UNIVERSITY OF CALIFORNA HEALTH REQUEST FOR PROPOSAL
TEMPORARY STAFF LABOR PROVIDER/VENDOR MANAGEMENT SYSTEM
RFP NUMBER DAW01
DATE ISSUED: November 16, 2017
DUE DATE: November 29, 2017 – 4:00 pm (PST)
REQUEST FOR PROPOSAL
The Regents of the University of California on behalf of its five (5) medical centers (UC Davis Health System, UC Irvine Health, UCLA Health, UCSF Health and UCSD Health System), hereafter known as UC Health is soliciting proposals for providing UC Health and it constituent hospitals with comprehensive temporary labor services provider/vendor management system solutions for workforce management of temporary healthcare staffing as outlined herein.
I. SCOPE OF SERVICES
UC Health seeks to partner with a single organization to integrate the business functions related to supplemental clinical, non-clinical, and IT staffing as outlined herein. The scope of this partnership would include all of the following:
o Initially, UC Davis Health System, UC Irvine Health and UCSD Health System will participate in this initiative. UCLA Health and UCSF Health reserve the right to join the initiative at a later date.
o A common rate schedule, based on region, to all UC Health businesses for supplemental staffing (Referred to in this RFP as HCP’s or healthcare professionals).
o Common centralized credentialing and background checking for supplemental staff
o Electronic scheduling of supplemental staff
o Electronic time keeping, invoicing and payment for supplemental staff
o One call staffing - brokering all supplemental staffing not provided by primary agency
o Detailed reporting of all UC Health supplemental staffing utilization
o Onsite vendor provided support staff
II. UC HEALTH BACKGROUND
Our five academic health centers form a $10 billion enterprise providing broad access to specialized care that earns the highest national rankings. Our health sciences education system, the country’s largest with more than 14,000 students and 17 health professional schools, is educating tomorrow’s leaders. Our world-class research is tackling health’s toughest challenges. Overall, UC Health generates about 117,000 jobs in the state, $12.5 billion in annual contribution to gross state product and $16.7 billion in economic activity, according to a 2011 independent economic impact report.
Behind those numbers are our people, from physicians and nurses to clinicians and researchers, who work hard to save lives and improve health across California and around the world.
The temporary labor program at the University of California Health Systems aims to supplement and enhance the overall clinical and non-clinical staffing at its five constituent facilities.
III. RESPONSE DUE DATE
Responses are due on November 29, 2017 at 4:00 pm (PST).
IV. VENDOR PRESENTATIONS
Qualified vendors will be invited to participate in vendor presentations with UC Health representatives. Each vendor will be given one hour to present their proposed programs as it meets the objectives of this Request for Proposal (RFP) and to address any questions with the UC Health representatives. Presentations are tentatively scheduled for December 18 and/or 19, 2017. Invitations to participate in the vendor presentations will be made no later than December 8, 2017.
Vendors should not make any travel arrangements until receipt of invitation to participate. UC Health will not be responsible for any costs associated with a vendor’s participation in the vendor presentations and/or for any expenses incurred should a vendor not be invited to participate in the vendor presentation.
Vendor presentations will be held at:
UC Irvine Medical Center
UC Health reserves the right to reschedule the vendor presentation dates.
V. GENERAL INSTRUCTIONS
A. Vendors are required to submit acknowledge of RFP receipt and provide their intent to participate. All acknowledgements must be received by November 20, 2017 and should be submitted by email to Andy Willis ().
B. The respondent shall provide two (2) written copies and two (2) electronic copies (flash drive) of their response. One (1) written copy should be clearly marked as the “master copy”.
C. A cover letter should be included with response and should include a brief statement of respondent’s strengths as a managed services provider. The cover letter should identify the representative of the company that is duly authorized to commit and respond on behalf of the company. This person must sign the cover letter.
D. Responses should include a return of the original RFP with initials in the space provided (lower right hand corner of each page). Respondent’s initials will acknowledge respondent’s understanding and acceptance of the contents on that page.
E. Responses should be submitted in a sealed container, package or envelope that will preserve contents until opened by an authorized UC Health representative. The RFP number should be clearly marked on the outside of the container, package, or envelope.
F. Overnight express mail, messenger, or any other delivery method that will ensure on-time delivery with proof of delivery should be used to send responses. UC Health does not assume responsibility for late receipt (delivery) of response or responses sent by the United States Postal Services.
G. Responses made by email or facsimile will not be accepted.
H. Responses should be sent to:
Andy Willis
Strategic Sourcing Manager, UC Health
@ UC Davis Medical Center
4800 2nd Avenue, FSSB Suite 3010
Sacramento, CA 95817
Telephone No.: (916) 703-3317
I. Responses should be made in the same order as provided in the RFP. Additional information and/or documents may be attached at the end of the response. The RFP section and item numbers should be noted and referenced on any additional documents.
J. Failure to comply with the provisions outlined herein (General Instructions) will result in your proposal being non-qualified and rejected as non-responsive.
K. Deviations from the RFP expectations and requirements must be noted in respondent’s response. Respondents should be aware that any deviations to the minimum expectations and/or requirements as outlined in this RFP may result in disqualification.
L. Questions should be submitted in writing by email to:
Andy Willis
M. Responses to questions will be made in writing to all potential respondents. UC Health does not assume responsibility for questions or responses received after the RFP question and response deadline that might prevent the respondent’s ability to provide a response within the established deadline.
N. Any and all questions should be submitted to the designated UC Health representative. UC Health does not assume any responsibility for questions submitted to or answered by an unauthorized UC Health representative.
O. Potential respondents may not make contact with any member of the UC Health and may only contact the authorized UC Health staff as outlined in this RFP.
Failure to comply with this requirement may result in the disqualification of the vendor in further participation of this RF.
VI. / SCHEDULE OF EVENTSDistribution of RFP
RFP Receipt Acknowledgement / November 16, 2017
and Intent to Participate / November 20, 2017
Written RFP Questions Due / November 20, 2017 4:00 pm (PST)
Responses to Questions / November 22, 2017
Vendor Presentations / December 18th and/or 19th, 2017
RFP Responses Due / November 29, 2017 – noon (PST)
Selection of Vendor / To Be Determined
UC Health reserves the right to change and/or modify this schedule. All vendor participants will be notified of any changes.
A. BASIS FOR AWARD/SELECTION CRITERIA
A. It is the intent of University of California Health Systems to review and/or award the resulting contract to the responsive and responsible company whose proposal is determined to be the best overall value to University of California Health Systems. Award is made for RFP responses with the best overall value to UC Health. Cost shall be a factor in the award but not the only factor.
B. University of California Health Systems may appoint a committee to perform the evaluation. Each proposal will be analyzed to determine overall responsiveness, best qualifications and best value for University of California Health Systems. The selection committee may select all, some or none of the awarded vendors for interviews and/or presentations. If University of California Health Systems elects to conduct interviews and/or presentations, awarded vendors may be interviewed and scored based upon the criteria referenced within RFP. University of California Health Systems may also request additional information of awarded vendors at any time prior to award. University of California Health Systems reserves the right to select one, or more, or none of the awarded vendors for award.
C. This contract will be reviewed and/or awarded to the responsible company whose RFP response is determined to be the best overall value to UC Health considering all factors in this RFP, and at the sole discretion of University of California Health Systems.
D. Other conditions or issues deemed appropriate by the UC Health staff as it relates to the particular services requested in the RFP.
E. A prequalification process will be used to identify vendors who will be invited to participate in vendor presentations. The prequalification process will include but not limited to the review of the vendor responses to determine their ability to meet the operational model, requirements, and expectations of UC Health as outlined in this RFP.
F. Utilization of services outline in this RFP is estimated only and used to solicit responses. It does not bind UC Health to order the same amount in the RFP. UC Health reserves the right to utilize services more or less than the time estimated in this RFP.
G. UC Health reserves the right to award contracts based on the RFP to a single provider, affiliated consortium of service partners or multiple awarded vendors.
H. All current service provider contracts remain in effect with UC Health remain in effect throughout the evaluation process and said providers may be considered in the RFP process.
B. VENDOR RESPONSE TEMPLATE
A. See Attachment I – Vendor Response Worksheet
B. Responses must be submitted on the Vendor Response Worksheet, unless otherwise specified.
C. Failure to appropriately complete the Vendor Response Worksheet may be considered non-responsive and prospective respondent will not be included in the vendor selection and award process.
C. SUPPLEMENTAL INFORMATION
A. Supplemental material, case studies, graphs, charts data, marketing literature, reference letters, certificates of accreditation and potential services beyond the stated scope of this RFP may be submitted with responses. Supplemental material should be submitted as exhibits to the responses and clearly marked as such.
D. GENERAL TERMS AND CONDITIONS
A. Preparation Costs: UC Health is not responsible for any preparation costs incurred by respondent. Respondent is solely responsible for all costs in association with information, proposals, visitations, demonstration, and personnel furnished to comply with this RFP or any subsequent requests prior to issuance of an agreement.
B. Term of Agreement: The term of any agreement arising from this RFP shall be for three (3) years with two (2) one year renewals. Any renewals must be agreed upon in writing by both parties. In the event the agreement is not renewed the agreement shall continue to be in full force and effect after such termination for any HCPs then on assignment with UC Health or scheduled to commence an assignment with UC Health less than 14 days after such termination and the parties agree to fulfill all obligations hereunder with respect to such HCPs.
C. Joint Ventures or Subcontracts for Products or Services Requested: No contract shall be made by the awarded vendor with any other party for furnishing any of the work or services herein contracted for without the written approval of UC Health. This provision will not be taken as requiring the approval by UC Health for employment between the awarded vendor and employees.
D. Furnished Property: No material, labor or facilities will be furnished by UC Health unless otherwise provided for in this RFP.
E. Access to Books and Records: Until the expiration of four (4) years after the furnishing of services under this Agreement, upon written request by the Secretary of the United States Department of Health and Human Services, the United States Comptroller General, or any of their duly authorized representatives, the parties will make available the contracts, books, documents and records necessary to verify the nature and extent of the costs of providing those services. If either party carries out any of the duties of this Agreement through a subcontract with a value of $10,000 or more over a 12-month period with a related individual or organization, the party agrees to include in any such subcontract a clause permitting access by the Secretary, the Comptroller General, and their representatives to the related Sub awarded vendor’s books and records. This section is included pursuant to and is governed by the requirements of §§1102 and 1871 of the Social Security Act (42 U.S.C. §§ 1302 and 1395hh) and the regulations in 42 CFR §§420.300-420.304.
F. Health Insurance Portability and Accountability Act of 1996 (HIPPA): The parties understand and agree that this Agreement is subject to the Health Insurance Portability and Accountability Act of 1996 and the Privacy and Security Regulations, 45 C.F.R. Parts 160, 162 and 164 issued under said Act. The Parties agree to strictly comply with HIPAA and the regulations issued under HIPAA and to execute any documents that may be required by HIPAA or the HIPAA Privacy Security Regulations. Failure of the awarded vendor or its employees, agents, and/or approved agencies to comply with HIPAA regulations issued under HIPAA or to execute any documents concerning compliance when requested by UC Health shall be a material breach of this Agreement and shall permit UC Health to immediately terminate this Agreement. UC Health will make the decision whether or not documents will be required and UC Health’s decision shall be final.
G. Force Majeure: Neither Awarded vendor nor University of California Health Systems shall be responsible or deemed to be in default of its obligations to the other to the extent any failure to perform or delay in performing its obligations under this Contract is caused by events or conditions beyond the reasonable control of that party, and are not due to the negligence or willful misconduct of such party (hereinafter, “force majeure events”). For purposes of this Contract, force majeure events shall include but are not limited to, acts of God or public enemy, war, riot or civil commotion, strikes, epidemic, fire, earthquake, tornado, hurricane, flood, explosion, terrorist acts or other catastrophes, or events or conditions due to governmental law, regulations, ordinances, order of a court of competent jurisdiction, executive decree or order. However, in the event of such delay(s) or nonperformance, the party so delayed shall furnish prompt written notice to the other party (including the date of inception of the force majeure event and the extent to which it will affect performance) and shall undertake all efforts reasonably possible to cure the delay or nonperformance and mitigate its effects or to otherwise perform. University of California Health Systems shall not be responsible for payment for any product or service delayed or foreclosed by any force majeure event unless and until such delayed or foreclosed product.