and actual experience under terms of this resolution shall be reviewed by the Board Finance Committee and then the full Board beginning one year after adoption of this resolution. The Board shall affirmatively seek out and consider the input of contractors operating under these contracting principles. In addition, the County Executive shall provide quarterly reports to the Finance Committee. County of Santa Clara Contracting Principles 6 of 18 Page 35 of 47
DECLARATION OF CONTRACTOR To be completed by all Type I and Type II contractors) This is a Type I service contract under the Board of Supervisor s Resolution of Contracting Principles. If this box is checked, please complete the following: Type I Category: Explanation: This is a Type II contract under the Board of Supervisor s Resolution on Contracting Principles. The contractor currently has other County contracts for the same or similar services: Yes No If Yes is checked, please list and describe contracts, types and dollar amounts. I am authorized to complete this form on behalf of [Name of contracting entity]. I have used due diligence in obtaining this information, and this information contained herein is complete and accurate. Contractor Signature: Name: Title: Date: County of Santa Clara Contracting Principles 7 of 18 Page 36 of 47
CONTRACT PROVISIONS TO IMPLEMENT THE TERMS OF THE RESOLUTION RE: CONTRACTING PRINCIPLES [TYPE I CONTRACTS ONLY] This contract is a Type I service contract, subject to the Resolution of Contracting Principles adopted by the Board of Supervisors on October 28, 1997 and subsequently amended on October 21, 2008. Accordingly, Contractor shall comply with all of the following: a. Contractor shall, during the term of this contract, comply with all applicable federal, state, and local rules, regulations, and laws. b. Contractor shall maintain financial records adequate to show that County funds paid under the contract were used for purposes consistent with the terms of the contracts. These records shall be maintained during the term of this contract and for a period of three (3) years from termination of this contract or until all claims if any, have been resolved, whichever period is longer, or longer if otherwise required under other provisions of this contract. The failure of Contractor to comply with this Section or any portion thereof may be considered a material breach of this contract and may, at the option of the County, constitute grounds for the termination and/or non-renewal of the contract. Contractor shall be provided reasonable notice of any intended termination or non-renewal on the ground of non compliance with this Section, and the opportunity to respond and discuss the County s intended action. County of Santa Clara Contracting Principles 8 of 18 Page 37 of 47
CONTRACT PROVISIONS TO IMPLEMENT THE TERMS OF THE RESOLUTION RE: CONTRACTING PRINCIPLES [TYPE II CONTRACTS ONLY] This set of forms is applicable generally for contractors providing service to the County of Santa Clara. It is not intended for contractors that provide rental, purchase, sale, lease, lease back or lease purchase of goods to the County. It should be assumed that contractors are Type II providers unless they meet the exceptions as described in II. C. 1-12 of the Resolution of Contracting Principles. Contracting Principles Compliance Online Access Our goal is to create a community for Type II Contractors that among other things makes the process of submitting Contracting Principles and other compliance information to County departments more efficient and consistent. To take advantage of this service, you must first register. Your registration will allow your organization portal access for submitting and updating information for the Annual Information, RFP-specific Response, and Fiscal Audit described below. The information you submit cannot be viewed through this website by anyone except authorized County staff. You will have the ability to: Create and Maintain your Contracting Principles Type II one-time submission information (Annual Information) Create and Maintain multiple Contracting Principles Type II contract-specific information (RFP-specific Response) Upload and update your annual financial audit reports sent into the County (Fiscal Audit) To use the online capability you have to register with the portal as a Type II contractor at: http://eservices.sccgov.org/cpc/prepare.do?action=begin County of Santa Clara Contracting Principles 9 of 18 Page 38 of 47
SECTION 1 Information regarding the wages and benefits for executive, managerial and supervisory positions pertaining to services provided under the proposed contract. (Please do not provide employee names) Aggregate total wages for the above positions pertaining to services provided under the proposed contract. (Please do not provide employee names) = Aggregate total medical benefit employer costs for the above positions pertaining to services provided under the proposed contract: = If no medical benefits are provided, County Agency/Departments will consider and include such costs for these employees, as determined by the Santa Clara Valley health and Hospital system and set by the County Executive. Equivalent total medical benefit employer costs attributed to the above positions: = County of Santa Clara Contracting Principles 10 of 18 Page 39 of 47
SECTION 2 Information regarding the wages and benefits for all other positions except: executive, managerial and supervisory positions, pertaining to services provided under the proposed contract. (Please do not provide employee names) Total Number Job Class of Positions Pay Employees Pay Ranges at this level Subtotals A B C D E Total medical benefit employer costs attributed to the above positions: = If no medical benefits are provided, County Agency / Department will consider and include such costs for these employees, as set by the County Executive and determined by the Santa Clara Valley Health and Hospital System. Equivalent total medical benefit costs attributed to the above positions: = (Use additional sheets of Section 2 page for more job classes or more positions) County of Santa Clara Contracting Principles 11 of 18 Page 40 of 47
SECTION 3 Medical cost (medical, dental, vision and life insurance premium) breakdown for employees in Sections 1 and 2; if a different benefit package is offered to management employees, please identify an describe: Medical Cost Employer Contribution Employee Self Contribution Total Cost Employee only Employee plus one dependent Employee plus multiple dependents Please check one: Administrative/Management Employees Only Line Employees Only All employees Please attach a summary of all medical (medical, dental, vision and life insurance premium) plans her for employees reported in Sections 2 and 3. The County reserves the right to have contractor provide entire plan documents. (Use additional sheets of Section 3 page for additional plans) County of Santa Clara Contracting Principles 12 of 18 Page 41 of 47
SECTION 4 Please provide information for length of service of contractor staff in the area of service currently provided to the County or proposed to be provided to the County: Job Class: Employee A Employee B Employee C Employee D Employee E Employee F Employee G Employee H Length of continuous agency service Prior Experience (Optional) Job Class: Employee A Employee B Employee C Employee D Employee E Employee F Employee G Employee H Length of continuous agency service Prior Experience (Optional) Job Class: Length of continuous agency service Employee A Employee B Employee C Employee D Employee E Employee F Employee G Employee H (Use additional sheets of Section 4 page for more job classes) Prior Experience (Optional) County of Santa Clara Contracting Principles 13 of 18 Page 42 of 47
SECTION 5 Please provide the annual rate of turnover of staff for prior 1 year. Immediate past 12 months / prior fiscal year / prior calendar year [Please circle one] Note: This section pertains to contractor staff in the area of service currently provided to the County or proposed to be provided to the County. (Example: if 10 positions are covered and 5 employees left their positions in the last year, the annual turnover rate is 50%) County of Santa Clara Contracting Principles 14 of 18 Page 43 of 47
SECTION 6 Training records for prior 1 year - immediate past 12 months / prior fiscal year / prior calendar year [please circle one] for contractor staff in the area of service currently provided to the County or proposed to be provided to the County: Training subject matter related to contracted services Employee classes Date Total hours County of Santa Clara Contracting Principles 15 of 18 Page 44 of 47
SECTION 7 Please list legal complaints, citations, court findings, or administrative findings for violations issued by enforcement agencies for the previous five (5) years for alleged violations of applicable federal, state or local rules, regulations or laws: Rules, laws, regulations involved Type Enforcement Agency Date of Issue County of Santa Clara Contracting Principles 16 of 18 Page 45 of 47
SECTION 8 Please list and provide copies of collective bargaining agreements covering contractor staff in the area of service currently provided to the County or proposed to be provided to the County. Bargaining Units Union Term of Agreement If there are no collective bargaining agreements, please provide summaries or actual personnel policies covering contractor staff in the area of service currently provided to the County or proposed to be provided to the County. County of Santa Clara Contracting Principles 17 of 18 Page 46 of 47
SECTION 9 DECLARATION THAT INFORMATION IS COMPLETE I am authorized to complete this packet of forms on behalf of [Name of contracting entity] I have used due diligence in obtaining this information, and this information contained herein is complete and accurate. Signature: Name: Title: Date: County of Santa Clara Contracting Principles 18 Page 47 of 47