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University of Wisconsin - Madison



ISSUE DATE: 02/06/15
DUE DATE: 02/17/15 2:00 PM CST

AGENT: Janet Bresnahan
Questions regarding this proposal see Section 2.6
For Submittal Instructions & Proposal Response Format – see Sections 2.2 and 2.3.

Proposal prices and terms shall be firm for sixty (60) days from the date of proposal opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.
If NO BID (check here) and return.


Amendment #1 issued to provide answers to questions received from proposers.
If this amendment is not signed and returned, your proposal may be disqualified.
All other terms and conditions remain the same. Please revise and submit your proposal accordingly.

In signing this proposal, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services proposal document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above stated statement is accurate under penalty of perjury. I certify that the information I have provided in this proposal is true and I understand that any false, misleading or missing information may disqualify the proposal.
By submitting a proposal, the proposer certifies that no relationship exists between the proposer and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such proposer and another person or firm that constitutes a Conflict of Interest. Further, proposer certifies that no employee of the University whose duties relate to this request for proposal assisted the proposer in preparing the proposal in any way other than in his or her official capacity and scope of employment.
The Proposer certifies by submission of the proposal that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.













Q1: Has the University put this proposal out for solicitation in the past? Is there an incumbent for this work and if so, how many Field Interviewers and Phlebotomists are currently working on this project? What is the current incumbent’s pricing?
A1: A proposal has not been issued previously for this project or department. There is no incumbent staffing agency and no incumbent pricing. In 2014 staff were hired as limited term or project employees through the University. In 2014 10 field interviewers and 2 phlebotomists were hired.

Q2: How many Field Survey Interviewers, Team Leads & Phlebotomists are you looking to hire for this project? What areas of the state would these employees be covering and what do you foresee the need being in those areas for CAPI, Team Leads, and Phlebotomists? 
A2: In 2015 we expect to hire 8 field interviewers, 4 team leads, and up to 4 phlebotomists in 4 different counties (Milwaukee, Ozaukee, LaCrosse, and Polk). 2 interviewers, 1 team lead, and 1 phlebotomist for each county. These numbers do not include potential ancillary study needs that could be added on in the future.

Q3: In the past SHOW has selected 10 random counties to visit within the state of Wisconsin, however in the RFP on page 1/42, you mention that some interviewers and phlebotomists may be outside the state. Can you specify the geographic areas to be targeted for 2015?
A3: 2015 counties planned are Milwaukee, Ozaukee, LaCrosse and Polk. In counties such as LaCrosse and Polk it is expected there may be some candidates from neighboring states (Minnesota). At this time there are no plans to need staff outside Wisconsin other than for neighboring states.
Q4: For the CAPI, how many are requested to be bilingual and which area would be preferred to have them located?
A4: It would be helpful to hire at least one bilingual person (English/Spanish) in Milwaukee County.

Q5: The RFP references the value of services for the Field Interviewers to be $300,000 and the Phlebotomists to be $60,000.  How many Field Interviewers and Phlebotomists were used in this calculation and how many hours respectively?
A5: See question 2 for numbers of 2015 staff to be hired. Expected work time is at least 20 weeks of 40 hr/week. Length of time could be extended depending on needs of the project. These numbers do not include potential ancillary study needs that could be added on in the future.
Q6: In Section 1 it states "The field interviewers and phlebotomists are typically hired for 5-8 months per year on a part to full time basis, in various locations across the state at different times depending on the needs of the project."  What dates would the project span?
A6: In 2015 we expect to start training in late April or May, and would need staff at least for 5 months, longer depending upon recruitment results. There would be a 4+ week lag for phlebotomists (start early June).
Q7: How many participants are expected to be contacted/interviewed in the study?
A7: Each Interviewer/team lead will be assigned 50 households over 4 week period to recruit. Number of interviews will depend on recruitment success but would target about 8-10 interviews per week per interviewer.

Q8: Can you provide us with what the training will look like for the Phlebotomist and Interviewers while in Madison? Will there be multiple training dates or one?  All conducted at the UWSC?
A8: Exact dates are TBD. See question 6. Details need to be worked out, but interviewer and team lead training will likely be 2-4 weeks in Madison, with combination of classroom training and practice recruiting door to door and doing in-home interviews with volunteers from the community. Phlebotomy training will be 1-2 weeks in Madison, at the SHOW site. It is expected that phlebotomists are already fully trained, confident, and experienced in drawing blood. The training will be on SHOW specific procedures and processing and storage of samples. Overnight stay in Madison during the week will be required.
Q9: How many days will the trainings last? How many hours per day? What are the typical times ex: 7a-3p?

A9: Details are TBD. Likely training will be 4-5 days per week, 7-8 hrs/day with breaks, with shorter days on Monday and Friday to allow for travel.
Q10: Are the interviewer and phlebotomist trainings reimbursable?
A10: Yes, all travel expenses (mileage, meals, and hotel) for training will be reimbursed.
Q11: If overnight stay is required who is responsible for setting that up? If the agencies are, is this reimbursable?
A11: SHOW will set up and pay for hotels.
Q12: Page 8/42, Section 3.6 indicates that the prices must remain firm for the initial contract term, yet the next sentence states “Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.”  Under what conditions would the price potentially be lowered and in what years could this happen? 
A12: If it is determined anytime during the term of the contract that the rates paid to the employees are higher than the market rate for the same or similar work, the University may seek a reduction in the rates paid. The University will compare proposed rates to market rates prior to awarding a contract and at any time rate increases are submitted and approved in compliance with the contract terms, so it is expected that approved rates will reflect market rates. Rates may be lowered by mutual agreement between the agency(s) and the University at any time during the contract term.
Q13: Page 8/42, Section 3.6 and page 34/42 Section 5.2 seem to have different timing requirements for when a request for increase is due.  Can you please clarify?

A13: Section 3.6 is correct. The pricing must remain firm for the initial term of the contract, which is the first year.
Q14: Section 3.9 – Background Checks states that the worker has to have passed a criminal background check.  Are there any other checks required other than a standard criminal background check for the Field Interviewers or Phlebotomists?
A14: No.
Q15: Will the account manager need to be onsite at the University of Wisconsin – Madison for the performance meetings? 

On what frequency will the performance meetings occur?
A15: That would be ideal, but not required. Frequency of performance meetings would be determined based on need. Expect more frequent at start of contract (monthly?) and then less frequent as things are established (quarterly/annually).


Q16: If a company is MBE, WBE or DVB, but not certified by the Wisconsin Department of Commerce, is that still of benefit to the University of Wisconsin – Madison? 

A16: Yes it is still a benefit. The University supports supplier diversity in its procurement process and tracks spend with both Wisconsin (all spend) and non-Wisconsin (federal spend) certified MBE, WBE and DVB vendors. However, no preferences are given to MBE, WBE or DVB vendors unless they are Wisconsin certified.
Q17: Does any of the work that will be done under this contract fall under the Services Contract Act (SCA)?
A17: At this time none of the projects are federal contracts, so the Services Contract Act is not applicable. If during the term of the Contract some of the services fall under the SCA, and the contract terms are not in compliance with the SCA the University reserves the right to either renegotiate the non-compliant terms or rebid the portion of the services that fall under the SCA.

Q18: Who will be responsible for oversight of employees while in the field?
A18: SHOW will be responsible for staff oversight in the field. Any issues will be reported to agency to work with employees to resolve.
Q19: What credentials, if any, will be needed for interviewer candidates?
A19: See position descriptions in Attachment C of the RFP for requirements. There is no required education or certification.
Q20: Do interviewer candidates need to have healthcare experience?
A20: No. Please see position descriptions in Attachment C of the RFP for experience requirements. It is preferable if candidates have research interviewing experience or something related, such as working for the census, but these are not required. We will train interviewers.
Q21: Will UW or the agency have ultimate oversight for selecting candidates to move forward with?

If UW, what will the submission process look like?

What will the selection criteria for candidates be based on?
A21: Yes, after agency screens candidates and provides those most qualified, SHOW will want to screen and interview (in person or via phone) them before final selection. Selection criteria will be based on best meeting the requirement and preferences in the position descriptions in Attachment C of the RFP.
Q22: Will there be face to face interviews preformed or phone screens?

Will the agencies be provided with the interview structure?
A22: Yes, SHOW will interview candidates in person or via phone. We will share the interview structure with the selected agency(s) as appropriate, provided the agency(s) agrees not share the structure with any potential candidate.
Q23: Will the University of Wisconsin-Madison provide all of the necessary equipment for the Field Interviewers and Phlebotomists?
A23: Yes. Staff will just have to provide their own reliable vehicle for travel. It will also be ideal for staff to have access to high speed wireless connection.
Q24: Is each field interviewer/ phlebotomist required to use the University as a home base or are they permitted to work remotely?
A24: It is expected they would work out of their home. Occasional travel to Madison may be required, especially for 2-4 weeks of training on the project. There will be sample collection sites set up for phlebotomy within each county, so phlebotomists would be working from those sites each week.


Q25: On what frequency other than the training will personnel be required to visit the University, other than the scheduled training?
A25: None expected.
Q26: On page 2/42 of the RFP, University parking is mentioned. Each Contractor and/or employee(s) shall make their own arrangements for parking through UW Transportation Services."  Will parking be reimbursed or will the employees need to cover these expenses themselves?
A26: For the training and if staff have to come to Madison, SHOW will provide parking validation or reimbursement for parking. SHOW may expect staff to carpool from each county to reduce travel and parking expenses.

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