d nd f s l a tx b d t a t p s m - university health...

DATE: SEPTEMBER 18, 2015 UNIVERSITY HEALTH SYSTEM-BUSINESS CENTER PURCHASING DEPARTMENT-2ND FLOOR 355-2 SPENCER LANE SAN ANTONIO, TX 78201 SOLICITATION: RFP-215-09-033-LAB

BLOOD DONOR, THERAPEUTIC APHERESIS, AND THERAPEUTIC PHLEBOTOMY SERVICES MANAGEMENT

ADDENDUM NO. 1 RE: Pre-Submittal Conference Due: On or before October 16, 20154 at 2:00 PM CST NOTICE TO BIDDERS:

A. Receipt of this Addendum shall be acknowledged on the Bid Form. B. Bidders are required to sign this addendum acknowledging receipt and return a

copy by email. Corresponding email for this purpose is Michael Llanas, UHS Purchasing, Contract Specialist, at [email protected]

C. This Addendum is part of the RFP# 215-09-033-LAB documents for the above referenced project and shall be incorporated integrally therewith.

D. Each bidder shall make necessary adjustments and submit their proposal with full knowledge of all modifications: clarifications and supplemental data include therein.

Company Name: ________________________________________________________ __________________________________ _________________________________ Vendor Signature Date:

_______________________________________________________________________________

mailto:[email protected]

PRE-SUBMITTAL CONFERENCE

A pre-bid conference and a walk through will be held in the 3rd floor Rio Tower, Pathology Conference Room # E0316 at the University Hospital, located at 4502 Medical Drive, San Antonio, Texas on Tuesday, September 22, 2015, at 8:30 a.m. Parking is available in the visitor’s parking garage for a fee. This conference will be each Respondent’s opportunity to ask representatives of UHS questions and clarify provisions of the RFP if necessary. After the conference, prospective Respondents may submit written questions to the RFP until 2:00 pm. Central Time on September 25, 2015. UHS will not accept questions after that time. UHS is not obligated to respond to each question and only responses designated as formal Addenda to the RFP will be binding. However, if UHS decides to answer questions in writing, then UHS will post the responses to those questions and answers in the UHS website. Attendance is not required for the pre-response meeting in order to submit a response, however it is strongly encouraged.

End of Addendum 1

DATE: OCTOBER 2, 2015

UNIVERSITY HEALTH SYSTEM-BUSINESS CENTER

PURCHASING DEPARTMENT-2ND

FLOOR

355-2 SPENCER LANE

SAN ANTONIO, TX 78201

SOLICITATION: RFP-215-09-033-LAB

BLOOD DONOR, THERAPEUTIC APHERESIS, AND THERAPEUTIC

PHLEBOTOMY SERVICES MANAGEMENT

ADDENDUM NO. 2

RE: Questions and Answers

Due: On or before October 16, 2015 at 2:00 PM CST

NOTICE TO BIDDERS: The purpose of Addendum NO. 2 is to provide answers to the questions

that were on or before September 25, 2015 as instructed on RFP.

A. Receipt of this Addendum shall be acknowledged on the Bid Form.

B. Bidders are required to sign this addendum acknowledging receipt and return a

copy by email. Corresponding email for this purpose is Michael Llanas, UHS

Purchasing, Contract Specialist, at [email protected]

C. This Addendum is part of the RFP# 215-09-033-LAB documents for the above

referenced project and shall be incorporated integrally therewith.

D. Each bidder shall make necessary adjustments and submit their proposal with full knowledge

of all modifications: clarifications and supplemental data include therein.

Company Name: ________________________________________________________

__________________________________ _________________________________

Vendor Signature Date:

_______________________________________________________________________________


Questions and Answers

RFP-215-09-033-LAB

Number Question Response

1Do you use low-titer A liquid plasma and if not,

would you if there were cost savings?We currently do not collect low-titer A liquid plasma.

2Do you use accrodose pooled platelets and, if not,

would you if there were cost savings?

We currently do not collect accrodose pooled

platelets.

3If it were financially beneficial to do so would you

award separate contracts for the different services No

4

We cannot provide a Worker’s Compensation

Insurance Certificate since we are a non-subcriber

as allowable in the State of Texas. Is this status

acceptable for this RFP?

This is not required for the submission of proposal.

However please state that you will be able to

provided this if contract is awarded to your company.

Total RBC’s Transfused in 2014 – 15,277

Percentage Breakdown: Data not available.

6 AMEX BIP – who pays the associated fee? UHS does not pay any associated fees.

7 How would you define “sell back”Products collected at UHS on behalf of UHS that are

sold back to UHS at a cost.

9

What is your expectation of a management

company? (What does each party provide and may

other pertinent detail?)

We would like the vendor to manage the staff for the

donor room, supplies and operations.

2014

RBC – 6,405

FFP – 6,776

Single Donor Platelet – 1,257

2014:00:00

RBC-15,277

Single Donor and Irradiated Single Donor Platelets –

2,521

Cryo – 1,403

Thawed plasma – 6,736

Whole Blood Platelets – 215

12Will the party who is rewarded this contract be

required to continue using DonorLogix? If so, for No

13Are blood products currently carried on Airlife

medical transport vehicles?Yes

14

If a regulatory agency makes changes to current

regulatory requirements and those changes cause

increase in the costs for vendor to meet those

requirements, would UHS be willing to review fees

associated with that part of the contract?

Negotiable

15

Please clarify if this language means that once the

vendor is selected that the contract must fully

negotiated, executed and signed by both parties

within 30 days and is there any leeway with this

timeframe?

There is leeway with this time frame.

16Is a stage implementation of a fully executed

contract acceptable?This is negotiable.

How many RBC’s do you transfuse annually and

what is the percentage breakdown by blood type.

How many blood products, by product type, does

University Health System collect annually?

The RFP states that University Health transfuses

approximately 25,000 blood products annually.

How is that 25,000 products broken down by

product type (RBC, platelet, FFP, Cryo, etc)

10

5

11


RFP-215-09-033-LAB


17Please provide an example of transitional period

clausePage 8 of 21, B # 13 is the Transitional Period Clause.

18Please provide an example of system contract

terms sheetNot available.

20 Explain expectation for “regular utilization data”Monthly activity reports (Monthly reports of data

reflecting work done on UHS’s behalf by the vendor)

21

DonorLogix partnership for telerecruitment – Is a

contract in place and if so, what are the terms and

the length of contract and is it possible to use the

vendors’ telerecruitment process instead of

DonorLogix

There is a contract in place which expires on

12/31/15. No

22

It states the Health System may select more than

one vendor but one page 16 Selection A, it states

the award will not be split among multiple vendors.

Clarification please.

Page 16, Section A is striked fromt this RFP. For this

RFP, award will not be split among multiple vendors.

2014:00:00

RBC: 6,405

FFP: 6,779

Single Donor Platelets: 1,257

Total donors: 50,060

2014 Registered donors: 3,030

25

What metrics do you use to evaluate the success of

Donor Logix and would you please provide the

most recent YTD results?

Number of Donors Recruited and the increase in

donors recruited. Because this is a 3rd

party vendor,

we can not share YTD data.

26Please provide insight on UHS interpretation of co-

branding.

The donor room will continue to maintain a UHS

presence and face to the community. However,

management and ownership will belong to the

vendor.

2015:00:00

Single Donor Platelets – 661

RBC – 3,916

FFP – 4,075

28Is the 200 mile requirement door to door from the

blood center HQ to UHS

The vendor should have a facility within a 200 mile

radius

31 Please clarify what is meant by sell-backProducts collected at UHS on behalf of UHS that are

sold back to UHS at a cost.

32

Will UHS provide all medical oversight of

therapeutic apheresis and therapeutic phlebotomy

collections?

Yes

33Please clarify what the word “delivery” is referring

to….what is being delivered?Delivery of services – to donors and patients

34If a presentation is scheduled, will the final decision

makers be present at that time?Yes

Scope of Work: Of the 25,000 blood products

transfused, how many of each type are collected

and manufactured by UHS?

How many donors make up the UHS pool of

donors?

Please provide metrics that show YTD production

rates?27

24

23


RFP-215-09-033-LAB


35

After one year, what would a successful partnership

look like and what metrics will be used to monitor

activity toward success?

That would depend on the proposal accepted –

negotiable.

36

What is the decision making time line and based on

the timeline, is the implementation date negotiable

based on when the decision is made?

Decision wil be made as soon as possible. Timeline

depends on factors not known at this time. i.e,

number of proposals, quality of proposals, etc.

37

What metrics are currently used to evaluate the

performance of the donor room, mobile blood

drives, manufacturing and the donor staff, and may

we have the recent reports?

Number of Donors, Number of Components,

Apheresis Split Rate – we can not provide recent

reports as these reports are internal quality

documents.

38Are there same staff to collect and manufacture

components? Yes

39

What quality reports are in place for deviations

such as QIR’s/CAPA, product waste, and may we

have examples of them?

Data internal and not available.

40Is any part of the donor qualifications process

automated, and if so, please describe?Not currently – will be with SCC

41How many unique donors make-up the UHS donor

base?50,050

42What are the demographics of the current donor

base such as age groups, gender and blood type?Data not available.

44% - whole blood donations donor room

56%- whole blood donations on mobile drives

2014:00:00

13-Jan

14-Feb

12-Mar

13-Apr

12-May

8-Jun

10-Jul

7-Aug

14-Sep

9-Oct

10-Nov

9-Dec

2014- 915 apheresis donations

Apheresis products collected:

SDP - 1257

FFP – 557

RBC – 68

What percentage of whole blood collections occur

in the donor room and on mobile?

By month, how many mobile drives are conducted

each month

What type and how many of automated collections

are performed in the donor room?45

44

43


RFP-215-09-033-LAB


46How many whole blood donations are collected

annually?2014- 6,607

47 How often does your WB donor give annually? 6 times per year

48How many platelet donors are collected annually

and what is the average split rate?2014 – 915 donations average split rate 49% (SDP)

49How often does your average platelet donor give

platelets?Once every 4 weeks

50 Are concurrent products collected on automation?All components are collected on apheresis

instruments

51Is the cost per unit collected (CPUC) monitored and

if so, will you provide that information?Yes – we will not provide that data

52

Would you be willing to share cost data for the

donor room, such as employee cost and donor

incentive cost?

Donor Incentive cost per donation - $28.61 (this

includes PTO incentive)

54What is the average cost per donor for your donor

incentive plan?$28.61 (this includes PTO incentive)

55Do you have required hours/days of operations for

you donor room?No

56

What type of equipment do you own or lease for

your donor room, mobile collections, and

therapeutic apheresis as well as the age of the

equipment?

Attached

57How many of your donors have been tested for the

HLA antibody?None

58 Do you have a rare donor program? No

59

What are the current staffing levels/number of

FTE’s for donor room/mobiles and therapeutic

apheresis and do they have any roles or

responsibilities outside of the donor room or

therapeutic apheresis?

9 FTEs – no outside roles

60What type of components do you produce from

whole blood collections>Leuk. Reduced Red Blood Cells and FFP

2014 data:

i. Therapeutic plasma exchange - 323

ii.RBC exchange - 1

iii.Leukocyte reduction - 2

iv.Platelet reduction – 0

63Is it possible to get copies of current SOP’s for

therapeutic apheresis?Not at this time

64Do you expect blood collected at UHS to be

transfused at UHS?Yes

How many therapeutic apheresis collections and

what type of collections are performed annually?

How many physicians oversee therapeutic

apheresis collections?

2 Attending physicians and 1 Resident rotating every

6 weeks62

61


RFP-215-09-033-LAB


65How are medical residents used to support the

donor room and therapeutics?

Fully support therapeutic apheresis and are present

for procedures. Used as resource in donor room for

donor safety/eligibility questions.

66Will UHS continue to provide donor incentives to

their employees at their own costs?Negotiable

67

Current UHS collection staff become blood center

employees or remain UHS employees managed by

blood center?

UHS employees remain – Negotiable

69

For Board approval – what is the approval criteria

for board voting to approve RFP? Is 100% approval

required or 51% approval required?

A majority vote is required for approval.

70Who will be providing medical oversight over the

therapeutic apheresis service?UHS/UTHSCSA

71

Therapeutic Apheresis: Is a blood center MD

required to be onsite for the duration of the

therapeutic apheresis procedure?

With current staff (Laboratory Technologists), yes

Therapeutic Apheresis:

Is an LVN or RN preferred for the administration of

therapeutic apheresis?

Therapeutic Apheresis:

If medical oversight is with the UHS pathology staff,

will they also be managing the nurses?

Therapeutic apheresis:

Regarding billing, will this be a fee for service or will

we be required to bill insurance?

Therapeutic phlebotomies: 2014: 282 phlebotomies

Average 23 per month

2015 increased to 35 average per month

76 Therapeutic phlebotomies:

77Who provides medical oversight for therapeutic

phlebotomies?

Yes, $15 credit for each replacement donation

Approximately 80 per year

79 What % of collections is from whole blood? 88%

80 What % of collections is from automation? 12%

Mon-Wed 8:30-7:00pm

Thurs-Fri 7:00-5:00pm

Saturday 8am-12pm

Negotiable

Will the current donor room and lab space be

rented to the blood center or will the current donor Negotiable

Regulatory guidelines for performance of therapeutic

apheresis should be followed

They will provide medical oversight.

UHS/UTHSCSA

Donor gifts – does UHS have a patient replacement

program? If so, what are the program details?

What hours and days of the week is the fixed site

open?

How many phlebotomies are performed a year?75

74

73

72

68

81

78


RFP-215-09-033-LAB


82What % of fixed site collections is from walk in

donors?Approx. 30%

83 How many mobiles drives per week? 4-Feb

18 mobile locations with drives 6 times per year

2 large with average donations 118

7 medium with average donations 20-44

9 small with average donations 10-19

2014

WB RBC – 6,337

ApherRBC – 68

WB FFP – 6,219

Apher FFP - 557

Single Donor Platelet – 1,257

What is the average drive size (# of procedures) of

each mobile event?

What are annual volumes for self-collected units:

RBC? SDP? Cryo? Cryo Pools? WB FFP? Apheresis

FFP equivalents? Rec plasma <24 hours (units)?

Rec plasma >24 hours (units)?

85

84


RFP-215-09-033-LAB


2014:00:00

RBC-15,277

Single Donor and Irradiated Single Donor Platelets –

2,521

Cryo – 1,403

Thawed plasma – 6,736

Whole Blood Platelets – 215

87What types of research products are needed? How

many units of each?

Donor Room does not currently collect research

products

2014-

60 RBC loss due to positive testing

4 Single donor platelet loss due to positive testing

89 What is RBC and SDP outdates (# of units)?

Data not available – this question pertains to

transfusion department; not pertaining to donor

services

90What is the expiration date of contract for blood

product purchases (with community blood center)?



services

91

Are there standing orders or volume commitment

requirements for purchases with community blood

center? If so, what are they?



services

92

If able to increase self-collection volumes, how will

that (what is) impact contract with community

blood center?



services

93Does local community blood center purchase

excess product?No excess product from Donor Services.

94Using the formula INSERT HERE what is the current

cost per unit collected?Can not share this information

Total donors: 50,060

2014 Registered donors: 3,030

96How far out have commitments for mobile

collections been made with community partners?Scheduled through December 2015.

97 What is the sq ft of the manufacturing area? 750 sq feet

98 What technology is used for xxxx? Clarify XXX?

100What BECS (vendor and version) do you currently

use?

Cerner Classic 8.0.2 – Converting to SoftDonor on

November 7th

6 for Donor/Apheresis/Therapeutic Phlebotomy

2 recliners for Therapeutic Apheresis

What are the annual volumes transfused: RBC?

SDP? Cryo? Cryo Pools? WB FFP? Apheresis FFP

equivalents? Rec plasma <24 hours (units)? Rec

plasma >24 hours (units)?

What are RBC and SDP testing losses (# of units)?

What is the current size of your donor base? (total

registered donors)

What is the sq. ft. of the donor fixed site location? 1665 sq feet

How many beds in fixed site location?

95

88

86

102

101


RFP-215-09-033-LAB


103 What is the age of mobile coaches?No coaches. Donor van 8 years old used to carry

equipment to mobile site.

104 How many beds on each donor mobile coach? N/A

2014 Total Blood Components collected: 14,438

2014 Blood Components projected: 14,700

4 Collection staff

1 Manufacturing Staff

2 Operations/administrative

2 Therapeutic Apheresis/Component processing

107 Is staff dedicated to fixed or mobile collections? Cross trained for both.

1 manufacturing staff – HS diploma with clinical lab

experience

2 Component processing – MLS/MLT ASCP

certification

109 What are the total/net procedures per FTE? Data not available

110 What are the total RBC+SDP products per FTE? Data not available

111 What is % of staff turnover? 0% in 2014

112What services does Donor Logix perform for you?

Telerecruitment? Document Review?Telerecruitment

113What is the effective term of your contract with

Donor Logix?31-Dec-15

114What % donor base growth has Donor Logix

achieved during contract term?Data not available

115What are the donor base growth goals for Donor

Logix?Data not available

116 What is the effective term of your plasma contract? No contract.

117Are there annual volume requirements for your

plasma contract? If so, what are the requirements?N/A

118 Who currently performs donor testing? Qualtex Laboratories

119What is the effective term of donor testing

contract?

120Are there volume commitments in donor testing

contract? If so, what are the requirements?

121

What contractual commitments exist (vendor and

effective dates) for purchases of blood collection

supplies? (bags, kits, snack, etc.)? What are the

volume commitments?

We have a contract in place for Blood Bags. Effective

date is through November 1, 2015. 480 cases

annually.

Qualtex Contract term is from 10/1/2014 through

9/30/2017. Volume commmitments are not

available.

What is the net annual/YTD cells collected vs. net

annual/YTD cells forecast?

What are total FTE’s for: collection staff?

Manufacturing staff? Operations/administrative

staff? Other staff?

What are credentials of staff in

manufacturing/component lab?108

106

105


RFP-215-09-033-LAB


122What type of (if any) automation is used in the

collection of blood and blood products?

Trima Accel collection instruments used for apheresis

products. Hemoflow 400 instruments used for WB

collection.

SDP

Apheresis FFP

Apheresis RBC

LR RBC (WB)

FFP (WB)

Recovered plasma (WB)

Autologous WB

124

Do you require/manufacture boutique products, if

so what volume? Washed RBC, volume reduced

platelets, CPDA-1, pediatric transfusable plasma,

aliquot RBC, HLA products, antigen screened RBC

Data not available – products purchased from blood

supplier

125What (if any) immune hematology reference

testing is performed?None from Donor Services

126What technology is used to perform hematology

testing?Sysmex XE 5000

127 What technology is used for bacterial detection? BD BACTEC

128Do you perform irradiation, if yes what type of

technology do you use?Not in Donor Services

129 Do you perform your own product Quality Control?Residual WBC for WB and Apheresis QC is performed

by Qualtex laboratories. All other performed at UH.

130What is your expectation in regards to staff/MD?

Do they work for BSI or for UHS?

UHS Staff negotiable. MD serves provided by

UTHSC/UHS

Donor Staff:

(1) Lead Technologist

(1) Donor Coordinator

(5) Technicians

(2) Technologists

Of these positions, Job Duties include:

(4) Collection staff

(1) Manufacturing Staff

(2) Operations/administrative

(2) Therapeutic Apheresis/Component processing

Support Services

Hospital Quality/Risk Management

Hospital Administration

Pathology Administration

UT Medical Directors/Pathologists

What products do you currently manufacture?

SDP, WB derived platelets, recovered plasma,

transfusable plasma (FP24, plasma from

automation?), double RBC, WB, LR or non-LR RBC,

cryo pooled cryo etc

Structure: Please provide a detailed org chart that

includes a) the staff involved in each component of

services that are part of the RFP (donor center,

manufacturing, THAP, etc) and the current support

services, such as quality or hospital risk

management, that support them (eg where do

PDI's go). What are the specific functions of each

staff or position identified?

131

123


RFP-215-09-033-LAB


132

Data: What kind of data do you currently measure

for the services lines involved in the RFP?

Howoften do you measure and review them? Who

do you report them to (including hospital and

administrative committees and leadership)? Will

that kind of data be readily available in a

transparent format for ongoing operations to the

successful bidder? What type of data do you

expect to come from the successful bidder?

Internal quality data – not able to provide

133

Do we have permission to partner/seek

subcontractors for therapeutic apheris and/or

therapeutic phlebotomy services?

negotiable


RFP-215-09-033-LAB


What type of apheresis procedures? What is the

average number of procedures per year (for each)?2014 data:

i. Therapeutic plasma exchange i. Therapeutic plasma exchange - 323

ii. RBC exchange ii.RBC exchange - 1

iii. Leukocyte reduction iii.Leukocyte reduction - 2

iv. LDL apheresis iv.LDL apheresis – Do not perform

v. Platelet reduction v.Platelet reduction - 0

vi. MNC collection vi.MNC collection – Do not perform

vii. PBSC collection vii.PBSC collection – Do not perform

TPE increase:

Average per month 2014 – 23

Average per month 2015 – 35

135

Are therapeutic apheresis or therapeutic

phlebotomy procedures all in patient? Outpatient?

Or a mix of both?

Mix of both.

136What is the role of the blood center physician

overseeing the program?Medical oversight. Donor/Patient safety.

137Are the patients managed by ordering physician

and the nurses are just there to do the procedure?

Procedures performed by MLS staff. Physician must

be present for entire procedure.

138What is the estimated number of stat orders for

procedures?1 per month.

139Who triages requests when the service is

overloaded?Medical staff.

140 What are the credentials of staff working on the Technologists – MLS/MLT ASCP certification

141How many nurses/staff are working now? How

many full time? Part time?2 Therapeutic Apheresis FT technologists

142Is the staff salaried or hourly employee and

estimate of overtime if hourly?Hourly Overtime 1%

134




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ADDENDUM NO. 3

RE: Due date has been extended to 10/23/2015


NOTICE TO BIDDERS: The purpose of Addendum NO. 3 is to extend the due date for bids/offers

to October 23, 2015.









Company Name: ________________________________________________________

__________________________________ _________________________________


_______________________________________________________________________________





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ADDENDUM NO. 4



NOTICE TO BIDDERS: The purpose of Addendum NO. 4 is to provide the balance of the

questions/answers and information requested on or before September 25, 2015.









Company Name: ________________________________________________________

__________________________________ _________________________________


_______________________________________________________________________________


Questions and Answers RFP-215-09-033-LAB

Number Question Response1 What is your definition of " non-stck" items? N/A2 Explain acess to non-stock items N/A

3Will UHS provide Marketing budget for co-branding?

No

4Under Organization, it states" What are your statistics".Please clarify what statistics you are requiring to review?

How many donors collected in a month( by product type)? What areas are they collected in? Donor Criteria?

6Please provide a schematic of manufacturing/component lab.

Attached

AttachedWhat is your Donor incentive plan?5




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ADDENDUM NO. 5


Due: On or before November 6, 2015 at 2:00 PM CST

NOTICE TO BIDDERS: The purpose of Addendum NO. 5 is to extend the date for bids/offers to

November 6, 2015.









Company Name: ________________________________________________________

__________________________________ _________________________________


_______________________________________________________________________________


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