BPM000600 - Early Intervention RFP Part 2 of 2.pdf

Request for Proposal (RFP) Part 2 of 2

Solicitation No.: BPM000600

Description: Early Intervention Services – R17 Southern Apache

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The Request for Proposal (RFP) Part 2 of 2 contains the Special Instructions to Offerors, Uniform Instructions to Offerors, and Offeror Submittal Documents. All documents should be read in its entirety and the Offeror Submittal Documents should be submitted in the State’s eProcurement system.

RFP Part 1 of 2 containing the Notice Page, Scope of Work, Special Terms and Conditions, Uniform Terms and Conditions, and Exhibits should be read in its entirety before submitting an offer.

Table of Contents Special Instructions to Offerors

Uniform Instructions to Offerors

Attachment 1: Offer and Acceptance

Attachment 2: Questionnaire

Attachment 3: Offeror’s References

Attachment 4: Certification Regarding Lobbying

Attachment 5: Certification Regarding: Debarment, Suspension, Ineligibility and Voluntary Exclusion

Attachment 6: Designation of Confidential, Trade Secret and Proprietary Information

Attachment 7: Certification of Insurability

Attachment 8: Deviations and Exceptions Form

Attachment 9: Business Associate Agreement

Attachment 10: Participation If Boycott of Israel

Attachment 11: Offeror Checklist

Attachment 12: Central Regristy Form – Uploaded As A Separate Attachment

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Special Instructions to Offerors

1. Pre-Offer Conference

1.1. A Pre-Offer Conference will be held at the time and place indicated in the solicitation’s ‘Process’ field as found within the State's eProcurement system, Arizona Procurement Portal (https://appstate.az.gov);

attendance is not required, but it’s recommended.

1.2. The purpose of the conference will be to clarify the contents of the solicitation in order to prevent any misunderstanding of the State of Arizona's position.

1.3. Any questions regarding the requirements of the solicitation or any apparent omission or discrepancy should be presented to the State at the conference. The Department will then determine the appropriate action necessary, if any, and may issue a written amendment to the solicitation if required.

1.4. Oral statements or instructions will not constitute an amendment to the solicitation.

2. Supplier Registration

2.1. Suppliers are required to be registered in the State's eProcurement system in order to submit a response to the solicitation. If you require any assistance with the registration process, contact the State's eProcurement system Help Desk at app@azdoa.gov or 602-542-7600.

2.2. Supplier requiring assistance in the registration process or in navigating the APP system may find information on the APP website (https://spo.az.gov/app/supplier/training).

2.2.1. New Supplier Registration - (app quick reference guide)

2.2.2. Supplier Enrollment – (app quick reference guide)

2.2.3. Supplier Enrollment for Existing Suppliers – (app quick reference guide)

3. Inquiries and Questions Related to this Solicitation All questions related to this Request for Proposal are required to be submitted through the State’s eProcurement system on the Discussion Forum Q&A tab no later than seven (7) days prior to Bid End date and time. Any other contact shall be directed to the Procurement Officer referenced in the State’s eProcurement system as the Info Contact. The Department reserves the right to respond to any questions through the Discussion Forum Q&A tab or through an amendment. Offerors may not contact the employees of the using Department concerning this procurement while the proposal and evaluation are in process. Questions posted in the Discussion Forum will be made available to the public.

4. State’s eProcurement System Submittal

4.1. Offers in response to this solicitation shall be submitted in the State’s eProcurement system, Arizona

Procurement Portal (https://appstate.az.gov). Be advised that utilizing the State’s eProcurement system requires a certain level of technical competency that should be considered when selecting staff to work in the system. The successful submission of your offer in the State’s eProcurement system is critical in order for the Department to receive and evaluate your offer.

4.2. Offers shall be received before the date/time listed in the solicitation’s ‘End Date’ field. Offers submitted outside the State’s eProcurement system, or those that are received after the date/time stated in the ‘End Date’ field, shall be rejected. Questions in how to submit the bid shall be directed to the State’s eProcurement system Help Desk at app@azdoa.gov or 602-542-7600.

4.3. In addition to any submission requirements of the State’s eProcurement system, attachments for this proposal shall be completed in its entirety and submitted as stated in the Special Instructions to Offerors.

The Offer shall be submitted in the Technical Envelope Tab. Failure to provide the requested information may have a negative impact on the evaluation of the offer.

https://appstate.az.gov/ mailto:appsuppliers@azdoa.gov https://spo.az.gov/app/supplier/training https://spo.az.gov/sites/default/files/media/S2P.SM_.New%20Supplier%20Registration.QRG%20FINAL_0.pdf https://spo.az.gov/sites/default/files/media/S2P.SM_.New%20Supplier%20Enrollment.QRG%20FINAL_0.pdf https://spo.az.gov/sites/default/files/media/S2P.SM_.Supplier%20Enrollment%20for%20Existing%20Suppliers%20QRG.FINAL__0.pdf https://procure.az.gov/ mailto:appsuppliers@azdoa.gov

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4.4. The file name for attachments that are uploaded into the State’s eProcurement system in response to a solicitation cannot contain spaces or special characters. If the name of the attachment contains a space or special character, the State’s eProcurement system will not allow the solicitation response (quote) to be submitted.

4.5. PLEASE NOTE: Offerors shall download RFP Part 2 of 2 to the Offeror’s computer, save any information entered, and submit the completed information as a new, appropriately named Attachment in the State’s eProcurement system.

5. Exceptions to Terms and Conditions as stated in the Uniform Instructions Section 3.3, will impact an Offeror’s susceptibility for award.

6. Acceptable Electronic Formats, Page Sizes, and Page Limits

6.1. Electronic Documents. The Solicitation document is provided in an electronic format. Any unidentified alteration or modification to any Solicitation documents, to any attachments, exhibits, forms, charts or illustrations contained herein shall be null and void. In those instances where modifications are identified, the original document published by the State shall take precedence. As provided in the Uniform Instructions, Offerors are responsible for clearly identifying any and all changes or modifications to any Solicitation documents upon submission to the State.

6.2. With the exception of documents the Offeror believes contain a trade secret or other proprietary information, the Offeror shall submit one (1) offer containing all of the required documents and information in a single PDF document.

6.3. Chart widths may be adjusted to a maximum page size of 8 ½x11 (no legal size document), normal margins.

Use additional pages if needed. Recommended fonts are Arial, size ten (10), or Times New Roman, size twelve (12).

6.4. Where page limits are identified for a given response, Offerors should not exceed the limit. That portion of a response which exceeds the limit will not be evaluated and will have a negative impact on the evaluation.

6.5. On each page of the Submittal documents, insert a Footer that specifies: Name of the Applicant, the Solicitation Number and Page Number.

7. Opening Offers received by the due date and time will be opened online and the name of each Offeror will be publically available. Offers will not be available for public inspection until after the evaluation process is complete and any resulting contract(s) are awarded.

8. Responsibility, Responsiveness and Susceptibility In accordance with A.R.S. 41-2534(G), A.A.C. R2-7-C311, A.A.C. R2-7-C312 and R2-7-C316, the State shall consider, at a minimum, the following criteria when determining Offeror’s responsibility, as well, as the proposal’s responsiveness and susceptibility for contract award.

8.1. Whether the Offeror has had a contract within the last five (5) years that was terminated for cause due to breach or similar failure to comply with the terms of the contract;

8.2. Whether the Offeror’s record of performance includes factual evidence of failure to satisfy the terms of the Offeror’s agreements with any party to a contract. Factual evidence may consist of documented vendor performance reports, customer complaints and/or negative references;

8.3. Whether the Offeror is legally qualified to contract with the State and the Offeror’s financial, business, personnel, or other resources, including subcontractors;

8.3.1. Legally qualified includes if the vendor or if key personnel have been debarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a subcontractor of any public procurement unit or other governmental body.

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8.4. Whether the Offeror promptly supplied all requested information concerning its responsibility;

8.5. Whether the Offer was sufficient to permit evaluation by the State, in accordance with the evaluation criteria identified in this Solicitation or other necessary offer components. Necessary offer components include:

attachments, documents or forms to be submitted with the offer, an indication of the intent to be bound, reasonable or acceptable approach to perform the Scope of Work, acknowledged Solicitation Amendments, references to include experience verification, adequacy of financial/business/personal or other resources to include a performance bond and stability including subcontractors and any other data specifically requested in the Solicitation;

8.6. Whether the Offer was in conformance with the requirements contained in the Scope of Work, Terms and Conditions, and Instructions for the Solicitation including its Amendments and all documents incorporated by reference;

8.7. Whether the Offer limits the rights of the State;

8.8. Whether the Offer includes or is subject to unreasonable conditions, to include conditions upon the State necessary for successful Contract performance. The State shall be the sole determiner as to the reasonableness of a condition;

8.9. Whether the Offer materially changes the contents set forth in the Solicitation, which includes the Scope of Work, Terms and Conditions, or Instructions; and,

8.10. Whether the Offeror provides misleading or inaccurate information.

8.11. Financial Stability. The Offeror must be financially stable and able to substantiate the financial stability of its company. If requested, current financial statements or other financial information deemed appropriate documenting past sales history must be provided within five (5) business days of request. The State reserves the right to request additional documentation from the Offeror and to request reports on financial stability from independent financial rating services. The State reserves the right to reject any Offeror who does not demonstrate financial stability sufficient for the scope of this contract award.

9. Confidential Information and Trade Secrets

9.1. Documents the Offeror believes contain a trade secret or other proprietary information should be submitted as a separate document named RFP Offeror Submittal of Confidential Documents and contain an explanation as indicated on the Designation of Confidential, Trade secret & Proprietary Information form.

Additionally, provide a reference in the proposal response directing reader to the specific area of this protected information section. The information identified as confidential shall not be disclosed until a confidentiality determination is made. Historically, only information which is patented, copyright protected, a trade secret, or proprietary has been deemed as confidential.

9.2. No portion(s) of the Questionnaire, References, or Proposed Itemized Service Budgets will be considered confidential.

9.3. NOTE: PROPOSALS SUBMITTED REQUESTING THAT THE ENTIRE PROPOSAL BE HELD

CONFIDENTIAL MAY BE REJECTED AS NON‐RESPONSIVE.

10. Evaluation and Selection

10.1. In accordance with the Arizona Procurement code A.R.S. § 41-2534, awards shall be made to the responsible Offeror(s) whose proposal is determined in writing to be the most advantageous to the State based upon the evaluation criteria listed below. The evaluation criteria, listed in descending order of importance, shall include the following:

10.1.1. Method of Approach

10.1.2. Experience

10.1.3. Responsiveness of Proposal

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10.2. Exceptions to the Terms and Conditions may impact an Offeror’s susceptibility for award.

10.3. Attempts to reiterate the Offeror's qualifications/experience, responding "we will comply" or providing vague responses will have a negative impact on the evaluation.

11. Preparation/Submission of Offer THE OFFEROR SHALL RESPOND TO EACH ITEM IN THE FOLLOWING SECTIONS. By submitting an offer, the Offeror makes a firm commitment to provide services as required and proposed. The material contained in the proposal should be relevant to the requirements stated in the solicitation and submitted in a sequence that reflects the Scope of Work and information relevant to the designated evaluation criteria as stated in the Special Instructions. Failure to include the requested information may have a negative impact on the evaluation of the Offeror's proposal. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of proposed action. The Offeror should use technical language only when describing a technical process.

11.1. Offer Forms.

Failure to follow Offer Document Instructions may result in the rejection of the Offer. The Offeror shall complete and submit in the State’s eProcurement system, Technical Questionnaire Tab the following forms found in RFP Part 2 of 2:

11.1.1. Offer and Acceptance

11.1.2. Questionnaire

Offeror(s) must complete the entire questionnaire section of the Request for Proposal. The offerors responses should be in the form of a brief written narrative demonstrating the Offerors ability to satisfy the Scope of Work. The narrative should describe a logical progression of tasks and efforts starting with the initial steps or tasks to be accomplished and continuing until all proposed tasks are fully described. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of proposed action. The use of technical language should be minimized and used only to describe a technical process.

11.1.3. Offeror’s References

11.1.4. Certification Regarding Lobbying

11.1.5. Certification Regarding: Debarment, Suspension, Ineligibility and Voluntary Exclusion

11.1.6. Designation of Confidential, Trade Secret & Proprietary Information

11.1.7. Certification of Insurability

11.1.8. Deviations and Exception Form

11.1.9. Central Registry Form – Upload as a separate attachment. Do not submit this into the State’s e-Procurement system.

11.1.10. Participation if Boycott of Israel. Unless and until the District Court's injunction in Jordahl is stayed or lifted, the Anti-Israel Boycott Provision (A.R.S. 35-393.01 (A)) is unenforceable and the State will take no action to enforce it.

11.1.11. Business Associate Agreement

11.2. Rates/Items Tab Submittal

The Offeror is to complete the Items tab in the State’s e-Procurement system as follows:

11.2.1. Enter $1.00 under the “Unit Cost” on the items tab in the State’s e-Procurement system;

11.2.2. The Offeror must ensure that pricing is completed in the Items Tab for all items the Offeror is bidding on. Any item indicating a “No Bid” cannot be awarded to the Offeror.

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12. Central Registry for Background Checks - Upload as a separate attachment

12.1. Prior to the due date and time of proposal submittal, the Offeror shall submit the Request for Search of Central Registry for Background Check form(s) for each employee, subcontractor employee and prospective employee or volunteer of the Contractor or Subcontractor that is proposed to provide direct services to children or vulnerable adults to the address or email address specified on the form. Failure to submit these forms shall result in the offer being determined non-susceptible for award of a contract. DO

NOT SUBMIT THIS DOCUMENT IN THE STATE’S EPROCUREMENT SYSTEM.

12.2. The list of disqualifying acts is included on the Request for Search of Central Registry for Background Check attachment.

12.3. Additionally, the Offeror and any prospective subcontract shall maintain a completed Certification for Direct Service Position form on file for each employee, prospective employee or volunteer. These forms shall remain confidential and shall not be uploaded into the State’s eProcurement system.

13. Clarification Upon receipt and opening of proposals submitted in response to this solicitation, the Department may request oral or written clarifications, including demonstrations or questions and answers, for the sole purpose of information gathering or for eliminating minor informalities or correcting nonjudgmental mistakes in proposals. Clarifications shall not otherwise afford Offerors the opportunity to alter or change their proposal.

14. Discussions/Negotiations In accordance with A.R.S. § 41-2534, during the offer evaluations, discussions may be conducted with an Offeror(s) who submit an offer(s) determined to be reasonably susceptible of being selected for award. A request to participate in discussions does not assure a contract award.

15. Best and Final Offer

15.1 Upon completion of discussions, the Department shall notify each Offeror who participated in discussions of the due date and time for submittal of the Best and Final Offers in the State’s e-Procurement system.

15.2 If the Best and Final Offer is not received, or if it is withdrawn prior to the Best and Final Offer deadline, the previous offer will not be construed as the Best and Final Offer. The Offeror shall resubmit its previous offer to be construed as the Best and Final Offer.

15.3 All of the issues identified in the Discussions and Negotiations should be addressed within the Best and Final Offer and all revisions shall be redlined and italicized.

16. Award

16.1 Contract Award. The State intends to award to the responsible Offeror(s) whose proposal represents the best value after evaluation in accordance with the evaluation criteria. The State may waive informalities and minor irregularities on proposals received. The State will award in a manner that is in the best interest of the State.

16.2 Contract Document Consolidation. At its sole option, following any contract award(s) the State may consolidate the resulting contract documents. Examples of such consolidation would include (i) reorganizing solicitation documents and those components of the Contractor’s Offer not pertaining to the Contract’s operations; (ii) revising the Scope of Work to incorporate the Contractor’s response, (iii) revising any terms and conditions to incorporate any changes in the Contractor’s Offer; (iv) excluding any components of the Contractor’s Offer that were not awarded. Contract document consolidation shall not materially change the Contract.

17. Anticipated Timeline

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ACTIVITY DATE

RFP Issue Date February 5, 2019 Pre-Offer Conference February 12, 2019 Proposal Due Date March 5, 2019 *Proposal Evaluations March - April 2019 *Best and Final Offer April 2019 *Award Date May 2019

* These dates are estimates only, and are subject to change without prior notice*

18. Persons With Disabilities Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

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Uniform Instructions to Offerors

1. Definition of Terms

As used in these Instructions, the terms listed below are defined as follows:

1. “Attachment” means any item the Solicitation requires an Offeror to submit as part of the Offer.

2. ‘Best and Final Offer” means a revision to an Offer submitted after negotiations are completed that contains the Offeror’s most favorable terms for price, service, and products to be delivered. Sometimes referred to as a Final Proposal Revision.

3. “Contract” means the combination of the Solicitation, including the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer, any Clarifications, and any Best and Final Offers; and any Solicitation Amendments or Contract Amendments.

4. "Contract Amendment" means a written document signed by the Procurement Officer issued for the purpose of making changes in the Contract.

5. “Contractor” means any person who has a Contract with a state governmental unit.

6. “Day” means calendar days unless otherwise specified.

7. “eProcurement (Electronic Procurement)” means conducting all or some of the procurement function over the Internet. Point, click, buy and ship Internet technology is replacing paper-based procurement and supply management business processes. Elements of eProcurement also include Invitation for Bids, Request for Proposals, and Request for Quotations.

8. “Exhibit” means any document or object labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation.

9. “Offer” means a response to a Solicitation.

10. “Offeror” means a person who responds to a Solicitation.

11. “Person” means any corporation, business, individual, union, committee, club, or other organization or group of individuals.

12. “Procurement Officer” means the person, or his or her designee, duly authorized by the State to enter into and administer Contracts and make written determinations with respect to the Contract.

13. ”Solicitation” means an Invitation for Bids (“IFB”), a Request for Technical Offers, a Request for Proposals (“RFP”), a Request for Quotations (“RFQ”), or any other invitation or request issued by the purchasing agency to invite a person to submit an offer.

14. "Solicitation Amendment" means a change to the Solicitation issued by the Procurement Officer.

15. “Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

16. “State” means the State of Arizona and Department or Agency of the State that executes the Contract.

2. Inquiries

1. Duty to Examine. It is the responsibility of each Offeror to examine the entire Solicitation, seek clarification in writing (inquiries), and examine its Offer for accuracy before submitting an Offer. Lack of care in preparing an Offer shall not be grounds for modifying or withdrawing the Offer after the Offer due date and time.

2. Solicitation Contact Person. Any inquiry related to a Solicitation, including any requests for or inquiries regarding standards referenced in the Solicitation shall be directed solely to the Procurement Officer.

3. Submission of Inquiries. All inquiries related to the Solicitation are required to be submitted in the State’s eProcurement system. All responses to inquiries will be answered in the State’s eProcurement system. Any

RFP Part 2 of 2 Available Online at https://appstate.az.gov Page 9 of 34 inquiry related to the Solicitation should reference the appropriate solicitation page and paragraph number.

Offerors are prohibited from contacting any State employee other than the Procurement Officer concerning the procurement while the solicitation and evaluation are in process.

4. Timeliness. Any inquiry or exception to the Solicitation shall be submitted as soon as possible and should be submitted at least seven days before the Offer due date and time for review and determination by the State.

Failure to do so may result in the inquiry not being considered for a Solicitation Amendment.

5. No Right to Rely on Verbal or Electronic Mail Responses. An Offeror shall not rely on verbal or electronic mail responses to inquiries. A verbal or electronic mail reply to an inquiry does not constitute a modification of the solicitation.

6. Solicitation Amendments. The Solicitation shall only be modified by a Solicitation Amendment.

7. Pre-Offer Conference. If a pre-Offer conference has been scheduled under the Solicitation, the date, time and location shall appear in the State’s eProcurement system. Offerors should raise any questions about the Solicitation at that time. An Offeror may not rely on any verbal responses to questions at the conference.

Material issues raised at the conference that result in changes to the Solicitation shall be answered solely through a Solicitation Amendment.

8. Persons With Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer. Requests shall be made as early as possible to allow time to arrange the accommodation.

3. Offer Preparation

1. Electronic Documents. The Solicitation is provided in an electronic format. Offerors are responsible for clearly identifying any and all changes or modifications to any Solicitation documents upon submission to the State’s eProcurement system. Any unidentified alteration or modification to any Solicitation, attachments, exhibits, forms, charts or illustrations contained herein shall be null and void. Offeror’s electronic files shall be submitted in a format acceptable to the State. Acceptable formats include .doc and .docx (Microsoft Word), .xls and .xlsx (Microsoft Excel), .ppt and .pptx (Microsoft PowerPoint) and .pdf (Adobe Acrobat). Offerors wishing to submit files in any other format shall submit an inquiry to the Procurement Officer.

2. Evidence of Intent to be Bound. The Offer and Acceptance form within the Solicitation shall be submitted with the Offer in the State’s eProcurement system and shall include a signature by a person authorized to sign the Offer. The signature shall signify the Offeror’s intent to be bound by the Offer and the terms of the Solicitation and that the information provided is true, accurate and complete. Failure to submit verifiable evidence of an intent to be bound, such as a signature, shall result in rejection of the Offer.

3. Exceptions to Terms and Conditions. All exceptions included with the Offer shall be submitted in the State’s eProcurement system in a clearly identified separate section of the Offer in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless such exception is specifically accepted by the Procurement Officer in a written statement. The Offeror’s preprinted or standard terms will not be considered by the State as a part of any resulting Contract.

3.1. Invitation for Bids. An Offer that takes exception to a material requirement of any part of the Solicitation, including terms and conditions, shall be rejected.

3.2. Request for Proposals. All exceptions that are contained in the Offer may negatively impact an Offeror’s susceptibility for award. An Offer that takes exception to any material requirement of the solicitation may be rejected.

4. Subcontracts. Offeror shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities in the Offer.

5. Cost of Offer Preparation. The State will not reimburse any Offeror the cost of responding to a Solicitation.

6. Federal Excise Tax. The State is exempt from certain Federal Excise Tax on manufactured goods. Exemption Certificates will be provided by the State.

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7. Provision of Tax Identification Numbers. Offerors are required to provide their Arizona Transaction Privilege Tax Number and/or Federal Tax Identification number as part of the Offer.

7.1 Employee Identification. Offeror agrees to provide an employee identification number or social security number to the State for the purposes of reporting to appropriate taxing authorities, monies paid by the State under this Contract. If the federal identifier of the Offeror is a social security number, this number is being requested solely for tax reporting purposes and will be shared only with appropriate state and federal officials. This submission is mandatory under 26 U.S.C. § 6041A.

8. Identification of Taxes in Offer. The State is subject to all applicable state and local transaction privilege taxes.

All applicable taxes shall be identified as a separate item offered in the Solicitation. When applicable, the tax rate and amount shall be identified on the price sheet.

9. Disclosure. If the person submitting this Offer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the Offeror shall fully explain the circumstances relating to the preclusion or proposed preclusion in the Offer. The Offeror shall set forth the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above shall be provided.

10. Delivery. Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all freight, delivery and unloading at the destination(s).

11. Federal Immigration and Nationality Act. By signing of the Offer, the Offeror warrants that both it and all proposed subcontractors are in compliance with federal immigration laws and regulations (FINA) relating to the immigration status of their employees. The State may, at its sole discretion require evidence of compliance during the evaluation process. Should the State request evidence of compliance, the Offeror shall have five days from receipt of the request to supply adequate information. Failure to comply with this instruction or failure to supply requested information within the timeframe specified shall result in the Offer not being considered for contract award.

12. Offshore Performance of Work Prohibited. Any services that are described in the specifications or scope of work that directly serve the State or its clients and involve access to secure or sensitive data or personal client data shall be performed within the defined territories of the United States. Unless specifically stated otherwise in the specifications, this paragraph does not apply to indirect or 'overhead' services, redundant back-up services or services that are incidental to the performance of the contract. This provision applies to work performed by subcontractors at all tiers. Offerors shall declare all anticipated offshore services in the Offer.

4. Submission of Offer

1. Offer Submission, Due Date and Time. Offerors responding to a Solicitation must submit the Offer electronically through the State’s eProcurement system. Offers shall be received before the due date and time stated in the solicitation. Offers submitted outside of the State’s eProcurement system or those that are received after the due date and time shall be rejected.

2. Offer and Acceptance. Offers shall include a signed Offer and Acceptance form. The Offer and Acceptance form shall be signed with a signature by the person authorized to sign the Offer, and shall be submitted in the State’s eProcurement system with the Offer no later than the Solicitation due date and time. Failure to return an Offer and Acceptance form may result in rejection of the Offer.

3. Solicitation Amendments. A Solicitation Amendment shall be acknowledged in the State’s eProcurement system no later than the Offer due date and time. Failure to acknowledge a Solicitation Amendment may result in rejection of the Offer.

4. Offer Amendment or Withdrawal. An Offer may not be amended or withdrawn after the Offer due date and time except as otherwise provided under applicable law.

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5. Confidential Information. If an Offeror believes that any portion of an Offer, protest, or correspondence contains a trade secret or other proprietary information, the Offeror shall clearly designate the trade secret and other proprietary information, using the term “confidential.” An Offeror shall provide a statement detailing the reasons why the information should not be disclosed including the specific harm or prejudice that may arise upon disclosure. The Procurement Officer shall review all requests for confidentiality and provide a written determination. Until a written determination is made, a Procurement Officer shall not disclose information designated as confidential except to those individuals deemed to have a legitimate State interest. In the event the Procurement Officer denies the request for confidentiality, the Offeror may appeal the determination to the State Procurement Administrator within the time specified in the written determination. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

6. Public Record. All Offers submitted and opened are public records and must be retained by the State for six years. Offers shall be open and available to public inspection through the State’s eProcurement system after Contract award, except for such Offers deemed to be confidential by the State.

7. Non-collusion, Employment, and Services. By signing the Offer and Acceptance form or other official contract form, the Offeror certifies that:

7.1. The Offeror did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its Offer; and

7.2. The Offeror does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and that it complies with an applicable federal, state and local laws and executive orders regarding employment.

5. Evaluation

1. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

2. Taxes. If the products and/or services specified require transaction privilege or use taxes, they shall be described and itemized separately on the Offer. Arizona transaction privilege and use taxes shall not be considered for evaluation.

3. Prompt Payment Discount. Prompt payment discounts of thirty (30) days or more set forth in an Offer shall be deducted from the Offer for the purpose of evaluating that price.

4. Late Offers. An Offer submitted after the exact Offer due date and time shall be rejected.

5. Disqualifications. An Offeror (including each of its principals) who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity shall have its Offer rejected.

6. Offer Acceptance Period. An Offeror submitting an Offer under the Solicitation shall hold its Offer open for the number of days from the Offer due date that is stated in the Solicitation. If the Solicitation does not specifically state a number of days for Offer acceptance, the number of days shall be one hundred twenty (120). If a Best and Final Offer is requested pursuant to a Request for Proposals, an Offeror shall hold its Offer open for one hundred twenty (120) days from the Best and Final Offer due date.

7. Waiver and Rejection Rights. Notwithstanding any other provision of the Solicitation, the State reserves the right to:

7.1 Waive any minor informality;

7.2. Reject any and all Offers or portions thereof; or

7.3 Cancel the Solicitation.

6. Award

1. Number of Types of Awards. The State reserves the right to make multiple awards or to award a Contract by individual line items or alternatives, by group of line items or alternatives, or to make an aggregate award, or regional awards, whichever is most advantageous to the State.

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2. Contract Inception. An Offer does not constitute a Contract nor does it confer any rights on the Offeror to the award of a Contract. A Contract is not created until the Offer is accepted in writing by the Procurement Officer’s signature on the Offer and Acceptance form. A notice of award or of the intent to award shall not constitute acceptance of the Offer.

3. Effective Date. The effective date of the Contract shall be the date that the Procurement Officer signs the Offer and Acceptance form or other official contract form, unless another date is specifically stated in the Contract.

7. Protests A protest shall comply with and be resolved according to Arizona Revised Statutes Title 41, Chapter 23, Article 9 and rules adopted thereunder. Protests shall be in writing and be filed with both the Procurement Officer of the purchasing agency and with the State Procurement Administrator. A protest of the Solicitation shall be received by the Procurement Officer before the Offer due date. A protest of a proposed award or of an award shall be filed within ten

(10) days after the Procurement Officer makes the procurement file available for public inspection. A protest shall include:

1. The name, address, email address and telephone number of the interested party;

2. The signature of the interested party or its representative;

3. Identification of the purchasing agency and the Solicitation or Contract number;

4. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

5. The form of relief requested.

8. Comments Welcome The State Procurement Office periodically reviews the Uniform Instructions to Offerors and welcomes any comments you may have. Please submit your comments to: State Procurement Administrator, State Procurement Office, 100 North 15th Avenue, Suite 201, Phoenix, Arizona, 85007.

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Attachment 1: Offer and Acceptance

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to provide furnish the material, service or construction in compliance with all Terms, Conditions, Best and Final Offer, Scope of Work, Amendments, et. al. in the Solicitation including any written exceptions in the offer accepted by the State.

Company Name Signature of Person Authorized to Sign Offer

Address Printed Name and Title

City State Zip Contact Phone

Web address Contact Email Address

CERTIFICATION

By signature in the Offer section above, the Offeror certifies:

1. The submission of the Offer did not involve collusion or other anticompetitive practices.

2. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive

Order 11246, State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465.

3. The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.

4. The Offeror is not debarred by, or otherwise prohibited from participating in any publically-funded contract awarded by any Federal, State or local jurisdiction.

5. The Offeror certifies compliance with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance.

ACCEPTANCE OF OFFER (FOR STATE OF ARIZONA)

The Offer is hereby accepted.

The Contractor is now bound to sell the services listed by the attached contract and based upon the solicitation, including all Terms, Conditions, Best and Final Offer, Scope of Work/Specifications, Amendments, et. al., and the Contractor’s Offer as accepted by the State of Arizona.

This Contract shall henceforth be referred to as Contract No. _____________________________________ The effective date of the Contract is ____________________________________________________ The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contract release document or written notice to proceed.

Awarded this ___ day of ______________ 20 __ Procurement Officer

RFP Part 2 of 2 Available Online at https://appstate.az.gov Page 14 of 34

Attachment 2: Questionnaire Offeror shall provide a detailed narrative response to each question below. Proposals without a detailed narrative to the questions below will receive a lower score during the evaluation. Information provided through the use of a web URL link (within a response, or otherwise) will not be taken into consideration when evaluating proposals. The narrative response shall address the following questions, in the order below, referencing the related section of the Scope of Work.

1. Provide an executive summary written in non-technical language to summarize the Offeror’s overall capabilities and approaches for accomplishing the services specified in RFP Part 1 of 2, Scope of Work. Evidence should include, but not be limited to, Offeror business philosophy, mission statement, etc. The Executive Summary should be limited to no more than (2 page limit).

2. Describe the Offeror’s method in providing Team-Based Early Intervention Services in the proposed GSR, including working with underserved populations in urban and rural areas, families and children involved with the Department of Child Safety (DCS), experiencing homelessness, and living on tribal lands. (SOW Section 11.1) (3 page limit)

3. Provide an organizational chart that includes job responsibility and titles of each current position or any new positions required to perform the service. If applicable, submit a current organization chart depicting the Offeror's relationship to the organization of which the Offeror is a subsidiary or an affiliate. (SOW 9.3 & 9.4)

4. Explain how the Offeror will ensure all staff will maintain current licenses and credentials as applicable, and how the offeror will ensure the following core team disciplines are trained in the provision of Team Based Early Intervention Services. (SOW Section 9.1, 9.2, 9.3 & 9.13) (3 page limit)

• Service Coordinators

• Occupational Therapists

• Physical Therapists

• Speech-Language Pathologists

• Developmental Special Instructionists

• Psychologists

• Social Workers

5. Describe the process of performing the service provisions in a culturally competent manner including coordination of interpretation and translation services. (SOW Section 8.2 & 8.3) (1 page limit)

6. Describe the Offeror’s process for ongoing management and retention of AzEIP child records including obtaining consent for the release of information? (SOW Section 8.11 & 8.14, AzEIP Policies and Procedures Chapter 7) (2 page limit)

7. Describe how the Offeror will engage in Child Find activities to ensure appropriate representation of the population in the GSR. (SOW Section 11.12) (1 page limit)

8. Describe how the Offeror will recruit and retain qualified personnel to fulfill the Contract requirements. (SOW Section 9.10) (2 page limit)

9. Describe how will the Offeror comply with the performance measures as established by IDEA Part C. (SOW Section

12) (5 page limit)

10. Describe the Offeror’s method in coordinating all services and family resource needs identified in the IFSP through other service providing agencies and/or community partners (SOW Section 11.6, 11.11, 11.14 & 11.16) (2 page limit)

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11. Describe how the Offeror will maximize the use of all available funding sources, including private and public insurance, prior to seeking reimbursement from ADES as the payer of last resort. Include the Offeror approach with billing multiple insurance payers and Coordination of Benefits among payers. (SOW 13.1, 13.2) (3 page limit)

12. Scenario One (1)

A family calls your agency and indicates their child’s communication concerns are not being addressed. The mother shared that they completed their initial IFSP on 5/25/18 and had a start date for speech services on 6/12/18 and the speech-language pathologist (SLP) didn’t come to the first scheduled visit. However, the SLP came to the home unannounced on a separate date while the babysitter was present and completed a session working one-on-one with the child. During that visit, the SLP recommended to the babysitter that the family should practice consonant-vowel combinations with the child in front of a mirror and she would come back in a month to check in. Mom is concerned that her services on her IFSP services are scheduled for 24 sessions over 6 months and she will not be getting the level of services per the IFSP. Mom shared with you that the outcomes written on her IFSP are “Joey will let Mom know when he is hungry and will finish his meal with the family” and “Mom and Joey will be able to happily go on an outing, and Mom will know what Joey wants when they are out.” Mom would like to know how to file a formal complaint.

• Identify the deficiencies in the scenario described and explain how the offeror would address each of them.

(SOW 8.12, 10.3, 10.4, 11.1, 11.16 & 12) (3 page limit)

13. Scenario Two (2)

A Division of Developmental Disabilities Support Coordinator calls your office to complain about Physical Therapy joint visit services not being provided as per a child’s IFSP, after the family contacted the DDD SC and stated they have never received a visit from the PT. After looking at that child’s records, you noticed that the PT submitted a home-visit log and billing for services on 6/6/18, 6/20/18, 7/23/18 and 8/26/18. The team lead, the Occupational Therapist, also contacted you and shared similar concerns with scheduling with that PT on all children they share a caseload with. The OT also stated that within the past couple months, there were several joint visits that have been missed. She did confirm that the PT has never seen the child in question, and that those dates of service that were billed were not dates that were attended as joint visits.

• Describe the Offeror’s process for monitoring and ensuring service delivery in a team-based approach including, policies and procedures for preventing and addressing suspected fraud, waste and abuse and handling the identified situation. (SOW 8.6, 8.8, 8.12, 13.1 & Special Terms & Condition Section 24 (3 page limit)

14. Scenario Three (3)

Isaac is a 30-month old boy that was referred to AzEIP and has been determined AzEIP and DDD eligible with significant delays in the communication, cognition, social emotional and adaptive domains. The parents do not have many concerns at this point regarding Isaac’s development. The Initial Individualized Family Service Plan is being held tomorrow and will be attended by the service coordinator, speech therapist and occupational therapist.

Through the initial planning process, it has been discovered that Isaac is a picky eater, continues to be spoon fed and prefers a bottle over other cup varieties. He also does not like loud noises, such as the television, certain environmental sounds or any household appliances, and will cover his ears often when these sounds are present and rock back and forth while humming. Isaac does not point or look at mom or dad directly or follow basic directions. Isaac doesn’t have opportunities to play with other children his own age. He does not respond when called by name or when tapped on his shoulder to get his attention, especially when he is playing with his car collection (which happens to be his favorite thing to play with and he is fixated on it). He is very happy to line up his cars and play with them. He moves them from one side of the room to the other, organizing and reorganizing them.

• Describe the offeror’s approach to facilitating the IFSP meeting including all necessary steps to support this family, based on AzEIP policies and procedures. (SOW 11.7, 11.9, 11.10, & 11.11) (3 page limit)

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Attachment 3: Offeror’s References

Company Name:

Provide three (3) verifiable professional references other than ADES Employees. Emphasis should be placed on providing references that can further demonstrate your experience relative to meeting the requirements pursuant to the Scope of Work.

1. Company Name:

Address/City/State/Zip Code:

Contact Name:

Contact Email Address:

Contact Phone Number:

Project Description

Estimated Cost: Project Begin Date: Project End Date:

PROJECT OVERVIEW: (INCLUDE SIMILAR SERVICES PERFORMED AS THOSE REQUIRED BY THIS SOLICITATION)

2. Company Name:

Address/City/State/Zip Code:

Contact Name:

Contact Email Address:

3. Company Name:

Address/City/State/…