IFB - Part-time Licensed BarberCosmetologist(s) for MDH Potomac Center and SETT [REPOST].pdf

INVITATION FOR BID (IFB)

PROCUREMENT ID NUMBER: 23-MDHPC-17/eMMA # BPM038241

ISSUE DATE: June 7, 2023

TITLE: Part-time Licensed Barber/Cosmetologist(s) for MDH Potomac Center/SETT [REPOST] ISSUING AGENCY: Maryland Department of Health 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 one (1) to two (2) professional, reliable Barber/Cosmetologist(s) to provide on-site haircuts and braiding of natural hair for the adults with intellectual disabilities who reside at the Potomac Center and Secure Evaluation and Therapeutic Treatment (SETT) facilities in Hagerstown, Maryland. The Potomac Center and SETT are residential care facilities for intellectually disabled individuals 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. Neither facility is currently at full capacity at the time of this solicitation.

II. BACKGROUND

The Potomac Center is an Intermediate Care Facility (ICF). 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 Facility provides care and treatment services for intellectually disabled individuals that are court ordered to the Department of Health, and who may have co-occurring disorders. These co-occurring disorders can include mental illness, substance abuse, language disorders and personality disorders. The SETT program provides assistance as Individuals work to resolve their court involvement and move 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.

Both facilities are co-ed facilities.

III. 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 or about July 1, 2023 and conclude after June 30, 2024 (one (1) year contract term).

IV. SCOPE OF WORK

The scope of work for this Contract shall include:

1. Provide one (1) to two (2) Barber(s) and/or Cosmetologist(s) licensed and experienced to complete tasks outlined by this IFB.

a. The Offeror may utilize a single Barber/Cosmetologist if that individual is able to complete the scope of work and meet the deliverable schedule on their own.

b. The Offeror may utilize more than two (2) personnel to complete the scope of work, as long as all Contractor personnel meet the minimum qualifications (see Section V).

i. It is the intention of the facility to provide two (2) locations for services to be rendered simultaneously to Potomac Center and SETT individuals during each Contractor visit.

The only limiting factor on the number of Contractor personnel is the availability for space where services are to be provided.

2. The Barber/Cosmetologist(s) shall provide all labor, materials, and equipment necessary to complete the following services on-site at 1380 Marshall St, Hagerstown, MD 21740:

a. Barbering/Cosmetology – Haircuts, no washing or styling required (male and female), and

b. Braiding of natural/existing hair, no extensions/synthetic hair to be applied (male and female)

i. For the purposes of this contract, braiding shall be defined as standard/traditional cornrow-style braiding, dividing existing/natural hair into sections arranged in rows.

Hair will be braided flat, or very close to, the scalp in a continuous raised row.

Cornrows shall be done in simple, straight lines. The individuals’ hair is typically mid-to-short in length; no extensions and/or synthetic hair is to be applied.

c. At the time of this IFB, the estimate for number of individuals requiring services per month is:

i. Male-style* Haircuts – forty-eight (48)

ii. Female-style* Haircuts – twelve (12)

iii. Male-style* Braiding of Natural Hair – two (2)

iv. Female-style* Braiding of Natural Hair – eight (8)

*Haircut “style” to be determined based on length of the Individual’s hair.

* There is some overlap between the individuals requiring haircuts and braiding.

d. The number of Individuals requiring services per month may increase or decrease per month as Individuals are admitted to and/or discharged from the Potomac Center/SETT.

i. The facilities are only licensed for up to ninety-four (94) Individuals maximum at any given time.

ii. At the time of this solicitation, the Potomac Center and SETT have a combined census of approximately fifty-five (55) individuals. Historically, the facilities have not reached max capacity, and the Potomac Center/SETT is confident that the census will remain at or near the current level for the yearlong contract term.

3. The Barber/Cosmetologist(s) shall provide on-site services once per week so that each Individual receives a haircut once per month.

a. Dates of service will be pre-determined after mutual agreement between the Barber/Cosmetologist(s) and the Contract Monitor.

4. Services shall be performed on the weekend (Saturday and/or Sunday), preferably between the hours of 9:00 AM and 5:00 PM. Potomac Center/SETT are unable to accommodate services during weekdays at this time due to the individuals’ participation in structured activities/scheduled programming during weekdays. Weekend schedule to be coordinated monthly with the Contract Monitor.

a. The Baber/Cosmetologist(s) may break the services into multiple days as needed to complete the services, as long as both parties agree in advance.

b. The Barber/Cosmetologist(s) may come in earlier or stay later than the scheduled time as long as the time is pre-approved by the Contract Monitor.

c. All services will be scheduled in advance. The Barber/Cosmetologist(s) will be given the number of individuals receiving services from the Contract Monitor or his/her designee of the facility at least twenty-four (24) hours prior to a scheduled date of service.

5. Individuals who are scheduled to receive Barber/Cosmetologist(s) services on a scheduled day will be accompanied by Potomac Center/SETT staff.

a. The assigned PC/SETT staff will be present at all times during the services.

b. PC/SETT shall maintain a list of the Individuals and/or services scheduled for a specific date.

Upon completion of the services, PC/SETT staff shall sign off to confirm that services were, or were not (in the even of an Individual’s refusal), completed.

6. Potomac Center/SETT shall not be held responsible if an Individual scheduled for services is not available on the day of services due to illness or other unexpected causes.

a. The Potomac Center/SETT will only pay for services actually provided, regardless of how many individuals are scheduled for a specific date.

7. The Barber/Cosmetologist(s) must be comfortable working with individuals who have intellectual disabilities (including dual diagnosis/co-existing mental disorders), who are court ordered to the facilities and may experience behavioral challenges.

a. For the purposes of this solicitation, “intellectual disabilities” is as defined by Code of Maryland Regulations (COMAR), Section 10.67.01.01B (89).

8. The Barber/Cosmetologist(s) shall not be allowed to use any chemicals (relaxer, perm, shampoo, hair color, etc.) or any products containing alcohol.

a. All PC/SETT individuals shall report for appointment times with clean/shampooed hair.

9. The Barber/Cosmetologist(s) shall only bring supplies needed to perform haircuts and natural hair braiding.

a. Prior to contract initiation, a list of proposed supplies/equipment shall be submitted to the

Contract Monitor for approval. The Contract Monitor shall review the list and inform the Contractor of any supplies/equipment that would be completely prohibited.

b. The Baber/Cosmetologist(s) may be subject to search upon entering and leaving secured areas and/or campus.

c. The Barber/Cosmetologist(s) is/are responsible for any items brought in to perform these services.

https://dsd.maryland.gov/regulations/Pages/10.67.01.01.aspx

i. The Potomac Center and SETT are not responsible for any damages to, or theft of, tools, equipment, or materials that are not properly stored and/or secured from PC/SETT individuals.

ii. The Contractor shall maintain an inventory of supplies/equipment needed for each visit, and use this during each visit list to verify that all inventory is accounted for prior to departure from the facility.

d. All materials, tools, and/or equipment brought by the Barber/Cosmetologist must be removed from the property upon completion of services.

i. The Barber/Cosmetologist(s) shall be responsible for any damages or loss caused by tools, equipment, or materials left on State property.

e. At no time should any tools/equipment be handled by, or given to, any PC/SETT individual.

i. The Barber/Cosmetologist(s) may not give the Individuals gifts or any items not approved in advance by the Contract Monitor.

f. All supplies, tools, and equipment used to provide services must be:

i. Professional brands/models,

ii. Clean and in good working condition for each use, and

iii. must be sanitized and disinfected before use on each Individual.

g. The Barber/Cosmetologist(s) must use appropriate tools, equipment, and/or materials for the type of hair and different grades of hair.

i. Damaged hair must be treated as necessary with the appropriate tools, equipment, and/or materials.

ii. No hair color or extensions may be applied under this Contract.

10. 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.).

a. Communication with PC/SETT individuals shall be kept neutral, and shall not involve any controversial and/or potentially upsetting topics including but not limited to politics, religion, or explicit content/profanity.

b. The Baber/Cosmetologist(s) 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.

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

a. The Barber/Cosmetologist(s) shall be required to sign a Confidentiality Agreement.

12. The Barber/Cosmetologist(s) shall be required to complete a self-study packet and competency tests about Potomac Center/SETT, to be provided by the facilities, prior to initiating services.

a. This training should take approximately two (2) hours to complete.

b. The Barber/Cosmetologist(s) can complete this training off-site from their laptop/electronic device.

c. The Barber/Cosmetologist(s) must complete the competency tests until they receive a

“passing” score as determined by the Contract Monitor.

d. There will be no additional compensation for time taken to complete the required training and/or competency tests.

e. If more than one Barber/Cosmetologist are assigned to this contract, EACH assigned personnel must complete and successfully pass the training/tests prior to initiating services.

13. The Barber/Cosmetologist(s) shall check-in/sign in at the Security building upon arrival and sign out upon departure.

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

14. If the Contract is awarded to an agency or group, Licensed Barber/Cosmetologist(s) shall be designated to the Contract and shall not change without prior consent of the facility’s Contract Monitor. Any replacement Barber/Cosmetologist(s) shall have similar qualifications to the designated Barber/Cosmetologist, and must meet or exceed the minimum qualifications and mandatory requirements described in Section V.

15. Pricing should be complete, as PC/SETT Individuals do not have money to tip.

a. Services rendered will be paid at a flat dollar amount rate per Individual/service, as outlined on the Financial Form (Exhibit A) of this IFB.

b. Prices shall be firm for the entire contract term, and shall include any applicable taxes.

16. The Barber/Cosmetologist(s) must adhere to the Potomac Center/SETT’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/SETT.

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

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

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

ii. The Barber/Cosmetologist(s) shall have to submit to COVID-19 screening, i.e.

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

iii. If the Barber/Cosmetologist 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/SETT will communicate any COVID-19 events that would affect the Barber/Beautician(s) and the reporting procedure. At the time of this IFB, the Potomac Center/SETT are currently not requiring additional COVID-19 protocols described in section a above, however, protocols are subject to change.

c. If the Barber/Cosmetologist(s) is/are sick and/or presenting symptoms of COVID-19, they must notify the Contractor immediately and may not report to the facility.

17. Use of personal electronic devices (laptops, tablets, cell phones) is prohibited during provision of services. A copy of Potomac Center/SETT’s Contraband and Restricted Items Policy will be provided for reference upon contract award.

18. As a State of Maryland Property, smoking is prohibited on Potomac Center/SETT grounds.

V. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

The selected Offeror or licensed Barber/Cosmetologist(s) assigned to this contract shall meet the following minimum requirements:

A. Shall possess a current/active Barber License from the Maryland Board of Barbers, and/or a current/active Cosmetologist License from the Maryland Board of Cosmetologists, and be in Good Standing.

i. Required Documentation: As proof of meeting this requirement, the Bidder must provide with their Bid a copy of the Barber license and/or Cosmetologist license for any/all proposed Barber/Cosmetologist(s).

The Barber/Cosmetologist(s) shall be responsible for maintaining, at their own expense, the credentials required to perform services under this Contract for its entire term.

B. Shall have at least ten (10) years of experience providing barbering/cosmetology services, preferably to special populations (For the purposes of this Contract, “special populations” is defined as individuals from disadvantaged groups, including children, the elderly, prisoners, or those with a physical and/or intellectual disability).

i. Required Documentation: As proof of meeting this requirement, the Bidder must provide with their Bid a current resume for any/all proposed Barber/Cosmetologist(s), along with at least two (2) references, with contact information, that can attest to the experience listed above.

ALL Barbers/Cosmetologists providing services under this contract must meet the minimum qualifications and mandatory requirements for licensure and experience.

C. Shall possess a current/active Barbershop Owner License issued by the Maryland Board of Barbers, OR a current/active Salon Owner License issued by the Maryland Board of Cosmetologists, and/or be sponsored by an authorized/licensed shop to practice barbering outside of an authorized barber shop or beauty salon.

i. Required Documentation: As proof of meeting this requirement, the Bidder must provide with their Bid a copy of their and/or the sponsoring authorized shop’s Barbershop Owner License and/or Salon Owner License.

D. Shall be registered with the Maryland Department of Assessments and Taxation to do business in the State of Maryland and be in Good Standing.

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

E. 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.

i. Required Documentation: As proof of meeting this requirement, the Offeror shall provide with their proposal a copy of their current Certificate of Insurance (COI).

VI. 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;

• The amount of requested payment; and

• Documentation to support invoice requested amount.

VII. 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.

VIII. BID SUBMISSION INFORMATION

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, June 28, 2023 BY 2:00PM EST.*** Late bids shall not be considered for award.

IX. EVALUATION CRITERIA OF BIDS

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.

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

X. TIE BIDS

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

XI. 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.

XII. CONTACT INFORMATION:

• Procurement Officer:

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

• Contract Monitor:

Dennis Waters, Director of Program Services 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, June 21, 2023 by 2:00pm EST.

Approved by:

Date:

Jessica Bradley, Procurement Officer

MINORITY BUSINESS ENTERPRISES ARE STRONGLY ENCOURAGED TO RESPOND TO

THIS SOLICITATION.

06/06/2023 mailto:Potomac.Procurement@maryland.gov

EXHIBIT A

FINANCIAL FORM

PROCUREMENT I.D. NUMBER: 23-MDHPC-17/eMMA # BPM038241 ISSUE DATE: June 7, 2023 TITLE: Part-time Licensed Barber/Cosmetologist(s) for MDH Potomac Center/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 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 ___7/1/2023________ to ____6/30/2024_________

ITEM ESTIMATED #

PER MONTH (A)

PRICE EACH

(B)

TOTAL PRICE PER YEAR

(A) X (B) X 12

On-site Female-style Haircut Each 12 $ $

On-site Male-style Haircut Each 48 $ $

On-site Female-style Natural Hair Braiding Each 8 $ $

On-site Male-style Natural Hair Braiding Each 2 $ $

Other (please specify and provide detailed budget) Pricing should be complete, as Individuals do not have money to tip.

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