Request for Proposal s82
Supplemental Clinical and RFP NUMBER 7052
Administrative Support RFP
UNIVERSITY OF CALIFORNIA HEALTH SYSTEMS
REQUEST FOR PROPOSAL
SUPPLEMENTAL CLINICAL AND
ADMINISTRATIVE SUPPORT STAFFING
RFP NUMBER 7052
DATE ISSUED: MARCH 12, 2013
DUE DATE: MARCH 18, 2013 – 1:00 P.M. (PACIFIC TIME)
REQUEST FOR PROPOSAL
RFP NUMBER 7052
I PURPOSE FOR REQUEST FOR PROPOSAL (RFP)
The Regents of the University of California on behalf of its five (5) health systems; Davis, Irvine, Los Angeles, San Diego and San Francisco (hereafter referred to as “UC health systems”) is soliciting proposals for supplemental clinical and administrative support staffing during future work stoppages. The UC health systems have employees represented by multiple bargaining units and in the past have had work stoppages. Therefore, to ensure the availability of supplemental clinical and administrative support staffing during the work stoppages, the UC health systems would like to establish agreements with vendors who can quickly provide quality staffing for each location when a work stoppage occurs.
II. RESPONSE DUE DATE
Responses to this RFP are due on March 18, 2013 by 1:00 p.m. (Pacific time). Late proposals will not be accepted. Responses must be made in accordance with the instructions outlined in this RFP. Failure to follow the RFP instructions may result in disqualification. UC health reserves the right to change any RFD dates and will provide notification of any changes made to the dates.
III. GENERAL INSTRUCTIONS
A. The respondent shall provide five (5) copies and two (2) electronic copies (flash drive or CD) of their response. One (1) written copy should be clearly marked as the “master copy”.
B. A cover letter should be included with response. 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.
C. 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.
D. Responses should be submitted in a sealed container, package or envelope that will preserve contents until opened by an authorized UC health systems representative. The RFP number should be clearly marked on the outside of the container, package, or envelope.
E. 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 systems do not assume responsibility for late receipt (delivery) of response or responses sent by the United States Postal Services.
F. Responses made by email or facsimile will not be accepted.
G. Responses should be sent to:
Eimee Miura
Director, Purchasing
UCLA Health System Procurement and Strategic Sourcing
10920 Wilshire Blvd., Suite 750
Los Angeles, CA 90024
Telephone No.: (310) 794-0144
H. 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.
I. Failure to comply with the provisions outlined herein (General Instructions) will result in your proposal being non-qualified and rejected as non-responsive.
J. 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.
K. Questions should be submitted in writing by email to:
Eimee Miura
L. Responses to questions will be made in writing to all potential respondents. UC health systems do 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.
M. Any and all questions should be submitted to the designated UC health systems representative. UC health systems do not assume any responsibility for questions submitted to or answered by an unauthorized UC health systems representative.
IV. SCHEDULE OF EVENTS
Distribution of RFP March 12, 2013
RFP Responses Due March 18, 2013 – 1:00 p.m. (Pacific time)
Selection of Vendor March 25, 2013 (Anticipated)
Completion of Executed Agreement April 5, 2013
V. COMPLETING THE TEMPLATES
Vendors are required to respond to this RFP by completing the templates (Excel spreadsheets). Failure to provide responses with the Excel spreadsheet will result in immediate disqualification from this RFP. Vendors may provide additional information if they believe that such information will enhance their proposals (For example: Dedicated account manager, web based access to registry/traveler agency licensure/certification records, etc.). However, over elaborate presentations are not desired and discouraged. Additional information, if any, shall be attached at the end of the vendor’s proposal.
VI. BASIS FOR AWARD
An evaluation committee consisting of representatives from UC health systems will evaluate the responses. Responses that do not meet the qualification criteria and scope of services will not be considered for selection.
Responses will be evaluated on the respondent’s ability to provide the requested services, availability of resources, expertise, experience, fees, financial stability, and other factors deemed applicable to UC health systems. UC health systems may use a weighted cost per quality points methodology to make an award or award(s).
UC health systems reserve the right to award this agreement based on the best overall value of services and total costs. Therefore, the award may not be made to the lowest bidder.
The evaluation committee reserves the right to contact, interview, and evaluate the respondent’s references, contact and interview current clients, solicit information from any available source concerning any aspect of this proposal or response, and seek and review any other information deemed pertinent to the evaluation process.
Exceptions taken in bids, or irregularities therein, may be negotiated with or corrected by the Bidder involved provided that, in the judgment of the UC health systems, such action will not negate fair competition and will permit proper comparative evaluation of bids submitted. The UC health systems’ waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the Request for Proposal specifications in the event the contract is awarded to that Bidder.
UC health systems reserve the right to reject or accept any or all proposals, to make more than one selection, or not select. Any resulting agreement will incorporate the terms, conditions, and requirements set forth in this RFP.
VII. REJECTION OF PROPOSALS
UC health systems reserve the right to reject proposals which are non-responsive, including without limitation, to proposals containing the following defects:
A. Late or incomplete proposals;
B. Failure to conform to the rules or requirements contained in this RFP;
C. Failure to sign the proposal;
D. Proof of collusion among bidder, in which case all propsoals involved in the collusive action will be rejected;
E. Noncompliance with applicable law, unauthorized additions or deletions, conditional bids, incomplete proposals, or irregularities of any kind which may tend to make the proposal incomplete, indefinite or ambiguous as to its meaning;
F. Provisions reserving the right to accept or reject an award, or to enter into a contract containing terms and conditions that are contrary to those in this solicitation.
VIII. QUALIFICATION OF BIDDERS
This RFP is being issued to solicit qualified vendors to prepare and submit a proposal for supplemental clinical and administrative support staffing for potential work stoppages. The UC health systems believe that the vendor’s previous experience, financial stability, expertise of its personnel and other related factors are important in assessing the bidder’s potential to provide the services s outlined in the “purpose of the request for proposal”. Accordingly, prospective bidders must conform to the following mandatory qualification standards and provide the required information in order to be considered for an award:
A. Bidder has a minimum of three (3) years experience with a teaching institution:
Yes: No:
B. Bidder can demonstrate the capability of providing the required services by possessing adequate available resources.
Yes No:
C. Bidder posses all trade, professional, or business licenses that may be required by the work contemplated in this RFP.
Yes: No:
In addition to the information required above, the University may request additional information either from the bidder or others, and may utilize site visits and/or bidder presentations, as reasonably required by the University to verify the bidder’s ability to successfully meet the requirements of this RFP. The University also reserves the right to obtain Dun & Bradstreet reports, or similar independent reports, for further indications of the bidder’s ability to perform.
IX. GENERAL REQUIREMENTS
Please complete the “General Requirements” worksheet.
X. REFERENCES
A. Please provide at least five (5) client references and include the following information for each reference:
· Company Name (of reference)
· Contact Person
· Title of Contact Person
· Contact Person’s telephone and fax numbers and e-mail address
· Number of Years with Client
· Scope of Work Performed and Length of Contract
B. Please provide client references where work performed is of equal in size to the scope of services outlined herein.
XI. FEES/RATES
Please complete the “Registry Rates” worksheet.
XII. GENERAL TERMS AND CONDITIONS
A. All bids, supporting materials, and related documentation will become the property of the UC health systems.
B. This RFP and response, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five (5) years from date of contract expiration or termination and made part of a file or record, which shall be open to public inspection.
C. UC health systems 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 a contract.
D. Awarded vendors will be required to accept the applicable University of California terms and conditions as outlined in the attached agreement sample. This agreement sample will be used when awarding the final agreements and awarded vendors will be required to accept this agreement.
E. All proposals shall remain available for acceptance for a minimum of ninety (90) days following the RFP closing date.
F. Respondents may be contacted for further involvement through invitations for oral presentations, site visits, on-site demonstrations, etc.
G. Proposals and documents constituting any agreement entered into thereafter become the exclusive property of UC health systems and will be subject to the California Public Record Act (Government Code Section 6250 et seq). UC health systems’ use and disclosure of its records are governed by this Act.
H. Those elements in each proposal which the respondent considers to be trade secrets, as that term is defined in Civil Code Section 3426.1(d), or otherwise exempt by law from disclosure, should be prominently marked as “TRADE SECRET”, “CONFIDENTIAL”, OR “PROPRIETARY” by the respondent. UC HEALTH SYSTEMS, will not in any way, be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of the court.
I. The awarded vendor(s) shall be prohibited from making any reference to the UC health systems and the use of the UC health systems logos, in any literature, promotional material, brochures, or sales presentation without the express written consent of the UC health systems.
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