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Illinois Department of Human Services RFP for Expert Consultation and Technical Assistance on the Management of the State Operated Developmental Centers BidBuy Ref # B-34144 Questions & Answers #1
Questions & Answers
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| Question |
| Answer |
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| 1 |
| Brief Description |
| There is reference to the total term of the contract (initial and renewals) not to exceed 10 years. There is also reference to the Department having the option to renew for the following terms: 1, 12 (twelve) months. Please confirm that the Department has the ability to renew the contract for additional 12 month periods as long as the total term does not exceed 10 years. |
| IDHS is permitted by the Illinois Procurement Code to enter into contracts for up to ten years. When there are unanticipated circumstances that call for changes to the original contract which are germane to the original scope of work, IDHS may request permission from the Chief Procurement Office to amend the contract. |
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| 5 |
| A.3. How to Enter Information |
| There is reference to typing information in the red text form fields provided. Within the body of the RFP there are some items that include red text, prompting for a response - many of the requests for responses. Please confirm that offerors are able to create a separate document using the headings contained within the RFP, in preparation for submission. |
| Offerors are able to create a separate document in preparation for submission. Please refer to Section A.10 of the RFP for additional details. |
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| 7 |
| A.9.2 Origination Required |
| It is stated that offeror's Pricing provided in Section 2, Part E must be identified in BidBuy as pertains to "pricing." In order to check the "Does the Attachment contain any pricing, cost or discount information?" box, should offerors refrain from completing the Items Tab of the BidBuy system and only submit/upload the pricing sheet through the Attachments Tab where requested? |
| As stated in E.6.1. the Average prices per Position Types A & B should be entered into the Items tab in BidBuy. The computation of the Average price will be completed on the Pricing Attachment worksheet. |
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| 8 |
| Submission of Offers |
| Please confirm all bids and bid packets must be submitted through BidBuy (given reference on page 5, A.1. to submission of offers in paper format). |
| Yes, all submissions must be made through BidBuy. |
| 5 |
| 8 |
| A.9.2 Origination Required |
| If the Items Tab is required to be completed within the BidBuy system in addition to uploading the pricing information in the Attachments Tab, should available fields specific to Unit Costs be populated on the Items Tab with the pricing sheet also uploaded through this section? |
| Both the pricing attachment and the BidBuy Items tab must be completed and submitted by the vendor, through the BidBuy system. The attachment will enable IDHS to capture the hourly rates for each position to be invoiced. |
| 6 |
| 10 |
| A.21. Invoicing Address |
| The RFP says "The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract." For a contract of this nature and duration, monthly invoicing is typical. Will the selected vendor be able to invoice for this work on a monthly basis? If unable to answer, will the selected vendor be able to negotiate the format and frequency of invoicing during the contracting process? |
| Yes, monthly billing is possible. Please submit the invoicing terms requested in your RFP response. |
| 7 |
| 14 |
| A.24. NIGP Codes |
| Specific to this procurement, the following NGIP Codes are listed: 95258, 95259 & 95858. Given the nature of this project, would the Department consider allowing vendors to contract with BEP entities that also are approved under the following related codes: 91875 Management Consulting; 95877 Project Management Services, or 91838 Education and Training Consultation - as long as we are able to directly line up their the subcontracted work with the scope? |
| Please refer to the Request for Proposal. |
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| 16 |
| B.4.2 Selection of Vendor |
| Please confirm that the Commitment to Diversity Form is Attachment 9 as uploaded to BidBuy. |
| The document titled Commitment to Diversity is the form to be completed and attached in BidBuy. IDHS anticipates vendors will attach more documents in response to Commitment to Diversity. |
| 9 |
| 18 |
| B.7. Selection of Vendor |
| Please confirm that the total number of evaluation points available for Price is 220. This is referenced in B.8. |
| Price points are 220. RFP Item B.8 should state "The total number of points for Price is 130 220 points.” |
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| 23 |
| D.1. Goal (2nd Paragraph, 4th Sentence) |
| "In addition, The Illinois Department of Public Health https://dph.illinois.gov/ ." does not seem to be a complete sentence. Please clarify. |
| Illinois Department of Public Health, Intermediate Care Facility for Individuals with Developmental and Intellectual disabilities (ICF/IID) regulations. |
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| 24 |
| D.2.1.4 Staffing Challenges |
| There is reference to salaries not being competitive. Is the Department looking for a market analysis and wage recommendations as part of this work? If so, will this be isolated to those positions listed (frontline staff, licensed staff, clinical staff, administrative staff), or all facility positions? |
| As part of the overall assessment, this may be a variable that is included. |
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| 26 |
| D.2.2.2.4 Facilities |
| It is stated that the vendor should expect to lead work with the division and stakeholders to develop a strategic plan, the primary purpose of which is to improve access to inpatient psychiatric beds across the state. Since Public Act 102-0913 is specific to psychiatric beds, mental health services, with additional reference to forensic beds - please clarify how this pertains to the seven (7) referenced SODCs which are licensed as ICF/IIDs. Does this act also pertain to those facilities? |
| This solicitation is for the Developmentally Disabled facilities only. The psychiatric and forensic facilities are not included. |
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| 26 |
| D.2.2. Closing Paragraph |
| Per the following link, https://www.ilga.gov/legislation/publicacts/fulltext.asp?Name=102-0913, Section 15 states that "The strategic plan developed by the Division of Mental Health shall be finalized and made publicly available one year after the effective date of this Act." Note, the Effective Date of 5/27/2022 was listed at the end of the stated Act, thus suggesting the strategic plan will be made available by 5/27/23. Is there a plan being made publicly available by 5/27/23? How does this stated strategic plan relate to or differ from the strategic plan being developed per this RFP? Else, has this date been revised, and if so, until when? |
| This solicitation is for the Developmentally Disabled facilities only. It does not pertain to the Division of Mental Health. |
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| 30 |
| Section 2. E.1.2.1 Format for Pricing |
| The current pricing sheet does not take into account any anticipated variability of hours across the different positions. Given the nature of this project, we would expect to have some staff more heavily involved at specific times (e.g., review of financial information) that would result in fewer hours than others. With the current structure of the pricing sheet, we anticipate costs will be inflated. Will the Department consider adjusting the pricing sheet to request just the total proposed cost to meet all deliverables outlined with the SOW? |
| Pricing will not be revised. |
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| 7 |
| A.9.4. Forms A and Forms B |
| It is understood that the prime offeror must complete and submit either Forms A or Forms B as part of their submission. If subcontracting with an organization to meet the established BEP Goal, are subcontractors receiving more than $50,000 also required to complete all or a portion of Forms A or Forms B? |
| Recent policy changes have revised some of the requirements. Subcontractors who will be paid over $100,000 to complete and submit Financial Disclosures; and Standard Illinois Certifications are incorporated in the agreements between the Prime and Subcontractor. Copies of each form are also attached. |
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| D.1. Goal |
| What are the main factors driving the increase of the operating centers costs? What types of costs increased most rapidly over the last few years? |
| Operating costs have been driven by inflation, rising costs of food, supplies, gasoline, products. Due to this rise employees are seeking employment that offers with remote work possibilities (lowers gas and vehicle costs), work that is easier and they can make the same or close to the same salaries, such as working at Target or another box store. |
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| 23 |
| D.1. Goal |
| To what extent are the IDHS employees and unions informed or were consulted on the request for proposal process and upcoming project? |
| The project was posted following the same notification (equally) to all parties. Following the posting Unions asked for more information about the intent and that has been explained. In regards to employee notification, the leaders of the Center were informed via embargoed conversations of the intend to post at the onset and kept up to date regarding the final posting. |
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| D.1. Goal |
| Who are the main stakeholder groups who will need to be involved with the validation of transformational change and staffing decisions across the community of employees, customers, business partners, regulators, unions? |
| Employees from the SODC employees/leaders, advocacy groups, GAC,ICPN, Unions, HRA, ISC and other stakeholders. |
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| D.2. Supplies and Other Services Required |
| Is there a dedicated team on the IDHS side to sponsor the transformation? How will the internal team be structured and who will be the internal sponsors and primary points of contact throughout the implementation of the project? |
| Because this process spans over 7 SODC/DD Centers a local group from each site will be identified and an overall regional group will receive the plan for each site;4 out of the 7 Centers have brought on a PSC for project management and these positions will support this effort as well. |
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| D. 2.2.1. Resident Support Needs |
| What are the main characteristics of how the population needs and demographics are changing overtime? Are these changes consistent across the centers? |
| The population has changed in part due to the efforts as a nation to support this area, such as increased education and health markers for pregnancy, increased awareness and support of birth to -3 programs. This has helped support education for serving this population; more and more people with II/DD are supported in the community. The population has changed and we find that people with higher functioning abilities with a mental health diagnosis have more complex needs vs populations with less abilities and no mental health support needs. |
Please note there was no question #15 provided.
Resources Technical or administrative questions on the RFP should be directed to:
Jean Sandstrom, Agency Procurement Officer Jean.sandstrom@illinois.gov Phone: 217-557-9298
BEP questions should be directed to:
Harry Reinhard, Compliance Coordinator Harry.Reinhard@illinois.gov Phone: 312-814-3188
BEP Utilizations Plans must be included with your RFP submission BEP is very supportive of this and all solicitations and will work with you on application review if just starting the process.
Illinois Business Enterprise Program Phone: 312-814-4190 Access BEP vendor portal at https://cms.diversitycompliance.com/
Attachments
· Standard Illinois Certifications
· Financial Disclosures