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1 STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION EDMUND G. BROWN JR., GOVERNOR DIVISION OF ADMINISTRATIVE SERVICES OFFICE OF BUSINESS SERVICES Goethe Road, Suite C1 Sacramento, CA March 20, 2013 TO: PROSPECTIVE BIDDER RE: INFORMATION FOR BID (IFB) NUMBER , ADDENDUM NUMBER 1 The above-mentioned Invitation for Bid (IFB) was released to potential bidders on February 20, Addendum 1 hereby revises IFB You may view or download a copy of the revised IFB document(s) by accessing the California State Contracts Register (CSCR) at The following corrections have been made to the IFB: 1. For clarification purposes, The Invitation For Bid has been revised to add: Sample Report From a HINT Screening Evaluation, attached hereto as Attachment 11 (3 Pages). 2. Page 2 of the Invitation For Bid has been revised to add Sample Report From a HINT Screening Evaluation (Attachment 11). Pages 2 and 3 of the Invitation For Bid have been replaced in their entirety and are attached hereto (2 Pages). 3. For clarification purposes, Page 2 of 24 of the Scope of Work, Estimated Number of Examinations, paragraph 3, the following language has been omitted: It is CDCRs expectation that the cost of the updated examination will be conducted at a reduced rate of the original PEM cost. All other terms and conditions of the IFB remain the same. If you have any questions, please contact me via at denise.boyer@cdcr.ca.gov. Sincerely, Denise Boyer Denise Boyer Associate Contract Analyst Headquarters Contract Unit 1 Contracts Management Branch Enclosures

2 Page 2 of 5 RESPONSES TO LETTERS OF INQUIRY Question 1: The examination form indicates that an audio screening is completed initially and only those that fail the screening receive the HINT test. The Scope of Work (SOW) seems to require that all examinees receive the HINT test. Please clarify and confirm the required approach. Response 1: The HINT test will be administered to all examinees. The examination form will be revised at a later date and provided to the contractor, to capture the HINT results. Question 2: On page 2 of 24 within the Estimated Number of Examinations sections, the SOW states It is CDCR s expectation that the cost of the updated examination will be conducted at a reduced rate of the original PEM cost. a. Please clarify this expectation. b. What is the difference between the original PEM and the updated examination? c. Exhibit B-1 does not contain a section for pricing the updated examination. Please clarify the requirements for pricing, if required. Response 2: This language has been removed. A PEM Update requires all the components be completed in order to conduct/complete the PEM exam. Question 3: When required, is the HINT test performed with or without hearing aids? If performed with hearing aids: a. What percentage of all HINT testing is expected to be done with hearing aids? b. Performing the HINT test with hearing aids is more time intensive for the provider and is typically reimbursed at a higher rate. Please clarify how to address pricing the HINT performed with hearing aids. Response 3: Based on historical pure tone, speech discrimination, and speech reception thresh hold results. It is realistic to expect that less than 5% of examinees will need HINT testing with hearing aids. Bidders should incorporate the rate of hearing aid testing into their bid. Question 4: Please provide a sample of the HINT narrative report and the HINT custom report. Response 4: See Attachment 11 Sample Report From a HINT Screening Evaluation Question 5: The examination form does not include any requirement for vision testing. Please confirm that no vision screening or testing is required. Response 5: No vision testing is required by the contractor.

3 Page 3 of 5 Question 6: The SOW appears to indicate the need to complete respirator fit testing for four different masks for each examinee. Please confirm that this interpretation is correct or clarify the requirement. Response 6: Yes, each candidate must be tested with the following four masks: MSA Advantage 1000 MSA Advantage M 8210/8210 Plus Cup Style (one size fits all) Sperian One fit, flat fold, health-(one size) Question 7: Exhibit A-1, Web Site Requirements section, identifies CDCR as a user of the contractor web site and identifies other potential users. Please clarify if access by candidates is a requirement or an option requiring written approval by CDCR. a. If candidate access is a requirement, please clarify the functionality required for candidates. Is it acceptable to provide candidate access to the web portal during contract operations versus on day one of the contract? Response 7: The only functionality required for the candidate is that they be able to download and print forms related to their examination. Any additional functionality to candidates will require written approval from the CDCR. It is acceptable for the Contractor to provide this access to candidates during contract operations and not on day one of the contract. However, the Contractor must demonstrate measurable progress towards providing candidates access to the site. Question 8: Exhibit B-1 contains three components to be priced under Rate Per PEM Exam which are: respirator fit, medical exam and hearing exam. a. Respirator Fit: Does this priced item include the respirator use training? Will all candidates require respirator use training, or only those that are hired? If only those hired, what percentage will require the respirator use training? How many masks are supported? Hearing Exam: It is our assumption that this is the HINT test without hearing aids. Is this assumption correct? If not, please clarify. Response 8: It is the Contractor s responsibility to provide an Industrial Hygienist who is knowledgeable in respiratory fit testing to train all personnel conducting fit testing for our peace officer candidates. The personnel conducting the fit testing will be giving our candidates instructions on how to complete the fit testing. At this time, there is no respiratory use training for our candidates at the pre-employment medical examinations. As for the hearing exam, all HINT tests will be conducted without hearing aids. Only candidates that don t pass will have a follow-up HINT test with hearing aids. Question 9: What percentage of applicants is expected to wear a hearing aid? Response 9: Based on historical pure tone, speech discrimination, and speech reception threshold results, it is realistic to expect that less than 5% of examinees will need HINT testing with hearing aids.

4 Page 4 of 5 Question 10: Historically, what percentage of examinees fails the initial HINT test and requires a retest? Response 10: Research shows that 99% of ontologically normal individuals are expected to obtain passing scores with the screening criterions on the HINT. At this time, our office does not have historical values from which to establish a fail rate. However, based on historical pure tone, speech discrimination, and speech reception threshold results, it is realistic to expect that less than 5% of examinees will need HINT testing with hearing aids. Question 11: For the Urine Drug Screen, Exhibit A states that the Contractor shall ensure that respective samples collected have not been diluted or adulterated by including the respective Creatinine levels for each candidate s sample. If the sample collected is diluted or adulterated, the Contractor shall collect an observed sample from the candidate no later than five (5) business days from date of receipt of the diluted or adulterated results. In the event an observed collection is needed, can the Contractor invoice a second Urine Drug Screen? If not, please provide the estimated percentage of drug screen results reported as diluted or adulterated. Response 11: No. Allowing the contractor to invoice for a second Urine Drug Screen would create a conflict of interest as it is the contractor s responsibility to ensure that urine samples are not diluted or adulterated. Past history has shown that less than 5% of samples come back diluted. Question 12: What is the historical appointment no show rate? Request that a No Show priced item be established for these situations to allow the contractor to invoice for no shows. Response 12: By the time candidates are ready for the medical screening component; they have completed most of the other components and are vested in the process.. For this reason, we anticipate less than a 10% no show rate. No, CDCR will not pay for candidates that do not show for their medical appointments. Question 13: It is understood that the applicants are allowed to reschedule their appointment(s). As these situations require additional time to accommodate the applicants, it is requested that the rescheduled cases be omitted from the calculation of timeliness penalties. It is also requested that no show situations be omitted from the calculation of timeliness penalties. Response 13: The 60 calendar day timeline from CDCR referral to PEM packet submission takes into account normal rescheduling occurrences. Only in extenuating circumstances where the applicant is unavailable for a prolonged amount of time, will the time line be extended without penalty. It is up to the contractor to notify the CDCR when a prolonged unavailability is reported by the candidate. The contractor should make every attempt on its behalf to track CDCR referral dates so as to focus on cases nearing their 60 day deadlines. The CDCR will not pay or penalize the contractor for no show case.

5 Page 5 of 5 Question 14: Is it possible for a component of the examination to take place in a separate location or at a separate time? (HINT testing, for example.) Response 14: It is acceptable for a component to take place at an alternate location and time, as long as the candidate is given ample time and directions to commute to/from the different exam locations. Question 15: Have these services been obtained through a contract in the past? If yes, who was the vendor? Response 15: Inquiries on current and/or previous executed CDCR contracts should be directed to the CDCR Public Records Act Coordinator at OBSPRACoordinator@cdcr.ca.gov. Question 16: Exhibit A page 2 An updated PEM required a cost reduction what percentage of exams will require an updated PEM. Also will this cost factor be included in the bid proposal Response 16: See Response 2 above. Question 17: Candidates tel # - will be most helpful to include their cell # also the work tel # for CDCR employees should have their extension # Response 17: In most cases, candidates provide the phone numbers where they are most easily accessible during the day and evening hours. This is why the OPOS does not request a home or work but rather a daytime and evening phone number. All phone listings for CDCR employees are direct lines and have no extensions. Question 18: Need manufactures or distributors for the HINT hearing equipment name, tel #, address in order to purchase it. Response 18: The distributer of the HINT Occupational Screener Technology (HOST) is: Hearing Test Systems, LLC 1395 Garden Highway, Suite 250 Sacramento, CA The point of contact is: Jennifer Hart Product Manager (916) Question 19: Pg 4 items III is it now required for bidders to have a staff physician? If so what would be his/her duties, since all the subcontracted clinics are already fully staffed by qualified physicians Response 19: A staff physician is not required of the bidders. Item III states that the bidder shall have on staff physician(s) licensed to., not to be confused with shall have one staff physician

6 California Department of Corrections and Rehabilitation Bid Number Sample Report From a HINT Screening Evaluation Attachment 11 Addendum 1 HINT Normative Screening of Functional Hearing Ability Description of HINT The Hearing In Noise Test (HINT) measures speech recognition in quiet and in noise to assess the subject s binaural directional hearing ability. This ability is essential for communication with speech in noisy settings and for other aspects of functional hearing, such as sound localization and recognition of environmental sounds. During the HINT, the subject is asked to recognize and repeat short, simple sentences presented in quiet or in a noise background. The presentation level of the sentences is adjusted, based on the subject s responses, to find the level where the sentences are repeated correctly one half of the time. This level defines the Reception Threshold for Speech (RTS). When the HINT is administered in quiet, the RTS is expressed as the level of the sentences in db(a). When the HINT is administered in background noise, the RTS is expressed as the relative level of the sentences in relation to the noise level. The relative level, or signal-to-noise (S/N) ratio, is the difference in db between the sentence level and the noise level. The noise is presented at a fixed level, typically 65 db(a). The HINT battery comprises four tests. For each test, speech is located at 0 (directly in front of the subject), and all sound sources are 1 meter from the center of the subject s head. The four test conditions are: speech in quiet (Quiet), speech in noise with the noise source at 0 in front of the subject (Noise Front), speech in noise with the noise at 90 to the right (Noise Right), and speech in noise with the noise at 90 to the left (Noise Left). Each test uses a different 20-sentence list (10 sentences for children s lists). The tests may be administered under headphones or in the sound field over speakers. In the headphone tests, speech and noise source locations are simulated with the use of virtual audio sound processing techniques. In addition to the four test scores, a Noise Composite score is computed from the front and side scores: Noise Composite = (2*Noise Front + Noise Right + Noise Left) / 4. A variability index is computed for the RTS during each administration of the HINT. The index is the standard deviation of the presentation levels used to compute the subject s RTS. Test runs with high variability are considered unreliable and are flagged after the test so that the subject can be re-tested. Interpretation of HINT Results HINT results are expressed as RTS values and are referenced to the average RTS obtained by the normal hearing population. Separate headphone and sound field norms have been developed for each of the four HINT tests and for the Noise Composite threshold. An individual RTS that is higher than the norm indicates that the S/N ratio or presentation level for the subject is higher than that required by the average normal-hearing individual for the same accuracy of speech recognition. For example, the American English headphone norm for Noise Front is 2.6 db S/N ratio. A subject who obtains an RTS of +2.0 db S/N in this test requires a S/N ratio 4.6 db higher than that required by the average normal-hearing individual to achieve the same speech recognition. As a result, when the subject is with normal-hearing individuals in a noisy setting (and the S/N ratio is the same for everyone), the subject s ability to understand speech will be poorer than that of the other individuals. The amount by which the subject s ability is poorer is a function of the elevation in RTS. A 1-dB change in RTS corresponds to a 10% change in speech intelligibility for the American English sentences. Using the previous example, an RTS that is 4.6 db above the norm is predicted to result in up to 46% poorer speech intelligibility. The predicted decrease in intelligibility will vary somewhat with the level of the background noise. The value shown in the HINT results is the maximum predicted amount by which intelligibility is poorer relative to mean average normal performance. Audiometric Results The subject s pure-tone air conduction thresholds were measured at the standard audiometric frequencies. The thresholds are shown in the table below. Masked thresholds are followed by the letter M. Page 1 of 3

7 California Department of Corrections and Rehabilitation Bid Number Sample Report From a HINT Screening Evaluation Attachment 11 Addendum 1 HINT Results This report is based on user-specified screening levels expressed as percentiles of the normal population. The screening levels for each condition are specified below. All RTS values are reliable measurements except those marked with an asterisk. The percentiles associated with unreliable RTS values should be interpreted with caution. If the maximum output level of the system was exceeded during a test, the abbreviation CNT (Could Not Test) is shown in the RTS column. The following information summarizes the results of the HINT normative screening of functional hearing ability for the subject. All results were obtained using the American English, adult speech set. The unaided HINT results were obtained in the sound field. Unaided HINT Results. Quiet: The RTS was reliable and passed the screening criterion of the 5th percentile [20.7 db(a)]. The RTS of 12.4 db(a) is at the 87th percentile, corresponding to up to 33.2% better intelligibility than normal. Noise Front: The RTS was reliable and passed the screening criterion of the 5th percentile (-0.6 db S/N). The RTS of 4.2 db S/N is at the 94th percentile, corresponding to up to 15.8% better intelligibility than normal. Noise Right: The RTS was reliable and passed the screening criterion of the 5th percentile (-7.7 db S/N). The RTS of 13.3 db S/N is at the 99th percentile, corresponding to up to 32.4% better intelligibility than normal. Noise Left: The RTS was reliable and passed the screening criterion of the 5th percentile (-7.7 db S/N). The RTS of 11.4 db S/N is at the 84th percentile, corresponding to up to 13.9% better intelligibility than normal. Noise Front: The RTS passed the screening criterion of the 5th percentile (-0.6 db S/N). The RTS of 3.7 db S/N is at the 81st percentile, corresponding to up to 10.7% poorer intelligibility than normal. Examiner Signature Date Examiner Printed Name Examiner Telephone/Fax Page 2 of 3

8 California Department of Corrections and Rehabilitation Bid Number Sample Report From a HINT Screening Evaluation Attachment 11 Addendum 1 Sample Report from a HINT Screening Evaluation Subject identification code: 1234 Facility identification code: 5678 Test date and time: March 26, 2012: 1400 hours Test duration: 18 minutes Comments: Pre-employment evaluation, no difficulty in testing The HINT Occupational Screening Technology (HOST) estimates the effects of hearing loss, as measured by the subject s speech reception threshold (SRT) in quiet and in noise, on the subject s ability to communicate effectively with speech in workplace environments where hearing is critical to the safe and effective accomplishment of the mission. Screening criteria are defined in terms of the SRT in quiet and the SRT in noise. The criterion for screening in noise is a weighted combination of three SRTs measured in noise presented at 75 db(a). Test scores and screening results for Subject 1234 evaluated at facility 5689 on March 26, Sample Report from a HINT Screening Evaluation Subject identification code: 1234 Facility identification code: 5678 Test date and time: March 26, 2012: 1400 hours Test duration: 18 minutes Comments: Pre-employment evaluation, no difficulty in testing The HINT Occupational Screening Technology (HOST) estimates the effects of hearing loss, as measured by the subject s speech reception threshold (SRT) in quiet and in noise, on the subject s ability to communicate effectively with speech in workplace environments where hearing is critical to the safe and effective accomplishment of the mission. Screening criteria are defined in terms of the SRT in quiet and the SRT in noise. The criterion for screening in noise is a weighted combination of three SRTs measured in noise presented at75 db(a). Test scores and screening results for Subject 1234 evaluated at facility 5689 on March 26, Page 3 of 3

9 Invitation for Bid Bid No Addendum 1 General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at If you do not have Internet access, you may request a hard copy of Exhibit C by contacting the contract analyst listed below. Special Terms and Conditions (Exhibit D) HIPAA Business Associates Agreement (Exhibit E) Definitions (Exhibit F) Appointment Notice Template (Attachment 1) Peace Officer Health Questionnaire (Attachment 2) Authorization to Release Medical Information (Attachment 3) Respiratory Protection Medical Evaluation Questionnaire (Attachment 4) Peace Officer Medical Examination (Attachment 5) PEM Packet Checklist (Attachment 6) Authorization for Urinalysis (Attachment 7) Candidate Respirator Medical Clearance Form (Attachment 8) Essential Functions Physically Demanding (Attachment 9) CDCR Daily Examination Log (Attachment 10) Sample Report From a HINT Screening Evaluation (Attachment 11) Standard Contractor Certification Clauses (CCC) This document is incorporated in this bid package by reference only and is available on the Internet at You MUST submit an original signed copy with your bid package. If you do not have Internet access, you may request a hard copy of the CCC by contacting the contract analyst listed below. Payee Data Record (STD 204) Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555) Darfur Contracting Act (OBS 1500) Page 2 of 12

10 Invitation for Bid Bid No Addendum 1 Iran Contracting Act (OBS 1502) Sample Certificate of Insurance Subcontractor/Consultant List DVBE Incentive Instructions Package Bidder Declaration (GSPD ) DVBE Declarations (STD 843) DVBE Bid Incentive Request and Acknowledgement (OBS 554) It is the opinion of the State that this IFB is complete and without need of explanation. However, if any documents are missing, or if you have any questions regarding this IFB, immediately contact the person identified below. Denise Boyer (916) Denise.boyer@cdcr.ca.gov California Relay Service Page 3 of 12

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