LTRSS Proposed Services Response Form.docx

RFP# 202607123

Long-term Resource Support Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. General Requirements

1. Perform all services and maintain all standards and requirements for services provided under the contract resulting from this RFP, included related Delivery Orders (DOs).

2. Provide a single point of contact to respond to questions and coordinate communication for both Department staff and the Resource.

3. Provide Long-term recruitment and/or payroll services, as requested by the Department, for categories listed in Appendix G (List of Resource Types).

4. Provide monthly, quarterly, and ad hoc reporting to the Department upon request.

B. Recruitment Requirements

1. Identify a Resource for the Engagement by:

a. Responding to recruitment Requests made by the Department by advertising, screening, interviewing, and all other standard aspects of recruitment for finding and attracting the potential Resource necessary to meet the Department’s Long-term Resource needs.

i. The Provider may use an existing Resource as a Candidate.

ii. The Department reserves the right to cancel the Request at any time.

b. Ensuring the response to Requests:

i. Has a minimum of one (1) proposed Candidate that meets or exceeds the specifications made in the Request.

1) Notify the Department within five (5) business days if the Provider is unable to propose Candidates.

ii. Is submitted within the timeframe specified in the Request.

1) Standard turnaround time for presenting a viable Candidate that meets or exceeds the requirements outlined in the Request is ten (10) business days, unless otherwise specified.

iii. Includes a revised and competitive Mark-up Rate, when requested by the Department, that is preferably less than, but does not exceed, the capped Mark-up Rate identified in the contract resulting from this RFP.

c. Providing feedback to the Department when experiencing challenges in identifying a Resource, on current market expectations for a Resource in the requested category.

i. The Resource Hourly Rate may be revised if approved by the Department.

d. Ensuring the proposed Candidate meets the minimum qualifications under the Request, including any licensure/certifications required under State Statute and/or Rule.

i. Additional specific requirements, such as verifying the Resource status on the Office of Inspector General Medicare Exclusion list, will be included on the Request.

e. Ensuring the Department is afforded the opportunity to interview any final Candidate identified by the Provider.

i. Provide, upon request of the Department, the Candidate’s resume and other related information which may include, but is not limited to the application for employment, evidence of appropriate knowledge, experience, and competencies related to the specific job responsibilities, prior job performance reviews, and employment references.

ii. The Department reserves the right to accept or reject any offer by the Provider for any proposed Candidate.

f. All costs associated with recruiting a Provider Identified Resource is the responsibility of the Provider, including but not limited to travel and lodging for interviews.

C. Pre-Engagement Requirements

0. Facilitate Long-term Engagement offers to the selected Candidate.

1. Provide written confirmation and verification to the Department that the selected Candidate:

0. Passed the background checks in accordance with the Department’s Rider D, Section 13. Background Checks.

0. Has a valid, in good standing Maine license/certification to practice in their respective field from the appropriate licensing board, as specified in the Request or as otherwise agreed to in writing between the Department and Provider.

i. Applicable licensure/certification must remain valid, in good standing throughout the term of the Engagement.

c. Has good status on the Office of Inspector General Medicare Exclusion list, as applicable and described in the Request.

3. Finalize the Resource’s Hourly Rate, Mark-up Rate, and Billable Rate with the Department.

4. Finalize the Engagement Period as well as the standard work schedule and location with the Department.

a. The Engagement Period must be based upon Department need and require final Department approval.

b. A Resource, by default, is expected to work forty (40) hours per work week in alignment with the Department’s standard operating hours of Monday - Friday, 8 a.m. to 5 p.m. ET, excluding State holidays and administrative closings.

i. The Resource may be required to provide support on Saturdays, Sundays, State Holidays, and/or administrative closings.

ii. Some Engagement may require alternate schedules outside the hours of 8 a.m. to 5 p.m. ET, such as those performing work at the Department’s psychiatric hospitals or during a state of emergency.

iii. Exact hours will be determined on a case-by-case basis.

c. The Resource is expected to have some portion of their schedule on-site and be assigned to a specific Department office; remote work must be approved by the Department and will be documented in the DO.

5. Adhere to the Department’s DO process (refer to Appendix H), including ensuring the Resource does not begin Engagement until the DO receives final State approval.

6. All costs associated with Pre-Engagement of the selected Candidate is the responsibility of the Provider.

D. Engagement Requirements

1. Provide payroll functions to the Resource, including but not limited to:

a. Identifying the Resource as an Independent Contractor or Employee.

b. Processing weekly timecards.

c. Complying with all State and Federal record-keeping requirements for Human Resources (HR)/payroll services.

d. Being responsible for all payroll withholding and benefit requirements as applicable.

e. Preparing quarterly and annual withholding reports as required by State and Federal employment guidelines (https://www.irs.gov/payments/tax-withholding).

f. Performing general HR/payroll record keeping requirements as required by law for HR/payroll services, including SOM Local Government Record Retention and Federal-Record-Retention-Requirements.

2. Invoice the Department for hours worked by the Resource.

a. Provide an electronic timecard system or other Department approved mechanism for the Department to approve hours worked.

b. Invoices may only be submitted for approved DOs.

3. Ensure the Resource abides by MaineIT Policies & Standards and all access to the State systems is performed using devices, accounts, authentication methods, and virtual private networks, provisioned by the Department and in alignment with the MaineIT policies, including:

a. Access Control Policy

b. Access Control Procedure for Users

c. Mobile Device Policy

d. Network Device Management Policy

e. Rules of Behavior Policy

f. Security Awareness Training

g. User Device and Commodity Application Policy

4. Ensure the Resource reviews and acknowledges in writing prior to the start of the Engagement and annually thereafter as applicable, and adheres to the policies outlined by the Department, including but not limited to:

a. Use of State-owned equipment, confidentiality of information, and any other Statewide policy identified by the Department.

5. Ensure the Resource complies with all applicable State and Federal laws, rules, regulations, and standards.

6. Abide by the State’s remote working requirements, including but not limited to:

a. Ensuring the Resource who work remotely complies with all applicable State and Federal privacy and security policies.

b. Ensuring all tools and equipment supplied by the Department and/or MaineIT remains property of the State and is returned at the end of the Engagement Period.

i. State owned cell phones will only be provided to Resources if the Engagement requires the use of such technology and as outlined in the in DO.

c. Providing safeguards for the Resource to perform work remotely on behalf of and as approved by the Department, including but not limited to confidential work space and reliable and secure internet.

7. Abide by the State travel reimbursement requirements.

a. Ensure Resource travel is approved by the Department.

b. A Resource who travels as part of their Engagement will be reimbursed for all or part of their expenses, as approved by the Department in writing, and in accordance with the State travel policy and 5 M.R.S. §1541(13)(A).

c. Invoice the Department for approved and allowable travel costs including details regarding travel miles, expense receipts, and any other necessary documentation.

d. Adhere to requests for a detailed audit related to travel records within five (5) business days.

8. Abide by the Department’s schedule changes, leave time, and other accommodation requirements.

a. Schedules may be impacted as a result of State/Department administrative closing, including but not limited to weather or other State directed reasons.

i. At the discretion of the Department, the Resource may be allowed to work an alternate schedule in order to meet Department operational requirements.

ii. To the extent an alternate schedule is not approved, the Resource may use personal leave time that is built into the Mark-up Rate which is unbillable to the DO.

1) Such action cannot penalize the Resource’s relationship with the Department (i.e., the Provider cannot penalize the Resource for taking unavailable earned paid leave time for actions out of their control).

b. Notify the Department of approved family medical leave, workers compensation, and/or ADA accommodations for the Resource.

i. The Provider is responsible for ADA accommodations for a Provider Identified Resource unless approved in writing by the Department while the Department will be responsible for ADA accommodations for a Department Identified Resource.

c. Coordinate scheduled and unscheduled leave time with the Department.

i. Obtain Department approval for scheduled leave time.

ii. Ensure the Department is notified immediately, by the Provider or Resource, when the Resource is expected to be absent or late during their standard work schedule.

d. Ensure changes to the standard work schedule are approved in advance by the Department.

e. Support the Department’s request for an alternate/replacement Resource during the times the original Resource is unable to fulfill the schedule requirements, which may include but is not limited to the Resource:

i. Being unable to work for an extended period of leave time (as defined by more the two (2) consecutive weeks); or

ii. Needing an intermittent or unpredictable schedule that unreasonably reduces availability/billable time.

9. Overtime

a. Ensure all Overtime is approved in writing by the Department when there is a need for the Resource to work over forty-five (45) hours per week.

i. Overtime reimbursement will be provided to the Resource for actual hours worked at the Resource Hourly Rate (straight time).

ii. In rare circumstances, Overtime may be billed at a premium Hourly Rate (such as time and a half) if approved by the Department (e.g., a rare circumstance may include multiple consecutive weeks of billing for over forty-five (45) hours per week).

1) The premium Hourly Rate may only be used when the Resource works over forty-five (45) hours in a given week.

2) The premium Hourly Rate will be capped at one point five (1.5) times the Hourly Rate.

3) There must be a separate line item in the DO rate table showing the premium Hourly Rate to document it was approved by the Department.

4) There must be a capped number of Overtime hours.

10. Performance and Disciplinary Actions

a. Ensure the Resource consistently reports to work, as scheduled by the Department, exhibits an appropriate degree of professionalism, and completes all required tasks as assigned, during the Engagement.

b. Ensure the Department is made aware of disciplinary discussions and written and/or verbal communications regarding or involving any Resource.

c. Address and work with the Resource to alleviate any performance issues, including feedback from the Department.

d. Consult the Department in decisions where the Provider believes it should terminate the Resource.

e. Support the Department in its right to immediately remove the Resource/DO for performance or when it is in the best interest of the Department.

E. Termination/Resignation from Engagement Requirements

1. Coordinate and facilitate meetings with the Department and the Resource when performance concerns rise to the level of a potential decision to end a Resource’s assignment on an Engagement.

a. Collaborate with the Department and conduct any separation of Engagement with the Resource, as agreed upon.

b. Immediately remove the Resource from an Engagement at the discretion of and as directed by the Department.

i. Any termination actions must be performed by the Provider.

2. Notify the Department immediately upon discovery of:

a. Any adverse action being taken by any agency of any state against a Resource’s professional license; and/or

b. If the Resource’s applicable professional license expires during the Engagement Period.

3. Ensure the position, where a Resource is terminated or resigned or is removed from an Engagement, is filled with a qualified Provider Identified Resource throughout the Engagement Period by:

a. Immediately notifying the Department and confirm a replacement Resource is required.

b. Replace with or find a qualified Candidate adhering to the Recruitment Requirements outlined in Part II, C. of the RFP.

i. In the event the Provider is unsuccessful in presenting a viable replacement Candidate acceptable to the Department within thirty (30) calendar days, the Department will apply a penalty of twenty percent (20%) of the Billable Rate for every scheduled working day over the thirty (30) calendar day window where a viable Provider Identified Resource is not available during the Engagement Period.

ii. At the discretion of the Department, the penalty may be waived.

F. Conversion of the Resource to State Employment

1. Cooperate with the Department, if a Resource is selected to be hired under a State payroll line, in converting the Resource in an efficient, effective, and timely manner, and in accordance with State HR procedures.

0. Only Provider Identified Resources can be invoiced a Conversion Fee, a Conversion Fee is not applicable for Department Identified Resources.

1. A Conversion Fee, when approved by the Department, will have a maximum payment equal to ten percent (10%) of the Billable Rate based on the first six (6) months of the Engagement Period.

0. The Conversion Fee will be based upon an estimate of the number of remaining workdays, excluding holidays and prorated PTO days (versus annual allowed PTO days).

0. The Conversion Fee will be calculated based upon the Billable Rate.

1. No Conversion Fees will be made to the Provider for transitions after the initial six (6) months of the Engagement Period.

1. The Provider must invoice separately for the Conversion Fee upon Department approval of the final Conversion Fee amount.

G. Rate and Fee Requirements

0. General

0. Have a Mark-up Rate, set by Resource category (refer to Appendix G) and by the Resource’s relationship with the Provider (i.e., Employee or Independent Contractor).

i. The final Mark-up Rates outlined in the contract resulting from this RFP must be the maximum Mark-up Rates charged for any DO.

ii. The Department and Provider may negotiate a lower Mark-up Rate which will be documented in the DO.

b. Multiply the Resource Hourly Rate by the Mark-up Rate to determine the Mark-up Amount.

i. The sum of the Resource Hourly Rate plus the Mark-up Amount will be the Billable Rate.

c. A Conversion Fee will be approved by the Department and paid in a lump sum based upon the Conversion Fee requirements outlined in Part II, F. of the RFP.

2. Benefits

a. Provide a minimum level of benefits to the Resource who is considered an Employee of the Provider which includes:

i. Health insurance that meets the minimum value standard of at least sixty percent (60%) of the total cost of medical services, provides substantial coverage for physician and inpatient hospital services, and complies with the Employer Shared Responsibility Provisions as required under the Affordable Care Act.

ii. Dental insurance which covers preventative care at a minimum value standard of at least ninety-five (95%) of the total cost of dental services, with a minimum of two (2) cleanings per year, with the cost of preventive care not applying towards the annual maximum benefit.

3. Ensure the Resource Hourly Rate includes, but is not limited to:

a. Basic compensation (salary).

b. Travel costs to and from the main office location (commuting).

c. The Resource’s portion of the costs to cover benefits.

4. The Mark-up Rate for a Resource, who is considered an Employee of the Provider, must include, but not be limited to:

a. Applicable employment taxes.

b. Workers Comp and other insurances, including liability.

c. Operational costs, including payroll/payment services.

d. Basic Resource oversight and supervision.

e. Thirteen (13) State holidays on an annual basis, modified and prorated based upon the holidays that align with the Resource’s Engagement Period.

f. Ten (10) PTO days on an annual basis (per DO year), in accordance with 26 M.R.S. §637 and in support of 26 M.R.S. §636 Family Sick Leave, prorated based upon the duration of the Engagement Period.

g. The awarded Bidder’s portion of the costs to cover benefits requirements.

h. Profit margin.

5. The Mark-up Rate for a Resource, who is considered an Independent Contractor of the Provider, must include, but not be limited to:

a. Applicable taxes.

b. All other operational costs, including payment services.

c. Basic Resource oversight.

6. Ensure invoices only include request for reimbursement for actual hours worked by the Resource, and do not include:

a. Holidays observed by the State.

b. Personal leave time, including but not limited to vacation and sick leave.

7. Additional line items in the DO rate table, as approved by the Department, may include, but are not limited to:

a. Special travel required by the Department outside of normal business commuting.

b. Malpractice insurance (including tail coverage), to the extent it applies to the Resource.

c. All or part of these expense may be covered through the approved Mark-up Rate as opposed to additional line items in the DO.

DHHS RFP Proposed Services Response Form (Rev. 10/2025)