RFP 19-1935 Advanced Parent Education Home Based.docx

Michigan Department of Health and Human Services Bureau of Grants and Purchasing

REQUEST FOR PROPOSAL (RFP) CONDENSED

|_| Unit Rate/Actual Cost |_| Unit Rate |_| Unit Rate/Per Diem

Proposal Submission

All proposals with related material must be submitted electronically using the SIGMA Vendor Self Service (VSS) website. For technical assistance when entering proposals, contact the State of Michigan VSS Support Center at (888) 734-9749 or SIGMA- Vendor@michigan.gov.

The Contractor (awarded bidder) must deliver human services to referred clients in the above geographic area, and have direct service providers based within 75 miles of the geographic area for the duration of the contract.

Disqualifying Criteria:

The bidder will be disqualified and the proposal will not be reviewed if there is failure to:

Submit a complete proposal, including sub-sections if required in the RFP, to the SIGMA VSS website on or before the due date and time specified.

Stay at or below the maximum award amount per contract year. (Delete if no maximum award is indicated)

Proposals from bidders who are current state of Michigan employees are also disqualified and will not be reviewed.

Additional Information:

For purposes of this RFP, the proposed unit rate should be based on $222,000.00 ($74,000.00 each fiscal year). In addition to the amounts listed above, $55,500.00 ($18,500.00 each fiscal year) is allocated for transportation.

Transportation costs should be considered actual cost components and should not be included in the proposed unit rate.

Unit rate calculations must take into consideration all direct and indirect costs related to performing the service, including mandated insurance costs.

Authority:

Completion:

Penalty:

P.A. 2080 of 1939.

Mandatory.

Agreement Invalid The Michigan Department of Health & Human Services (MDHHS) will not discriminate against any individual or group because of race, religion, age, national origin, color, height, weight, marital status, sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area.

Table of Contents

This Request for Proposal (RFP) provides interested bidders with sufficient information to prepare and submit proposals for consideration by the Michigan Department of Health and Human Services (MDHHS) and contains the following sections:

Section I Proposal Instructions

Section II Description of Service Specifications

Section III Instructions for Bidders

Section IV Proposal

Section V Confidential Treatment Form (CT Form)

RFP Number: 190000001935

From this point on, do not use tab. Unprotect the format and press CONTROL F to move to the next typing location (stop code). Protect the format again after the last stop code. The last stop code is before #28 (the Byrd Anti-Lobbying Amendment certification) in Section IV.

Section I

PROPOSAL INSTRUCTIONS

1. Questions/Inquiries

Questions regarding the content of this RFP must be made by email to Heather Robinson-Moore at RobinsonMooreH@michigan.gov on or before May 8th, 2019. MDHHS staff will not respond to questions regarding the content of the RFP that are telephoned in. Questions may be discussed verbally at the pre-proposal conference, if one is scheduled. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP onto the SIGMA Vendor Self Service (VSS) website. Interested bidders are advised to monitor the website regularly.

2. Amendment to the RFP

MDHHS may modify this RFP at any time. Modifications will be posted on the SIGMA VSS website via a “proposal amendment.” This is the only method by which the RFP may be modified. Amendments posted before the deadline submission date may include documentations such as questions and answers, revisions, and/or clarifications to the initial RFP. Amendments posted after the deadline submission date may include documentation such as the award recommendation letter.

3. Response Preparation

Bidders must follow these proposal instructions and provide a complete response. Uniform Resource Locator (URL) links to information will not be considered for evaluation. Bidder should include its company name in the header of all response documents.

4. Delivery of Proposal

The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through the SIGMA VSS website. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include, but are not limited to: Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the due date identified on the SIGMA VSS website. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the due date and time, even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 373-4111 or (888) 734-9749. MDHHS will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

5. Evaluation Process

In awarding the contract, proposals will be evaluated by a committee chaired by the MDHHS Bureau of Grants and Purchasing (BGP). Only those proposals receiving a score of 80 points or more will be considered for award. All qualified proposals will be evaluated based on rating criteria identified in the RFP.

MDHHS may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. MDHHS is not obligated to accept the lowest price proposal. If applicable, MDHHS’ evaluation will include consideration of a bidder’s qualified disabled veteran/service -disabled veteran owned business (QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at this Contract Connect website.

MDHHS strongly encourages strict adherence to the standard terms. MDHHS reserves the right to deem a proposal non-responsive for failure to accept the standard terms. Nevertheless, the bidder may submit proposed changes to the standard terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the standard terms. General statements, such as that the bidder reserves the right to negotiate the standard terms, may be considered non-responsive.

MDHHS reserves the right to establish the criteria by which it will evaluate each bidder’s response, and by which it will determine the most responsive, capable, and qualified bidder(s). In addition to cost, other principal factors may be considered in evaluating proposals relative to:

. Reliability . Bidder’s past performance . Bidder’s ability to respond to all requirements outlined in the RFP . Bidder’s ability to maintain a presence in providing services . Financial stability . Continuity and stability in provision of service . Knowledge transfer activities

If MDHHS determines in its sole discretion that contracting with or awarding a contract to a bidder presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award a contract to that bidder.

MDHHS may but is not required to conduct an on-site visit to tour and inspect the bidder's facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

6. Notice of Deficiency

MDHHS reserves the right to issue a Notice of Deficiency to bidders if MDHHS determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

7. Clarification Request

MDHHS reserves the right to issue a Clarification Request to a bidder to clarify its proposal if MDHHS determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

8. Reservations

MDHHS reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of a proposal, and MDHHS’s subsequent receipt and evaluation of a proposal does not commit MDHHS to award a contract, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) MDHHS received complete proposals, but the proposals did not pass the evaluation process; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (1) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on SIGMA VSS; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to this RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by contract activity.

l. Evaluate the proposal outside the scope identified in Section 5, Evaluation Process, if MDHHS receives only one proposal.

m. Evaluate proposals using a method that establishes the relative importance of each deliverable.

9. Award Recommendation

The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of price and quality, as demonstrated by its proposal and other principal factors. MDHHS will post a Notice of Recommendation for Award on the SIGMA VSS website, which will appear as a Notice of Intent to Award to the original solicitation.

10. Debrief Meetings and Protest

MDHHS will post a Notice of Recommendation for Award, which will provide instructions on how to request a debrief meeting.

Bidders who wish to initiate a protest of the award must submit the protest in writing no later than 3:00 p.m. on the fifth business day after the notice of recommendation for award is published on the SIGMA VSS website. MDHHS reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

Submit protests via email to MDHHS-BGP@michigan.gov. Include “Protest” in the email subject line. All protests must include the bid number.

Additional information about the protest process is available at the Contract Connect website under the “Programs and Policies” link.

11. State Administrative Board

Contracts equal to or greater than $500,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded Contractor receives a contract fully executed by all parties.

12. General Conditions

The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Standard Terms, and that its proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment, or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via SIGMA VSS are the State’s property.

13. Confidential Treatment Form and the Freedom of Information Act

All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

14. Rights to Information Contained in Proposals

All proposals will be considered the property of MDHHS.

15. Independent Price Determination

a. By submission of a proposal, the bidder certifies:

1) The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2) Unless otherwise required by law, the price quotation in the proposal has not and will not be knowingly disclosed by the bidder to any potential bidder;

3) No attempt has been made or will be made by the bidder to induce any other person or agency to submit or not to submit a proposal for the purpose of restricting competition;

4) The price quoted is not higher than that given to the general public for the same service.

b. The person who submits the proposal certifies that:

1) She or he is the person in the bidder's organization responsible within that organization for the decision as to prices being offered in the proposal, and that she or he has not participated, and will not participate in any action contrary to a. 1 through 4 above; or

2) He or she is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered in the proposal, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1 through 4 above, and as their agent does hereby so certify; and that he or she has not participated, and will not participate in any action contrary to a. 1 through 4 above.

c. A proposal will not be considered for award if the bidder is found to be noncompliant with any part of Item 6., Independent Price Determination, unless the bidder furnishes a signed statement with the proposal, which sets forth in detail the circumstance of the disclosure and the BGP determines that such disclosure was not made for the purpose of restricting competition.

16. Subcontracting

Subcontractors shall be subject to all conditions and provisions of the contract including Internet Criminal History Access Tool (ICHAT) and Central Registry background checks when applicable.

If subcontracting, the Contractor must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements.

If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, as it applies to both the bidder and the subcontractor(s).

MDHHS may, at its discretion, require information on the process of an awarded subcontractor proposal.

A Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the Contractor. Evaluators of proposals will consider the qualifications of both the Contractor and subcontractor when making contract award recommendations.

17. Price

Prices quoted are firm for the initial term of the contract.

18. Standard Terms

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain standard terms. A copy of the standard terms was posted on SIGMA VSS as a separate attachment with this RFP.

19. Federal Provisions Addendum Use this section only when the purchase will be paid for in whole or in part with funds obtained from the federal government. If no federal funding will be used, delete all language in the section, including the section title, and replace with Reserved.

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain a federal provisions addendum. A copy of the federal provisions addendum was posted on SIGMA VSS as a separate attachment with this RFP.

20. Options to Renew

At the discretion of MDHHS, an awarded contract may be renewed in writing by an amendment not less than 30 days before its expiration. The contract may be renewed for up to two additional one-year periods.

21. Criminal Background Check

If the resulting contract will be with an individual, MDHHS will complete the criminal background check on the Contractor, and the following language will be included in the contract:

The Contractor shall notify MDHHS in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.

If the resulting contract will be with an agency, the following language will be included in the contract:

As a condition of this Contract, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Contract, conduct or cause to be conducted an Internet Criminal History Access Tool (ICHAT) check and a national and state sex offender registry check for each new employee, employee, subcontractor, subcontractor employee or volunteer who, under this Contract, works directly with clients or has access to client information.

Information about ICHAT can be found at http://apps.michigan.gov/ichat.

The Michigan Public Sex Offender Registry website address is http://www.mipsor.state.mi.us.

The National Sex Offender Public website address is http://www.nsopw.gov.

As a condition of this Contract, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Contract, conduct or cause to be conducted a Central Registry (CR) check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Contract, works directly with children.

Information about CR can be found at http://www.mi.gov/dhs/0,1607,7-124-5452_7119_48330-180331--,00.html.

The Contractor shall require each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Contract, works directly with clients or who has access to client information to notify the Contractor in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring.

The Contractor further certifies that the Contractor shall not submit claims for or assign duties under this Contract to any new employee, employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT and/or a CR response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services.

The Contractor must have a written policy describing the criteria on which its determinations shall be made and must document the basis for each determination. The Contractor may consider the recency and type of crime when making a determination. Failure to comply with this provision may be cause for immediate cancellation of this Contract. In addition, the Contractor must further have a clearly defined written policy regarding acceptable screening practices of new staff members and volunteers who have direct access to clients and/or client’s personal information. These screening practices serve to protect the organization and its clients. The Contractor must also assure that any subcontractors have both of these written policies.

If MDHHS determines that an individual provided services under this Contract for any period prior to completion of the required checks as described above, MDHHS may require repayment of any and/or all billed services for the period that the required checks had not been completed.

22. State of Michigan Employees

State of Michigan employees may not act as bidders. Proposals from bidders who are current state of Michigan employees will be disqualified and will not be reviewed.

Policy in Civil Service Rule 2-8, Ethical Standards and Conduct, states an employee cannot represent or act as an agent for any private interests, whether for compensation or otherwise, in any transaction in which the state has a direct and substantial interest and which could reasonably be expected to result in a conflict between the employee’s private interests and official state responsibilities.

Section II

DESCRIPTION OF SERVICE SPECIFICATIONS

Introduction

This RFP is to procure a provider for Advanced Parent Education – Home Based services for families that are at risk of having their children removed from their home due to child abuse and /or neglect.

Advanced Parent Education – Home Based services provides instruction in the families’ home to educate parents on parenting skills, life/home management skills, parent/child interaction skills and other topics dependent upon the specific needs of the client.

1. PROGRAM REQUIREMENTS

1.1. Client Eligibility Criteria

a. Definition of Eligibility normally by funding source or program standards

For Child Safety and Permanency Plans (CSPP) Funding:

· Families with an open MDHHS Children’s Protective Services case (Category I, II and III).

· Families with children in MDHHS supervised out-of-home placement (inclusive of MDHHS supervised Foster Care, Juvenile Justice, and relative placement).

· MDHHS adoptive families for whom a need for post adoptive services has been identified by MDHHS to prevent disruption or dissolution.

· Families with an open MDHHS child welfare prevention case.

For Child Protection/Community Partners (CPCP) Funding:

· Children and families investigated by MDHHS Children’s Protective Services within the previous 18 months where MDHHS determines there is a “preponderance of evidence” of child abuse or neglect (Category III).

· Children and families investigated by MDHHS Children’s Protective Services within the previous 18 months and there is not a “preponderance of evidence” of abuse or neglect but future risk (Category IV).

Time – Limited Family Reunification Services shall be provided to Parents and Primary Caregiver(s) who:

· are responsible for the care and supervision of minor child(ren) and

· have a MDHHS open case in out-of-home placement with family reunification as the goal.

· Families are eligible only within the 15 month period that begins on the date the child is considered to have entered foster care.

Family Preservation – Placement Prevention Services shall be provided to Parent or Primary Caregiver(s) who:

· are responsible for the care and supervision of minor child(ren) and

· have an open MDHHS Children’s Protective Services (Category I, II, and III), Foster Care or Delinquency case.

Family Support Services shall be provided to Parents or Primary Caregiver(s) who:

· are responsible for the care and supervision of minor child(ren) and

· have an open MDHHS Children’s Protective Services (Category I, II, and III), Foster Care or Delinquency case or

· whose open case was closed within the past 18 months or

· had a CPS investigation within the past 18 month or

· had 3 or more rejected CPS complaints.

Note: Adjudicated youth in out-of-home placement who are wards of the court (including tribal courts) may be referred by MDHHS to contracts that exclusively serve delinquent youth

b. Determination of Eligibility

MDHHS shall determine eligibility.

1.2. Referral Process

Use the referral process below or enter an appropriate referral process.

MDHHS

In the written referral MDHHS shall identify:

a. Date of referral.

b. Name of each client to be provided service.

c. Address and contact information of the referred client(s).

d. Reasons for referral.

e. Referring worker’s emergency on call phone number.

CONTRACTOR

a. The Contractor shall accept or reject written referrals from MDHHS within one business day.

b. The Contractor must contact the client within five calendar days of accepting a referral.

2. CONTRACTOR RESPONSIBILITIES

2.1. Geographic Area

The Contractor shall provide services described herein in the following geographic area: Midland and Gladwin Counties.

2.2. Credentials

The Contractor shall assure that appropriately credentialed or trained staff under its control, including Contractor employees and/or subcontractors, shall perform functions under this Contract.

Bachelor’s degree with a major in one of the following human services areas: social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice.Identify minimum, specific qualifications, such as degrees, training, etc. of staff providing direct services, and, if applicable, any positions overseeing those staff in the credentials section of the contract.

2.3. Services to be Delivered

Service #1 of 1: Advanced Parent Education Home Based

a. Activities the Contractor shall perform:

Service descriptions must be clear and specific so the contract is enforceable and can be appropriately monitored and audited.

The service description should clearly define:

a. The service title.

b. Service to be provided.

c. When service will begin.

d. Duration of service.

e. The referral process (if applicable).

f. How the provision of service is to be documented.

g. How the termination of service to a client is determined and documented.

h. How and when the contractor will communicate with MDHHS.

i. The expected time frames for performing tasks.

The Contractor shall:

1) Accept referrals from MDHHS via fax or email. The written referral shall identify:

a) Date of referral

b) Name of each client to be provided service.

c) The address and contact information of the referred family.

d) Reasons for referral.

e) The goals and objectives identified by the referring worker.

If the Contractor is unable to accept a referral, the referring worker must be notified within 1 business day via email or phone.

2) Process referrals on a first-come first-served basis but with the highest priority given to those clients with a child(ren) at imminent risk of removal from the home, or those clients that have a child already in out-of-home placement.

3) Maintain a waitlist in the event a referred client cannot be served timely, with priority again given to clients with a child(ren) at highest risk of out-of-home placement. Notify the referring worker of the waitlisted client within one business day of being waitlisted.

4) Provide an In-home Worker who has a flexible work schedule to meet the needs of referred clients during non-traditional hours. Provide for trained backup personnel in the event the In-home Worker is absent due to vacation, illness, termination, pending replacement, etc.

5) Establish contact with the client by telephone within five calendar days from the date of the written referral to explain the service, determine the clients willingness to participate, and to establish a mutually agreeable date to conduct a home visit at the individual’s residence or a location mutually agreed upon by the individual and Contractor.

If the client cannot be reached by telephone, the Contractor must follow up with written correspondence within seven calendar days of the written referral. The Contractor shall notify the referring worker within 14 calendar days of the written referral if contact is not made with the client(s).

6) Conduct a home visit within 14 calendar days from the date of the written referral.

7) Conduct a strengths-based interview with the client(s) and develop, in collaboration with the individual(s), a written Family Assessment/Service Plan within 30 calendar days of the initial home visit. The Family Assessment/Service Plan shall be strengths-based and include:

a) Identification of the clients and household members including:

1. Names

2. Ages

3. Gender

4. Legal Relationship

5. Other

b) Source and reason for referral

c) Assessment of client(s) /household member(s) needs including:

Housing

1. Education

2. Employment

3. Transportation

4. Childcare

5. Other

d) Assessment of RISK factors including:

1. Domestic Violence

2. Substance Abuse

3. Special needs children

4. Young and Teen Parent

5. Health Issues

6. Other

e) A service plan that shall include:

1. Case goals

2. Objectives

3. Projected outcomes related to the referral

4. A listing of activities to be performed by the Contractor and schedule of contacts

f) An Adult/Adolescent Parenting Inventory pretest (AAPI) or equivalent of the family’s assets and strengths; support systems; employment skills; and financial support issues.

g) Signatures of the client, MDHHS referring worker, and their supervisor.

The Family Assessment/Service Plan shall be provided to the MDHHS referring worker for approval and signature within 30 calendar days of the date of the initial home visit.

8) Administer a pre-test and post-test of parenting skills for clients who participate in services. The Contractor shall utilize a standardized, validated and reliable tool such as the AAPI or equivalent for pre and post testing for the purpose of measuring the improvement of their knowledge relative to parenting and child development issues.

9) Provide individualized parent education in the home a minimum of one time per week, 60 minutes per session. As risk factors are mitigated, frequency may decrease to one visit per month upon MDHHS approval.

10) Advanced Parent Education home based services shall not exceed six months in length. An extension of three months may be authorized by the MDHHS Program Manager. Complete a written Request for Extension of Service Provision. The request shall include the following:

a) Reason for extension

b) Progress toward treatment goals/objectives

c) Summary of parent’s level of participation during the previous six months of service

d) New goals and outcomes identified for continued service

11) Deliver a parent education curriculum that is evidence-based, evidence-informed, or has been supported by research as a promising practice. Sessions may address but are not limited to:

a) Parent Skills Education

1. Children’s basic needs (nutrition, medical safety)

2. Physical and emotional aspects of development

3. Communication skills

4. Setting behavior and time limits

5. Discipline and child management

6. Active listening

7. Reinforcing positive behavior

8. Parents as models

9. Creating safety plans that are behaviorally specific

10. Impact of trauma on behaviors

11. Other

b) Life/Home Management Skills

1. Housekeeping, homemaking, and other organizational skills to facilitate a positive home environment

2. Education

3. Budgeting

4. Nutrition

5. Meal planning/ preparation

6. Availability and utilization of community resources

7. Family planning and birth control

8. Stress management

9. Family rules

10. Baby proofing

11. Other

c) Parent/ Child Interaction Skills

1. Infant growth and development

2. Child safety

3. Verbal and physical redirection

4. Problem solving and discipline

5. Reward and punishment

6. Helping children manage their behavior

7. Appropriate methods of discipline

8. Positive recreational activities

9. Helping children with feelings

10. Other

d) Family, individual, and/or marital instruction

1. Anger management techniques

2. Improving communication skills

3. Improving self-esteem

4. Stress management

e) Helping clients access transportation services and/or transporting clients if needed to obtain needed services.

f) Assisting in the development of linkages with natural helping networks and community resources.

g) When children are not currently residing in the home, parent-child interaction will be observed in at least one session per month.

h) Teach, model and engage the client(s) in an engaged discussion on the importance of Infant Safe Sleep practices for all clients with an infant aged less than one year, including, but not limited to:

1. Reviewing the MDHHS What Every Parent Needs to Know safe sleep video, or similar educational tool.

2. Discussing with the client(s) what constitutes safe sleep, and how to assist clients in planning for how to ensure safe sleep is practiced at critical times (for example when a parent is trying to get a child back to sleep late at night, and bed sharing is being considered)

3. Signing an acknowledgement form that indicates the client(s) understanding of and willingness to practice safe sleep with their infant.

12) Ensure an Early On referral has been made for all clients with a child aged less than three years or children with an identified behavioral/developmental need.

13) Utilize written materials, videos, role playing, directed interactions, discussions, and/or modeling appropriate behaviors, to facilitate the education sessions.

14) Provide testimony in court as necessary.

15) Provide the referring worker with written, weekly attendance and summary reports.

16) Provide MDHHS with written, monthly individual client progress reports by the 10th day of each month which shall include all elements identified in the Reporting Requirements.

17) Provide MDHHS with written, biweekly status of openings or waitlist.

18) Discuss termination recommendations with MDHHS referring worker.

19) Develop written termination reports for each client for the purpose of documenting reasons for case closure as related to the original goals, objectives, and projected outcomes specified in the Family Assessment/Service Plan. The termination report shall reflect the client’s participation in parent education and shall include at a minimum:

a) Re-assessment of individual/family needs

b) Re-assessment of risk factors

c) Asset/ strength identification

d) Progress towards case goals, objectives, and projected outcomes.

e) Pre and post AAPI, or equivalent results

f) Identification of additional services needed and referral information shared with the client(s)

g) Reason for termination

Termination reports shall be completed and submitted to the MDHHS referring worker within 10 calendar days of case closure. A copy shall also be maintained in the contractor’s file.

b. Volume of Service

1) Clients - The estimated number of eligible clients to be served during the period of this Contract shall be: 150 (50 each fiscal year)

2) Unit Definition(s): One unit equals one hour of Contractor’s time providing services to eligible clients, as outlined in the service delivery description, and approved client services plans when applicable. Billable services include case consultation, face-to-face client contact, collateral contacts, travel time, transportation of family members when required, and case related office activities including preparation of required reports.

A unit definition states how the service will be measured and documented. The unit of service must be clear, measurable, and capable of being documented. For unit rate contracts the unit definition and rate establish the basis on which the contractor will bill and be paid by MDHHS.

3) Number of Units: Enter the number of proposed units on the Schedule B Pricing Matrix.

2.4. Expected Performance Outcomes

During the contract period, the Contractor shall work towards achievement of the outcome measures listed below. The Contractor shall track and record data monthly for outcomes a. and b., and the Contractor shall report the cumulative outcome data quarterly to MDHHS. MDHHS shall provide and share available performance data for outcome c. annually. The outcomes should include a goal, performance measure, baseline, and a target.

a. Eighty percent of the families served intact at the time of referral shall remain intact upon completion of services.

b. Eighty percent of parents/primary caregivers completing services will show improvement in a minimum of two of the identified target areas on the AAPI (or equivalent) pre and post-test.

c. Eighty percent of families served will not have a substantiated CPS complaint within three months following completion of services.

2.5. Reporting Requirements

The Contractor shall submit to MDHHS reports that indicate the status and effectiveness of activities performed under this Contract as indicated:

The following monthly reports shall be submitted no later than the tenth calendar day of the month following the reporting period.

a. Written individual client progress reports that shall include:

1. Client name

2. MDHHS case number

3. Dates of home visits/social work contacts since last report

4. Topics covered

5. Contacts with referring worker

6. Client participation and understanding of materials covered

7. Progress toward goals

8. Barriers toward achieving goals

9. Identification of additional services needed and referral information shared with the client(s)

b. Written summary reports that include the cumulative number of cases referred, ongoing and closed that shall include:

1. Client name

2. MDHHS case number

3. MDHHS referring worker

4. Date referred, date opened and date closed

5. The number of face to face units provided for the reporting month and number of face to face units year to date per client

A quarterly cumulative outcome data report shall be submitted in January, April, July and October of each fiscal year during the contract period.

The following reports shall be submitted to the MDHHS referring worker at times as specified below:

a. The Family Assessment/Service Plan shall be submitted to the MDHHS referring worker within 30 calendar days of the initial home visit with the client.

b. The termination report shall be submitted to the MDHHS referring worker within 10 calendar days from case closure.

Reporting requirements should provide data sufficient to measure and analyze the performance outcomes in Section 2.4.

2.6. Audit Requirements

This Contract constitutes a contractor relationship with MDHHS. No financial audit is required under this Contract by MDHHS. No financial audit costs can be billed to this Contract. In the event the Contractor elects to have a financial audit performed, the submission of the audit report to MDHHS is not required nor desired unless there is a finding of a Going Concern.

3. OTHER

3.1. Mileage

For mileage incurred related to services provided under this Contract, the Contractor may bill MDHHS the premium state rate, or Contractor's usual reimbursement rate for employees, whichever is less. State of Michigan travel rates may be found at the following website:

http://www.michigan.gov/dmb/0,1607,7-150-9141_13132---,00.html

MDHHS shall reimburse the Contractor for mileage incurred by the Contractor for:

The point of origin for mileage shall be the Contractor’s home or normal place of business or the MDHHS local office location, whichever is closer to the location of the scheduled client appointment. The Contractor may bill for mileage incurred by the Contractor driving to/from a scheduled client appointment. The Contractor may not bill for mileage incurred by the Contractor driving to/from their home to/from the MDHHS local office.

Section III

INSTRUCTIONS FOR BIDDERS

Bidders must complete Section IV electronically and attach additional pages if necessary. If additional pages are added, the related item should be indicated at the top of the page with an attachment number. The pages should be numbered in sequence under each attachment. (For example, Attachment 1 Resume, page 1 of 4, page 2 of 4, etc.)

Bidders are expected to use the form and format provided in Section IV to complete the proposal.

Pricing Instructions

Schedule B Pricing Matrix was included with this RFP in SIGMA VSS. Complete and attach it as a separate document in SIGMA VSS.

Proposal Submission and Bidder Checklist

Proposals will be accepted only through SIGMA VSS.

· Hard copy responses will not be accepted.

· Proposals submitted in person, or via mail, fax, or e-mail transmission will not be considered for award.

To be considered, the proposal must be received by SIGMA VSS by the due date and time indicated on the SIGMA VSS website.

To complete a proposal:

Refer to the instructions on how to respond to a solicitation included with this RFP in SIGMA VSS.

Complete Section IV, Proposal, and Section V, Confidential Treatment Form (CT Form).

Complete the items required for the technical evaluation.

Complete and submit Schedule B Pricing Matrix as required in the RFP.

RFP Number: 190000001935

Section IV

PROPOSAL

All information requested below is required.

By submitting a proposal, the bidder hereby assures that the Request for Proposal has been reviewed by the organization’s governing body, and that body has authorized submission of a proposal; that the person identified below as “bidder’s representative who is the authorized negotiator” has been authorized by the governing body to represent the organization for the purposes of the submission of a proposal and contract negotiation; and that the organization intends to provide services according to the information contained in this Request for Proposal, if selected and funded to do so.

Tab through this section

(must include nine-digit zip code)

(must include nine-digit zip code)

If yes, why and how has it affected the company?

If yes, provide the date, the entity, and details about the situation.

If yes, provide the date of initial filing, case name and court number, and jurisdiction.

If yes, provide the date, contracting entity, type of contract, and details about the termination or default.