August 22, 2018
REQUEST FOR PROPOSAL
Architectural Services for Design of a Permanent Hospital Pharmacy within existing ‘I-Space’
Due: August 31, 2018 5P PST
Table of Contents
Section 1- Introduction
Section 2- RFP Procedures
Section 3- Purpose of the RFP
Section 4- Specifications/Scope of Work
Section 5- Mandatory Requirements
Northern Inyo Healthcare District is requesting proposals from qualified firms or individuals for Architectural Services in designing a new pharmacy capable of compounding. This new pharmacy is to be located within existing ‘I-space’.
Proposers may deliver their proposals in the following ways:
- Hard-copy proposals can be addressed and delivered to: Kevin S. Flanigan, MD MBA, Administration Office, Northern Inyo Healthcare District, 150 Pioneer Lane, Bishop, CA 93514. If you will be submitting hard copies, please include two copies, with any Proprietary Information in a separate envelope. Proposals can also be delivered in person to the same address. (The Administration Building is generally open Monday-Friday, 0800-1600 and can be accessed via Door #5.)
- Proposals may be sent as one PDF file, with the exception of any Proprietary Information, which should be sent as a separate PDF file. Electronic submissions may be sent to: (redacted).
- Proposals must be received on or before August 31, 2018 5P PST at which time a representative of the Executive Team will announce publicly the names of those firms or individuals submitting proposals. No proposals will be accepted after this time. No other public disclosure will be made until after award of the contract.
- Proposers should not assume that proposals have been received until an Acknowledgement of Request For Proposal receipt is provided by NIHD.
Northern Inyo Healthcare District’s Overnight Delivery (FedEx, Airborne, and UPS) address is:
Kevin S. Flanigan, MD MBA
Northern Inyo Healthcare District
150 Pioneer Lane
Bishop, CA 93514
NORTHERN INYO HEALTHCARE DISTRICT
Kevin S. Flanigan, MD MBA,
Section 2 – RFP Procedures
Respondents will carefully examine all documents included in this Request for Proposal (RFP) and shall make a written request for interpretation or correction of any ambiguity, inconsistency, or error herein. Any interpretation or correction will be issued as an Addendum and be posted on the website, www.nih.org. Only a written interpretation or correction by Addendum shall be binding. Respondents are cautioned against relying upon any interpretation or correction given by any other method.
Proposers may withdraw their proposals by notifying the District in writing at any time prior to the proposal response time deadline. Proposers may withdraw their proposals in person or through an authorized representative. Proposals, once opened (hard copy or email), become property of the District and will not be returned to the Proposers
Proposers should be aware that proposals will become public records when in judgment of the District, the Public Records Act, requires disclosure. Proposers must invoke, in writing, the exemptions to disclosure provided by law in their response to the RFP by providing a specific statutory authority for claimed exemptions, identifying the data or other materials to be protected, and stating the reasons why such exclusion from public disclosure is necessary.
Proposals will be made available for public inspection at the time the District posts notice of its decision or intended decision concerning contract awards.
Any resulting contract award may be reviewed by any person after the contract has been executed by the District. The District has the right to use any and all information/material submitted in response to this Request for Proposals and/or resulting contract from it. Disqualification of a Respondent does not eliminate this right.
Public Records Act
All material submitted regarding this RFP becomes the property of the District. Proposers should take special note of this as it relates to any proprietary information that might be included in their offer. Any resulting contract may be reviewed by any person after the contract has been executed by the District. The District has the right to use any or all information/material submitted in response to this RFP process and/or any resulting contract from the same. Disqualification of a proposal does not eliminate this right.
The District may delay or modify scheduled event dates if it is to the advantage of the District to do so. The District will notify Proposers of all changes in scheduled due dates by posting any changes by addenda on the website.
If revisions or clarifications to the RFP become necessary, the District will provide written addenda posted on the District website, at www.nih.org.
It is the responsibility of Proposers to closely monitor postings on the District’s website. A listing acknowledging any and all posted addenda must accompany your proposal. In the event this listing is not with your proposal, it will be assumed that the respondent is aware of any and all addenda.
The District will not issue addenda less than five (5) days prior to the scheduled deadline date and time for receiving proposals, unless said date is to be postponed.
Oral Presentations and/or Interviews
At its sole discretion, the District may invite short-listed respondents to conduct oral presentations or interviews. Presentations or interviews provide an opportunity for Proposers to clarify their proposals for the District. The District will schedule any such presentations or interviews.
Acceptance or Rejection of Proposals
The District reserves the right to reject any and all proposals when (1) such rejection is in the best interest of the District; or (2) the proposal contains any irregularities; provided, however, that the District reserves the right to waive any minor irregularities and to accept the proposal determined most responsive and responsible and best meeting its needs. The right to accept or reject proposals is completely within the District Board and management’s discretion regardless of the scoring or competitive details of the proposals. The District reserves the right to select one or more Proposers to proceed to negotiate terms of a contract and to continue to choose to negotiate with any one or more Proposers until such time as the District awards a final contract.
The District also reserves the right to cancel this RFP at any time and/or to solicit and re-advertise for other proposals. This RFP does not commit the District to award a contract or contracts.
Communication & Lobbying Restrictions
From the time the District posts this RFP, until it awards a contract to a successful Proposer, any Proposer (or any of its representatives or agents) is prohibited from any communication about this proposal with the Hospital’s Executives, Staff, District Board of Directors and/or any agents thereof. No department or office at the District has the authority to solicit or receive official proposals other than the Issuing Executive. All solicitation is performed under direct supervision of the Issuing Executive. This does not apply to oral presentations before evaluation/selection teams, contract negotiations or public presentations made to the Hospital during any duly noticed public meeting. Violation of these provisions shall render any RFP proposal or RFP award to the violator void.
Neither the District nor its representatives shall be liable for any expenses incurred in connection with the preparation, submission or presentation of a response to this RFP.
Conflicts of Interest
All Proposers must disclose with their proposal the name of any officer, director, or agent who is an elected official, appointed official, independent contractor or an employee of Northern Inyo Healthcare District and/or Northern Inyo Hospital. Further, all Proposers must disclose the name of any elected official, appointed official, independent contractor or employee of the Hospital or the District who owns directly or indirectly, any interest in the Proposer’s firm or any of its branches.
By submitting and signing a proposal response, the Proposer certifies that their offer is made without prior understanding, agreement, or connection with any corporation, firm or person submitting an offer for the same materials, services, supplies or equipment and is in all respects fair and without collusion or fraud. No premiums, rebates or gratuities are permitted, either with, prior to or after any delivery of material or provision of services. Any violation of this provision may result in contract cancellation, return of materials of discontinuation of services and possible removal from the District’s Vendor/Bid List(s).
Firms submitting proposals may subcontract portions of the engagement to other firms. If this is to be done, that fact, and the name of the proposed subcontracting firms, must be clearly identified in the proposal. However, following award of the contract, no additional subcontracting or changes in subcontractors will be allowed without express prior written consent of the District. No compromise to insurance requirement shall be made for under insured vendors.
Licenses and Permitting
Proposers, both corporate and individuals must be fully licensed and certified for the type of work to be performed in the State of California or Inyo County at the time of submittal of their response to this solicitation. Should the Respondent not be fully licensed and certified, its proposal shall be rejected.
Section 3-Purpose of the RFP
NIHD is seeking proposals to provide Architectural Service that is able to deliver cost-effective, high quality service. The final product produced by the selected firm or individual will result in state approval (OSHPD, CDPH & BOP) of design, construction and use approval of a new pharmacy.
NIHD is located in Bishop, California, a town in between two majestic mountain ranges, the Sierra Nevada mountains to the West and the White Mountains to the East. There are many outdoor recreation opportunities and world-renown scenery.
NIHD is a 25-bed, critical access, not-for-profit hospital, with 16 Medical-Surgical beds, 4 Intensive Care Unit beds and 5 Perinatal beds that has been providing healthcare in the Eastern Sierra region since 1946 and currently serves a Primary Service Area population of approximately 13,936 people. (ESRI, 2015). There are also three state-of-the-art surgical theatres, a large, modern Emergency Department and an Infusion Center.
There are approximately 1000 admissions per year; with 83% admitted through the ED. Our average inpatient daily census is approximately 10.3 with an average length of stay of about 2.98 days (2016 FY YTD). Patients receiving outpatient infusions range from 10-18 per day. In patients receive any combination of oral and IV medications including parenteral nutrition.
NIHD is the only acute care hospital for 150 miles that is accredited by The Joint Commission. This accreditation recognizes our healthcare quality improvement and risk management orientation. Staff from across the organization work together to develop and implement approaches that have the potential to improve care for the patients in our community.
Improving our communities, one life at a time. One Team. One Goal. Your Health.
Northern Inyo Healthcare District will be known throughout the Eastern Sierra Region for providing high quality, comprehensive care in the most patient friendly way, both locally and in coordination with trusted regional partners.
The Service offerings noted above make onsite compounding of pharmaceuticals a necessary part of daily operations. New regulations have created a need for a new compounding room to be built. For this to occur the current pharmacy and all staff will need to be relocated within the existing building.
The expectation for a successful bidder in regards to the District Mission, Vision and Values are two-fold. First the successful bidder will embrace and adhere to these District defined qualities and second the ability of staff to abide by and achieve these qualities will be integral parts of the design.
Term of Contract
The Proposer will select from the following term options:
The District has received a waiver for its current pharmacy through December 2019. The successful bidder understands that this project including design, state approval and construction will be completed by the end of December 2019.
Section 4-Specifications/Scope of Work
It is the sole responsibility of the Proposer to read and understand the requirements and specifications herein, as well as the Mandatory Requirements in Section 5.
In this RFP, NIHD seeks the submission of proposal to provide services from any and all interested and qualified proposers. NIHD seeks, by way of this RFP, to obtain the services described in the Services section above, in a manner that maximizes the quality of services while also maximizing the value to the patients of NIHD.
Proposers must be able to show that they are capable of performing the services requested. Such evidence includes, but is not limited to, the respondent’s demonstrated competency and experience in delivering services of a similar scope and type and local availability of the proposer’s personnel and equipment resources.
The proposer’s proposal (cost projections should include architectural firm/individual costs only) should address the following:
- Decommissioning of SPC-1 Building
- Construction phase began June 2018. Will oversight and responsibility of ongoing and future work be an issue and if so what solutions (and costs) are you proposing?
- Modular Clean Room
- To date NIHD has been working with the intent of having a temporary Modular Clean Room for pharmaceutical compounding. Current projections for cost are in excess of $300,000. Please describe a presentation that can be made to the state (OSHPD, CDPH & BOP) for by-passing this phase and remaining under the current BOP waiver until the final permanent pharmacy can be completed in December 2019.
- Achieve SPC-1 rating of current SPC-1 building including corridor adjacent to location for new pharmacy
- Submit analysis and projected design costs for this project. Submission must include a timeline that has project completion by December 2019. (NB construction is already begun but progress has halted pending the results of this RFP)
- Remodel existing I-space (old ICU) to be utilized as new compliant pharmacy (must be compliant with OSHPD, CDPH & BOP regulations)
- Project costs and timeline for design, construction and occupancy of new pharmacy meeting all existing regulations (state and federal) for inpatient, outpatient and compounding functions. Section 5-Mandatory Requirements The successful Proposer will agree to the following: Special Provisions
- Compliance with Laws/Permits/Licenses
Successful proposer shall give all notices and comply with all federal, state and municipal laws, ordinances, rules, statutes, regulations, code and orders of any public authority bearing on the performance of the contract including, but not limited to, the laws referred to in this RFP. Upon request, Proposer shall furnish copies of any licenses or permits required to comply with these laws, orders, ordinances, rules, statutes, regulations and codes, not currently maintained by the District. The successful Proposer shall be responsible for obtaining all necessary permits and licenses required for performance under any contract results from this RFP for which the District is not currently responsible.
- Insurance and Liability
- Within ten (10) days following the District Board’s decision to award a contract to Proposer, such successful proposer shall provide Certificates of Insurance evidencing the required coverage. Throughout the term of the contract, successful Proposer shall submit original Certificates of Insurance reflecting the coverage herein.
- The District shall be named as an additional named insured party and a waiver of subrogation in favor of the District shall be issued on all policies of insurance, as its interest may appear as stated previously. The District shall be provided with 30 days advance written notice prior to any termination, cancellation or material change to said insurance policies. August 22, 2018 KSF