IFB THERAPEUTIC & TREATMENT PLACEMENT SERVICES.docx.crdownload

ANDREA SANDERS

COMMISSIONER

INVITATION FOR BIDS (IFB)

THERAPEUTIC PLACEMENT AND TREATMENT SERVICES

IFB No. 2024TPTS001 RFx No. 3160006903

Issue Date: October 16, 2024

CONTACT

LaShunda Williams, Bid Coordinator Mississippi Department of Child Protection Services 750 North State Street Jackson, Mississippi 39202

601-359-4368 contracts@mdcps.ms.gov

CLOSING DATE & TIME

Bids must be received by December 5, 2024, at 10:00 AM, Central Time

ELECTRONIC ONLY

TABLE OF CONTENTS

SECTION 1

1.1 Bid Acceptance Period

Bidders shall submit by uploading one (1) electronic copy of the signed bid package in searchable Adobe Acrobat (PDF) format no later than the time and date specified for receipt of bids:

The bid packet submission MUST meet the following requirements:

· Upload one (1) electronic copy of the signed bid package in searchable Adobe Acrobat (PDF) format using the Smartsheet link provided IFB Submission Form for Therapeutic Placement And Treatment Services

· AS applicable, an additional electronic copy containing a redacted copy of the bid package clearly labeled as “PUBLIC COPY_Bidder Name” pursuant to Sec 1.7 Proprietary Information

All bids submitted in response to this IFB must be received by the MDCPS Contracts & Procurement Staff no later than December 5, 2024, 10:00 a.m., Central Standard Time.

Timely submission of the bid package is the sole responsibility of the bidder. Bids received after the specified time shall be rejected and shall remain unopened in the procurement file. The envelope or package shall be marked with the bid opening date and time, and the number of the invitation for bid. The time and date of receipt shall be indicated on the envelope or package by MDCPS staff. Each page of the bid form and all attachments shall be identified with the name of the bidder. Failure to submit a bid on the bid form provided shall be considered just cause for rejection of the bid. Modifications or additions to any portion of the procurement document may be cause for rejection of the bid. MDCPS reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. As a precondition to bid acceptance, MDCPS may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect the quality, quantity, price, or delivery of the service. Bids submitted via either mail or facsimile (faxes) will not be accepted.

1.1.1. Procurement Schedule

Note: MDCPS reserves the right to adjust this schedule as it deems necessary. MDCPS may post Responses to Questions or the Notice of Intent to Award on dates other than those stated above without amendment to this IFB. The initial contract term shall be 5 years, but MDCPS may change the dates of the initial contract term without amendment to this IFB if the date changes are necessary because of the procurement schedule. No other dates shall be changed unless a written amendment is issued.

1.1.2. Submission Requirements

Bids must be submitted electronically via the provided Smartsheet link. It is the Bidder’s responsibility to ensure timely submission. Test documents can be uploaded to Smartsheet but will not be evaluated. Clearly label these files as TEST DOCUMENT to avoid inclusion in the review by the Office of Procurement. For questions about Smartsheet submissions, email the Procurement team at contracts@mdcps.ms.gov. Request assistance at least two (2) business days before the IFB due date to avoid last-minute issues.

After uploading test documents and/or bid responses to Smartsheet, Bidders may request MDCPS to verify receipt by emailing contracts@mdcps.ms.gov.

If the Bid contains confidential information excluded from the public records act, submit one (1) redacted copy/file labeled “PUBLIC COPY_Bidder Name” on the cover page. This file should be in a searchable Adobe Acrobat (PDF) format. Without a Public Copy, MDCPS will consider the entire Bid as a public record without confidential information. Clearly mark each page containing confidential information and redact it to allow the public to understand the general nature of the material. Redactions should be limited to confidential information only. Each page upon which confidential information appears shall be clearly marked as containing confidential information and the confidential information shall be redacted. The confidential material shall be redacted in such a way as to allow the public to determine the general nature of the material removed, and redactions shall be limited to only the confidential information. To the extent possible, pages should be redacted sentence by sentence unless all material on a page is clearly confidential under the law. The Offeror shall not identify the entire Bid as confidential. The provisions of the contract that contain the commodities purchased or the personal or professional services provided, the unit prices, the overall price to be paid, and the term of the contract shall not be deemed to be a trade secret or confidential commercial or financial information as required under Miss. Code §25-61-9(7). The Public Copy shall also include a privilege log, which shall be located behind the cover page, and the privilege log shall show the page number of the redaction, a description of the redacted information, and the reason and authority for the redaction (i.e. Confidential Commercial Information (Miss. Code §25-61-9 and Miss. Code §79-23-1), Confidential Financial Information (Miss. Code §25-61-9 and Miss. Code §79-23-1), etc.)

The Public Copy shall be considered a public record and immediately released, without notification, pursuant to any request under the Mississippi Public Records Act, Miss. Code Ann. §§25-61-1 et seq. and Miss. Code Ann. §79-23-1. Public/redacted copies shall also be used/released for any reason deemed necessary by MDCPS, including but not limited to, submission to the PPRB, posting to the publicly accessible Transparency Mississippi website, etc.

1.1.3. Late Submissions

A bid received after the exact time specified for receipt will not be considered. The agency will not be responsible for any delivery failure. All risk of late submission – is entirely on the Bidder. A bid is considered delivered to the Agency when it is received by the MDCPS Contracts & Procurement staff.

The time and date of receipt shall be automatically recorded when the submission form is completed by bidder.

1.2. Expenses Incurred in Preparing Bid

MDCPS accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a bid. Such expenses shall be borne exclusively by the bidder.

1.2.1 Required Letter of Intent

Offerors shall notify MDCPS of their intention to submit a bid. The letter of intent (Attachment I) shall be submitted via email contracts@mdcps.ms.gov by November 13, 2024, 10:00 a.m. CST. The letter of intent shall include the title of this invitation for bids, the Offeror’s organizational name and address, one (1) to two (2) sentences stating that the Offeror’s organization intends to submit a bid for this service, location of the service area, and the contact person’s name, title, phone number, fax number, Tax I.D. number, DUNS number, address and email address. Contracts@mdcps.ms.gov shall acknowledge receipt of letter of intent via email. A NON--NON-ACKNOWLEDGEMENT is a NON-RECEIPT of the required letter of intent.

1.3. Bid Form

All pricing must be submitted on the bid form (Attachment B). Failure to complete and/or sign the bid form may result in the bidder being determined nonresponsive.

1.3.1. Bidder Certification

The bidder agrees that submission of a signed bid form is certification that the bidder will accept an award made to it as a result of the submission.

1.3.2. Independent Price Determination

By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the bid. The prices quoted shall be inclusive of, but not limited to, the following: all required equipment/material; all required insurance; all required overhead; all required profit; all required vehicles; all required fuel; and, all required licenses, certifications, fees, or permits.

1.4. Registration with Mississippi Secretary of State

By submitting a bid, the bidder certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within five (5) business days of being offered an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

1.5. Debarment

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or federal government. The bidder shall submit a completed MDCPS Debarment Verification Form, attached to this IFB as Attachment G. Attachment G shall be received by the MDCPS, in the bid submitted by the bidder, no later than 10:00 a.m., CST on December 5, 2024. MDCPS reserves the right to deem any bid packet not containing an executed MDCPS Debarment Verification Form, as non-responsive to the IFB.

1.6. Registration with Mississippi’s Accountability System for Governmental Information and Collaboration (MAGIC) If the respondent is not already registered as a supplier in MAGIC, the respondent should register as a supplier with the State of Mississippi. Registering as a supplier with the State of MS allows businesses to register for upcoming opportunity notifications by the products they supply, search the system for upcoming solicitations, respond to solicitations electronically, and receive purchase orders via e-mail. The registration can be completed at the following link:

http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/ Any questions regarding registration in MAGIC should be directed to the Mississippi Management and Reporting System (MMRS) staff by emailing mash@dfa.ms.gov or calling 601-359-1343

1.7. Proprietary Information

Any bidder claiming that its response contains information exempt from the Mississippi Public Records Act (Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1), shall segregate and mark the information as confidential and provide the specific statutory authority for the exemption. The bidder shall submit a completed Proprietary Information Form, attached to this IFB as Attachment F. If bidder does include a redacted copy of the bid package, the redacted copy will be considered public record and will be released by MDCPS upon receipt of a Public Records Request. If bidder does not include a redacted copy of the bid package, the entire bid package will be considered public record and subject to review by the general public. and will be released by MDCPS upon receipt of a Public Records Request. Failure to clearly redact any proprietary information, trade secrets, or other confidential commercial/financial information may result in that information being released in a public records request

1.8. Additional Information

Questions relating to services shall be submitted in writing to Shaquita Mallett at Contracts@mdcps.ms.gov by the deadline reflected in Section 1.1.1. Questions concerning the technical portions of the Invitation for Bids should be directed to LaShunda Williams at Contracts@mdcps.ms.gov by the deadline reflected in Section 1.1.1. MDCPS will not be bound by any verbal or written information that is not contained within this IFB unless formally noticed and issued by MDCPS. Bidders are cautioned that any statements made by contact persons that cause a material change to any portion of the bid document shall not be relied upon unless subsequently ratified by a formal written amendment to the bid document. At no time shall any bidder or its personnel contact, or attempt to contact, any MDCPS staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in this section Acknowledgment of Amendments: Should an amendment to the IFB be issued, it will be posted on the Mississippi Contract/Procurement Opportunity Search Portal website and the MDCPS website (www.mdcps.ms.gov) in a manner that all bidders will be able to view. Further, bidders must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package (Attachment H), by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter. The acknowledgment should be received by MDCPS by the time and at the place specified for receipt of bids as reflected in Section 1.1.1. It is the bidder’s sole responsibility to monitor the website for amendments to the IFB.

MDCPS reserves the right to amend the contents of this IFB as it deems necessary. This IFB, all questions, requests for clarification, and answers will be published on the Mississippi Contract/Procurement Opportunity Search Portal and the Mississippi Department of Child Protection Services (hereinafter “MDCPS”) website (http://www.mdcps.ms.gov) in a manner that all bidders will be able to view. It is the sole responsibility of the Offeror to monitor the MDCPS website and the procurement portal for amendments to the IFB to ensure their bid complies with any such amendments

1.9. Type of Contract

Compensation for services will be in the form of a firm-fixed-price agreement.

1.10. Written Bids

All bids shall be in writing.

SECTION 2

2.1. Background

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

• strengthening families;

• preventing child abuse, neglect and exploitation; and,

• promoting child and family well-being and permanent family connections Purpose MDCPS seeks to establish multiple contracts with trauma-informed providers for emergency therapeutic placement and treatment services for children/youth in care. Successful bidders will be expected to provide various services for children and youth with complex needs (medical and/or behavioral) who have experienced multiple placement changes. Services will be provided as needed. It is understood that any contract resulting from IFB may require approval by the Public Procurement Review Board (PPRB). If any contract resulting from this IFB is not approved by the PPRB and/or OPSCR (if required), it is void and no payment shall be made.

2.2. Scope of Services

The Independent Contractor shall provide services to youth in MDCPS custody and should be designed to meet their needs while they are unable to live at home or with a Resource Family; therefore, requiring care in a residential setting that is integrated within the community.

The goal for a child in care is lasting permanency through reunification, relative care, adoption, or guardianship; therefore, the primary work with the child and family should be focused on making this happen.

The Independent Contractor shall provide structure, therapeutic support, behavioral intervention, and other services identified in a child’s permanency plan for children with moderate clinical and behavioral needs.

The Independent Contractor shall be designed to address behavioral, emotional, or family problems and the need for progressive reintegration into family and community living. The youth shall remain involved in community-based schools (if possible) and participate in community and school-based recreational activities with appropriate supervision.

The Independent Contractor should be designed to work with youth on but not limited to the following characteristics:

1. Destructive Behaviors

2. Aggressive and Defiant Behaviors

3. Poor Impulse Control

4. Inappropriate Sexual Behaviors

5. Disruptive Mood Dysregulation Disorder

6. Attention Deficit Hyperactivity Disorder

7. Poor Social Skills

8. Poor Communication Skills

9. Self-injurious behaviors

10. Trauma related issues

11. Anxiety

12. Depression

13. Complex Medical needs

14. Autism Spectrum Disorder

15. Intellectual and/or Developmental Disability

16. Activities of daily living

17. Other medical, behavioral and/or mental health related concerns The Independent Contractor will provide the following therapeutic services based on the individualized needs of the youth.

1. Individual therapy

2. Family therapy

3. Group therapy

4. Play therapy

5. Medication Management

6. Case management

7. Psychological and/or psychiatric evaluations and treatment

8. Other therapeutic services as appropriate and available The contractor will provide the child(ren) with all needed psychiatric, medical, dental, educational, and social services.

During the period, monthly reports must include report of all services (psychiatric, medical, dental, educational, and social) provided to the identified child – inclusive of any examinations, treatment plans, and treatment provided; report of immunization status and any illness; all psychological and/or psychiatric evaluations and treatment; report of school progress or lack thereof and any identified issues/concerns related to progress or lack thereof; summary of significant relationships (family, school, and community), and any identified safety and risk concerns related to the placement setting and/or provider of placement services.

Engagement of MDCPS in discharge planning prior to discharge.

Notification of no less than ten (10) days of discharge.

Engagement of MDCPS in planning for any visits of three days or more and for all trips or visits out of state.

A. GENERAL REQUIREMENTS

1. Services shall be provided in the least restrictive environment that is appropriate to the individual child’s strengths and needs.

2. Services must reflect practice that is culturally responsive and designed to provide for the unique needs of each child.

3. Provider shall not discriminate against a child in its care based on gender, gender identity, race, ethnicity, religion, national origin, disability, medical problems, or sexual orientation.

4. Provider shall be actively engaged in preserving connections and relationships for children with their families of origin.

5. Medical, dental and mental health needs shall be addressed by the Provider for child in custody of MDCPS

6. The Provider shall be responsible for ensuring each child placed receives:

a. An initial medical exam within seventy-two (72) hours of a child coming into MDHS custody and a comprehensive medical exam within thirty (30) days of a child coming into MDCPS custody. The admission packet of the Provider should be designed to capture this information and MDCPS county staff will be expected to inform Provider staff when the child came into custody. Both the initial and comprehensive exam may take place during the same medical appointment.

b. Ongoing routine medicals shall be obtained for each child by anniversary date of child’s timely initial medical exam.

c. Every child three years old and older shall receive a dental examination within 90 calendar days of foster care placement and every six months thereafter. Every foster child who reaches the age of three in care shall be provided with a dental examination within 90 calendar days of his or her third birthday and every six months thereafter.

d. The Provider shall secure mental health assessments on all children age four (4) and above within thirty (30) days of the date of custody if child has not received one already.

e. The Provider shall be responsible for ensuring all children receive ongoing mental health assessments and identified mental health services are put into place as necessary.

f. Developmental assessments will be secured for all children ages zero to three (0-3) and for children older than three (3) when there is suspicion of any developmental delays.

g. The Provider shall maintain an immunization schedule meeting the health needs of the child and the requirements of the State Department of Health as necessary.

h. Medicaid providers shall be sought for all medical, dental, and mental services.

i. Medications will be administered and monitored by assigned staff of the Provider

j. Administration of psychotropic medications requires a written authorization from the County of Responsibility.

7. The Provider shall send documentation of and from all medical, dental and mental health examinations or assessments to the child’s MDCPS worker within seventy hours (72) of receipt. Additionally, the MDCPS worker shall be notified of all written and/or verbal recommendations for care immediately.

8. An inventory of all personal property of the child shall be completed by the Provider and MDCPS staff at the time of admission and upon discharge. The Provider and MDCPS staff must verify at admission and upon discharge the items the child is bringing to or taking from the Provider. Re-placement clothing will be provided by the MDCPS County of Responsibility as needed.

9. Hygiene supplies shall be provided through the per diem rate by the Provider.

10. Any injury to a child shall be documented along with any subsequent treatment. The child's MDCPS worker shall be notified immediately of minor or serious injuries and of the treatment required and/or received.

11. In the event that the child runs away, is placed in a detention center or a hospital (acute or residential), or placed in any other emergency facility, the Provider shall immediately notify verbally and in writing: the MDCPS County of Responsibility staff. Additionally, the Provider shall work with MDCPS staff to ensure that connections are maintained with the child (unless on runaway status) until they are able to return to a more permanent placement.

12. Family counseling/therapy, therapeutic support and family visits shall not be contingent on the child’s behavior and cannot be denied to the child as part of any discipline.

Placement Disruption

1. No child shall be ejected from placement based on behaviors, unless it is deemed medically necessary that they go into a higher-level of care or unless the child presents an immediate threat of harm to himself or others. The Offeror shall put forth all efforts to prevent this disruption, including utilizing MDCPS Treatment Navigators or Mobile Crisis Teams through community mental health centers. Immediate removal may occur if the child is a threat of harm to self or others.

2. In the event that a child may need a higher level of care than the Offeror can provide, and the Offeror has put forth all efforts to prevent the placement from disruption, an emergency Discharge Family Team Meeting must be held to determine the next best placement for the child.

3. Upon discharge from the higher level of care, the child shall return to the same location if placement is needed and if a bed and space available.

4. Unplanned discharge meetings may be held with a 48-hour notice.

2.3. Term

The anticipated term of the contract shall be for a period of five (5) years, beginning on January 8, 2025, through January 7, 2031.

The multi-term contract will be canceled if funds are not appropriated or otherwise made available to support the continuation of performance in any fiscal period succeeding the first; however, this does not affect either the State’s rights or the contractor’s rights under any termination clause in the contract.

Compensation for services will be in the form of a Firm Fixed Price Adjustment. A unit price shall be given for each service, and that unit price shall be the same throughout the contract.

SECTION 3

3.1. Insurance

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

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

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

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

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

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

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

SECTION 4

4.1. Bid Evaluation

Bids will be evaluated based on the requirements set forth in IFB No. 2024TPTS001, which may include criteria to determine acceptability, such as, inspection, testing, quality, workmanship, de-livery, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in the evaluation for award shall be objectively measured where possible. This IFB sets forth the evaluation criteria to be used. No criteria will be used in an evaluation that is not set forth in this IFB. Only bidders who are found responsive and responsible will have their bids considered.

MDCPS intends to make multiple awards as a result of this solicitation. Bidders are encouraged to provide a bid for all services that can be offered to MDCPS for children/youth with complex needs using Attachment A Bid Cover Sheet for each service.

All bidders who are found to be responsive and responsible will be awarded a standby contract.

Being awarded a contract will not guarantee usage. Usage will be determined by the agency's needs and vendors will be chosen as needed according to the details outlined by Section 4.3

4.1.1. Responsive Bidder

Bidder must submit bid which conforms in all material respects to this IFB No. 2024TPTS001, as determined by MDCPS.

4.1.2. Responsible Bidder

Bidder must have capability in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance, as determined by MDCPS.

4.1.3. Minimum Qualifications to be Deemed Responsible

1. Bidder must have been in business and provided Therapeutic and Treatment Services similar in requirements and scale to those described in this IFB, for a minimum of five (5) years.

2. Bidder must submit a written, detailed statement of experience demonstrating their work with children and youth who have behavioral and/or medical complexities and their experience using a trauma-informed treatment model approved by MDCPS that is embedded in all aspects of service delivery to the youth served.

3. Bidder must explain how it will service the State of Mississippi on the Bid Cover Sheet and must provide all the required information for verification purposes.

4. Bidders must have a child-licensed facility that provides adequate space and temporary placement for multiple children/youth with behavioral and medically complex needs in MDCPS custody.

5. Bidders offering services must be nationally accredited by the Commission on Accreditation of Rehabilitation Facilities (CARF), the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), the Council on Accreditation, or others approved by the Mississippi Department of Child Protection Services;

6. These minimum qualifications are in addition to a minimum score of six (6) on the Reference Score Sheet (Attachment E) from reference interview by MDCPS staff with two (2) bidder references for a total minimum scoring requirement of twelve points (12), as well as all other requirements of this IFB. (See Attachment D & Attachment E)

4.1.4. Exceptions

Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the bid form. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to rejection in whole or in part.

List and clearly explain any exceptions, for all Invitation for Bids Sections and Attachments, in the table below. Indicate “N/A”, if there are no exceptions. (See Attachment O).

4.1.5. Informalities & Irregularities

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

4.1.6. Rejection of Bids

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

4.1.7. Bid Withdrawals

If the price bid is substantially lower than those of other bidders, a mistake may have been made. A bidder may withdraw its bid from consideration if certain conditions are met:

1. The bid is submitted in good faith.

2. The price bid is substantially lower than those of other bidders because of a mistake

3. The mistake is a clerical error, not an error of judgment.

4. Objective evidence drawn from original work papers, documents, and other materials used in the preparation of the bid demonstrates clearly that the mistake was an unintentional error in arithmetic or an unintentional omission of a quantity of labor or material.

To withdraw a bid that includes a clerical error after Bid Opening, the bidder must give notice in writing to MDCPS of its claim of right to withdraw a bid. Within two (2) business days after the bid opening, the bidder requesting withdrawal must provide to MDCPS, all original work papers, documents, and other materials used in the preparation of the bid.

A bidder may also withdraw a bid, prior to the time set for the opening of bids, by simply making a request in writing to MDCPS. No explanation is required.

4.1.8. Conditioning Bid Upon Other Awards

Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi Contract shall be deemed non-responsive, and not be acceptable.

4.1.9. Bid Submission Format

The bid package must contain the following:

· Table of Contents

· Bid Cover Sheet (Attachment A)

· Documentation of Minimum Qualifications

· Bid Form (Attachment B)

· Certification and Assurances (Attachment C)

· Completed References (Attachment D)

· Completed and Signed Proprietary Information (Attachment F)

· Completed and Signed Debarment Form (Attachment G)

· Completed and Signed Acknowledgment of Amendment, if applicable (Attachment H)

· Required Letter of Intent (Attachment I)

· Completed and Signed Pre-Applicant Statement of Acknowledgement (Attachment K)

· Minority Vendor Self Certification Form (Attachment M)

· Completed and signed Bid Exception Summary Form (Attachment O)

· Completed and Sign W-9 form

· Current Certificate of Insurances

Bidders must organize, and label each section accordingly, its scanned and signed bid in the order provided. Each Bidder must contain original or electronic signatures, as allowable, on all forms requiring signatures. Please scan and create a searchable Adobe® portable document format (pdf) for all forms requiring wet signatures. Unsigned bids and bids that do not include all required forms and sections may be rejected, at MDCPS’s sole discretion.

4.1.10. References

Each bidder must furnish a listing of at least three (3) trade references along with the contact person, address, and phone number for each. These references must be familiar with the bidder’s abilities in the areas involved with this solicitation. MDCPS will use these references to determine the bidder’s ability to perform the services. It is the responsibility of the bidder to ensure that the reference contact information is correct and current. Bidders should verify before submitting their bid that the contact person and phone number are correct for each reference. MDCPS staff must be able to reach two (2) references for a bidder within two (2) business days of bid opening to be considered responsive. Further, the bidder must score a minimum of six (6) points on each Reference Score Sheet which will be used by the MDCPS staff when interviewing the two (2) references (for a total minimum scoring requirement of twelve (12) points) to be considered responsive and/or responsible. (See Section 4.1.3 and Attachments D and E) Only bidders who are found responsive and responsible will have their bids considered. The bidder may submit as many references as desired. MDCPS will begin contacting references at the top of the list and will continue down the list until MDCPS completes Reference Score Sheets for two (2) references.

4.2. Bid Opening

Bid opening will be open to the public; however, this will include opening, reading aloud, and listing the bid price on each bid only. No discussions will be entered into with any bidder as to the quality or provisions of the specifications and no award will be made, either stated or implied at the bid opening.

4.3. Award

Any contract awarded from this procurement will be a stand-by contract for therapeutic placement and treatment services that MDCPS may activate as necessary.

The Contract will be awarded by written notice to the responsive and responsible bidders whose bid meets the requirements and criteria set forth in this IFB on date specified as reflected in Section 1.1.1. Any bids received may be rejected in whole or in part when in the best interest of the State.

MDCPS will contact the lowest responsible and responsive vendor awarded first for emergency therapeutic placement and treatment services. If placement is not available, MDCPS will contact the next lowest responsive and responsible vendor on the list for placement and continue down the list until there is an opening or placement for the child.

As an example, if there are four vendors that are awarded a standby contract. MDCPS will first contact Vendor A for placement each time a child in MDCPS will need emergency therapeutic placement. If Vendor A does not have any openings or beds available. MDCPS will contact Vendor B for availability. MDCPS will contact vendors available by lowest price until there is an opening for each child. MDCPS will select the lowest awarded vendor that is available for placement for children and youth in MDCPS in custody.

4.3.1. Notification

All participating bidders will be notified of MDCPS’ intent to award a contract. Notice of award is made available to the public which will identify the selected vendors. The winning bidders will be notified via e-mail of the award. Additionally, a letter will be sent to all bidders.

4.3.2 Contract Management

If contractor fails to adhere to the Therapeutic Placement and Treatment Services schedule, or if contractor fails to satisfactorily provide the prescribed service to all or any service area, MDCPS will inform contractor, and contractor shall complete corrective action within twenty-four (24) hours. No payment shall be made to contractor until all deficiencies have been corrected. If contractor exhibits a pattern of non-performance as shown by repeated deficiencies, MDCPS may terminate the Contract without further obligation to contractor. (MDCPS may elect to use the form included as Attachment J, Therapeutic Placement and Treatment Services Discrepancy Report.)

SECTION 5

5.1. Post-Award Vendor Debriefing

A bidder, successful or unsuccessful, may request a Post-Award Debriefing, in writing, by U.S. Mail or electronic submission. The written request must be received by the Commissioner of MDCPS within three (3) business days of notification of the contract award. A Post-Award Debriefing is a meeting and not a hearing; therefore, legal representation is not required. A debriefing typically occurs within three (3) business days of receipt of the request. If a bidder prefers to have legal representation present, the bidder must notify the Commissioner of MDCPS in writing and identify its attorney by name, address, and telephone number. MDCPS will schedule and/or suspend and reschedule the meeting at a time when a Representative of the Office of the Mississippi Attorney General can be present.

For additional information regarding Post-Award Debriefing, as well as the information that may be provided and excluded, please see Section 7-113 through 7-113.07, Post-Award Vendor De-briefing, of the Mississippi Public Procurement Review Board (PPRB), Office of Personal Service Contract Review (OPSCR) Rules and Regulations.

5.2. Required Contract Terms & Conditions

Any contract entered into between MDCPS and a vendor/bidder shall include the required clauses found in Attachment L and those required by the Mississippi Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations.

5.3. Optional Contract Terms & Conditions

Any contract entered into between MDCPS and a vendor/bidder pursuant to this IFB may have, at the discretion of the MDCPS, the optional clauses found on https://www.dfa.ms.gov/personal-service-contract-review (Rules and Regulations). MDCPS discourages exceptions from these optional clauses. Such exceptions may cause a bid to be rejected as non-responsive. Bids which condition the bid based upon the State accepting other terms and conditions not found in the IFB, or which take exception to the State’s terms and conditions, may be found non-responsive, and no further consideration of the bid will be given.

It is understood that if this contract requires approval by the Public Procurement Review Board and/or the Mississippi Department of Finance and Administration Office of Personal Service Contract Review and this contract is not approved by the PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

5.4. Attachments

The attachments to this IFB are made a part of this IFB as if copied herein in words and figures

ATTACHMENT A

BID COVER SHEET

The Mississippi Department of Child Protection Services (hereinafter "MDCPS," "Agency," or "State") is soliciting bids from qualified bidders to provide Therapeutic Placement and Treatment Services for MDCPS. The vendor will perform services as outlined in IFB No. 2024TPTS001.

Name of Company:

Quoted By:

Signature:

Address:

City/State/Zip Code:

Company Representative:

Telephone:

Fax:

E-Mail:

FEIN/EIN # (if company, corporation, or partnership):

SSN (if individual):

In addition to providing the above contact information, please answer the following questions regarding your company:

What year was your company started?

How many years and/or months has your company been in the business of performing the services called for in this IFB?

IFB No. 2024TPTS001 Page 2 of 2

Please provide the physical location and mailing address of your company’s home office, principal place of business, and place of incorporation.

If your company is not physically located in the region, how will you supply Therapeutic & Treatment Services to agencies in the region? ______

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please discuss the impact both in organizational and directional terms. ____________

List all licenses or permits your company possesses that are applicable to performing the services required in this Invitation for Bids.

For how many customers has your company provided Therapeutic & Treatment Services in the past two (2) years? Please include the dates, the size of the area maintained, and the annual amount of the billing to each customer. _____

What is the largest customer your company has provided Therapeutic & Treatment Services for in the past two (2) years? Please include the annual amount of the billing. ____________

Describe any specific services which your company offers along with any specialized experience, certification, and/or education of your current staff.

List all the equipment that your company has available or that is intended to be used to perform the services required in this Invitation for Bids.

ATTACHMENT B

BID FORM FOR THERAPEUTIC PLACEMENT & TREATMENT SERVICES

The pricing quoted must be inclusive of, but not limited to the following:

· All required labor

· All required profit

· All required overhead

· All required insurance

· All required transportation

· All required fuel and mileage

· All required equipment and materials

· Any and all other costs associated with performing the services

· All required business and professional licenses, permits, fees, etc. (if any)

Pricing Structure: All pricing for Therapeutic Placement and Treatment Services includes all associated costs with no additional or hidden fees. Compensation for services will be in the form of a Firm Fixed Price Agreement. A unit price shall be given for each service, and that unit price shall be the same throughout the Contract.

Facility Description/Type:

Daily Per Diem

1:1 Services (Optional)

*Transportation outside of normal contractual requirements (Optional)

*Annualized Residential Education (Optional) (Regular or Special)

* Prior Approval Required from MDCPS Number of Beds

By signing below, the Company Representative certifies that he/she has authority to bind the company, and further acknowledges on behalf of the company:

Authorized Representative Signature

ATTACHMENT C

CERTIFICATIONS & ASSURANCES

1. That he/she has thoroughly read and understands this IFB and the attachments thereto;

2. That the company meets all requirements and acknowledges all certifications contained in this IFB and the attachments thereto;

3. That the company agrees to all provisions of this IFB and the attachments thereto including, but not limited to, the Required and Optional Clauses to be included in any contract resulting form this IFB (Attachment L)

4. That the company will perform, without delay, the services required at the prices quoted in this Attachment B; and

5. That, to the best of its knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as of the submission date.

6. That the company has, or will secure, at its own expense, applicable personnel who shall be qualified to perform the duties required to be performed under this IFB.

7. That the company can and will meet all required laws, regulations, and/or procedures related to Therapeutic Placement & Treatment Services and represents that it is licensed, certified and possesses the requisite credentials to perform these services. Further, if the company is the successful bidder and the material, equipment, etc., delivered is subsequently found to be deficient pursuant to any federal and state laws and regulations in effect on the date of delivery, all costs necessary to bring the material, equipment, etc. into compliance with requirements shall borne solely by Company.

8. NON-DEBARMENT By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or federal government and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or federal government.

9. INDEPENDENT PRICE DETERMINATION - The bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to those prices, the intention to submit a bid, or the methods or factors used to calculate the bid offered.

10. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING CONTINGENT FEES - The prospective contractor represents as a part of such Contractor’s bid or proposal that such Contractor has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

11. REPRESENTATION REGARDING CONTINGENT FEES - The Contractor represents that it has not retained a person to solicit or secure a State contract upon an agreement or understanding for a commission, percentage, brokerage, or other contingent fee, except as disclosed in the Contractor’s bid or proposal.

12. REPRESENTATION REGARDING GRATUITIES - The bidder, offeror, or contractor represents that it has not violated, is not violating, and promises that it will not violate the prohibition against gratuities set forth in Section 6-204 (Gratuities) of the Mississippi Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations.

Signature:

Date:

Name:

Title:

Company Name: ______________________________________________________________

Note: Failure to sign the bid form may result in the bid being rejected as non-responsive. Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

ATTACHMENT D

PROFESSIONAL REFERENCES

REFERENCE 1

Name of Company:_____________________________________________________________________ Dates of Service:_______________________________________________________________________ Contact Person:________________________________________________________________________ Address:_____________________________________________________________________________ City/State/Zip:_________________________________________________________________________ Telephone…