request for proposal (rfp) for children services …
TRANSCRIPT
REQUEST FOR PROPOSAL (RFP) FOR CHILDREN SERVICES DIVISION SUBSTANCE
ABUSE TESTING1
REQUEST FOR PROPOSALS (RFP) FOR FAIRFIELD COUNTY JOB AND FAMILY SERVICES,
CHILD PROTECTIVE SERVICES
SUBSTANCE ABUSE SCREENING SERVICES
Issued by: Fairfield County Job & Family Services 239 West Main Street Lancaster, Ohio 43130 Michael E. Orlando, Director Contact: Amy McCoy, Finance Supervisor Phone 740.652.7603 Fax: 740.687.6735 Email: [email protected] The Child Protective Services Division of Fairfield County Job and Family Services (FCJFS) provide safety and stability to children of Fairfield County. JFS Mission Statement- Through a spirit of community cooperation, the mission of Fairfield County Job and Family Services is to provide services that encourage productivity, develop competencies, ensure accountability, and promote self- reliance, family stability, and child safety.
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RFP INDEX General Overview ..................................................................................................................... 3 Dates of Importance .................................................................................................................. 3 Contact Person ......................................................................................................................... 4 Vendor Disclosures .................................................................................................................... 4 Conflict of Interest ..................................................................................................................... 4 Contractual Requirements .......................................................................................................... 4 Vendor Examination of the RFP ................................................................................................ 5 Changes to RFP ......................................................................................................................... 5 Availability of Funds .................................................................................................................. 5 Communication Protocol ............................................................................................................ 6 Preparation of Proposal .............................................................................................................. 6 Proposal Selection ..................................................................................................................... 7 Confidentiality and Security ....................................................................................................... 8 Scope of Service ....................................................................................................................... 8 Required Elements of Proposal ............................................................................................... 11 Protests .................................................................................................................................... 13 Attachments ............................................................................................................................. 14
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General Overview The Child Protective Services Division of Fairfield County Job and Family Services (FCJFS) is soliciting bids for a vendor to provide substance abuse screening services to adult (and juvenile when deemed appropriate) individuals referred by FCJFS on an availability basis of seven (7) days per week. The purpose of the screening is to assist FCJFS and local courts in determining if referred individuals are in compliance with applicable standards established by the courts and the requesting social service agency. Fairfield County Job and Family Services will be contracting for the purchase of Substance Abuse Screening services for the time period beginning July 1, 2012 and ending June 30, 2012. FCJFS may extend a contract for services related to this RFP process for two additional 12 month periods upon mutual consent of the parties and contingent upon the availability of funding and successful contract performance of the vendor. Dates of Importance
Date Issued: May 13, 2012 Intent to Bid (Notice Due): May 21, 2012 – 4:00 p.m. A non-binding indication of interest, this insures those responding receive all subsequent e-mail correspondence regarding the RFP process and answers to all questions from others interested in bidding. An e-mail sent to the cointact person of this RFP will suffice as your Intent to Bid notice. Question and Answer Period: May 13 – May 25, 2012 - 4:00 p.m. There will be no Bidders Conference. Questions can be e-mailed to Amy McCoy, [email protected]. E-mail subject line should be: RFP QUESTIONS. Questions will be answered within two business days and responses will include all parties who submitted Intent to Bid. Changes to RFP: May 30, 2012 - 12:00 p.m. Proposals Due: June 8, 2012 - 4:00 p.m.
Intent to Award: June 22, 2012 Program to Begin: July 1, 2012
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Contact Person Amy McCoy, Finance Supervisor Fairfield County Job and Family Services 239 West Main Street Lancaster, Ohio 43130 Phone: 740.652.7603 Fax: 740.687.6735 Email: [email protected] Vendor Disclosures Vendor must provide a disclosure of any pending or threatened court actions and/or claims against the vendor. This information may not cause rejection of the proposal; but withholding the information may be cause to reject the proposal. Conflict of Interest No vendor will promise, or give to any FCJFS employee anything of value that could influence that employee in their decision on awarding contracts. No vendor will try to influence an employee of FCJFS to violate any procurement policies of the agency, the Ohio Revised code, or Federal Procurement Regulations. Contractual Requirements
As a condition of receiving a contract with FCJFS, the contractor, and any
subcontractor(s), shall certify compliance with any court order for the withholding of child support which is issued pursuant to Section 3113.217 of the ORC. The contractor, and any subcontractor(s), must also agree to cooperate with FCJFS and any Ohio Child Support Enforcement Agency in ensuring that the contractor or employees of the contractor meet child support established under state law.
By signing a contract with FCJFS, a vendor agrees that all necessary
insurance is in effect. The selected vendor will indemnify and hold harmless Fairfield County Job
and Family Services against any loss, penalties, damage, settlements, costs, professional fees, and/or related expenses incurred through the provision of services.
The selected vendor shall be required to comply with prevailing wage
standards, as established in ORC 4115.03 to 4115.16. The selected vendor agrees that as a condition to any contract, there shall be
no discrimination against any client or any client or any employee because of race, color, sex, religion, disability, national origin, or any other factor as
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specified in Title VI of the Civil Rights Act of 1964, Rehabilitation Act of 1973 and subsequent amendments. It is further agreed that the vendor will comply with all appropriate federal and state laws regarding such discrimination.
ORC Section 9.24 prohibits FCJFS from awarding a contract to any entity
against whom the Auditor of State has issued a finding for recovery, if the finding for recovery is “unresolved” at the time of award. By submitting a proposal, the vendor warrants that it not now, and will not become subject to an “unresolved” finding for recovery under R.C. 9.24 prior to the award of any contract arising out of the RFP without notifying FCJFS of such finding. FCJFS will review the Auditor of State’s website prior to completion of evaluations of proposals submitted pursuant to this RFP. FCJFS will not evaluate a proposal from any vendor whose name or the name of any subcontractors proposed by the vendor, appears on the website of the Auditor of State of Ohio as having an “unresolved” finding for recovery.
FAR subpart 9.405(d) requires FCJFS to review the Federal Excluded Parties
lists System prior to the award of any contract arising out of the RFP. FCJFS will not evaluate a proposal from any vendor whose name or the name of any subcontractors proposed by the vendor appears on the Federal Excluded Parties List.
Vendor Examination of the RFP Vendors are expected to be familiar with the entire RFP. The vendor is expected to respond to the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP. If a vendor discovers any mistakes or omissions in the RFP they must notify Amy McCoy of Fairfield County Job and Family Services in writing. Clarifications and corrections will be sent to all vendors who have registered with the agency for the RFP. Changes to RFP FCJFS may make changes to this RFP no later than May 30, 2012 at 12:00 p.m. by sending changes to all vendors who register for the RFP. Revisions and additions to any RFP will be provided to all registered vendors. Availability of Funds This RFP and all agency contracts are contingent on the availability of funds. If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled. The vendor will be notified at the earliest possible time. FCJFS is not required to compensate the vendor for any expenses incurred as a result of the RFP process.
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Communication Protocol Amy McCoy will serve as the contact person. The contact information is provided below for submission of proposals or inquiries. Questions must be submitted by e-mail prior to May 25, 2012, by 4:00 p.m., to the attention of Amy McCoy, [email protected]. This is the only acceptable method of inquiry during the course of this RFP. It is the responsibility of each vendor to provide an e-mail address so that an appropriate and timely response may be supplied. Communication from the issuance date of the RFP to the date that an actual contract is let, is to be limited. Please reference protocol guidelines below: Written questions received via e-mail to the designated contact person that
are then shared with all registered vendors. Submission of the proposal. Revisions and additions to any RFP will be provided to all registered vendors. FCJFS reserves the right to modify the submission process and time line, as
well as to cancel any part of this RFP without prior notice. Any error, omission or discrepancy noted by a vendor must be communicated
immediately to the FCJFS contact period, and a request for clarification or modification of the document. Any modifications to this RFP will be issued to all registered vendors, while maintaining anonymity as to the source of the request.
Vendors that are aware of errors and do not report such, submit at their own risk. Unreported errors will not entitle the vendor to additional compensation or time.
Preparation of Proposal Proposals must provide a clear picture of the vendor’s qualifications to provide the services requested in the RFP. The vendor should respond to the RFP instructions and requirements. The proposal must include all costs that relate to the responses submitted. All proposals become the property of FCJFS to use. All proposals will be considered public information and will be open for inspection. The proposal solicitation does not constitute an offer. Acceptance of bids for review does not commit FCJFS to award a contract. The costs of creating proposals are the responsibility of the vendor and shall not be chargeable to FCJFS. The vendor must guarantee the pricing listed in the proposal will remain in effect for a minimum of 120 days after the proposal submission date. FCJFS reserves the right to award contracts to a single applicant, multiple applicants, or to reject any and all bids received. FCJFS reserves the right to negotiate services and costs on any and all bids received or to cancel in part or in its entirety this proposal solicitation. Proposals containing false or misleading statements may be rejected.
The proposal must be signed by an individual who is authorized to contractually bind the vendor. The signature must indicate the title or position the individual holds in the vendor’s organization. Any and all unsigned proposals will be rejected. Vendors must deliver one (1) signed original proposal and four (4) duplicates of the entire written proposal to Amy McCoy of Fairfield County Job and Family Services at 239 West Main Street, Lancaster, Ohio 43130 no later than 4:00 p.m. on June 8, 2012. The original proposal will need to include one set of completed Attachments, A, B, C, D, and E. Copies of these forms are not necessary in the 4 duplicates of the proposal. Proposals received after the deadline will not be considered. A receipt will be received for all proposals received by hand delivery. If having the proposal delivered, the vendor should use certified or registered mail, UPS, or Federal Express with return receipt requested. Faxes or mailed proposals will not be accepted. “SUBSTANCE ABUSE SCREENING PROPOSAL” must be clearly marked on the package. Failure to provide the requested number of duplicates will not automatically disqualify the proposal from consideration. All vendors must carefully review their final proposals. Once opened, proposals cannot be changed; however, FCJFS may request information or respond to inquiries for clarification purposes only. FCJFS reserves the right to reject any or all proposals. The recommendation of FCJFS staff, FCJFS Director, and Fairfield County Commissioners shall be final. Written notification will be made to all vendors who submit a proposal. If a successful vendor fails to execute the contract, FCJFS may award the contract to another vendor whose proposal met the requirements of the RFP and any addenda. The period of time within which such an award of the contract may be made shall be subject to the written agreement between FCJFS and the vendor. Proposal Selection Proposal selection does not guarantee a contract for services will be awarded. Prospective vendors are advised that an offer for a contact may be initiated after a review of the proposals received by FCJFS and members of a proposal review team. Bids submitted in response to this proposal solicitation must comply with the specifications stated herein. At the option of FCJFS, any and all of the aspects of the successful vendor’s bid will become contractual obligations if acquisition action ensues. Failure of the successful vendor to accept these obligations in the contractual agreement may result in cancellation of the award. All proposals will be evaluated based on the criteria in the RFP.
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The request for proposal (RFP) does not constitute an offer. Acceptance of proposals for review does not commit FCJFS to award a contract, nor is it liable for any costs incurred in the preparation of proposals. FCJFS reserves the right to award contracts to a single applicant, multiple applicants or to reject any and all proposals received. Additionally, FCJFS reserves the right to cancel in part or in entirety this RFP. The applicant understands and agrees that any subsequent contract or agreement resulting from a successful bid may, at any time, be amended unilaterally by FCJFS. Upon notification, the applicant agrees to abide by the amended provisions. Any additional services that the vendor includes in response to this proposal solicitation will be considered. Any vendor responding to any FCJFS RFP or any other procurement opportunity is required to provide certification that the vendor has not provided material support or resources to any organization listed on the “Terrorist Exclusion List” (TEL) maintained by the U.S. Department of State. The Declaration of Material Assistance Form, provided as part of Attachment C to the RFP must be completed and signed by the interested vendor’s authorized representative, and returned to FCJFS as a component of the vendor’s proposal. If FCJFS and the vendor are unable to successfully come to terms regarding the contract, FCJFS reserves the right to terminate contract discussions with the bidder. If this happens, FCJFS reserves the right to select another bidder from the bid process, cancel the RFP or reissue the RFP. Confidentiality and Security Any vendor that has access to confidential information will be required to keep that information confidential. Disclosure of information to any party beyond FCJFS personnel and court of law without the written consent of the party served is prohibited. In the event of a material breach of contractor obligations under this section, FCJFS may at its option terminate the contract according to provisions within the contract for termination. Scope of Service The purpose of this agreement is to provide substance abuse screening services and continuous alcohol monitoring services (i.e. bracelet or other method) to FCJFS. This service will be limited to adult (and juvenile when deemed appropriate) customers of FCJFS. The referred individuals will be tested for substance use with the five (5) panel, ten (10) panel, eleven (11) panel, fourteen (14) panel or combined with a TCA strip to allow for an eleven (11) panel screen for specific substances in addition to alcohol. Referred individuals may also be tested for Suboxone by means of a Suboxone test strip at the specific request of
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Child Protective Services. Vendor will perform testing by way of referred individual providing a urine sample at the site of the vendor or off site location when appropriate and necessary. A. Referred individuals will be tested for substance use with either a five (5)
panel, ten (10) panel, eleven (11) panel or fourteen (14) panel screen for specific substances, in addition to alcohol, by way of providing a urine sample to the vendor at the site of the vendor or off site location when appropriate and necessary. The following standards must serve as the threshold of confirmation for each drug in either panel:
Five (5) Panel Methamphetamine 500ng/ml Amphetamine 500ng/ml THC/Cannabinoids 50ng/ml Cocaine 150ng/ml Opiates/Morphine 300ng/ml Ten (10) Panel Lab Based Urine Drug Screen with Confirmation Cocaine 150ng/ml Methamphetamine 500ng/ml THC/Cannabinoids 40 ng/ml Amphetamine 500ng/ml Opiates/Morphine 300ng/ml Propoxyphone 150 ng/ml Oxycodone 100 ng/ml Benzodiazipines 200ng/ml Methadone 300ng/ml Alcohol 0.01 gm/dl
Eleven (11) Panel (including 10 panel and the following test) TCA Strip: Tricyclic Antidepressants 1,000ng/ml Fourteen (14) Panel Instant Screen Cocaine 150ng/ml Methamphetamine 500ng/ml THC 40 ng/ml Amphetamine 500ng/ml Opiates/Morphine 300ng/ml Propoxyphone 150 ng/ml Oxycodone 100 ng/ml Benzodiazipines 200ng/ml Methadone 300ng/ml Phencyclidine 25ng/ml Tricyclic 1,000ng/ml Ecstasy 500 ng/ml
Ethyl Glucuronide (ETG) Alcohol Screen 500 ng/ml Alcohol (urine) reported positive at 0.02g%
Single test for any drug not listed under 5, 10, 11, or 14 panel – only by request and approval of CPS Supervisor. Additional testing requests could be as follows: K2 Spice Bath Salts Dextromethorphan Chlorpheniramine Trazadone Coricidan 10 panel Screen w/ Tramadol TCA (Tri Cyclic Anti-Depressant) Gabapentin (Neurontin) Pregabalin (Lyrica) Breath Alcohol Test (BAT) 5 Panel Hair Test (Extended Opiates)
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Testing cups will be available for CPS employees to conduct field test. B. Referred individuals will be tested for Suboxone by means of a Suboxone
test strip at the specific request of Child Protective Services. The standard threshold of confirmation for Suboxone is 10ng/ml.
C. Vendor will manage a continuous alcohol monitoring system (i.e. bracelet
or other method) as needed and approved by Child Protective Services Director.
D. Vendors hours of operation must be no fewer than six (6) hours per day, seven (7) days per week at a fixed location inside of Fairfield County, Ohio, preferably within the city limits of Lancaster, Ohio. Additionally, vendor must provide availability for on-call emergent needs for testing (outside of regular hours of testing).
E. Results of the urine screening will be e-mailed to the respective agency(s)
within 48 hours after receiving the specimen. Results should also be available through secured on-line program within 24 hours of testing.
F. The established test site will have one (1) male and one (1) female
employee available during hours of operation, each having been trained according to specimen collection criteria established by agents of FCJFS. Screeners will also ensure chain of custody of collected specimens, and further ensure that signatures are collected by donors at the time of collection. Visual observation of sample provision from source to container is required of screeners to ensure validity of the sample collected.
G. Screeners must also confirm the identity of donors by way of examination
of personal photo identification of the donor. H. Vendor personnel specifically involved with laboratory testing of
specimens must be available to testify in a court of law in support of their methods and findings, upon request.
I. Vendor will manage a random call system or equivalent and assure
system meets or exceeds federal confidentiality requirements. J. Vendor should have a process to contact FCJFS to report when
customers do not show up for appointments.
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Required Elements of Proposal The successful vendor will include all of the following elements in their proposal: 1. A cover sheet or transmittal letter must be included in the proposal. The
cover sheet or transmittal letter must be on agency/organization letterhead and signed by the individual authorized to legally bind the agency /organization to fulfill the contractual obligations agreed upon by FCJFS and the successful vendor. The cover sheet or transmittal letter must incorporate the following elements:
A. A statement indicating the legal entity tax status of the
agency/organization responding to the bid solicitation.
B. A statement of the vendor’s willingness to accommodate on-site visits to the participating provider’s facilities by FCJFS representatives and/or their designees.
C. A statement regarding the vendor’s qualifications and experience must be
included within the cover sheet or transmittal letter.
D. The name, title, address, telephone, e-mail, and FAX number of the individual to be contacted by FCJFS, if this should be deemed necessary at any time during the proposal solicitation review and selection process.
2. An overview of the proposed services to be provided by the vendor must
include a detailed response to each of the following:
A. Indicate a fee per service for each of the following: A five (5) panel urine screen, including alcohol; A ten (10) panel urine screen, including alcohol; An eleven (11) panel urine screen; A fourteen (14) panel instant urine screen; Single test for substances not listed in 5, 10,11, or 14 panel; Single test strips or cups for any drug not listed under 5, 10, 11 or 14 ; Suboxone test strip urine screen; Breath alcohol testing; Ethyl Glucuronide (ETG) Alcohol Screen Continuous alcohol monitoring – set up fee and per day/per client fee; Intect Strip; Random call center or equivalent fee per client/per day; Test confirmation (5, 10, 11, TCA strip) – only by approval of CPS
supervisor; Costs for any additional tests that may be listed in this proposal or may
be available from your company that is not listed; Charge for “no shows” (if applicable);
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Testing cups for CPS field tests. B. Confirmation of the vendor’s ability to return individual results within a 24
hour timeframe. C. Describe both urine testing methods and accuracy levels of tests used. D. Describe how necessary staffing availability will be guaranteed
considering the need for both a male and female on-site at all times. E. Describe vendor’s chain of custody procedure for urine testing methods.
F. Describe how the vendor will address “no shows” for appointments and
expectations for payment (if applicable). G. A statement of the vendor’s willingness to provide to FCJFS the necessary
employee information so that FCJFS may conduct background investigations to determine that vendor-employed screeners do not represent any potential conflict of interest that may compromise the integrity of testing.
H. Describe the vendor’s willingness and ability to test clients at alternatives
sites, outside of Fairfield County. 3. Vendors must complete vendor forms as provided in attachments A-E:
A. Organizational Information Cover Sheet B. Certification Letter from Signatory Authority C. Declaration Regarding Material Assistance/Non-Assistance to a
Terrorist Organization D. Request for Taxpayer Identification Number (W-9) Form E. Ohio New Hire Reporting Form
4. Completion of required A-E forms as contained in the attachments should
be submitted as a separate packet of originals with a clearly defined cover sheet marked “Appendix”. Only one (1) set of required forms is needed to accompany the one (1) original and four (4) duplicates of the proposal.
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Protests Any potential, or actual, vendor objecting to the award of a contract resulting from the issuance of the RFP may file a protest of the award of the contract, or any other matter relating to the process of soliciting the proposals. Such a protest must comply with the following guidelines: 1. A protest may be filed by a prospective or actual bidder objecting to the award
of a contract resulting from this RFP. The protest shall be in writing and shall contain the following information: A. The name, address, and telephone number of the protestor; B. The name and release date of the RFP being protested; C. A detailed statement of the legal and factual grounds for the protest,
including copies of any relevant documents; D. A request for a ruling by FCJFS; E. A statement as to the form of relief requested from FCJFS; and F. Any other information the protestor believes to be essential to the
determination of the factual and legal questions at issue in the written protest.
2. A protest based on alleged improprieties in the issuance of the RFP or any other event preceding the closing date for receipt of proposals which are apparent or should be apparent prior to the closing date for receipt of proposals shall be filed no later than 3:00 p.m. the closing date for receipt of proposals, as specified in the Time Table of this RFP in order to be considered timely by FCJFS.
3. An untimely protest may be considered by FCJFS if FCJFS determines that
the protest raises issues significant to the agency’s procurement system. An untimely protest is one received by the FCJFS Agency Director after the time period set for in Item 2. of this section.
4. All protests must be filed at the following location: Fairfield County Job & Services
Attn: Agency Director 239 West Main Street Lancaster, Ohio 43130 5. When a timely protest is filed, a contract shall not proceed until a decision on
the protest is issued or the matter is otherwise resolved, unless the Director of FCJFS determines that a delay will severely disadvantage the Agency. The vendor who would have been awarded the contract shall be notified of the receipt of the protest.
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6. The FCJFS Agency Director shall issue written decisions on all timely protests and shall notify any vendor who filed an untimely protest as to whether or not the protest will be considered.
Attachments
A. Organizational Information Cover Sheet B. Certification Letter from Signatory Authority C. Declaration Regarding Material Assistance/Non-Assistance to a
Terrorist Organization D. Request for Taxpayer Identification Number (W-9) Form E. Ohio New Hire Reporting Form
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Name of Organization: _______________________________________ Address of Organization: _______________________________________
_______________________________________
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Attachment B
CERTIFICATION LETTER FROM SIGNATORY AUTHORITY CERTIFICATION: The information contained in this proposal fairly presents the organization and its proposed operating plans and budget for a Substance Abuse Screening program. I acknowledge that I have read and understand the requirements and provisions of the RFP and that the organization is prepared to implement the project/program as specified in this proposal. I further certify that all information contained in this proposal is true and correct and shall be open to verification should FCJFS or its representatives desire to do so. I also certify that all costs contained in the proposal are real, allowable, necessary, non-defective, and allocable to the program and are not of allocable credits, refunds and rebates, and are not a duplication of funds already available or which will be available from other funding sources. I agree that should this program be funded, our organization will abide by the rules and regulations, state and local policies applicable to the law, regulations and plans for administration. I certify that I am authorized to sign the attached proposal and to commit this organization to the provision of services contained therein. Finally, I do hereby certify that this organization is not currently in any stage of formal bankruptcy proceedings. _____________________________ _____________________ Authorizing Official's Name Title
______________________________ _____________________ Authorizing Official’s Signature Date Social Security Number or Taxpayer ID Number
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REQUEST FOR PROPOSALS (RFP) FOR FAIRFIELD COUNTY JOB AND FAMILY SERVICES,
CHILD PROTECTIVE SERVICES
SUBSTANCE ABUSE SCREENING SERVICES
Issued by: Fairfield County Job & Family Services 239 West Main Street Lancaster, Ohio 43130 Michael E. Orlando, Director Contact: Amy McCoy, Finance Supervisor Phone 740.652.7603 Fax: 740.687.6735 Email: [email protected] The Child Protective Services Division of Fairfield County Job and Family Services (FCJFS) provide safety and stability to children of Fairfield County. JFS Mission Statement- Through a spirit of community cooperation, the mission of Fairfield County Job and Family Services is to provide services that encourage productivity, develop competencies, ensure accountability, and promote self- reliance, family stability, and child safety.
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RFP INDEX General Overview ..................................................................................................................... 3 Dates of Importance .................................................................................................................. 3 Contact Person ......................................................................................................................... 4 Vendor Disclosures .................................................................................................................... 4 Conflict of Interest ..................................................................................................................... 4 Contractual Requirements .......................................................................................................... 4 Vendor Examination of the RFP ................................................................................................ 5 Changes to RFP ......................................................................................................................... 5 Availability of Funds .................................................................................................................. 5 Communication Protocol ............................................................................................................ 6 Preparation of Proposal .............................................................................................................. 6 Proposal Selection ..................................................................................................................... 7 Confidentiality and Security ....................................................................................................... 8 Scope of Service ....................................................................................................................... 8 Required Elements of Proposal ............................................................................................... 11 Protests .................................................................................................................................... 13 Attachments ............................................................................................................................. 14
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General Overview The Child Protective Services Division of Fairfield County Job and Family Services (FCJFS) is soliciting bids for a vendor to provide substance abuse screening services to adult (and juvenile when deemed appropriate) individuals referred by FCJFS on an availability basis of seven (7) days per week. The purpose of the screening is to assist FCJFS and local courts in determining if referred individuals are in compliance with applicable standards established by the courts and the requesting social service agency. Fairfield County Job and Family Services will be contracting for the purchase of Substance Abuse Screening services for the time period beginning July 1, 2012 and ending June 30, 2012. FCJFS may extend a contract for services related to this RFP process for two additional 12 month periods upon mutual consent of the parties and contingent upon the availability of funding and successful contract performance of the vendor. Dates of Importance
Date Issued: May 13, 2012 Intent to Bid (Notice Due): May 21, 2012 – 4:00 p.m. A non-binding indication of interest, this insures those responding receive all subsequent e-mail correspondence regarding the RFP process and answers to all questions from others interested in bidding. An e-mail sent to the cointact person of this RFP will suffice as your Intent to Bid notice. Question and Answer Period: May 13 – May 25, 2012 - 4:00 p.m. There will be no Bidders Conference. Questions can be e-mailed to Amy McCoy, [email protected]. E-mail subject line should be: RFP QUESTIONS. Questions will be answered within two business days and responses will include all parties who submitted Intent to Bid. Changes to RFP: May 30, 2012 - 12:00 p.m. Proposals Due: June 8, 2012 - 4:00 p.m.
Intent to Award: June 22, 2012 Program to Begin: July 1, 2012
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Contact Person Amy McCoy, Finance Supervisor Fairfield County Job and Family Services 239 West Main Street Lancaster, Ohio 43130 Phone: 740.652.7603 Fax: 740.687.6735 Email: [email protected] Vendor Disclosures Vendor must provide a disclosure of any pending or threatened court actions and/or claims against the vendor. This information may not cause rejection of the proposal; but withholding the information may be cause to reject the proposal. Conflict of Interest No vendor will promise, or give to any FCJFS employee anything of value that could influence that employee in their decision on awarding contracts. No vendor will try to influence an employee of FCJFS to violate any procurement policies of the agency, the Ohio Revised code, or Federal Procurement Regulations. Contractual Requirements
As a condition of receiving a contract with FCJFS, the contractor, and any
subcontractor(s), shall certify compliance with any court order for the withholding of child support which is issued pursuant to Section 3113.217 of the ORC. The contractor, and any subcontractor(s), must also agree to cooperate with FCJFS and any Ohio Child Support Enforcement Agency in ensuring that the contractor or employees of the contractor meet child support established under state law.
By signing a contract with FCJFS, a vendor agrees that all necessary
insurance is in effect. The selected vendor will indemnify and hold harmless Fairfield County Job
and Family Services against any loss, penalties, damage, settlements, costs, professional fees, and/or related expenses incurred through the provision of services.
The selected vendor shall be required to comply with prevailing wage
standards, as established in ORC 4115.03 to 4115.16. The selected vendor agrees that as a condition to any contract, there shall be
no discrimination against any client or any client or any employee because of race, color, sex, religion, disability, national origin, or any other factor as
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specified in Title VI of the Civil Rights Act of 1964, Rehabilitation Act of 1973 and subsequent amendments. It is further agreed that the vendor will comply with all appropriate federal and state laws regarding such discrimination.
ORC Section 9.24 prohibits FCJFS from awarding a contract to any entity
against whom the Auditor of State has issued a finding for recovery, if the finding for recovery is “unresolved” at the time of award. By submitting a proposal, the vendor warrants that it not now, and will not become subject to an “unresolved” finding for recovery under R.C. 9.24 prior to the award of any contract arising out of the RFP without notifying FCJFS of such finding. FCJFS will review the Auditor of State’s website prior to completion of evaluations of proposals submitted pursuant to this RFP. FCJFS will not evaluate a proposal from any vendor whose name or the name of any subcontractors proposed by the vendor, appears on the website of the Auditor of State of Ohio as having an “unresolved” finding for recovery.
FAR subpart 9.405(d) requires FCJFS to review the Federal Excluded Parties
lists System prior to the award of any contract arising out of the RFP. FCJFS will not evaluate a proposal from any vendor whose name or the name of any subcontractors proposed by the vendor appears on the Federal Excluded Parties List.
Vendor Examination of the RFP Vendors are expected to be familiar with the entire RFP. The vendor is expected to respond to the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP. If a vendor discovers any mistakes or omissions in the RFP they must notify Amy McCoy of Fairfield County Job and Family Services in writing. Clarifications and corrections will be sent to all vendors who have registered with the agency for the RFP. Changes to RFP FCJFS may make changes to this RFP no later than May 30, 2012 at 12:00 p.m. by sending changes to all vendors who register for the RFP. Revisions and additions to any RFP will be provided to all registered vendors. Availability of Funds This RFP and all agency contracts are contingent on the availability of funds. If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled. The vendor will be notified at the earliest possible time. FCJFS is not required to compensate the vendor for any expenses incurred as a result of the RFP process.
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Communication Protocol Amy McCoy will serve as the contact person. The contact information is provided below for submission of proposals or inquiries. Questions must be submitted by e-mail prior to May 25, 2012, by 4:00 p.m., to the attention of Amy McCoy, [email protected]. This is the only acceptable method of inquiry during the course of this RFP. It is the responsibility of each vendor to provide an e-mail address so that an appropriate and timely response may be supplied. Communication from the issuance date of the RFP to the date that an actual contract is let, is to be limited. Please reference protocol guidelines below: Written questions received via e-mail to the designated contact person that
are then shared with all registered vendors. Submission of the proposal. Revisions and additions to any RFP will be provided to all registered vendors. FCJFS reserves the right to modify the submission process and time line, as
well as to cancel any part of this RFP without prior notice. Any error, omission or discrepancy noted by a vendor must be communicated
immediately to the FCJFS contact period, and a request for clarification or modification of the document. Any modifications to this RFP will be issued to all registered vendors, while maintaining anonymity as to the source of the request.
Vendors that are aware of errors and do not report such, submit at their own risk. Unreported errors will not entitle the vendor to additional compensation or time.
Preparation of Proposal Proposals must provide a clear picture of the vendor’s qualifications to provide the services requested in the RFP. The vendor should respond to the RFP instructions and requirements. The proposal must include all costs that relate to the responses submitted. All proposals become the property of FCJFS to use. All proposals will be considered public information and will be open for inspection. The proposal solicitation does not constitute an offer. Acceptance of bids for review does not commit FCJFS to award a contract. The costs of creating proposals are the responsibility of the vendor and shall not be chargeable to FCJFS. The vendor must guarantee the pricing listed in the proposal will remain in effect for a minimum of 120 days after the proposal submission date. FCJFS reserves the right to award contracts to a single applicant, multiple applicants, or to reject any and all bids received. FCJFS reserves the right to negotiate services and costs on any and all bids received or to cancel in part or in its entirety this proposal solicitation. Proposals containing false or misleading statements may be rejected.
The proposal must be signed by an individual who is authorized to contractually bind the vendor. The signature must indicate the title or position the individual holds in the vendor’s organization. Any and all unsigned proposals will be rejected. Vendors must deliver one (1) signed original proposal and four (4) duplicates of the entire written proposal to Amy McCoy of Fairfield County Job and Family Services at 239 West Main Street, Lancaster, Ohio 43130 no later than 4:00 p.m. on June 8, 2012. The original proposal will need to include one set of completed Attachments, A, B, C, D, and E. Copies of these forms are not necessary in the 4 duplicates of the proposal. Proposals received after the deadline will not be considered. A receipt will be received for all proposals received by hand delivery. If having the proposal delivered, the vendor should use certified or registered mail, UPS, or Federal Express with return receipt requested. Faxes or mailed proposals will not be accepted. “SUBSTANCE ABUSE SCREENING PROPOSAL” must be clearly marked on the package. Failure to provide the requested number of duplicates will not automatically disqualify the proposal from consideration. All vendors must carefully review their final proposals. Once opened, proposals cannot be changed; however, FCJFS may request information or respond to inquiries for clarification purposes only. FCJFS reserves the right to reject any or all proposals. The recommendation of FCJFS staff, FCJFS Director, and Fairfield County Commissioners shall be final. Written notification will be made to all vendors who submit a proposal. If a successful vendor fails to execute the contract, FCJFS may award the contract to another vendor whose proposal met the requirements of the RFP and any addenda. The period of time within which such an award of the contract may be made shall be subject to the written agreement between FCJFS and the vendor. Proposal Selection Proposal selection does not guarantee a contract for services will be awarded. Prospective vendors are advised that an offer for a contact may be initiated after a review of the proposals received by FCJFS and members of a proposal review team. Bids submitted in response to this proposal solicitation must comply with the specifications stated herein. At the option of FCJFS, any and all of the aspects of the successful vendor’s bid will become contractual obligations if acquisition action ensues. Failure of the successful vendor to accept these obligations in the contractual agreement may result in cancellation of the award. All proposals will be evaluated based on the criteria in the RFP.
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The request for proposal (RFP) does not constitute an offer. Acceptance of proposals for review does not commit FCJFS to award a contract, nor is it liable for any costs incurred in the preparation of proposals. FCJFS reserves the right to award contracts to a single applicant, multiple applicants or to reject any and all proposals received. Additionally, FCJFS reserves the right to cancel in part or in entirety this RFP. The applicant understands and agrees that any subsequent contract or agreement resulting from a successful bid may, at any time, be amended unilaterally by FCJFS. Upon notification, the applicant agrees to abide by the amended provisions. Any additional services that the vendor includes in response to this proposal solicitation will be considered. Any vendor responding to any FCJFS RFP or any other procurement opportunity is required to provide certification that the vendor has not provided material support or resources to any organization listed on the “Terrorist Exclusion List” (TEL) maintained by the U.S. Department of State. The Declaration of Material Assistance Form, provided as part of Attachment C to the RFP must be completed and signed by the interested vendor’s authorized representative, and returned to FCJFS as a component of the vendor’s proposal. If FCJFS and the vendor are unable to successfully come to terms regarding the contract, FCJFS reserves the right to terminate contract discussions with the bidder. If this happens, FCJFS reserves the right to select another bidder from the bid process, cancel the RFP or reissue the RFP. Confidentiality and Security Any vendor that has access to confidential information will be required to keep that information confidential. Disclosure of information to any party beyond FCJFS personnel and court of law without the written consent of the party served is prohibited. In the event of a material breach of contractor obligations under this section, FCJFS may at its option terminate the contract according to provisions within the contract for termination. Scope of Service The purpose of this agreement is to provide substance abuse screening services and continuous alcohol monitoring services (i.e. bracelet or other method) to FCJFS. This service will be limited to adult (and juvenile when deemed appropriate) customers of FCJFS. The referred individuals will be tested for substance use with the five (5) panel, ten (10) panel, eleven (11) panel, fourteen (14) panel or combined with a TCA strip to allow for an eleven (11) panel screen for specific substances in addition to alcohol. Referred individuals may also be tested for Suboxone by means of a Suboxone test strip at the specific request of
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Child Protective Services. Vendor will perform testing by way of referred individual providing a urine sample at the site of the vendor or off site location when appropriate and necessary. A. Referred individuals will be tested for substance use with either a five (5)
panel, ten (10) panel, eleven (11) panel or fourteen (14) panel screen for specific substances, in addition to alcohol, by way of providing a urine sample to the vendor at the site of the vendor or off site location when appropriate and necessary. The following standards must serve as the threshold of confirmation for each drug in either panel:
Five (5) Panel Methamphetamine 500ng/ml Amphetamine 500ng/ml THC/Cannabinoids 50ng/ml Cocaine 150ng/ml Opiates/Morphine 300ng/ml Ten (10) Panel Lab Based Urine Drug Screen with Confirmation Cocaine 150ng/ml Methamphetamine 500ng/ml THC/Cannabinoids 40 ng/ml Amphetamine 500ng/ml Opiates/Morphine 300ng/ml Propoxyphone 150 ng/ml Oxycodone 100 ng/ml Benzodiazipines 200ng/ml Methadone 300ng/ml Alcohol 0.01 gm/dl
Eleven (11) Panel (including 10 panel and the following test) TCA Strip: Tricyclic Antidepressants 1,000ng/ml Fourteen (14) Panel Instant Screen Cocaine 150ng/ml Methamphetamine 500ng/ml THC 40 ng/ml Amphetamine 500ng/ml Opiates/Morphine 300ng/ml Propoxyphone 150 ng/ml Oxycodone 100 ng/ml Benzodiazipines 200ng/ml Methadone 300ng/ml Phencyclidine 25ng/ml Tricyclic 1,000ng/ml Ecstasy 500 ng/ml
Ethyl Glucuronide (ETG) Alcohol Screen 500 ng/ml Alcohol (urine) reported positive at 0.02g%
Single test for any drug not listed under 5, 10, 11, or 14 panel – only by request and approval of CPS Supervisor. Additional testing requests could be as follows: K2 Spice Bath Salts Dextromethorphan Chlorpheniramine Trazadone Coricidan 10 panel Screen w/ Tramadol TCA (Tri Cyclic Anti-Depressant) Gabapentin (Neurontin) Pregabalin (Lyrica) Breath Alcohol Test (BAT) 5 Panel Hair Test (Extended Opiates)
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Testing cups will be available for CPS employees to conduct field test. B. Referred individuals will be tested for Suboxone by means of a Suboxone
test strip at the specific request of Child Protective Services. The standard threshold of confirmation for Suboxone is 10ng/ml.
C. Vendor will manage a continuous alcohol monitoring system (i.e. bracelet
or other method) as needed and approved by Child Protective Services Director.
D. Vendors hours of operation must be no fewer than six (6) hours per day, seven (7) days per week at a fixed location inside of Fairfield County, Ohio, preferably within the city limits of Lancaster, Ohio. Additionally, vendor must provide availability for on-call emergent needs for testing (outside of regular hours of testing).
E. Results of the urine screening will be e-mailed to the respective agency(s)
within 48 hours after receiving the specimen. Results should also be available through secured on-line program within 24 hours of testing.
F. The established test site will have one (1) male and one (1) female
employee available during hours of operation, each having been trained according to specimen collection criteria established by agents of FCJFS. Screeners will also ensure chain of custody of collected specimens, and further ensure that signatures are collected by donors at the time of collection. Visual observation of sample provision from source to container is required of screeners to ensure validity of the sample collected.
G. Screeners must also confirm the identity of donors by way of examination
of personal photo identification of the donor. H. Vendor personnel specifically involved with laboratory testing of
specimens must be available to testify in a court of law in support of their methods and findings, upon request.
I. Vendor will manage a random call system or equivalent and assure
system meets or exceeds federal confidentiality requirements. J. Vendor should have a process to contact FCJFS to report when
customers do not show up for appointments.
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Required Elements of Proposal The successful vendor will include all of the following elements in their proposal: 1. A cover sheet or transmittal letter must be included in the proposal. The
cover sheet or transmittal letter must be on agency/organization letterhead and signed by the individual authorized to legally bind the agency /organization to fulfill the contractual obligations agreed upon by FCJFS and the successful vendor. The cover sheet or transmittal letter must incorporate the following elements:
A. A statement indicating the legal entity tax status of the
agency/organization responding to the bid solicitation.
B. A statement of the vendor’s willingness to accommodate on-site visits to the participating provider’s facilities by FCJFS representatives and/or their designees.
C. A statement regarding the vendor’s qualifications and experience must be
included within the cover sheet or transmittal letter.
D. The name, title, address, telephone, e-mail, and FAX number of the individual to be contacted by FCJFS, if this should be deemed necessary at any time during the proposal solicitation review and selection process.
2. An overview of the proposed services to be provided by the vendor must
include a detailed response to each of the following:
A. Indicate a fee per service for each of the following: A five (5) panel urine screen, including alcohol; A ten (10) panel urine screen, including alcohol; An eleven (11) panel urine screen; A fourteen (14) panel instant urine screen; Single test for substances not listed in 5, 10,11, or 14 panel; Single test strips or cups for any drug not listed under 5, 10, 11 or 14 ; Suboxone test strip urine screen; Breath alcohol testing; Ethyl Glucuronide (ETG) Alcohol Screen Continuous alcohol monitoring – set up fee and per day/per client fee; Intect Strip; Random call center or equivalent fee per client/per day; Test confirmation (5, 10, 11, TCA strip) – only by approval of CPS
supervisor; Costs for any additional tests that may be listed in this proposal or may
be available from your company that is not listed; Charge for “no shows” (if applicable);
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Testing cups for CPS field tests. B. Confirmation of the vendor’s ability to return individual results within a 24
hour timeframe. C. Describe both urine testing methods and accuracy levels of tests used. D. Describe how necessary staffing availability will be guaranteed
considering the need for both a male and female on-site at all times. E. Describe vendor’s chain of custody procedure for urine testing methods.
F. Describe how the vendor will address “no shows” for appointments and
expectations for payment (if applicable). G. A statement of the vendor’s willingness to provide to FCJFS the necessary
employee information so that FCJFS may conduct background investigations to determine that vendor-employed screeners do not represent any potential conflict of interest that may compromise the integrity of testing.
H. Describe the vendor’s willingness and ability to test clients at alternatives
sites, outside of Fairfield County. 3. Vendors must complete vendor forms as provided in attachments A-E:
A. Organizational Information Cover Sheet B. Certification Letter from Signatory Authority C. Declaration Regarding Material Assistance/Non-Assistance to a
Terrorist Organization D. Request for Taxpayer Identification Number (W-9) Form E. Ohio New Hire Reporting Form
4. Completion of required A-E forms as contained in the attachments should
be submitted as a separate packet of originals with a clearly defined cover sheet marked “Appendix”. Only one (1) set of required forms is needed to accompany the one (1) original and four (4) duplicates of the proposal.
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Protests Any potential, or actual, vendor objecting to the award of a contract resulting from the issuance of the RFP may file a protest of the award of the contract, or any other matter relating to the process of soliciting the proposals. Such a protest must comply with the following guidelines: 1. A protest may be filed by a prospective or actual bidder objecting to the award
of a contract resulting from this RFP. The protest shall be in writing and shall contain the following information: A. The name, address, and telephone number of the protestor; B. The name and release date of the RFP being protested; C. A detailed statement of the legal and factual grounds for the protest,
including copies of any relevant documents; D. A request for a ruling by FCJFS; E. A statement as to the form of relief requested from FCJFS; and F. Any other information the protestor believes to be essential to the
determination of the factual and legal questions at issue in the written protest.
2. A protest based on alleged improprieties in the issuance of the RFP or any other event preceding the closing date for receipt of proposals which are apparent or should be apparent prior to the closing date for receipt of proposals shall be filed no later than 3:00 p.m. the closing date for receipt of proposals, as specified in the Time Table of this RFP in order to be considered timely by FCJFS.
3. An untimely protest may be considered by FCJFS if FCJFS determines that
the protest raises issues significant to the agency’s procurement system. An untimely protest is one received by the FCJFS Agency Director after the time period set for in Item 2. of this section.
4. All protests must be filed at the following location: Fairfield County Job & Services
Attn: Agency Director 239 West Main Street Lancaster, Ohio 43130 5. When a timely protest is filed, a contract shall not proceed until a decision on
the protest is issued or the matter is otherwise resolved, unless the Director of FCJFS determines that a delay will severely disadvantage the Agency. The vendor who would have been awarded the contract shall be notified of the receipt of the protest.
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6. The FCJFS Agency Director shall issue written decisions on all timely protests and shall notify any vendor who filed an untimely protest as to whether or not the protest will be considered.
Attachments
A. Organizational Information Cover Sheet B. Certification Letter from Signatory Authority C. Declaration Regarding Material Assistance/Non-Assistance to a
Terrorist Organization D. Request for Taxpayer Identification Number (W-9) Form E. Ohio New Hire Reporting Form
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Name of Organization: _______________________________________ Address of Organization: _______________________________________
_______________________________________
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Attachment B
CERTIFICATION LETTER FROM SIGNATORY AUTHORITY CERTIFICATION: The information contained in this proposal fairly presents the organization and its proposed operating plans and budget for a Substance Abuse Screening program. I acknowledge that I have read and understand the requirements and provisions of the RFP and that the organization is prepared to implement the project/program as specified in this proposal. I further certify that all information contained in this proposal is true and correct and shall be open to verification should FCJFS or its representatives desire to do so. I also certify that all costs contained in the proposal are real, allowable, necessary, non-defective, and allocable to the program and are not of allocable credits, refunds and rebates, and are not a duplication of funds already available or which will be available from other funding sources. I agree that should this program be funded, our organization will abide by the rules and regulations, state and local policies applicable to the law, regulations and plans for administration. I certify that I am authorized to sign the attached proposal and to commit this organization to the provision of services contained therein. Finally, I do hereby certify that this organization is not currently in any stage of formal bankruptcy proceedings. _____________________________ _____________________ Authorizing Official's Name Title
______________________________ _____________________ Authorizing Official’s Signature Date Social Security Number or Taxpayer ID Number
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