PreproposalMtgSummary VDC FIS Procurement 10.15.2021.pdf

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PRE-PROPOSAL CONFERENCE SUMMARY

October 15, 2021

1:00 p.m.

Pre-Proposal Conference for the VDC FIS procurement (#BPM025056)

The Pre-Proposal Conference was called to order at 1:00 p.m. on October 15, 2021, by Linda

Weaver, Procurement Officer for the Maryland Department of Aging (MDoA), in Room 1007, Large Conference Room, Maryland Department of Aging, 301 W. Preston Street, Baltimore, MD

21201.

Ms. Weaver introduced herself as the Procurement Officer for this solicitation. Ms. Weaver gave an overview of the procurement.

Also present from MDoA were Chelsea Wheeler, Program Coordinator; Liz Woodward, Director Long-Term Services; Christian Kramer, Facilitator; and Lisa O’Connor, Facilitator. Other State representatives present were Jeff Myers, Assistant Attorney General, from the Office of the Attorney General. A number of the State employees and all the potential vendors participated by Google Meets. The outside vendor participants were as follows:

Melissa Blake – BayAging

Amber Dorn – Coding Dynamics, LLC

Joseph Boyd – Armour, Inc.

Leonard Levingston – GMG Business Consulting

Chelsea Wheeler presented a summary of the following:

Background, Purpose and Goals (2.2)

Minimum Qualifications (1.1 - 1.1.3)

Responsibilities and Tasks (2.3.1.2; 2.3.1.4; 2.3.1.11; 2.3.1.14)

Contract Requirements: General (3.3.2)

Christian Kramer discussed key dates in the RFP. On page 3 you can find the Key Information

Summary Sheet that states all the important dates and key requirements. The next due date is

November 15, 2021 at 4:00 pm Local Time. That is the deadline for the submission of written questions. You do not need to wait until November 15, 2021 at 4:00 pm deadline to submit questions; you may begin submitting them at any time. The last important date is that all proposals have to be complete and submitted by November 29, 2021 4:00 pm Local Time.

Complete includes all the attachments that are required. Another point on this page is that we do have a Minority Business Enterprise subcontracting goal of 1%.

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In the RFP Attachments and Appendices list, you can find it on page 61 in the RFP, you will see where the attachments and appendices can be found, what items are to be submitted, and when they are to be submitted.

We will require the Financial Proposal Form, Attachment B-1, an excel spreadsheet found in eMMA, separately from the technical proposal. Jeffrey Myers gave an overview of this form. An

Offeror is to enter its rates for the various different services requested, on Parts 1 and 2 of the spreadsheet. The spread sheet will then calculate the Total Proposal Price, which will appear on

Part 4, based on the Department’s hypothetical projections of the number veterans that will use each particular service in a given month. Whichever offeror has the lowest Total Proposal Price, will have the highest ranked Financial Proposal.

The Technical Proposal will be ranked separately from the Financial Proposal.

Christian Kramer gave an overview of the Bid/Proposal Affidavit, Attachment C; the MBE Forms

D-1A. These forms are mandatory and must be filled out and sent in with your Proposal. MBE

Forms D-1B, D-1C, D-2, D-3A and D-3B can be submitted up to 10 business days after recommended award. We would suggest that you review the documents now, in advance, so you can be ready to complete them promptly should you be granted the award. MBE Forms D-

4A, D-4B and D-5 are to show the MDoA how you are using and paying the subcontractor that you presented to the MDoA.

This procurement has a subcontracting goal for MBE participation of 1% of the contract amount.

The MBE forms, Attachment D, are 27 pages long. You will probably need to read them several times to fully comprehend them. Do not delay reading MBE Attachment D. The MDoA does not have Subgoals for the MBE. You can leave that section blank, (page 4, Attachment D). On page

5 of Attachment D, you must check the acknowledgement box that you will either meet the goal of 1% or if not, you must apply for partial or full waiver. A waiver can only be granted if a good faith effort was made, and documented, to meet the MBE goal. If using a MBE subcontractor, please be sure to list each subcontractor on a separate form. It is suggested to review these MBE forms before submitting a Proposal. We cannot open the sealed Proposals before the deadline to see what if any forms are improperly completed or missing. Many proposals have had to be rejected because of improperly completed MBE forms.

Answers given verbally at the meeting are for clarification and informational purposes, but do not change the requirements of the RFP. Any changes to the written RFP must be in the form of an

Amendment to the RFP. This summary of the preproposal meeting (and the answers to any written questions received by November 15, 2021 at 4:00 pm) will be published on eMMA so all will have an equal opportunity to obtain the information.

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Oral Questions and Answers from the Pre-proposal meeting:

Q1. How many AAA’s does the MDoA currently work with to provide VDC for your clients?

A: Right now, we work with six (6) AAA’s over 10 jurisdictions. We consider the Lower

Shore which includes Wicomico, Dorchester, and Worcester counties as one. And we also work with several Centers for Independent Living as well.

Q2. And how many counties does that entail?

A: 10 different counties.

Q3. I was just curious about which VAMC or which VAMCs the State of Maryland partners with the VDC Program?

A: We partner with the Perry Point and the District of Columbia Veteran Administration

Medical Centers.

Q5. And you indicated that there are about 65 veterans in the program currently?

A: Currently we have 69. We’ve opened up referrals and we will be getting new referrals over the next few weeks.

Closing remarks by Linda Weaver, Procurement Officer. Thank you all for attending. Reminder this procurement is not an invitation for bids. While price is a factor the quality of your proposal, references, etc., will also be factor in selecting the winning proposal. Your proposal must be submitted through eMMA and not via email or not on paper.

Date Issued: November 1, 2021