Preproposal Conference_ FORENSIC SERVICES_ OPASS-23-20904 (2023-09-21 12_24 GMT-4) - Transcript (2).pdf

Preproposal Conference: FORENSIC SERVICES:

OPASS-23-20904 (2023-09-21 12:24 GMT-4) -

Transcript

Attendees

Bianca Renwick -MDH-, Cathy Marshall -MDH-, Daniel Malone, Devon Wheeler, Jarvis Williams -MDH-, Meg

DePasquale -MDH-, Onesta Duke -MDH-, Rachel KH. White -MDH-, Rodney Spence -MDH-, Terrie Logue -

MDH-

Transcript This editable transcript was computer generated and might contain errors. People can also change the text after it was created.

Rodney Spence -MDH-: Good afternoon, We'll get started in just a moment. I'm asking everyone who comes in. Microphones on mute until we get started.

Jarvis Williams -MDH-: Good afternoon Mr. Malone, Daniel Hey,…

Daniel Malone: Hey good.

Jarvis Williams -MDH-: how's it going there? So good. All right, we'll be on that shortly. All right.

00:05:00 Rodney Spence -MDH-: Good afternoon, My name is Rodney Spence. I'm the procurement officer here at

Mdh. I will be the procurement officer for this procurement. I'm going to get this started in just a few moments. We're going to allow just one more minute to allow people to trickle in and then I'll talk to you about today's agenda and the timeline and then we'll go ahead and just get started. I'm asking everyone to keep the microphones on mute right now so there's no background noise or feedback.

Rodney Spence -MDH-: Good afternoon. We're going to give everyone a few more moments. To join us.

Please keep the microphones on mute.

Rodney Spence -MDH-: I think we have everyone. I'm expecting so we can go ahead and get started.

Again. My name is Rodney Spence. I am the procurement officer here at MDH. This is the preproposal conference for the Forensic Services. RIP That's OPASS-23-20904. Today's agenda will start with my review of the virtual conference rules after that we'll have some introductions of the MDH staff. Then I will give you an overview of how the evaluation process works. That will be followed by an overview of the scope of work from one of the program staff. After that, we will open the floor for questions and answers and when we are done with the question-and-answer period, I will close the meeting.

Rodney Spence -MDH-: So again, I'm asking you to keep your phones which are your devices or mute until the question and answer period Once that question and ask a period starts, you will be able to ask a question. By pressing the Raise Your Hand button which is located at the bottom middle portion of your screen. And once you do that, I will call you one at a time.

Rodney Spence -MDH-: Before we get started, Put the name of your organization and your contact information in the chat box. This is how we take attendance. The chat box is located to the right of your screen again. Please put the name of your organization, your contact information. And indicate whether or not you're an NBE.

Rodney Spence -MDH-: So, those are generally called the conference rules again, once we get to the question and answer period, you can that yellow. Raise your hand button in the middle of your screen, at the bottom, to raise your hand, and then I'll call you one at a time. So, some of you are joining Late, you didn't hear my introduction. My name is Rodney Spence. I am the procurement officer in charge of this procurement. And at this point, I'll allow the rest of the MDH staff to go ahead and introduce themselves.

Rachel KH. White -MDH-: Rachel White, Deputy Regional Director Eastern Shore, Regional Office for DDA

Rodney Spence -MDH-: Jarvis, did you want to introduce yourself?

Jarvis Williams -MDH-: Jarvis Williams and Jarvis, Williams Forensic Services Southern Maryland

Regional Office Contract Monitor

Rodney Spence -MDH-: Okay, thank you, everyone. So at this point, I'll start the overview of our evaluation process. This procurement is being conducted on the COMAR Title 21 which means we're going to be using a two-part evaluation process. Starting with the technical evaluation.

Rodney Spence -MDH-: We will review your technical proposals. We have any questions or if you need any clarifications or any oral presentations done? Then we will have to resolve those issues before we move on to the financial portion of your proposal. If a vendor is deemed notice susceptible for receiving a contract award, we will dismiss your proposal from the evaluation and we will not open your financials.

Once we get to the financial portion of the evaluation We will rank your financial proposals and we will most likely request the best and final offer giving you a chance to make your pricing more advantageous.

Rodney Spence -MDH-: This procurement has a zero percent MBE goal, this is a fixed price contract, the contract term is for a five year base period, which includes a 90-day transition period.

Rodney Spence -MDH-: Any questions about the contract? Are due to me by September 22nd 2023 at

The proposal closing date is November 6th. 2023 at 4:30 am local closing time. I'll turn it over to the program to talk to you about the scope of work.

Jarvis Williams -MDH-: Good afternoon, Mr. Malone And the rest of the parties here. So I'll just give a brief, understand reading of some of the scope of the work, as you probably read through everything already. But I'll give a general understanding of it. The people that are on the call, those who did not mention their names, they are all end users of this grant, this proposal, or this RFP, And that's why they're part of it. Two people that were not mentioned, I believe Onesta Duke, she's the Southern Maryland, regional director and then Terry Lowe who works with our fiscal services as well. So all these individuals here, they provide support.

Jarvis Williams -MDH-: To the end of us using this grant for the services of forensics. The contracts shall conduct evaluations and testing of defendants in the community Court. Medical offices, Detention centers Maryland, state facilities to determine competency to stand trial criminal responsibility and dangerousness as described in the Annotated, Code of the Maryland, Criminal Procedural Article, 3 of

Incompetency in Criminal Responsibility in Cases. of course, as you Would imagine with the general requirements for this. And your background in history working in our forensic services. The Office of

Quality Evaluations and Placements, utilizes CO-EVALUATORS assigned by the Developmental Disabilities

Administration.

Jarvis Williams -MDH-: And Behavioral Health Administrations Forensic Evaluators to complete, the court ordered forensic evaluations. The lead evaluator takes the initiative and drafting the majority of the forensic reports, the leading evaluator consults with the non-leading evaluator individually or collectively refer to as evaluators here in just a solicit feedback in the order or to produce a combined written report.

Also you will be conducting pre-trial evaluations as assigned by the Developmental Disabilities

Administration with the support of the Office of Quality, Evaluations and Placements.

00:15:00 Jarvis Williams -MDH-: There also will be a conducting of pre-trial evaluations assigned by the

Developmental Disabilities Administration OSAP to determine competency to proceed in dangerous for juveniles. So, again, Dan, as, you know, there are evaluations that are done for those who are juveniles as well. They're referred to us by BHA And we typically are considered the lead or the non lead.

Jarvis Williams -MDH-: Also, there's preparation and dissemination of evaluation reports accompanying documents by the dates specified, by the DDA division within the Office of Court Order. Evaluations and placements, including data, entry and related, administrative tasks The reports shall be demonstrated or demonstrate at least a university, level of written skills.

Jarvis Williams -MDH-: there's an expectation of court testimony as well. We expect to provide court, testimonies to approximately at least 30 hours per year.

Jarvis Williams -MDH-: It is projected that these evaluations will provide this three hours of Expert

Testimony. Each year, the Maryland Department of Health makes, no, guarantee of any minimum, or maximum number of hours that will be required by the contractor, resulting from this solicitation. There's the portion of peer review, which you will be a well aware of is. Also, each evaluation shall participate in the Peer Review. Try Valuation program within the Maryland Department of Health office. A quarterly evaluations and placements each year, including at least four hours of a session with each session requiring up to four hours. Preparation. So again this is something. When going through the pandemic, we had minimized, those type of services. However, that's an expectation going forward that we would be doing peer reviews, consultations and cross trainings.

Jarvis Williams -MDH-: There's expectation that assessing or evaluating individuals with intellectual disabilities and mental disorders. That the person who is doing, the evaluation will have some level of skill set in that area, administering testing instruments to include a minimum of a cast, Mr. Or Tom and other topics related to individuals with intellectual disabilities or developmental disabilities. As you know, those are somewhat standard assessments that have done in our forensic reports. just a general piece on the background purposes and goals again. All these things can be read and the scope the DDA provides a coordinated service delivery system.

Jarvis Williams -MDH-: So, that individuals with developmental disabilities, receive appropriate services, orient toward the goals of integration into the community. These services are provided through a wide array of community-based service del Primarily through a network of non-profit providers as well as forensic residential centers and state residential, centers that provide services to individuals with intellectual disabilities. Services are administered through the four regional offices. And we have all four regional offices represented. Here are end users, each of, which has one or more forensic coordinators in the office. I've been one for the Southern Maryland region.

Jarvis Williams -MDH-: And regarding forensic, evaluation reports that are submitted to us, it's expected that those will be disseminated to all of the regional offices. Wherein, that evaluation is being conducted for that jurisdiction or that court. That's just a drone overview. There's many more things that you can look at. I will give this a brief moment to any of the regional directors, if there's something they would like to share in their ideas of the scope of the work or the clinical information, Jarvis Williams -MDH-: I'll yield to them, briefly.

Onesta Duke -MDH-: Jarvis. I think you ever the majority of it. I don't know if Cathy had any addition or…

Jarvis Williams -MDH-: Yes.

Onesta Duke -MDH-: Bianca or Rachel anyone have any additional input but I think you covered the scope pretty well. I mean, we're all

Bianca Renwick -MDH-: Go pretty well and how it would benefit our system.

Jarvis Williams -MDH-: All right, Rachel or…

Cathy Marshall -MDH-: I agree.

Jarvis Williams -MDH-: thank you. Okay.

Jarvis Williams -MDH-: Okay.

Jarvis Williams -MDH-: All So if there's no other input, Dr. Meg. I haven't heard from you as the clinical director, for DDA

00:20:00 Meg DePasquale -MDH-: No, I think you hit all the points.

Jarvis Williams -MDH-: All right, and Terry, our fiscal director. The Southern Region. He manages our invoicing.

Terrie Logue -MDH-: Sounds good to make.

Jarvis Williams -MDH-: All right, that's the end of my portion of it.

Jarvis Williams -MDH-: we can go into questions. Then Mr, Malone that you might have and your staff as well.

Rodney Spence -MDH-: Thank you Mr. Malone a hole in one moment. Yes. So we're gonna start the question and answer. Period is one. I had to question. Please hit the Raise Your Hand button and I'll call you one at a time. I see that there's only two vendors in the meeting, so, Now, we'll be the time to ask a question.

Devon Wheeler: Hello. I'm Devon Wheeler. With forensic assessment services.

Jarvis Williams -MDH-: Yes, Good afternoon.

Devon Wheeler: Dan and I prepared a few questions. I can go ahead and get started. On page, one of the

RFP. Section 1.1, b. it says that the offer shall be certified, by the Maryland Insurance Administration. Is that a misprint? Should it be the Board of Examiners instead?

Devon Wheeler: And I can give you its page one section 1.1.1 b.

Jarvis Williams -MDH-: Mail insurance administration as licensed, okay.

Devon Wheeler: We did reach out to them and they said that they do not have anything to do with this certification.

Jarvis Williams -MDH-: Okay, I will follow up on that for you.

Devon Wheeler: Okay, great.

Devon Wheeler: And I guess I can just keep going through the question.

Jarvis Williams -MDH-: Yes.

Devon Wheeler: That's all right. and then on page two Section 2.2 b under general requirements, It refers to exhibit two. And give you a chance to take a look at that. We did not find an exhibit too in the RFP. So we're just assuming that it refers to the statues and title, three of the Criminal Procedure article.

Jarvis Williams -MDH-: Presumably. That is correct and I will refer back to you regarding that. Exactly. I mean, yes.

Devon Wheeler: Okay. Thank you.

Devon Wheeler: And then on Page, eight Section 2.10 Enf, it's talking about the hardware and software costs for cured as part of the RFP. Could you explain this a little bit further? what expenses are going to be covered?

Jarvis Williams -MDH-: and this is on page eight and with

Devon Wheeler: Yes, to 2.10 Enf. The hardware and software costs.

Jarvis Williams -MDH-: I can look into that for you and let you know exactly what that might incur or consist of.

Devon Wheeler: Yes. Perfect, thank you. Just any more information That would be great. and then just a few more questions on Page 13 section. Three point one under the contract initiation requirements. Is there an Start date? And is there also a date when the success offer will be notified?

Jarvis Williams -MDH-: So I know go ahead Mr. Spence,…

Devon Wheeler:

Jarvis Williams -MDH-: thank you.

Rodney Spence -MDH-: Yeah, I was just gonna say we don't have an official timeline right now. Of course, we would like to have the contract awarded, as soon as possible. And we will, of course like that since last walk to that.

Devon Wheeler: Okay.

Jarvis Williams -MDH-: Thank you.

Devon Wheeler: Thank you. And Kind of To add on to that same section page, 13 3.1. We understand that the RPE specifies, an end of contract transition and year five but will be current contractor provided transition and do we know what that will look like?

Jarvis Williams -MDH-: That piece like you go ahead Mr. Spence

Devon Wheeler: That is.

Jarvis Williams -MDH-: Over you gonna say something Rodney?

Rodney Spence -MDH-: He was gonna say, we'll look into that and we'll get back to my writing.

Devon Wheeler: Okay, great. Thank you so much.

00:25:00 Devon Wheeler: Dan, I believe you have a few questions…

Rodney Spence -MDH-: Did you have any more?

Devon Wheeler: if you want to.

Jarvis Williams -MDH-: This hand is raised. we can't hear you Dan.

Rodney Spence -MDH-: You need to unmute yourself.

Daniel Malone: There we go. All…

Jarvis Williams -MDH-: Yes.

Daniel Malone: I just had Two questions, which disappeared.

Daniel Malone: What's the section on? I think it's 3.7.1 and point two. It's the paragraphs on Security

Clearance Background Check and Fingerprinting The Board of Examiners a psychologist. Now requires all psychologists to have background checks and fingerprinting prior to renewing their licenses. So by April

1st, this is actually a state law. I think for all health occupation providers Maybe staggered in terms of implementation, but by April 1st 2024,…

Jarvis Williams -MDH-: Yes.

Daniel Malone: all psychologists will have mitted. their background checks and fingerprinting directly to the board will that

Daniel Malone: Requirement by the Board for all licensed psychologists, who would be working under the contract? that board requirement be sufficient to satisfy the requirement of the RFP. I'm asking because to do it again, would be repetitious. I think.

Jarvis Williams -MDH-: I will have to get back to you regarding that matter. Since in the RFP. Yes.

Daniel Malone: And I think it's 3.7.2.

Jarvis Williams -MDH-: Yes, that's correct. I'm looking at it.

Daniel Malone: Yeah, after that talks implies the background check and FINGERPRINTINGS required for all personnel, providing services under contract by services under the contract. Do you mean the forensic

Psychological evaluations or any services under the contract. Specifically Does the RFP require a background check and fingerprinting for the administrators of the contract?

Jarvis Williams -MDH-: I will get back to you on that. Because they evaluators as you…

Daniel Malone: Okay.

Jarvis Williams -MDH-: what typically have to go into the attention centers and so forth. Whereas the administrator presumably would not have to But those things would be required for them, for sure.

Daniel Malone: Exactly, I forgot to mention, I'm the Assistant Service director and the senior Psychology advisor for Forensic Assessment Services. A Devon who's been asking questions and has more questions after I finish here. She's our service director and she's the managing partner. For forensic assessment services. That was the only two questions I had. Thank you.

Rodney Spence -MDH-: Okay, thank you. Devon. Did you have any other questions?

Devon Wheeler: Just two more questions On page 49 Section 5.3.2 under 16 for references. Should the original letter letters from the references? Be sent directly to Mr. Brian Motz or To you, Mr. Spence. Or should we just include the original in the proposal?

Rodney Spence -MDH-: You should include their original wonderful. It's a part of

Devon Wheeler: Okay.

Devon Wheeler: And also on page 87 Section, 37.1 under the Contract Monitor and Procurement Officer.

The paragraph starts with an incomplete sentence and appears to be missing some information. Could you, please clarify if there's anything that needs to be added?

Rodney Spence -MDH-: Yeah, we'll take a look at that and we'll get back to you.

Devon Wheeler: Okay, great. Thank you.

Jarvis Williams -MDH-: Excuse me, which and that's page 87. Thank you.

Devon Wheeler: Yes, 37.1.

Devon Wheeler: And those are all of the questions that I have for today.

Rodney Spence -MDH-: Okay, thank you for your questions. We really appreciate it. as you're the only vendor on the line and you don't have any program ADD anything close, 00:30:00 Rodney Spence -MDH-: Thank you everyone for your time today. Thank you for your interest. I appreciate that coming and this will be the end.