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Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 260000001876 Child Nutrition Program Monitoring and Compliance Reviews This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BIDDERS PROVIDE RESPONSES TO EACH BIDDER BOX SHOWN BELOW - IF ADDITIONAL SPACE IS NEEDED TO PROVIDE INFORMATION OR SUPPORT DOCUMENTS REFERENCE THIS IN THE APPROPRIATE RESPONSE BOX AND ATTACH AS PART OF RFP SUBMISSION.

BACKGROUND

The Office of Nutrition Services (ONS) at the Michigan Department of Education (MDE) is responsible for administering all United States Department of Agriculture (USDA) Child Nutrition Programs. As part of administering the programs, ONS is required to ensure Child Nutrition Program Sponsors follow all federal regulations and program guidelines. USDA is putting more emphasis on program integrity, and in-depth monitoring. Due to continual changes in compliance requirements a backlog of compliance reviews require intermittent Contractor Services to meet agency compliance needs. Comprehensive knowledge of USDA regulations and Child Nutrition Programs are required for this specialized work. Intermittent work may be required as projects are identified, when federal or state mandates are updated, or compliance parameters needs evolve.

SCOPE

Office of Nutrition Services (ONS ) is seeking Contractors to perform projects associated with a backlog of compliance reviews, special review projects as needed, related monitoring activities, create materials, and provide technical assistance in accordance with Child Nutrition Program regulations listed on the USDA Food and Nutrition Service (FNS) website. Link provided Child Nutrition Programs Legislation and Regulations | Food and Nutrition Service.

Contractors are required to have comprehensive knowledge and experience with USDA Food and Nutrition Services - Child Nutrition Programs (USDA FNS CNP) All projects and compliance reviews must be performed using MDE forms modeled from USDA guidance materials, and under direction of MDE Program Manager, and/or designee including Project Leads. Additional information about each project is as follows.

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Bidder explain your knowledge of and experience with the USDA Child Nutrition Programs, Legislation, and Regulations?

Listed below are reviews currently needed for Child Nutrition Programs. Bids can be submitted for one or all of the sections below. If there are reviews you do not wish to bid on, put N/A in the appropriate Bidder Box:

Each review type listed below will have a Project Lead assigned. The State (ONS) Program Manager will manage the overall review process, but the assigned Project Lead will manage the day-to-day requirements required of the review type. The assigned Project Lead will be provided after contract award.

A. School Nutrition Program Procurement Reviews – Contractor is required to:

Approximately 250 reviews to be completed remotely Related monitoring activities and materials may include specific projects to directly address and reduce the backlog of reviews.

The number of reviews may be subject to change at the discretion of MDE.

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Bidder must describe their experience with conducting School Nutrition Program Procurement Reviews, including the number of reviews completed and whether work was completed remotely, in-person, or in a hybrid format.

B. Child And Adult Care Food Program Administrative Reviews – Contractor is required to:

Approximately 150 Complete Administrative Reviews Each review includes at least one site visit throughout Michigan, with time on site varying between 1-3 days. Some parts of the work may be completed remotely.

Related monitoring activities and materials may include specific projects to directly address and reduce the backlog of reviews.

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Bidder must describe their experience with conducting Child and Adult Care Food Program Administrative Reviews, including the number of reviews completed, whether work was completed remotely, in-person, or a hybrid format.

C. School Nutrition Program Administrative Reviews – Contractor is required to:

Approximately 50 Complete Administrative Reviews Each review includes at least one site visit throughout Michigan, with average on site time varying between 1-4 days, average of 2 days. Some parts of the work may be completed remotely.

The Resource Management section of the Administrative Review is not to be included.

Related monitoring activities and materials may include specific projects to directly address and reduce the backlog of reviews.

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Bidder must describe their experience with conducting School Nutrition Program Administrative Reviews, including the number of reviews completed, whether work was completed remotely, in-person, or a hybrid format.

D. Summer Food Service Program Administrative Reviews - Contractor is required to:

Approximately 100 Administrative Reviews with Rural Non-Congregate site visits, and Administrative Reviews including site visits throughout Michigan. Some parts of the work may be completed remotely.

Related monitoring activities and materials may include specific projects to directly address and reduce the backlog of reviews.

The number of reviews may be subject to change at the discretion of MDE.

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Bidder must describe their experience with conducting Summer Food Service Program Administrative Reviews, including the number of reviews completed, whether work was completed remotely, in-person, or a hybrid format.

E. Special Project - Contractor is required to:

These projects will be determined by the state based upon changes in federal or state regulations, laws, and or requirements. Projects would include but are not limited to USDA and may include other related/applicable federal agencies, state agencies, or state legislation. Relevant cost structure will be determined based on the project and mutual agreement between the Contractor and State.

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Bidders respond if you are willing to accept special projects as determined by Michigan Department of Education.

1. General Requirements Contractor must adhere to all requirements as stated below in the performance of reviews to be conducted.

A. Communication with the Sponsor related to assigned review(s) Upon award of the contract, ONS will provide the Contractor(s) with a list of Sponsors to be reviewed, including program type and virtual or on-site as well as Sponsor contact information. ONS will send initial notification to the Sponsors to inform them of the review and provide Contractor’s name and contact information. Following the initial notification, all communication with the Sponsor in relation to the review must be performed by the Contractor.

The Contractor is responsible for communicating the status of the review to the Sponsor, for providing a findings report/technical assistance summary, for following up on any corrective action, and for notifying the Sponsor of review closeout.

B. The Contractor must maintain a professional relationship with the Sponsor and only collect documents pertinent to the review.

C. Contractor once assigned a review must disclose any conflicts of interests with any assigned Sponsors to the ONS Program Manager and Project Lead.

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Deliverables A. The Contractor must provide to the ONS Program Manager and Project Lead(s) all documents related to each review. Documents will include, but are not limited to:

a. A complete set of review forms for each Sponsor.

b. All support documentation collected from the Sponsor.

c. A Findings Report and Technical Assistance Summary for each Sponsor.

d. A summary of all Findings and Technical Assistance issued, including the frequency of each item.

e. All correspondence with the Sponsor.

B. Tracking spreadsheets

a. The Contractor Program Manager will complete tracking using the tracking spreadsheets provided, or an approved alternate and send this bi-weekly in correlation with bi-weekly update meetings.

C. Review Closeout

a. Contractor has thirty (30) days upon closeout of review to submit all required documents to the Program Manager.

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Bidder provide the following:

1. Sample reviews

2. Sample Finding Reports

3. Examples of Technical Assistance provided for recent reviews.

4. Explain how reviews are tracked and include samples from prior work

1.5. Required Functionality Relating to Data Retention, Disposal, and Retrieval The Agency is responsible for complying with applicable records Retention and Disposal Schedules for all data that is created and maintained by the bidder or the solution. During the term of this contract, and/or at the end of the contract, compliance may include:

· the return of active data to the State of Michigan

· the complete destruction of data periodically by, or at the direction of, the State at the end of its approved retention period

· or the periodic transfer of historical data to the Archives of Michigan for permanent preservation.] The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

· retain all data for the entire length of the Contract.

· delete its data or request the deletion of its data, even data that may be stored offline or in backups.

· transfer its data back to the State or to a new vendor or new solution.

· transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

· retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

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Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met and describe its data management capabilities (storage limitations, duration, etc.).

If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

2. Service Requirements

2.1. Timeframes

ONS Program Manager will collaborate with Contractor (s) assigned to a review(s) type to determine submission parameters. State will provided instructions upon contract award.

A. School Nutrition Program Procurement Reviews B. Child And Adult Care Food Program Administrative Reviews C. School Nutrition Program Administrative Reviews D. Summer Food Service Program Administrative Reviews E. Special Projects

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3. Acceptance

3.1 Acceptance

Acceptance of required work will be determined by the State upon submission. The State will provide written acceptance once its review is complete.

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4. Staffing

4.1. Contractor Program Manager

The Contractor must appoint one individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”). Bidder must identify its Contractor Program Manager.

The Contractor must notify the Contract Administrator at least seven calendar days before removing or assigning a new Contractor Program Manager.

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Bidder must identify its Contractor Program Manager: Provide Name, Title, Email, Phone

4.2. Work Hours

The Contractor must provide Contract Activities during Sponsor Program operation hours, typically Monday – Friday, 8:00 a.m. to 5:00 p.m. EST. However onsite reviews may start as early as 6:30 a.m. (example School Breakfast) and conclude as late as 6:30 p.m. (After School Supper) and there may be possible weekend hours depending on the requirements of the project. Contractor(s) are required to be on site shortly before meal service begins.

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4.3. Key Personnel

The Contractor must appoint at least one individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

If the Contractor has only one Key Personnel working on the project, that individual must also be the Contract Program Manager.

Contractor’s Key Personnel must be on-site at on-site review location(s) during the Sponsor’s operating hours as required.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Program Manager/Project Lead, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms.

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Contractor must provide the following:

A. Identify all Key Personnel that will be assigned to this contract. Use the table below as a reference and include the following - if space is required reference below and provide the appropriate attachment:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience.

3. Identify which of the required key personnel that will be assigned to the following review types listed below and include their responsibilities and length of employment or affiliation with the Contractor’s organization.

School Nutrition Program Procurement Reviews Child And Adult Care Food Program Administrative Reviews School Nutrition Program Administrative Reviews Summer Food Service Program Administrative Reviews

4. Identify if each Key Personnel is a direct, subcontract, or contract employee.

5. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal. Identify each Key Personnel’s percentage of work time devoted to this Contract.

6. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as “Key Personnel (add name) resume and supporting documentation”.

4.4. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Bidder must provide information based on the work performed by all subcontractors

Total percentage of work that will be performed by subcontractors:

Total percentage of subcontracted work that will be performed by GDBE subcontractors:

4.5. Security

The Contractor will be subject the following security procedures:

· Contractor is required to provide background checks on all personnel assigned to this contract. All results will be required within ten (10) business days from first assignment.

· Background checks for personnel must be done within the last six months of the date of entry to the review facility.

· Contractor will be responsible for all costs associated with background checks

· Contractor must identify the company that will perform background checks, and the scope of the background checks The State will assign Contractor Personnel state issued photo id badges. IDs are the property of the State and must be returned at conclusion of review assignment.

The State and School Districts may also require background checks of all personnel assigned to this contract and reserves the right to reject any contractor or sub-contractor employee including prohibit entrance to any state or school facility.

The Contractor must explain any additional security measures in place to ensure the security of State facilities, review facilities (example: Schools, Child Care Facilities, Community Center). The State may require the Contractor’s personnel to wear State issued identification badges.

Contractor required to adhere to section 13 of State Contract Terms and conditions on Background Checks compliance.

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

5. Project Management and Contract Monitoring Plan

5.1. Project Plan

Contractor will carry out this project under the direction and control of the State Program Manager. Project Leads will be the main points of contact for detailed questions about workflow, and deliverables. Within seven (7) calendar days of the Contract effective date, the Contractor must submit a final project plan to the Program Manager, and respective Project Lead for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required. Project Leads are subject to change as determined by the State.

Project Management Processes for each project is as follows:

A. School Nutrition Program Procurement Reviews

a. Project Lead: Child Nutrition Program Compliance Manager

b. The Project Lead will provide a set of Procurement Review forms, Sponsor correspondence email templates, MDE Procurement Reviewer Guidelines, supplemental resources, sample review findings, corrective action, and technical assistance language, and a tracking spreadsheet with Sponsor contact information to the Contractor Program Manager within 14 days of the Effective Date.

c. Scheduled Reviews

i. For approximately 160 Procurement Reviews that have been previously scheduled but are incomplete, the Project Lead will send available documentation to the Program Manager for review completion.

d. Unscheduled Reviews

i. For approximately 90 Procurement Reviews that have not been previously scheduled.

e. Tracking

i. The Contractor Program Manager will complete tracking using the tracking spreadsheet provided, or an approved alternate and send this bi-weekly in correlation with bi-weekly update meetings.

f. Deliverables

i. Complete Review Files must be submitted to the Project Lead, and Program Manager for Quality Assurance Review.

B. Child And Adult Care Food Program Administrative Reviews

a. Project Lead: CACFP Compliance Manager

b. The Project Lead will provide instructions for access and use of the required review system, supplemental resources, and a tracking spreadsheet with Sponsor contact information to the Contractor Program Manager within 14 days of the Effective Date.

c. Sponsor Administrative Review

i. For approximately 50 Administrative Reviews that have not been previously scheduled.

ii. May include reviews of independent centers and sponsors of centers

d. Site Visit Reviews

i. A minimum of 10% of unannounced site visits per sponsoring organization must be completed along with Administrative Reviews.

ii. Site reviews may include sponsored family childcare homes and childcare facilities

e. Tracking

i. The Contractor Program Manager will complete tracking using the tracking spreadsheet provided, or an approved alternate and send this bi-weekly in correlation with bi-weekly update meetings.

f. Deliverables

i. Complete Review Files must be submitted to the Project Lead, and Program Manager for Quality Assurance Review.

g.

C. School Nutrition Program Administrative Reviews

a. Project Lead: School Nutrition Compliance Manager

b. The Project Lead will provide instructions for access and use of the required review system, Sponsor correspondence email templates, USDA Administrative Review Manual, supplemental resources, and a tracking spreadsheet with Sponsor contact information to the Contractor Program Manager within 14 days of the Effective Date.

c. Sponsor Administrative Review

i. For approximately 50 Administrative Reviews that have not been previously scheduled.

d. Site Visit Reviews

i. Conduct the minimum number of site visits and meal observations per Administrative Review using the required site selection procedures.

ii. Site visits will include meal observations of both breakfast and lunch.

iii. Site visits may include the observation of the Fresh Fruit and Vegetable Program, NSLP Afterschool Snack Program, or Special Milk Program.

e. Tracking

i. The Contractor Program Manager will complete tracking using the tracking spreadsheet provided, or an approved alternate and send this bi-weekly in correlation with bi-weekly update meetings.

f. Deliverables

i. Complete Review Files must be submitted to the Project Lead, and Program Manager for Quality Assurance Review.

D. Summer Food Service Program Administrative Reviews

a. Project Lead: SFSP Compliance Manager

b. The Project Lead will provide instructions for access and use of the required review system, supplemental resources, and a tracking spreadsheet with Sponsor contact information to the Contractor Program Manager within 14 days of the Effective Date.

c. Sponsor Administrative Review

i. For approximately 100 Administrative Reviews that have not been previously scheduled.

d. Site Visit Reviews

i. A minimum of 10% of unannounced site visits per sponsor must be completed along with Administrative Reviews.

ii. If Rural Non-congregate (RNC) only site visit must be completed that has not been previously scheduled.

e. Tracking

i. The Contractor Program Manager will complete tracking using the tracking spreadsheet provided, or an approved alternate and send this bi-weekly in correlation with bi-weekly update meetings.

f. Deliverables

i. Complete Review Files must be submitted to the Project Lead, and Program Manager for Quality Assurance Review.

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Bidder must submit a project plan as described above:

Contract Monitoring Plan:

Active contract management of State contracts ensures compliance with the requirements of an executed contract. This section outlines and describes activities that are necessary for effective contract management.

The Contractor will carry out this project under the direction and control of the State Program Manager and Project Lead(s).

Project Management and Monitoring are subject to change based on the State Program Manager evaluation.

Category Level and Monitoring frequency of this Contract will be annual.

Contractor will be periodically monitored against the following Contract Monitoring Report Criteria:

A. Quality: Deliverables meet specifications B. Timeliness: Deliverables received on schedule C. Cost Control: Cost of Deliverables is at or below expected costs D. Staff Knowledge and Competency E. Invoicing: Invoices are timely and accurate F. Overall, Contractor Performance Rating G. Security H. Quarterly Reviews with Project Leads

Deliverables will be monitored on an annual basis for the following:

A. Quality of Staff interactions with sponsors and Project Lead(s) B. Quality of Service(s) C. Performance D. Record Keeping E. Security

Invoices and Payments will be monitored for the following:

A. Timeliness of invoice submissions B. EFT Compliance

5.2. Meetings

The Contractor must attend the following meetings:

· Bi-weekly update meetings with Program Manager, Project Lead, and/or appointee.

The State may request other meetings, as it deems appropriate.

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5.3. Reporting

The Contractor must submit reports as defined by the Program Manager and assigned Project Lead. Reporting will be unique to the specific review and determined in collaboration with the Project Lead and Contractor

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Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

6. Pricing

6.1. Price Term

Pricing is firm for the term of Contract.

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6.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

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7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

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8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) Delivery Order; (c) quantity; (d) description of the Contract Activities; (d) unit price; (e) vendor-generated invoice number (f) hours worked per week by employee and (g) total price. Overtime, holiday pay, and travel expenses will not be paid. Submission parameters are subject to change based on review activity.

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8.2. Payment Methods

The State will make payment for Contract Activities monthly. Contractor will be required to submit invoices monthly and maintain a work log that tracks hours worked by each individual and the reviews worked on by each individual. A work log template will be provided by MDE upon contract execution along with information on where to submit invoices.

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8.3. Procedure

Invoices will be submitted to the State Program Manager and assigned Project Lead for review and approval. State will provide the appropriate contact information.

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9. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $10,000 and an additional $100 per review per day for each day Contractor fails to remedy the late or improper completion of the Work.

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10. ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at https://www.michigan.gov/standards.

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Bidder must acknowledge their agreement with this section and provide details for how they will meet ADA requirements:

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