IFB-27018 - Occupational and Physical Therapy Services.pdf

IFB-27018 IFB Template Effective Date:

OCCUPATIONAL & PHYSICAL THERAPY SERVICES 3/18/2025

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

INVITATION FOR BIDS

Occupational Therapy and Physical Therapy Services

IFB-27018

ISSUED BY: Procurement Office Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: Nikkia Pompey

IFB NUMBER: IFB-27018

RELEASE DATE: Friday, July 31, 2026

QUESTIONS DUE: Wednesday, August 5, 2026 @ 12:00 p.m. EST

BID DUE DATE: Friday, August 14, 2026 @ 11:00 a.m. EST

BID OPENING: Friday, August 14, 2026 @ 1:00 p.m. EST

DIRECT INQUIRIES TO: Nikkia Pompey

PH: 410-396-8277

FX: 410-545-6977

E-mail: ntpompey@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation. Doing so may render an Entity’s Bid unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

mailto:ntpompey@bcps.k12.md.us

IFB-27018 IFB Template Effective Date:

OCCUPATIONAL & PHYSICAL THERAPY SERVICES 3/18/2025

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 QUESTIONS AND INQUIRIES

4.0 POINT OF CONTACT

5.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

6.0 CONTRACT TYPE

7.0 PAYMENT TERMS

8.0 TRAVEL REIMBURSEMENT

9.0 ELECTRONIC PAYMENT

10.0 IFB REVISIONS

11.0 SUBMISSION DEADLINE

12.0 BID OPENING

13.0 DURATION OF BID

14.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

15.0 E-MARYLAND MARKETPLACE ADVANTAGE

16.0 INSURANCE

17.0 LIQUIDATED DAMAGES

18.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE

19.0 TERMS AND CONDITIONS

20.0 BASIS OF AWARD

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

22.0 UNNECESSARILY ELABORATE BROCHURES

PART III: BID FORMAT

1.0 BID SUBMISSION FORMAT

2.0 VOLUME I: BID SUBMISSION FORMAT

3.0 VOLUME II: BID SUBMISSION FORMAT

PART IV: APPENDICES

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - ETHICS CERTIFICATION

APPENDIX H – EDGAR

APPENDIX I - BID FORM

APPENDIX J - SAMPLE ATTENDANCE VERIFICATION FORMS

IFB-27018 IFB Template Effective Date:

OCCUPATIONAL & PHYSICAL THERAPY SERVICES 3/18/2025

IFB-27018 IFB Template Effective Date:

OCCUPATIONAL & PHYSICAL THERAPY SERVICES 3/18/2025

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Invitation for Bids (“IFB” or “solicitation”) is soliciting Bids from qualified Entities to provide Individual Education Plan (IEP) and Individual Family Service Plan (IFSP) occupational therapy (OT) and physical therapy (PT) services for all ages, to meet the service and compliance needs of the Office of Special Education, per the Individuals with Disabilities Education Act (IDEA) http://idea.ed.gov.

For purposes of this IFB, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” or “Bidder” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this IFB, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable Contract or agreement between City Schools and the Entity that is the successful Bidder responding to this IFB; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Bid” means a bid or submission to City Schools in response to this IFB.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 585,000. It is the fifth largest public school system in the State of Maryland. City Schools operates 162 schools and programs, which includes Pre-k, elementary, middle, and high schools as well as special education centers, charter, and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners which has 12 members (including a partially voting student member). Nine members of the Board are appointed by the Mayor of Baltimore City and two members are elected in a citywide election every four years along with the student commissioner who is elected by fellow high school students every year. The Chief Executive Officer reports directly to the Board.

City Schools currently has approximately 75,811 students, 8,961 employees and an annual operating budget of $1.39 billion.

Please visit the district’s website at www.baltimorecityschools.org for more information about the district.

Over the last five-year contractual period, City Schools’ Office of Special Education has utilized approximately 3-5 contractual occupational therapists and physical therapists to ensure that sufficient clinical personnel are available to provide legally mandated services.

Due to nationwide shortages of occupational therapists and physical therapists, the district http://www.baltimorecityschools.org/board-policies https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.baltimorecityschools.org%2F&data=05%7C02%7CTMHutley%40bcps.k12.md.us%7Cf54d8c7de87d4700622408dd680c36ab%7C065bb2f46fe3414fa910f2886305c814%7C0%7C0%7C638781123841924294%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wY8N25Y3qjvhwX9B%2BhtLTvgMN%2BxT2wGjOOpEajXjGww%3D&reserved=0

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has historically been unable to secure sufficient staff to meet the children’s needs without the utilization of contractors. The difficulty obtaining sufficient employees or contractors has historically contributed to multiple findings of non-compliance in Maryland State Department of Education (MSDE) and court-ordered audits and monitoring activities.

City Schools seeks to continue to ensure that all required occupational therapy and physical therapy services are provided to children according to the frequency and duration of services delineated on their Individualized Education Programs (IEPs) or Individualized Family Service Plans (IFSPs). Services must be of substantial quality as to ensure positive outcomes and rigor of services.

3.0 SCOPE OF SERVICES

The general scope of work shall consist of occupational therapy and physical therapy services for ages 0-21 years.

Selected vendors shall furnish licensed occupational therapists and physical therapists, who will provide developmentally and educationally appropriate assessments and therapy services to children aged 0-21 years of age.

Vendor’s business must have been operational and providing related services (OT, PT, Speech, Psychology, and/or Social Work) for at least two (2) years prior to bid due date.

For clinician-owned businesses, owner/principal therapist must be appropriately licensed and/or certificated and have practiced clinically as a therapist (in a related services area) for at least five (5) years.

Contractor(s) must be available to work a full day, which is defined as a maximum 7-hour work day, excluding lunch, according to the bell schedule of their assigned locations/ schools. Lunch time is unpaid. Vendor(s) must provide a daily rate for all service options.

The daily rate will encompass a maximum of 7 (seven) working hours and include all activities, such as hourly direct, hourly indirect, assessments, and professional development activities. The hourly rate will be equal to the daily rate, divisible by 7 (seven).

The school year assignment is for 190 days. Vendor’s contractor may be assigned to City Schools to meet the district’s short-term or long-term needs. Short-term placements would typically be time-limited and to cover for staff on leave, an unanticipated vacancy, or provision of services during summer programs. Long-term placements may cover one full school year or multiple school years.

Occupational therapy and physical therapy assessments shall be completed by licensed occupational therapists and physical therapists and must be of acceptable quality, meeting the clinical documentation requirements in accordance with accepted industry standards and City Schools’ policies and procedures. Contractor(s) shall conduct a review of the referral information and confidential file in preparation for each assessment. This review should include communication with the IEP team members, parent/guardian, teachers, service coordinator, and others, as appropriate. Contractors shall conduct assessments using procedures and/or tests that are valid for the child to whom administered, appropriate for the age of the child and reason for referral. Contractor(s) shall provide accurate and timely reporting of completed assessments as defined by IDEA, Code of

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Maryland Regulations (COMAR), and City Schools’ Business Rules, and completion of third-party billing information via Third Party Billing (TPB) electronic data systems.

Contractor(s) shall provide direct and indirect services as outlined in each student’s IEP or IFSP during regular school hours on days that the City Schools are open for students, at a site designated by the Related Services Unit (RSU) or at other times at the request of the City Schools.

Contractor(s) shall write IEP/IFSP goals and objectives to address the educational impact identified by the IEP/IFSP team, in the assessment report, the general education curriculum and/or to address family concerns.

All vendors and their contractors must adhere to the following:

Federal Regulations (e.g. IDEA), http://www.gpo.gov/fdsys/pkg/CFR-2002-title34-vol1/content-detail.html;

COMAR requirements, https://dsd.maryland.gov/regulations/Pages/13A.12.04.10.aspx

City Schools Special Education Compliance Manual;

City Schools Related Services Business Rules;

City Schools Occupational Therapy and Physical Therapy Clinical Guide;

Maryland State Steering Committee for Occupational and Physical Therapy School-- Based Programs: Occupational and Physical Therapy Early Intervention and School- Based Services in Maryland: Guide to Practice

State of Maryland, Department of Health and Mental Hygiene (DHMH), Board of Occupational Therapy Practice Statutes and Regulations, https://health.maryland.gov/botp/Pages/home.aspx

State of Maryland, Department of Health and Mental Hygiene (DHMH), Maryland Board of Physical Therapy Examiners Statutes and Regulations, https://health.maryland.gov/bphte/Pages/index.aspx

American Occupational Therapy Association (AOTA) Guidelines www.aota.org

American Physical Therapy Association (APTA) Guidelines www.apta.org

Staffing:

The selected vendor shall have the sole right to hire, suspend, discipline, or discharge any of the contractors that it places with City Schools.

Any licensed occupational therapist or physical therapist assigned by the vendor who, in the opinion of City Schools, is deemed unacceptable or unsatisfactory in performing the services in accordance with the position shall be removed from the performance of the requested services immediately upon the written or oral request of the City Schools’ Director of Related Services or designate. The vendor shall be responsible for assigning a new contractor who is qualified for the position immediately to replace the released http://www.gpo.gov/fdsys/pkg/CFR-2002-title34-vol1/content-detail.html https://dsd.maryland.gov/regulations/Pages/13A.12.04.10.aspx https://health.maryland.gov/botp/Pages/home.aspx https://health.maryland.gov/bphte/Pages/index.aspx http://www.aota.org/ http://www.aota.org/

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contractor, if requested. If the vendor is unable to immediately provide a suitable replacement, City Schools reserves the right to solicit a replacement from other vendors.

Failure on the part of the vendor to accurately vet the résumé and credentials of their contractor may result in termination of their contract with City Schools.

The school year assignment is for 190 days. Vendor’s contractor may be assigned to City Schools to meet the district’s short-term or long-term needs. Short-term placements would typically be time-limited and to cover for staff on leave, an unanticipated vacancy, or provision of services during summer programs. Long-term placements may cover one full school year or multiple school years.

City Schools reserves the right to hire a temporary contractor without any financial obligation to the vendor after the contractor has completed a one (1) school year or equivalent term of assignment via the vendor in City Schools. Vendor also agrees to release and hold harmless, any licensed occupational therapist or physical therapist who wishes to become an employee of City Schools, so long as one (1) school year or its equivalent of assignment to City Schools has occurred. The one (1) school year term or its equivalent commences on the first day the contractor begins working in the district. If a contractor has commenced working after the start of the school year, they are eligible to convert to a City Schools’ employee after one (1) calendar year. This option may be executed at the sole discretion of City Schools.

All duties and responsibilities, inclusive of clinical documentation, outlined in the contract must be completed within the prescribed timeframe. Contractor failure to do so could result in a delay or withhold of payment.

Benefits:

The selected vendor(s) shall be solely responsible for providing to its contractors legally required benefits. City Schools shall not be called upon to assume any liability for the direct payment of any salaries, wages, expenses, or other compensation to any contractors provided by the selected vendor. The selected vendor shall be fully responsible for record keeping, preparation and filing of taxes and related forms, and payment of wages to the contractor.

The selected vendor(s) shall be fully responsible for providing appropriate insurance to protect the firm and the contractor. All insurance and benefits shall be provided by the selected vendor(s) at no additional cost to City Schools. City Schools shall not provide any insurance or benefits for contractors.

Contractor Liaison:

The selected vendor(s) shall designate a Contractor Liaison who shall be responsible for all coordination with City Schools, including supervision of vendor’s staffing force and all other related field management of vendor’s staffing force.

The selected vendor(s) shall provide the liaison name, title, phone number and e-mail for 24-hour access, within 10 days of receipt of the notice of intent to award letter.

Request Initiation:

Each school year, by July 15th, the awarded vendor(s) must provide the Director of Related Services, or designated Related Services Coordinator with an accurate list of staff, who

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have signed a placement agreement and are available to work in City Schools for the next school year.

Vendor(s) must provide City Schools ALL of the following in order to be considered:

• Candidate résumé

• Three (3) references for each candidate

• Copy of each staff member’s current Maryland DHMH license or copy of online verification

• Copy of the signed agreement between the vendor and the contractor (signature page only).

• Any additional information pertinent to the open position

Vendor shall be responsible to get and maintain three (3) references and provide them to City Schools upon request. Vendor shall provide a signed staffing agreement between the contractor and the company. Contractors who sign placement agreements with multiple agencies will not be considered. City Schools shall make arrangements with the vendor to schedule interviews for the candidates and any pre-employment assessments, as required for the position. City Schools shall notify the vendor which candidate is selected and their start day.

In addition to having the experience, knowledge, and the skills needed to meet the position the contractor provided by the selected vendor shall possess the following:

• Ability to work in a complex, fast-paced, confidential and high-pressure working environment.

• Ability and skills necessary to read, write, speak and understand the English language fluently.

• Computer literacy as would be necessary to complete reports, access e-mail and report data in a professional manner. Be aware that not all service locations have readily available access to computers and/or the internet. City schools does not provide laptops to contractors, however will facilitate communication with the district’s IT department to make sure each contractor can access required software and technology. It is the responsibility of the vendor to provide all needed technology, including laptops to all contractors.

• Ability to communicate effectively using good judgment and discretion in providing interpretation, feedback, reports in a variety of data formats related to the job position.

• Conduct one’s self in a neat, businesslike and professional manner.

• Ability to handle sensitive materials and perform confidential duties. All contractors must be familiar with and follow the district’s “Acceptable Use” policy. To ensure confidentiality of student information, all contractors must attend mandatory confidentiality training. In addition, all contractors, once on board, may communicate about district-related matters using ONLY their City Schools e-mail address.

• Reliable transportation to travel between multiple locations.

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School sites/caseloads will be assigned and/or re-assigned at the discretion of the Related Services management staff, based on the needs of City Schools’ students. Selection of contractor candidates will be made based on: low bid, candidate’s specific areas of expertise (e.g. assistive technology, bilingual, infants and toddlers), level and type of previous clinical experience and/or prior history with the district. For anticipated long term needs, preference will be given to candidates for whom a temporary to permanent option could be exercised following one (1) school year term or its equivalent placement in City Schools.

City Schools shall at all times have the right to refuse candidates that are presented by vendor(s) if City Schools determines that the candidate is not a suitable match for a given assignment.

Prior to confirmation of contractor acceptance and placement, vendor(s) must arrange for (at vendor’s expense) each selected contractor to complete a CJIS Criminal Background check and obtain an identification badge, following City Schools’ procedures.

Contractors must wear City Schools Identification badge at all times, while providing services for City Schools. For returning contractors, identification badges require yearly replacement, which shall be the responsibility of each contractor, in conjunction with City Schools’ office of Human Capital. Vendor is responsible to provide City Schools any updated licensure information, as available, throughout the year. The vendor must also be able to produce the professional licensure and/or certification of the contractor who rendered the service (in effect at time of service provision for City Schools), even in the event that the contractor person has separated from the vendor.

Placement Contract:

Upon receipt of a Purchase Order from City Schools, the occupational therapist or physical therapist can begin work. Failure to obtain a purchase order from City Schools prior to the beginning of the engagement voids any responsibility on the part of City Schools to pay the vendor.

Time Sheets:

Vendors must use and attach to the monthly invoice, the contractor’s Attendance Verification forms provided by Related Services Coordinator. Vendor must present time sheet information completed in its entirety, in a clear and concise manner, satisfactory to City Schools.

Overtime:

There will be no overtime work under this solicitation.

Temporary to Permanent Employment Option:

City Schools reserves the right to hire a temporary contractor without any financial obligation to the vendor after the contractor has completed a one (1) school year or equivalent term of assignment via the vendor in City Schools. Contractor also agrees to release and hold harmless, any licensed occupational therapist and physical therapist who wishes to become an employee of City Schools, so long as one (1) school year or its equivalent of assignment to City Schools has occurred. The one (1) school year term or its equivalent commences on the first day the contractor begins working in the district. If a

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contractor has commenced working after the start of the school year, they are eligible to convert to a City Schools’ employee after one (1) calendar year. This option may be executed at the sole discretion of City Schools.

Vendors' contractor may be assigned to City Schools to meet the district’s short-term or long-term needs. Short-term placements would typically be time-limited and to cover for staff on leave, an unanticipated vacancy, or provision of services during summer programs. Long-term placements may cover one full school year or multiple school years.

Qualifications of Occupational Therapist and Physical Therapist

Occupational therapist and physical therapists will maintain and adhere to Maryland DHMH licensure www.dhmh.state.md.us rules and regulations. Therapists who work with Infants and Toddlers must meet MSDE suitable qualifications for Infants and Toddlers, per the MSDE/Maryland Infants and Toddlers Program/Preschool Services Branch(MSDE/MITP/PSB) policies of COMAR 13A.13.01 and 34 CFR 303.361. A copy of each contractor’s current Maryland license must be submitted to a Related Services Coordinator, before contractor’s school placement, for each person working in City Schools.

Occupational therapy and physical therapy contractor must have satisfactorily demonstrated their clinical competencies to the contractor’s personnel specialists prior to being hired. Documentation of the personnel specialists’ review must be in the personnel file of each therapist and include the date of review and comments. Thereafter, vendor(s)’ supervisory staff shall at all times be responsible for the management and conduct of their contractors who are assigned to work in Baltimore City Public Schools. At no time shall vendors’ contractors be considered employees of City Schools. As performance and/or disciplinary issues arise, Related Services Coordinators will work with vendor’ supervisory staff to oversee and manage contractors working in City Schools. City Schools reserves the right to terminate any of vendor’s staff working in City Schools at its sole discretion.

Occupational therapy and physical therapy contractors must provide satisfactory references (verified by vendor and furnished to City Schools by vendor). A résumé for each contractor must be provided to the Related Services Unit prior to caseload determination and assignment. The results of a criminal background check in accordance with Title 5, Subtitle 5, Part VI of the Family Law Article of the Maryland Code (as completed by City Schools Office of Human Capital) is to be deemed acceptable by City Schools. City Schools reserves the right to verify any information furnished by vendor and/ or contractor.

Prior to assignment, the awarded vendor(s) must have performed a physical for each contractor, to include documentation of adequate TB testing and documentation of contractor’s physical and mental ability to perform job-related tasks. Documentation may be requested at any time by City Schools and must be readily available.

Persons previously employed by City Schools who have either been discharged due to unsatisfactory performance or who have had their contracts non-renewed and subsequently hired by a vendor will not be placed in the City Schools by the vendor(s).

Persons previously employed by City Schools who have resigned/retired and subsequently hired by a vendor (after one year of separation from service) are eligible for placement within the City Schools at the discretion of the Related Services office.

http://www.dhmh.state.md.us/

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Assessment

1. The numbers of assessment and re-assessment requests vary monthly. The contractor must:

a. Select and acquire standardized assessment tools, made available by City

Schools, that are appropriate to age and reason for referral, test forms and any other materials needed to complete the assessment. Should a contractor lose or damage an assessment protocol that belongs to City Schools, the vendor will be responsible to provide a replacement

b. Schedule the assessment within the mandated timelines. Documentation of three diligent efforts must be maintained with a copy in the student’s confidential file and/or on the Assessment Prevention Plan. Contractors independently schedule assessments to meet student or family needs or to coincide with school schedules.

c. Complete an assessment report, signed and dated, using the appropriate City

Schools’ forms and eligibility requirements to determine the need for developmentally and/or educationally based services.

2. The assessment reports must be submitted to the Related Services office for review.

The contractor(s) must email the reports or place them on a shared drive, with the approval cover sheet, within three (3) business days of completion. The contractor(s) must allow for the approval/revision process by Related Service supervisory staff, prior to delivery of the reports to schools. Assessments must be approved and available, with sufficient time such that they may be sent to parents (within mandated timelines) for review prior to each IEP meeting.

a. Following report approval by the Related Services office, the contractor must send the original, signed assessment report to the school/department requesting the assessment. If an assessment is completed by a contractor who is not placed at the school where the student attends, a copy of the assessment, along with the protocols must be sent to the occupational therapist or physical therapist at the student’s residence school.

b. The contractor must provide accurate and timely reporting of assessment completions to Third Party Billing (TPB) via TPB data entry system, as directed.

c. It is anticipated that the majority of assessments will occur within the billed daily rate, NOT in addition to or instead of the daily rate.

Service Provision

The contractor will provide services as determined by the IEP/IFSP Team, based on a written assessment and goals completed by a licensed occupational therapist or physical therapist. Requests for IEP/IFSP services will be assigned at the discretion of the Related Services Unit.

Contractor(s) shall provide direct and indirect developmentally and/or educationally based occupational therapy or physical therapy services as per the student’s IEP/IFSP, within mandated timelines, upon request of City Schools. Contractor will develop his/her schedule to meet the needs of students and families or to accommodate school schedules.

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Contractor(s) shall adhere to City Schools’ policies and procedures for the delivery and documentation of direct/indirect services.

During emergency conditions, resulting in the physical closure of schools for 10 or more days, teletherapy/ virtual services may be considered as an option, at the discretion of City Schools.

Vendor’s Responsibility

1. By July 15, all potential bidders must submit an accurate list of staff that have signed placement agreement(s) and are available to work in City Schools for the next school year. The vendor must include a copy of each staff member’s current Maryland DHMH license, references, and résumé′, which includes contact information. A copy of the signed agreement between vendor and contractor (signature page only) should also be included. For each contractor, vendor will coordinate completion of CJIS Background Check and obtain an identification badge for City Schools, following current City Schools procedures.

2. Bids should include a daily rate. The hourly rate will be the equivalent of the daily rate, divisible by 7. OT or PT services provided by contractor shall almost exclusively be billed on a daily rate basis. There shall be no rate differentiation for provision of individual or group services, indirect services, assessments, or professional development.

Rates quoted shall be for both IEP services and IFSP services. There shall be NO rate differentiation based on age or whether services provided are IFSP or IEP.

A full-day (billed as a daily rate) is defined as a work day maximum of 7.0 working hours, excluding lunch. Lunch time is unpaid. The hourly rate will be the equivalent of the daily rate, divisible by 7 (seven). For example, a daily rate of $700, divisible by 7 (seven), would be a bid hourly rate of $100/ hour.

The school year assignment is for 190 days. Vendor’s contractors may be assigned to City Schools to meet the district’s short-term or long-term needs.

Short-term placements would typically be time-limited and to cover for staff on leave, an unanticipated vacancy, or provision of services during summer programs. Long-term placements may cover one full school year or multiple school years

For contractors in school-based placements:

• Contractor scheduling must be based on the caseload and Full Time Equivalent (F.T.E.) of each therapist. An OT or PT placed full-time in a school can anticipate a caseload of approximately 45 students.

• Due to the itinerant nature of OT and PT services, an occupational therapist or physical therapist will likely be placed at multiple locations.

• A schedule of days and times at each school must be completed and followed. Current schedules must be provided to the administrator at each school and the appropriate Related Services Coordinator. Principals or

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other assigned school-based staff will use the contractor’s schedule as a basis for signing off on time sheets. Time sheets may not be signed in advance.

• The daily rate is based on 7 hours. Billing a daily rate less than 7 hours worked may only occur with written prior permission of Related Services Unit management staff.

• The exception to this rule would be if schools are closed for a portion of the day due to inclement weather or other emergencies.

• Service provision for Extended School Year (ESY) should be billed at the hourly rate.

For contractors working a more itinerant schedule comprised of primarily home-based and Headstart services:

• A current, clinical schedule must be provided to the Related Services Coordinator.

• A daily rate may not be used for a contractor who schedules to work less than 7 hours. The contractor may not schedule fewer than 7 visits and still bill the daily rate.

• For highly itinerant contractors, to bill a daily rate, it is expected that the contractor will schedule seven (7) visits per day and complete an average of five (5) visits per day. For days when fewer than five (5) visits are scheduled, the hourly rate will be utilized.

• The contractor will not be penalized for no shows, last minute cancellations, or student absences.

• Vendor is responsible for monitoring visits which extend the contractors day beyond 7 hours. These hours may not be billed separately without written approval by a Related Services Unit Coordinator.

• Make-up visits, which extend the contractor’s day beyond 7 visits are included in the monthly tally and the average per day. They may not be billed separately unless specifically approved by a Related Services Coordinator.

• If, due to high caseloads, a contractor’s scheduled number of visits per day exceeds 7, additional hours may be billed at an hourly rate for direct and/or indirect service.

3. If a missed service occurs due to contractor negligence, the vendor will be responsible to make sure the contractor makes up the missed services, within City School time lines, at no additional cost to City Schools.

4. All duties and responsibilities of the contractor, including all service provision and clinical documentation requirements, must be completed within the prescribed

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timelines. Contractor failure to do so could result in a delay or withholding of payment to the vendor.

5. It is the responsibility of the vendor(s) to provide substitute or replacement therapists to ensure that services to City Schools’ students are not missed, and if missed, make-ups provided within City Schools’ time lines. The vendor is responsible for notifying the Related Services Unit supervisors of a contractor’s notice or anticipated leave, at least four (4) weeks in advance, and of attempting to find a replacement contractor. At the time such notification is provided by vendor(s), City Schools will concurrently notify other vendors of the anticipated need for a contractor, and/or will re-deploy other staff so that no missed services will occur.

Billable Time

1. Vendor(s) must provide a daily rate, which will encompass a maximum of 7 working hours and include all activities, such as hourly direct, hourly indirect, assessments, and professional development activities. The hourly rate will be equal to the daily rate, divisible by 7.)

2. Contractor(s) must be available to work a full day, which is defined as a maximum

7 hour work day, excluding lunch, according to the bell schedule of their assigned locations/ schools. Lunch time is unpaid.

3. It is anticipated that all services will occur within the billed daily rate, NOT in addition to the daily rate. Use of hourly rates must be specifically approved by a Related Services Coordinator if the daily rate is not to be used.

4. Only upon request of the Related Services office, can a contractor perform other duties not included in the daily rate (7 hours), billed at the hourly rate, which may include:

• Participating in the IEP Team process to assist with assessment interpretation and eligibility determination,

• Providing in-service programs,

• Performing additional support duties, as assigned by the Related Services office, to be completed beyond the typical work day.

• Providing make up or Free and Appropriate Public Education (FAPE) services beyond normal school hours

• Providing assessment or services in schools with alternate bell schedules or school year calendars

• Providing services in summer programs

5. Contractors must attend mandatory (at the discretion of City Schools Coordinators)

City Schools staff and professional development meetings billable to City Schools at the same daily or hourly rate. If a Related Services Coordinator determines that a contractor should not attend a staff or professional development activity, IFB-27018 IFB Template Effective Date:

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then the contractor would not be able to bill for this time. Similarly, contractors who do not attend professional development activities, will not be paid for this time.

6. For children being billed via an hourly rate, a single child seen in a home or day care can be billed at the hourly rate. If services are less than 30 minutes then a .5 hourly rate will be billed.

7. The costs of providing the following services are included in the daily rate and are not billable unless given express permission from a Related Services Coordinator:

• Writing and maintaining electronic therapy notes via district approved data management system (e.g. Maryland Online IEP), paper logs (when indicated) and therapy plans for each session, as directed by City Schools policies and procedures.

• Writing annual progress reports and IFSP/IEP goals and objectives on Maryland Online IEP (MDOIEP), if applicable.

• Writing IEP report cards in MDOIEP.

• Updating and closing out the IEP in MDOIEP.

• File review.

• Case management or service coordination.

• Obtaining signatures for attendance verification, if applicable.

• Gaining access to records and finding available space for therapy.

• Setting up and maintaining an occupational therapy or physical therapy folder per student as directed by City Schools policies and procedures, to include copies of assessment and progress reports, therapy plans, complete copy of the IFSP/IEP, assessment protocols, and cumulative OT record.

• Lunch or breaks, which may not be billed to City Schools.

• Non-caseload or non-IFSP/IEP administrative or paperwork activities.

• Travel between locations or mileage expense.

• Scheduling, maintaining and submitting to the school/site a specific and set therapy schedule.

• Submission of initial caseload information and ongoing documentation, including monthly statistics, schedules and other documentation as specified in the Clinical Guide.

8. There is no separate fee structure for services provided to a single student seen in any site (public schools, private school, Head Start, daycare, home environment). Services are billed at the direct rate (IEP or IFSP), depending on the

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service delivery model. There shall be no billing differentiation for individual versus group services. A “group” consists of two or more students, seen at the same time.

9. Verification of the contractor’s attendance (at every location served) is obtained via the daily signature of the principal/principal’s designee (parent/caregiver, in the case of home environment or family day care) for billable child-related time on-site.

Attendance verification may be audited against the schools in/out log and is audited as part of City Schools’ Accounts Payable verification process.

Billing

1. The vendor will submit numbered billing invoices by the 15th of the month following the month in which services were provided to the City Schools. Such invoices will include services by schools, with each student’s name (alphabetized) followed by the students PIF, State Unique Identification Number, name of the contractor providing the service, and a chronological summary of the hours provided each day. Vendors must attach all City Schools Attendance Verification forms with each invoice. Billed services should match service times and frequencies, as verified in the electronic data management system. Written, specific billing procedures to follow will also be given to selected vendors each year. Billing invoices must be clear and concise and presented in a manner deemed verifiable and acceptable by City Schools. All invoices are required to have:

• Name of the staff person that provided services

• Description of services provided

• The service dates. This will be the dates of service provided to the school or office, e.g. “service from 9/1/24 through 9/30/24”. The service dates MUST be listed on the invoice.

• Vendor’s name and address

• An invoice number. This is a number assigned by the vendor to identify the payment. Invoices must be numbered such that payment can be verified and each invoice number is not duplicated at any point while doing business with Baltimore City Public Schools.

• An invoice date. This date can’t be prior to the last date of services provided.

2. Vendor is required to submit invoices and supporting documentation electronically, to the Related Services Coordinator according to posting/submission specifications as determined by the Office of Special Education. Vendor understands that these procedures are subject to change.

3. Awarded vendor(s) shall be open to examination and/or audit by the City Schools and/or its designated agents at any time upon reasonable prior notice during performance under this Contract. The awarded vendor(s) will retain all records to include Third Party Billing pertaining to this contract for at least seven years after final payment is made under this contract.

4. Prior approval from a Related Services Coordinator is needed for any contractor to work beyond a 7-hour day, at unusual times of day, and/or on a non-scheduled work day.

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Third Party Billing

The award vendor is precluded from billing Medicaid or other insurers for services under contract with City Schools. For the purpose of City Schools billing Medicaid for eligible services, the vendor must be able to provide the Office of Third Party Billing with the following:

1. Billing data reflective of variables including but not limited to: a student name, PIF number, date of birth, social security number, medical assistance number, school, date of service, diagnostic code, and nature of service(s) via electronic entries, Related Service Logs, and TPB data systems and/or assessment forms.

2. Assistance to Related Services management staff to document, verify and provide encounter/billable service data to the Office of Third Party Billing.

3. Flexibility in the method of providing City Schools with the data files: (e.g., data files may need to be given to City Schools on a flash drive, diskette, transferred via a modem, transferred via Internet connection, or keyed directly to City Schools via Internet).

4. Back up of all files sent to City Schools and capability of providing them, if needed, for a period of seven years.

5. Reporting of record counts, services rendered, diagnostic other information.

6. Complete and sufficient clinical notes for each child served which include: date of service, length of service, description of service, description of outcome, diagnostic information and other information as needed.

7. Assurance that student data submitted is correct; with the capability to update and correct records, as needed.

8. Submission of data for student encounters DAILY, on the day of each session into

City Schools’ electronic data management system.

9. Preparation of corrections to erroneous pupil information based on corrections provided by the City Schools, to ensure consistency with the file data maintained by the City Schools.

10. TPB billing will be differentiated for assessments and direct individual treatment versus direct group treatment. A “group” consists of two or more students, seen at the same time.

The vendor shall be held liable for all monies billed as a result of faulty reporting. In the event audits result in a finding because of faulty reporting, the vendor must provide written documentation of what happened and a corrective action plan must be developed to prevent a reoccurrence.

The billing for direct group treatment will reflect the number of treatment hours, regardless of the number of students in the group.

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Lack of Performance and/or Conditions of Default

If a missed service results from a vendor or contractor negligence, the vendor will be responsible for expenses (make-up or FAPE) related to services not being initiated, an interruption of a service and/or an assessment not available for a meeting.

1. The Related Services Unit reserves the right to randomly select the following for review to determine if content and form are acceptable:

• Assessment/reassessment reports

• IFSPs/IEPs

• IEP Report Cards

• Electronic therapy notes

• Other documentation

2. The Related Services Unit reserves the right to observe and/or evaluate the effectiveness of contractors. Termination of vendors’ contractors working in City Schools shall be at the sole discretion of Related Services supervisory staff.

3. Any indication of failure to meet City Schools’ standards for delivery of services or inappropriate billing practices (e.g., missed services, inability to maintain daily documentation, over-servicing, caseload building, unauthorized service, and unauthorized increases in service) may be cause for immediate termination of the contractor’s services or temporary/permanent reassignment of caseload to another contractor or staff.

4. Upon request of the Related Services office, the vendor will promptly replace an individual whom, in the judgment of the Director, or designee, does not perform in an acceptable or satisfactory manner. A period of not more than twenty-four hours will signify prompt replacement.

5. The City Schools reserves the right to audit, upon reasonable prior notice, any aspect of the contractor’s compliance with any of the terms of these specifications.

6. Contractor who demonstrates a pattern of violation of timelines and/or other compliance issues may be subject to immediate termination or reassignment of part or all of their caseload.

7. All duties and responsibilities of the contractor, including all service provision and clinical documentation requirements, must be completed within the prescribed timelines. Contractor failure to do so could result in a delay or withholding of payment to the vendor.

Compliance

Contractors shall at ALL times comply with policies and procedures (City Schools and Office of Special Education).

Contractors shall at ALL times comply with school/service audits, as completed by regulatory agencies, quality monitors, City School staff or designees.

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City Schools reserves the right to audit upon reasonable prior notice, any aspect of vendor’s or contractor’s compliance with City Schools’ contract, as to satisfaction of any terms of the above specifications.

4.0 EVERY STUDENT SUCCEEDS ACT (“ESSA”)

N/A

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this IFB may contain trade secrets, which are confidential and proprietary. The winning Bidder agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Bids submitted in response to this IFB. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Bid that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Bid that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Bid to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Bid may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this IFB shall be for THREE (3) YEARS from the date after Board approval with TWO ONE- YEAR renewal option(s) to be determined at the sole discretion of City Schools, and subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

3.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Entity orally.

To be given consideration, the questions must be received NOT LATER THAN Wednesday, August 5, 2026 at 12:00 p.m./EST. All questions shall be submitted in writing through eMMA. Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov.