IFB- Licensed Speech Therapist for MDH Potomac Center and SETT_BPM041213.pdf

INVITATION FOR BID (IFB)

PROCUREMENT ID NUMBER: 24-MDHPC-04/ eMMA# BPM041213

ISSUE DATE: December 8, 2023

TITLE: Licensed Speech Therapist for MDH Potomac Center and SETT

ISSUING AGENCY: Maryland Department of Health (MDH) Potomac Center and Secure Evaluation & Therapeutic Treatment (SETT)

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07.

I. SUMMARY STATEMENT

The Maryland Department of Health (MDH) is seeking a Licensed Speech Therapist to provide on-site services to Individuals with developmental disabilities who reside at the Potomac Center and Secure Evaluation & Therapeutic Treatment (SETT) facilities in Hagerstown, Maryland. The Potomac Center and SETT are residential care facilities for developmentally disabled adults who may have co-existing mental disorders; the Potomac Center has 62 licensed beds, and the SETT, which is a secure Forensic facility, has 32 licensed beds. All required services shall be provided in compliance with licensure, certification, and accreditation standards, including but not limited to, the Intermediate Care Facilities for Individuals with Intellectually Disabled (ICF/ID) standards of the Office of Health Care Quality (OHCQ), Maryland Department of Health, as well as all applicable Maryland and Federal Laws and regulations governing Speech Therapists.

II. BACKGROUND

The goal of the Potomac Center is to promote personal growth and productivity by enhancing each individual’s skills and decreasing or eliminating maladaptive or socially unacceptable behaviors to facilitate movement to the most integrated, least restrictive setting. This program focuses on using therapeutic interventions to empower residents as they learn the skills they need to successfully return to community living. The SETT program provides assistance as Individuals who are court-ordered to the facility resolve their court involvement and work toward transitioning to a less restricted environment. The SETT utilizes active treatment as well as providing evaluation, assessment, and competency attainment education.

Both facilities serve adults who are at least 18 years old and residents of the state of Maryland.

The Potomac Center and SETT provide active therapeutic treatment in a supportive environment for individuals with Intellectual Disabilities who are deemed to need a higher level of care than the community is able to provide.

III. CONTRACT TERM

A single contract will be awarded to the Offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation will begin on January 1, 2024 and conclude after December 31, 2024 (1 year contract term).

IV. SCOPE OF WORK

The Bidder or (if an agency) Speech Therapist assigned to this contract shall:

1. Provide on-site, one-on-one Speech Therapy services to the Individuals residing at the Potomac Center and/or Secure Evaluation & Therapeutic Treatment (SETT) facilities, located at 1380 Marshall Street, Hagerstown, MD 2170. Services will be provided primarily to Potomac Center Individuals; however, this contract shall cover exceptions and/or intermittent assessments required for SETT Individuals as well.

a. The Speech Therapist must be comfortable working with individuals who have intellectual disabilities (including dual diagnosis/co-existing mental disorders), who are court ordered to the facility and may experience behavioral challenges.

2. Provide on-site Speech Therapy services for an average of nine (9) hours per week (52 wks x 9 hrs/wk = 468 Service Hours). Total contract hours do NOT include mandatory paid training per Item 6 detailed below.

3. Services can be performed in the evening (4:00pm to 9:00pm) and/or on weekends, as well as regular business hours (8:00am to 5:00pm), Monday through Friday excluding State Holidays.

a. The Speech Therapist shall set his or her own weekly schedule to be approved by the Contract Monitor, and they will sign in upon arrival and sign out prior to departure from the facility (See Item 9 to follow). In this way, the Contract Monitor will track the Speech Therapist’s hours, which may vary from week to week depending on the need for the Speech Therapist’s services.

b. If the Contract Monitor determines that the Speech Therapist is working more than nine (9) hours per week, the Speech Therapist shall meet with the Contract Monitor to discuss the need for services and reasons for working more than the budgeted hours per week.

c. A Speech Therapist working over six (6) consecutive hours shall take a half hour unpaid lunch break.

4. The Speech Therapist must receive advance approval from the Contract Monitor for scheduled absences that interfere with or preclude their weekly hours at the Potomac Center/SETT.

5. If the Contract is awarded to an agency or group, a Speech Therapist shall be designated to the Contract and shall not change without prior consent of the Contract Monitor. Any replacement candidate shall meet all minimum qualifications and mandatory requirements for the designed Speech Therapist.

6. The Speech Therapist assigned to this contract shall complete up to four (4) days, thirty-two (32) hours, of orientation training provided by Potomac Center prior to assuming the role. This includes up to four (4) days of MANDT (Preventing, De-escalating, Intervening) Training, as well as an overview of policies, rules, and regulations of Potomac Center/SETT. Completion of this training is required in order for the Speech Therapist to begin working. Training Hours are billed separately; training is NOT included in the 468 total Service Hours.

a. Orientation and MANDT training shall be full, eight (8) hour days, and may be scheduled for dates/times outside the Speech Therapist’s negotiated "working" schedule.

7. The Speech Therapist’s services shall include:

a. Speech, language and hearing evaluations;

i. Speech, language and hearing evaluation for each new Potomac Center (and/or SETT) Individual arriving at the facility shall be done within thirty days of the individual’s arrival. The Contract Monitor shall notify the Speech Therapist of any new arrivals. The Speech Therapist shall become familiar with existing plans for Individuals and complete new evaluations such that each Potomac Center and/or SETT (if applicable) Individual has an evaluation once every three years, or more often if deemed necessary by the facility.

b. Determining of individual’s speech therapy goals and objectives;

i. The Speech Therapist shall monitor and document the progress of each

Potomac Center and/or SETT (if applicable) Individual requiring Speech Therapy Services or related goals, such as hearing aid usage and care, swallowing, sign language and picture card communications. The Speech Therapist shall add progress notes, appointments, meetings and treatment plans to the Individual’s on-site records as necessary.

ii. The Speech Therapist shall consult with facility staff on function problems and concerns (i.e., Hearing aids, the care of a hearing aid, how it is to be worn, cleaning, settings and battery installation).

c. Provide training on implementing therapy programs to Potomac Center and/or SETT staff;

i. The Speech Therapist shall provide basic sign language training to facility staff on key words to enable communication with people residing at the facility, as well as in-service training on proper implementation of each Individual’s individualized therapy program.

d. Provide orientation/overview to new employees;

i. The Speech Therapist shall provide orientation/overview of Speech Therapy for new employees of the Potomac Center/SETT upon request of the Contract Monitor. When orientation occurs, this training will be included as part of the Speech Therapist’s weekly hours. The training will provide information to new staff on the services and programs that the Speech Therapist provides as well as challenges staff may have implementing therapy programs.

e. Participate in team meetings;

i. The Speech Therapist shall be part of the Inter-disciplinary Team and meet as requested by the Contract Monitor. The Inter-disciplinary Team includes the Potomac Center/SETT Individual, the Individual’s family, a physical therapist, an occupational therapist, social worker(s), a dietitian, a vocational provider, a therapeutic recreation individual, a qualified developmental disabilities professional, nursing, a psychiatrist (if needed), direct care staff, and a Speech Therapist (if needed). Time spent by the Speech Therapist in Inter-disciplinary Team meetings shall be considered part of the Speech Therapist’s weekly hours.

ii. The Team conducts one-on-one evaluations of Individuals coming to the Potomac Center/SETT. Meetings occur upon an admission and then annually with quarterly updates to determine the goals, needs, and objectives of each Individual.

8. The Speech Therapist must adhere to the Potomac Center’s COVID-19/pandemic protocols at all times while on site, including but not limited to wearing appropriate medical personal protective equipment (PPE) and participating in COVID-19 testing as frequently as deemed necessary by Potomac Center.

a. During COVID-19 “outbreak” or “quarantine” events, and/or mid-high levels of COVID-19 transmission*:

i. The Speech Therapist must provide a current negative COVID-19 test result (from within the past 7 days) before they can report to campus/work around the Individuals.

1. A current negative COVID-19 test result must be provided prior to each week of scheduled service.

ii. The Speech Therapist shall have to submit to COVID-19 screening, i.e.

temperature checks and/or questionnaires each time they sign in.

iii. If the Speech Therapist has a temperature reading at or over one-hundred degrees Fahrenheit (100°F), they may be asked to leave the facility and reschedule services for a later date.

b. *Prior to the scheduled service date(s), the Potomac Center will communicate any COVID-19 events that would affect the Speech Therapist and/or their reporting procedure. At the time of this IFB, the Potomac Center are currently not requiring additional COVID-19 protocols described in section a above, however, protocols are subject to change.

9. The Speech Therapist shall check-in/sign in at the Administration upon arrival and sign out upon departure.

a. The sign in/sign out sheets (“timesheets”) shall be used to assist in invoice verification.

b. The Speech Therapist will be issued an identification badge that must be worn and appropriately displayed at all times while on campus.

c. The Speech Therapist will be issued a temporary proxy access card for entry into the appropriate areas of the campus.

i. The Speech Therapist will be responsible for the access card, and must immediately report any loss or theft of the card to Potomac Center Security.

10. Use of personal electronic devices (laptops, tablets, cell phones) is prohibited during provision of services.

a. A copy of Potomac Center’s Contraband and Restricted Items Policy will be provided for reference upon contract award.

11. As a State of Maryland Property, smoking is prohibited on Potomac Center grounds.

12. The Potomac Center, or the residing Individuals, shall not be discussed with employees OR in the community, as this is HIPAA violation.

a. The Speech Therapist/Agency shall be required to sign a Confidentiality

Agreement.

13. Taking any photographs or videos inside of the campus or of the premises, individuals, or staff is prohibited.

14. Under no circumstances should any Individual be asked questions personal in nature (e.g.

why they are at the facility, case status, contact information, etc.).

15. The Speech Therapist shall not provide the Individuals with any of their personal or business information such as home/business address, home/business telephone or cellular numbers, etc.

16. The Speech Therapist may not give the Individuals gifts or any items not approved in advance by the Contract Monitor.

17. The Potomac Center will only pay for hours actually worked by the Speech Therapist. The State does not guarantee a minimum number of service hours per week.

V. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

The Bidder or (if an agency) Speech Therapist assigned to this contract shall meet the following minimum requirements, verified with required documentation:

1. The Speech Therapist shall have at least one (1) year of experience providing Speech Therapy Services for the intellectually disabled and/or Dually-Diagnosed.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid a current resume for the Speech Therapist with at least three

(3) references from the past five (5) years who can attest to the Speech Therapist’s experience. References must include name and contact information.

2. The Speech Therapist shall be licensed by the Maryland State Board of Examiners for Audiologists, Hearing Aid Dispenser and Speech Language Pathologists.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid a copy of the Speech Therapist’s current license issued by the Maryland State Board of Examiners for Audiologists, Hearing Aid Dispenser and Speech Language Pathologists.

i. The Speech Therapist must maintain, at their expense, an active State of Maryland Speech Therapy license throughout the duration of the Contract.

3. The Speech Therapist shall be licensed by the American Speech Language and Hearing Association (ASHA).

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid a copy of the Speech Therapist’s current license issued by the American Speech Language and Hearing Association.

4. The Speech Therapist shall possess a current/active certification in Adult First Aid, CPR, and AED.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its Bid a copy of the Speech Therapist’s current certification in Adult First Aid, CPR, and AED.

i. The Speech Therapist shall be responsible for maintaining, at their own expense, the required certification/re-certification in Adult First Aid, CPR, and AED.

5. The Bidder, if an agency or group, shall be registered with the Maryland Department of Assessments and Taxation to do business in the State of Maryland, and have a status of Good Standing.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide a copy of documentation evidencing its registration with the Maryland Department of Assessments and Taxation.

6. The Bidder shall possess Commercial General Liability Insurance, which shall cover losses resulting from or arising out of Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, with a limit of $1,000,000 per occurrence and $2,000,000 aggregate.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with their bid their current Certificate of Insurance (COI).

7. The Bidder shall obtain, at their own expense, a criminal background check on the Speech Therapist who shall be assigned to the contract. At a minimum, these checks must contain convictions and probation before judgement (PBJ) pleadings within the State of Maryland.

This check may be performed by a public or private entity.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its bid certification that the Speech Therapist has completed the required criminal background check described above. A previously completed background check from within the last three (3) years will also satisfy this requirement.

i. The Bidder shall be responsible for ensuring that the assigned Speech Therapist maintains security clearance to provide services for the Potomac Center during the life of the contract; should the Speech Therapist be subject to any legal or criminal actions during the contract, the Bidder is responsible for notifying the Potomac Center immediately and providing a replacement candidate.

8. The Speech Therapist shall be fully vaccinated against Coronavirus Disease (COVID-19).

For the purposes of this solicitation, individuals are considered “fully vaccinated” fourteen

(14) days after receiving the last required dose of an FDA-authorized COVID-19 vaccine.

a. Required Documentation: As proof of meeting this requirement, the Bidder must provide with its bid a copy of the Speech Therapist’s COVID vaccination card.

b. Unvaccinated candidates will only be considered if they apply for and are granted an approved exemption issued by the Maryland Department of Health Office of Equal Opportunity Programs (OEOP) Equal Employment Opportunity (EEO) Division.

VI. eMARYLAND MARKETPLACE ADVANTAGE eMMA is an electronic commerce system administered by the Maryland Department of General

Services. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to https://emaryland.buyspeed.com/bso/login.jsp, click on “Register” to begin the process, and then follow the prompts.

VII. BID SUBMISSION REQUIREMENTS

In accordance with COMAR 21.03.05, bids may be submitted electronically through electronic mail at Potomac.Procurement@maryland.gov or preferably through eMaryland Marketplace Advantage (eMMA). Bids must include:

• Completed Financial Form (Exhibit A),

• Signed Bid/Proposal Affidavit (Attachment C),

• Signed Conflict of Interest Affidavit and Disclosure (Attachment H), and

• All required documentation as specified in Section V, “Minimum Qualifications and

Mandatory Requirements)

• IF any addendums are later added to this solicitation, a signed Addendum

Acknowledgement Receipt shall be required as part of the bid submission package.

Bidders cannot submit multiple responses.

NO HARD-COPY SEALED BIDS DELIVERED VIA IN-PERSON, MAIL, DELIVERY

SERVICE OR COURRIER SERVICE WILL BE ACCEPTED.

NO FAX BIDS WILL BE ACCEPTED.

**BID DUE DATE AND TIME IS: Wednesday, December 27, 2023 BY 2:00PM EST.**

Late bids shall not be considered for award.

VIII. EVALUATION CRITERIA OF BID

The State will evaluate bids based on meeting the submission requirements, and the financial bid form itself. Failure to include ALL the mandatory submissions described in Section VIII shall deem your Bid non-responsive.

IX. BILLING

The contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000 for the term of the contract.

All invoiced must be on the contractor’s letterhead, must be signed and dated, and must include the following:

• The contractor’s name and mailing address;

• The contractor’s Federal Tax Identification or Social Security Number;

• The State assigned Contract Control Number;

• The State assigned blanket purchase order number;

• The goods and services provided;

• The time period covered by the invoice;

https://emaryland.buyspeed.com/bso/login.jsp mailto:Potomac.Procurement@maryland.gov

• The amount of requested payment; and

• Documentation to support invoice requested amount.

X. AWARD

An award will be made to the responsible Bidder submitting a responsive Bid on the basis of the most advantageous offer to the State of Maryland, considering price and the evaluation criteria found in this solicitation. Vendors must first meet all of the mandatory requirements. Bids from vendors who do not meet all of the mandatory requirements will not be considered. The total cost of the resulting contract will not exceed $50,000.

XI. TIE-BIDS

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

XII. CONTACT INFORMATION

A. Procurement Officer

Jessica Bradley, Procurement Officer Maryland Department of Health - Potomac Center/SETT 1380 Marshall Street Hagerstown, MD 21740 Office: 240-313-3510 Email: JessicaM.Bradley@maryland.gov

B. Contract Monitor DeLaura White, Director of Nursing Maryland Department of Health - Potomac Center/SETT 1380 Marshall Street Hagerstown, MD 21740

All bids must be submitted either through e-mail at Potomac.Procurement@maryland.gov or via the eMaryland Marketplace Advantage (eMMA). Please do not submit bids directly to the Procurement Officer.

XIII. QUESTIONS

Any questions regarding this Invitation for Bid (IFB) should be submitted in writing via email to the Procurement Officer at JessicaM.Bradley@maryland.gov. Questions should be submitted prior to the bid due date and time, but no later than: Wednesday, December 20, 2023 by 2:00pm EST.

Approved by:

Date:

Jessica Bradley, Procurement Officer

MINORITY BUSINESS ENTERPRISES ARE STRONGLY ENCOURAGED TO

RESPOND TO THIS SOLICITATION

12/8/2023 mailto:JessicaM.Bradley@maryland.gov mailto:Potomac.Procurement@maryland.gov mailto:JessicaM.Bradley@maryland.gov

EXHIBIT A

FINANCIAL FORM

PROCUREMENT I.D. NUMBER: 24-MDHPC-04/eMMA# BPM041213 ISSUE DATE: December 8, 2023 TITLE: Licensed Speech Therapist for MDH Potomac Center and SETT

Offeror Information:

Vendor Name:

Federal Tax ID (FEIN):

Contact Person:

Address:

E-Mail:

Telephone:

Fax:

SBR Number: eMMA Number:

Signature Date

Vendor signature and date certifies that technical and price submissions are correct and that vendor agrees to perform all services stated in the Bid Board Solicitation.

Maryland Department of Health Line Item Budget*

Budget Period from 1/1/2024_____to 12/31/2024____

BUDGET ITEM RATE PER HOUR

On-site Speech Therapy services for Potomac Center and SETT Nine (9) hours per week x fifty-two (52) weeks = 468 total Service Hours Up to four (4) days, thirty-two (32) hours of training (provided on-site by the Potomac Center/SETT) – to be completed within the first month

TOTAL COST

* Include Budget Narrative on a separate page and attach it to the Financial Proposal Form. Budget Narrative must include full breakdown of costs for each line item.