Solicitation for Services

Custom Vehicle - Medical

THIS RFP HAS BEEN CLOSED



RFP for Custom Vehicle - Medical 2011.pdf


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REQUEST FOR PROPOSAL

Objective

California Human Development Corporation (CHD) is in the planning and development phase of a new Mobile Telehealth Clinic (MTC) program and seeks proposals from qualified vendors to meet our needs to acquire and maintain a mobile telehealth vehicle. This RFP is designed with minimum requirements and maximum flexibility to facilitate creativity of design on the part of submitters. CHD’s MTC program is contingent on grant funding to capitalize and operate, and to submit grant requests we require a detailed understanding of the costs of the program, including the vehicle and equipment. This RFP is intended to solicit bids for the vehicle and services described, and this process is established to identify our preferred vendor(s) so that if and when we receive the capital funding we may proceed to procure the vehicle with an understood basis for timeline, cost and result expectations. If grant funding for this program is not forthcoming, no contract shall be awarded under this RFP, and CHD is not obligated to enter any contract for service(s) with any vendor or submitter as a result of issuing this RFP or accepting your response hereto.

Background

CHD is a multi-division nonprofit 501(c)(3) community-based organization whose mission is to help those in need achieve economic independence. Our divisions consist of Farm Worker Services, Housing, Criminal Justice, Energy and Rehabilitation, and for over 40 years CHD has been providing a variety of over 30 employment, education, training and supportive services to disadvantaged and vulnerable populations throughout California’s northern 31 counties through a combination of federal, state and private funding. Among its various programs, CHD has been operating a mobile internet classroom for several years and has come to realize the benefits that mobile delivery of services has upon the populations we serve. CHD now is endeavoring to expand its mobile delivery of services to include healthcare.

This program will consist of appropriate staff, a mobile health clinic equipped with telehealth technology and a network of clinical alliances for telemedicine delivery and referrals to local facilities as needed. Services offered are planned to include general medicine, general dentistry, pediatrics, mental health / substance abuse, prevention & patient education, case management and a variety of other specialties through telemedicine connectivity. On-board staff are planned to include (and subject to modification): 1 NP or PA, 2 RN’s, 2 Health Tech. (combo med. Asst., phlebotomist and other specialty training), 2 promotoras (which is like a combination case manager /outreach agent), and a part-time dentist. An M.D. will oversee the overall clinical program and the quality control / improvement process. The focus population of this program is Migrant and Seasonal Farm Workers (MSFW’s) and their families, and other rural, low-income and uninsured individuals within our service area. All staff will be bilingual. It is intended that the vehicle will be used daily (typically 4 days per week) and will drive up to 300 miles per day. It is planned that the vehicle will return to base each night, but in the event of an emergency this vehicle may perform extend missions.

Scope of Services

CHD is seeking a custom-built vehicle, installation of equipment, customer support, training and financing options. CHD seeks to receive a written proposal from vendors in response to this RFP which provides background on the vendor, a detailed description of the vehicle proposed, options including and excluding medical equipment procured by vendor, purchase / finance options, and service / maintenance options. Computer equipment will be procured separately and provided to vendor for installation.

Term of Contract

An award under this RFP shall be made only if and when funding is procured by CHD through the fund development process, and any contract terms to any vendor selected through this process are subject to restrictions or requirements of the funder.

Proposal Requirements

It is the intent of CHD to express a minimum level of specification in this RFP to permit maximum flexibility to vendors in design options and creative solutions while still maintaining a required level of functionality and capability. It is expected that all proposals in response to this RFP shall address all of the required points below and also include suggested or recommend specifications for all other features appropriate to the vehicle not mentioned below:

1.	The vehicle may be any style suitable for the functions. The vehicle must have three exam rooms, at least one of which must be ADA compliant (wheelchair accessible). While we understand pull-out rooms can provide additional space they also can create serious problems if they stop working for any reason. We are open to the idea of one or more pull-out rooms if the reliability of the space is proven secure.
2.	The vehicle may be traveling to rural areas and may encounter intemperate weather and inclines.
3.	Vehicle must have one ADA-compliant restroom.
4.	Vehicle must have all wiring relating to all computer and medical equipment easily accessible for troubleshooting, repair or replacement.
5.	Exam rooms must be sound dampened to provide privacy.
6.	Vehicle must have two generators to provide electricity, one primary and one backup. When operating, generators must not vibrate the exam rooms.
7.	Exam rooms shall be equipped for standard general practice medical care and for general dentistry. Include options for a) all 3 rooms are combo medical / dental, b) two rooms are combo medical / dental and one is only medical, c) one room is combo medical / dental and two rooms are only medical. Include space and connectivity for all standard equipment.
8.	Exam rooms shall have telemedicine technology including a wall-mounted TV/monitor / camera, a rolling computer cart connected and other appropriate equipment.
9.	Laboratory and each exam room shall contain appropriate sink, faucet, paper towel dispenser, hand soap dispenser, glove box holder, sharps receptacle,
10.	Exam rooms shall have room overhead lights in addition to appropriate instrument and exam lighting units.
11.	Lab area shall contain a scale and a computer, and a locking refrigeration unit for samples and medications.
12.	Unit shall contain an intake / reception / administration desk with seating for at least two staff and two computers.
13.	For internet connectivity necessary for high-definition videoconferencing, the unit shall contain a 20-port secure router, an internet satellite dish and a hard-line connection option, and a locking computer server closet. Wireless internet will also be utilized on board the unit.
14.	Cabinetry shall be secure-close locking doors and drawers using heavy-duty hardware and commercial medical-grade machine-made cabinetry.
15.	To maximize workspace within the vehicle, we would like to have the option to utilize the exterior of the vehicle for education and waiting areas. An extra-large sunshade / rain awning shall be mounted to the entrance-side of the unit. Under the shade, mount a flat-screen TV / monitor with speakers to the exterior wall inside a protective compartment with a heavy-duty, locking sliding cover to hide and protect the monitor during travel. Include storage capacity for a minimum of 12 folding chairs. Enhance exterior lighting for waiting area, separate switching.
16.	Multimedia connectivity to all rooms in vehicle, permit individual room selection or multi-room selection and individual room volume controls. Source inputs shall include radio, cassette, TV (off air antenna), internet/computer, CD / DVD and shall also accept auxiliary inputs and have additional outputs available.
17.	The unit shall have a powered and adjustable leveling system.
18.	The unit shall have a water storage tank with medium to large capacity and hot water.
19.	The unit shall have all other features typical on a vehicle of this kind, including lighting, heating, mirrors, air conditioning, all mechanical requirements, electrical wiring, controls and instruments, fuel tanks, wheels, etc.
20.	The unit shall maximize storage space, including undercarriage storage for tents, sleeping bags, and other emergency supplies.
21.	The unit shall have all safety equipment appropriate to a vehicle of this size and type including fire extinguisher, locks, security alarm system, etc.

Submission of Proposal

All responses to this RFP shall be typewritten, not to exceed 50 pages (excluding other supporting materials). All proposals must include a timeline of production and delivery and firm bid based on the features proposed. It is understood that any modification of a submitted proposal would require a reevaluation of the cost.

Regarding pricing for medical equipment, please include two options, one in which you procure and install the medical equipment, and the second where we procure the equipment separately and you install it. Please propose the medical equipment that you believe to be appropriate for the services being offered. Computer equipment shall be procured independently and provided to you for installation, so please also include computer installation in your proposal.

All proposals must be received no later than 5:00pm on February 28, 2011. Send all proposals to:

Edward D. Ober, Field Operations Specialist
Development Unit
California Human Development Corporation
2730 Gateway Oaks Dr. Suite 200
Sacramento, CA 95833

Questions and Communication

Until January 31, 2011, we will accept questions about this RFP and all questions will be answered to the best of our ability. All questions and answers will be publicly maintained on our website at www.chdcorp.org/RFP/. After January 31, 2011, no further questions will be accepted.

Email: Ed.Ober@chdcorp.org

Phone: 916-371-8220 or 916-342-4333 during business hours

Evaluation Criteria

Proposals will be evaluated on their merits based on a combination of best responsiveness to the RFP, proposed features, quality, price, customer service, flexibility, creativity, financial options, design and planning process. Because fund procurement takes time, proposals that have extended validity (i.e. 8- 12 months) are preferred.

The top three proposals received and evaluated by our staff will be given an opportunity to make presentations to our executive committee.

Proposals will be ranked in order of preference, but highest ranking does not guarantee award of contract. Before any proposed award is made, vendors shall be vetted.

Award of Contract and Reservation of Rights

The purpose of this RFP is to start the process of collecting bids for the vehicle based on our vision of the program, not to immediately embark upon the production process. We are still in the planning process of this program and it is possible that elements of our program plan could change before we are completed. Therefore, it is possible that the proposal created under this RFP may not be the final leading to the production of the vehicle. It is likely that the proposals received from this RFP will result in the narrowing of the vendors from over 10 down to just two or three, and that after reviewing the proposals from this RFP a modified RFP may be released to the selected vendors.

The funding for this program and vehicle will be primarily through grants, and therefore the grantor(s) may have restrictions, limitations or other requirements pertaining to the procurement of this vehicle of which we are not yet aware and cannot be aware until such time as a grant offer is made. Therefore, this RFP and all proposals returned in response are subject to modification to include such requirements whenever they become known.

If grant funding for this program is not forthcoming, no contract shall be awarded under this RFP, and CHD is not obligated to enter any contract for service(s) with any vendor or submitter as a result of issuing this RFP or accepting your response hereto.