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ANDREA SANDERS

COMMISSIONER

REQUEST FOR PROPOSALS (RFP)

Congregate Care and Child Placing Agency Services

RFP No. 2024ICCCP001 RFx Number: 3140004080 Issue Date: December 16, 2024

CLOSING LOCATION

Mississippi Department of Child Protection Services 750 North State Street Jackson, Mississippi 39202

CONTACT

LaShunda Williams, RFP Coordinator 601-359-4368 contracts@mdcps.ms.gov

CLOSING DATE & TIME

Proposals must be received no later than January 29, 2025 at 12:00 PM, Central Standard Time

Table of Contents

SECTION 1: Procurement Process

1.1 Background

The Mississippi Department of Child Protection Services was created as the state’s lead child welfare agency by the 2016 Mississippi Legislature, separating it from the Mississippi Department of Human Services. The mission of MDCPS is to lead Mississippi’s efforts in keeping children and youth safe and thriving by:

· strengthening families;

· preventing child abuse, neglect and exploitation; and,

· promoting child and family well-being and permanent family connections.

MDCPS is seeking to procure the services of Congregate Care and Child Placing Agency Services vendors to join its Continuum of Care (CoC) network. The CoC is a network of agencies that work together to protect children and offer a wide range of family-centered services, including prevention, medical and legal support, licensed foster homes, and residential treatment. This solicitation aims to select vendors to provide specified services, with the option to operate one or multiple facility types. The vendor must be willing to commit to their roles, engage in evidence-based practices, and collaborate with MDCPS on referrals, admissions, discharges, placement transitions and aftercare recommendations/services. Additional information about the services the Agency is seeking can be found in Section 2 of this RFP.

Deadline to Submit Questions or Requests for Clarification December 27, 2024, 12:00 p.m., CST

Anticipated Posting of Answers to Questions and Requests for Clarifications December 29, 2024

Deadline to Submit the Recommended Letter of Intent December 31, 2024, 12:00 p.m., CST

Note: MDCPS reserves the right to adjust this schedule as it deems necessary. MDCPS may post Answers to Questions or the Notice of Intent to Award on dates other than those stated above without amendment to this RFP. The initial contract term shall be three years, but MDCPS may change the dates of the initial contract term without amendment to this RFP if the date changes are necessary because of the procurement schedule. No other dates shall be changed unless a written amendment is issued.

1.3 Questions and Requests for Clarification

Questions relating to the RFP requirements, or the services shall be submitted in writing to the RFP Coordinator listed on the cover page of this RFP at Contracts@mdcps.ms.gov no later than December 27, 2024, 12:00 p.m., CST. Offerors are cautioned that any statements made by any person at the agency shall not be relied upon where it contradicts any portion of this RFP, unless it is subsequently ratified by a formal written amendment to the RFP. All questions and answers will be published on the MDCPS website and the Mississippi Contract/Procurement Opportunity Search Portal website in a manner that all Offerors will be able to view.

1.4 Recommended Letter of Intent

Offerors should notify MDCPS of their intention to submit a proposal package. The letter of intent (Attachment I) shall be submitted via email to Contracts@mdcps.ms.gov by December 31, 2024, 12:00 p.m. CST. The letter of intent shall include the title and RFx number on the cover page of this RFP, the Offeror’s organizational name and address, one (1) to two (2) sentences stating that the Offeror’s organization intends to submit a proposal for this service, location of the service area, and the contact person’s name, title, phone number, fax number, Tax I.D. number, DUNS number, address, and email address. MDCPS will acknowledge receipt of the letter of intent via return email from contracts@mdcps.ms.gov.

1.5 Proposal Acceptance Period

The Agency will accept proposals until January 29, 2025, at 12:00 p.m., CST. Proposals shall be delivered to the RFP Coordinator listed on the cover page of this RFP. Proposal submission requirements are contained in Section 3 of this RFP.

1.6 Rejection of Proposals

Proposals which do not conform to the requirements set forth in this RFP may be rejected by MDCPS. Proposals may be rejected for reasons which include, but are not limited to, the following:

· The proposal contains unauthorized amendments to the requirements of the RFP.

· The proposal is conditional.

· The proposal is incomplete or contains irregularities which make the proposal indefinite or ambiguous.

· The proposal is received late. Late proposals will be maintained unopened in the procurement file.

· The proposal is not signed by an authorized representative of the party.

· The proposal contains false or misleading statements or references.

· The proposal does not offer to provide all services required by the RFP.

· Any other reason MDCPS determines to be in the best interest of the State.

1.7 Expenses Incurred in Preparing Offers

The MDCPS accepts no responsibility for any expense incurred by any Offeror in the preparation and presentation of an offer. Such expenses shall be borne exclusively by the Offeror.

1.8 Proprietary Information

The Offeror should identify any part of the proposal package considered to be proprietary information which may remain confidential in accordance with Mississippi Code Annotated §§ 25-61-9 and 79-23-1 (1972, as amended), as a “Trade Secret.” Any pages not marked accordingly will be subject to review by the general public after award of the contract. Requests to review the proprietary information will be handled in accordance with applicable legal procedures. The Offeror shall submit a completed Proprietary Information Form, attached to this RFP as Attachment C. Additional submission requirements regarding any part of the proposal marked as a “Trade Secret” are contained in Section 3 of this RFP.

1.9 Restrictions on Communication with Agency Staff

At no time shall any Offeror or its personnel contact, or attempt to contact, any MDCPS staff regarding this RFP except the RFP Coordinator listed on the cover page of this RFP in the manner prescribed in Section 1.3. Unauthorized contact regarding the RFP with other employees of the agency may result in the potential Offeror being disqualified, and the potential Offeror may also be suspended or disbarred from the State.

1.10 Registration with Mississippi Secretary of State

By submitting a proposal, the Offeror certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within five (5) business days of being notified by the agency that it has been selected for contract award. Sole proprietors are not required to register with the Mississippi Secretary of State.

1.11 Debarment

By submitting a proposal, the Offeror certifies that it is not currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or federal government and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or federal government. The Offeror shall submit a completed MDCPS Debarment Verification Form, attached to this RFP as Attachment B. Attachment B shall be received by the MDCPS, in the proposal submitted by the Offeror, no later than 12:00 p.m., CST on January 29, 2025. The MDCPS reserves the right to deem any proposal not containing an executed MDCPS Debarment Verification Form as non-responsive to the RFP.

1.12 Registration with Mississippi’s Accountability System for Governmental Information and Collaboration (MAGIC) If the Offeror is not already registered as a supplier in MAGIC, the Offeror should register as a supplier with the State of Mississippi. Registering as a supplier with the State of MS allows businesses to register for upcoming opportunity notifications by the products they supply, search the system for upcoming solicitations, respond to solicitations electronically, and receive purchase orders via e-mail. The registration can be completed at the following link: http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliershttp://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/vendors/supplier-self-service/. Any questions regarding registration in MAGIC should be directed to the Mississippi Management and Reporting System (MMRS) staff by emailing mash@dfa.ms.gov or calling 601-359-1343.

1.13 Discussions with Offerors

Discussions may be conducted with Offerors who submit proposals determined to be reasonably susceptible of being selected for award; however, proposals or qualifications may be accepted without such discussions. Likewise, MDCPS also reserves the right to accept any proposal as submitted for contract award, without substantive negotiation of proposed terms, services or prices. For these reasons, all parties are advised to propose their most favorable terms initially.

1.14 Solicitation Document

The RFP is comprised of the base RFP document, any attachments, any amendments issued prior to the submission deadline, and any other documents released before contract award. The attachments to this RFP are made a part of this RFP as if copied herein in words and figures.

1.15 Acknowledgement of Amendments

Should an amendment to the RFP be issued, it will be posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the MDCPS website in a manner that all Offerors will be able to view. Further, Offerors must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment (Attachment H) with the proposal package, by identifying the amendment number and date in the space provided for this purpose on the amendment, or by letter. The acknowledgment should be received by the MDCPS by the time and at the place specified for receipt of proposals as reflected in Section 1.2. It is the Offeror’s sole responsibility to monitor the websites for any updates or amendments to the RFP.

MDCPS reserves the right to amend the contents of this RFP as it deems necessary. This RFP, all questions, requests for clarification, and answers, and any other amendments will be published on the Mississippi Contract/Procurement Opportunity Search Portal and the MDCPS website in a manner that all Offerors will be able to view. It is the sole responsibility of the Offeror to monitor the MDCPS website and the procurement portal for amendments to the RFP to ensure their proposal complies with any such amendments.

1.16 Exceptions

Offerors taking exception to any part or section of the solicitation shall indicate such exceptions on the RFP Exception(s) form, Attachment D. Failure to indicate any exception will be interpreted as the Offeror’s intent to comply fully with the requirements as written. Conditional or qualified proposals, unless specifically allowed, shall be subject to rejection in whole or in part. The proposal must contain a high degree of acceptance of contract terms and conditions listed in Attachment G of this RFP.

1.17 Informalities and Irregularities

MDCPS has the right to waive minor defects or variations of a proposal from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. If insufficient information is submitted by a Offeror with the proposal for MDCPS to properly evaluate the proposal, MDCPS has the right to require such additional information as it may deem necessary after the time set for receipt of proposals, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured.

1.18 Right to Reject Proposals

MDCPS reserves the right to reject any and all proposals during any step of the procurement process, even after negotiations have begun. MDCPS reserves the right to reject any and all proposals where the Offeror takes exception to the terms and conditions of the RFP and/or fails to meet the terms and conditions and/or in any way attempts to limit the rights of MDCPS and/or the State of Mississippi, including but not limited to, the required contractual terms and provisions set forth in this RFP.

1.19 Type of Contract

The resultant contracts from this RFP shall consist of this RFP and any amendments, the Offeror’s proposal, and/or Offeror’s best and final offer (as applicable). Compensation for services under a contract resulting from this RFP will be in the form of a firm-fixed-price contract with price adjustments made by MDCPS as provided in Section 1.19.4 of the RFP. Compensation will be based on a per diem rate. The payment rate for each placement type can be found in Attachment L.

1.19.1 Any work performed by the awarded Offeror prior to start date of a valid, executed contract is done at Offeror’s sole risk. The State is under no obligation to pay for work performed prior to contract start date.

1.19.2 Required Contract Terms and Conditions

Any contract entered into between MDCPS and an Offeror pursuant to this RFP shall include the required clauses found in Attachment G and those required by the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations as updated and replaced by PPRB.

1.19.3 Optional Contract Terms and Conditions

Any contract entered into between MDCPS and an Offeror pursuant to this RFP may have at the discretion of the MDCPS, the optional clauses found in Appendix E of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations.

1.19.4 Price Adjustment to Account for Inflation

A price adjustment may be allowed which does not exceed the lesser of either 5% or the annual increase in the Consumer Price Index for all Urban Consumers (CPI-U) as published by the United States Bureau of Labor Statistics. Any such price adjustment will be effective only once per 12-month period, on the anniversary of the contract start date. If the CPI-U is a negative number, no adjustment in price shall be allowed. A negative CPI-U shall be counted against any subsequent increases in the CPI-U when calculating any price adjustment relative to later contract years. The Contractor shall provide any support for the request for a price adjustment required by MDCPS. MDCPS has the sole discretion to determine whether a price adjustment will be allowed. No price adjustment will be allowed other than as described in this paragraph. Any approval of a price adjustment shall be contained in a duly executed written amendment to this Contract.

1.20 General References Throughout the RFP

Throughout this document, the various references below refer to the webpages or documents found at the specified link:

· “The MDCPS website” refers to the website found at www.mdcps.ms.gov.

· “The Mississippi Contract/Procurement Opportunity Search Portal” or “the procurement portal” refers to the website found at https://www.ms.gov/dfa/contract_bid_search/Home/Buy.

· “The Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations” or “the PPRB OPSCR Rules and Regulations” refers to the rules and regulations found at https://www.dfa.ms.gov/personal-service-contract-review.

1.21 MDCPS Rights Reserved

By and through this RFP, MDCPS hereby reserves its rights to the following:

· Reject any and/or all proposals received in response to this RFP.

· Waive minor irregularities if MDCPS determines that waiver would be in its best interest and would not result in an unfair advantage for other Offerors and potential Offerors.

· Reject any timely and properly submitted proposal in its entirety for failing to meet any of the mandatory requirements identified herein.

· Select for contract or for negotiations, a proposal other than that with the lowest cost.

· If negotiations fail to result in a contract or agreement prior to the anticipated contract start date, MDCPS may terminate negotiations and take such other action as MDCPS deems appropriate.

SECTION 2: Scope of Services and Requirements

2.1 Purpose

The Mississippi Department of Child Protection Services (MDCPS) seeks to engage vendors who will actively participate in the MDCPS Continuum of Care (CoC). This solicitation aims to select award recipients to deliver specified services outlined in the proposal. Vendors can submit proposals to operate either a single facility or multiple facilities. Chosen agencies will undergo an organizational needs assessment, receive training for foster caregivers and staff, and review policies to better support and sustain the needs of the youth.

The MDCPS Continuum of Care is a network of partnering agencies working together to protect children and provide a comprehensive range of family-centered services. These services cater to children at all levels of involvement with the child protection system, covering prevention services, medical and legal support, licensed foster homes, and residential treatment settings.

When out-of-home placements are deemed necessary, the CoC ensures that children and youth are placed in quality therapeutic foster homes that are safe, licensed, child and family-centered, and trauma-informed. The CoC’s goal is to establish and maintain a robust statewide partnership of organizations serving children and youth in foster care, aiming to significantly reduce placement disruptions, decrease congregate care placements, and achieve permanency.

Each partnering agency within the CoC commits to its designated service role as per the contract and is required to engage in evidence-based practices that promote physical and psychological safety, shared parenting, and a culture of trauma awareness. Agencies must also actively collaborate with MDCPS on youth admissions and discharge transitions, ensuring that youth are not denied admission or discharge based on agreed contract criteria.

It is understood that any contract resulting from this RFP may require approval by the Public Procurement Review Board (PPRB). If any contract resulting from this RFP is not approved by MDCPS and/or PPRB (if required), it is void and no payment shall be made.

2.2 Scope of Services

MDCPS is seeking to procure the services of vendors that will agree to be an active participant in the MDCPS Continuum of Care. The outcome of this Solicitation will be the selection of an award recipient(s) to accomplish specified services contained in the proposal. Proposers may submit a proposal to operate a single facility or multiple facilities.

The MDCPS Continuum of Care (CoC) serves as a network of partnering agencies that work collectively to ensure that children are protected and are provided with a wide range of family-centered services that meet their needs at any level of involvement with the child protection system. Ultimately, the CoC network of partner providers spans the entire spectrum of child protection services to include prevention services, medical and legal supports, licensed foster homes, and residential treatment settings.

When out-of-home placements have been deemed in the best interest of the child, the CoC ensures that children and youth are provided with quality therapeutic foster homes that are safe, licensed, child and family-centered, and trauma-informed. Moreover, the CoC purpose is to establish and maintain a robust statewide partnership consisting of organizations that serve children and youth in foster care that are committed to significantly decreasing overall placement disruptions, reducing congregate care placements, and achieving permanency.

As a part of the Continuum of Care, each partnering agency commits to its designated service role (according to the contract) within the CoC and is required to engage in evidence-based practices that promote physical and psychological safety, shared parenting, a culture of trauma awareness, and actively collaborate with MDCPS regarding youth admissions and discharge transitions. In addition, CoC members agree to work diligently to ensure that youth are not denied admission and/or discharge based upon agreed contract criteria. Ultimately, CoC members actively coordinate with MDCPS and other members of the CoC regarding referrals, admissions, discharges, placement transitions, and aftercare recommendations/services. Additional details and requirements for each setting type can be at here.

The Continuum of Care statewide partnership is comprised of dedicated organizations that serve children and youth in the following settings:

· Intake and Assessment Centers (Emergency Shelters) (IAC) shall be designated to provide emergency and/or temporary residential services (up to 60 days) to meet the basic needs of children and youth ages ten (10) to twenty-one (21). Intake and Assessment Centers are short-term solutions for children and youth entering care until permanency may be achieved. No child shall remain in an Intake and Assessment Center for more than sixty (60) calendar days unless there are exceptional circumstances and the MDCPS Deputy Commissioner of Well-Being and Safety has granted express written approval and documented the need for the extension.

· Qualified Residential Treatment Programs (QRTP) are a specific category of a congregate care setting, for which agencies must meet detailed assessment, case planning, documentation, judicial determination and ongoing review and permanency hearing requirements for a child to be placed in and continue to receive title IV-E FCMP’s for the placement. The facility must also meet the definition of a CCI at sections 472(c)(2)(A) and (C) of the Social Security Act, including that it must be licensed (in accordance with section 471(a)(10) of the Act and that criminal record and child abuse and neglect registry checks must be completed in accordance with section 471(a)(20)(D) of the Social Security Act.

· Specialized Group Care for Minor Victims of Sex Trafficking (SGC) is a setting that is licensed to provide 24-hour care and supervision for children and youth identified to be involved in sex trafficking. Providers of this setting conduct services for commercially sexually exploited children (CSEC) (used synonymously with victims of human trafficking or victims at risk of human trafficking) and must meet the licensing requirements outlined in the Congregate Care Licensure Standards in addition to the program requirements outlined in this rule.

· Supervised Independent Living (SIL) is a licensed or approved setting in which young adults in foster care can reside in the least restrictive, non-traditional environment while continuing to receive casework and supportive services that promote independence and will help them become self-sufficient. The program should encompass a balance between independence and dependence. Young adults in the program should not require 24-hour supervision but have scheduled and unscheduled intermittent check-ins. Youth (ages 18-21) currently in foster care that has been assessed and determined to be ready for living independently with supportive services provided by the approved Partner Provider. Supportive services shall be provided by the program Partner Provider.

· Teen Maternity Homes are settings specializing in providing therapeutic prenatal, postpartum, or parenting supports for youth in foster care - ages twelve (12) years of age through age twenty (20) years and (11) eleven months.

· Therapeutic Foster Homes are licensed or approved by the state as a foster family home that meets the standards established to provide care for children or youth with Serious Emotional Disturbance in a family setting, utilizing specially trained foster parents. Therapeutic Foster Care services are intensive and supportive services provided to children in the custody of MDCPS. These children have significant medical, developmental, emotional, or behavioral needs, who with additional resources, can remain in a family setting and achieve positive growth and development. Services include specialized training, clinical support, and in-home intervention to therapeutic foster parents and the child, allowing the child to remain in a family home setting.

· Therapeutic Group Home Services shall provide services to children in MDCPS custody ages ten (10) to twenty (20) years (or until the twenty first (21st) birthday if custody has been extended by the court) and should be designed to meet the needs of children who are unable to live at home, or with a Foster Family) with at least moderate emotional, behavioral, medical, or developmental problems, for instance, bipolar disorder, dysthymia (depression), intermittent explosive disorder, oppositional defiant disorder, sexually deviant behavior, intellectual disability/developmental delays, behavior disorder, mental illness/on medication, other diagnosed psychiatric disorders according to the current Diagnostic and Statistical Manual of Disorders and therefore require temporary therapeutic and mental health services in a group care setting that is integrated within the community. The goal for children in therapeutic group homes is lasting permanency through reunification, relative care, adoption or guardianship. Therefore, the primary work with the child and family should be focused on making this happen. The Therapeutic Group Home Applicant shall provide structure, therapeutic support, behavioral intervention and other services identified in a child’s permanency plan for children with moderate clinical and behavioral needs. The Therapeutic Group Home Program shall be designed for children and youth in need of twenty-four (24) hour care and integrated planning to address behavioral, emotional, or family problems and the need for progressive reintegration into family and community living. Children and youth in a therapeutic group home placement shall remain involved in community-based schools (if possible) and participate in community and school-based recreational activities with appropriate supervision.

· Traditional Foster Homes are licensed or approved by the state as a foster home that meets the standards established to provide care for children in a family setting with licensed foster parents to support lasting permanency and/or reunification with biological families.

· Traditional Group Home Services shall be designed to provide services to children and youth in MDCPS custody ages ten (10) to twenty (20) years (or until the twenty-first (21st) birthday if custody has been extended by the court). Group Homes may serve children younger than ten (10), upon written approval by the Assistant Deputy Commissioner (ADC), when they are siblings of a resident over age ten (10). The goal for children in Group Home Care is lasting permanency through reunification, relative care, adoption, or guardianship. The purpose of Group Home Care is to provide an environment and services that will help children, and their families develop the necessary skills to support lasting permanency. The Group Home shall provide services to help children and youth return to their families, transition to a less restrictive setting, or to independent living.

The outcome of this Solicitation will be the selection of an award recipient(s) to accomplish specified services contained in the proposal. Proposers may submit a proposal to operate a single facility or multiple facilities. Proposals must explain the Provider’s expertise and/or history in the provision of residential services. Please refer to the specific setting type for additional details and requirements. All proposals must contain language on how the proposer can meet the identified needs of children and their families.

The proposal shall describe in detail specialized training given to direct care and administrative staff to adequately prepare them to provide care to children in a trauma-informed manner. Proposals must explain how providers will address behavior management, methods of crisis intervention and stabilization, and strategies of behavior de-escalation.

MDCPS is seeking providers who demonstrate they will use a collaborative problem–solving approach and provide a child-centered nurturing environment. Proposers must acknowledge the performance measures outlined in the MDCPS Congregate Care Partner Provider Scorecard that will determine the effectiveness of their program.

2.3 Term

The anticipated term of the contract shall be for a period of three (3) years, beginning on April 1, 2025, and ending on March 31, 2028, the contract may be renewed at the discretion of MDCPS for a period of one (1) successive two (2) year periods under the same prices, terms, and conditions as in the original contract, and subject to approval by the PPRB. The total number of renewal years permitted shall not exceed one (1) or extend past March 31, 2030.

Renewal years are subject to the needs of MDCPS, as well as the availability and appropriation of funds. MDCPS shall notify the contractor, on a timely basis, that funds are or are not available for the continuation of the contract for each succeeding fiscal period. A multi-term contract will be canceled if funds are not appropriated or otherwise made available to support the continuation of performance in any fiscal period succeeding the first; however, this does not affect either the State’s rights or the contractor’s rights under any termination clause in the contract.

2.4 Insurance

The company represents that it will maintain workers' compensation insurance which shall inure to the benefit of all the company’s personnel performing services under this Contract, comprehensive general liability insurance, and employee fidelity bond insurance. All general liability, professional liability and fidelity bond insurance will provide coverage to MDCPS as an additional insured.

All insurance policies shall be issued by companies authorized to do business under the laws of the State of Mississippi. A certificate of insurance providing the aforesaid coverage shall be furnished to MDCPS prior to commencement of services resulting from this RFP. MDCPS reserves the right to request from carriers, certificates of insurance regarding the required coverage. Insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

The Offeror shall be prepared to provide evidence of required insurance upon request by the MDCPS at any point during the contract period and should consult with legal counsel regarding its obligations.

Contractor shall submit to Agency within five (5) business days of notification of intent to award, a certificate of insurance and/or bond which outlines the coverage and limits defined in the procurement and contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within five (5) business days may be cause for your proposal to be declared non-responsive or for your contract to be cancelled.

Contractor shall not commence work under this contract until it obtains all insurance and/or bond required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. After work commences, the Contractor will keep in force all required insurance and/or bond until the contract is terminated or expires.

The Contractor is responsible for ensuring that any subcontractors provide adequate insurance and/or bond coverage for the activities arising out of subcontracts.

In no event shall the requirement for an insurance, bond, or other surety be waived. Any failure to comply with the reporting provisions of this clause shall constitute a material breach of Contract and shall be grounds for immediate termination of this Contract by Agency.

2.5 Multiple Awards

MDCPS reserves the right to make multiple awards

SECTION 3: Proposal Submission Requirements

3.1. Proposal Submission Deadline

All proposals submitted in response to this RFP must be received by the RFP Coordinator listed on the cover page of this RFP no later than January 29, 2025, at 12:00 PM, Central Standard Time.

Timely submission is the sole responsibility of the Offeror. Proposal packages received by the RFP Coordinator after the specified time shall be rejected and maintained unopened as part of the procurement file. All Offerors are urged to take the possibility of delay into account when submitting a proposal package. The agency will not be responsible for mail delays, lost mail, or any other delivery failure. All risk of late arrival due to unanticipated delay – whether delivered by hand, U.S. Postal Service, courier or other delivery service or method – is entirely on the Offeror. A proposal is considered delivered to the Agency when it is received by the RFP coordinator.

The time and date of receipt shall be indicated on the envelope or package by the RFP Coordinator. The only acceptable evidence to establish the time of receipt is the time and date stamp of the RFP Coordinator on the proposal or other documentary evidence of receipt used by the RFP Coordinator. Offerors may request the RFP Coordinator provide them documentation of receipt of their proposals.

3.2 Manner of Submission

Proposals must be submitted by U.S. Mail, other courier, or by hand delivery in a sealed envelope or package. The outside of the envelope or package should be marked:

Request for Proposals for Congregate Care and Child Placing Agency Services Opening Date: January 29, 2025 RFP No. 2024ICCCP001 RFX Number: 3140004080 Mississippi Department of Child Protection Services 750 North State Street Jackson, Mississippi 39202

SEALED PROPOSAL PACKAGE

***DO NOT OPEN***

Proposals submitted via facsimile (fax) machine, e-mail, or other electronic submission method will not be accepted.

3.3 Content of Proposals

All proposals shall be in writing. Offerors shall submit a labeled binder containing one (1) original, signed proposal package and one (1) electronic copy of the proposal package. The original proposal (physical copy – in the labeled binder) shall include six (6) tabs dividing appropriate sections of Offeror’s proposal. The electronic copy shall be stored on a thumb drive that includes separate PDF file folders of each required Tab.

Each Tab should be labeled as follows and include the content discussed in Sections 3.3.1 through 3.3.6 of this RFP.:

Electronic files shall not be password protected, shall be in .PDF format, and shall be capable of being copied to other media including a readable version of Microsoft Word.

Modifications or additions to any portion of the procurement document may be cause for rejection of the proposal. MDCPS reserves the right to decide, on a case-by-case basis, whether to reject a proposal with modifications or additions as non-responsive. As a precondition to proposal acceptance, MDCPS may request the Offeror to withdraw or modify those portions of the proposal deemed non-responsive that do not affect quality, quantity, price, or delivery of the service. MDCPS reserves the right to address any minor informalities as provided by Section 3-202.12.4.1 of the PPRB OPSCR Rules and Regulations.

3.3.1 Transmittal Letter and Required Documentation

The Offeror should submit a Transmittal Letter which contains the following minimum information:

· The Offeror’s name, telephone number, location of Offeror’s principal place of business, and if different, the place of performance of services solicited by this RFP.

· The age of the Offerors business and the average number of employees the Offeror has employed for the past three (3) years;

· A statement the Offeror certifies that it is registered to do business in the State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already registered, that it will do so within three (3) business days of written notification of award. Sole proprietors are not required to register with the Mississippi Secretary of State.

In addition to the Transmittal Letter, the following completed and signed documents should be included under Tab 1:

· Proposal Cover Sheet with Certifications and Assurances (Attachment A)

· Debarment Verification Form (Attachment B)

· Proprietary Information Form (Attachment C)

· Proposal Exception Summary (Attachment D)

· A minimum of 3 References (Attachment E)

· Acknowledgement of Amendments, if applicable (Attachment H)

· Copy of Previously Submitted Recommended Letter of Intent (Attachment I)

· Pre-Offeror’s Statement of Acknowledgement (Attachment J)

· Proposal Cost Form (Attachment M)

· Completed W-9

3.3.2 Minimum Qualifications and Information

The Offeror must submit documentation demonstrating that it meets the following minimum qualifications:

· The Offeror must receive a minimum total score of 12 from two references on the Reference Score Sheet, provided as Attachment F to this RFP. The Offeror must have or have had contracts or projects with the references submitted on Attachment E under which services similar in scope, size, or discipline to the services required herein were performed or undertaken during the past three (3) years. References must be familiar with the Offeror’s abilities in the areas involved with this RFP. MDCPS will use these references to determine the Offeror’s ability to perform the services. It is the responsibility of the Offeror to ensure that the reference contact information is correct and current. Offerors should verify before submitting their response that the contact person and phone number are correct for each reference. MDCPS staff must be able to reach at least two (2) references for an Offeror within two (2) business days of proposal opening. The Offeror may submit as many references as desired. MDCPS will begin contacting references at the top of the list and will continue down the list until MDCPS completes a Reference Score Sheet for two (2) references.

· The Offeror must be financially stable or solvent. Each Offeror shall submit copies of the most recent year’s independently audited finance statements as well as financial statements for the preceding two (2) years. The submission must include the audit opinion, the balance sheet, and statements of income, retained earnings, cash flows, notes to the financial statements, and account balances for the past six (6) months. If independently audited financial statements do not exist, Offeror must state the reason and, instead, submit sufficient information to enable the Agency to assess the financial stability or solvency of the Offeror, such as financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to enable the Offeror to be capable of meeting the requirements of the RFP.

Written Proposals shall contain the following MANDATORY Minimum Information:

Proposals that do not include the following MANDATORY information may be deemed non-responsive and not considered for evaluation:

a. Table of Contents;

b. Required format followed (typed, indexed, divided, and in numbered);

c. Required number of identifiable and non-identifiable copies of proposal provided;

d. Completed and signed Acknowledgement of Amendments, if applicable; and

e. Statement that the vendor certifies it is registered to do business in the State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already registered, that it will do so within three (3) business days of written notification of award.

f. Proposals must explain the Provider’s expertise and/or history in the provision of residential services.

g. All proposals must contain language on how the proposer can meet the identified needs of children and their families.

h. The proposal shall describe in detail the current level of specialized training given to direct care and administrative staff to adequately prepare them to provide care to children in a trauma-informed manner.

i. Proposals must explain how providers will/ or currently address behavior management, methods of crisis intervention and stabilization, and strategies of behavior de-escalation.

j. Acknowledgement of MDCPS Congregate Care Partner Provider Scorecard that will determine the effectiveness of their program.

3.3.3 Technical Proposal

Offerors should submit a plan giving as many details as is practical explaining how the services will be performed pursuant to Section 2.2 of this RFP and information for quality control and assurance programs.

3.3.4 Cost Proposal

Offerors must submit a Cost Proposal Form using Attachment M. All pricing submitted on Attachment M should include all necessary expenditures to provide services requested in this RFP with no additional or hidden fees. Offerors should submit a detailed budget including an itemized list of all expenditures for the services and activities required by this RFP with no additional or hidden fees.

3.3.5 Management Proposal

Offerors should provide the following information in the Management Proposal:

· Detailed approach to the management of the program and ability to keep the program on target and to ensure that the requested services are provided;

· Offeror’s plan to ensure that all requests are being met and the ability to identify and resolve problems which occur;

· Identification of in-house resources vs. contracted resources;

· Describe the experience of the firm in providing services of similar scope and size as those required by this RFP, give the number of years that the company has been providing services, and provide a statement on the extent of any corporate expansion required to handle the service;

· Documentation of experience in performing similar work by employees and when appropriate, sub-contractors and understanding the importance of interacting with the appropriate MDCPS staff and presenting a plan to do so appropriately;

· Resumes listing abilities, qualifications and experience of all other individuals who will be assigned to provide the required services; and

· Method(s) for estimating and documenting personnel hours spent by staff on program activities to be sure they are sound and fair; (Personnel, equipment, facilities, to perform the services currently available or demonstrated to be made available at the time of contracting).

3.3.6 Public Copy of Complete Proposal

The Offeror shall prepare a complete copy of the proposal (as required by Sections 3.3.1, 3.3.2, 3.3.3, 3.3.4, and 3.3.5) and redact any information the Offeror deems to be a Trade Secret. For additional information about what constitutes a Trade Secret, see Section 1.8 of this RFP and Miss. Code Ann. §§ 25-61-1, et seq. and 79-23-1. The redacted copy of the complete proposal shall be considered the “Public Copy” of the Offeror’s proposal.

The Public Copy of the proposal is considered a public record and is subject to release by MDCPS without notice to the Offeror pursuant to Miss. Code Ann. §§ 25-61-1 et seq. MDCPS may release the Public Copy pursuant to requests under the Mississippi Public Records Act or any other reason deemed necessary by MDCPS. Should the Offeror be awarded a contract, the Public Copy will also be posted to the Transparency Mississippi website.

If an Offeror does not submit a Public Copy, the Agency will consider the proposal submitted in response to Sections 3.3.1, 3.3.2, 3.3.3, 3.3.4, and 3.3.5, to be the Public Copy and subject to being released, in full, without notice to the Offeror.

SECTION 4: Evaluation and Award

MDCPS will evaluate Offerors’ proposals in three steps.

4.1 Step One: Determination of Responsive and Responsible Offerors Proposals will be reviewed to determine whether the Offeror will be deemed responsive and responsible. Proposals which do not comply with the minimum specifications may be deemed Non-Responsive or Not Responsible and rejected immediately, receiving no further consideration. The Offeror shall be notified in writing if their proposal is deemed Non-Responsive and/or Not Responsible and is thereby rejected.

4.1.1 Responsive Respondent

Offeror must submit a proposal which conforms in all material respects to this RFP, as determined by MDCPS.

Nonconforming Terms and Conditions: A proposal response that includes terms and conditions that do not conform to the terms and conditions in the proposal document is subject to rejection as non-responsive. The MDCPS reserves the right to permit the Offeror to withdraw nonconforming terms and conditions from its proposal response prior to a determination by the MDCPS of non-responsiveness based on the submission of nonconforming terms and conditions.

Conditioning Proposal Upon Other Awards: Any proposal which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi contract shall be deemed non-responsive and not acceptable.

4.1.2 Responsible Respondent

Offeror must have capability in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance, as determined by MDCPS. At a minimum, an Offeror must meet or exceed the minimum qualifications as stated in Section 3.3.2 to be deemed responsible.

4.2 Step Two: Evaluation Committee

Proposals that satisfactorily complete Step One will be reviewed and analyzed by an evaluation committee to determine if the proposal adequately meets the needs of MDCPS. The evaluation committee will award points using the factors listed below. There are a total of 100 points available.

4.2.1 Technical Factors (Proposed Methodology) - 33 Points (33%)

· Does the offeror's proposal demonstrate a clear understanding of the scope of work and related objectives? (Does the offeror understand what work needs to be done?) (10 points)

· Has the past performance of the offeror's proposed methodology been documented? (Has the offeror done this work in the past?) (8 points)

· Does the proposal include quality control and assurance programs? (Does the offeror have, or can they keep valid workers?) (5 points)

· Does the vendor use a program (s) registered in the California Clearing House for Child Welfare? (5 points)

· Y/N (5 points for Yes and 0 points for No)

· If Yes, what is the rating?

· Rating 1-3 (5 points)

· Rating >3 or no rating (0 points)

4.2.2 Cost Factors (Price) – 35 Points (35%)

· All respondents will receive 35 points for cost factors, as the contract rates are set by MDCPS.

4.2.3 Management Factors – 32 Points (32%)

· History and experience in performing the work: (10 points)

· Does the offeror document a record of reliability? (4 points)

· Does the offeror demonstrate a track record of service as evidenced by on-time, on budget, and contract compliance performance? (5 points)

· Does the offeror document industry or program experience? Has the offeror dealt with state contracts in the past? (5 points)

· Availability of personnel, facilities, equipment and other resources: (8 points)

4.3 Step Three: Negotiation

MDCPS will contact the Offerors with proposals which best meets the agency’s needs (based on factors evaluated in Step Two) and may attempt to negotiate an agreement that is deemed acceptable to both parties.

4.3.1 Negotiating with Next-Ranked Vendor

Should negotiations discussed in Section 4.3 fail to result in a contract that is acceptable to both parties or the State ceases doing business with any Contractor selected through this RFP process, for any reason, the State reserves the right to initiate negotiations with the next ranked vendor.

4.4 Award

Following evaluation, the Agency will issue a Notice of Intent to Award to the…