Attachment C.pdf

Attachment C: Solicitation 5400026507 Questions

1. What is the process for billing? Will we track student hours per domain per day or a total per domain per quarter?

State’s Response:

Providers will complete a student billing sheet and supplement with an invoice. Data will be submitted quarterly to SCVRD. Provider will track student hours and will submit billing according to total per domain per quarter for each individual student.

2. Are the total allowable hours per quarter 30 per student across all 4 domains vs. 30 hours for each domain?

No change. In Solicitation Section VIIA, PAYMENT and INTEREST (MODIFIED), the clause provides, “…the total hours of service provision per quarter across all 4 service areas cannot exceed 30 hours per student…”

3. Is there a minimum number of hours that a student must be instructed in each domain? Can we bill 15 hours in job exploration but only 2 hours, or even no hours, in each of the other 3 domains?

There are no minimum hours required for each domain. The total hours of service provision per quarter cannot exceed 30 hours per student”. The total hours of service provision per quarter across all four service areas/domains cannot exceed 30 hours per student. Therefore, the answer is yes, you can bill for 15 hours in job exploration and only 2 hours or no hours in the other domains. Billing hours should be tracked to the nearest quarter of an hour. Additionally, the maximum number of hours per year for each domain that may be billed by a provider is 1,350. This should not be exceeded by the provider as the agency will not reimburse the provider for hours greater than 1,350 per year.

4. Is there a limit on the number of hours billed per day/week?

No. See response to question #3.

5. If a student leaves the program mid quarter, can a new student join the program and utilize their remaining hours?

Yes. Provider should ensure that they do not exceed the 1,350 hours per functional area per year.

6. What is the turnaround time for SCVRD to approve students for services (Scope of Work #3)?

SCVRD will review and approve forms upon receipt and if forms are completed in full SCVRD will return approval within 10 business days.

7. If students are currently receiving services under a previously approved vendor contract for pre-ets, would they all need to be approved through the above process to continue services?

8.

SCVRD form 454 needs to be on file for all students who have not been deemed eligible and receiving services through SCVRD. This form is only required one time per student regardless of vendor providing the

Pre-ETS.

9. For the data collection requirement on page 13, are pre & post assessment data acceptable to show progress over time (e.g., we did it annually or with each monthly thematic unit)? Or does it need to need to be a cumulative graph for each student, more like an individual progress report, at the end of each quarter?

Pre and post assessment data is acceptable and will need to be notated in the student development notes on the Student Data Sheet. Student progress should be individualized for each student.

10. Can data and examples for application be captured like we’ve been doing with prompt level data, which will also show some progress over time even if skill acquisition is slower?

Student development notes must show how the student has benefited from the service over the quarter being reported for billing.

11. There were more outcomes listed for each domain for both levels. We cover most of this with our curriculum/thematic planning. We originally set it up using the outcomes from the scope & paired them with specific goals from our assessment/curriculum materials. Is this process ok to continue to do?

Service areas list possible outcomes that may be addressed. Service areas addressed should be individualized according to the student needs. Outcomes may vary.

12. For the ASD diagnosis, how do we need to document that? Do we collect the same verification documents

(e.g., IEP, Diagnostic Report) or is VR doing to have a form that needs to be completed?

SCVRD form 454 needs to be on file for all students who have not been deemed eligible and receiving services through SCVRD. This form is only required one time per student regardless of vendor providing the

Pre-ETS.

A school personnel will need to sign the 454 if the student has a 504 or IEP. If the student does not have one of these forma1 programs or a school personnel signature is not available, Provider would need to provide an attestation statement that the student is receiving services through the provider for ASD.

13. It also sounds like they almost want an IPOC for each student with the data driven plan for achieving individualized goals being required to be submitted and approved by VR prior to services? If so, is there a template we can use and do we have to include things like the characteristics of autism being addressed by goals?

An IPOC will not be required for each student. Documentation required for billing includes prior approval

(as explained in the answer to number 7), student data sheet completed in full of individualized student development note, and invoice.

14. Will contracted staff be included in professional development days?

a. Will they be able to bill for their time for professional development days?

Providers may only bill for time directly related to providing Pre-ETS to students.

15. What is the annual spend that is projected for this project?

The maximum number of students a provider can deliver services to is forty-five annually. Services are billed at $100 per hour for a maximum of 30 hours per student per quarter.

16. Does the district provide evaluation/testing materials to providers?

SCVRD does not control evaluation and testing provided by districts.

17. Does SCVRD provide a laptop/computer to providers?

SCVRD does not provide laptops/computers to providers.

18. Does SCVRD provide an email account to the contracted providers during their assignment?

SCVRD does not provide an email account for the providers. SCVRD does have an email address that providers can send documentation to for billing.

19. Can the vendor incur any penalties or be liable for any damages for not having a contracted provider available upon SCVRD’s request in a timely manner or would SCVRD terminate the contract with the vendor?

SCVRD expects vendor to provide continuous services throughout the life of the contract. If the vendor is unable to continue service provision due to staffing, SCVRD should be notified. If the vendor is unable to fulfil the requirements of the contract the contract may be terminated.

20. Will the SCVRD pay for mileage traveling between school campuses on the same day? If so, is it the IRS standard rate, or is it dictated by the district?

Providers may only bill for time directly providing Pre-ETS to students.

21. Can you define “facility based” ABA therapy?

“Facility based” is referencing the vendor has experience providing ABA services in their own facility rather than schools, homes or in other community settings.

22. Does the affidavit need to be signed by all owners of my company?

No. The Drug Free Affidavit should be signed by the person authorized to submit a binding offer to contract with the agency. All parties with your company providing services under this contract must adhere to this requirement.

23. Is there a current waiting list for individuals requesting services outlined?

SCVRD does not have any knowledge of waiting lists for current services.

24. We are a minority business not yet certified; do we have to be a Certified Minority business to be considered?

We are completing the paperwork for certification now.

State’s Response: No.

25. Do our background checks need to be submitted with he bid or before working with the individuals?

SCVRD requires background checks to be completed prior to an individual working with students. Staff hired to provide services after the start of the contract would need background checks completed and submitted to

SCVRD.

26. CONTRACTOR’S LIABILITY INSURANCE – the words and numbers are different on the solicitation. Is the amount 1 million occurrence/5 million aggregate or 5 million occurrence/10 million aggregate?

Section VII.B CONTRACTOR’S LIABILITY INSURANCE – INFORMATION SECURITY AND

PRIVACY is amended as follows:

(d) If the work includes software, coverage must also include claims for intellectual property infringement arising out of software and/or content (with the exception of patent infringement and misappropriation of trade secrets)

(e) Coverage shall have limits no less than five million ($1,000,000.00) dollars per occurrence and ten million ($5,000,000.00) dollars aggregate.

(e) Coverage shall have limits no less than five million ($5,000,000.00) dollars per occurrence and ten million ($10,000,000.00) dollars aggregate.

(f) If the insurance required by this clause is procured on a form affording “claims-made” coverage, then (i) all limits stated above as “per occurrence” shall be understood to mean “per claim” or “per occurrence,” as is consistent with the terms of the “claims-made” policy; and (ii) such claims-made insurance shall provide for a retroactive date no later than the date the contract is awarded.

27. Is the Extended Price the product of the unit price and the quantity?

Yes. 30 hours per quarter (unit price). Unit Price times four for the Extended Price.

The number of students serviced should not exceed forty-five per year. The number of billable hours not to exceed is 30 hours per quarter. The number of hours not to exceed is 1,350 per year.

28. If the bid is won will reapplying be required for the subsequent years?

No. If awarded, the contract would automatically be renewed unless either party decides to terminate the contract.