Posted: 9/21/2023

Type of Addition: Addendum 1

Overview: Please add to scope of work:

Documents:

• RFP 50-23 Health Services Addendum 1.pdf

Posted: 12/18/2023

Type of Addition: No Action

Overview: The Fayette County Board of Education approved a $4 million contract to continue partnering with the Lexington-Fayette County Health Department for school health services through the 2024-25 school year. After reviewing the bids, our district conducted non-competitive negotiations to establish the one-year contract. The next step will be a comprehensive review to determine if nursing services should be handled within Fayette County Public Schools or continue to be outsourced to a third party for 2025-26.

Posted: 9/18/2023

Question: Is this a new initiative? If not, please provide the names of the current vendor(s) providing the services.

Response: This is not a new initiative. Lexington Fayette County Health Department is the current provider of services.

Posted: 9/18/2023

Question: Please confirm if we can get the proposals or pricing of the incumbent(s).

Response: All are subject to open records requests, so that you may. We would prefer an open records request for it, so that we have a record of the request, but we will provide.

Posted: 9/18/2023

Question: Please confirm the anticipated number of awards.

Response: It is anticipated to be awarded to one vendor.

Posted: 9/20/2023

Question: Given the district's current incumbent, as well as the understanding an award will be issued to only one vendor, can you further elaborate the district's intention on sending this opportunity out for rebid?

Response: Original contract does not allow for any more renewals therefore we are rebidding. Our contracts are typically one year with than option to renew annually up to five years.

Posted: 9/21/2023

Question: Will billing have the ability to stretch invoices throughout the year or only during current open school year?

Response: Currently, the contract is paid out in 12 monthly installments.

Posted: 9/21/2023

Question: What will the hours of the .25 FTEs be? Will one full time nurse be able to move between these schools to cover?

Response: Currently we use one nurse for all .25 FTE locations. The nurse typically visits each location at least 1 day per week.

Posted: 9/21/2023

Question: What is the estimated number of students per school?

Response: Generally speaking, elementary schools have a student capacity of up to 750 students, middle schools up to 1200 students, and high schools 2000+ students.

Posted: 9/21/2023

Question: Is it mandatory to utilize MWVBE as a subcontractor?

Response: It is not mandatory

Posted: 9/21/2023

Question: If we have an office located at Frankfort, Kentucky will this suffice the requirement or is it mandatory to have an office located in Lexington, Kentucky?

Response: There is no mandatory, there is a preference. If the office is in Frankfort, that would suffice. Meetings with the District would need to occur within Fayette County whenever possible.

Posted: 9/21/2023

Question: Kindly clarify what will be the annual budget for this contract.

Response: The current budget is the amount of the current contract.

Posted: 9/21/2023

Question: Please provide the list of all the attachments & forms which is necessary to attach in the proposal.

Response: Please see checklist on page 14 and proposal format on page 19

Posted: 9/21/2023

Question: Kindly clarify what we need to include in the cost sheet as per the Page 18 Cost Proposal. Do we need to provide hourly rate for 1 RN and 1 LPN respectively that will be required under this contract at various locations for 1 year? Or do we need to provide cost including other factors? Please suggest.

Response: The current contract provides an annual rate per nurse, we generally do not pay for hourly services. The agreement is roughly $65K per year, per nurse in the contract. All overtime and overhead is calculated in that amount.

Posted: 9/21/2023

Question: Is it mandatory to provide references from Schools only or can we provide other health department references where we provided nursing services?

Response: References can be provided from any client of the vendor, as long as there is some pediatric experience in the mix.

Posted: 9/21/2023

Question: As per Page 11 Point 7, kindly clarify if the past performance with schools means references here?

Response: Previous vendors that may have had a poor record of performance with the district.

Posted: 9/21/2023

Question: Kindly clarify what we have to provide under infectious disease, immunization tracking and reporting in the Technical Proposal? Do we need to provide our experience working with the same?

Response: Immunizations for each student is entered into our current student attendance software (Infinite Campus) that will be pulled for state reports. Those must be entered in a timely manner, and nurses are responsible for contacting parents whose students need boosters/updated vaccines. Reports of measles, mumps, etc. must be made to the local health department if known by school. If reports of infectious diseases are made to the District Health Coordinator, the school nurse would be responsible for checking student vaccination reports and sending information home to parents whose students are not vaccinated. It would be beneficial to know the vendor’s experience with this type of work.

Posted: 9/21/2023

Question: What is the average length of the assignment?

Response: Unclear if this refers to the nurse’s assignment, which would be for the school year calendar or if it refers to the assignment of the contract, which would be for one calendar year (fiscal year runs from July 1 through June 30).

Posted: 9/21/2023

Question: Do we need to provide Certificate of Insurance as per Page 13 Point 16 with the bid?

Response: Yes

Posted: 9/21/2023

Question: How many nurses are required for traditional schools, and for technical and program centers under this contract annually?

Response: As stated in previous question and answer, 1 FTE nurse for all traditional schools, .5 for technical schools and .25 for program centers.

Posted: 9/21/2023

Question: Do we need to submit the form mentioned on Page 23 with the bid?

Response: Only if you are a Kentucky based company

Posted: 9/21/2023

Question: Please provide a copy of the proposal of all current vendors providing staffing services, including rate/cost sheets.

Response: These can be obtained by an open records requests, through our Legal Department. We would prefer an open records request for it, so that we have a record of the request, but we will provide. Please request bids obtained by FCPS for past Health Services Contract RFPs (the last being 2019).

Posted: 9/22/2023

Question: Please clarify the total FTEs needed. In the original proposal it looked like 37.5. Based on question response below looks like 57 FTEs are needed.

Response: A full time FTE for each traditional school, there are 31 elementary schools, 11 middle and 6 high schools. 3 CTE programs that each have a .5 nurse, and 4 special programs that have a .25 nurse.

Posted: 9/26/2023

Question: Can you provide the following information around usage: Total contracted staff hours for the last 2 years for RNs and LPNs? Total Spend by year for the last 2 years? Please confirm that the expected volume of contract staff for 24-25 School year is 57 FT RNs? Typical workday hours for each labor category? Number of days in the school year? How can the awarded vendor enhance customer satisfaction? Please provide a copy of the proposal of all current vendors providing temporary staffing, including rate/cost sheets. Due to the nature and uncertainty of requested hours for District Programs, and Summer Sessions can cost addendums be made if necessary? Can you please share the current suppliers pricing for RNs and LPNs? Do we need to submit a hard copy and online copy of our proposal?

Response: Can you provide the following information around usage: Total contracted staff hours for the last 2 years for RNs and LPNs? The current contract provides an annual rate per nurse, we generally do not pay for hourly services. The agreement is roughly $65K per year, per nurse in the contract. All overtime and overhead is calculated in that amount. The schedule for the RN/LPN would depend on the location and number of hours covering, but generally an FTE would work 37.5 hours per week with two 15 minute breaks, and a half hour lunch. Total Spend by year for the last 2 years? 2021 - $2,508,123.38. 2022 - $2,936,476.48. Please confirm that the expected volume of contract staff for 24-25 School year is 57 FT RNs? A full time FTE for each traditional school, there are 31 elementary schools, 11 middle and 6 high schools. 3 CTE programs that each have a .5 nurse, and 4 special programs that have a .25 nurse. Typical workday hours for each labor category? The contract is for a school nurse, who will be in the health room at the school for the entirety of the school day. Approximately 37.5 hours per week, with 2 half hour breaks and one 30 minute lunch. Number of days in the school year? Calendar can be found at https://www.fcps.net/calendar, generally 186 instructional days. Current vendor also staffs for two weeks prior to school year for medication administration training and one week after the school year for records updates. How can the awarded vendor enhance customer satisfaction? Providing services not listed in RFP, such as health education, vaccine awareness, participation in health fairs, etc. Please provide a copy of the proposal of all current vendors providing temporary staffing, including rate/cost sheets. Vendors who provide temporary staffing is provided for field trips and for special education students, both are awarded through separate annual RFPs. Due to the nature and uncertainty of requested hours for District Programs, and Summer Sessions can cost addendums be made if necessary? They have in the past, it could be made as part of the renewal of the contract. Can you please share the current suppliers pricing for RNs and LPNs? The current contract provides an annual rate per nurse, we generally do not pay for hourly services. The current agreement is roughly $65K per year, per nurse in the contract. All overtime and overhead is calculated in that amount. Do we need to submit a hard copy and online copy of our proposal? Both are not required.

Posted: 9/27/2023

Question: 2. Does Opportunity Middle College fall under this contract?

Response: Yes

Posted: 9/27/2023

Question: How many weeks, days per week, and hours does FCPS provide summer school?

Response: Current plan is to do 4 days of instruction for 3 weeks in June. There will also be district-wide high school program that will run from June through July, and a transition week in the fall for kindergarten, 6th and 9th grades.

Posted: 9/27/2023

Question: Are there different types of summer school programs that will require nurse coverage?

Response: The current plan is to have a consistent program as outlined above. Coverage could be done through a feeder pattern system.

Posted: 9/27/2023

Question: Please clarify working in concert with the Exceptional Child Nurse in regard to enteral feedings? If a student has an IEP, does the Exceptional Child Nurse train and delegate to the MSD staff on how to administer enteral feedings so there is no conflict with Medicaid billing?

Response: Yes

Posted: 9/27/2023

Question: Does every school have a wellness committee? Please provide details about the district’s Wellness Committee in schools and what your expectations are pertaining to the role of the nurse as a member of the committee?

Response: Yes, every school has a wellness committee. The district has just received a grant from the CDC/KDE to develop a program based on the WSCC model of school wellness. A school wellness committee will consist of a school level staff, and a school level student wellness person (generally the PE/Health teacher), the school nurse, cafeteria manager, and the school level sustainability coordinator. The school nurse may be involved as much or as little as the individual school’s health needs require. All meetings will be done during the school day.

Posted: 9/27/2023

Question: Scoliosis screenings are no longer mandated by statute, is this still a requirement for the district?

Response: If no longer required, then no longer will it need to be done.

Posted: 9/27/2023

Question: What is required on the monthly and annual audits of medication records and does the district have their own tool they want completed?

Response: Board Policy 09.2241 requires documentation of medications dispensed to students, and audit of available medications, this process will assure that any errors or missed doses are detected. 09.2241 AP.2 Medication Administration Form Memorandum and Medication Authorization Form/Training Follow-Up have been provided by KSBA for the FCPS policy manual. Should another tool be used that covers the information, we will accept that tool as a replacement.

Posted: 9/27/2023

Question: Since we only serve one school district, would three references from three separate schools within the district meet this requirement?

Response: Yes

Posted: 9/27/2023

Question: Is the contract price subject to re-negotiation if additional services are requested (Pg. 7, Questions # 44)?

Response: Yes, we would work through it as we have in the past, through amendments to the original contract.

Posted: 9/27/2023

Question: Can vendors take exceptions and propose language to any of the terms and requirements?

Response: Changes to any terms and requirements may result in vendor being considered non-responsible and non-responsive to the solicitation

Posted: 9/27/2023

Question: Should Total Cost be estimated based on 48.5 estimated full-time Registered Nurses (RNs) for the one-year contract term?

Response: Listed are the schools we need to cover and the coverage number. We prefer RNs, but will take a few LPNs (currently we have 4). Elementary – Cassidy, Clays Mill, Deep Springs, Glendover, Julius Marks, Meadowthorpe, Sandersville, Stonewall, Wellington, Coventry Oak, Liberty, Maxwell, Picadome, Rosa Parks, Russell Cave, G.W. Carver STEM Academy, Brenda Cowan, Garrett Morgan, James Lane Allen, Lansdowne, Millcreek, Southern Elementary, Squires, Veterans Park, Ashland, Athens-Chilesburg, Dixie Magnet, Garden Springs, Northern, Yates, RISE Stem Academy for Girls (31). Middle – Bryan Station, Crawford, Edythe J. Hayes, Jessie Clark, Southern, Beaumont, Morton, SCAPA at Bluegrass, Tates Creek, Winburn, Mary E. Britton (opening in fall 2025) (11). High – Bryan Station, Frederick Douglass, Henry Clay, Lafayette, Paul Laurence Dunbar, STEAM Academy (6). Special Programs – Pre-School Center (1 FTE), Locust Trace (.5 FTE), Southside and Eastside (.5 FTE to merge into 1 FTE when new facility opens in fall 2025), Opportunity Middle College, MLK Academy, The Learning Center and the Stables (all .25)