Amendment 2.pdf

SAP

State of South Carolina

Fixed Price Bid Amendment 2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400026173 05/13/2024

ANASTASIA SINGH

803-896-8334 asingh@mmo.sc.gov SFAA, Div. of Procurement Services 1201Main Street, Ste 600 Columbia SC 29201

DESCRIPTION: Family Resource Connection and Preservation Services

USING GOVERNMENTAL UNIT: Department of Social Services

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: https://procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 06/06/2024 11:00AM ET (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY:04/17/2024 4:00PM ET (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1 original and 1 Redacted copy Initial here if no redacted copy is necessary: ______

CONFERENCE TYPE: Virtual – Non-Mandatory

DATE & TIME: 04/17/2024 10:00AM ET

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: Microsoft Teams Contact asingh@mmo.sc.gov if interested in attending.

AWARD &

AMENDMENTS

Award will be posted on 06/20/2024. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: https://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See

"Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

file:///C:/Users/LXT264/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/M79006SS/asingh@mmo.sc.gov https://procurement.sc.gov/ file:///C:/Users/sxmjv8/AppData/Local/Microsoft/Windows/INetCache/jbsjkf/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/REP2AD19/asingh@mmo.sc.gov https://www.procurement.sc.gov/

PAGE TWO

(Return Page Two with Your Offer)

HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

Area Code - Number - Extension Facsimile

E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See

"Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one)

ORDER ADDRESS (Address to which purchase orders will be sent) (See

"Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

PREFERENCES – A NOTICE TO VENDORS (SEP. 2009) Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PAGE TWO (SEP 2009) End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following website for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS:

UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

The following questions were received pursuant to the date and time specified on the cover page of the solicitation:

Question 1. Is there a historical number for referrals for Beaufort, Jasper, Hampton, Allendale and Colleton counties or an anticipated number of referrals for these counties?

State’s Response: No. This is a new service that has not been offered before, so we do not have historical referral numbers to report. Considering the average duration of service, concrete good costs, and milage, we anticipate that we can serve 500 families per year with the funding we have earmarked for this service.

Question 2. If the provider reaches capacity on case load but has been awarded the contract how would the provider proceed? Is there an expectation that the Provider will service all referrals received?

State’s Response: Each direct service worker will have a caseload of 8-10 families. If a direct service worker carries a caseload of more than 10 cases for over 30 days, DSS must be immediately notified in writing. The

Agency does not expect that a provider will service all referrals received if they are at capacity.

Question 3. Section 3.5.2 mentions a Diagnostic Assessment. Must a provider be a Medicaid provider to submit a bid? Or, may the Provider subcontract the DA out to another agency until said Provider’s supervisor or therapist can obtain their LIMSW to be able to do DAs?

State’s Response: Providers of FRCPS are not required to complete diagnostic assessments for all clients. If during the course of the assessment and service delivery, the FRCPS provider believes a diagnostic assessment is necessary and they are not able to provide the assessment, they may refer out to another agency to complete the Diagnostic Assessment. If providers are able to complete Diagnostic Assessments and provide RBHS services, they should do so and bill Medicaid. For credentialing with Medicaid MCOs, refer to the specific provider manuals of Medicaid subsidiaries and MCOs for detailed guidance.

Question 4. The DSS Family Permanency Plan is often delayed, sometimes months. If the investigations unit makes a referral to the Provider for services but there is no FPP how does the Provider develop an FSP incorporating the FPP? The document states that the FPP will be completed within 30 days of initial contact.

http://www.procurement.sc.gov/

State’s Response: The provider must work with a family to develop a service plan according to the information they’ve received from the Agency and the assessment they complete with the family. Once the

Family Permanency Plan has been completed, the provider must update with the service plan.

Question 5. Face-to-face contact must be made within (7) calendar days. What if the family is unavailable or cannot fit a contact into their schedules in 7 days?

State’s Response: The requirement outlined in the scope of work is that face-to-face contact must be made within 7 business days. The provider must provide documentation about the attempts to have face-to-face contact with the family.

Question 6. Would ExtendedReach software qualify as a “Contractor’s system” as contemplated in the bid document?

State’s Response: Yes. ExtendedReach software qualifies as a “Contractor’s system” as required in the scope.

Question 7. “Contractor must evaluate and provide tutoring assistance”. Is this suggesting educators need to be employed by the Provider or locating tutors through the local schools fills this requirement?

State’s Response: The tutoring service required in Family Resource Connection and Preservation Services is not required to be provided by a certified teacher. It is recommended to collaborate with local schools that have free tutoring programs.

Question 8. Concrete Services. There is a statewide shortage of housing assistance, child care assistance, transportation services and to a certain extent, tutoring and educational services. Is the Provider coordinating with the proper agency or making referrals to the experts in these fields enough to fill the needs of the contract? Actual implementation of some of these services is dependent on availability in the geographical location in the state.

State’s Response: The provider must make every effort to provide these services or coordinate with agencies to make referrals as needed.

Question 9. $500 per family for concrete services. What if the Provider provides $500 in concrete services and

DSS disallows the expenditure?

State’s Response: If the concrete service provided is under $500 per family and supports the family to prevent further system involvement, it will not be disallowed.

Question 10. In regard to contractors providing DSS with access to their case management system. Are we discussing pushing information to a Provider for the referral or is this real time access to all case file information? We are unsure if ExtendedReach has this capacity.

State’s Response: Access to the case management system is required for future provider portal requirements.

Question 11. Section 3.9.5 Evaluation: “Specific tools, instruments, or processes and a process for making improvements” must be included with DSS’ prior approval. Can the Department comment on the tools, instruments or processes it expects to see or examples they would find acceptable?

State’s Response: The Agency expects that providers will implement a Continuous Quality Improvement

Approach as they deliver Family Resource Connection and Preservation Services. This includes but is not limited to reporting on program level outcomes, family level outcomes, and customer satisfaction.

Question 12. We expect a large percentage of referrals to be non-English speaking. Interpreter services are very expensive. If they are required for the duration of services at all visits, the rate is consumed by that cost alone and the service becomes cost prohibitive. Can interpreter services be billed separately or evaluated differently? And, there is a shortage of interpreters as well – as the Department has experienced.

State’s Response: The Family Resource Connection and Preservation rate was increased to reflect the cost of interpretation services. The Agency will revisit actual costs after a period of time to determine whether further action is needed.

Question 13. Contractors must have capacity within 60 miles of the county they service. If we submit for

Beaufort County, a 60 mile reach puts us as far North as Charleston County, as far West as Jasper County and as far Northwest as Allendale counties. Does this indicate we could receive referrals for all of these counties or be expected to travel to these counties if we bid for only Beaufort County?

State’s Response: The provider will only be sent referrals from the county they submit a bid and are awarded.

Question 14. Regarding the minimum 3-year requirement to bid for a county, would the overall experience and service quality of a service provider not render them excellent candidates for this bid opportunity?

State’s Response: The Agency would like providers to have experience providing services in the intended county and already have identified community resources.

Question 15. Regarding the minimum 3-year requirement to bid for a county, does providing services under service authorization requests from other states for families who have relocated to South Carolina meet this criterion? I have observed situations where families, with open cases in neighboring states, move across county/state lines while retaining the same service provider from their previous state.

State’s Response: The Agency would like providers to have experience providing services in the intended county and already have identified community resources.

Question 16. Could you kindly clarify the specific documents required for inclusion in the proposal as outlined in the Request for Proposal (RFP)? From the Bidder’s Conference, I am assuming that the following need to be submitted: pages 1 and 2, the Bid schedule document, License (if required), Service Provider questionnaire, Minority Status questions form, and our Qualifications documents. Additionally, could you confirm if there is a prescribed page limit for the proposal submission?

State’s Response: This is a Fixed Price Bid solicitation, not an RFP. Please see section IV (Information for Offerors to Submit) to see what documents need to be submitted to make your bid responsive. Regarding your company narrative, there is no page limit. Please also see State’s response to question 19.

Question 17. Just to confirm – The Portal states Internet Explorer, but in the RFP, it states Chrome or

Edge. Can you clarify?

State’s Response: There are no references to Chrome or Edge in this solicitation. This may be a question for SCEIS if you’re referring to attaching your bid documents.

Question 18. Providers currently providing this service, can staff that do not meet the degree requirements be grandfathered in to provide this service?

State’s Response: Direct care staff must have at least a bachelor’s degree in the field of Psychology, Social

Work, Marriage and Family Therapy, behavioral science, or a related field, and must work under the direct supervision of a person that has a master’s level degree in Counseling, Psychology, Social Work, Marriage and Family Therapy, behavioral science, or a related field. The contractor must request approval in writing from the Agency before hiring any staff who do not meet these requirements.

Question 19. The solicitation states that we need to provide a copy of the license for submission purposes;

however, no license is required for this service. Can you clarify?

State’s Response: A license is not required for this solicitation.

Question 20. Who will be providing the FAST training? Are providers able to attend the FAST Supervision biweekly?

State’s Response: The Agency offers FAST Training through the Office of Safety Management. The Agency will make an email inbox available to providers for questions and coaching on FAST.

Question 21. On the Solicitation, it states that responses are due in-house on May 1st. At the Bidder's conference, it was stated that it was June 1st. Can you please let us know the correct submission date? Thank you.

State’s Response: Please see page 1 as dates have been changed to allow for review of this amendment prior to submitting a bid.

Question 22. Other than submitting the information stated in the Qualifications section (including attachments), is there anything we need to submit to address the Scope of Work section specifically (i.e., in the past, there was a technical proposal section providers had to respond to)?

State’s Response: See State’s Response to Question 16 and 19.

Question 23. How many referrals per year does DSS anticipate for the service?

State’s Response: The Agency cannot anticipate an exact number of referrals per year. The Agency plans to serve 500 families across the state through this Fixed Price Bid for Family Resource Connection and

Preservation Services.

Question 24. How many referrals per year does DSS anticipate for the service?

State’s Response: See State’s response to question 23.

Question 25. What is the current number of referrals, and do you anticipate an increase or decrease?

State’s Response: January – April of 2024 there were 498 referrals sent to providers across the state of Family Resource Connection and Preservation Services. The Agency cannot guarantee that this number will increase or decrease. As providers develop relationships with local offices and case managers and team leaders learn more about the service, the Agency anticipates referral numbers increasing overall.

Question 26. Is there a minimum number of Case Managers per organization?

State’s Response: No, there is no minimum number of Case Managers required per organization. However, providers of Family Resource Connection and Preservation Service must adhere to case load and supervision recommendations. Each direct service worker will have a caseload of 8-10 families. If a direct service worker carries a caseload of more than 10 cases for over 30 days, DSS must be immediately notified in writing. The agency recommends that each supervisor lead a team of no more than 5 direct care staff.

Question 27. Recidivism rate is included as data to be reported to DSS. What information will DSS provide about families re-entering a DSS program? Provider’s data on recidivism is limited to the family re-entering provider’s programs.

State’s Response: The Agency will run a report based on intake data from each provider to calculate recidivism rates.

Question 28. For VIII, Bidding Schedule, do we need to complete anything else on the Bidding Schedule other than adding our vendor name and vendor number?

State’s Response: Please enter your price for these services in the blank space under extended price. To be considered for contract award, your price cannot be higher than the State’s price offered.

Question 29. What types of licenses are needed for the proposal submission? Organizational clinical licenses only? Or, staff licenses, as well?

State’s Response: See state’s response to Question 19.

Question 30. Will DSS support the statewide providers in accessing MI trainers for new staff needs? If so, how often will MI training be offered?

State’s Response: The Agency will cover the costs of start-up Motivational Interviewing training and intends to identify candidates for “train the trainer” to support the ongoing training of Motivational Interviewing.

The Agency still plans to take this route but cannot guarantee an ongoing approach to Motivational

Interviewing Training due to many factors.

Question 31. Will parameters be provided for when cases need to be closed for various situations such as if the investigation closes out, courts become involved but the children remain in the home, if the child moves to another county mid-service delivery, etc.

State’s Response: The provider must work with the case manager and team leader to determine when it is appropriate to close the case.

Question 32. Will guidelines be provided for documentation requirements, see examples below:

a. How often do FRCPS providers have to complete an assessment?

State’s Response: At minimum, the FAST assessment should be completed at the beginning and end of the service duration. At the beginning, the FAST assessment is used to develop the family’s case plan and document goals. Toward the end of service duration, the FAST should be completed to determine whether the family met the goals for growth in domains that were rated a 2 or 3. Ongoing informal assessments should be used throughout service duration to support the family in reaching their goals.

b. Is there a specific manner you would like MI documented?

State’s Response: Further guidance on MI documentation will be provided but at minimum, the provider must document that they used Motivational Interviewing, document Motivational Interviewing techniques utilized during face to face contact, stages of change, goals, and progress in the Family’s Plan and progress notes.

c. Are there specific closure codes you would like providers to use?

State’s Response: Not at this time. However, providers will be required to track reasons for case closures.

d. What kind of closures are satisfaction surveys due for?

State’s Response: The satisfaction survey should be used as a mechanism to improve practice and service delivery. Therefore, surveys should be sent to all clients that engaged in FRCPS, even if their case closed early.

Question 33. How should providers handle closing referrals that are unresponsive or that do not work out. What is the timeframe, protocol, and process if the DSS Caseworker is unresponsive when it is time to close the case.

State’s Response: The Contractor must follow up with the DSS Case Manager within 24 hours of the first failed attempt and plan together to contact the family. If the Contractor is still unable to reach the family, they must inform the case manager again. All attempts must be clearly documented in the case record.

If a Case Manager is unresponsive, the Contractor must reach out to the Team Leader. Case closure must be agreed upon by the Contractor and the DSS Case Manager or Team Leader in circumstances where families are unresponsive after 14 days and at least 3 visits to the home and 3 phone calls on separate days.

Question 34. Will a tracker or guidelines be provided for how to utilize DSS Concrete funds to ensure providers are using the funds properly and meeting documentation requirements for these requests?

State’s Response: If concrete services cannot be covered by a third party, the contractor delivering Family

Resource Connection and Preservation Servies should cover the cost of concrete services (i.e. rent assistance, pest remediation, etc.) up to $500 for each family and include the amount in the monthly invoice to DSS. The invoice attached to this solicitation includes a line for the concrete service amounts. The invoice requires that the provider include a description of each concrete service provision and how it prevented the child(ren) from entering care.

Question 35. Are pages one and two what you need for the attachment or are there others?

State’s Response: See State’s response to Question 16.

Question 36. If an agency serves multiple counties, will it need to have separate contracts for each county? If so, would the agency need to submit separate bids? Additionally, if each county is a separate contract, how will referrals be managed? It was mentioned that new referrals would go to the agency with the least amount of clients – would that be calculated by county or by the agency as a whole? Would separate payment information need to be submitted to the respective counties?

State’s Response: No, you would not need a separate contract/bid for each county. Include all counties you qualify to serve in the bid document.

Question 37. If an agency has reached its capacity for services, can they turn down or pause new referrals? Is there a minimum amount of households an agency must serve to remain in compliance with the contract?

State’s Response: If the provider is at capacity and there isn’t another provider with capacity in the county, the provider must put the family on a waitlist and notify the DSS case manager and team leader immediately. There is not a minimum number of households that an agency must serve to be in compliance.

Question 38. Per the metrics listed in the Bid, "75% of families that complete services will maintain placement stability without a subsequent indicated case post discharge for 6 months." - If a family's Case is closed or Unfounded after they have been referred, but before the agency has had adequate opportunity to provide services, will the agency's metrics be negatively impacted if the family has a case reopened at a later date?

State’s Response: Please see section 3.2 for more information regarding what the Agency defines as completing services. Cases that do not meet this definition will not be included in the metric.

“’Successfully complete services’ is defined by DSS as the family actively engaging with the contractor and working toward completing the goals outlined in their service plan over an amount of time that cannot be less than 60 days.”

Question 39. Is there a specific score on the FAST Assessment that a family needs to achieve before being considered to have successfully completed the program?

State’s Response: No; however, improvement on items rated a 2 or 3 should coincide with successful completion.

Question 40. There is guidance provided in the Outreach Contract and Engagement section on the procedure if a family cannot be contacted to establish services after referral from DSS. Is the same procedure to be used if a family becomes unresponsive in the middle of their services?

State’s Response: Yes. If the family becomes unresponsive in the middle of services, the provider should follow the same procedure as outlined in section 3.6. “If the Contractor is unable to contact a family based on the referral information from DSS, they must document their efforts to make contact. The Contractor must follow up with the DSS Case Manager within 24 hours of the first failed attempt and plan together to contact the family. If the Contractor is still unable to reach the family, they must inform the case manager again. All attempts must be clearly documented in the case record.

Case closure must be agreed upon by the Contractor and the DSS Case Manager in circumstances where families are unresponsive after 14 days and at least 3 visits to the home and 3 phone calls on separate days.”

Question 41. In section 3.2, “Goals of the Program,” goals numbered four and five relate to placement stability for six and twelve months post-discharge. How will a provider know if this goal has been achieved if the provider has discharged the service recipient? Is there an obligation for continued follow-up by the provider, or will DSS provide information concerning satisfaction of these goals?

State’s Response: The Agency will run reports post discharge to measure the placement stability goals.

Question 42. In section 3.3, “Target Population,” and section 3.4, “Referral Process,” the Fixed Price Bid

Solicitation generally discusses the population and referral process for services. Can DSS provide any information concerning the anticipated volume of referrals based on past experience and the anticipated number of providers? Based on the identified Target Population, what is the number of open cases that may be potential referrals for this service?

State’s Response: The agency is unable to share an anticipated number of referrals because this is a new service. Vendors can refer to the online dashboard to see the number of open cases in the geographical area that they serve: Family Preservation - Report Viewer (sc.gov). The agency intends to serve 500 families per year through this fixed price bid.

Question 43. In section 3.4, “Referral Process,” will referrals be on an individual provider basis or sent to multiple providers for first response? Will providers be assigned certain territories and receive all referrals within that territory, or does DSS anticipate multiple providers within one territory? Generally, this question seeks information on whether referrals are one-at-a-time or sent to multiple providers at once for response.

State’s Response: The agency plans to send referrals one at a time on a rotating basis if there are multiple providers that are serving one geographical area.

Question 44. In section 3.4, “Referral Process,” what happens if a provider is at capacity based on the number of allowed cases and has to decline a referral?

State’s Response: See response to #37.

Question 45. In section 3.5.1, “Service Delivery,” there is a requirement that a provider use a parenting curriculum to deliver the services, and various examples are provided. Is a provider allowed to refer certain aspects of service delivery to another provider if it does not offer the service? For example, if a provider does not have a parenting curriculum but can refer this part of services to another provider, is this allowed?

State’s Response: No. A parenting curriculum is a core requirement for the Family Resource Connection and

Preservation service. Providers must directly deliver a parenting curriculum that is evidence informed or evidence based.

Question 46. Section 3.5.2, “Assessment and Planning,” makes clear that DSS’s case manager will meet with the family and conduct a comprehensive FAST assessment, and this assessment will be provided as part of the referral. The provider is required to use this FAST assessment in the service plan for the family. Section

3.8.2, “All Services,” suggests the provider must include FAST as part of its training curriculum. Therefore, what if any responsibility does the provider have with regard to FAST after the assessment is completed by the case manager? In other words, do provider staff have to receive FAST training, or can staff rely on the assessment provided by the case manager?

State’s Response: Providers must use a FAST assessment to support the development of the family’s service plan. SCDSS provides training on FAST through the Office of Safety Management. SCDSS will also provide training and coaching through an email inbox and periodical coaching sessions with the Office of Safety

Management.

Question 47. Section 3.9.1, “Record Keeping,” requires a provider to provide DSS with access to the provider’s case management system. For providers who deliver services to clients who are not in DSS custody, this requirement is problematic with regard to HIPAA and Protected Health Information. Can the provider work with DSS’s Information Technology division to provide the information to DSS, or allow restricted access by DSS to only information relating to referred clients for the services at issue?

State’s Response: Yes, the provider is permitted to restrict access to DSS to only information relating to services provided to DSS’ referred clients.

Question 48. Section 3.10, “Contract Monitoring,” requires providers to make program records available to

DSS for monitoring. How often will contract reviews be performed? Monthly? Quarterly? Annually?

https://reports.dss.sc.gov/ReportServer/Pages/ReportViewer.aspx?/Family+Preservation

State’s Response: Contract Monitoring reviews may occur quarterly or annually depending on the scope of contract.

Question 49. In section 3.13, “Fixed Price Bid Qualifications,” there is a requirement that “[c]contractor must have at least (3) years of experience providing Community Based Services in the county they intend to respond to the fixed price bid in.” There are a broad range of community-based services delivered to children and families in the child welfare system. Are there specific community-based services contemplated by this requirement? If so, what are they?

State’s Response: The provider must have 3 years of experience delivering community-based services to children and families in the county they intend to respond to the fixed price bid in. Other than that, there are not specific requirements as to which services.

Question 50. Page 29 of the Fixed Price Bid Solicitation includes a section entitled “Qualifications –

Requirement Information (Modified),” and sets forth certain information in (a) through (f) that is required “if requested by the Procurement Officer . . . .” Is this information requested in the current solicitation?

State’s Response: As stated in this clause, provide if requested. Currently no additional information is requested. However, this clause allows the Procurement Officer to ask for additional information to clarify an offeror’s bid.

Question 51. We have noticed a discrepancy with the case rate. The contract states $362.83, while the invoice shows $359.49.

State’s Response: The weekly case rate is $362.83 for up to 6 months of service delivery per family. The rate was increased to reflect the cost of interpreter services that providers incur.

Question 52. Can you please provide a complete overview of instructions, approaches, and recommendations:

Online Bidding process and expectations?

State’s Response: We cannot explain any further than what the solicitation, pre-bid conference, and this amendment provides. You may, however, visit procurement.sc.gov website and select “Doing Business With

Us” for an overview and instructions on SC’s online bidding process.

Question 53. In reference to Bid Qualifications (Section 3.13), “Contractor must demonstrate experience with at least three (3) public or private sector clients or both within the last five (5) years for projects of similar or greater size, scope, and complexity to the requirements outlined in this solicitation.” What documentation is required to meet this requirement?

State’s Response: The Agency will accept a reference from the public or private organizations.

Question 54: In the solicitation, there is some specific language requiring “occurrence-based insurance.” In the past, providers contracts have simply required coverage above a minimum limit and have not specified if the coverage needed to be claims based or occurrence based. Is this a requirement?

State’s Response: The Agency will accept insurance coverage containing either "per occurrence" or

"claim based" clauses, that also have limits that are no less than $1,000,000.

Question 55: The solicitation uses both business days and calendar days – can SCDSS clarify which will be used?

State’s Response: Calendar days should be used for the following sections of the solicitation: Referral

Process (section 3.2), Outreach, Contact and Engagement (section 3.4), Assessment and Planning (section

3.5.2), and Contract Monitoring (section 3.10). All other references to business days or calendar days are standard language for terms and conditions.

Question 56. How many times can I meet with a family per week? Is there a max or minimum?

State’s Response: Service intensity will vary depending on the individual family’s need as determined by the assessment. The Contractor must deliver services in the home or at a location agreed upon by the family at least once per week for 1 to 2 hours. If the family’s needs, as determined by the assessment, require more than one visit per week, the Contractor must serve the family up to 4 times a week for a maximum of 4-5 hours weekly. Services should last a minimum of 2 months and a maximum of 6. Contractor must request an extension at least 15 days prior to the end of the 6th month from DSS.

Question 57. Can I meet with families on the weekend? In the evenings or whenever it's convenient for the families?

State’s Response: Yes, Providers must be available outside of normal business hours to work with families when it is convenient for the family.

Question 58. Are there any exceptions to record keeping? I am a small agency and I do not have an electronic filing system. Are binders permissible to be stored in locked file cabinets?

State’s Response: Providers must keep an electronic file system.

Question 59. Am I responsible for locating and finding referrals for the family or will SCDSS provide the

Resource?

State’s Response: The Agency will send providers the referrals for their geographical area.

Question 60. Can I provide any group facilitations or training for the families that I received -- from within due to my background or CPA license?

State’s Response: The Provider must leverage current parent skills-based training infrastructure and capacity across the State (i.e., for locating and referring to parent skills-based trainings offered by other community partners). In instances where there is inadequate network capacity for such services, the

Contractor will be required to provide evidence-based parent skills-based trainings to eligible participants. If a provider is enrolled is enrolled through RBHS or LIPS, they must bill Medicaid for those services. The provider must not bill Medicaid and DSS for the same service.

Question 61. Can I send my attachments to Anastasia or do I have to go back in the system to add as an attachment?

State’s Response: Please attach all required documents in SCEIS.

Question 62. Do I only request referrals from the county that I live in?

State’s Response: Providers will receive referrals from the Agency on a rotating basis, the provider does not need to request referrals but should work closely with the county office to develop a relationship with staff.

Question 63. What is the maximum that can be invoiced per week for the agency?

State’s Response: The Agency will accept invoices on a monthly basis.

Question 64. What is the maximum that can be invoiced per week for the agency?

State’s Response: The Agency will accept invoices on a monthly basis based on the weekly case rate, milage, and concrete services.

Question 65. Does the staff have to be full-time or part-time that I hire to assist me or can I contract them via

1099 for the referrals or visits that have to be made?

State’s Response: The Agency cannot direct providers in this matter.

Question 66. Since Q & A amendment has not been posted as of 5/8, will bid submittal date be adjusted again?

State’s Response: Bid submittal and award date have been extended to allow for review of this amendment prior to submitting a bid. See cover page.