Award Letter and Synopsis SIGMA- RFP 19-1935.docx

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Suite 1201 Lansing, MI 48933

Recommendation of Award

The Department of Health and Human Services has completed the evaluation of RFP 190000001935, Advanced Parent Education Home Based Services and has recommended an award to Adoption Option, Inc. in the amount of $277,500.00 pending State Administrative Board approval, if applicable. More information on the State Administrative Board can be found at: State Administrative Board.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the Solicitation Analyst. The debriefing session will provide the bidder with the State’s rationale on why the bidder was not recommended for the award. The Solicitation Analyst may be contacted as follows:

Katie McFarland, Solicitation Analyst McFarlandK1@michigan.gov 517-241-1231

Background Information:

This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide Advanced Parent Education Home Based Services. The term of this contract is three years, with up to two, one-year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on April 24, 2019 for four weeks. The following bidders submitted proposals by the published due date of May 22, 2019.

City, State Zip

SDVOB*

Mid-Michigan Community Action Agency

1574 East Washington Road, PO Box 768, Farwell, MI 48617-9437 N/A

Adoption Option, Inc.

4008 West Wackerly PO Box 2225, Midland, MI 48649-2225 N/A

*SDVOB: Service-Disabled Veteran Owned Business

Version 1 Revised: 5/9/18

Evaluation Synopsis I. Evaluation Process A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Section II of the RFP, Description of Service Specifications, Contractor Responsibilities, 2.2 Credentials states:

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

Bachelor’s degree with a major in one of the following human services areas: social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice.Identify minimum, specific qualifications, such as degrees, training, etc. of staff providing direct services, and, if applicable, any positions overseeing those staff in the credentials section of the contract.

Insert any required credentials Section III of the RFP, Instructions for Bidders, requires:

To be considered, the proposal must be received by SIGMA VSS by the due date and time indicated on the SIGMA VSS website.

To complete a proposal:

Refer to the instructions on how to respond to a solicitation included with this RFP in SIGMA VSS.

Complete Section IV, Proposal.

Complete the items required for the technical evaluation.

Complete and submit Exhibit B – Pricing Matrix as required in the RFP.

The full evaluation process is stated in the RFP.

II. Evaluation Method Responses to this solicitation were reviewed by Solicitation Analyst in collaboration with two Subject Matter Experts.

III. Evaluation Results A. Bidder #1: Mid-Michigan Community Action Agency

1. Experience and Qualifications (condensed RFP) Score 13/20

The evaluation team determined that overall the responses were unsatisfactory, and the following deficiencies were noted:

1) Bidder failed to indicate the Company/agency’s name, contact name, email address and phone number for each contract listed. (-1)

2) Bidder failed to give a description of services provided and target population and county(ies) served for each of the contracts listed. (-2)

3) It is unclear to the raters what performance outcomes are listed in the bid package as there are six contracts listed and only one set of outcomes for the existing parent education home based MDHHS contracts. For the performance outcome indicated, it is unclear what contract it is referencing. (-3)

4) Raters were unable to verify contracts referencing the Bidder’s past experience in parent education home-based services as no contract numbers were referenced. (-1 Points)

2. Delivery Capability (condensed RFP) Score 25/40

The evaluation team determined that overall the responses were unsatisfactory, and the following deficiencies were noted:

1) The Bidder was unclear if they would be ready to start services on Oct 1, 2019 as there was no date mentioned in the bid package. Raters would have liked the bidder to indicate more detail on their start up process and when they would be contacting MDHHS to start the program. (-4)

2) Raters do not feel staffing is adequate for the number of referrals coming from two counties and only having one staff person designated. (-4)

3) Bidder did not indicate the staff person’s level of training to provide the services to be delivered in the RFP. (-3)

4) Bidder did not indicate the actual location of the office and staff who would be servicing this Contract. Raters are unclear as to the bidder's plan to serve geographic area. (-4)

3. Service Capability and Understanding (condensed RFP) Score 35/40

The evaluation team determined that overall the responses were mostly satisfactory, but the following deficiencies were noted:

1) Raters like that the bidder will make every effort to schedule the visits in such a way that all parties experience the fewest number of barriers but the bidder failed to indicate how that would be done. (-1)

2) Raters are concerned the amount of work indicated for only one worker assigned to the contract for two counties. The bidder identifies several trainings staff receive, but it is unclear that this demonstrates an understanding of the services to be performed. There is a lack of demonstration of their service model regarding in home parent education overall. (-4)

B. Bidder #2: Adoption Option, Inc.

1. Experience and Qualifications (condensed RFP) Score 20/20

The evaluation team determined that overall the responses were satisfactory.

2. Delivery Capability (condensed RFP) Score 39/40

The evaluation team determined that overall the responses were mostly satisfactory, but the following deficiencies were noted:

1) Bidder mentioned implementation of services to Clare and Isabella MDHHS and families at one point and this bid is for Midland and Gladwin County (-1 Point)

3. Service Capability and Understanding (condensed RFP) Score 40/40

The evaluation team determined that overall the responses were satisfactory.

IV. Technical Evaluation Summary

Action Agency Adoption Option, Inc.

V. Technical Evaluation Summary- Number of Units Proposed

VI. Pricing Summary Pricing was evaluated for the bidders who passed technical. The following is a summary of their price proposals:

VII. Negotiations: Clarification was requested on the number of units Adoption Option, Inc. could provide to stay at or below the maximum award amount. A response was received with the revised number of units.

VIII. Award Recommendation:

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of factors stated in Section IV, Proposal, RFP Evaluation Criteria Section IV Evaluation Process. Adoption Option, Inc. provided the best value to the State. Award Recommendation is made to Adoption Option, Inc. in the amount of $277,500.00.

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