**IMPORTANT NOTICE**
§ The format of this RFP has been simplified.
§ Only the following pages require signatures:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901197
for
Home and Community-Based Health Services
For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Jeff Thomas, Procurement Contracts Specialist
Phone Number: (510) 208-9613
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
May 13, 2014
at
Alameda County, GSA–Procurement & Support Services
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901197
SPECIFICATIONS, TERMS & CONDITIONS
for
Home and Community-Based Health Services
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE 4
C. ACRONYM AND TERM GLOSSARY 6
D. BIDDER QUALIFICATIONS 7
E. SPECIFIC REQUIREMENTS 8
F. DELIVERABLES / REPORTS 12
II. CALENDAR OF EVENTS 13
G. NETWORKING / BIDDERS CONFERENCES 13
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 14
H. EVALUATION CRITERIA / SELECTION COMMITTEE 14
I. CONTRACT EVALUATION AND ASSESSMENT 19
J. NOTICE OF RECOMMENDATION TO AWARD 19
K. TERM / TERMINATION / RENEWAL 20
L. QUANTITIES 20
M. PRICING 20
N. AWARD 22
O. METHOD OF ORDERING 23
P. INVOICING 23
Q. PERFORMANCE REQUIREMENTS 24
R. ACCOUNT MANAGER / SUPPORT STAFF 24
IV. INSTRUCTIONS TO BIDDERS 25
S. COUNTY CONTACTS 25
T. SUBMITTAL OF BIDS 26
U. RESPONSE FORMAT 29
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
Specifications, Terms & Conditions
for Home and Community-Based Health Services
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe the administration of Home and Community-Based Health Services required by Alameda County Public Health Department, the Alameda County Division of Communicable Disease Control and Prevention (DCDCP) and the Alameda County Office of AIDS Administration (OAA).
The funding for these services is provided via the Health Resources and Services Administration/HIV/AIDS Bureau (HRSA/HAB) through the Ryan White Part A program, and will be administered by Alameda County Public Health Department/DCDCP/OAA for the provision of services for people living with and affected by Human Immunodeficiency Virus/ Acquired Immunodeficiency Syndrome (HIV/AIDS) who reside in Alameda County (PLWH/A).
The County intends to award a one-year contract (with option to renew) to the bidder(s) selected as the most responsible bidder whose response conforms to the RFP and meets the County’s requirements.
B. SCOPE
1. Through this Request for Proposal (RFP), the Office of AIDS Administration seeks proposals to provide Home and Community-Based Health Services for people living with HIV/AIDS in Alameda County. The goals of these services are to:
- Support PLWH/A in their efforts to enter into, and remain in, primary health care and health related support services and
- Help improve the clinical health outcomes and quality of life of PLWH/A.
- The population of Alameda County is approximately 1,524,720 (2012). The number of PLWH/A currently residing in Alameda County is approximately 5,054 (2012).
- In Alameda County for FY 2013-14 the target goal for Home and Community-Based Health Services is 25 clients served.
4. The OAA intends to fund one (1) agency to provide the service categories of Home and Community-Based Health Services which will serve populations reflective of the HIV/AIDS epidemiological profile of the Oakland Transitional Grant Area (TGA) and, in particular, Alameda County. This RFP is for services provided in Alameda County only.
5. The Ryan White Program (RWP) is federally legislated to address the unmet health needs of PLWH/A by funding primary health care and support services that enhance access to and retention in care. (For more information, visit the Health Resources and Services Administration (HRSA), HIV/AIDS Bureau (HAB) website at http://hab.hrsa.gov/)
6. Alameda County Public Health Department desires a continuum of care for the treatment of HIV infection. Comprehensive treatment of HIV/AIDS includes access to Home and Community-Based Health Services that promote health and enhance quality of life. For more information on the Alameda County continuum of HIV care services, see the Oakland TGA Part A HRSA Application at www.hivccpc.org/links/. The National HIV/AIDS Strategy (August 2010) also proposes primary goals and calls for a more coordinated national response to the HIV epidemic. (For more information, visit www.aids.gov).
7. The services described in this RFP are intended for low-income PLWH/A that reside in Alameda County. Alameda County residents shall be determined eligible for services under this RFP using the following criteria:
a. Person with confirmed HIV infection;
b. PLWH/A having an income below 300% of federal poverty level;
c. PLWH/A having no other funding source for service received, i.e. Medi-CAL, private insurance; and
d. PLWH/A is a resident of Alameda County.
8. The Oakland TGA 2012-2014 HIV Services Comprehensive Plan may be reviewed at www.hivccpc.org/links/downloads/
C. ACRONYM AND TERM GLOSSARY
Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.
AIDS / Shall mean Acquired Immunodeficiency SyndromeAgency / Shall refer to selected bidder that is awarded a contract
Bid / Shall mean the bidders’/contractors’ response to this Request for Proposal
Bidder / Shall mean the specific person or entity responding to this RFP
Client(s) / Shall mean HIV+ individuals who are the recipient of services
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
DCDCP / Shall mean the Alameda County Division of Communicable Disease Control and Prevention
Federal / Refers to United States Federal Government, its departments and/or agencies
HIPAA / Shall mean the Health Insurance Portability and Accountability Act of 1996
HIV / Shall mean Human Immunodeficiency Virus
HIV/AIDS / Shall mean Human Immunodeficiency Virus/ Acquired Immunodeficiency Syndrome
HAB / Shall mean the HIV/AIDS Bureau
Home and Community-Based Health Services / Shall mean health services furnished in the home of an HIV-infected individual, based on a written plan of care prepared by a case management team that includes appropriate health care professionals. Allowable services include: durable medical equipment; home health aide and personal care services; day treatment or other partial hospitalization services; home intravenous and aerosolized drug therapy; routine diagnostic testing; appropriate mental health, developmental and rehabilitation services. Non-allowable services include: inpatient hospital services & Nursing home and other long term care facilities
HRSA / Shall mean the Health Resources and Services Administration
HRSA/HAB / Shall mean the Health Resources and Services Administration/HIV/AIDS Bureau
Medi-CAL / Shall mean California Medical Assistance Program
OAA / Shall mean the Alameda County Office of Aids Administration
The Oakland TGA 2012-2014 HIV Services Comprehensive Plan / Shall mean the Plan described at www.hivccpc.org/links/downloads/
PLWH/A / Shall mean people living with HIV/AIDS.
PO / Shall refer to Purchase Order(s)
Proposal / Shall mean bidder’s response to this RFP
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods being solicited herein; also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RFP / Request for Proposal
RWP / Shall mean the Ryan White Program
State / Refers to State of California, its departments and/or agencies
TGA / Shall mean the Oakland Transitional Grant Area
Unit of Service / Unit of Service (UOS) is defined as fifteen (15) minutes of services
D. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing services to people living with and affected by HIV/AIDS and/or other chronic health conditions for at least 3 years.
b. Be a for-profit entity, or a certified not-for profit 501(c) (3) community based organization, hospital, public or private service applicant.
c. Bidder shall possess all permits, licenses and professional credentials necessary to perform services as specified under this RFP.
E. SPECIFIC REQUIREMENTS
1. Contractor shall:
a. Provide Units of Service (UOS), based on each fifteen (15) minutes of services including: durable medical equipment; home health aide and personal care services; day treatment or other partial hospitalization services; home intravenous and aerosolized drug therapy; routine diagnostic testing; appropriate mental health, developmental and rehabilitation services to those HIV+ individuals residing in Alameda County who apply for and receive Home and Community-Based Health Services (Clients).
b. Must obtain and keep on file written documentation of the sero-positivity of HIV infected Clients, as well as proof of income, insurance and residency;
c. Shall assume the financial risk for providing services to individuals not testing HIV positive; providing services to individuals who the bidder has not documented as HIV positive; or providing services to individuals who have no HIV-positive family member; and
.
d. Shall also assume the financial risk for delivering services for which other sources of funding could reasonably have been anticipated or determined. Ryan White funding is the payor of last resort.
e. Shall maintain a tracking system that can maintain Home and Community-Based Health Services in order to ensure funding is being used for emergency basis and not as an entitlement type program.
2. Contractor shall incorporate harm reduction approaches, motivational interviewing and culturally appropriate evidence-based service delivery models. Services must conform to the Health Resources and Services Administration (HRSA) and County policies.
3. Contractor shall have or develop language assistance procedures for a) assessing the language needs of the population proposed; and b) translating both oral and written materials.
4. The 2014 – 2015 Fiscal Year (FY) funding cycle for programs funded under this RFP is a partialproject year period beginning June 1, 2014 (or later) and ending February 28, 2015. There may be annual contract extensions based on performance, federal appropriations, and local allocations of March 1, 2015 – February 28, 2016. The OAA reserves the right to put services up for bid sooner and/or to extend contracts beyond the one year project period.
5. Funding restrictions in accordance with Federal policy
a. RWP funds may not be used to provide items or services for which payment already has been made, or reasonably can be expected to be made, by third-party payers, including Medi-CAL, Medicare, and/or other State or local entitlement programs, prepaid health plans, or private insurance;
b. A maximum of 10% of the total award amount can be for administration costs. Once the agency is awarded, the OAA Program Manager assigned to this agency will work with them to ensure what is listed on their budget is allowable.
c. Contractor shall vigorously pursue Medi-CAL enrollment for individuals who are eligible for Medi-CAL coverage;
d. Contractor shall seek payment from Medi-CAL when they provide a Medi-CAL covered service; and
e. Contractor shall bill Medi-CAL for any Ryan White funded services provided previously to Medi-CAL eligible clients once a client’s Medi-CAL eligibility is determined.
6. For more information, see the policy “The Use of Ryan White HIV/AIDS Program Funds for Housing Referral Services and Short-term or Emergency Housing Needs” at http://hab.hrsa.gov/manageyourgrant/files/programmonitoringparta.pdf
7. Contractor’s Responsibilities
a. Nursing Assessment, first 1.5 hours
1) Includes, but not limited to, initial/follow-up assessment, coordination of care with clients HIV medical provider, referrals and treatment adherence. Total evaluation of patient’s function and home care needs. Physician conference call, counseling and/or coordination of care with other providers/agencies, health education including treatment information and adherence, and assist with referral to support services.
b. Nursing Re-Assessment
1) Includes, but not limited to, follow-up on original assessment, if needed follow-up with clients HIV medical provider, past referrals and treatment adherence. Re-check vitals, follow-up on previous education and instructions regarding medications and nutritional needs; evaluation of continued need for home care attendant and durable medical equipment (if applicable).
c. Home Health Aide
1) Includes, but not limited to, bathing, meal preparation, assistance with ADLs, personal care services, treatment reminders. Bathing, meal preparation, assistance with ADLs, personal care services, treatment adherence and medication reminders, and accompany to doctor appointments.
d. Personnel
1) Provide clients with access to the highest quality of services by experienced, trained, and when appropriate, licensed staff; and
2) Provide staff supervision by an individual with appropriate clinical and/or supervisory experience at an approved or regularly scheduled time; supervisor conducts client record review at least annually to assess staff’s documentation.
e. Policy & Procedure
1) Establish client eligibility and collect client information through the intake process;
2) Inform clients of their rights and responsibilities, including client confidentiality and grievance procedures when offering services;
3) Comply with the Health Insurance Portability and Accountability (HIPAA) Act of 1996;
4) Deliver services in an accessible location and confidential manner (privacy, safe and files secured);
5) Meet federal and state requirements for safety, sanitation, access, public health and infection control; and
6) Maintain a clinical record in a relational database for all Clients. At a minimum all client/service related information entered into the State of California’s ARIES system.
f. Client Access
1) Establish guidelines for language accessibility;
2) Maintain appropriate referral relationships with key points of access, within and outside of, the HIV care system to ensure referral into care of newly diagnosed and PLWH/A who are not in care;
3) Effectively assess client needs and encourage informed and active client participation;