cm-f-itb, invitation to bid (itb)€¦ · web viewstate of michigan department of human services...

ITB Number: SFSC13-63002

State of MichiganDepartment of Human Services

Office of Logistics & Rate SettingINVITATION TO BID (ITB)

Maximum Award: $ 246,000.00 ITB Number SFSC13-63002

Year 1 : $82,000.00 Contract Type: Actual Cost Unit Rate/Actual Cost Unit Rate Per DiemYear 2 : $82,000.00

Year 3 : $82, 000.00

Anticipated Begin and End Dates: October 1, 2012 through September 30, 2015

Geographic Area: Oakland County The Contractor (awarded bidder) must deliver human services to referred clients in the above geographic area, and have an office located within 75 miles of the geographic area for the duration of the Agreement.

Service Title(s): In-Home Parent Education and Supportive Visitation

Disqualifying Criteria:Bidders will be disqualified and the proposal will not be reviewed if there is failure to:

Submit a complete Bid Response, including sub-sections and a completed 12 month budget as required in the ITB, to the Bid4Michigan website on or before the due date and time specified.

Substantially comply with the ITB specifications. Meet credential and/or experience requirements. Stay at or below the maximum award amount per fiscal year.

Additional Information:Actual cost reimbursement for qualified mileage.

Bid Submission

All bids with related material must be submitted electronically to the Bid4Michigan website.

Elaine Medlen [email protected] Contact Person Email Address

Oakland CountyDHS Issuing Office

Authority:Completion:Penalty:

P.A. 2080 of 1939.Mandatory.Contract Invalid

Department of Human Services (DHS) will not discriminate against any individual or group because of race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a DHS office in your area.

CM-F-ITB (Rev. 4-12) Previous edition obsolete. MS Word 1

Table of Contents

This Invitation to Bid (ITB) provides interested bidders with sufficient information to prepare and submit bid responses for consideration by the Department of Human Services (DHS) and contains the following sections:

Section I....................................................................................................Invitation to Bid Policy

Section II................................................................................................. Instructions for Bidders

Section III...........................................................................Description of Service SpecificationsBidders Checklist

Section IV..............................................................................................................Bid Response

Sub-Section i.....................................Bid Response: Staffing Allocation and Qualifications

Sub-Section ii .............................................................Bidder Response: Budget Narrative



Section I

INVITATION TO BID POLICY1. Questions/Inquiries

Questions regarding the content of this ITB must be made by email to Elaine Medlen at [email protected] on or before the Questions due date and time specified on the Bid4Michigan website. DHS staff are not allowed to respond to questions regarding the content of the ITB that are telephoned in. Questions may be discussed verbally at the Pre-Bid Conference, if one is scheduled. DHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial ITB onto the Bid4Michigan website. Interested bidders are advised to monitor the website regularly.

2. Amendment to the ITB

In the event it becomes necessary to revise any part of this ITB, addenda will be posted to the Bid4Michigan website.

3. Incurring Costs

The state of Michigan is not liable for any cost incurred by the bidders prior to issuance of a contract.

4. News Releases

News releases pertaining to this ITB on the service, study, or project to which it relates may not be made without prior state approval, and then only in coordination with the Issuing Office.

5. Disclosure of Proposal Contents

Bid responses are subject to disclosure under the Michigan Freedom of Information Act (PA No. 442 of 1976).

6. Independent Price Determination

a. By submission of a bid response, the bidder certifies:

1) The prices of the bid response have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2) Unless otherwise required by law, the price quotation in the bid response has not and will not be knowingly disclosed by the bidder to any potential bidder;

3) No attempt has been made or will be made by the bidder to induce any other person or agency to submit or not to submit a bid response for the purpose of restricting competition;



4) The price quoted is not higher than that given to the general public for the same service.

b. The person who submits the bid response certifies that:

1) She or he is the person in the bidder's organization responsible within that organization for the decision as to prices being offered in the bid response, and that she or he has not participated, and will not participate in any action contrary to a. 1 through 4 above; or

2) He or she is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered in the bid response, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1 through 4 above, and as their agent does hereby so certify; and that he or she has not participated, and will not participate in any action contrary to a. 1 through 4 above.

c. A bid response will not be considered for award if the bidder is found to be noncompliant with any part of Item 6., Independent Price Determination, unless the bidder furnishes a signed statement with the bid response, which sets forth in detail the circumstance of the disclosure and the Issuing Office determines that such disclosure was not made for the purpose of restricting competition.

7. Subcontracting

Subcontractors shall be subject to all conditions and provisions of the contract including Internet Criminal History Access Tool (ICHAT) and Central Registry background checks when applicable. The Contractor shall be responsible for the performance of all assignees or subcontractors.

If subcontracting, the contractor must obligate the subcontractors to maintain the confidentiality of DHS’ client information in conformance with state and federal requirements.

If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, as it applies to both the bidder and the subcontractor(s). A subcontractor budget must be provided for subcontractor services for $2,500 or more. If the subcontractor’s price is based on a fee schedule, the fee schedule must be included.

DHS may, at its discretion, require information on the process of an awarded subcontractor bid.

A Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the Contractor. Raters of bid responses will



consider the qualifications of both the Contractor and subcontractor when making contract award recommendations.

8. Disabled Veterans

Under Public Act 91 of 2005, businesses owned by qualified service-disabled veterans get a 10% pricing preference. “Service-connected disability” is defined as a disability incurred or aggravated in the line of duty in the active military, naval, or air service as described in 38 USC 101(16). “Qualified” means a business entity that is 51% or more owned by one or more veterans with a service-connected disability.

For more information, visit the following website:http://www.michigan.gov/buymichiganfirst/0,454,7-225-48677-123519--,00.html

If the bidder indicates in the bid response that the organization is owned by a disabled veteran, the bidder represents and warrants that the company meets the above criteria and has provided the following supportive documentation.

a. Proof of service and conditions of discharge: DD214 or equivalent

b. Proof of service-connected disability: DD214 if the disability was documented at discharge or Veterans administration (VA) Rating Decision Letter or equivalent if the disability was documented after discharge

c. Proof of Ownership: Appropriate legal documents setting forth the ownership of the business entity.

DHS reserves the right to request additional documents or clarifying information about the documentation submitted with the bid.

Loss of Preference: If during the term of the contract the contractor no longer qualifies for the preference, or if the contract is assigned to a business entity that does not qualify for the preference, they will be required to discount their contract price by the amount of the preference they received.

Fraudulently representing information about the use of businesses owned by persons with disabilities to procure this contract is a violation of the Business Opportunity Act for Persons with Disabilities of 1988 PA 112, MCL 450.791 – 450.795. A person who knowingly violates this act is guilty of a felony, punishable by imprisonment up to two years in prison, or a fine not less than $5,000. A person found guilty of violating this act may be barred from obtaining future contracts with the state.

9. Electronic Submission

All bids with related material must be submitted electronically to the Bid4Michigan website.

10. Rejection of Bid Responses


http://www.michigan.gov/buymichiganfirst/0,454,7-225-48677-123519--,00.html


DHS reserves the right to reject any and all proposals received as a result of this ITB. This ITB is created for information or planning purposes only. DHS does not intend to award a contract solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained.

11. Method of Evaluation

In awarding the contract, proposals will be evaluated by a rating committee chaired by the Office of Logistics and Rate Setting. Only those proposals receiving a score of 80 points or more will be considered for award. All qualified bid responses will be evaluated on the basis of rating criteria identified in the ITB.

DHS reserves the right to establish the criteria by which it will evaluate each bidder’s response, and by which it will determine the most responsive, capable, and qualified bidder(s). In addition to cost, other principal factors may be considered in evaluating bids relative to:

. Reliability

. Bidder’s past performance

. Bidder’s ability to respond to all requirements outlined in the ITB

. Bidder’s ability to maintain a presence in providing services

. Financial stability

If DHS determines in its sole discretion that contracting with a bidder presents an unacceptable financial risk to DHS, DHS reserves the right to not award a contract to that bidder. DHS reserves the right to consider economic impact on the state when evaluating proposal pricing. This includes, but is not limited to; job creation, job retention, tax revenue implications, and other economic considerations.

Award recommendation(s) will be made to the responsive and responsible bidder(s) who offers the best value to the state of Michigan. Best values will be determined by the bidder meeting the minimum point threshold and offering the best combination of price and quality, as demonstrated by its proposal.

Clarifications

DHS may request clarifications from one or all bidders. DHS will document, in writing, clarifications being requested and forward to the bidders affected. This process does not allow for changes. Instead, it provides an opportunity to clarify the proposal submitted.

Bidders may be required to make oral presentations of their proposals to DHS. These presentations provide an opportunity for the bidders to clarify the proposals through mutual understanding. The DHS Office of Logistics and Rate Setting will schedule these presentations, if required.

If it is determined that a bidder purposely or willfully submitted false information, the bidder will not be considered for award, the state will pursue debarment of the bidder, and any resulting contract they may have been established will be terminated.



12. Contract Award

Contract award negotiations will be undertaken with those Contractors whose bid responses, as to price and other factors, show them to be qualified, responsible, and capable of performing the work. The contract amount for each fiscal year will be dependent on DHS’ availability of funds and service needs.

The contract entered into will be that contract most advantageous to DHS, price and other factors considered. DHS reserves the right to consider bid responses or clarifications thereof received at any time before award is made, if such action is in the best interest of DHS.

13. Acceptance of Bid Response Content

The contents of the bid response of the successful bidder may become contractual obligations if a contract ensues. Failure of the successful bidder to accept these obligations may result in cancellation of the award.

14. Prime Contractor Responsibilities

The selected Contractor will be held accountable for all services offered in the bid response. Further, DHS will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

15. Price

Prices quoted are firm for the initial term of the contract.

16. Professional and General Liability Insurance

Proof of Professional and General Liability Insurance must be provided to DHS prior to the time the contract is executed (issued).

17. General Provisions

Awards made as a result of this ITB will require execution of a contract with DHS. The contract will contain standard non-negotiable General Provisions. A copy of the General Provisions is available upon request.

18. Options to Renew

At the discretion of DHS, an awarded contract may be renewed in writing by an amendment not less than 30 days before its expiration. The contract may be renewed for up to two additional one-year periods.

19. Registering on the Contract & Payment Express Website



To receive payment from the state of Michigan, a Contractor must be registered as a vendor on the Contract & Payment Express website http://www.cpexpress.state.mi.us which links to the Michigan Administrative Information Network (MAIN).

20. Employee Clearances

Criminal Background Check

If the resulting contract will be with an individual, DHS will complete the criminal background check on the provider, and the following language will be included in the contract:

The Contractor shall notify DHS in writing of criminal convictions (felony or misdemeanor) and/or pending felony charges or placement on the Central Registry as a perpetrator at hire or within 10 days of the event after hiring.

If the resulting contract will be with an agency, the following language will be included in the contract:

As a condition of this Agreement, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Agreement, conduct or cause to be conducted for each new employee, employee, subcontractor, subcontractor employee or volunteer who works directly with:

1. Clients under this Agreement, or who has access to client information, an Internet Criminal History Access Tool (ICHAT) check and a National and State Sex Offender Registry check.

Information about ICHAT can be found at http://apps.michigan.gov/ichat.

The Michigan Public Sex Offender Registry website address is http://www.mipsor.state.mi.us.

The National Sex Offender Public website address is http://www.nsopw.gov.

2. Children under this Agreement, a Central Registry (CR) check.

Information about CR can be found at http://www.mi.gov/dhs/0,1607,7-124-5452_7119_48330-180331--,00.html.

The Contractor shall require each new employee, employee, subcontractor, subcontractor employee, or volunteer who works directly with clients or who has access to client information under this Agreement to notify the Contractor in writing of criminal convictions (felony or misdemeanor), and/or pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.

Additionally, the Contractor shall require each new employee, employee, subcontractor, subcontractor employee, or volunteer who works directly with clients


http://www.cpexpress.state.mi.us/


under this Agreement or who has access to client information and who has not resided or lived in Michigan for each of the previous 10 years to sign a waiver attesting to the fact that they have never been convicted of a felony or identified as a perpetrator, or if they have, the nature and recency of the felony.

The Contractor further certifies that the Contractor shall not submit claims for or assign duties under this Agreement to any new employee, employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT and/or a CR response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services.

The Contractor must have a written policy describing the criteria on which its determinations shall be made and must document the basis for each determination. The Contractor may consider the recency and type of crime when making a determination. Failure to comply with this provision may be cause for immediate cancellation of this Agreement. In addition, the Contractor must further have a written policy regarding acceptable screening practices of new staff members and volunteers who have direct access to clients and/or client’s personal information, which serve to protect the organization and its clients that is clearly defined. The Contractor must also assure that any subcontractors have both of these written policies.

If DHS determines that an individual provided services under this Agreement for any period prior to completion of the required checks as described above, DHS may require repayment of that individual's salary, fringe benefits, and all related costs of employment for the period that the required checks had not been completed.



Section II

INSTRUCTIONS FOR BIDDERS

Bidders must complete the Bid Response, Section IV, electronically, and attach additional pages, if necessary. If additional pages are added, the related category should be indicated at the top of the page with an attachment number, and number the pages in sequence under each attachment. (for example, Category: Bidders Experience, Education & Qualifications, Attachment A, page 1 of 4, page 2 of 4, etc.)

Bidders are expected to use the form and format provided in the Bid Response section of this ITB to complete the bid response. Under each category in the Bid Response section, there is a box titled “Bidder Response” for bidders to respond to each question. Font size should be no smaller than 12 point. Each box will automatically expand according to the amount of text entered. The shaded boxes that are titled “Rater Comments” or “Fiscal Reviewer Comments” should not be completed by the bidder.

ITB responses shall be restricted to a reasonable number of pages without superfluous wording, material or attachments.

The electronic submission of a bid response will constitute the intent to bid for services. This method will replace the previous requirement of the bid being signed by an official authorized to bind the bidder to its provisions. The bid response must remain valid for at least 90 days.

Budget Instructions

Complete the budget attachment included with this ITB on Bid4Michigan.

The number of units must be included on the budget for each service. The Comments sheet is part of the budget and can be used to provide additional

explanation when needed.

If the budget includes an indirect cost rate, the bidder must provide documentation of how the rate was determined.

If match and/or in kind are not required, they will not be considered and should not be submitted.

A budget must be provided for any subcontractor who receives $2,500 or more.



Bid Submission and Bidder Checklist

Bid responses will be accepted only through Bid4Michigan.

Hard copy responses will not be accepted. Bid responses submitted in person, or via surface mail, fax, or e-mail transmission

will not be considered for award.

A complete bid response includes submission of Section IV, Bid Response, with the sub-sections and the budget(s) or fee schedule, as required in the ITB. To be considered, the bid response must be received by Bid4Michigan by the due date and time indicated on the Bid4Michigan website.

To complete a bid response, include the following steps:

Complete Section IV, Bid Response, including the sub-sections.

Complete the budget(s) as required in the ITB.

Number the pages of the final Bid Response document.

Submit the budget as a separate attachment.


ITB Number: SFSC13-63002Section III

DESCRIPTION OF SERVICE SPECIFICATIONS I. CONTRACTOR RESPONSIBILITIES

A. Geographic Area

The Contractor shall provide services described herein in the following geographic area: Oakland County.

B. Client Eligibility Criteria

1. Definition of Eligibility

Time – Limited Family Reunification Services shall be provided to Parents and Primary Caregiver(s) who:. are responsible for the care and supervision of minor child(ren) and . have a DHS open case in out-of-home placement with family reunification as

the goal. . Families are eligible only within the 15 month period that begins on the date

the child is considered to have entered foster care.

Adoption Promotion and Support Services shall be provided to:. Prospective adoptive parents adopting minor child(ren) through the DHS foster

care system, when adoption is the child’s permanency goal.. Adoptive parent(s) of minor child(ren) adopted through the DHS foster care

system, when adoption has been finalized, and a need for post adoption services has been identified by DHS.

Family Preservation – Placement Prevention Services shall be provided to Parent or Primary Caregiver(s) who:. are responsible for the care and supervision of minor child(ren) and. have an open DHS Children’s Protective Services (Category I, II, and III),

Foster Care or Delinquency case.

Family Support Services shall be provided to Parents or Primary Caregiver(s) who:. are responsible for the care and supervision of minor child(ren) and . have an open DHS Children’s Protective Services (Category I, II, and III),

Foster Care or Delinquency case or. whose open case was closed within the past 18 months or. had a CPS investigation within the past 18 month or. had 3 or more rejected CPS complaints.



Note: Adjudicated youth not in out of home placement who are wards of the court (including tribal courts) may be referred by DHS to contracts that exclusively serve delinquent youth.

2. Determination of Eligibility

The DHS shall make all referrals and determine eligibility.

C. Credentials/Experience:

The Contractor shall assure that appropriately credentialed or trained staff under its control, including contractor and/or subcontractor employees, shall perform functions under this Agreement.

The Parent Educator and Supportive Visitation Supervisor and Instructor shall possess a bachelor’s degree in social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice.

In addition the Supervisor shall have four years minimum social work experience, or two years of social work experience and two years of supervisory experience, and the Instructor (Parent Educator) shall have one year minimum experience working with at risk families.

D. Services to be Delivered

Service #1 of 1: IN-HOME PARENT EDUCATION & SUPPORTIVE VISITATION

1. Activities the Contractor shall perform:

The Contractor shall:

a. Accept written referrals from the DHS on a first received, first served basis, and maintain a wait list if there are no openings.

b. Initiate contact with the referring DHS worker within three working days of receiving a written referral to:

1) Confirm the referral;2) Discuss case dynamics; 3) Identify family needs; 4) Develop service goals and objectives.5) Establish time frames and a schedule of weekly contact (with DHS

worker or supervisor).

The written referral shall identify each person to be provided service, their address and contact information, identify the reasons for referral, and briefly



state goals and objectives of the DHS. Release of information is the responsibility of the DHS referring worker.

c. Provide a program supervisor to participate in bi-weekly, individual meetings with each parent educator to discuss the assigned family, review case progress and consult on treatment plans. The supervisor shall also:

o accompany each parent educator on at least one home visit per quarter during the contract period, and provide feedback on supervisor-accompanied visit.

o review, approve, date and sign required assessments, progress reports and termination reports.

d. Assign a parent educator to provide services to each referred family, and contact the client face-to-face, in writing or by telephone within three business days of the written referral to establish a mutually agreeable date to conduct a home visit and describe the program to the client, including participation expectations.

e. Conduct a home visit to interview the parent(s) within seven business days of the written referral. The home visits shall last for up to two hours, with approximately one hour for the supportive visitation (observation of the parents interacting with their children), and the other hour (approximately) spent with only the parents. The order and scheduling of the two sessions shall depend on the needs of the children and family.

At the first home visit, the parent educator shall:

1) Obtain identifying information of the parents and family members.2) Administer the Adult-Adolescent Parenting Inventory (AAPI) as a pre-

test for the purpose of measuring the parent’s current knowledge relative to parenting and child development issues.

3) Assess the parent’s strengths and weaknesses regarding parenting skills, conflict resolution and child development; and the child’s needs. (The assessment tool shall be identified in the ITB response). The assessment shall address strengths, problem identification, and risk factors including but not limited to:

o Domestic Violenceo Substance Abuseo Special needs childreno Young and Teen Parento Health Issues

f. Develop a treatment plan with the parents which shall include:o Case goalso Objectives with timeframeso Projected outcomes related to the referralo Family centered planning techniques to develop that are:



. Specific and measurable as related to self-identified and/or observable positive behavior.

. Behaviorally specific, which includes the strengths, problematic situation/behaviors as indicated by the parents, DHS referring worker and the outcomes the parent indicates they need to change.

g. Submit the assessment and treatment plan (to include the parent educator’s name and DHS case number) to the referring worker within 10 calendar days of the date of the initial home visit, but not later than the second home visit.

h. Design with parents a “Family Contract,” an outline of program responsibilities, treatment and goals. Such a Contract shall encourage participation in the program and that each parent take charge of setting their own service priorities. This Contract shall be completed by the second home visit, and also include:

o Services the In-Home Parent Education and Supportive Visitation Program offers.

o The Contractor's responsibility to submit timely progress reports about the family to the DHS.

o Expected length of service. o The agreed upon plan for transporting the child(ren) to the

visitso The family's role, responsibility, and right to be involved in their

goal/treatment, and o How to reach the assigned worker and supervisor.

i. Obtain signatures on the Family Contract of parents (or caregivers) and other

family members, when appropriate. The Family Contract shall also be signed by the instructor and supervisor, and a copy of the signed Family Contract shall be sent to the DHS referring worker for approval and signature. (The Contractor shall maintain a record of the Family Contract, signed by all parties, in their files.)

j. Schedule additional weekly, two hour individualized parent education sessions and supportive visits with the parent and child(ren). All services shall take place in the family’s home or, at the family’s request, a location (other than the Contractor's facility) that is a home setting and mutually agreed upon by the Contractor and the family.

o The DHS referring worker shall arrange transportation as needed

for the children to and from the location of the visit, and inform the child(ren)’s caregivers of his or her role in this program.



o The Contractor shall obtain a best day and time of transport with two alternate times for all supported visits and contact the DHS referring worker within two business days following the initial home visit to confirm and finalize the child(ren)’s transportation.

o Treatment beyond eight sessions, if needed, must be authorized in writing by the DHS referring worker’s supervisor.

k. Provide parent education and supportive visitation sessions in an order based on the needs of the family, children and transportation logistics. The individualized parent education sessions shall include, but not be limited to:

(1) Parent Skills Education . Children’s basic needs (nutrition, medical safety). Physical and emotional aspects of development. Enhance communication skills. Setting behavior and time limits. Discipline and child management. Active listening. Reinforcing positive behavior. Parents as models. Alternatives to corporal punishment and neglect that encourage a

"no-hit" policy, and that examine the impact of “hitting.”

(2) Life/Home Management Skills . Conflict Resolution. Stress management. Family rules

(3) Parent/ Child Interaction Skills . Infant growth and development. Child safety. Verbal and physical redirection. Problem solving and discipline. Reward and punishment. Helping children manage their behavior. Appropriate methods of discipline. Positive recreational activities. Helping children with feelings

l. Provide follow-up at the end of the parent education sessions to reflect upon and discuss parenting skills that worked best during the previous or current supportive visitation with their children. This portion of the session shall address but not be limited to:



(1) Enhancing and increasing parent functioning through the use of feedback and task building interventions.

(2) Enhancing positive changes by giving parent recognition for new behaviors demonstrated.

(3) Enhancing parent’s ability to handle setback situations in a positive way utilizing scaling questions.

(4) Utilizing "exception finding" question techniques to assist parent in creating solutions to problems.

m. Utilize videos, role-playing, directed interactions, discussions, and/or modeling appropriate behaviors to facilitate the parent education sessions.

n. Provide the supportive visitations in the family home to observe the parent’s interaction with child(ren) and provide support, coaching and intervention as necessary to maximize the parent’s ability to guide their child(ren) to successful interactions.

o. Provide supportive visitation that demonstrate non-abusive child management skills appropriate to the age of the child, and utilize but not be limited to the following techniques:

a) Interviewing as an intervention.b) Recognition of pre-session changes made by the family.c) The "miracle question" technique to elicit family-driven hypothetical

solutions to problems.d) The "exception finding" question technique to assist family in

creating solutions to problems.

p. Provide as needed transition time for the children to deal with their grief and loss upon completion of visitation session.

q. Immediately report to DHS any conditions or acts which are current or potential dangers to the child at 855-444-3911.

r. Attend court hearings at the request of the DHS.

s. Administer a post-test to the parents or caregivers at completion of the program to measure improvements in parenting and child development knowledge. (Post-tests should be based on the needs and goals of the individual parents and children.)

t. Provide weekly written progress reports to the DHS referring worker following each supported visit which shall include:

1) Date and type of contact during the report period, and record of any referrals made to other agencies.

2) Topics covered in the parent education sessions.3) Parental participation.4) Parent/Child Interaction.


ITB Number: SFSC13-630025) Progress toward treatment goal/objectives.6) Treatment plan update that also reflects changes in plan with

specific objectives and time frames.7) Recommendations.

u. Develop written termination reports for each family that shall document the reason for case closure in light of the original goals, objectives, and projected outcomes specified in the initial family assessment. The termination report shall also reflect the parent’s participation in the parent education and supportive visits.

In addition, termination reports shall include but not be limited to:1) Record of Contacts. 2) Source and reason for referral.3) Problem Identification and progress addressing it.4) Parent’s strength and overall participation update. 5) Reassessment of family needs and parenting skills.6) Reassessment of children’s needs.7) Reassessment of risk factors.8) Pre- and post-test results.

Termination reports shall be completed and maintained on file and distributed to the DHS referring worker within 15 calendar days of the family’s completion of the program, or from the time of case closure.

2. Volume of Service

a. Clients - The estimated number of eligible families to be served during the period of this Agreement shall be: 150 – 165 (50 to 55 families per contract year).

b. Unit Definition: One unit equals one (1) hour of the Contractor’s time meeting face-to-face with a referred family providing parent education and supportive visitation services as described above.

c. Number of Units: The Bidder shall estimate the number of units proposed in Section IV of the ITB, under Category B3 (Work Plan), and on the budget submitted. When completing the 12-month budget on the CM-468-EX, Service Category A (on the Total Program Budget Summary page) shall identify the costs for the unit rate calculation and the number of units proposed. Service Category B shall be used to identify the actual cost component(s) of Transportation, which is prefilled to the maximum allowable amount of $12,300. The total DHS Contract Budget amount must not exceed the maximum amount of the Agreement for a 12-month period.

Transportation Information


ITB Number: SFSC13-63002DHS shall reimburse the Contractor at State of Michigan (SOM) premium established rates or the Contractor’s usual travel reimbursement rate for employees, whichever is less. Current SOM premium rates may be obtained at the following website:

http://www.michigan.gov/dmb/0,1607,7-150-9141_13132---,00.html

DHS shall reimburse the Contractor for mileage incurred by the Contractor for:

. providing transportation to a referred family

. driving to or from a referred client’s home

. driving to or from a court hearing, at the request of the referring DHS worker

. driving to or from sites other than the client’s home for purpose of advocacy on behalf of the client

The point of origin for mileage shall be the Contractor’s home or normal place of business or the DHS local office location, whichever is closer to the client’s home. No mileage may be charged or reimbursement received for mileage to or from a client’s home if face-to-face contact between the Contractor and client does not occur. That is, the Contractor shall not be reimbursed for mileage which occurs as a result of a missed appointment. The Contractor may not bill for mileage incurred by the Contractor driving to/from their home to/from the DHS local office.


http://www.michigan.gov/dmb/0,1607,7-150-9141_13132---,00.html


Section IV

BID RESPONSEAll information requested below is required.

1. Bidder Name:

2. Bidder Mailing Address:

Bidder E-mail Address:

3. Bidder Mail Code: (Identified when registering on Contract & Payment Express)

4. Bidder DUNS Number:

5. Type of Organization: (Check one). Individuals are private proprietary.

private, non-profit private, proprietary public university

6. If private, proprietary box is checked, is the organization owned by a service-disabled veteran?Yes No

7. Bidder’s fiscal year begin date (month and day):

8. Bidder’s representative who is the authorized negotiator for the bidder.

(Print Name) (Telephone Number)

9. Provide a list of all contracts, identified with the contract numbers, that you have had with DHS within the past five years. Attach additional page if necessary.

The bidder hereby assures that the Invitation to Bid has been reviewed by the organization’s governing body and that body has authorized submission of a bid response; that the person identified above as “bidder’s representative who is the authorized negotiator” has been authorized by the governing body to represent the organization for the purposes of the submission of a bid response and contract negotiation; and that the organization intends to provide services according to the information contained in this Invitation to Bid, if selected and funded to do so.

Print Name of Organization

President or Director


ITB Rating Criteria

The total maximum number of points that a bid can receive equals 100 points. Only those proposals receiving a score of 80 points or more will be considered for award. The maximum number of points for each of the three categories is as follows:

Category Maximum Points

A. Bidder’s Experience, Education, Qualifications& Performance 25 points

B. Program Implementation (Work Plan) 50 points C. Fiscal Resource Allocation 25 points

__________________________________________ __________

Total Points Available 100 points

The bidder is required to use the form and format provided in the Bid Response, Section IV, to complete the Bid Response.


CATEGORY A.Bidder Experience, Education, Qualifications, & Performance

A1.Describe experience in providing the services in this ITB, or similar to those in this ITB. List the contracts and services provided for DHS or any other purchaser, including the following:

1. Contract numbers and dates of services provided, whether for DHS or another purchaser.2. Description of services provided.3. Principal characteristics of the target population(s) for whom the service was provided.4. Documentation of client success and performance data as a result of services provided.5. If similar service, describe degree of similarity and how the service qualifies the bidders agency to provide this service to DHS.6. Name, e-mail address, and telephone number of a contact person for each individual or agency for whom services were provided.

Bidder Response:

FOR RATERS USE ONLY (Shaded Areas)A1a.To what degree has the bidder’s experience with these or similar services demonstrated the bidder possesses the qualifications and skills to provide the services described in the ITB?Rater Comments:

A1b.Has the bidder had previous contracts with DHS or other purchasers? If so, has the bidder provided performance data that indicates successful client outcomes for services provided?Rater Comments:

A1c.Were the principal characteristics of the target population(s) served previously by the bidder comparable and relevant to the target population for the services in this ITB?Rater Comments:


A2.Describe relationships with other relevant community organizations, including history of working relationships and effectiveness in the community, and how those working relationships assisted in the success of clients served.

Bidder Response:

A2a.To what degree has the bidder demonstrated the ability to collaborate with, or otherwise utilize, relevant organization’s resources within the local community to enhance outcomes for clients? Rater Comments:

A3.Provide position descriptions for direct service staff, administrators, and supervisors identified in the price quotation that require educational credentials, knowledge, skills, abilities and other characteristics that demonstrate qualifications to provide proposed services. Do not provide resumes. Include the following:

1. Credentials required.2. Length of experience required.3. Similarity of staff experience in the area of the proposed services.

Bidder Response:

A3a.Has the bidder provided position descriptions that require direct service staff, administrators and supervisors possess educational credentials, experience, knowledge, skills, attributes, and other characteristics that demonstrate qualifications to provide the services described in this ITB?

Rater Comments:

A4.Provide formal monitoring reports and/or evaluation information from DHS or another purchaser for this or similar services, or any internal evaluation if no formal monitoring was done.

If corrective action was needed, provide documentation that appropriate corrective measures were completed.


Bidder Response:

A4a.Has the bidder provided formal monitoring reports and/or evaluation information? If no formal monitoring report was completed, did the bidder perform an internal evaluation of services provided and document success? If corrective action was needed, did the bidder provide documentation that appropriate corrective measures were completed.Rater Comments:

A5.Describe past efforts in ensuring referral sources have knowledge of service availability to clients and the referral process used. Describe how a high degree of client participation, engagement, and investment in the program were maintained. Provide documentation that past efforts were successful in serving a sufficient number of eligible clients.

Bidder Response:

A5a.Has the bidder demonstrated success in attracting a satisfactory number of eligible clients for this or similar services? Did the bidder document the referral process used?Rater Comments:

A5b.Has the bidder provided documentation of past successful efforts to engage clients and maintain participation?Rater Comments:

MAXIMUM NUMBER OF POINTS FOR THIS CATEGORY: 25

RATER’S SCORE FOR THIS CATEGORY:


CATEGORY B. PROGRAM IMPLEMENTATION (WORK PLAN)B1. In narrative form, please describe how the services described in this ITB will be implemented including the following information:

1. Identify the date services will begin.2. Describe the method used to determine the amount of staff time (both management and direct service) needed to fulfill the terms of

the service as described. Also, refer to sub-section i (Staffing Allocation and Qualifications).Bidder Response:

B1a.Has the bidder identified a date and acceptable plan that assures services will begin on the identified date?Rater Comments:

B1b.Has the bidder described a method that will accurately determine the amount of staff time (both management and direct staff) that is reasonable and acceptable?Rater Comments:

B2. Target PopulationDescribe the demographics of the service area and needs of the targeted population to be served. Explain how the services provided in this ITB will address the needs of the target population with respect to:

1. Transportation needs2. Client characteristics3. Disabilities (physical and mental)4. Language barriers5. Cultural barriers

Bidder Response:


B2a.How well has the bidder demonstrated an understanding of the service area and the needs of the targeted population? Rater Comments:

B2b.Has the bidder provided a plan that is adequate to accommodate client needs as listed in B2 (above)?Rater Comments:

B3. Work PlanProvide a description of how the specified service(s) will be provided to client(s).

1. Include each step, process, or activity a typical client(s) will encounter in successfully completing this service, and how these steps contribute to client goal achievement, and program success.

2. Describe the process a client will encounter if they are not initially successful in goals achievement.3. Describe ability to meet time frames required. 4. Include the total anticipated duration of service for each client, the frequency of contacts, time spent with client during each contact,

and the total hours spent with each client. 5. Include the number of clients the bidder will serve in a 12-month period.6. Include the number of units the bidder will provide in a 12-month period.7. The number of clients and units must be provided for each service in the ITB.

Bidder Response:

B3a.How well has the bidder demonstrated the ability to fully implement all aspects of the Work Plan? Rater Comments:


B3b.In the Work Plan, has the bidder described how they will effectively address clients’ needs and contribute to goal achievement and program success? Did the bidder describe the process a client will encounter if they are not initially successful in goal achievement?Rater Comments:

B3c.In the Work Plan, has the bidder demonstrated the ability to make initial contact with clients and provide services within the required time frame?

Rater Comments:

B3d.Has the bidder included the total anticipated duration of service for each client, the frequency of contacts, time spent with client during each contact, and the total hours spent with each client?Rater Comments:

B3e.For each service, has the bidder provided the number of clients to be served and the total number of units to be provided in a 12-month period?Rater Comments:


B4.Provide an organization chart. Position titles in the bid response and budget must match those in the organization chart. The organization chart must include all organizational units supervised by positions funded in whole or in part of this bid.

Describe the amount and nature of supervisory oversight for direct service staff. Include: 1. Amount of supervisory time dedicated to this contract. 2. Number of staff each supervisor is responsible for under this program.3. Number of staff the same supervisor is responsible for under other programs.4. On-site availability of supervisor for emergencies and during non-traditional hours (where appropriate).5. Supervision plan for direct service staff.6. Back-up supervisor arrangement for direct service staff.

Bidder Response:

B4a.How well has the bidder described amount and nature of supervisory oversight for direct service staff with regard to the following:

1. Amount of supervisory time dedicated to this contract. 2. Number of staff and programs for which each supervisor is responsible.3. On-site availability of supervisor for emergencies and during non-traditional hours (where appropriate).4. Supervision plan for direct service staff.5. Back-up arrangement for direct service staff.

Rater Comments:

B5.Describe the training plan for new and existing staff, including the training schedule, number of hours of training, the training curriculum and how it prepares staff for providing the proposed services.

Bidder Response:

B5a.Has the bidder detailed a training plan that prepares new staff appropriately prior to service delivery?


Rater Comments:

B5b.Has the bidder detailed a training plan that prepares existing staff appropriately to deliver the proposed services?Rater Comments:

B6.Describe the plan for notifying DHS and/or prospective clients of service availability.

Bidder Response:

B6a.Has the bidder described an effective plan for notifying DHS and/or prospective clients of service availability?

Rater Comments:

B7.Describe how a high degree of client participation, engagement, and investment in the goals of services will be accomplished and maintained.

Bidder Response:

B7a.Has the bidder described an effective approach for accomplishing and maintaining a high degree of client participation and investment in the goals of services?


Rater Comments:

B8.Describe the method of client assessment.

Bidder Response:

B8a.Is the assessment process well-defined and appropriate? Rater Comments:

B9.Describe how the service/treatment plan is developed, what it will include, issues addressed, and how it will be implemented. Describe how the assessment process is integrated in the service/treatment plan.

Bidder Response:

B9a. Is the service/treatment plan well-defined and appropriate? How well has the bidder integrated the assessment process in the service/treatment plan development?

Rater Comments:

B9b.How well has the bidder demonstrated that service/treatment plans will help clients achieve the goals of the overall program?


Rater Comments:

B10.Describe collaboration with other relevant organizations and resources within the local community that will assist with successful implementation of this service including:

1. Identifying resources within the community that are available to assist the family.2. The process for connecting the family to identified resources.3. Advocating with the client for needed services or resources.

Bidder Response:

B10a.How well has the bidder:

1. identified resources available to assist the family? 2. described how they will effectively connect families to identified resources?3. described formal and informal working relationships with relevant community agencies and staff? 4. demonstrated effectiveness advocating and securing resources for clients? 5. demonstrated the ability to coordinate services with other agencies for clients served by multiple systems?

Rater Comments:

B11.Describe procedures used to assure compliance with client contact requirements.

Bidder Response:

B11a.Does the work plan demonstrate effective procedures for assuring that time frames for client contacts are met?Rater Comments:


B12. Use the formula and table below to provide your agency’s turnover rate, for each of the past three years, of:1. Managerial/Supervisory staff.2. Direct Service staff.

The total number of Managerial/Supervisory and Direct Service Staff exiting includes those employees leaving voluntarily, involuntarily due to dismissal, retirement, etc. Use the fiscal year end to determine the number of employees exiting. Example: In 2011, in an organization with a total staff of 47 employees, 5 employees leave. Divide 5 (# of employees that left) by 47 (# of total staff) which equals 11% turnover rate for total staff.

Formula: Number of staff who left during a fiscal year / Number of staff employed during that same fiscal year = Turnover Rate (%)

Year 2009 Year 2010 Year 2011Staff Number employed Turnover Rate Number employed Turnover Rate Number employed Turnover Rate

Managerial/Supervisory % % %Direct Services % % %

Total: % % %

Explain below your agency’s turnover rate including:1. The agency plan for service maintenance when staff turnover occurs.2. Explanation of past turnover rate.3. Anticipated future turnover rate.4. Describe systems in place to encourage staff retention.

Bidder Response:

B12a.Has the bidder described a plan for maintaining acceptable levels of service when staff turnover occurs?Rater Comments:

B12b.Has the bidder described a plan to encourage staff retention?Rater Comments:


B13.Describe the plan to provide accessibility to clients (i.e., staff, communication, transportation, etc.) including:

The agency’s normal hours of operation. Availability during non-traditional work hours. Clients’ access after hours to their identified worker.

Bidder Response:

B13a.Is the plan identified for accessibility acceptable?Rater Comments:

B14.Identify each location from where services will be provided. Include the street address, city, and zip codes for all locations.

Bidder Response:

B14a.Has the bidder adequately identified service locations?Rater Comments:

B15.Describe the plan to provide outreach services in clients’ homes and/or mutually agreed-upon locations.

Bidder Response:

B15a.Has the bidder described an appropriate method to provide outreach services in clients’ homes and/or mutually agreed-upon locations?Rater Comments:


RATER’S SCORE FOR THIS CATEGORY:


CATEGORY C. FISCAL RESOURCE ALLOCATION*This Category to be rated by the Fiscal Reviewer.C1.Are the resources (budgeted details such as occupancy, communication, supplies and equipment, transportation, contracted services and miscellaneous) allowable and reasonable to accomplish the bidder’s work plan, and reasonably adequate to provide a consistent level of service throughout the term of the agreement?Fiscal Reviewer Comments:

C2.Is supervisory and administrative support reasonable and adequate with respect to:

1. Availability for consultation.2. Number of staff supervised.

Fiscal Reviewer Comments:

C3.Is the number of direct service staff hours reasonable and adequate to deliver the level of needed service, as identified in both the fiscal and narrative portions of the bid response?Fiscal Reviewer Comments:

C4.Are the resources identified in the narrative/work plan section of the bid response consistent with those in the budget?Fiscal Reviewer Comments:


C5.Are indirect (Management & General, Overhead, Administrative) costs reasonable overall and when compared to other bid responses?Fiscal Reviewer Comments:

C6.Do units of service and number of clients to be served in the budget match the amounts in the narrative portion of the bid response?Fiscal Reviewer Comments:

C7.Does the narrative portion of the bid response or budget(s) include unallowable costs?Fiscal Reviewer Comments:


FISCAL REVIEWER’S SCORE FOR THIS CATEGORY:RATING SCORE FOR ALL CATEGORIES:


Sub–Section iBID RESPONSE: STAFFING ALLOCATION AND QUALIFICATIONS*

Bidder Name County Type of Service

CATEGORY POSITION TITLES(Consistent with position titles identified in ITB narrative and

budget)

RATE/HOUR

HOURS/WEEK

(providing this

service)

WEEKS/YEAR QUALIFICATIONS

**MANAGERIAL/SUPERVISORY

DIRECTSERVICE

SUPPORTSTAFF

*Provide information on staffing only for services to be provided for the funding allocated in this ITB.**Managerial/supervisory refers to administrative positions. If a position is both administrative and direct service, place the position in

whatever category the bulk of the individual’s time will be spent.

Department of Human Services (DHS) will not discriminate against any individual or group because of race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a DHS office in your area.


Sub-Section iiBIDDER RESPONSE: BUDGET NARRATIVE

Please provide a narrative description of all resources your organization proposes to meet the requirements of the contract. Please be as brief as possible, while including all pertinent information.

1) Do not include figures that would indicate the dollar amount of the bid response or unit cost.2) List any match resources your agency will be providing and the fund source of that match.

* See Budget Detail Sheets for more information on allowable and unallowable charges.Resource DescriptionEmployee Fringe Benefits (itemize the benefits offered and for which positions, including, but not limited to: Social Security, Medicare, Unemployment, Worker’s comp., Insurances, etc.)

Occupancy (square feet and number of facilities, heat, utilities, etc.State if you are renting or own)

Communications (fax, telephone, number of lines and phones, number of cell phones, etc.)

Supplies (general, program, duplicating, etc., include number of computers if any)

Equipment(any non-consumable item costing more than $5,000 and not included as part of the cost of the facility)

Transportation Costs(number of miles for client transportation, meals, lodging, etc. State which mileage rate you are using)

Contractual Services(compensation paid by the Contractor to a third party)

Miscellaneous (expenses related to the contract, which are not chargeable to other line items.)


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