Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD RFQ # CS-23-02 "HOME HEALTHCARE SERVICES - PERSONAL CARE, HOMEMAKER & RESPITE SERVICES" TO THE FOLLOWING FOUR VENDORS (LISTED ALPHABETICALLY) WHICH WILL FORM A POOL TO BE USED ON AN AS-NEEDED BASIS FOR AN INITIAL TWO-YEAR PERIOD: ALL STAFF HEALTH SERVICES, INC., CSI CATALANO'S NURSES REGISTRY, INC., DOVINITI - J15:12, INC., AND TRINITY HEALTH CARE SERVICES, LLC.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, statement of work, instructions for offer and evaluation criteria. All requests for qualifications shall state the relative importance of the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states, "All sealed competitive solicitations as defined in §35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission Approval."
- Section 35.21(A)(1) states, “An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 18, 2023, the City Commission authorized the advertisement of RFQ # CS-23-02 "Home Healthcare Services - Personal Care, Homemaker & Respite Services", which was advertised on October 25, 2023.
2. The purpose of this solicitation was to create a new pool of State Licensed Home Health Agencies to provide Home Healthcare Services to residents 60 years of age and older. The Community Services Department receives funding from the Older Americans Act Title IIIB Grant, therefore, this solicitation followed federal procurement guidelines.
3. On November 21, 2023, the City opened five (5) proposals from the following vendors (listed alphabetically):
|
Vendor Name |
|
All Staff Health Services, Inc. |
|
CSI Catalano's Nurses Registry, Inc. |
|
Douglas Gardens Home Care, Inc. |
|
Doviniti J15:12, Inc. |
|
Trinity Health Care Services, LLC |
4. On January 16, 2024, the City convened an Evaluation Committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the RFQ documents and listed below:
- Experience and Capabilities (37.5 points)
- References Form (30 points)
- Firm's Understanding and Approach to the Work (30 points)
- Veteran Owned Small Business Preference (2.5 points)
5. At the January 16, 2024 meeting, a motion was made by the Evaluation Committee, which passed unanimously, to deem all five vendors as qualified and to recommend the City Commission to award RFQ # CS-23-03 "Home Healthcare Services - Personal Care, Homemaker & Respite Services" to All Staff Health Services, Inc., CSI Catalano's Nurses Registry, Inc., Douglas Gardens Home Care, Inc., Doviniti J15:12, Inc., and Trinity Health Care Services, LLC.
6. Douglas Gardens Home Care, Inc., did not agree with the terms presented in the Contractual Services Agreement and has elected not to execute the agreement. As a result, the Community Services Department has made the decision to proceed with the remaining four vendors that executed the agreement.
7. As stipulated in the solicitation, the Community Services Department will administer a rotation schedule which lists the contractors in alphabetical order and will be paying all contractors in the pool an hourly rate of $22 per staff member for performing the services outlined in the agreement.
8. The agreement is for a two year period, with two additional renewal options for two-year periods.
9. All Staff Health Services, Inc., CSI Catalano's Nurses Registry, Inc., and Doviniti J15:12, Inc. have completed the Equal Benefits Certification Form, and have all stated that the "Contractor currently complies with the requirements of this section." Trinity Health Care Services, LLC has also completed the Equal Benefits Certification Form, and has stated that the "Contractor does not comply with the conditions of this section because of the following allowable exemption: Contractor does not provide benefits to employees' spouses in traditional marriages."
10. Request City Commission to approve the findings and recommendation of the evaluation committee and to award RFQ # CS-23-03 "Home Healthcare Services - Personal Care, Homemaker & Respite Services" to the following four vendors (listed alphabetically) which will form a pool to be used on an as-needed basis for an initial two-year period: All Staff Health Services, Inc., CSI Catalano's Nurses Registry, Inc., Doviniti J15:12, Inc., and Trinity Health Care Services, LLC.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The Community Services Department receives an annual amount of $166,096 from the Older Americans Act Title IIIB Grant to cover the costs amongst all vendors in the pool.
b) Amount budgeted for this item in Account No: Funds will be available in account # 199-569-8005-534990-000-000-0000-00024.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.