Page 1 of 7 ADDENDUM NO. 1. March 16, Histology Specimen Processing and Preparation Services RFP # H General

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1 ADDENDUM NO. 1 March 16, 2017 Histology Specimen Processing and Preparation Services RFP # H General This addendum revises RFP documents. This addendum is issued to respondents of record prior to execution of contract, and forms a part of contract documents and modifies previously issued documents. Insofar as previously issued contract documents are inconsistent with modifications indicated by this addendum, modifications indicated by this addendum shall govern. Where any part contract documents are modified by this addendum, all unaltered provisions shall remain in effect. 2. Addendum Acknowledgement Form Acknowledge receipt of this addendum in the space provided on the Addendum Acknowledgement Form. Proposers must include the signed form with their response. Failure to do so will subject Proposers to disqualification. 3. Changes and Clarifications a. Responses to Vendor Questions are provided below. 4. Attachments a. None NEXT PAGE Page 1 of 7

2 1 For testing that requires a report, i.e. Her2FISH what reporting options are acceptable? Reports to faxed or printed in the JSH Pathology Dept. 2 What method do you want reports returned, i.e. dedicated network printer, fax etc.? Either fax or dedicated printer within Path 3 On page 3 it is noted Response to Inquiries is "Tentative" week of March 13th, can we have a confirmation all questions will be answered by 3/15/2017 for adequate time to respond to RFP? Response delivered promptly to avoid delay 4 Are all specimens located at Cook County Hospital and Provident Hospital at one pick-up location? 5 Are the requirements for pickup and delivery the same for both John Stroger and Provident Hospital? From the requirements it states " Delivery and pick up will be 4 times daily (Monday-Friday), Saturday pickup once daily at 10:00 am and Sunday pickup on call for CCHHS. Additional pickups may occur on Saturdays, Sundays, and holidays on an as needed basis." What are the requested time frames 4 delivery/pickups? There is a designated pickup location in the Histology sections at each facility Stroger has 4 pick-ups M-F 1 Sat Provident 3 pick-ups M-F none on weekends. Courier schedule must assure the cassettes are picked up at a time that will allow the majority of work to be processed and slides returned next day. The first slide delivery should be scheduled to meet the goal of pathologists receiving slides no later than 9 am. The slides from remaining cases can be sent on a second delivery later in the morning if needed. IHC & special stains should be delivered as completed with the next available run. 6 At both hospitals where will the specimens be located? Cassettes will be placed in the designated are in the Histology sections for pickup. Page 2 of 7

3 7 Describe the process for picking up specimens, do you have to sign-in with security and where are you allowed to park? Couriers are allowed to park near the entrance at both facilities. The driver is not required to sign in with security. They go directly to 8 Are their any STAT pickup requirements or special handling pickups requirements if so please explain in detail? Histology We may require a STAT slide delivery which is rare. 9 For STAT pick-up s, what is the TAT expectation for those cases? Stat pick-ups or deliveries will be scheduled and completed ASAP We realize there may be delay with weather and traffic patterns 10 Is a site visit available prior to start date to observe all the steps from point of specimen collection to logistics pick-up? Site visit is possible 11 What is the start date? Start date is 10/1/17 12 Can we get a list of all ordering providers and NPI #'s at least 30 days in advance start date? 13 For QC and QA meetings is there a specific format for the quarterly meetings and will that format be shared beforehand with the winning contractor? 14 On page 6 section 8.8 RFP the subject is mandatory site visit on the date, time and location listed on the cover page. There is NO information on the cover page to describe this mandatory site visit? Yes a list will be provided There is a specific format and it will be provided prior to the meeting. There is no mandatory Site Visit 15 Can you provide a list of all surgical procedures? Please see the attached spreadsheet. 16 What is the percentage (%) breakdown by part-type? We cannot provide this. 17 What is the expected turn around time for the 7000 recuts as noted in the specimen volumes? Next day Page 3 of 7

4 18 What are service (TAT) expectations for IHC, Special Stains, and recuts? IHC Special stains recuts is same or next day 19 Is the 80% of surgical cases picked up must be processed, stained and delivered by 8:00 am negotiable, i.e. a later time the next business day, Monday - Friday? If yes what time is acceptable? 20 What is the start turnaround expectation collection time, accession time, or receipt in lab time? Slides are to be available to the pathologist by 9am. Courier delivery by 8 am allows internal process, documentation & case assembly Date & time cassettes are sent for processing or the date and time the order for recuts or additional testing on existing blocks is received. 21 What specimens qualify (cut-off time) for next business day completion? All cassettes sent for processing each day. The exceptions are specimens that require additional decalcification or reprocessing. 22 Can you provide the current pick-up times? JSH M-F 7:45; 1:15; 2:15 & 5:30 Sat 10:45. Provident M-F 8:10; 11:45 & 6: Can you provide the % of total specimens available at each current pick-up times? Volume sent on each run varies with workload & staffing. Cassettes are sent as available. 24 Can you confirm all grossing is completed on-site? All grossing is completed on site 25 What is the current Cook County/Provident AP information system? SoftPath 26 What are the hours/days of on-site grossing at Cook County? Grossing is performed daily 9 to 4 at JSH 27 What are the hours/days of on-site grossing at Provident? M-F to 4 pm Page 4 of 7

5 28 Can you confirm that all interpretations will be done by Cook County and not by Vendor? Interpretation performed by pathologists at JSH & Provident 29 Who performs the grossing at Cook County? Pathologists, residents, PA? Pathologist, residents, fellows, PA s & Path extenders 31 How are Cook County blocks uniquely identified? Please provide an example 32 How parts are uniquely identified within a case? (we would need to know the number/letter scheme they use) 33 How will the vendor know the type of specimen in the cassette. (The type of tissue drives the ACL protocol to be used and the proper embedding of the specimen after processing.) 34 What are Cook County s protocols? (Will vendor follow its protocols or Cook County protocols?) 35 Will ACL ever receive ungrossed specimens? No Blocks are labeled with case number, specimen ID & block ID Cases are assigned unique accession number with prefix, yr. & sequential number. Soft Path accession log can be provided that includes specimen description Protocols currently used will be shared and any changes will be approved by CCHHS Medical Director 36 How will the client match vendor case # s with Cook County case # s? Case number format used by JSSH & Provident will be maintained by the vendor & slides will be returned labeled in the CCHHS format. 37 What is your average number of blocks per case? 3.4 blocks per case Est 38 What is the latest time each day of a pickup; when the Turn-a-around time is expected the next day? 39 Could the response date for the RFP be changed to 3/31/17 due the responses to the questions due between 3/13-3/17 as it only provides a limited # days for the final response? The cassettes sent with last pick-up will be processed and returned the next day No Page 5 of 7

6 40 Can you verify the total volume on the spread sheet are test volumes for all 3 years, i.e. Processing & staining of biopsy specimens listed as 90,000 are really 30,000 per year? per year 41 The language in RFP document refers to FAR? It says federal programs and contracts, can you please clarify what federal programs and contracts you are referring to and clarify what you are requiring for FAR compliance? There is no section 5.3.1, the word FAR does not appear in the document, and the RFP s statements about compliance with federal programs and contracts remain as written. 42 Need test name and utilization per test. We price out on test code level. Surgical CPT codes are based on the average work performed. The block volumes provided in the RFP reflect the actual work performed 43 Is this x26? Or meant to be TC Technical unless otherwise specified 44 Please clarify what you re looking for. Will there be any third party or commercial billing done by the vendor? There will not be any third party or commercial billing done by the vendor. We are looking for histology processing, blocks & slides, stains Page 6 of 7

7 ADDENDUM ACKNOWLEDGEMENT FORM As required by the RFP, Proposers must submit this acknowledgement form with their response. One acknowledgement form per response, listing all addenda, is appropriate. Company Name: Representative s Name: Signature: Date: END OF ADDENDUM Page 7 of 7