The Community Clinic Association of Los Angeles County (CCALAC) is currently soliciting proposals from organizations to provide project assessment and process improvement technical assistance services to its member health centers in accordance to the Work Plan of the CCALAC Health Center Controlled Network (HCCN). CCALAC was awarded grant funding from the Health Resources and Services Administration (HRSA) HCCN competitive grant opportunity HRSA-19-011, and the technical assistance services will be an integral part of the CCALAC HCCN.
For more information, including service requirements and proposal submission process, please click here.
All proposals must be received at the CCALAC office by 5:00pm Pacific Time on Tuesday, October 22, 2019. Any proposals received after the due date and time will not be considered. Proposals are to be submitted to Raymond Ople by this deadline via email to email@example.com.
CCALAC reserves the right to reject any or all proposals, as well as to accept the proposal(s) which will be to the best advantage as determined at the sole discretion of CCALAC.
NOTE: CCALAC is NOT requesting direct electronic health record (EHR) technical assistance services in this RFP. Such services will be requested in a separate RFP which is forthcoming.
Request for Proposals (RFP) released on CCALAC.org website in PDF form
|October 1, 2019|
RFP questions due
October 9, 2019
RFP is due by email at/before 5PM Pacific Time
October 22, 2019
November 4, 2019
November 5, 2019 – November 30, 2019
|Contracted work begins||
December 1, 2019
Questions and Answers
The RFP states that the estimated TA hours per month range from 195 to 235 hours. What percentage of that time do you foresee being allocated to project management/admin versus actual TA delivery?
CCALAC expects that, of the 195 to 235 hours of estimated TA, approximately 4 to 5 percent of those hours will be allocated to project management/project administration.
Will consultants be required to submit regular timesheets to CCALAC?
CCALAC will require the consultants to submit timesheets documenting the hours worked at participating health centers; however, the consultants can submit timesheets using their own internal time-tracking reporting system (with CCALAC approval) in lieu of using a CCALAC-developed timesheet document.
Will consultants be paid at a flat monthly rate?
For the TA services CCALAC is requesting in this RFP, it intends to negotiate a milestone-based consultant agreement with the vendor it ultimately selects to provide project assessment and process improvement TA services.
The RFP states that a separate RFP will be forthcoming for direct EHR TA. How many different vendors does CCALAC expect to hire to carry out the entire scope of the HCCN work?
At this time, CCALAC expects to contract with at least two direct EHR TA vendors to cover services for health centers using the two most widely used EHR platforms in our HCCN (eClinicalWorks and NextGen). CCALAC may, at its discretion, decide to contract with other vendors that provide TA services for the other EHR and/or other health IT platforms currently used by HCCN participating health centers if it is determined to be feasible and of benefit to the CCALAC HCCN and its participating health centers.
Can the list of 47 health centers be shared?
The full listing of CCALAC HCCN participating health centers can be found here: https://bphc.hrsa.gov/program-opportunities/funding-opportunities/hccn/awards/ca
Will consultants be required to work on all objectives and sub-objectives with each health center, even if the health center is already meeting that objective? For example in Objective C3, if a health center already utilizes telehealth, can this sub-objective be “checked off”?
If, at any time during the project period, a HCCN participating health center meets or exceeds a project objective, the consultant will coordinate with the CCALAC HCCN project team to focus the remaining hours/resources to address other unmet objectives as appropriate. CCALAC will still require the consultant to continuously monitor and validate that the participating health center is meeting/exceeding these project objectives throughout the project period.
The RFP states that the contract term will begin December 1, 2019. Is it appropriate to expect that the first 1-2 months will be used for project planning and ramp-up rather than direct TA delivery?
December 2019 (and part of January 2020) will be used for project planning and ramp-up rather than direct TA delivery.
How will “competitiveness of organization’s hourly rate for technical assistance services” be evaluated? Will only the organization with the lowest hourly rate receive the full 20 points?
It is in the best interests of CCALAC and its HCCN participating health centers to get the most cost-effective hourly rate it can so it can most effectively use HCCN federal grant funding. Therefore, the proposal with the lowest hourly rate will receive the full 20 points. All other proposed rates will be scored proportionately.
Will a title page, table of contents, and appendices cover pages be included in the 15-page limit?
No. The title page, table of contents, and appendices will not count as part of the 15-page limit.
In section 2.2, page 10, the RFP states that “the vendor shall focus on conducting assessments within the following objective areas to determine the current state of each PHC which will then be used to develop informed work plans: Objectives A3, B1, C1-3. In Section 3.1, the RFP asks vendors to describe expertise supporting community health centers in ALL objectives in each goal listed in Section 2.1. Please confirm if vendors should respond to ALL objectives or just objectives A3, B1, C1-3 as outlined in Section 2.2, page 10.
Vendors submitting proposals should describe their experience and subject matter expertise on ALL objectives listed in Section 2.1., not just objectives A3, B1, and C1-3. CCALAC needs to understand vendors’ competencies regarding all HCCN objective areas, not just those of which they will conduct project assessments.
The RFP states that “the vendor shall focus on conducting assessments within the following objective areas to determine the current state of each PHC which will then be used to develop informed work plans: Objectives A3, B1, C1-3. In Section 3.2, the RFP asks vendors to describe their ability to fulfill ALL project activities and deliverables listed in Section 2.2. Please confirm if vendors should respond to ALL objectives or just objectives A3, B1, C1-3 as outlined in Section 2.2, page 10.
Vendors submitting proposals should describe their ability to support CCALAC and HCCN participating health centers and fulfill the Project Assessments for EACH listed Objective in Section 2.2., not just objectives A3, B1, and C1-3. CCALAC needs to understand vendors’ abilities to fulfill project activities/deliverables on all HCCN objective areas, not just those of which they will conduct project assessments.
Is there an expectation around remote vs. onsite work with the FQHCs? Is there flexibility to perform assessments in part or whole remotely?
Depending on the location of the vendor, CCALAC may provide flexibility for the vendor to perform the project assessments in part remotely. However, our preference is that the majority of the assessments (AND project activities) be done in-person at the health center clinic site locations.
As far as expected consulting time, the RFP reads “Please note that our estimated need of technical assistance service hours (to include project assessment, project management, and project administration time) ranges from 6000 to 7200 hours for the entire project term (December 1, 2019 to June 30, 2022) and 195 to 235 hours per month.” Is this saying that they anticipate the whole project will require up to 7,200 for hours overall for project management AND up to 235 hours per month for technical assistance OR are they saying they anticipate that the hours per month would add up to the total of 7200 hours for the whole project?
CCALAC’s stated need of 195 to 235 hours per month for project assessment/process improvement TA services would potentially add up to the total of 7,200 hours for the whole project period.
Please provide the names of other vendors submitting questions.
CCALAC cannot provide the names of any other vendors submitting questions regarding this RFP.
Could the same organization be chosen for both the clinic TA and EHR TA? If yes, will preference be given to organizations that can complete both parts?
The same organization could possibly be chosen for both the project assessment/process improvement TA and direct EHR TA (in a forthcoming RFP); however, CCALAC will give no preference to organizations that can complete both parts.
Are you expecting that the vendor would work with all clinic sites, or just at the group level, or at the network level with representatives from the groups?
For the project assessment/process improvement TA services, the vendor will be expected to work with all assigned CCALAC HCCN participating health center organizations and all of their clinic site locations. CCALAC will provide the vendor with a HCCN primary/secondary point of contact for each assigned health center.
Is there a plan to release any additional information on baseline status for the stated objectives, or are the assessments assumed to determine the baseline?
CCALAC will provide additional information on baseline status for the stated objectives to the vendor it ultimately selects to provide project assessment/process improvement TA services. The project assessments will validate the baseline information that CCALAC currently holds for its participating health centers.
Will CCALAC be introducing the chosen vendor to the health centers?
Yes. CCALAC will be introducing the chosen vendor to HCCN participating health centers.
Have you collected a baseline data on any of the numerators and denominators from the 47 participating health centers for the measures listed (understanding that not all measures are currently being collected)?
CCALAC has collected baseline data from the 47 participating health centers for the stated objectives and will share this date to the vendor it ultimately selects to provide project assessment/process improvement TA services. The project assessments will validate the baseline information that CCALAC currently holds for its participating health centers.
Are you open to an approach that also includes some learning collaboratives or group training for specific project areas?
The hours available suggest roughly 5hrs/month/health center. Is 5 hours per health center an expectation?
The 5 TA hours per health center per month is CCALAC’s current expectation of time required to provide project assessment/process improvement TA services for participating health centers. This is subject to change.
What are your expectations for on-site coaching support?
For the TA services requested in this RFP, on-site coaching support may include, but is not limited to, the following:
- Provide project management and coordination support to participating health centers so that they are on track and eventually meet HCCN objectives
- Connect participating health centers to available and appropriate resources and trainings to meet HCCN objectives
- Facilitate the implementation of health IT tools and interventions as appropriate to meet HCCN objectives
- Facilitate clinical and/or operational workflow redesign and implementation to meet HCCN objectives
- Provide coaching support and appropriate training(s) to participating health centers to meet HCCN objectives
Are you open to rate proposal that differs for on-site rate and off-site services?
No. CCALAC desires to keep rate proposals as simple as possible. As stated in the RFP, the hourly rate must be a standard, all-inclusive rate (i.e. no variable rates for different project personnel) and must cover any mileage, travel, and any other incidental expenses in performing the technical assistance services.
Page 4 of the RFP, Statement of Need, suggests CCALAC is seeking only one vendor. Is CCALAC looking for one vendor to provide all TA services or do you expect multiple vendors will be selected?
CCALAC prefers to work with one vendor to provide project assessment and process improvement TA services as requested in this RFP. However, depending on the proposals received, CCALAC may decide, at its discretion, that it is to the best interests of the HCCN and its participating health centers to select multiple vendors for the requested project assessment and process improvement TA services.
Is Manifest MedEx a qualifying HIE for Goal B activity if health centers have selected this solution?
If a HCCN participating health center has decided or will decide to connect to Manifest MedEx, then yes, it is a qualifying HIE in which the health center can meet the HCCN B1 and B2 objectives.
Based on our knowledge of Meaningful Use, we would expect efforts under B1 to derive from a completed SRA. Do you concur with this assumption?
For a HCCN participating health center to meet the B1 objective, it must have completed its annual HIPAA security risk assessment AND have implemented a breach mitigation and response plan based on their annual security risk assessment.