NOTICE TO PROPOSERS! Questions & Answers

Transcription

1 SOUTHWEST INDEPENDENT SCHOOL DISTRICT (SWISD) REQUEST FOR PROPOSALS FOR OCCUPATIONAL THERAPY RFP NOTICE TO PROPOSERS! Questions & Answers This document is intended for informational purposes only and to identify the responses to questions and answers received by the District. No addendums have been posted for this RFP. The deadline for questions has passed; any additional questions received related to this RFP, will not be answered. Be reminded all proposals are due by Tuesday, July 24, 2018 at 2:00 pm at Dragon Lane, Building 500, San Antonio, Texas, To be eligible for consideration under this request, a submission of one (1) bounded original, one (1) bounded copy and one (1) electronic copy (on USB flash drive) of each proposal will be received until 2:00 pm CST on Tuesday, July 24, The proposals must be delivered by US mail, express mail, or in person to: Michelle Bernal, Purchasing Coordinator Dragon Lane Building 500 San Antonio, TX Proposals must be signed and returned in a sealed envelope or package. or facsimile proposals will not be accepted. Proposals must be submitted in sufficient time to be received and timestamped at the above location on or before the proposal due date and time. Proposals received after the due date and time will not be accepted and will be returned unopened to the Proposer by the District. This document is intended for informational purposes only. 1. Per pg. 6 Section VII, what are your Insurance Requirements? The Proposer must carry insurance with responsible carriers acceptable to SWISD rated A or better, by A.M. Best, with minimum limits of liability coverage as stated below, against claims for damages caused by bodily injury, including death, and claims for property damage. Certificate of Insurance must be addressed to showing proof of insurance for:

2 Page 2 of 5 Type of Coverage Minimum Limits Automobile Liability $1,000,000 combined single limit Excess Umbrella Liability $5,000,000 Comprehensive General Liability, including Sexual Abuse and Molestation: Per Occurrence $1,000,000 General Aggregate $2,000,000 Personal and Advertising Injury $1,000,000 per Occurrence Worker s Compensation Statutory Employers Liability $500,000/$500,000/$500,000 Upon receipt of award, the successful Proposer(s) must provide the with original Certificates of Insurance to include, General Liability, Workman's Compensation, Excess Umbrella Liability, and Automotive Liability, within ten (10) working days from the date of the SWISD Board of Trustees approval of award. Failure to provide these documents may result in disqualification of award. The District should be named as an Additional Insured on the Automobile Liability and General Liability policies including Primary & Non-Contributory coverage, and a Waiver of Subrogation in favor of the District must be included on these policies. The Excess Umbrella Liability should be on a Follow Form basis with respect to the Automobile Liability, General Liability and Employers Liability policies. 2. We do not have an office in the State of Texas. Is it your preference for a company to have an office in the State of Texas? SWISD will accept submissions from out of state. This is a part of the evaluation criteria. 3. How many OTs, COTAs, PTs, and PTAs did you contract last year? Could you provide the estimated weekly hours the OTs, COTAs, PTs, and PTAs worked last year (i.e. 40 hours per week, 8 hours per day)? At this time, SWISD is seeking one Occupational Therapist. Physical Therapy is on an-as-needed basis. We currently have therapists employed with SWISD. 4. How many OTs, COTAs, PTs, and PTAs do you currently foresee needing for the school year? At this time, SWISD is seeking one Occupational Therapist. 5. If the hours for next school year have not been determined, could you provide the estimated total therapy hours used annually for the OT, COTA, PT, and PTA? The estimated total occupational therapy hours per week are 40 hours for 210 days. 6. What would be the average student caseload for the OT, COTA, PT, and PTA? The average student caseload for Occupational Therapy is 170 students. 7. How many schools are typically on the OT s, COTA s, PT s, and PTA s caseload? There are approximately seventeen (17) schools. 8. How many working days will the OT, COTA, PT, and PTA typically work during the school year (For Example: 180 days or less)? The estimated number of working days is 210 days.

3 Page 3 of 5 9. Per pg. 9, are there any specific formatting requirements for the final bid submitted? For Example: preferred binding (binder, binding clips, etc.) or if you prefer any tabbed pages (dividers, index tabs, etc.). The Proposal shall be submitted in the following format as set forth in the Table of Contents established in the RFP. Respondent should include their own title page, table of contents for reference, and include dividers/index tabs. 10. Do you require vendors to guarantee the provision of therapy services, or is it understood that vendors will begin recruiting on a best efforts basis upon contract award? SWISD prefers that the vendor has someone to start immediately. 11. To clarify per pg. 8, can the primary vendor incur in any penalties or be liable for any damages for not having an OT/COTA/PT/PTA available upon your school s request in a timely manner or would your school terminate the RFP contract with the company? Upon discovery of a non-performance issue, SWISD will give the awarded vendor a written notice and allow a period of thirty, (30) days for the awarded vendor to satisfactorily remedy the problem. Failure to provide a satisfactory remedy within the thirty (30) days will automatically be cause for issuance of a cancellation notice. SWISD Board of Trustees reserves the right to cancel this agreement with or without cause at no pecuniary risk or penalty upon thirty, (30) day written notice of intent to cancel. 12. Will your school provide laptops/computers and/or an account to the contracted providers during their assignment? Vendor or therapist will need to provide laptop/computer. SWISD will provide a district Will therapists have access to internet capabilities, computers/laptops/ipads, office supplies, fax/copy machine at? SWISD will provide access as needed identified above. 14. To complete the provision of therapy services, are testing/evaluation materials and/or equipment provided by OR the Vendor? SWISD has some testing materials. If there are specific materials that are preferred, then the Vendor will need to provide. 15. Who will be the representative from to determine which materials/equipment are required for the therapy services? SWISD Director and the therapist will determine which materials/equipment is required for the therapy services. 16. Will consider an all-inclusive hourly price rate range depending on the candidates level of experience OR does the district only want a fixed flat hourly rate? SWISD is seeking a fixed flat rate. 17. Can you provide the current incumbent vendor(s) names and current fee rates providing OT and PT services? Has your current vendor(s) been able to satisfy your service needs? Incumbent vendor, Soliant Health, is providing Occupational Therapy for $67 per hour. 18. How will vendors be notified of award? Award letters will be sent out after board award to all responding vendors. 19. Are you looking to contract with one or multiple vendors? At this time, SWISD plans on awarding multiple vendors and ranking them as primary and secondary. The primary vendor will be used first and if the primary awarded vendor is unable to provide acceptable service as determined by the Executive Director of Special Education, than one of the

4 Page 4 of 5 secondary awarded vendors will be contacted. SWISD is not required to purchase any minimum or maximum quantity of services from the awarded vendor. 20. In regards to billable hours: a. Are IEP meetings billable? Yes. b. Are orientation sessions, professional development and other district-sponsored meetings billable? Professional development is not billable. Other district-sponsored meetings are billable. c. Are we allowed to bill for paperwork and documentation? Yes. d. Are we allowed to bill for mileage and travel between school sites? Travel between campuses should be included with the current rate. This should be an inclusive rate. 21. On what date do you anticipate making this award and notifying vendors of the award status? Board award is scheduled for 8/24/2018. Notifications will be sent out next day. 22. Who are the current vendors for OT and PT services? Soliant Health for OT. SWISD currently employs PT. a. Please provide the current bill rate by vendor. $67.00 b. Please provide the # of FTEs (full time equivalents) by vendor. One (1) OT 23. Have your current vendors been able to meet all of your current OT and PT services need? Yes. 24. Are therapist resumes required at the time of proposal submission or only upon award? Resumes will be required upon award of contract. 25. How many OT and PT openings does the district anticipate filling with this RFP? One (1) OT and PT will be awarded on an as-needed-basis. 26. Is the district open to contracting for part-time therapists? No. 27. What are the district s payment terms? Net Please respond to this Questionnaire section on separate pages following the order and format provided below. Failure to include this information may result in rejection of the entire proposal. The questionnaire on pages should be used, if additional pages are needed for responses. Follow the format used on these pages; include the signature page on 41 with your submission. 29. On page 38 of 41, under experience profile it is asking for the number of projects. What information should be provided in this section? Vendor should list how many therapists you have working for you. 30. Would you consider working with an online therapy provider? No. 31. How would you work with an online therapy solution? No.

5 Page 5 of How do you assign caseloads/assignments across multiple awarded vendors? What is the process for distributing the caseload/assignment across multiple vendors? The primary vendor will be used first and if the primary awarded vendor is unable to provide acceptable service as determined by the Executive Director of Special Education, than one of the secondary awarded vendors will be contacted. 33. How are the Evaluation Criteria weighted? Evaluation criteria can be found on page 11 of the Request for Proposal documents. 34. What is the duration of the contract? The initial term of the resultant contract will be a basic one (1) year period, to commence on September 1, 2018, and end August 31, If agreeable between the owner and the vendor(s), the Contract may be extended for two (2) additional one (1) year periods. 35. What is the estimate of total therapy hours required for this contract? 40 hours per week 36. What is the total annual expenditure of the current contract for the 15/16 SY and 16/17 SY YTD? Information is not available. Positions were not contracted by outside vendors. 37. Is the district interested in bilingual providers? If yes, which languages? No.