RFP 5 - 2011 Rehabilitation Services including physical ...mission.sfgov.org › OCA_BID_ATTACHMENTS...

RFP 5 - 2011 Rehabilitation Services including physical therapists, physical therapy

assistants, occupational therapists, occupational therapist assistants and speech language pathologists

DEPARTMENT OF PUBLIC HEALTH

Community Health Network

DEPARTMENT OF PUBLIC HEALTH OFFICE OF CONTRACT MANAGEMENT AND COMPLIANCE

1380 HOWARD STREET, SUITE 442 SAN FRANCISCO, CA 94103

CONTACT MAHLET GIRMA

CONTRACT ANALYST (415) 255-3504

Date issued: FEBRUARY 3, 2011 E-Question Period: February 3, 2011 – February 11, 2011 Proposal due: 12:00 p.m., February 28, 2011

Request for Proposals (RFP) 5 - 2011

P-590 (11-07) i February 3, 2011

Request for Proposals for Rehabilitation Services

Table of Contents Page I. Introduction and Schedule .................................................................................................... 1 II. Scope of Work ...................................................................................................................... 2 III. Submission Requirements ..................................................................................................... 8 IV. Evaluation and Selection Criteria ......................................................................................... 12 V. Pre-proposal Conference and Contract Award ..................................................................... 13 VI. Terms and Conditions for Receipt of Proposals ................................................................... 14 VII. City Contract Requirements .................................................................................................. 17 VIII. Protest Procedures ................................................................................................................ 19 Appendices: A. Attachments: RFP 5 - 2011 in the Zipped file:

These forms must be completed in order for a proposer to be considered: a. DPH Forms: RFP Form #1 Solicitation and Offer;

RFP Form #2 Contractual Record Form; b. HRC Attachment 2

B. Proposed Rates Sheet (Budget Forms) A-1 C. Insurance Requirements (samples) A-2 D. Acknowledge of Requirements of Chapter 12 B. Declaration A-4 E. Standard Forms: For Information only: A-5

Listing and Internet addresses of Forms related to Taxpayer Identification Number and Certification, to Business Tax Declaration, and to Chapters 12B and 12C, and 14B of the S.F. Administrative Code F. Agreement for Professional Services (form P-500) – (for reference only) separate document upon request

Note: The current DPH Standard Boilerplate “Agreement for Professional Services” (form P-500) can be furnished by the Contracts Office either electronically by email, or a hard copy by mail or pick up.

RFP 5-2011 “Rehabilitation Registry Personnel Services”

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I. INTRODUCTION AND SCHEDULE A. Introduction/ Description of Need The City and County of San Francisco, Department of Public Health (DPH), Community Health Network (CHN) is issuing this Request for Proposal (RFP) to identify candidates that will be able to provide as needed Rehabilitation Registry Personnel Services. This RFP is specifically seeking timely and reliable sources of short term temporary Physical, Occupational, and Speech Personnel (Registries) and traveling therapist personnel for the City and County of San Francisco Department of Public Health at San Francisco General Hospital Trauma Center (SFGH) and Laguna Honda Hospital (LHH), referred to collectively hereinafter as the “Hospitals”, for use during unusually high patient activity or low staffing due to absenteeism, retirement, or the inability to acquire qualified personnel. Additional and/or related rehabilitation services may be added to the contract(s) awarded by mutual written agreement, due to changes in need, medical practice or as dictated by government agencies or the Joint Commission on the Accreditation of Hospital Organizations (JCAHO). The Candidate(s) awarded contract(s) must be compliant with the Business Associates provisions of the Health Insurance Portability and Accountability Act (HIPAA).

San Francisco General Hospital is a teaching facility currently budgeted to operate approximately 450 beds, and Acute and Intensive Medical and Surgical Care as well as Obstetrics, Intensive Care Nursery, Newborn Nursery Care, Skilled Nursing Facility and a Mental Health Rehabilitation Facility. It serves as San Francisco City and County’s only Level I Trauma Center and provides 24-hour Emergency Medical and Psychiatric Services. The Emergency Department with its associated Trauma Center treats over 63,000 patients per year. Laguna Honda Hospital is a 780 bed skilled nursing and rehabilitation center which is licensed for acute medical, acute rehabilitation, hospice, and long-term care. B. Contract Term The contract shall have an original term of three (3) years, from July 1, 2011 to June 30, 2014. In addition, the City shall have two (2) options to extend the term for a period of one (1) year for a total of five (5) year contract, which the City may exercise in its sole, absolute discretion. The estimated annual allocation for the contract is $260,000 ($1,300,000 for 5 years) for SFGH and $50,000 ($250,000 for 5 years) for LHH which may increase or decrease depending on funding available.

Up to five (5) proposals with the highest scoring proposals may be awarded to assure that sufficient resources are available to satisfy the Rehabilitation Personnel needs that may develop at the Hospitals. At least 1 proposal will be awarded for traveling personnel services based on the highest scoring between proposals specific to traveling personnel services. PROPOSALS MAY BE SUBMITTED FOR:

1. ONLY FOR SHORT TERM REGISTRY SERVICES; OR 2. ONLY FOR TRAVELING PERSONNEL SERVICES.

Please indicate clearly for which of the above services you are bidding in your proposal. C. Schedule Proposal Phase Time Date RFP is issued by the City February 3, 2011 E Questions begins February 3, 2011 E-Questions end 12:00 noon February 11, 2011 Deadline for submission of written questions Proposals due 12:00 noon February 28, 2011


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Estimated Dates Technical Review Panel week of March 7, 2011 Selections and Negotiations week of March 21, 2011 Contract Development April 2011 Contract Certification May 2011 Service Start Date July 1, 2011

II. SCOPE OF WORK The Rehabilitation Department at San Francisco General Hospital and Trauma Center provides occupational, physical and speech therapy services to adult and pediatric patients of all ages in the following settings: Acute care, Intensive Care Units (ICU), step down, short-term skilled nursing, and outpatient. The Rehabilitation Department at Laguna Honda provides occupational therapy, speech therapy, physical therapy and audiology to an adult population in the following settings: skilled nursing, acute rehabilitation, and outpatient. The objective of the Rehabilitation Department is to promote the restoration of functional abilities to individuals with physical, cognitive, communicative and/or sensori-perceptual impairments; thereby, facilitating their ability to achieve their maximal potential and their ability to function within the community. The patient, family and health care team including rehabilitation services develop together an interdisciplinary plan of care. All services are consistent with laws and accreditation standards and the administrative and budgetary resources of the hospital. PATIENT POPULATION: The patient population includes adult and pediatric patients of all ages affected by physical illness or injury, emotional and cognitive disorders, receptive and expressive impairment, dysphagia, congenital or developmental disabilities, the aging process and/or patients who are at risk. Medical diagnostic categories include but are not limited to the following:

• Medical- cardiac and pulmonary diagnoses, vascular and gastrointestinal conditions, surgical conditions, debilitation, medical system failures and oncology.

• Orthopedic- trauma, total joint replacements, fractures, degenerative joint disease, rheumatoid arthritis, ligament and tendon repairs, spinal and joint dysfunction and pain.

• Neurological- traumatic brain injury, arterial venous malformation, aneurysms, brain tumors, cerebral vascular accidents, trauma, peripheral injuries, and other neurological conditions.

• Trauma- surgical conditions, burns, orthopedics and neurological conditions CARE PROVIDERS: Rehabilitation services are provided by licensed, competent, compassionate and professional therapists who possess:

• Knowledge of state laws and regulations. • Knowledge of current clinical practices. • Ability to evaluate the condition of the patient, plan and implement an appropriate treatment regime. • Ability to educate patients, families, caregivers and other health care professionals. • Effective oral and written communications skills. • Ability to work with patients and families of all ages and cultures, and caregivers. • Ability to work with other health care professionals.

Occupational Therapists

The Staff Occupational Therapists responsibilities include but are not limited to:

• Knowledge of disease processes and physical, mental & emotional disabilities of basic principles of anatomy, biology, kinesiology, physiology, psychology, pathology and development.

• Knowledge and ability to conduct patient/client assessments. Able to gather pertinent information from the individual’s medical record as well as the patient, family and medical staff. Able to evaluate the individual’s occupational therapy performance using age appropriate tests and measures, techniques


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appropriate to the diagnosis, physical condition and clinical presentation of the patient, testing methods such as ADL performance, task analysis, ROM, manual muscle testing, cognitive/perceptual-motor test, sensory testing, life management skills and pre-vocational skills

• Knowledge and ability to develop and implement treatment plans based on an individual’s strengths and deficits, occupation based goals and patient family objectives. Able to take into account activities of daily living (ADL), instrumental activities of daily living, preparatory and purposeful activities in the treatment plan. Able to assess levels of bathing, dressing, grooming, eating, toileting, functional mobility, community mobility, leisure activities, meal preparation, work tasks. Able to provide education, safety procedures, therapeutic exercises and activities, coordination of tasks, splinting, visual perceptual motor activities, sensory integration, adaptive equipment, fabrication of orthotics, prosthetic training and physical agent modalities. Knowledge of procedures used to determine the effectiveness of the treatment plan; and ability to make necessary adjustments in order to evaluate patient status and potentials.

• Provides patient/caregiver training and education and community re-entry. • Completes all documentation required following hospital and department policies, federal and state

regulations. • Complies with all regulatory department, hospital, state, and federal regulations. • Knowledge of health and safety standards for safe and proper handling of patients; maintain equipment at a

functional level of safety and knowledge of precautions involved in the application of physical agent modalities, and the use of orthotic/prosthetic devices in order to maintain a high level of patient health and safety issues.

• Demonstrates interpersonal skills and ability to communicate with others in a positive, non-judgmental manner sensitive to the individual’s contexts (cultural, environmental, social, personal, spiritual and socio-economic, cultural, psychological & physiological). Participate in the education of patients & significant others regarding their medical condition treatment objectives and methods, areas of occupation, hospital or home program and community resources. Able to work closely with rehabilitation team, clients & families.

• Able to communicate orally and in writing to communicate the results of evaluations & treatments in meetings, forms and medical records. Completes written reports and assignments in a complete, accurate, readable & timely manner; and participate in patient case conferences. Able to disseminate OT information to nurses, other multidisciplinary team members, students and volunteers, & community agencies in order to attain patient rehabilitation.

Certified Occupational Therapist Assistants Occupational Therapy Assistants responsibilities include but are not limited to:

• Provides occupational therapy services to patients under the supervision of an Occupational Therapist. Activities include program implementation and modification with regular consultation with the patient’s primary Occupational Therapist. Activities also include the use of ADL, hand therapy, therapeutic exercise, ROM, functional mobility training, massage, manual techniques, durable medical equipment training, occupational agents such as heat, ice, hydrotherapy, electric stimulation.


regulations. • Complies with all regulatory department, hospital, state, and federal regulations. • Knowledge of health and safety standards for safe and proper handling of patients; maintain equipment at a

functional level of safety and knowledge of precautions involved in the application of physical agent modalities and the use of orthotic/prosthetic devices in order to maintain a high level of patient health and safety issues.

• Demonstrates interpersonal skills and ability to communication with others in a positive, non-judgmental manner sensitive to the individual’s contexts (cultural, environmental, social, personal, spiritual and temporal); participate in the education of patients & significant others regarding their medical condition treatment objectives and methods, areas of occupation, hospital or home program and community resources; work closely with rehabilitation team, clients & families; understand group processes;


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responsive to socio-economic, cultural, psychological & physiological differences in order to facilitate team participation and client involvement in therapeutic activities.

• Demonstrates oral and written communication ability to communicate the results of evaluations & treatments in meetings, forms and medical records. Completes written reports and assignments in a complete, accurate, readable & timely manner. Participates in patient case conferences; knowledge & ability to apply interview techniques; and ability to organize & disseminate OT information to nurses, other multidisciplinary team members, students and volunteers, & community agencies in order to attain patient rehabilitation.

Physical Therapists The staff physical therapists responsibilities include but are not limited to:

• Demonstrates knowledge of disease processes, and physical, mental and emotional disabilities. This includes knowledge of basic principles of anatomy, biology, kinesiology, physiology, psychology, pathology and development.

• Demonstrates the ability to evaluate a patient for physical therapy by assessing the patient’s medical record, performing appropriate tests such as range of motion and manual muscle tests, gait, and functional analyses and body part measurements in order to prepare a written treatment program based on the evaluation. This includes knowledge of procedures used to determine the effectiveness of the program and ability to make necessary adjustments.

• Develops treatment program plan and implementation. Provides therapeutic intervention including the use of therapeutic exercise, functional mobility training and physical agents such as heat, ice, hydrotherapy, electricity, and manual techniques in order to provide the highest functional level.

• Fabricates and trains in the use of orthotics and prosthetic devices. • Provides patient/caregiver training and education and community re-entry. • Demonstrates knowledge in the safe and proper handling of patients. Demonstrates knowledge of

precautions involved in the application of physical agent modalities and the use of orthotic/prosthetic devices.

• Demonstrates the ability to communicate the results of evaluations and treatments in meetings, on insurance forms, and in the medical record. Completes written reports and assignments in a complete, accurate, readable and timely manner. Participates in patient case conferences; this includes knowledge of, and ability to apply interview techniques in order to elicit information to determine treatment goals, the ability to organize and disseminate information regarding occupational therapy to nurses and other multidisciplinary team members, students and volunteers, and community agencies.

• Communicates with others in a positive, non-judgmental manner. Demonstrates ability to work with and communicate effectively with patients and their families, physicians, nursing staff, patients’ families, and others. This includes knowledge of, and responsiveness to socioeconomic, cultural, psychological and physiological differences, in order to facilitate participation and involvement. Also includes communicating knowledge and abilities to physical therapy, medical, nursing, occupational and speech therapy and others.

• Knowledge of health and safety standards in order to maintain a safe work environment, and to maintain equipment at a functional level for safety.

• Completes all documentation required following hospital and department policies, federal and state regulations.

• Complies with all regulatory department, hospital, state, and federal regulations. Physical Therapist Assistants Physical Therapy Assistants responsibilities include but are not limited to:

• Provides services to patients under the supervision of a physical therapist. Activities include program implementation and modification with regular consultation with the patient’s primary physical therapist.

• Knowledge of and ability to perform physical therapy treatment procedures. Administers delegated treatment procedures to patients as prescribed by physical therapist by using therapeutic exercise techniques such as passive range of motion (ROM), progressive resistive exercises, therapeutic exercise,


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bed mobility, transfers, gait training, wheelchair training, balance, coordination, endurance etc. to maintain, restore and increase functional mobility, strength, flexibility and coordination. Activities also include the use of massage, manual techniques, durable medical equipment training, physical agents such as heat, ice, hydrotherapy, massage, electric stimulation, pool, ultrasound use of assistive devices and prosthetics and orthotics.


regulations. • Ability and skill to educate and prepare patient for discharge. Instructs patients and families in self care

activities, exercise and correct gait patterns in order to accomplish a smooth transition after discharge. • Knowledge of and ability to perform treatment safely in infection control, the safe and proper handling of

patients, the application of physical agents, and the use of orthotic and prosthetic devices. Uses proper safety procedures in the performance of all duties in order to protect the heath of the patients and staff. Monitors patient’s responses to treatment by observing and taking patent’s medical status (e.g. blood pressure, pulse rate, etc) and documenting in physical therapy progress notes on levels of functional independence in order to ensure that proper patient care is rendered and for purposes of communication patients’ status with other member of the health care team.

• Able to record patients’ treatment, responses, and progress accurately and concisely in accordance with established procedures. This includes thorough knowledge of current medical terminology. Maintains accurate records of physical therapy treatment performed promptly and carefully competing forms and other documents in order to schedule follow-up treatment and for billing purposes.

• Demonstrates interpersonal relations ability to deal effectively with patients in order to promulgate treatment programs. It includes the ability to communicate effectively with subordinate staff, physicians, nursing staff, patients’ families, peers, superiors and administrators.

Speech and Language Pathologists The Speech and Language Pathologists responsibilities include but are not limited to:

• Knowledge of the theory of speech therapy for the application of principles, methods, instrumental procedures, and non-instrumental procedures for measurement, testing, screening, evaluation, identification, prediction, and counseling related to the development and disorders of speech, voice, language, or swallowing.

• Knowledge of anatomy and physiology of skeletal, muscular, neural and other physical structures as they relate to speech, language, cognitive function and swallowing.

• Knowledge of pathologies and injuries, which result in problems with oral communication impairment and disorders of swallowing.

• Knowledge of the principles of psychology and cognition applicable to speech therapy in order to instruct, gain confidence and cooperation from patients, family and staff and instill appropriate attitudes towards speech rehabilitation.

• Provides diagnostic evaluations and treatments for patients utilizing oral sensory stimulation and integration, auditory reception, verbal expression, speech intelligibility, oral motor ROM/strength coordination/control, socialization skills, dysphagia training, cognitive training, gestural language, augmented communication, reading, and writing.

• Ability to plan and implement speech therapy programs refers to knowledge of test and assessment method of speech/language impairments or issues; use of instrumentation to observe, collect and measure parameters of communication and swallowing; knowledge and use of therapeutic procedures and modalities in order to enhance and restore functional ability and quality of life to those with physical impairments or disabilities.


regulations. • Complies with all regulatory department, hospital, state, and federal regulations.


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• Demonstrates oral and written communication ability to communicate the results of evaluations & treatments in meetings, forms and medical records; complete written reports and assignments in a complete, accurate, readable & timely manner; participate in patient case conferences; knowledge & ability to apply interview techniques; and ability to organize & disseminate SP information to nurses, other multidisciplinary team members, students and volunteers, & community agencies in order to enhance and restore functional ability and quality of life to those with physical impairments or disabilities.

ORDER FOR SERVICES – TRAVELING THERAPIST PERSONNEL

a. Orders for services will be communicated to Contractor by the DIRECTOR or his/her designee via e-mail, telephone and/or fax. Contractors will be called in order of their ranking starting with the Contractor ranked number 1 as a result of the RFP process. (See also information under AWARD on Page 13.) No direct solicitation by the Contractor to a particular unit/Therapist Manager for specific assignments is permitted.

b. Each traveling assignment is for thirteen weeks (3 months) with the option to extend by mutual

agreement for an additional thirteen weeks, or a reduced time assignment. Thirty-six (36) hours per week are guaranteed shifts for therapists.

c. Contractor is responsible for traveling therapist’s housing, parking, and transportation to SFGHMC.

d. A traveling therapist is unable to fulfill a shift due to illness may call in sick (no later than two hours before

the start of the shift assigned).

e. If a therapist refuses an assignment in a clinical area in which he/she was contracted for, the Contractor will find a replacement and SFGHMC will not release the therapist until the replacement becomes available. The therapist will be put on a "do not send" status and will not be acceptable to SFGHMC for future assignment and employment.

CANCELLATION OF SERVICE REQUEST FOR THERAPIST PERSONNEL

a. Prior to one and one-half (1/1/2) hours before reporting time, the Hospitals may, without incurring liability, change or cancel any order for therapy personnel. It shall be the Agency's responsibility to contact therapists impacted prior to reporting time should circumstances dictate such change or cancellation. Agency’s inability to contact therapist will not create a liability for the Hospitals.

b. If the Hospitals change or cancel an order less than one and one-half (1 1/2) hours before reporting time

and the affected therapist cannot be contacted prior to reporting to the Hospitals for work, the Hospitals shall be liable for two (2) hours of the daily rate for the therapist involved. The Hospitals reserve the right to then use services of the therapist for two (2) hours and send the nursing personnel home thereafter.

c. Excessive cancellation by the Agency and excessive cancellation by a specific therapist may lead to

termination of the contract for the Agency and a “do not send” status for the therapist. Excessive cancellation is defined as three (3) times or more in a month per episode.

d. If a therapist, after reporting to work, refuses an assignment in a clinical area in which he/she was

scheduled by the Agency, the Hospitals will be credited for 8 hours of pay at the prevailing rate. If a replacement is sent within two (2) hours of the shift, the Hospitals will pay for actual hours worked. The therapist refusing the assignment will be put in a "do not send" status and will not be acceptable to the Hospitals for future assignment or employment.

e. The Hospitals’ cancellation of service requests will be based on need. Staffing requirements are reviewed

every shift to ensure sufficient therapy personnel are available to meet patient care service requirements. If based on this review projected staffing requirements have changed and result in a reduction in the number of personnel required, cancellation will be initiated with the Agency.


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RIGHT TO DISMISS If, in the sole discretion of the DIRECTOR or designee, a therapist referred by the Agency is deemed incompetent, negligent, or has engaged in misconduct, the Hospitals will require the therapist to leave the Hospitals’ premises and the Hospitals will inform the Agency of its decision/action immediately. The Hospitals may furnish written justification for dismissal at least ten (10) working days after the incident. If during the term of the contract, contract service is determined to be unacceptable for the Hospitals, and such is documented by the Hospitals, it is understood and agreed that the service will be canceled and removed from the contract without penalty to the City. The City’s Sole obligation to the Contractor is payment of service made prior to any cancellation. The City will purchase the required service from any source and in a manner as determined by the Department. • FOR TRAVELING THERAPIST ONLY: The Agency will provide a replacement for the dismissed

personnel, if the person has more than 33% of his/her assignment remaining. The Hospitals’ obligation to compensate the Agency for such therapist's services shall be limited to the hours actually worked by such therapist and the Hospitals shall have no further obligation with respect to such therapist's assignment or reassignment to the hospital. Agency agrees that the Hospitals shall not be liable for any damage or cause of action arising out of the dismissal of Agency personnel and hereby agrees to indemnify, defend and hold harmless the Hospitals for any causes of action or damage brought by Agency personnel against the Hospitals, which arise out of such dismissal. Therapist deemed unsatisfactory due to performance will be excluded from future Hospital assignments based on, but not limited to, failure to demonstrate satisfactory performance in the clinical area. A Hospital Performance Evaluation Form or Formal Memorandum may be submitted to the Agency upon completion of hospital assignment and will outline deficiencies used as a basis for the Hospitals’ decision to deem therapist's performance to be unsatisfactory. Mandatory Qualifications • Ability to comply with all contracting policies, laws, rules, and regulations of the City and County of San

Francisco and the Department of Public Health. • Contractor shall have a minimum of five (5) years’ experience of supplying professional Rehabilitation

personnel skilled in Physical, Occupational, Speech and Respiratory services to a large hospital. • The capacity to provide registry assistance for Physical, Occupational, Speech on a daily or multiple day basis • Assures registry competency by interviewing, license verification and reference checks and ongoing

performance appraisal. • Conducts a thorough orientation to general hospital safety issues as part of their orientation for each new

employee. • Orient personnel to the Hospitals job descriptions, and initial and annual competency expectations. • Provide copies of professional resume, licensure, license verification, CPR certification through the American

Heart Association Healthcare, and professional resume. • Orient staff on billing procedures regarding paystubs. • Contractor may NOT provide personnel who have at any time been included in the US Department of Health

and Human Services Office of Inspector General’s (OIG) List of Excluded Individuals/Entities (LEIE), in accordance with the Balanced Budget Act (BAA) of 1997, Public Law 105-33.

• Must be compliant with the Business Associates provisions of the Health Insurance Portability and Accountability Act (HIPAA).

• Submitting a Chapter 12B Declaration-Nondiscrimination in Contracts and Benefits (Form HRC-12B-101) by the due date and time. If a bidder has already been certified as being in compliance with the 12B-101 by the CITY’S Human Rights Commission, it should state so on the form.

• Perform background checks on all personnel


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• Submit a completed criminal background check prior to your first scheduled day of assignment. Provide voluntary immunizations: hepatitis b, tetanus/diphtheria/ (pertussis) influenza (flu).

NOTE: Any proposal that does not meet the above Minimum Qualifications will not be considered for evaluation by the evaluation panel.

III. SUBMISSION REQUIREMENTS A. Time and Place for Submission of Proposals Proposals must be received by 12:00 p.m., on February 28, 20011. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with DPH Office of Contracts Management and Compliance (“Contracts Office”), or mailed to: Mahlet Girma, Contract Analyst San Francisco Department of Public Health Office of Contracts Management and Compliance

1380 Howard St., 4th Floor, # 442 San Francisco, CA 94103

Proposers shall submit one (1) original and Five (5) copies of the proposal, and separately bound, of required Human Rights Commission (HRC) Forms in a sealed envelope clearly marked “RFP 5-2011 – Rehabilitation Registry Personnel Services” to the above location. The original copy of the proposal must be clearly marked as “ORIGINAL”. Proposals that are submitted by facsimile, telephone or electronic mail will not be accepted. Late submissions will not be considered. B. Format All submission must be typewritten; double spaced and on recycled paper and printed on double-sided pages to the maximum extent possible. Please bind the proposal with a binder clip, rubber band or single staple or submit it in a three ring binder. Please do not bind your proposal with a spiral binding, glued binding or 3 ring binders. You may use tabs or other separators within the document. If your response is lengthy, please include a Table of Contents. C. Proposal Content Firms interested in responding to this RFP must complete all of the following. Failure to provide any of the following information or forms may result in a proposal being disqualified. [Note: Required forms are provided on paper/hard copy or electronically in a zipped file]

Appendix A: DPH RFP Form # 1 – Solicitation and Offer & DPH RFP Form # 2 – Contractual Record Form Appendix A: HRC Attachment 2 Appendix D: Acknowledge of Requirements of Chapter 12 B. Declaration Minimum Qualifications (see details below)

MINIMUM QUALIFICATIONS Please provide the details in a narrative format. Include supporting documentation (up to 6 pages) Indicate clearly for which of these services you are bidding in your proposal: ONLY FOR SHORT TERM REGISTRY SERVICES; OR ONLY FOR TRAVELING PERSONNEL SERVICES


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1. Ability to complete required RFP forms and to comply with all contracting policies, laws, rules, and regulations of the City and County of San Francisco, the Department of Public Health and the Joint Commission on Accreditation of Healthcare Organizations (JCAHO).

2. Proof that the bidder is an existing approved city vendor at the time proposals are submitted.

3. The vendors awarded contracts must be compliant with the Business Associates provisions of the Health Insurance Portability and Accountability Act (HIPAA).

4. The capacity to provide registry assistance for Physical Therapy, Physical Therapy Assistants, Occupational, Therapists, Occupational Therapists Assistants and Speech and Language Pathologists on a daily or multiple day basis.

5. The Occupational Therapist and Occupational Therapist Assistant must have a current license by the Occupational Therapy Board of the State of California. The Speech and Language Pathologists must have a current license by the Speech Language Pathology and Audiology Board of California and American Speech and Hearing Association and possess a certification of clinical competence in Speech and Language Pathology. Physical Therapists and Physical Therapist Assistants must be licensed by the Physical Therapy Board of California.

6. All personnel must possess a current American Heart Association CPR card. Provide documentation of 2 negative tuberculosis (TB) skin tests placed at least one week apart: both placed within the past year and at least one placed within the past 3 months before starting work at the Hospitals. OR

• For those with a new or previously positive TB skin test must have a chest x-ray and a complete evaluation by a health care provider for possible treatment and medical clearance within the past year before starting their clinical experience at the Hospitals.

• All documentation of TB skin tests must be on letterhead and include the date of placement, the date of reading, and the degree of in duration in millimeters (mm) and signed and dated by a health care provider. Documentation of chest x-ray and medical evaluation for clearance must be on letterhead, signed and dated by a health care provider.

• Provide proof of immunity to: RUBELLA (German or 3-day measles) RUBEOLA (measles) MUMPS VARICELLA (Chicken pox)

by providing serologic (blood test) proof of immunity (positive titers) from the laboratory that did the testing. Individuals who are not immune must receive 1-2 doses of vaccine before clearance.

• Inform personnel that the Hospitals will conduct N95 Fit Testing • All therapists must have at least 1 year of experience in a similar level of care: acute, acute rehabilitation, or

outpatient. Ability to perform tasks involving physical activity, which may include heavy lifting and extensive bending and standing.

7. Submit upon award of contract a Certificate of Insurance and Endorsement (See Appendix C sample) evidencing the insurance listed below and including the following:

a. That all insurance required by the CITY be with insurers with ratings comparable to A-, VII or higher, and authorized to do business in the State of California.

b. That the insurer will not cancel the insured coverage without 30 days prior written notice to the CITY. c. That CONTRACTOR’S General Liability and Auto Liability policies shall name the City and County of

San Francisco, its officers, agents and employees as Additional Insured, but only insofar as the operations under this contract are concerned. Copies of the additional Insured Endorsements to the policies must be provided with the Insurance Certificate(s). General Liability and Auto Liability policies must be primary insurance to any other insurance available to CITY with respect to any claim arising out of the


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contract. See Sample of the Insurance Certificate and additional insured endorsement (Appendix C). Give a copy of the sample to your insurance broker.

d. That CONTRACTOR'S insurance applies separately to each insured against whom claim is made or suit is brought.

e. That bonds, if required, shall have a rider naming the City and County of San Francisco, its officers, agents and employees as additional loss payee. (Blanket Fidelity/ Commercial Blanket Bonds).

f. That the CITY will not be responsible for any premiums or assessments on the policy. General Liability: Limits: $1,000,000 each occurrence combined single limits Bodily Injury and Property Damage, and Personal Injury. Deductible: Not to exceed $1,000 per occurrence. • Products/Completed Operations Hazard • Contractual Insurance • Broad Form Property Damage • Personal Injury (Affords protection against actions for libel, slander, defamation of character, or invasion of

privacy.) Automobile Liability: Limits: $1,000,000 each occurrence combined single limits Bodily Injury and Property Damage. ▪ Owned Automobiles (If agency-owned vehicles are used) • Non-owner Automobiles (If employee-owned or leased; or consultant-owned, or leased vehicles are used) • Hired Automobiles (If hired or rented vehicles are used by agency) Worker's Compensation and Employer's Liability: Statutory compensation and $1,000,000 per accident Employers' Liability Coverage Professional Liability/Malpractice: Limits: $1,000,000 per claim and Deductible not to exceed $100,000 per claim. If the coverage is included in a Comprehensive General Liability policy, the coverage must be separately identified on the Insurance Certificate. COMPLIANCE WITH CHAPTER 12B OF THE SAN FRANCISCO ADMINISTRATIVE CODE – EQUAL BENEFITS COMPLIANCE Effective June 1, 1997, Chapter 12B prohibits the City and County of San Francisco from entering into contracts with any Contractor that does not provide or offer access to any benefits to employees with spouses or to spouses of employees and to employees with (same or opposite sex) domestic partners or to domestic partners of employees. Contractors awarded a contract, who are not equal benefits compliant, should be in compliance no later than June 1, 2005 with the Human Rights Commission (HRC) 12B-101, Chapter 12B Declaration: Non-Discrimination in Contracts and Benefits. Any vendor who does not comply with this CITY requirement will not be awarded a contract. NOTE: Any proposal that does not meet the above Minimum Qualifications will not be considered for evaluation by the evaluation panel.

PROPOSAL CONTENT The following information must be provided in the following order: (Total up to 20 pages + service rate sheet) 1. Introduction and Executive Summary (up to 3 pages) Submit a letter of introduction, including Name, address and telephone number of a contact person. The letter must be signed by a person authorized by your agency to obligate your agency to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your agency that it is willing and able to perform the commitments contained in the proposal. Please indicate clearly in your letter for which of these services you are bidding in your proposal.

ONLY FOR SHORT TERM REGISTRY SERVICES; OR ONLY FOR TRAVELING PERSONNEL SERVICES.


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Provide a brief executive summary of your agency and agency capability, experience, years providing the services being bid and how it meets and/or exceeds the “Minimum Qualifications/Requirements”. A description of the firm’s organizational structure (e.g., corporation, partnership, limited liability company, etc.), the jurisdiction in which firm is organized and date of such organization. 2. Project Approach (up to 7 pages) Provide a narrative of the services you are proposing to offer. The proposal is to be as specific as possible. The following elements should be included:

a. Overall scope of work, terms and conditions of services to be provided. b. Number of years experience providing short and long term registry services for physical, occupational

and speech language services, with regard to public health care systems and medical centers (minimum 5 years experience)

c. Response to calls for service, ability to respond to the Hospitals registry requests within 4 hours of contact

d. Your ability to supply the services in advance and on short notice within 24 hours e. Description of how it recruits and screens personnel and continuously verifies that all their applicable

licenses/certifications are current. Include description of systems in place to ensure the Hospitals the required information and documents on or prior to the first day of work, and backgrounds checks within 1 hour of request.

3. Firm Qualifications (up to 5 pages) Provide information on your firm’s background and qualifications which addresses the following:

a. A brief description of your firm b. A description of not more than four institutions similar in size and scope supported by your firm

including name of client, years of service, description of service, value of contract, reference telephone numbers, and staff members who contact was made. Descriptions should be limited to one page for each institution

c. Provide at least two (2) letters of recommendation, which discuss the bidder’s services. 4. Staff Qualifications (up to 5 pages)

a. Provide a list identifying: (1) each key person on the team, (2) the organization owner, (3) the role each will play. Any ownership changes listed and identified will not be substituted with other personnel or reassigned to another agency without the City’s prior approval.

b. Provide a description of the experience, professional qualifications and education of the team (staff) members, including brief resumes if necessary.

c. Number of personnel registered with the Agency and the number of years the registry personnel have in their respective specialties.

d. How many of its current staff meet and/or exceed the required experience and the type of certification e. Provide a detailed information about staff availability, accessibility and workload

5. Fee Proposal (see Appendix B) Complete budget/rate information in the format provided in the RFP and indicated for which Rehabilitation services you are bidding. See APPENDIX B page A1 “Proposed Rates Sheet”. Please submit two separate Proposed Rates Sheet if you are bidding for both Short Term Registry and Travel Personnel Services. The City intends to award this contract to the firm that it considers will provide the best overall program services. The City reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.


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IV. EVALUATION AND SELECTION CRITERIA A. Selection Criteria The proposals will be evaluated by a selection committee comprised of parties with expertise in physical and occupational therapy and speech language pathology. The City intends to evaluate the proposals generally in accordance with the criteria itemized below.

Successful Applicants must show evidence of the following:

EVALUATION CRITERIA/SCORING

TOTAL POINTS AVAILABLE

150 Points 1. CONTRACTOR’S RESPONSE – PROJECT APPROACH 40 Points Poor: 0 Marginal: 1-13 Acceptable: 14-27 Exceeds: 28-40

a. The bidder’s experience, qualifications and years providing the service being bid must be discussed fully in the response, and how it meets and/or exceeds the “Minimum Qualifications/Requirements”. Does the bidder have 5 years of experience providing short and long term registry services for physical, occupational and speech language services with regard to public health care systems and medical centers.

b. Does the bidder’s proposal include all the following required information in a clear and concise manner: i. Scope of work, terms and conditions of services to be provided. ii. Response to calls for service, ability to respond to the Hospitals registry requests within 4 hours of

contact iii. Ability to supply the services in advance and on short notice within 24 hours iv. Description of how it recruits and screens personnel and continuously verifies that all their applicable

licenses/certifications are current. v. Description of systems in place to ensure the Hospitals the required information and documents on or

prior to the first day of work and backgrounds checks within 1 hour of request. vi. Description of how it provides staff and services consistent with the regulations of California State,

Joint Commission, CMS rules and regulations 2. RECENT RELEVANT EXPERIENCE – FIRM QUALIFICATIONS 40 Points Poor: 0 Marginal: 1-13 Acceptable: 14-27 Exceeds: 28-40

a. Contractual Record: Information of bidder’s general experience in the service being bid with description of not more than 4 institutions similar in size and scope supported by the bidder

b. Information on the name of client, years of service, description of service, value of contract, reference and telephone numbers and staff members who contact was made

c. 2 letters of recommendation which discuss the bidder’s services 3. PERSONNEL’S PROFESSIONAL BACKGROUND – STAFF QUALIFICATIONS 30 Points Poor: 0 Marginal: 1-7 Acceptable: 8-15 Exceeds: 16-20

a. Number of personnel registered with the Agency and the number of years the registry personnel have in their respective specialties.

b. How many of its current staff meet and/or exceed the required experience and the type of certification c. Recent experience of staff assigned to the project and a description of the tasks to be performed by each

staff person; and d. Professional qualifications and education; and e. staff availability and accessibility and workload,

4. SERVICE RATE – FEE PROPOSAL 40 Points The maximum points will be assigned to the lowest, averaged proposed rate/cost proposal. All other proposals will be assigned points by dividing the lowest, averaged proposal rate by the other averaged proposal rate(s) and multiplying the results by 40 (the maximum points).


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TOTAL POINTS POSSIBLE FROM PROPOSAL: 150 Points TOTAL POINTS POSSIBLE UNDER LBE ORDINANCE: 15 Points This may include:

10.0% discount to a LBE; or joint venture between or among LBEs; 5.0% discount to a joint venture with LBE participation that equals or exceeds 35.0%, but is under 40.0% 7.5% discount to a joint venture with LBE participation that equals or exceeds 40.0% 10.0% discount to a certified non-profit entity

The Contract Analyst will calculate any LBE discount points TOTAL POINTS POSSIBLE: 165 Points

V. EMAIL QUESTIONS AND CONTRACT AWARD

A. E-Questions All questions and requests for information must be received by electronic mail, fax and/ or US Mail and will be answered at the end of the E-Question period, by electronic mail, fax and or US Mail to all parties who have requested and received a copy of the RFP. The questions will be answered by the program staff. This is the only opportunity firms can ask direct programmatic questions of the Department staff. All questions are to be directed to the following e-mail address: [email protected] , OR by electronic mail, fax and or US Mail to:

Mahlet Girma, Contract Analyst San Francisco Department of Public Health Office of Contracts Management & Compliance 1380 Howard St., 4th floor, #442 San Francisco, CA 94103 Phone (415) 255-3504 / Fax (415)252-3088

E-questions may only be submitted from February 3, 2011 until 12:00 Noon February 11, 2011 No questions or requests for interpretation will be accepted after 12:00 pm on February 11, 2011. If you have further questions regarding the RFP, please contact Mahlet Girma, 415-255-3504 or email [email protected] B. Contract Award The Department of Public Health, Community Health Network (CHN) will issue Notices of Intent to Award to the selected Proposer with whom CHN staff shall commence contract negotiations. The selection of any proposal shall not imply acceptance by the City of all terms of the Proposal, which may be subject to further negotiation and approvals before the City may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time the Community Health Network in its sole discretion may terminate negotiations with the recommended Proposer and begin contract negotiations with the next recommended Proposer. Up to five (5) proposals with the highest scoring proposals may be awarded to assure that sufficient resources are available to satisfy the Rehabilitation Personnel needs that may develop at the Hospitals. At least 1 proposal will be awarded for traveling personnel services based on the highest scoring between proposals specific to traveling personnel services.


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VI. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS A. Errors and Omissions in RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the Department, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to the Department promptly after discovery, but in no event later than five working days prior to the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below. B. Inquiries Regarding RFP Inquiries regarding the RFP and all oral notifications of an intent to request written modification or clarification of the RFP, must be directed to:

Mahlet Girma, Contract Analyst San Francisco Department of Public Health

Office of Contracts Management & Compliance 1380 Howard St., 4th floor, #442 San Francisco, CA 94103 Phone (415) 255-3504 / Fax (415) 252-3088 E-mail: [email protected]

C. Objections to RFP Terms Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the Department setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. D. Change Notices The Department may modify the RFP, prior to the proposal due date, by issuing Change Notices, which will be posted on the website. The proposer shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the Department prior to the proposal due date regardless of when the proposal is submitted. Therefore, the City recommends that the proposer consult the website frequently, including shortly before the proposal due date, to determine if the proposer has downloaded all Change Notices. E. Term of Proposal Submission of a proposal signifies that the proposed services and prices are valid for 120 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. F. Revision of Proposal A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date. In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any proposer.


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At any time during the proposal evaluation process, the Department may require a proposer to provide oral or written clarification of its proposal. The Department reserves the right to make an award without further clarifications of proposals received. G. Errors and Omissions in Proposal Failure by the Department to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the vendor from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP. H. Financial Responsibility The City accepts no financial responsibility for any costs incurred by a firm in responding to this RFP. Submissions of the RFP will become the property of the City and may be used by the City in any way deemed appropriate. I. Proposer’s Obligations under the Campaign Reform Ordinance Proposers must comply with Section 1.126 of the S.F. Campaign and Governmental Conduct Code, which states: No person who contracts with the City and County of San Francisco for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves. If a proposer is negotiating for a contract that must be approved by an elected local officer or the board on which that officer serves, during the negotiation period the proposer is prohibited from making contributions to:

• the officer’s re-election campaign • a candidate for that officer’s office • a committee controlled by the officer or candidate.

The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any city officer or employee about a particular contract, or a city officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contract is awarded or not awarded to the contractor. Examples of initial contacts include: (1) a vendor contacts a city officer or employee to promote himself or herself as a candidate for a contract; and (2) a city officer or employee contacts a contractor to propose that the contractor apply for a contract. Inquiries for information about a particular contract, requests for documents relating to a Request for Proposal, and requests to be placed on a mailing list do not constitute negotiations. Violation of Section 1.126 may result in the following criminal, civil, or administrative penalties:

1. Criminal. Any person who knowingly or willfully violates section 1.126 is subject to a fine of up to $5,000 and a jail term of not more than six months, or both.

2. Civil. Any person who intentionally or negligently violates section 1.126 may be held liable in a civil

action brought by the civil prosecutor for an amount up to $5,000. 3. Administrative. Any person who intentionally or negligently violates section 1.126 may be held liable

in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation.

For further information, proposers should contact the San Francisco Ethics Commission at (415) 581-2300.


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J. Sunshine Ordinance In accordance with S.F. Administrative Code Section 67.24(e), contractors’ bids, responses to RFPs and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded. Nothing in this provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered by this paragraph will be made available to the public upon request. K. Public Access to Meetings and Records If a proposer is a non-profit entity that receives a cumulative total per year of at least $250,000 in City funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the S.F. Administrative Code, the proposer must comply with Chapter 12L. The proposer must include in its proposal (1) a statement describing its efforts to comply with the Chapter 12L provisions regarding public access to proposer’s meetings and records, and (2) a summary of all complaints concerning the proposer’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such complaints were filed, the proposer shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in proposer’s Chapter 12L submissions shall be grounds for rejection of the proposal and/or termination of any subsequent Agreement reached on the basis of the proposal. L. Reservations of Rights by the City The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to:

1. Waive or correct any defect or informality in any response, proposal, or proposal procedure; 2. Reject any or all proposals; 3. Reissue a Request for Proposals; 4. Prior to submission deadline for proposals, modify all or any portion of the selection procedures,

including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

5. Procure any materials, equipment or services specified in this RFP by any other means; or 6. Determine that no project will be pursued.

M. No Waiver No waiver by the City of any provision of this RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a proposer to observe any provision of this RFP. N. Local Business Enterprise Goals and Outreach

The requirements of the Local Business Enterprise and Non-Discrimination in Contracting Ordinance set forth in Chapter 14B of the San Francisco Administrative Code as it now exists or as it may be amended in the future (collectively the “LBE Ordinance”) shall apply to this RFP. 1. LBE Participation The City strongly encourages proposals from qualified LBEs. Pursuant to Chapter 14B, the following rating discount will be in effect for the award of this project for any proposers who are certified by HRC as a LBE, or joint ventures where the joint venture partners are in the same discipline and have the specific levels of participation as


P-590 (11-07) 17 of 19 February 3, 2011

identified below. Certification applications may be obtained by calling HRC at (415) 252-2500. The rating discount applies at each phase of the selection process. The application of the rating discount is as follows: a. A 10% discount to an LBE; or a joint venture between or among LBEs; or b. A 5% discount to a joint venture with LBE participation that equals or exceeds 35%, but is under 40%; or

c. A 7.5% discount to a joint venture with LBE participation that equals or exceeds 40%; or d. A 10% discount to a certified non-profit entity. If applying for a rating discount as a joint venture: The LBE must be an active partner in the joint venture and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the joint venture. The portion of the LBE joint venture’s work shall be set forth in detail separately from the work to be performed by the non-LBE joint venture partner. The LBE joint venture’s portion of the contract must be assigned a commercially useful function. 2. HRC Forms to be Submitted with Proposal

a. All proposals submitted must include the following Human Rights Commission (HRC) Forms contained in the HRC Attachment 2: 1) HRC Contract Participation Form, 2) HRC “Good Faith Outreach” Requirements Form, 3) HRC Non-Discrimination Affidavit, 4) HRC Joint Venture Form (if applicable), and 5) HRC Employment Form. If these forms are not returned with the proposal, the proposal may be determined to be non-responsive and may be rejected.

b. Please submit only one copy of the above forms with your proposal. The form should be placed in a separate, sealed envelope labeled HRC Forms. If you have any questions concerning the HRC Forms, you may call Human Rights Commission at (415) 252-2500.

VII. CITY CONTRACT REQUIREMENTS A. Standard Contract Provisions The successful proposer will be required to enter into a contract in the form of the Agreement for Professional Services, attached hereto as Appendix C. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another firm and may proceed against the original selectee for damages. Proposers are urged to pay special attention to the requirements of Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits, (Chapter 12B.2 “Nondiscrimination; Penalties in the Agreement); the Minimum Compensation Ordinance (Chapter 12P.5 “Requiring Minimum Compensation for Covered Employee” in the Agreement); the Health Care Accountability Ordinance (Chapter 12Q.2.9 “Requiring Health Benefits for Covered Employees” in the Agreement); the First Source Hiring Program (Chapter 83 “First Source Hiring Program” in the Agreement); and applicable conflict of interest laws, as set forth in paragraphs B, C, D, E and F below. B. Nondiscrimination in Contracts and Benefits The successful proposer will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of


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San Francisco from entering into contracts or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in contracts in public accommodation. Additional information on Chapters 12B and 12C is available on the HRC’s website at www.sfhrc.org C. Minimum Compensation Ordinance (MCO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S.F. Administrative Code Chapter 12P. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements. For the contractual requirements of the MCO, see Sec.12P.5 of “Requiring Minimum Compensation for Covered Employee” in the Agreement. For the amount of hourly gross compensation currently required under the MCO, see www.sfgov.org/olse/mco. Note that this hourly rate may increase on January 1 of each year and that contractors will be required to pay any such increases to covered employees during the term of the contract. Additional information regarding the MCO is available on the web at www.sfgov.org/olse/mco. D. Health Care Accountability Ordinance (HCAO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Health Care Accountability Ordinance (HCAO), as set forth in S.F. Administrative Code Chapter 12Q. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the HCAO is available on the web at www.sfgov.org/olse/hcao. E. First Source Hiring Program (FSHP) If the contract is for more than $50,000, then the First Source Hiring Program (Admin.Code Chapter 83) may apply. Generally, this ordinance requires contractors to notify the First Source Hiring Program of available entry-level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at www.sfgov.org/moed/fshp.htm and from the First Source Hiring Administrator, (415) 401-4960. F. Conflicts of Interest The successful proposer will be required to agree to comply fully with and be bound by the applicable provisions of state and local laws related to conflicts of interest, including Section 15.103 of the City's Charter, Article III, Chapter 2 of City’s Campaign and Governmental Conduct Code, and Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California. The successful proposer will be required to acknowledge that it is familiar with these laws; certify that it does not know of any facts that constitute a violation of said provisions; and agree to immediately notify the City if it becomes aware of any such fact during the term of the Agreement. Individuals who will perform work for the City on behalf of the successful proposer might be deemed consultants under state and local conflict of interest laws. If so, such individuals will be required to submit a Statement of Economic Interests, California Fair Political Practices Commission Form 700, to the City within ten calendar days of the City notifying the successful proposer that the City has selected the proposer.


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VIII. PROTEST PROCEDURES

A. Protest of Non-Responsiveness Determination Within five (5) working days of the City's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the City has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth (5th) working day following the City's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. B. Protest of Contract Award Within five (5) working days of the City's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the City has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth (5th) working day after the City's issuance of the notice of intent to award. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. C. Delivery of Protests All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the City received the protest. Protests or notice of protests made orally (e.g., by telephone) will not be considered. Protests must be delivered to:

Jacquie Hale, Director Office of Contracts Management and Compliance San Francisco Department of Public Health 101 Grove, Room 307 San Francisco, CA 94102

Phone (415) 554-2609 Fax (415) 554-255

ATTACHMENTS: APPENDIX A: Provided on paper/hard copy or electronically (in a “zipped” file) for this RFP:

DPH Forms: o RFP Form #1 Solicitation and Offer o RFP Form #2 Contractual Record Form

HRC Attachment 2 (this contains the required HRC forms mentioned in Section VI.N2) APPENDIX B: Provided below APPENDIX C: Provided below APPENDIX D: Provided below APPENDIX E: Provided below


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Appendix B Proposed Rates Sheet

PROPOSED RATES SHEET Indicate which services are being bid

Item 1 - Physical Therapist 1. Weekdays - 8 Hours $_____/hr.

2. Weekends - 8 Hours $_____/hr.

Item 2 - Physical Therapist Assistant 1. Weekdays - 8 Hours $_____/hr.

2. Weekends - 8 Hours $_____/hr.

Item 3 - Occupational Therapist 1. Weekdays - 8 Hours $_____/hr.

2. Weekends - 8 Hours $_____/hr

Item 4 - Occupational Therapist Assistant 1. Weekdays - 8 Hours $_____/hr.


Item 5 - Speech and Language Pathologists 1. Weekdays - 8 Hours $_____/hr.



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Appendix C

SAMPLE

CERTIFICATE OF LIABILITY INSURANCE DATE XX/XX/200___ PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION

ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.

COMPANIES AFFORDING COVERAGE COMPANY

INSURED A Jones Insurance Co. All required insurance must be rated COMPANY

B Smith Insurance Co. A-, VII or higher & licensed in CA COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENTS WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID Co Ltr TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS

DATE (MM/DD/YY) DATE (MM/DD/YY)

GENERAL LIABILITY A COMMERICAL GENERAL LIABILITY, XX/XX/200___ XX/XX/200___ EACH OCCURRENCE $1,000,000 Including Blanket Contractual Liability, PRODUCTS-COMP/OP $1,000,000 Broad Form Property Damage PERSONAL & ADV INJURY $1,000,000 CLAIMS XX OCCUR GENERAL AGGREGATE OWNER'S & CONTRACTOR'S PROT FIRE DAMAGE (Any one Fire) GENERAL AGGREGATE PER PROJECT MED EXP (Any one Person) AUTOMOBILE LIABILITY XX/XX/200___ XX/XX/200___ COMBINED SINGLE LIMIT $1,000,000 A ANY AUTO XX ALL OWNED AUTOS BODILY INJURY XX SCHEDULED AUTOS (Per Person) XX HIRED AUTOS BODILY INJURY XX NON-OWNED AUTOS (Per Accident)

PROPERTY DAMAGE

GARAGE LIABILITY AUTO ONLY - EA ACCIDENT ANY AUTO OTHER THAN AUTO ONLY:

EXCESS LIABILITY EACH OCCURRENCE UMBRELLA FORM AGGREGATE OTHER THAN UMBRELLA FORM WORKERS' COMPENSATION AND XX/XX/200___ XX/XX/200___ X STATUTORY LIMITS EMPLOYERS' LIABILITY EACH ACCIDENT $1,000,000 B THE PROPRIETOR/ DISEASE - POLICY LIMIT $1,000,000 PARTNERS/EXECUTIVE INCL DISEASE - EACH EMPLOYEE $1,000,000 OFFICERS ARE: INCL

(e) OTHER: PROFESSIONAL LIABILITY XX/XX/200___ XX/XX/200___ $1,000,000 per claim / Deductible $100,000

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS

City and County of San Francisco, its officers, agents and employees are Additional Insureds under General Liability and Auto Liability, but only insofar as the operations under contract are concerned. General Liability and Auto Liability are primary insurance to any other insurance available to the Additional Insureds. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City & County of San Francisco EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO

Department of Public Health MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER.

101 Grove Street, Room 307 San Francisco, CA 94102 AUTHORIZED REPRESENTATIVE


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SAMPLE

Insured: Effective Date: Policy Number: Expiration Date:

THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ CAREFULLY

5. ADDITIONAL INSURED

This Endorsement modifies insurance provided under the following:

GENERAL LIABILITY COVERAGE PART

AUTOMOBILE LIABILITY COVERAGE PART

SCHEDULE Name of Person or Organization: Either of the two statements following will be accepted. CITY AND COUNTY OF SAN FRANCISCO, ITS OFFICERS, AGENTS AND EMPLOYEES

OR

ANY PERSON OR ORGANIZATION TO WHOM OR TO WHICH YOU ARE OBLIGATED BY VIRTURE OF A WRITTEN CONTRACT TO PROVIDE INSURANCE SUCH AS IS AFFORDED BY THIS POLICY. Sample wording that will be accepted. 1. Such insurance as is afforded by this policy is PRIMARY insurance and any other insurance of the Additional Insured will be excess. 2. This insurance is PRIMARY for the person or organization shown in the

Schedule.


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Appendix D

ACKNOWLEDGEMENT OF REQUIREMENTS OF CHAPTER 12B DECLARATION

I, ______________________________________________, by affixing my signature hereto, acknowledge that I have read the “Quick Reference Guide To Equal Benefits Compliance” and understand that in order to contract with the City and County of San Francisco the bidding firm must comply with the requirements of Chapter 12B of the San Francisco Administrative Code to provide or offer access to the same benefits to employees with (same or opposite sex) domestic partners or to (same or opposite sex) domestic partners of employees that are provided or made accessible to employees with spouses or to spouses of employees. Name of Bidding Firm

Name and Title of Signer Responsible for Employee Benefits

Bidder's Street Address

Bidder's City, State, ZIP

Bidder's Telephone No.

Signature of Authorized Employee Benefits Representative Date

Appendix E


A-5

Standard Forms

Before the City can award any contract to a contractor, that contractor must file three standard City forms (items 1-3 on the chart). Because many contractors have already completed these forms, and because some informational forms are rarely revised, the City has not included them in the RFP package. Instead, this Appendix describes the forms, where to find them on the Internet (see bottom of page 2), and where to file them. If a contractor cannot get the documents off the Internet, the contractor should call (415) 554-6248 or e-mail Purchasing ([email protected]) and Purchasing will fax, mail or e-mail them to the contractor. If a contractor has already filled out items 1-3 (see note under item 3) on the chart, the contractor should not do so again unless the contractor’s answers have changed. To find out whether these forms have been submitted, the contractor should call Vendor File Support in the Controller’s Office at (415) 554-6702. If a contractor would like to apply to be certified as a local business enterprise, it must submit item 4. To find out about item 4 and certification, the contractor should call Human Rights Commission at (415) 252-2500.

Item

Form name and Internet location

Form

Description

Return the form to; For more info

1. Request for Taxpayer Identification Number and Certification www.sfgov.org/oca/purchasing/forms.htm www.irs.gov/pub/irs-fill/fw9.pdf

W-9 The City needs the contractor’s taxpayer ID number on this form. If a contractor has already done business with the City, this form is not necessary because the City already has the number.

Controller’s Office Vendor File Support City Hall, Room 484 San Francisco, CA 94102 (415) 554-6702

2.

Business Tax Declaration www.sfgov.org/oca/purchasing/forms.htm

P-25 All contractors must sign this form to determine if they must register with the Tax Collector, even if not located in San Francisco. All businesses that qualify as “conducting business in San Francisco” must register with the Tax Collector.

Controller’s Office Vendor File Support City Hall, Room 484 San Francisco, CA 94102 (415) 554-6702


A-6

Item

Form name and Internet location

Form

Description

Return the form to; For more info

3.

S.F. Administrative Code Chapters 12B & 12C Declaration: Nondiscrimination in Contracts and Benefits www.sfgov.org/oca/purchasing/forms.htm – In Vendor Profile Application

HRC-12B-101

Contractors tell the City if their personnel policies meet the City’s requirements for nondiscrimination against protected classes of people, and in the provision of benefits between employees with spouses and employees with domestic partners. Form submission is not complete if it does not include the additional documentation asked for on the form. Other forms may be required, depending on the answers on this form. Contract-by-Contract Compliance status vendors must fill out an additional form for each contract.

Human Rights Comm. 25 Van Ness, #800 San Francisco, CA 94102-6059 (415) 252-2500

4. HRC LBE Certification Application www.sfgov.org/oca/purchasing/forms.htm – In Vendor Profile Application

Local businesses complete this form to be certified by HRC as LBEs. Certified LBEs receive a bid discount pursuant to Chapter 14B when bidding on City contracts. To receive the bid discount, you must be certified by HRC by the proposal due date.

Human Rights Comm. 25 Van Ness, #800 San Francisco, CA 94102-6059 (415) 252-2500

Where the forms are on the Internet Office of Contract Administration Homepage: www.sfgov.org/oca/

Purchasing forms: Click on “Required Vendor Forms” under the “Information for Vendors and Contractors” banner.

Human Rights Commission HRC’s homepage: www.sfhrc.org Equal Benefits forms: Click on “Forms” under the “Equal Benefits” banner near the bottom. LBE certification form: Click on “Forms” under the “LBE” banner near the bottom

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Documents

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