KINSHIP REVISED RFP-MDCPS SUBGRANT FOR KINSHIP NAVIGATOR PROGRAM IMPLEMENTATION (2).docx

ANDREA SANDERS

COMMISSIONER

REQUEST FOR PROPOSALS (RFP)

KINSHIP NAVIGATOR PROGRAM IMPLEMENTATION

RFP# 2025KNPI

RFx: 3140004260

Issue Date: Wednesday, June 25, 2025

CLOSING LOCATION

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

CONTACT

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

CLOSING DATE AND TIME

Proposals must be received by Thursday, July 24, 2025, by 12:00 PM, CT

MDCPS WELCOMES THE PARTICIPATION OF MINORITY BUSINESSES

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL (RFP) PROCESS OVERVIEW

1.1 Proposal Acceptance Period

Respondents shall submit one (1) original, signed proposal, and one (1) electronic copy on USB flash drive in a sealed envelope or package to the following (mailed or hand-delivered), no later than the time and date specified for receipt of proposals:

MDCPS Contracts & Procurement RFP No. 2025KNPI - Kinship Navigator Program Implementation 750 North State Street Jackson, Mississippi 39202

NOTE: MDCPS will NOT accept proposals submitted via either electronic mail or facsimile.

Timely submission is the responsibility of the respondent. Proposals received after the specified Proposal Submission Deadline described herein shall be rejected. Any proposal received later than 12:00 PM CT on Thursday, July 24, 2025, will be declared non-responsive and not eligible for consideration for possible award of a subgrant. MDCPS will not entertain any exceptions to this hard deadline. The envelope or package shall be marked with the proposal opening date and time, and the number of the RFP. The time and date of receipt shall be indicated on the envelope or package by MDCPS staff. Modifications or additions to any portion of the procurement document may be cause for rejection of the proposal. MDCPS reserves the right to decide, on a case-by-case basis, whether to reject a proposal with modifications or additions as non-responsive. As a precondition to proposal acceptance, the MDCPS may request the respondent to withdraw or modify those portions of the proposal deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

1.1.1 Timeline

Anticipated Posting of Answers to Questions and Requests for Clarifications:

July 16, 2025

Note: MDCPS reserves the right to adjust this schedule as it deems necessary. MDCPS may post Answers to Questions or the Notice of Intent to Award on dates other than those stated above without amendment to this RFP. The initial contract term is determined by MDCPS, but MDCPS may change the dates of the initial contract term without amendment to this RFP if the date changes are necessary because of the procurement schedule. No other dates shall be changed unless a written amendment is issued. MDCPS also has the right to reject any and all proposals during any step of the procurement or awarding process (even after negotiations have begun).

1.1.2 Rejection of Proposals

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

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

B. The proposal fails to include provisions as designated in the RFP.

C. The proposal is conditional.

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

E. The proposal is received late. Late proposals will be retained unopened in the procurement file.

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

G. The proposal contains false or misleading statements or references.

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

I. The proposal fails to follow the required format of Sec. 4.3.

1.1.3 Exceptions

Respondents taking exception to any part or section of the solicitation shall indicate such exceptions on the Proposal Exception Summary Form, attached to this RFP as Attachment B. Failure to indicate any exception will be interpreted as the respondent’s intent to comply fully with the requirements as written. Conditional or qualified proposals, unless specifically allowed, shall be subject to rejection in whole or in part.

1.2 Expenses Incurred in Preparing Offers

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

1.3 Confidential and Proprietary Information

Should the respondent’s proposal contain any confidential or proprietary information per Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1 (1972, as amended), the respondent shall submit a separate redacted PDF copy of the proposal on a separate USB flash drive. The USB flash drive containing the separate redacted proposal shall be clearly labeled as “REDACTED COPY.” A redacted copy will be in addition to the number of required copies as requested in Sec. 1.1 of this RFP.

If a respondent does include a redacted copy of the proposal, the redacted copy will be considered public record and will be released by MDCPS upon receipt of a Public Records Request. If the respondent does not include a redacted copy of the proposal, the entire proposal (including attachments, etc.) will be considered public record and subject to review by the general public. Requests to review confidential and/or proprietary information will be handled in accordance with applicable legal procedures. 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.

1.4 Registration with Mississippi Secretary of State

By submitting a proposal, the respondent 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, the respondent hereby certifies that it will register with the Mississippi Secretary of State 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 proposal, the respondent certifies that it is not currently debarred from submitting proposals for subgrants issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or federal government. The respondent shall submit a completed MDCPS Debarment Verification Form, attached to this RFP see Attachment H for additional details. The MDCPS reserves the right to deem any proposal not containing an executed MDCPS Debarment Verification Form as non-responsive to this RFP.

1.6 Competitive Proposals

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

Respondents submitting proposals in response to this RFP may be required, at MDCPS' discretion, to make an oral presentation of their proposals. The objectives of such presentations will be to clarify any questions MDCPS may have regarding proposed services and costs to assist MDCPS in arriving at a final selection. Toward this end, respondents shall have employees selected from key management positions available for attendance if a presentation is required. MDCPS will schedule the time and location of these presentations. These oral presentations are solely at the option of MDCPS and may or may not be conducted at the discretion of MDCPS.

1.7 Additional Information

Questions and requests for clarifications regarding this RFP shall be submitted in writing by e-mail to the RFP Coordinator at contracts@mdcps.ms.gov. Verbal questions will NOT be accepted. Questions shall NOT contain proprietary or classified information. MDCPS does not guarantee that questions received after the deadline are reflected in Section 1.1.1. Timeline will be answered. When submitting questions and requests for clarifications, “Questions for RFP No. 2025KNPI - Kinship Navigator Program Implementation” should be the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

1.

MDCPS will not be bound by any verbal or written information that is not contained within this RFP unless formally noticed and issued by MDCPS. Respondents are cautioned that any statements made by contact persons that cause a material change to any portion of the RFP shall not be relied upon unless subsequently ratified by a formal written amendment to the RFP. At no time shall any respondent or its personnel contact, or attempt to contact, any MDCPS staff regarding this RFP except in writing to the email address as set forth and, in the manner prescribed in this section.

1.8 Acknowledgment of Amendments

Should an amendment to the RFP be issued, it will be posted on the MDCPS website (www.mdcps.ms.gov) in a manner that all respondents will be able to view and posted to the MS Procurement Portal for ARPA Subgrants. Further, respondents must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the proposal, by identifying the amendment number and date in the space provided for this purpose on the amendment, or by letter. The acknowledgment should be received by the MDCPS by the time and at the place specified for receipt of proposals as reflected in Section 1.1.1. It is the respondent’s sole responsibility to monitor the MDCPS website for amendments to the RFP.

This RFP, all questions, requests for clarification, and answers will be published on the MDCPS website (www.mdcps.ms.gov) and posted to the MS Procurement Portal in a manner that all respondents will be able to view by the date reflected in Section 1.1.1. (Attachment T)

1.9 Type of Contract and Payment for Services

Agreement(s) for services resulting from this RFP will be in the form of a firm fixed price subgrant. Payments for services will be on a Cost Reimbursement basis as detailed and required in the most current version of the MDCPS Subgrant Manual (Sec. 5.7).

Depending upon requirements of a federal award and other applicable federal cost principles, MDCPS may provide reimbursement to Subgrantees on a Current Needs/Cash Advance basis for the first sixty (60) days of the subgrant period. Subgrantees must submit this initial payment request through a Cash Advance Claim Support Form. Payments on Current Needs/Cash Advance basis may be permitted by MDCPS provided that the Subgrantee maintains and/or demonstrates the capacity through established written procedures and financial management systems to meet the requirements of applicable federal cost principles.

All payment requests will be on a Cost Reimbursement basis. Cost Reimbursement claims shall be accompanied by the following required supporting documentation: Subgrantee’s General Ledger, Monthly Expenditure Report Form, and required Participant Data that reflects participants served during the prior month.

Payment on Cost Reimbursement basis will be processed based on respondent’s proper submission of a Claim Form along with required supporting documentation detailing services provided for any negotiated subgrant agreement. Any Subgrantee request for payment shall comply with the most current version of the MDCPS Subgrant Manual. MDCPS reserves the right, under the MDCPS Subgrant Manual, to monitor and review all claim submissions under any Subgrant Agreement entered into based upon this procurement.

NOTE: Subgrantees that receive funding from any other source, such as another agency or grant, shall not be reimbursed for providing any of the proposed services as required and detailed in Sec. 2.3 of this RFP.

1.10 Written Proposals

Proposals shall be in writing, indexed, and divided by sections to allow for ease of handling and review by MDCPS.

SECTION 2: PROGRAM INFORMATION

2.1 Purpose

The Family First Prevention Services Act (FFPSA) was signed into law as part of the Bipartisan Budget Act on February 9, 2018. This act reforms the federal child welfare financing streams, Title IV-E and Title IV-B of the Social Security Act, to provide services to families who are at risk of entering the child welfare system. Mississippi Department of Child Protection Services is responsible for implementing the federal regulations resulting from FFPSA, manage the Title IV-E State Plan, and administer funding to support these efforts.

The Mississippi Department of Child Protection Services is seeking proposals from qualified entities with child welfare experience to direct and implement a kinship navigator program using a collaborative approach that meets the needs of kinship caregivers in Mississippi. The contractor will be responsible for developing a family-driven Kinship Navigator program that includes care coordination and caregiver supports structured to serve kinship caregivers, preferably with non-child welfare involved children. The program shall be incrementally rolled out in targeted areas across the state, with the goal of rolling out statewide. These services aim to preserve family connections, promote stability, and reduce trauma for children involved in the child welfare system. Kinship care recognizes the importance of familiar environments, cultural continuity, and lifelong bonds.

Preference will be given to an entity or entities that:

· Has extensive experience with the below Core Service Components

· Can provide all Core Service Components of the comprehensive kinship navigator program statewide. Please indicate service area(s) in the response.

· Already has an established program readily available for use by the kinship navigator program.

· Has capability to track progress and report outcomes as needed by MDCPS. Reporting requirements must include demographic data such as age, gender, race, and ethnicity. Other information may be required as requested.

2.12 Definitions

A Kinship Navigator program supports relatives and other close family friends known as kinship caregivers, who step in to care for children when their parents are unable to do so. This service assist caregivers to navigate complex systems by connecting them with vital resources such as financial assistance, legal aid, health care, support groups, and educational services.

Kinship Navigator services often include outreach to kinship families, information and referral services, and strong partnerships between public and private agencies. The goal is to ensure the stability and well-being of both the children and the caregivers, promoting family preservation and long-term permanency.

For this RFP, the below definitions apply:

🔹Kinship Caregiver A relative or non-relative adult (e.g., godparent, family friend, or neighbor) who has taken on the full-time care and responsibility of a child when the biological parents are unable to do so.

🔹 Kinship Care A caregiving arrangement where a child lives with and is raised by a relative or close family friend instead of the child’s biological parents. This can be formal (through the child welfare system) or informal (private arrangement between families).

🔹 Kinship Navigator Program A program that helps kinship caregivers connect to resources, benefits, and services (e.g., legal help, financial support, child care, mental health) through information, referral, and advocacy.

🔹 Formal Kinship Care A caregiving arrangement where the child has been placed with relatives by a child welfare agency and is in foster care under legal supervision.

🔹 Informal Kinship Care A private arrangement where relatives care for a child without the involvement of child welfare agencies or courts.

🔹 Fictive Kin An adult who is not biologically related to the child but has a close emotional bond and is treated like family (e.g., a godparent or longtime family friend).

🔹 Permanency Planning The process of finding a long-term caregiving arrangement for a child that provides stability and legal security, such as guardianship, adoption, or reunification with parents.

🔹 Guardianship A legal status that gives a caregiver legal rights and responsibilities for a child without terminating parental rights.

🔹 Adoption A legal process where the caregiver becomes the child’s permanent legal parent, with full parental rights and responsibilities.

2.13 Service Area Description

Respondents shall adhere to the proposal limitation of twenty (20) pages in providing its responses to the scope of services below.

MDCPS plans to partner with an agency to provide Kinship Navigator services, supporting caregivers who step in to care for children when parents are unable to do so. This collaboration aligns with our mission to keep children safe, supported, and connected to family. Services will be offered across all MS counties, ensuring that kinship caregivers throughout the area have access to critical resources, guidance, and support.

The provider agency shall be responsible for retaining and managing all qualified staff, assure program compliance, overseeing spending and oversight of funds, monitoring the programs and services, and shall be responsible for ensuring and fulfillment of its obligations.

The Kinship Navigator Project will serve families with targeted outreach in communities most affected by informal or formal kinship care placements. Services will be accessible through both in-person visits and virtual platforms, ensuring flexibility and equity in access.

NOTE: Letters of Collaboration will NOT be counted towards the proposal limitation of not more than twenty (20) pages.

2.2 Scope of Services

Core Service Components

Federal requirements of the Kinship Navigator Program:

1. The kinship navigator program will need to assist kinship caregivers in learning about, finding, and using programs and services to meet the needs of the children they are raising.

2. The developed program

a. shall be coordinated with other State or local agencies that promote service coordination or provide information and referral services, including the entities that provide 2–1–1 or 3–1–1 information systems where available, to avoid duplication or fragmentation of services to kinship care families;

b. shall be planned and operated in consultation with kinship caregivers and organizations representing them, youth raised by kinship caregivers, relevant government agencies, and relevant community-based or faith-based organizations and promote effective partnership;

c. shall establish information and referral systems that link (via toll-free access) kinship caregivers, kinship support group facilitators, and kinship service providers to—

(iii) relevant training to assist kinship caregivers in caregiving and in obtaining benefits and services; and

(iv) relevant legal assistance and help in obtaining legal services;

d. shall provide outreach to kinship care families, including by establishing, distributing, and updating a kinship care website, or other relevant guides or outreach materials;

e. shall promote partnerships between public and private agencies, including schools, community based or faith-based organizations, and relevant government agencies, to increase their knowledge of the needs of kinship care families and other individuals who are willing and able to be foster parents for children in foster care under the responsibility of the State who are themselves parents to promote better services for those families; and

f. may support any other activities designed to assist kinship caregivers in obtaining benefits and services to improve their caregiving

In addition to federal requirements of the Kinship Navigator Program, the contractor shall

· develop a detailed manual which consists of program components and processes

· pilot the program within one year for statewide services

· relatives and fictive kin caring for children involved with MDCPS

· families providing care through informal arrangements with agency awareness

· kin caregivers navigating post-permanency transitions, including those who have assumed guardianship, adopted, or supported a child through reunification

· caregivers in need of support to maintain safe, stable placements and access needed resources

· develop an evaluation method and outcome study that will demonstrate positive effects of the program and meet the Title IV-E Prevention Services Clearinghouse As part of a comprehensive service model, Kinship Navigators offer concrete supports and legal assistance to address the unique challenges kinship families face.

Concrete Supports Kinship Navigator Services provide access to essential, tangible resources to help meet the immediate and ongoing needs of caregivers and the children in their homes. These supports may include:

· Emergency financial assistance (e.g., for utilities, housing, transportation, food, etc.)

· Access to food, clothing, and school supplies

· Referrals to community-based programs offering respite care, childcare, and mental health services

· Support in accessing public benefits such as TANF, SNAP, and Medicaid Legal Assistance Navigators assist kinship caregivers in understanding and addressing the legal complexities of caregiving. Services may include:

· Information and referrals for legal aid to establish guardianship, custody, or adoption

· Assistance navigating the child welfare and family court systems

· Help complete legal documents related to kinship care

· Advocacy support during court proceedings or administrative hearings These services empower caregivers by reducing barriers to stability and permanency and ensure children remain safely within their extended families and communities.

Referral Process Referrals to the Kinship Navigator Program can be made by MDCPS caseworkers, community partners, or directly by kinship caregivers.

1. Identification of Need When a kinship caregiver (e.g., grandparent, relative, or family friend) assumes care for a child outside of the formal foster care system, MDCPS staff or partners identify the potential need for supportive services.

2. Referral Submission A standardized referral form is completed and submitted via email or secure online portal to the designated Kinship Navigator agency. Referrals should include basic caregiver information, family circumstances, and identified areas of need (e.g., legal assistance, financial support, child care).

3. Intake and Assessment Upon receiving the referral, a Kinship Navigator contacts the caregiver within 3–5 business days to conduct an intake and assess the family's needs.

4. Service Coordination and Navigation Based on the assessment, the Navigator develops a personalized service plan, connects the family to appropriate resources, and provides ongoing follow-up to ensure successful access and resolution.

5. Feedback and Follow-Up Navigators provide updates to referring entities (as appropriate) and continue engagement with the caregiver to monitor progress and offer additional support as needed.

Communication and Collaboration with MDCPS and/or other Community-based Organizations The selected provider(s) will meet with MDCPS on a schedule determined by MDCPS to discuss program implementation, challenges, best practices, etc. Provider(s) will work collaboratively with MDCPS to create approved content, forms etc. for program outreach and participation. Provider(s) will also work with MDCPS to maintain up-to-date contact information for families participating in the program. The selected provider(s) should build rapport within each community to better assist youth with needed resources.

Program Regulation and Confidentiality Federal and State statutes and regulations govern the program. These mandates set performance standards for quantity and quality of work. Failure to meet these requirements may result in large penalties to the State. Certain other legal responsibilities are established, such as duties of confidentiality. The potential Subgrantee shall be subject to these same requirements and will assume liability for Federal or State penalties due to potential Contractor performance issues or breach of confidentiality requirements as determined by MDCPS.

Reporting Requirements Record-keeping is required of all subgrantees to ensure that documentation used to accomplish their assigned tasks is available for monitoring purposes. Grantees are expected to illustrate their evaluation and reporting plans as a part of their proposal submission. Specific reporting requirements will be jointly developed between MDCPS and the successful proposer(s) to meet the proposer’s specific program characteristics.

Organizations receiving funds must submit a brief end-of- the year report on the funded project documenting activities, including actual date(s) of occurrence, project outcomes, summary of expenditures paid for with awarded funds, photo documentation of project (if applicable), pre- and post-survey results, lessons learned – both positive and negative and evaluation results including audience/beneficiary feedback.

Evaluation The awardee is expected to establish and monitor metrics of success jointly with MDCPS. Describe what will serve as your criteria for success regarding this subgrant. For each metric identified, describe the data collection strategy and the mechanism through which the data will be used to improve program development and service delivery. Evaluations must consider:

· Evaluation design, including whether it is a randomized or quasi-experimental design.

· Key research questions being evaluated.

· Whether the study has sufficient statistical power to disaggregate outcomes by demographics.

· Timeframe for the completion of the evaluation including a link to the completed evaluation.

The selected provider should make efforts to formally submit the Kinship Navigator Program for review by the Title IV-E Prevention Services Clearinghouse to establish its eligibility for federal recognition and funding under the Family First Prevention Services Act. Presenting the program for evaluation is a critical step in demonstrating its effectiveness, securing long-term support, and ensuring it can be sustained and expanded to meet the needs of kinship caregivers across the state.

Funding Payment for services will be on a cost reimbursement basis only. Payment will be requested by submission of a claim form documenting services of any negotiated subgrant provided. Any request for payment shall comply with MDCPS and State of Mississippi accounting system requirements. MDCPS intends to make subsequent subgrant negotiations dependent upon available funding.

Proper record-keeping is required of all subgrantees to ensure that documentation used to accomplish their assigned tasks is available for monitoring purposes. The Subgrantee shall ensure that MDCPS is satisfied with the services being provided.

SECTION 3: MINIMUM CERTIFICATIONS

3.1 Required Respondent Certifications

Respondents MUST complete the Required Respondent Certifications included in this RFP as Attachment C. If any attachments are required as a result of an answer in Attachment C, Respondent must include those attachments as part of Attachment C and label the attachments accordingly.

3.2 Subgrantee Documentation

Respondents MUST complete the required Subgrantee documentation included in this RFP as Attachment D.

3.3 Insurance

The successful Subgrantee(s) shall maintain Workers' Compensation insurance which shall inure to the benefit of all Subgrantee's personnel performing services under the resulting Agreement, comprehensive general liability or professional liability insurance and employee dishonesty or fidelity bond insurance1 in the amount equal to twenty-five percent (25%) of the funds awarded hereunder. All workers’ compensation, comprehensive general liability, professional liability, and employee dishonesty insurance will list MDCPS as an additional insured. Subgrantee shall furnish MDCPS with a certificate of insurance providing the aforesaid coverage, prior to the commencement of performance under this Agreement. Insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance. The subgrantee shall be prepared to provide evidence of required insurance upon request by MDCPS at any point during the subgrant period and should consult with legal counsel regarding its obligations. In any subcontract into which Subgrantee enters with Subcontractors, there shall be a like insurance provision in which the Subcontractor shall provide the same coverage to and for its personnel.

In support of a proposal responsive to this RFP, the respondent shall, at a minimum, provide a binder or commitment letter from the respondent’s insurer documenting the respondent’s ability to obtain insurance coverage in the event it is awarded a subgrant.

SECTION 4: PROPOSAL FORMAT

4.1 Written Proposals Shall Contain the Following Minimum Information:

Proposals that do not include the following information may be deemed nonresponsive and not considered for evaluation.

4.1.1 The name of the respondent, the location of the respondent’s principal place of business and, if different, the place of performance of the proposed subgrant;

4.1.2 The age of the respondent’s business and average number of employees over the past five (5) years;

4.1.3 Organization chart and resumes listing the abilities, qualifications, and experience of all persons who would be assigned to provide the required services on behalf of the respondent;

4.1.4 Listing of three (3) references for contracts or projects under which services similar in scope, size, or discipline were performed or undertaken during the past five (5) years, including the names and addresses of the projects and the scope of the projects. Also include the name of the organization, length of contract or project, a brief summary of the work, and the name, address, e-mail address, and telephone number of a responsible contact.

These references must be familiar with the respondent’s abilities in the areas involved with this RFP. MDCPS will use these references to determine the respondent’s ability to perform the services. It is the responsibility of the respondent to ensure that the reference contact information is correct and current. Respondents should verify before submitting their response that the contact person and phone number are correct for each reference. MDCPS staff must be able to reach one (1) reference for a respondent within two (2) business days of proposal opening. The respondent may submit as many references as desired. MDCPS will begin contacting references at the top of the list and will continue down the list until MDCPS completes a Reference Sheet for one (1) reference. (See Attachments E and F).

4.1.5 A service plan providing as many details as is practical explaining how the services will be delivered and how participants will be served (Sec. 2);

4.1.6 An evaluation plan explaining how the program outcomes will be evaluated, measured, and reflect participants served;

4.1.7 Identify and explain Contingency Plan

4.1.8 Total estimated cost to provide the services as outlined in Section 2 within the geographic area identified in response to Sec. 2.2 throughout the term of the potential subgrant. Total estimated cost should be presented in the following format:

Total estimated cost MUST be accompanied by a Budget Narrative and Total Price Estimate (Please see Attachment R for guidance). A justification is required when the proposed budget narrative for administrative expenses exceeds 10% of the total estimated cost.

Indirect/administrative costs cannot exceed over 10% of the total project budget. Grantees will be required to document and justify all expenses listed under indirect/administrative cost:

1) Personnel expenses related to staff not directly supporting the project

2) Fringe

3) Insurance

4) Supplies Budget Narrative and Price Estimate. Respondents must place an emphasis on service delivery to participants. Respondents are expected to submit their best and lowest budget to deliver services described and detailed in their proposal. The Budget Narrative should include a brief description justifying the budgeted amounts for each budget line item. MDCPS reserves the right to reject any proposal with an unreasonable budget as determined by MDCPS.

Managing Agency shall maintain for MDCPS inspection copies of all agreements with partner organizations which shall also include, but not be limited to, partner organization’s Budget Narrative in accordance with the most current version of the MDCPS Subgrant Manual.

If respondent’s Budget Narrative includes allocation of funds to Lower-Tier partner organizations that totals 50% or more of the total project budget, respondent SHALL provide a written justification for such allocation of funds to Lower-Tier partner organizations as an attachment to the Budget Narrative.

4.1.9 Organization’s financial statement for the last two (2) years audited financial statements complete with the notes and opinion letter from respondent’s auditor and/or other proof, acceptable to MDCPS, of financial responsibility.

For organizations that expended $750,000.00 or more in federal funds over the last two (2) fiscal years, please provide your organization’s Single Audit for each year pursuant to 2 C.F.R. §200.501.

For organizations that expended under $750,000.00 in federal funds over the last two (2) fiscal years, respondents must submit an IRS status letter and the organization’s most recent year-end financial statements. Newly formed organizations must submit either their most recent tax returns and/or management reports provided that expended funds does not exceed $750,000.00.

In order to assure financial responsibility in performing the requirements of this RFP, MDCPS reserves the right to require a current financial statement prepared and certified by an independent auditing firm.

Respondents, including the parent corporation of any subsidiary corporation submitting a response, must include in their proposal evidence of financial responsibility and stability for the performance of the Subgrant Agreement resulting from this RFP.

The State reserves the right to request any additional information to assure itself of respondent’s financial status.

In the event that a respondent is either substantially or wholly owned by another corporate entity, the proposal must also include the most recent detailed financial report of the parent organization, and a written guarantee by the parent organization that it will unconditionally guarantee performance by the respondent of each and every term, covenant, and condition of such contract as may be executed by the parties.

Disclose if and when respondent has filed for bankruptcy within the last seven (7) years under its name or the sole proprietor’s name in a related business. For respondents that are partnerships or corporations, respondents must disclose whether any of its principals, partners or officers have filed bankruptcy within the last seven (7) years in a related business.

Disclose any company restructurings, mergers, and acquisitions over the past three (3) years that have impacted any products or services the respondent has included in this proposal.

4.2 Evaluation Procedure

4.2.1 Step One:

Proposals will be reviewed to ensure compliance with the minimum specifications. Proposals that do not comply with the minimum specifications will be rejected immediately, receiving no further consideration. The respondent shall be notified in writing if their response is rejected.

4.2.1.1 Responsive Respondent

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

4.2.1.2 Responsible Respondent

Respondent 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.

4.2.2 Step Two:

Proposals that satisfactorily complete Step One will be reviewed and analyzed to determine if the proposal adequately meets the needs of MDCPS based on a total of 100 possible points. Proposals that receive a total score of 75 points or above may be considered for award depending upon availability of funding. Factors to be considered are as follows:

4.2.2.1 Relevant Experience and Expertise (10 point maximum)

· Provide a brief description of the organization’s mission and history.

· Specify which programs your organization currently administers.

· Describe the organization’s experience and capability in providing and coordinating long-term services.

4.2.2.2 Service Goals and Objectives (10 point maximum)

· Provide a brief description of the applicant's goals and objectives, and related information concerning the proposed project. Specify:

· The ability to provide the organizational framework for successful program and case management services that will ensure all grant requirements are met.

· The Work Plan will be utilized to ensure compliance of the proposed scope of work, which should include position descriptions, workflow processes, and work location(s) for each manager.

· The ability to work through a centralized database that is secured and shares information with disaster survivors to assist in fulfilling their unmet needs and receive a timely delivery of service without duplication of benefits.

· The ability to produce fiscal expenditure reports that adhere to generally accepted accounting principles that are in accordance with the requirements of federal OMB Circular No. A-87, Cost Principles for State, Local and Tribal Governments.

4.2.2.3 Program Approach (15 point maximum)

· Provide a description of the proposed no cost or low-cost site location to be funded through this grant, and/or any provision of mobile access, and specify all costs associated with it.

· Describe the case management program process and how appropriate information will be safeguarded and reported.

· Describe the ability to gather, analyze and report statistical, programmatic, and fiscal data throughout this process.

· Describe the procedures that will be in place to ensure case management continuity.

4.2.2.4 Management Plan (10 point maximum)

· Describe in detail the number, job titles, qualifications, responsibilities and skills of staff.

· Describe the management, administration and supervision methods that will be utilized in the operation of the program.

4.2.2.5 Service Coordination/Collaboration (10 point maximum)

· Provide a brief description of any collaborative relationships or agreements that would enhance the services proposed.

· Describe how the Applicant will work with the State and any other identified resources or service agencies to ensure that services are provided effectively and efficiently.

· Provide a Contingency Plan that addresses specific situations or incidents that may or may not be out of its control.

4.2.2.6 Timetable (10 point maximum)

· Based on the parameters set forth in the RFP, describe the timetable for implementation.

· Describe how the Applicant will ensure that the proposed services are in operation within 30 days of contract finalization. If the proposed project/services will not begin within the 30-day timeframe, provide the reasons along with a revised timeframe.

4.2.2.7 Budget Narrative (35 point maximum)

· Provide a detailed budget narrative for the described program.

Points awarded for price will be calculated utilizing the formula documented in Attachment S.

4.2.3 Step Three:

The MDCPS Program Director or his/her designee will contact the respondent(s) with the proposal(s) which best meets MDCPS needs (based on factors evaluated in Step Two). MDCPS will then perform an internal risk assessment on each respondent evaluated. MDCPS reserves the right to not consider a Respondent for award if the MDCPS Risk Assessment identifies the Respondent as High Risk. MDCPS will then issue a Notice of Intent to Award and attempt to negotiate an agreement that is deemed acceptable to both parties.

4.3 The Following Response Format Shall Be Used for All Submitted Proposals:

4.3.1 Table of Contents: Proposals shall contain an index or table of contents with page/section/subsection headings and page numbers identifying where information can be located for review.

4.3.2 Cover Letter: Provide a cover letter indicating the following: underlying philosophy of the firm in providing the services described herein and experience of the firm in providing the service; list of partner organizations (as applicable); number of years that the service has been delivered; and statement on the extent of any corporate expansion required to handle the service. Cover letter should also include Respondent organization name, UEI Number, respondent address, respondent’s personnel contact name, phone number, fax number, and email address. This cover letter must be signed by the person authorized to represent the respondent and include required information detailed in Section 4.1.1 and 4.1.2.

4.3.3 Proposal: Provide responses to specifications in Sections 2.2 through 2.4 (and all subsections) that describe in detail how the service will be provided and estimated number of participants to be served in each county. Include a description of major tasks and subtasks as required in Section 4.1.5, 4.1.6, and 4.1.7. The limit of twenty (20) pages applies to this section. The respondent designed employer verification form shall be included as an additional attachment to this Section as required in Sec. 2.3(C)(1)(c)(iii).

4.3.4 Personnel: Attach organizational chart and resumes of all those who will be involved in the delivery of service (from principals to field technicians) that include their experience in this area of service delivery. For vacant or proposed staff positions, Respondents shall include job descriptions and ideal qualifications for each position. Indicate the level of involvement by principals of the firm in the day-to-day operation of the contract. Pursuant to Sec. 4.1.3.

4.3.5 References and Project Experience: Provide Project Experience and References pursuant to Sections 4.1.4 which shall include:

· Three (3) References for three (3) Contracts or Projects (meeting requirements of 4.1.4) Attachment E to be submitted with this Section.

4.3.6 Cost data: Estimate the annual cost of the service as directed in Section 4.1.8 to include the required Total Estimated Cost, Budget Narrative and Price Estimate (Cost Estimation Worksheet). Cost data submitted at this stage is binding but is subject to being negotiated if your organization is chosen as a finalist. MDCPS reserves the right to solicit a Best and Final Offer (BAFO) from respondents that provided a responsible proposal but whose proposed cost exceeds MDCPS’ anticipated funding for the program. Respondents are encouraged to provide their best proposed cost and/or pricing in their initial response to the RFP. Should MDCPS decide to exercise its right to solicit a BAFO, MDCPS will provide in writing the requirements, process, and schedule for submitting a BAFO response.

4.3.7 Financial Statements: Respondent must provide financial statements pursuant to Sec. 4.1.9.

4.3.8 Acceptance of Conditions, Required Respondent Statements, and Other Required Forms: Indicate any exceptions to the general terms and conditions of the proposal document in Attachment B, Proposal Exception Summary Form. If no exceptions are requested, the form shall still be submitted clearly marked with “N/A” for not applicable, signed and dated. The completed Attachment C, Required Respondent Certifications; Attachment D, Required Subgrantee Documentation; and Attachment G, Service Area Summary Chart (ref. Sec. 2.2); Insurance binder or commitment letter (ref. Sec. 3.3); Registration with Mississippi Secretary of State (if currently registered); and any Acknowledgements of Amendments shall be submitted in this section. ATTACHMENTD SUBGRANTEE REQUIRED DOCUMENTATION

4.3.9 Proposal Format Requirements. Proposals shall be organized in the order outlined in this section and as required throughout the RFP. All pages of the proposal shall be numbered. Each paragraph in the proposal shall reference the paragraph number or letter of the corresponding section of the RFP. If the response covers more than one page, the paragraph number and/or letter shall be repeated at the top of the next page. Information which the respondent desires to present that does not fall within any of the requirements of the RFP shall be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

Proposals shall be written following all of the directives contained in this document. The proposal shall be typed with 12-point font, double-spaced and indexed, and divided into the sections described below to allow ease of handling and review by MDCPS.

Respondents shall adhere to the proposal limitation of twenty (20) pages in providing its responses to Sections 2 of the RFP.

NOTE: Letters of Collaboration, Service Area Summary Chart, and Respondent Designed Employer Verification Form will not be counted towards the proposal limitation of twenty (20) pages.

4.4 Nonconforming Terms and Conditions

A proposal response that includes terms and conditions that do not conform to the terms and conditions in the proposal document to include, but not be limited to, any attachments, exhibits, or amendments is subject to rejection as non-responsive. MDCPS reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its proposal response before a determination by the MDCPS of non-responsiveness based on the submission of nonconforming terms and conditions.

4.5 Informalities and Irregularities

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

4.6 Conditioning Proposal Upon Other Awards

Any proposal which is conditioned upon receiving award of both the particular subgrant being solicited and another subgrant shall be deemed non-responsive and not acceptable.

4.7 Award

Award shall be made to the responsible respondent(s) whose proposal is determined in writing, to be the most advantageous to the State taking into consideration price, evaluation factors set forth in the RFP, and outcome of the MDCPS Risk Assessment. No other factors or criteria shall be used in the evaluation. Following Notice of Intent to Award, MDCPS reserves the right to negotiate with each awarded respondent as it relates to Total Estimated Cost and Scope of Services delivered.

4.7.1 Notice of Intent to Award

All participating respondents will be notified in writing of MDCPS’ intent to award a subgrant. In addition, MDCPS will identify the selected respondent(s). Notice of Intent to Award is also made available to the public.

4.7.2 Notice of Subgrant Agreement

Following the issuance of the Notice of Intent to Award and successful negotiation of the subgrant agreement total cost and scope, MDCPS will issue to…