Whitfield County Schools Sealed Solicitation
Title: Administration - Staffing Therapists / Pathologists
Deadline: 6/5/2020 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Deadline Expired
Solicitation Number: WCS-AD-2020-008
Description: Provide staffing of Education Oriented Occupational Therapists, Physical Therapists and Speech-Language Pathologists
Documents:
| Documents as of 5/29/2020 |
|---|
| RFP Staffing - Therapist 2020-008.pdf |
Addition 1
Posted: 6/2/2020
Type of Addition: Addendum 1
Overview:
Changes to hours in 6.4.7 from 6 to 7.
Replacement of 6.4.11 with new requirements.
Solicitation #: WCS-AD-2020-008
Documents:
Question 1
Posted: 5/29/2020
Question: Can you clarify where we can find the "completed copy of E-Verify" form that is requested in Tab 2?
Response: You may find a blank copy on our website at wcsga.net/purchasing and selecting "Download an e-Verify affidavit"
Question 2
Posted: 5/29/2020
Question: Who are the current vendors providing services and what are their hourly rates?
Response: You may obtain this information by submitting an Open Records request. The link is on the first page of our website: wcsga.net under the "District Links" section
Question 3
Posted: 5/29/2020
Question: Are your current vendors meeting your needs?
Response: Yes
Question 4
Posted: 5/29/2020
Question: What is the duration of this contract?
Response: This information is in the RFP section 2.13
Question 5
Posted: 5/29/2020
Question: How will vendors be notified of award?
Response: I will send out email notification of those not selected. The winning respondent will be called.
Question 6
Posted: 5/29/2020
Question: Do you have an estimated # of FTE by discipline that this contract seeks to fill?
Response: 1.5 Physical therapy positions 1 Occupational Therapy position 3 SLP positions
Question 7
Posted: 5/29/2020
Question: Do you require resumes/certifications of potential therapist candidates to be included in the proposal?
Response: Yes we do.
Question 8
Posted: 5/29/2020
Question: Do you provide testing materials, evaluation materials, toolkits, etc to therapists?
Response: Yes we do.
Question 9
Posted: 5/29/2020
Question: Do you provide access to computers, internet, and printers for your contracted therapists?
Response: Yes we do.
Question 10
Posted: 5/29/2020
Question: Are yo accepting Tele-Practice Proposals?
Response: Yes. That will be considered.
Question 11
Posted: 5/29/2020
Question: 6.4.7 says billable hours can’t exceed hours kids are in school – 6 hours. But 6.4.9 says mileage and administrative paperwork is “included in hours of service.” Does that mean it is billable in addition to the 6 hours students are in school? In short, can billable time exceed 6 hours when required paperwork, meetings, etc. go past 6 hours?
Response: See Amendment 1. Hours cannot exceed 7 hours now.
Question 12
Posted: 5/30/2020
Question: What is the expected case load for the therapists?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Question 13
Posted: 6/1/2020
Question: What are the approximate case loads for the contracted positions currently available?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Question 14
Posted: 6/1/2020
Question: Please clarify, in reference to 6.4.7, maximum billable workday will be 6 hours OR will the school year contract be based on teacher days and hours in reference 6.2.1.
Response: See Amendment 1.
Question 15
Posted: 6/1/2020
Question: Please clarify 6.4.1 - will the teacher deliver the academic services in the IEP?
Response: The teacher will deliver academic services. The SLP will deliver speech/ language therapy, both language and articulation, as determined by each student's IEP. The OT or PT will provide direct and consultative school based therapy as determined by each student's IEP.
Question 16
Posted: 6/1/2020
Question: In section 6.4.8 It states "The school system will not be billed for services on days when students are absent from School". Does this refer to Calendar days when schools are closed and/or unplanned absenteeism's? If there is a planned therapy session and the student does not show and there was no prior warning given, can the district still be billed for that missed session?
Response: This refers to both school closings and student absenteeism. If a student is absent, the session will not be billed unless the service is later provided to the student.
Question 17
Posted: 6/2/2020
Question: Please clarify 6.4.1 - will the teacher deliver the academic services in the IEP?
Response: The teacher will deliver academic services. The SLP will deliver speech/ language therapy, both language and articulation, as determined by each student's IEP. The OT or PT will provide direct and consultative school based therapy as determined by each student's IEP.
Question 18
Posted: 6/2/2020
Question: Please clarify in reference to 6.4.7 the maximum billable workday will be 6 hours or will the school year contract be based on teacher workdays and hours in reference to 6.2.1?
Response: See Amendment 1. Hours per day are now 7. Days will match teachers.
Question 19
Posted: 6/2/2020
Question: What is the approximate case loads for the available positions?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Question 20
Posted: 6/2/2020
Question: Due to Covid-19 , can we share the response only via e-mail?
Response: Due to Covid-19 all responses posted to Vendor Registry will be accepted. Hard copy requirements are waved.
Question 21
Posted: 6/2/2020
Question: How many resumes per job title we need to provide in our response. Do we need to provide live resumes?
Response: There is no minimum number of resumes required, but the district must interview candidates for each position prior to acceptance
Question 22
Posted: 6/2/2020
Question: Is there any preference to local vendor and vendor worked previosuly with The School? If yes how much weightage will be given?
Response: Per our stated Board Policy DJE regarding Procurement "When all other factors are equal, purchases should be made locally."
Question 23
Posted: 6/2/2020
Question: As per the solicitation we need to provide insurance certificate as per solicitation stated requirements. Can you please share specific insurace requirements as we are unable to fetch them form the RFP solicitation document.
Response: https://www.wcsga.net/termsandconditions Number 2.
Question 24
Posted: 6/2/2020
Question: Could you please extend the due date of the RFP?
Response: I'm sorry. We are on a tight schedule. However, you are no longer required to submit hard copies due to Covid-19. All responses are to be through Vendor Registry.
Question 25
Posted: 6/2/2020
Question: In reference to 6.4., will the teachers deliver the academic services and the therapists deliver the related services to the students per the IEP, please clarify?
Response: Therapists will deliver direct and related services consistent with state and federal rules pertaining to special education. Each IEP will determine the type and amount of service required.
Question 26
Posted: 6/2/2020
Question: What is the estimated budget for the rfp? Also please provide previous spending.
Response: Annual budget is $380,000.
Question 27
Posted: 6/2/2020
Question: Please clarify the role of the contract therapist in reference to 6.4.11. Will the district provide collaboration time to consult with the district employee who is performing the student evaluations, IEP documentation/meetings, and discharge planning for data based decision making as well as overall progress for student success?
Response: See Amendment 1.
Question 28
Posted: 6/2/2020
Question: Therapists play a role in analyzing teacher data, identifying appropriate interventions and outcomes for RTI, as well as consultation for appropriate equipment and assistive technology, will the district employee provide the non-billable services to students?
Response: A district employee will primarily provide this service unless the contracted therapist can do so within the 7 hour work day and document such activities.
Question 29
Posted: 6/2/2020
Question: At 6 hour days, is the vendor only allowed to bill 30 hours/week? Or will therapist be provided time out of the school day to complete reports, etc.?
Response: See new hours in Amendment 1.
Posted: 6/2/2020
Type of Addition: Addendum 1
Overview:
Changes to hours in 6.4.7 from 6 to 7.
Replacement of 6.4.11 with new requirements.
Solicitation #: WCS-AD-2020-008
Documents:
Posted: 5/29/2020
Question: Can you clarify where we can find the "completed copy of E-Verify" form that is requested in Tab 2?
Response: You may find a blank copy on our website at wcsga.net/purchasing and selecting "Download an e-Verify affidavit"
Posted: 5/29/2020
Question: Who are the current vendors providing services and what are their hourly rates?
Response: You may obtain this information by submitting an Open Records request. The link is on the first page of our website: wcsga.net under the "District Links" section
Posted: 5/29/2020
Question: Are your current vendors meeting your needs?
Response: Yes
Posted: 5/29/2020
Question: What is the duration of this contract?
Response: This information is in the RFP section 2.13
Posted: 5/29/2020
Question: How will vendors be notified of award?
Response: I will send out email notification of those not selected. The winning respondent will be called.
Posted: 5/29/2020
Question: Do you have an estimated # of FTE by discipline that this contract seeks to fill?
Response: 1.5 Physical therapy positions 1 Occupational Therapy position 3 SLP positions
Posted: 5/29/2020
Question: Do you require resumes/certifications of potential therapist candidates to be included in the proposal?
Response: Yes we do.
Posted: 5/29/2020
Question: Do you provide testing materials, evaluation materials, toolkits, etc to therapists?
Response: Yes we do.
Posted: 5/29/2020
Question: Do you provide access to computers, internet, and printers for your contracted therapists?
Response: Yes we do.
Posted: 5/29/2020
Question: Are yo accepting Tele-Practice Proposals?
Response: Yes. That will be considered.
Posted: 5/29/2020
Question: 6.4.7 says billable hours can’t exceed hours kids are in school – 6 hours. But 6.4.9 says mileage and administrative paperwork is “included in hours of service.” Does that mean it is billable in addition to the 6 hours students are in school? In short, can billable time exceed 6 hours when required paperwork, meetings, etc. go past 6 hours?
Response: See Amendment 1. Hours cannot exceed 7 hours now.
Posted: 5/30/2020
Question: What is the expected case load for the therapists?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Posted: 6/1/2020
Question: What are the approximate case loads for the contracted positions currently available?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Posted: 6/1/2020
Question: Please clarify, in reference to 6.4.7, maximum billable workday will be 6 hours OR will the school year contract be based on teacher days and hours in reference 6.2.1.
Response: See Amendment 1.
Posted: 6/1/2020
Question: Please clarify 6.4.1 - will the teacher deliver the academic services in the IEP?
Response: The teacher will deliver academic services. The SLP will deliver speech/ language therapy, both language and articulation, as determined by each student's IEP. The OT or PT will provide direct and consultative school based therapy as determined by each student's IEP.
Posted: 6/1/2020
Question: In section 6.4.8 It states "The school system will not be billed for services on days when students are absent from School". Does this refer to Calendar days when schools are closed and/or unplanned absenteeism's? If there is a planned therapy session and the student does not show and there was no prior warning given, can the district still be billed for that missed session?
Response: This refers to both school closings and student absenteeism. If a student is absent, the session will not be billed unless the service is later provided to the student.
Posted: 6/2/2020
Question: Please clarify 6.4.1 - will the teacher deliver the academic services in the IEP?
Response: The teacher will deliver academic services. The SLP will deliver speech/ language therapy, both language and articulation, as determined by each student's IEP. The OT or PT will provide direct and consultative school based therapy as determined by each student's IEP.
Posted: 6/2/2020
Question: Please clarify in reference to 6.4.7 the maximum billable workday will be 6 hours or will the school year contract be based on teacher workdays and hours in reference to 6.2.1?
Response: See Amendment 1. Hours per day are now 7. Days will match teachers.
Posted: 6/2/2020
Question: What is the approximate case loads for the available positions?
Response: For full-time OT or PT, the approximate caseload is 40. For full-time SLP, the approximate caseload is 55.
Posted: 6/2/2020
Question: Due to Covid-19 , can we share the response only via e-mail?
Response: Due to Covid-19 all responses posted to Vendor Registry will be accepted. Hard copy requirements are waved.
Posted: 6/2/2020
Question: How many resumes per job title we need to provide in our response. Do we need to provide live resumes?
Response: There is no minimum number of resumes required, but the district must interview candidates for each position prior to acceptance
Posted: 6/2/2020
Question: Is there any preference to local vendor and vendor worked previosuly with The School? If yes how much weightage will be given?
Response: Per our stated Board Policy DJE regarding Procurement "When all other factors are equal, purchases should be made locally."
Posted: 6/2/2020
Question: As per the solicitation we need to provide insurance certificate as per solicitation stated requirements. Can you please share specific insurace requirements as we are unable to fetch them form the RFP solicitation document.
Response: https://www.wcsga.net/termsandconditions Number 2.
Posted: 6/2/2020
Question: Could you please extend the due date of the RFP?
Response: I'm sorry. We are on a tight schedule. However, you are no longer required to submit hard copies due to Covid-19. All responses are to be through Vendor Registry.
Posted: 6/2/2020
Question: In reference to 6.4., will the teachers deliver the academic services and the therapists deliver the related services to the students per the IEP, please clarify?
Response: Therapists will deliver direct and related services consistent with state and federal rules pertaining to special education. Each IEP will determine the type and amount of service required.
Posted: 6/2/2020
Question: What is the estimated budget for the rfp? Also please provide previous spending.
Response: Annual budget is $380,000.
Posted: 6/2/2020
Question: Please clarify the role of the contract therapist in reference to 6.4.11. Will the district provide collaboration time to consult with the district employee who is performing the student evaluations, IEP documentation/meetings, and discharge planning for data based decision making as well as overall progress for student success?
Response: See Amendment 1.
Posted: 6/2/2020
Question: Therapists play a role in analyzing teacher data, identifying appropriate interventions and outcomes for RTI, as well as consultation for appropriate equipment and assistive technology, will the district employee provide the non-billable services to students?
Response: A district employee will primarily provide this service unless the contracted therapist can do so within the 7 hour work day and document such activities.
Posted: 6/2/2020
Question: At 6 hour days, is the vendor only allowed to bill 30 hours/week? Or will therapist be provided time out of the school day to complete reports, etc.?
Response: See new hours in Amendment 1.