Combined Professiional Services RFP 200000002075 - MISEP Statistician.docx

STATE OF MICHIGAN

Department of Health and Human Services

Statistician Request for Proposal No. 200000002075

Solicitation Manager Name: Nathaniel Oliver Direct Phone: (517) 241-0084 Email: OliverN@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

A Statistician to serve as the statistical expert for the Michigan Department of Health and Human Services (MDHHS) Children’s Services Administration – Division of Continuous Quality Improvement (DCQI). This position will be responsible for a variety of complex work assignments involving sample design, query creation, statistical evaluation, analysis and calculation of data. The resulting contract will serve as an essential resource for data development, statistical analysis, internal data reporting, validation and Modified Implementation, Sustainability and Exit Plan (MISEP) reporting to ensure MDHHS meets statutory and court ordered obligations of the MISEP

RFP Timeline

*A bidder’s proposal received at 1:59:01 p.m. Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

8. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

9. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

10. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process section of this document, and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS .

11. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, submit protests via email to MDHHS-BGP@michigan.gov no later than 3:00 p.m., five (5) calendar days after posting the Award Recommendation and Evaluation Synopsis or by 3:00 p.m. the next business day if that date falls on a state holiday or weekend. Include “Protest” in the email subject line. All protests must include the bid number. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Additional information about the protest process is available at www.michigan.gov/micontractconnect under the “Programs and Policies” link.

12. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

13. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See the Confidential Treatment Form and The Freedom of Information Act section of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third-party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

Enter YES or NO.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan

Average wage paid to employees employed at locations within the State of Michigan

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance

8. Other

Request For Proposal (RFP) No. 200000002075 Statistician

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

Modified Implementation, Sustainability and Exit Plan (MISEP) Monitoring and Performance Reporting is required to improve outcomes for children who come to the attention of the child welfare system in Michigan. Performance Monitoring needs to improve in ways that directly affect critical outcomes for Michigan’s children in foster care.

SCOPE

The Contractor must provide a Statistician(s) to serve as the statistical expert for the Department of Health and Human Services (MDHHS) Children’s Services Administration (CSA) – Division of Continuous Quality Improvement (DCQI). This position will be responsible for a variety of complex work assignments involving sample design, query creation, statistical evaluation, analysis and calculation of data. The resulting work will serve as an essential resource for data development, statistical analysis, internal data reporting, validation and MISEP reporting to ensure MDHHS meets statutory and court ordered obligations of the MISEP.

REQUIREMENTS

1. General Requirements The scope for ISEP Monitoring and Performance Reporting is created with the intent to improve outcomes for children who come to the attention of the child welfare system in Michigan.

The Contractor must carry out all aspects of Modified Implementation, Sustainability and Exit Plan (MISEP) related court reporting validation and coordination with the Children’s Services Agency (CSA) Data Management Unit (DMU) to provide compliance reports required for the MISEP agreement as well as the reporting of information and evidence necessary to monitor and strengthen the child welfare system.

Performance Monitoring must be improved in ways that directly affect critical outcomes for Michigan’s children in foster care. Through attainment of outcomes, it is intended that the Performance Reporting will eventually replace monitoring under the MISEP.

This scope includes but is not limited to:

1. All aspects of statistical sampling;

2. Development of queries to extract Michigan Statewide Automated Child Welfare Information System (MiSACWIS) generated data;

3. Organization of data elements;

4. Analysis on specified topic areas;

5. Validation of comprehensive performance reports by MISEP commitment and expert knowledge and testimony to ensure accuracy and fidelity of reporting to the Michigan Monitoring Team (MMT), Federal Court, and Michigan citizens;

6. Review of confidential information within the confines of an approved technological framework to ensure accuracy of data and reports necessary to complete activities, and

7. In-depth review and analysis of select performance areas to provide a deep understanding of complex root cause issues impacting the department’s ability to achieve the specified commitments as requested.

Bidder’s response must demonstrate understanding of information provided under 1. General Requirements and provide information regarding experience with the tasks listed:

1.1. MISEP Monitoring

A. Requirements

1. The Contractor must monitor performance as close to real time as possible, thus permitting regional and county CSA Directors and their caseworkers to more quickly implement changes to address emerging or existing problems in the child welfare system. The Contractor must utilize both historical and current administrative data to assess changes in performance over time.

2. The Contractor must work closely with MDHHS and the DMU to validate all MISEP reporting required of the Department pursuant to the Dwayne B. settlement agreement. See Attachment A - MDHHS Modified Implementation, Sustainability and Exit Plan Reporting Matrix 6-23-20 for a list and description of required reports.

3. The Contractor will be responsible for all aspects of validation and presentation to the plaintiffs, federal monitors, and the courts. The Contractor must provide the coding used to create each validation report and the accompanying narrative for each report describing the analysis and results. The Contractor must work to resolve any estimate discrepancies with the data team associated with the federal monitors. The Contractor must assume the responsibility for the accuracy of the reporting.

4. To comply with MISEP reporting for which there is no administrative data, the Contractor must develop a data analysis and case read approach that can generate accurate performance estimates and identify key underlying mechanisms that may be responsible for the performance issues. The samples associated with these case reads will be determined by power analyses.

B. Deliverables. The Contractor must provide to the State the following reports, information, and services:

1. MISEP Reports and MISEP Report narratives. See Attachment A - MDHHS Modified Implementation, Sustainability and Exit Plan Reporting Matrix 6-23-20 for a list of required reports.

2. Coding used to validate reports

3. Review reports with MDHHS, MMT

4. Testimony as needed

Bidder’s response must demonstrate understanding of information provided under 1.1 A MISEP Reporting and provide details on how the requirements listed will met. The Bidder should attach sample reports separately:

1.2. Performance Reporting

A. Requirements

1. The Contractor must work with MDHHS to provide for the needs of the Department as it relates to data reports to support performance monitoring, grant applications, and requests from State legislators.

2. The Contractor must write reports that go beyond simply estimating performance (e.g., 40% of children achieve reunification within 12 months). The reports must seek to understand variations in performance, and when, where, and for whom outcomes lag behind agreed upon standards.

3. The Contractor must organize the administrative data tables into an integrated longitudinal database which mirrors the manner in which children move through the system and avoids the biased estimates associated with cross sectional or point in time sampling.

B. Deliverables. The Contractor must provide to the Program Manager the following:

1. Validation and delivery of statistical reports demonstrating performance related to the various commitments contained in the MISEP. The specific reporting requirements will vary depending upon the status of specific commitments. Additional reports that focus on all aspects of child protection and foster care in Michigan and which may be required include, but are not limited to:

a. Child Protective Services (CPS) scatter plots

b. Racial disparity

c. Substance abuse data

d. Domestic violence data

e. Entry/exits - congregate care

f. Front End Outcomes by county by race by age, and trend over time, including:

i. Portion of CPS complaints assigned for investigation

ii. CPS dispositions by category

iii. Breakout of Cat IIIs that are opened vs. open/closed

iv. Recurrence analysis by category, by age, by Child Abuse and Neglect (CA/N) type

v. Risk factors associated with maltreatment, associated with recurrence, associated with entry

vi. Number of entries per year

g. In Care Outcomes by county/agency by race by age, and trend over time, including:

i. # and Proportion of kids removed who are subsequently reunified

ii. Length of time to reunification

iii. # and Proportion of kids removed who are adopted

iv. Length of time to adoption

v. # and Proportion of kids who achieve juvenile guardianship

vi. Length of time to guardianship

vii. # and Proportion of kids who achieve other types of perm

viii. Lengths of time to achieve permanency

ix. # and Proportion of kids

x. Data on stability of placements

xi. # and Proportion who enter Young Adult Voluntary Foster Care (YAVFC)

h. Maltreatment in Care (MIC) by agency/county by placement setting by perpetrator, and trend over time

i. Provide breakout by as many demographics as possible

i. Placement # and Proportion in each type of placement setting by age, by race, by county/agency, and trend over time

j. Disparity at key points by agency/county, including:

i. Assignment for Investigation

ii. Confirmations

iii. Entries

iv. Lengths of stay

v. Permanency type

k. Exits, including:

i. # Exits per year

ii. Re-entries

2. The code used for data extraction,

3. Data sets utilized to determine performance and justification of changes to methodology to MDHHS for review and validation.

Bidder’s response must demonstrate understanding of information provided under 1.1 B Performance Reporting and provide details on how the requirements listed will met. Bidder must attach sample reports separately:

1.3. Training

The Contractor may also be requested to participate in training to present data or research resulting from this project to be scheduled and agreed upon by the Contractor and the MDHHS Program Manager.

Bidder must explain its training capabilities and any training that is included in its proposal. Bidder must submit documentation and sample training materials.

2. Services Levels

2.1. Time Frames

Report timetables will be established by MDHHS and shared with the Contractor. The Contractor must validate approximately 40 reports every six months for submission to the MMT and subsequently federal court.

Bidder must explain its ability to provide the reports requested within the required timeframes.

4. Staffing

4.1. Work Hours

The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m. EST, and possible night and weekend hours depending on the requirements of the project.

Bidder must acknowledge and accept this requirement.

4.2. Key Personnel

The Contractor must appoint at least two or more staff who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account and be knowledgeable on the contractual requirements. Contractor must also respond to State inquires such as providing additional report requirements and report clarification questions within 24 hours.

The Contractor must assign the Key Personnel who provide appropriate staffing for the performance of this work as follows:

1. One (1) Full-time Data Analyst dedicated to this project. The qualifications required for the Data Analyst are:

a. Possession of a master’s degree in social work or business, with a background in data science and coursework in advanced analytics.

b. At least two years of experience working with quantitative data that includes SQL experience, R coding experience, and data validation experience,

c. Also, a content background in child welfare is preferred.

2. Ph.D. level supervisor for analyses and communication with courts/monitors

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Bidder must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and attach current chronological résumés.

Position: Full-time Data Analyst Key Personnel Name:

Telephone Number:

Email Address:

Physical Location:

Functions to Perform:

Position: Ph.D. level supervisor for analyses and communication with courts/monitors Key Personnel Name:

Telephone Number:

Email Address:

Physical Location:

Functions to Perform:

4.4. Organizational Chart

Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

4.5. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must disclose subcontractors and required information listed above:

4.6. Security

The Contractor’s staff is required to enter State facilities such as the Grand Tower Building in Lansing and Cadillac Place in Detroit for quarterly meetings the staff must attend, as well as occasional leadership meetings. The Contractor must: (a) explain how it intends to ensure the security of State facilities, and (b) whether it uses uniforms and ID badges, etc.

Bidder must explain security measures and indicate how this requirement will be met:

4.7 Access to Tax Information

The Contractor must comply with the requirements of IRS Publication 1075 (including Exhibit 7 Safeguarding Contract Language) and Michigan Department of Treasury Safeguard Requirements of Confidential Tax Data.

Bidder must acknowledge and accept this requirement.

5. Project Management

5.1. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a Project Plan to the Program Manager for final approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and

(b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder must acknowledge and accept this requirement.

5.2. Meetings

The Contractor must attend the following meetings:

A. Project and program updates. These meeetings are expected to be held weekly using phone or video conferencing. The time and agenda will be set by the Program Manager based on pending projects and approaching deadlines.

B. Technology or other debreifing sessions using phone or video conferencing. These meetings will be held as the need is determined by the Program Manager. These sessions will inform practice related to data marts and other applicable changes to data based on policy or programmatic changes.

C. Monthly statewide partner meetings to discuss research with other researchers or contractors involved in similar work to ensure careful delineation of roles and responsibilities. Monthly statewide partner meetings use phone or video conferencing. The Program Manager will notify the Contractor when monthly statweide partner meetings are occuring.

D. Quarterly Plantiff and Monitoring meetings. The Contractor must attend meetings once each quarter in person in Detroit, Michigan.

The State may request other meetings, as it deems appropriate.

Bidder must acknowledge and accept this requirement.

5.3. Reporting

5.1 Required Reports

The Contractor must submit to the Program Manager by email the following reports and services:

MISEP Reports and MISEP Report narratives, as well as the coding used to validate reports. Required reports can be found in Attachment A - MDHHS Modified Implementation, Sustainability and Exit Plan Reporting Matrix 6-23-20.

Each period under review will be updated with applicable due dates, as due dates change for each reporting period based on receipt of the MISEP Cohort Data from plaintiffs’ researchers.

5.2 Report Timetables

A. Report timetables will be established by MDHHS and shared with the Contractor. Approximately 40 reports will be validated every six months for submission to the MMT and subsequently federal court

B. MDHHS may require reports outside of established timetables as requested on an as needed basis.

5.3 Additional Reports

The State may request additional reports, as it deems necessary. These additional reports will result from the State initiating efforts for outcome-based work or as the MISEP commitments change.

Bidder must explain its reporting capabilities and any reporting that is included in its proposal. If a separate document is being provided, include the name of document below.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

Bidder must acknowledge and accept this requirement.

6.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder must acknowledge and accept this requirement.

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order

Bidder must acknowledge and accept this requirement.

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) Delivery Order number; (c) quantity; (d) description of the Contract Activities; (e) unit price; and (f) total price. Overtime, holiday pay, and travel expenses will not be paid. As a general policy, invoices must be forwarded to the MDHHS Bureau of Finance and Accounting at MDHHS-CPU@michigan.gov with a copy to the Program Manager by the 30th day of the following month.

Bidder must acknowledge and accept this requirement.

8.2 Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer.

Bidder must acknowledge and accept this requirement.

9. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Bidder must acknowledge and accept this requirement.

Version 11 (5/2020) 2

Request For Proposal (RFP) No. 200000002075 Statistician

SCHEDULE B

PRICING

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using the table below The pricing schedule should be submitted in a modifiable format (e.g. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF). Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

2. Price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential…