P-590 (11-07) 2/13/2013

City and County of San Francisco

Request for Qualifications for

THE ESTABLISHMENT OF PRE-QUALIFIED LISTS FOR AS-NEEDED, TRAVELING NURSE, OPERATING ROOM TECHNICIAN, AND MEDICAL EVALUATION ASSISTANT REGISTRIES

RFQ 8 - 2013

DEPARTMENT OF PUBLIC HEALTH

Community Health Network of San Francisco

San Francisco General Hospital and Trauma Center

CONTACT YOSHIMI SAITO

CONTRACT ANALYST (415) 255-3636

Date issued: 2/13/2013 E Question Session Begin: 2/13/2013 E Question Session End: 3/5/2013 Letter of Intent Due: 3/12/2013 Qualifications due: 3/19/2013

P-590 (11-07) 2/13/2013

Request for Qualifications for: THE ESTABLISHMENT OF PRE-QUALIFIED LISTS FOR AS-NEEDED, TRAVELING NURSE, OPERATING ROOM TECHNICIAN, AND MEDICAL EVALUATION ASSISTANT REGISTRIES

Table of Contents Page I. Introduction and Schedule ................................................................................. 1 II. Scope of Work .................................................................................................. 2 III. Submission Requirements .................................................................................. 9 IV. Evaluation and Selection Criteria ........................................................................ 12 V. E-Question and Contract Award ......................................................................... 14 VI. Terms and Conditions for Receipt of Proposals .................................................... 15 VII. City Contract Requirements ............................................................................... 19 VIII. Protest Procedures ........................................................................................... 22

P-590 (11-07) 2/13/2013

Appendices: The following appendices (A-1, A-2, A-3) are available in three separate zip archives available for download at: the Department of Public Health RFP/Q Center located at http://www.sfdph.org/dph/comupg/aboutdph/insideDept/Contracts/default.asp. Click on RFQ 8 - 2013 and follow the instructions.

A-1. RFQ 8-2013 FORMS. Zip archive name: RFQ 8-

2013_A1.zip

Files included: Letter of Intent.pdf

Form to submit a Letter of Intent (LOI) Proposal Statement.pdf

Form to Submit a Proposal Statement – Must be submitted with each Proposal

Rate Sheet.pdf

Required Form to Submit Proposed Rates - Must be submitted with each Proposal

HRC Attachment 2.doc This contains the required HRC forms mentioned in Section VI.N.2 (page 18 of this RFQ).

A-2. Forms the winning Proposer must submit within 5 working days after the notification of an award.

Zip archive name: RFQ 8-2018_A2.zip

If the winning Proposer is a current vendor with the City you may not need to submit these forms

Files included: MCO Dec.pdf

Declaration for the Minimum Compensation Ordinance HCAO Dec.pdf

Declaration for the Health Care Accountability Ordinance Vendor Profile.pdf

Vendor Profile Application

Biztax.pdf Business Tax Application Form (P-25)

Fw9.pdf Federal W-9

First Source Employment Projection.pdf Form for the city First Source Hiring Program

12b101.pdf

A-3. For Information Only Zip archive name: RFQ 8-

2013_A3.zip

Files included: Standard Professional Services.pdf The City Standard Professional Services Agreement (p-500)

Ins. Req.pdf Department of Public Health Insurance Requirements

Ins. Sample.pdf Sample Insurance certificate and Endorsement

HIPAA for Business Associates Exhibit.pdf

Standard DPH HIPAA Business Associates Exhibit Quickref.pdf Also visit:

http://www.ci.sf.ca.us/sfhumanrights/12b.htm Quick Reference Guide to Chapter 12B

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Request for Qualifications for: THE ESTABLISHMENT OF PRE-QUALIFIED LISTS FOR AS-NEEDED, TRAVELING NURSE, OPERATING ROOM TECHNICIAN, AND MEDICAL EVALUATION ASSISTANT REGISTRIES I. Introduction A. General

The City and County of San Francisco (the City) is issuing this Request for Qualifications (this

RFQ) in search of firms / proposers that have the necessary qualifications to complete the work set forth in this RFQ. Whether a firm has such qualifications will be determined through the evaluation process

described in Section IV of this RFQ. The City may use the pre-qualified list, at its sole and absolute discretion, for selection of firms

and negotiations of contracts for two years following establishment of the pre-qualification notification

date. Contracts issued to pre-qualified firms will have terms of varying lengths depending on the City's needs, but in no case longer than 9 years. The City reserves the right to procure services similar or

identical to the services specified in this RFQ by any other means. No pre-qualified Respondent is guaranteed a contract. The expected annual allocation for these services is $2.5 million, which may

increase or decrease subject to the availability of funds and Department needs. The Department reserves the right to issue multiple contracts to multiple firms that are qualified

and that submit a proposal. Throughout the course of the contract the Department will monitor the

performance of the contractors in accordance with Departmental monitoring procedures and reserves the right to alternate primary providers for non performance.

A contract or contract award is not a guarantee of funding for a program or the continuation of services. B. Schedule The anticipated schedule for selecting qualified firms is:

SCHEDULE OF EVENTS

ACTIVITY TIME DUE DATE

Publication of RFQ - 2/13/2013

E-Questions Begin 2/13/2013

E-Questions End 12:00 NOON 3/5/2013

Non-binding Letter of Intent (LOI) Due 12:00 NOON 3/12/2013

Qualifications Due 12:00 NOON 3/19/2013

Estimated Dates

Initial Review - 3/19/2013

Technical Review - 4/8/2013 – 4/19/2013

Creation of Qualified Lists 5/1/2013

Contract negotiations - As-Needed

Health Commission approval - As-Needed

Contract certification - As-Needed

Start Date - Various

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II. SCOPE OF WORK

A. Services The San Francisco Department of Public Health, Community Health Network (CHN) is seeking firms to provide a timely and reliable source of temporary, as-needed traveling personnel services for San Francisco General Hospital and Trauma Center (SFGH) in the following service categories;

1. Traveling Nurse (Registered Nurse, Nurse Practitioner, Certified Registered Nurse Anesthetist, Licensed Vocational Nurse, Certified Nursing Assistant)

2. Traveling Operating Room Technician

3. Traveling Medical Evaluation Assistant

Additional and/or related 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 (JC). SFGH is a teaching facility budgeted to operate approximately 450 beds, with Acute and Intensive Medical and Surgical Care as well as Obstetrics, Intensive Care Nursery, Newborn Nursery Care, Skilled Nursing Facility and a Behavioral Health Center. It serves as San Francisco City and County’s only Level 1 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.

B. Order for Services

I. Orders for services will be communicated to the contracted agency (Agency) by the DIRECTOR or his/her designee via e-mail, telephone and/or fax.

II. Once having received the request for services, the Agency must acknowledge the request

for services, either positively or negatively, within one (1) working day from receipt of the request when the request is placed one month prior to the required commencement date of those services.

III. All responses must be by e-mail, to the person requesting the service.

IV. Each traveling personnel (Traveler) assignment is for a term of up to 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 nursing personnel. The nursing personnel’s seventy-two (72) hours per two (2) weeks schedule is based on a specific unit/area’s staffing needs. Schedules pre-determined by the nursing unit manager.

V. Prior to the confirmation of a Traveler’s assignment, Agency will send by email copy of

license/certificate, primary source verification dated within one week of profile submission, driver’s license/ CLEAR picture I.D., a cell phone number, updated competency skills list, resume, educational background, clinical experience/previous assignments and other credentials/documents relevant to the person’s clinical specialty and competency, and background check from the time of hire by the registry. Additional current EPLS search results will be submitted prior to the contract start date (no more than one month prior), and with contract extension.

VI. Agency is responsible for Traveler’s housing, parking, transportation to SFGH, and thirty-

two (32) hours of hospital orientation.

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VII. SFGH will provide the Agency within twenty (20) working days after notice of award with an Informational Binder. The Agency shall ensure that all registry personnel assigned to the SFGH are familiar with basic orientation information provided to the Agency by the SFGH before their first assigned shift to the SFGH. This includes, but is not limited, to information about timesheets, dress code, perfume, nail and hair codes, parking availability, etc.

VIII. A Traveler unable to fulfill a shift due to illness must call in sick (no later than two hours before the start of the shift assigned), no incidents of absence from work, other than illness or extreme family emergency verifiable in writing, are acceptable. The Traveler shall not request vacation or time off while under contract.

IX. If a Traveler refuses an assignment in a clinical area in which he/she was contracted for,

the Traveler will be put on a "do not send" status and will not be acceptable to SFGH for future assignment and employment.

X. Excessive cancellation by the Agency and excessive cancellation by a specific Traveler

may lead to termination of the contract for the Agency and a “do not send” status for the Traveler. Excessive cancellation is defined as two (2) times or more in a month.

C. Service Price

Bid prices are to include all costs chargeable to the City. The Contract Agency will assume all costs including personnel salaries, transportation, parking, hospital orientation, and any other expense for their employees. No charges to the City are to be made for special orientation training (see Section B. VI above). All costs to the City shall be included in prices entered on Rate Sheet provided in Appendix A-1. Services actually performed shall be determined from a weekly time sheet completed by each registry employee. The City week or pay period starts on Saturday and ends on Friday. The clock/stamper located in the Nursing Office must be used to record all in and out times. A system-generated time report will format invoice to match the time report. Invoices submitted by the Contract Agency must be in a form acceptable to the Department and the Controller. All amounts paid by the City to the Contract Agency shall be subject to an audit by the City. In accordance with the prices quoted in the successful qualifications and subject to any applicable discount provision contained in said qualifications, the City agrees to pay for all services at said prices. Payment shall be made by the City to Contract Agency in arrears for services actually performed throughout the term of the contract. Candidate’s preprinted terms and conditions or restrictions commonly appearing on the reverse side of letters submitted with the qualification, materials, contract documents, and invoices will be DISREGARDED in the absence of a written statement from candidate acknowledging that all City and County of San Francisco Terms and Conditions supersede any and all terms, conditions of statements submitted by prospective contractor.

D. Rate Shifts

Eight (8) and twelve (12) hour shifts will be paid at the same twelve (12) hour rate. The rates charged will not exceed those charged to any other agency or the public for similar services.

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SHIFTS START TIME END TIME 8 hr day; weekday 7:00 AM 3:30 PM 8 hr evening; weekday 3:00 PM 11:30 PM 8 hr night; weekday 11:00 PM 7:30 AM 12 hr day; weekday 7:00 AM 7:30 PM 12 hr night; weekday 7:00 PM 7:30 AM Weekend Saturday 7:00 AM Monday 7:30 AM

Overtime

Contractor will comply with all applicable provisions of Title 8, Chapter 5 of the California Code of Regulations regarding wages. Contractor may bill the Hospitals for overtime to the extent such overtime has actually been pre-approved in writing by the Administrator On Duty (AOD) under said Regulations, for services performed at the Hospitals. Such overtime charges may only be billed at a maximum of 1-1/2 times the regular billing rate for such hours. No overtime will be paid for attending meetings or missing meals.

If a shift is ordered and filled as a nine and one-half (9 ½) hour shift, the hours over eight (8) hours are not considered overtime. If the Traveler worked elsewhere, City is not liable for overtime that results from said work regardless of how the Contractor pays the employee.

Holiday Pay The holiday will start on the day of the holiday at 7:00 AM and will end the following day at 7:30 AM. New Year's Day Labor Day

Memorial Day Thanksgiving Day Independence Day Christmas Day Such holiday charges may only be billed at 1-1/2 times the regular billing rate for such hours. E. Requirements of Candidate(s) Proposing Agencies must possess all licenses and/or permits necessary to provide the services specified and as required by the laws of the United States, the State of California, and the City and County of San Francisco. The City may periodically inspect Contract Agency personnel files to validate compliance with all regulatory agencies. Visits to Contractor Agencies are unannounced and the following information must be maintained up-to-date and available for review upon request:

a. Evidence of current California License/certification.

b. Reference checks on file.

c. Current Skills Inventory Checklist, which includes “safe needle devices”. d. Current universal substance precautions and health and safety classes congruent with City and

County policy (the Hospitals’ Health & Safety Policy), Joint Commission and California Title 22 standards.

e. Evidence of appropriate education and experience requirements.

f. Current and past performance evaluations.

g. Serologic evidence of immunity to Mumps, Measles, Rubella and Varicella, annual Tuberculosis

screening, and Hepatitis B immunization/declination on all nurses.

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h. Evidence of current CPR certification from the American Heart Association (other provider not acceptable).

i. Documentation of satisfactory completion of drug calculation test, “medication pass” procedure

and skill competency testing. All Travel nurses will be administered a drug calculation test prior to patient assignments during orientation as a condition of assignment. Failure to successfully pass the medication exam will result in immediate termination of the contract.

j. For specialty care personnel, evidence of successfully passing specialty care competency testing

and one year's recent experience in specialty area and other certifications required for said specialty per California Title 22 Competency Standards.

k. Evidence of annual mandatory classes on Restraints, Pain Management, patient safety and

infection control, disaster preparedness and other mandated competency skills educational requirements, as well as other permits, licenses, etc., as required by City/County, State, Joint Commission, or Federal regulations.

l. California State Board's current list of nurses on probation or suspension must be kept on file by

the Agency, and the Agency must check their personnel against the current list to ensure nursing personnel referred to the SFGH have current licenses. Personnel must not be referred to the SFGH with expired license/certificate, or while on probation or suspension. Violation of this condition will be considered as a basis for contract termination. Evidence of current license or certificate (CNA) by “primary source verification” method obtained PRIOR to expiration date.

m. Evidence of confirmation of no judicial/criminal record (DOJ and FBI).

If the City’s inspection of Agency personnel files should reveal Agency to be in default of its obligations under the contract, it will be cause for cancellation of the contract by the City. F. Service Categories

All Travelers assigned to the SFGH shall be required to wear an appropriate uniform and a registry name badge at all times. No perfume, artificial nails, spiked or brightly-colored hair will be permitted. Nails must be trim. Other specific requirements by service category as follows;

1) Category 1: Nursing Personnel (Registered Nurse, Nurse Practitioner, and Certified

Registered Nurse Anesthetist, Vocational Nurse, and Certified Nursing Assistant)

a) Must possess a current valid license issued by the State of California and current and

valid CPR certificate issued by the American Heart Association. Each personnel shall

carry his or her license and CPR certificate at all times and shall present them to SFGH Nursing Administration, upon request.

b) Minimum of one (1) year’s full time experience within the past two (2) years in an acute general care hospital and long term care/skilled nursing facility and in their applicable

specialty care areas (for Registered Nurse, e.g. medical surgical, trauma critical care, Level 1 Trauma emergency room, operating room, high risk labor and delivery, pediatric,

intensive care nursery, skilled nursing, rehabilitation, and other specialty assignments

including administrative supervision).

c) Must have in the Agency’s files documentation of a Competency Skills Inventory Checklist

that includes:

Safe “needle devices”

Infection control

Patient Safety

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o Positive patient identification

o Time Out

o Clinical alarms

o Falls prevention

o Use of restraints

Blood transfusion

Isolation

Patient Rights

Advance Directive

Patient abuse

Child abduction

Pain assessment and reassessment

Nutrition assessment

Functional assessment

Pressure ulcer

Patient/Family education

Effective communication & documentation

Safe patient handoff

Emergency response

Safe equipment handling and use

Universal Body Substance precautions

HIPAA & Information systems security

Under Patient safety: add medication administration

The Agency shall schedule the nursing personnel to participate in a patient care documentation training wherein the nursing personnel must pass the required skills

validation test prior to the start of the first schedules shift. The Agency shall not refer or

schedule any personnel beyond their documented clinical skills and experience. The Agency shall send email copy of an updated skills checklist for review and approval prior

to the start of the first scheduled shift.

d) All nursing personnel candidates shall be screened by the Agency for competency that

meets the patient requirements of the clinical area in which they are to be assigned as per scope of California Title 22 Standards Sections 70213(c), 70214(a1, a2) and

70217(l,m).

e) All nursing personnel candidates shall be screened by the Agency for judicial/criminal records. A record of their fingerprint or Live Scan must be in Agency’s files, as well as

disclosure of CONVICTION and DISCIPLINE pursuant to Sections 1000 or 1203.4 of the Penal Code.

f) All nursing personnel schedules shall have serologic evidence of immunity to Mumps,

Measles, Rubella and Varicella, annual Tuberculosis screening, and Hepatitis B

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immunization/declination. They shall be free of any communicable diseases and must

have a record of immunity in the Agency’s file.

g) To comply with OSHA regulations on Occupational Exposure to Blood Borne Pathogens

(29 CFR Part 1910-1030), all Nursing Registries are to have the following policies and procedures in effect:

i. Exposure Determination. Record of employees having or likely to have direct exposure to blood/other potentially infectious fluids

ii. Training and Education of Employees: Record of employees' participation in an

education and training program upon orientation and annually thereafter and whenever modification of current task may affect the potential occupational exposure to bloodborne pathogens. The training program shall contain the following elements:

(1) Explanation of epidemiology, clinical presentation, modes of transmission of

bloodborne pathogens. (2) Information on HBV vaccine; efficacy, safety, and benefits.

(3) Explanation of use and limitations of methods that may prevent or reduce exposure including:

Universal Precautions Personal Protective Equipment Safe Needle Devices Work Practices Infectious waste handling and disposal Explanation of Biohazard/Biological hazard symbol and color-

coded systems for identification of biological hazard. Explanation of procedure to follow if an exposure incident occurs

and available medical follow-up Mandatory safety and infection control education

iii. Hepatitis B Vaccine: Record of employee vaccination or declination of HBV

vaccine.

iv. Exposure Tracking: Record of each employee's reported exposure incident. Record in OSHA 200 Log of employee HBV/HIV illness related to injury or exposure incident.

h) Registered Nurses must have successfully passed the Agency’s appropriate drug calculation and “medication pass” procedure.

i) All Registered Nurses must have a working cell phone in order that SFGH can contact

them during off-shift hours for issues that may come up such as medication administration. The cell phone number must be provided to SFGH upon assignment.

j) Nurse Practitioners and Certified Registered Nurse Anesthetists must go through a

separate credentialing process through the University of California, San Francisco Dean’s Office prior to assignment.

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2) Category 2: Operating Room Technician

a) Must posse a current valid license issued by the State of California and current and valid CPR certificate issued by the American Heart Association. Each personnel shall carry the

original of his or her license and CPR certificate at all times and shall present them to SFGH Nursing Administration, upon request.

b) Minimum of one (1) year’s full time experience within the past two (2) years in an acute

general care hospital and long term care/skilled nursing facility and in their applicable specialty care areas.

3) Category 3: Medical Evaluation Assistant

Possession of a Certified Phlebotomy Technician 1 certificate (CPT-1) issued by the State of California, Department of Health Services; AND

a) Possession of a recognized Medical Assistant Degree or Certificate; OR

b) Completion of an EMT-P (Emergency Technician/Paramedic) Training Program; OR

c) Completion of a U.S. Military Corpsman Training Program.

Substitution:

Completion of an EMT Training Program AND two (2) years of verifiable medical assisting work

experience may substitute for an EMT-P (Paramedic) Certificate.

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III. Submission Requirements

A. Non-binding Letter of Intent

Prospective applicants are requested to submit a Letter of Intent (LOI) (located in Appendix A-1.zip) to the DPH Office of Contracts Management by 12:00 p.m., on 3/12/2013, to indicate your interest in submitting a qualification under this RFQ. Such a letter of intent is non-binding and will not prevent acceptance of an agency’s qualification and neither commits and agency to submitting a qualification. LOI can be submitted via email (yoshimi.saito@sfdph.org), fax to 415-232-3088 (Attn: Yoshimi Saito) or mail to the DPH Office of Contracts Management (address/attn provided below).

B. Time and Place for Submission of Qualifications

Qualifications must be received by 12:00 p.m., on 3/19/2013. Postmarks will not be considered in judging the timeliness of submissions. Qualifications may be delivered in person and left with DPH Office of Contracts Management (“Contracts Office”), or mailed to:

San Francisco Department of Public Health Office of Contracts Management 1380 Howard St. Rm. 421A San Francisco, CA 94103 Attn: Yoshimi Saito

Qualifications that are submitted by facsimile, telephone or electronic mail will not be accepted. Late submissions will not be considered.

C. Late Submissions

Submissions are due at Noon on the due date. Postmarks will not be considered in judging the timeliness of submissions. Submissions received after the noon deadline but before 12:01 P.M. the following day will be accepted due to extenuating circumstances at the sole discretion of the Director of Health. Organizations/agencies/firms/consultants that submit submissions within this grace period must provide a letter explaining the extenuating circumstances by 12:00 noon of the second day. Decisions of the Director of Health to accept or reject the submission during the grace period will not be appealable. Following the 24-hour grace period no late submissions will be accepted for any reason and there will be no appeal.

All submissions shall be firm offers and may not be withdrawn for a period of ninety (90) days following last day of acceptance.

D. Format

Firms shall submit 1 original and 6 copies for each of the service categories you are submitting qualifications for. For example, if you are submitting qualifications for review in 2 categories you will submit an original for each category plus 6 copies each, for a total of 14 documents (1 original + 6 copies = 7, 7 x 2 categories = 14 documents in total) The original submission must be clearly marked as “ORIGINAL”. Proposals that are submitted by fax will not be accepted. Late submissions will not be considered.

Please use the following format guidelines in preparing your proposal for submission:

1) All submissions must be typewritten on standard recycled paper with an easy to read 10 to 12 point font such as Arial or Times New Roman, single-spaced, and one-inch margins.

2) Please print your proposal on double-sided pages to the maximum extent possible (note: one double-sided page will count as two single pages for the purpose of page limits).

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3) Please bind your proposal with a binder clip or in a three-ring binder. Please do not bind your

proposal with staples, spiral binding, glued binding, or anything similar that will make it difficult to duplicate your proposal for the technical review panel.

4) Please number pages and include a table of contents.

E. Content

Firms interested in responding to this RFQ must submit the following information, in the order specified below:

1. Introductions and Executive Summary (up to 1 page)

Submit a letter of introduction and executive summary of the proposal. The letter must be signed by a person authorized by your firm to obligate your firm to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the submission.

Note: You must answer items 2-5 below for each service category you intend to submit qualifications for. Cleary indicate what category you are submitting qualifications for.

2. Project Approach (up to 6 pages)

Describe the Qualifications that your firm proposes to that will provide to the City with the required services. Include the following information:

a. Your approach to the scope of work, terms, and conditions of services to be provided.

b. Your standard hours of operation.

c. Response to calls for service.

d. Any limitations or restrictions on service.

e. Describe how your agency recruits and screens personnel and continuously verifies that all their applicable licenses/certifications are current. Include description of systems in place to ensure the SFGH the required information and documents prior to the first shift of work.

3. Firm Qualifications (up to 10 pages)

Provide information on your firm’s background and qualifications which addresses the following:

a. Name, address, and telephone number of a contact person; and

b. A brief description of your firm, as well as how any joint venture or association would be structured; and

c. A description of at least five (5) contracts similar in size and scope prepared by your firm particularly with regard to public health care systems and teaching hospital/medical centers, which have been completed during the last five (5) years. Response must include: name of client, reference and telephone numbers, staff members who worked on each project, budget, schedule, outcomes and project summary. Descriptions should be limited to one page for each project.

d. Provide at least three (3) letters of recommendation, which should include:

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What percent, on average, of each service order was met or filled by bidder.

Response time for service orders placed.

If you are applying for Service Category 1, what percent, on average, of each service order filled were: Registered Nurses, Nurse Practitioners, Certified Registered Nurse Anesthetists, Licensed Vocational Nurses, and/or Certified Nursing Assistants.

4. Agency’s Professional Personnel Background (up to 5 pages)

a. Provide information of the number of personnel registered with registry that are on active assignment and indicate the number of years the personnel have in their respective specialties.

b. Indicate how many of current and active registry personnel meet and/or exceed the required experience, qualification and competency. Include brief resumes.

5. Cost of Service / Budget

All costs to the City shall be included in prices entered on required Rate Sheet provided in Appendix A-1. Bid prices are to include all costs chargeable to the City. The Contract Agency will assume all costs including personnel salaries, transportation, parking, hospital orientation, and any other expense for their employees. No charges to the City are to be made for special orientation training (Refer to the page 2, II. SCOPE OF WORK, Section B. VI).

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IV. Evaluation and Selection Criteria

A. Minimum Qualifications

Any applicant that does not comply with all of the Minimum Qualifications will not be considered for evaluation by the Evaluation Panel. Compliance is demonstrated by supporting documentation in the proposals that indicates that an Agency meets all the items below following:

1. Must be compliant with the Business Associates Provisions of the Health Insurance Portability and Accountability Act (HIPPA).

2. Demonstration in supporting documentation that the Agency has a minimum of seven (7) years of supplying professional traveling personnel to a large hospital (at least a 200

bed capacity hospital).

3. Verifiable number of competent staff ready for assignments in specialty areas such as trauma critical care, Level 1 Trauma emergency room, operating room, High Risk labor

and delivery, and intensive care nursery. Verification to be provided by including a list of the number of registry staff the Agency has available to fill each specialty area.

4. Travelers from the Agency must possess all required licenses and/or permits necessary to provide the services specified and as required by the laws of the United States, the State

of California, and the City and County of San Francisco.

B. Selection Criteria

The qualifications submitted will be evaluated by a selection committee comprised of parties with expertise in the relevant service category. The City intends to evaluate the qualifications generally in accordance with the criteria itemized below. At any time during the evaluation process, the City may require a firm to provide oral or written clarification of its submission.

Category Points Available

A) Prospective Contractor Response / Qualification Statement

Qualification Statements and responses to the scope of work are presented in a clear and concise manner and contain all required items.

30

Degree to which qualifications exceeds minimum qualifications. Contractor’s ability to meet service requirements and provide qualified personnel

in timely manner.

B) Firm Qualifications

Depth & breadth of recent experience. 25 Firm’s experience, relevance of and outcomes of past projects. At least three (3) letters of recommendation are provided with all the necessary

information.

C) Agency’s Personnel Professional Background

Background and experience level of personnel assigned to the project. 25 Brief resumes of organization’s staff assigned to project provided.

D) Budget (Rates)

Rates are reasonable. Rates are entered in required Rate Sheet provided in 20

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Appendix A-1.

Total Points possible from Qualification: 100

Total Points Possible Under LBE Ordinance:

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)

10

TOTAL POINTS POISSIBLE: 110

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V. E-questions and Contract award

A. E-question session

All questions and requests for information must be received by electronic mail and will be answered at the end of the E-Question period by electronic mail. This is the only opportunity firms can ask questions concerning the specifics of services. All questions are to be directed to the following e-mail address: Yoshimi.Saito@sfdph.org E-questions may only be submitted from February 13, 2013 until 12:00 p.m. Noon March 5, 2013. No questions or requests for interpretation will be accepted after 12:00 p.m. Noon on March 5, 2013.

B. Contract Award

The Department of Public Health will select a firm with whom The Department of Public Health staff shall commence contract negotiations. The selection of any proposal from a qualified firm shall not imply acceptance by the City of all terms of the proposal, which may be subject to further negotiations and approvals before the City may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time The Department of Public Health in its sole discretion, may terminate negotiations with the selected proposer and begin contract negotiations with any other firm on the qualified list.

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VI. Terms and Conditions for Receipt of Qualifications

A. Errors and Omissions in RFQ

Proposers are responsible for reviewing all portions of this RFQ. Proposers are to promptly notify the Department, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFQ. 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 RFQ

Inquiries regarding the RFQ and all oral notifications of an intent to request written modification or clarification of the RFQ, must be directed to:

Yoshimi Saito San Francisco Department of Public Health Office of Contracts Management 1380 Howard St. Rm. 421A San Francisco, CA 94103 Phone (415) 255-3636; FAX (415) 252-3088 yoshimi.saito@sfdph.org

C. Objections to RFQ Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFQ, the proposer must, not more than ten calendar days after the RFQ 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 RFQ, prior to the proposal due date, by issuing written Change Notices. Change Notices will be sent via regular, first class U.S. mail or via e-mail to the last known business address (physical or electronic) of each firm listed with the Department as having received or downloaded a copy of the RFQ. 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 call the Department before submitting its proposal to determine if the Proposer has received 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.

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.

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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 RFQ or excuse the vendor from full compliance with the specifications of the RFQ or any contract awarded pursuant to the RFQ.

H. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a firm in responding to this RFQ. Submissions of the RFQ 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:

i. 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.

ii. 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.

iii. 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 RFQs 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 RFQ 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 RFQ, or the requirements for contents or format of the proposals;

5. Procure any materials, equipment or services specified in this RFQ 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 RFQ 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 RFQ.

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.

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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 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 two copies of the above forms with your proposal. The forms 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.

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VII. Contract Requirements

A. Standard Contract Provisions

The successful proposer will be required to enter into a contract substantially in the form of the Agreement for Professional Services, contained in Appendix A-3 (standard.pdf). 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, (§34“Nondiscrimination; Penalties” in the Agreement); the Minimum Compensation Ordinance (§43“Requiring Minimum Compensation for Covered Employee” in the Agreement); the Health Care Accountability Ordinance (§44 “Requiring Health Benefits for Covered Employees” in the Agreement); the First Source Hiring Program (§45 “First Source Hiring Program” in the Agreement); and applicable conflict of interest laws (§ 23 “Conflict of Interest” in the Agreement), 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 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 §43 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.

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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.

G. Healthcare Insurance Portability and Accountability Act of 1996 (HIPAA)

The parties acknowledge that City is a Covered Entity as defined in the Healthcare Insurance Portability and Accountability Act of 1996 ("HIPAA") and is therefore required to abide by the Privacy Rule contained therein. The parties further agree that Contractor may be defined as one of the following definitions under the HIPAA regulations:

A Covered Entity1 subject to HIPAA and the Privacy Rule contained therein;

A Business Associate2 subject to the terms set forth in Appendix A-3 “HIPAA for

Business Associates Exhibit”;

Not Applicable, Contractor will not have access to Protected Health Information.

H. Insurance Requirements

Upon award of contract, Contractor shall furnish to the City a Certificate of Insurance and Additional Insured Endorsements stating that there is insurance presently in effect for Contractor with limits of not less than those established by the City. (Requirements are listed in Appendix A-3 and are available for download at the Departments RFP/Q center http://www.sfdph.org/dph/comupg/aboutdph/insideDept/Contracts/default.asp

I. Notes on Chapter 12B: Nondiscrimination in Contracts (Equal Benefits or Domestic Partners Ordinance)

Effective June 1, 1997 the City and County of San Francisco added to its Nondiscrimination in Contracts ordinance the requirement that all Contractors that enter into an agreement with the City must extend the same benefits to domestic partners of employees that are extended to spouses of employees. It is recommended that you thoroughly understand this requirement. Questions regarding this requirement can be directed to the person indicated in Section VI, item B, or visit the Human Rights Commission Internet site at www.ci.sf.ca.us/sfhumanrights/12b.htm.

1 “Covered Entity” shall mean an entity that receives reimbursement for direct services from insurance companies or

authorities and thus must comply with HIPAA

2 “Business Associate” shall mean an entity that has an agreement with CITY and may have access to private information,

and does not receive reimbursement for direct health services from insurance companies or authorities and thus is not a

Covered Entity as defined by HIPAA.

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J. San Francisco General Hospital Policies.

1) Vendor Credentialing

It is the policy of San Francisco General Hospital to provide quality patient care and trauma services with compassion and respect, while maintaining patient privacy and safety. SFGH is committed to providing reasonable opportunities for Health Care Industry Representatives (HCIRs), external representatives/vendors, to present and demonstrate their products and/or services to the appropriate SFGH personnel. However, the primary objective of SFGH is patient care and it is therefore necessary for all HCIRs to follow guidelines that protect patient rights and the vendor relationship. Therefore, all HCIR's that will come onto the campus of San Francisco General Hospital must comply with Hospital Policy 16.27 "PRODUCT EVALUATION AND PHARMACEUTICAL SERVICES: GUIDELINES FOR SALES PERSONNEL, HEALTHCARE INDUSTRY REPRESENTATIVES, AND PHARMACEUTICAL COMPANY REPRESENTATIVES" Before visiting any SFGH facilities, it is required that a HCIR create a profile with “VendorMate.” Vendormate is the company that manages the credentialing process of policy 16.27 for SFGH. For questions, or to register as a HCIR please contact the Director of Materials Management, or designee (during normal business hours) at (415) 206-5315 or sign on to https://sfdph.vendormate.com for details.

2) Infection Control Policies

Vendor must fully comply with the Community Health Network and/or San Francisco General Hospital Infection Control standards as outlined in the SFGH Infection Control Manual and Community Health Network policies and any future amendments thereto. http://in-sfghweb01/SFGHInfectionControl

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VIII. Protest Procedures

A. Protest of Non-Responsiveness Determination

Within five 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 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 RFQ 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 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 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 RFQ 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:

Director of Contract Management and Compliance

101 Grove St, Rm. 307 San Francisco, CA 94102

Fax number (415) 554-2555