RFP 2025-1600-0265-SDS- GCDSE Transition Planning and Career Consulting-AMD 1.pdf

STATE OF ALASKA

REQUEST FOR PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE PUBLIC NOTICE”

WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS DOCUMENT TO RECEIVE

NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE PROCUREMENT OFFICER MAY RESULT

IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF HEALTH

DIVISION OF SENIOR AND DISABILITIES SERVICES

PRIMARY CONTACT:

R. TODD WEBSTER

PROCUREMENT OFFICER

RUSSELL.WEBSTER@ALASKA.GOV

(907) 268-4847

GCDSE TRANSITION PLANNING AND CAREER CONSULTING

RFP 2025-1600-0265

ISSUED 1 AUGUST 2025

THE DIVISION OF SENIOR AND DISABILITIES SERVICES SEEKS TO IMPLEMENT A COMPREHENSIVE TRAINING

PROGRAM TO EMPOWER SELF-ADVOCATES AS SCHOOL AMBASSADORS TO CONDUCT OUTREACH ON

EMPLOYMENT OPPORTUNITIES FOR TRANSITION-AGE YOUTH WITH DISABILITIES

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 MANDATORY REQUIREMENTS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 GOALS AND OBJECTIVES

SEC. 3.02 SCOPE OF WORK

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.05 CONTRACT TYPE

SEC. 3.06 PAYMENT PROCEDURES

SEC. 3.07 CONTRACT PAYMENT

SEC. 3.08 LOCATION OF WORK

SEC. 3.09 SUBCONTRACTORS

SEC. 3.10 JOINT VENTURES

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.12 CONTRACT PERSONNEL

SEC. 3.13 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.14 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.15 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.16 INDEMNIFICATION

SEC. 3.17 INSURANCE REQUIREMENTS

SEC. 3.18 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

SEC. 4.08 MANDATORY REQUIREMENTS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM H)

SEC. 4.10 SUMMARY OF EVALUATION PROCESS

SEC. 4.11 EVALUATION CRITERIA

SEC. 4.12 SCORING METHOD AND CALCULATION

SEC. 4.13 EXPERIENCE AND QUALIFICATIONS

SEC. 4.14 UNDERSTANDING OF THE PROJECT

SEC. 4.15 METHODOLOGY USED FOR THE PROJECT

SEC. 4.16 MANAGEMENT PLAN FOR THE PROJECT

SEC. 4.17 CONTRACT COST (COST PROPOSAL)

SEC. 4.18 APPLICATION OF PREFERENCES

SEC. 4.19 ALASKA BIDDER PREFERENCE

SEC. 4.20 ALASKA VETERAN PREFERENCE

SEC. 4.21 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 4.22 ALASKA OFFEROR PREFERENCE

SEC. 4.23 COST REASONABLENESS

SEC. 4.24 CONTRACT NEGOTIATIONS

SEC. 4.25 OFFEROR NOTIFICATION OF SELECTION

SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 5.01 INFORMAL DEBRIEFING

SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 5.03 STANDARD CONTRACT PROVISIONS

SEC. 5.04 BUSINESS ASSOCIATE AGREEMENT (BAA)

SEC. 5.05 QUALIFIED OFFERORS

SEC. 5.06 PROPOSAL AS PART OF THE CONTRACT

SEC. 5.07 ADDITIONAL TERMS AND CONDITIONS

SEC. 5.08 HUMAN TRAFFICKING

SEC. 5.09 RIGHT OF REJECTION

SEC. 5.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 5.11 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 5.12 ASSIGNMENT

SEC. 5.13 SEVERABILITY

SEC. 5.14 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 5.15 SOLICITATION ADVERTISING

SEC. 5.16 SITE INSPECTION

SEC. 5.17 CLARIFICATION OF OFFERS

SEC. 5.18 DISCUSSIONS WITH OFFERORS

SEC. 5.19 FEDERALLY IMPOSED TARIFFS

SEC. 5.20 PROTEST

SECTION 6. ATTACHMENTS

SEC. 6.01 ATTACHMENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Alaska Department of Health, Division of Senior and Disabilities Services (SDS), Governor’s Council on Disabilities and Special Education (GCDSE), is seeking proposals from organizations to implement a comprehensive training program to empower self-advocates as school ambassadors. These ambassadors will conduct outreach on employment opportunities for transition-age youth with disabilities, enhancing their self-advocacy skills and awareness of employment pathways. Additionally, the project will support self-advocacy events and programs to strengthen state self-advocacy organizations.

SEC. 1.02 BUDGET

The Department of Health (DOH), Division of Senior and Disabilities Services (SDS), estimates a budget of $300,000.00 dollars for completion of this project. $75,000.00 for the initial year of the contract, and $75,000.00 for each of the three optional years if the State chooses to exercise the renewals.

Of those identified funds, $15,000.00 is expected to be spent on travel and an additional $15,000.00 for funding Self-Advocacy events each year (a total of $30,000.00), therefore an offeror is asked to budget a maximum of $45,000.00 for each year of the deliverables in SEC 3.03 below.

While proposals in excess of this budget will not be considered non-responsive, offerors are expected to be competitive and take the budget into consideration when developing their cost proposals.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation or federal funding.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:30 P.M. prevailing Alaska Time on 1 September 2025. Late proposals or amendments will be disqualified and not opened or accepted for evaluation.

SEC. 1.04 MANDATORY REQUIREMENTS

To be considered responsive for this RFP, an offeror must meet the mandatory minimum requirements that are provided in Submittal Form F – Mandatory Requirements. Failure to meet all these requirements will result in immediate disqualification.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer and least ten days before the deadline for receipt of proposals. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

SEC. 1.07 RETURN INSTRUCTIONS

Offerors must submit their proposals via email. The technical proposal and cost proposal must be saved as separate documents and emailed to doh.procurement.proposals@alaska.gov as separate, clearly labeled attachments. The email must contain the RFP number in the subject line.

mailto:doh.procurement.proposals@alaska.gov

The maximum size of a single email (including all text and attachments) that can be received by the state is 25mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 25 megabytes.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the above email address to confirm that the proposal has been received.

The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, it will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the State of Alaska Online Public Notice website.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 12:00 P.M. 8/1/2025 Deadline to Submit Questions 11:59 P.M. 8/22/2025 Deadline for Receipt of Proposals / Proposal Due Date 2:30 P.M 9/3/2025 Proposal Evaluations Complete 5:00 P.M. 9/22/2025 Notice of Intent to Award 12:00 P.M. 9/29/2025 Contract Issued 12:00 P.M. 10/10/2025

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Health, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Developmental Disabilities Assistance and Bill of Rights Act of 2000 (DD Act), as implemented by 42 USC Chapter 144 (From Title 42—The Public Health and Welfare) directs that state DD Councils develop goals to support opportunities for individuals with developmental disabilities who are considered leaders to provide leadership training to individuals with developmental disabilities who may become leaders.

Specifically, under 42 U.S.C. § 15024(c)(4)(A)(ii), State Developmental Disabilities (DD) Councils must include the following self-advocacy components into their State Plan:

1. Developing or strengthening a self-advocacy program led by individuals with developmental disabilities (42 U.S.C. § 15024(c)(4)(A)(ii)(I)).

2. Supporting peer-to-peer leadership training programs for individuals with developmental disabilities (42 U.S.C. § 15024(c)(4)(A)(ii)(II)).

3. Encouraging the participation of individuals with developmental disabilities in cross-disability and culturally diverse leadership coalitions (42 U.S.C. § 15024(c)(4)(A)(ii)(III)).

In alignment with these federal directives, the Council has identified both Self-Advocacy and Employment First Implementation as core goals in its current five-year plan. Specifically, Goal 2: Self-Advocacy and Leadership states:

"People with developmental disabilities will have increased access to education, tools, and opportunities for self-advocacy across the lifespan, leading to a greater number of individuals with developmental disabilities expressing their vision for their lives in local, state, and national forums."

This plan is designed to strengthen self-advocacy efforts by individuals with intellectual and developmental disabilities (I/DD). Its primary objectives include:

• Expanding leadership training opportunities for individuals with I/DD.

• Increasing advocacy participation at local, state, and national levels.

• Promoting greater independence and self-determination within the I/DD community.

Employment First (Goal 3, Objective 1) states:

“People will have information, training, tools, and programs on telework, the state as a model employer, employment rights, and universally designed work environments to increase the percentage of people with development disabilities with meaningful, integrated, competitive employment in typical work settings.”

For additional details on the development of these goals—including the Council’s specific objectives—public records can be accessed at GCDSE website.

https://acl.gov/sites/default/files/about-acl/2016-12/dd_act_2000.pdf https://uscode.house.gov/view.xhtml?path=/prelim@title42/chapter144&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title42/chapter144&edition=prelim https://health.alaska.gov/gcdse/pages/default.aspx

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 GOALS AND OBJECTIVES

The critical goals and objective of this contract are:

1. Empower Self-Advocates: Train self-advocates to deliver employment outreach presentations to students with disabilities.

2. Enhance Employment Awareness: Increase awareness of employment pathways and self-advocacy skills among students with disabilities.

3. Expand Rural Outreach: Develop and strengthen partnerships with organizations in rural areas to ensure comprehensive outreach.

4. Sustainable Partnerships: Establish lasting relationships with educational and vocational institutions for continued program impact beyond the grant period.

SEC. 3.02 SCOPE OF WORK

The Department of Health, Division of Senior and Disabilities Services, is soliciting proposals from organizations capable of providing the following services:

1. Empowering Self-Advocates: Develop a robust training program for self-advocates to become school ambassadors, capable of performing outreach about employment opportunities for transition-age youth with disabilities. There is a pressing need for individuals with disabilities to advocate for themselves effectively, particularly in educational and employment contexts. This empowerment is crucial for their personal development and societal inclusion.

2. Enhancing Employment Awareness: Increase awareness among students with disabilities about various pathways to employment and the importance of self-advocacy in securing and maintaining employment.

Many students with disabilities lack knowledge about employment opportunities and the skills required to pursue them. Enhancing their awareness and advocacy skills is vital for their successful transition into the workforce.

3. Expanding Rural Outreach: Develop and strengthen partnerships with organizations in rural areas to ensure comprehensive outreach and support. Rural areas often have limited access to resources and support for individuals with disabilities. Expanding outreach to these regions is essential to ensure that all individuals with disabilities in Alaska have equal opportunities for self-advocacy and employment.

4. Establishing Sustainable Partnerships: Foster lasting relationships with educational institutions, vocational organizations, and community stakeholders to ensure the program’s continued impact beyond the grant period. Sustainable partnerships are crucial for maintaining the momentum and effectiveness of self-advocacy and employment programs. These relationships will provide ongoing support and resources to individuals with disabilities.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

1. Deliverables:

a. Empower Self-Advocates as School Ambassadors: Train self-advocates to become school ambassadors, equipping them with skills in public speaking and advocacy to perform outreach about employment opportunities for transition-age youth.

b. Enhance Employment Awareness and Self-Advocacy Skills: Increase awareness among students with disabilities about employment pathways and self-advocacy. Ambassadors will highlight the importance of employment, how to advocate for oneself, and how to develop career skills, including information on Disability Innovation Fund (DIF) Grant Programs.

c. Expand Rural Outreach and Partnerships: Develop partnerships with the Alaska Department of Education and Early Development (DEED), Division of Vocational Rehabilitation (DVR), Tribal Vocational Rehabilitation (TVR), and rural organizations to extend outreach to underserved areas, ensuring comprehensive support for all students with disabilities in Alaska.

d. Establish Sustainable Partnerships for Long-Term Impact: Form lasting relationships with educational and vocational institutions to ensure ongoing self-advocacy and employment outreach, maintaining support and resources for students with disabilities beyond the grant period.

e. Training Curriculum: A comprehensive training curriculum developed in collaboration with partner agencies.

f. Self-Advocate Training Sessions: Conduct a minimum of 10 training sessions over four years.

g. School Outreach Visits: Conduct outreach sessions in at least 24 schools, reaching a minimum of 250 students annually.

h. Program Evaluations: Initial, mid-program, and final evaluations to assess the program’s impact and effectiveness.

i. Partnership Agreements: Establish formal partnerships with DEED, DVR, TVR, and rural organizations.

j. Reports and Documentation: Regular progress reports and a final annual report each detailing the outcomes and impact of the project.

2. Project Timeline and Milestones NOTE: Exact timelines for deliverables will be determined by GCDSE dependent upon contract commencement and project assigned.

a. Year 1 (SFY 2026)

01 Develop Training Curriculum: Complete by January 2026.

02 Train Self-Advocates: Train 5 self-advocates by March 2026.

03 Conduct 2 training sessions: by April 2026.

04 Initial Training Session: Conduct Summit in Spring 2026, leveraging current training and conference participation experience.

05 Continue school outreach: outreach at 5 schools by October 2026..

06 Support self-advocacy events: provide $15,000 in funding.

b. Year 2 (SFY 2027) 01 Train 10 additional self-advocates (cumulative total: 15): by February 2027.

02 Conduct 2 training sessions: by February 2027.

03 Outreach at 7 schools (cumulative total: 12 schools): by May 2027.

04 Begin focused rural outreach: by March 2027.

05 Support self-advocacy events: provide $15,000 in funding.

06 Mid-program evaluation: complete by June 2027

c. Year 3 (SFY 2028) 01 Train 10 additional self-advocates (cumulative total: 25): by October 2027.

02 Conduct 2 training sessions: by January 2028.

03 Outreach at 10 schools (cumulative total: 22 schools): by May 2028.

04 Engage with GenEd students, parents, and teachers: activities launched by February 2028.

05 Finalize long-term partnerships: by April 2028.

06 Final program evaluation: complete by June 30, 2028.

07 Support self-advocacy events: provide $15,000 in funding.

08 4. Optional Year 4 (SFY 2029 – Contingent on Renewal)Continue training and outreach efforts.

09 Maintain support for state self-advocacy events.

10 Focus on sustainability and program transition.

11 Train Self-Advocates: Train 14 self-advocates by Fall 2028.

12 Training Sessions: Conduct two training sessions by the end of 2028.

13 School Outreach: Perform outreach at seven schools by Spring 2029.

14 Support Self-Advocacy Events: Provide $15,000 in funding and support.

SEC. 3.04 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of the award, approximately 10/13/2025, through 10/12/2026, with the option to renew for Three (3) additional 1-Year renewal terms under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the state.

Any extension of the contract beyond the exercised renewal options will be made upon mutual agreement between the State and the contractor and effected with a contract amendment processed by the procurement officer and signed by both parties. All other terms and conditions of the contract, including those previously amended, shall remain in full force and effect. Unless otherwise agreed to by both parties, the procurement officer will provide written notice to the contractor with the intent to cancel an extension at least 30 days before the desired date of cancellation.

SEC. 3.05 CONTRACT TYPE

This contract is a FIRM-FIXED PRICE, PROFESSIONAL SERVICES contract.

SEC. 3.06 PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice have been approved by the project director.

SEC. 3.07 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Health or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.08 LOCATION OF WORK

The location(s) the work is to be performed, completed and managed is at the contractor’s location.

The state WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

Travel will be required for work on this contract. The state estimates a budget for travel costs to be approximately $15,000.00 per year. Offerors do not need to factor travel costs into their cost proposal; it will be added to the not-to-exceed amount of the awarded contract. When required, the project director will notify the contractor, and all travel must receive prior approval from the project director.

Travel related costs will be billed as a pass-through charge and paid in accordance with the Alaska Administrative Manual (AAM) 60, which allows for reimbursement for coach airfare, lodging cost, ground transportation cost (rental car, taxi, parking, etc.) and meal and incidental expenses. The contractor will use good faith, diligent effort to minimize airfare and lodging costs, and for meal and incidental expenses, the contractor will be paid $60 per day per employee that is traveling. All costs referenced herein must be itemized and added as separate lines on the invoice.

No reimbursement shall be made for alcoholic beverages, entertainment, or what might be otherwise considered normal living expenses.

In a situation where travel must be extended because the contractor’s personnel is weathered in or delayed from return due to another natural disaster, the contractor will be allowed to bill for travel costs in accordance with this section. No additional charges shall be allowed.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must submit a request, set out in a separate document in their proposal, that provides a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason that is necessary.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

Failure to provide these reports may be treated as a material breach and may be a basis for a finding of default.

SEC. 3.09 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.10 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.12 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.13 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE

DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.14 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Health or the Commissioner's designee.

SEC. 3.15 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.16 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any third-party claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.17 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

SEC. 3.18 TERMINATION FOR DEFAULT

If the project director or procurement officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all of the remaining work.

The procurement officer may also, by written notice, terminate the contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

This RFP contains Submittal Forms, which must be completed by the offeror and submitted as their proposal. An electronic copy of the forms is posted along with this RFP. Offerors shall not re-create these forms, create their own forms, or edit the format structure of the forms unless permitted to do so.

Unless otherwise specified in this RFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive and rejected.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 12. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits. Organizational Charts and Resume’s may be attached to provide clarity of the Offeror’s team.

Resumes and ORG charts WILL NOT count against the page limits in the table below.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements. Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper).

Submittal Form Anonymous Document

Maximum Page

Limits Submittal Form A – Offeror Information and Certifications N/A Submittal Form B – Experience and Qualifications NO 5 Submittal Form C – Understanding of the Project NO 5 Submittal Form D – Methodology Used for the Project NO 5 Submittal Form E – Management Plan for the Project NO 5 Submittal Form F – Mandatory Requirements N/A Submittal Form G – Cost Proposal N/A

Any Submittal Form that is being evaluated and does not follow these instructions may receive a ‘1’ score for the evaluated Submittal Form, or the entire response may be deemed non-responsive and rejected. Failure to submit any of the Submittal Forms will result in the proposal being deemed non-responsive and rejected.

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

By signature on the form, the offeror certifies they comply with the items listed in the Certifications section of the Submittal Form. If the offeror fails to comply with these items, the state reserves the right to disregard the proposal, consider the contractor in default, or terminate the contract.

The Submittal Form also requests the following information:

a) The complete name and address of offeror’s firm along with the offeror’s Tax ID.

b) Information on the person the state should contact regarding the proposal.

c) Names of critical team members/personnel.

d) Addenda acknowledgement.

e) Conflict of interest statement.

f) Alaska preference qualifications.

An offeror's failure to provide this information may cause the proposal to be considered non-responsive and rejected.

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

Offerors must provide detailed information regarding their relevant experience in delivering self-advocacy programs, leadership training, and disability-related initiatives. Specifically, offerors should address:

1) Organizational Experience

a. Provide a history of your organization's involvement in self-advocacy, leadership training, disability rights, or related fields.

b. Demonstrate experience working with individuals with intellectual and developmental disabilities (I/DD) in leadership and advocacy development.

c. Detail any experience collaborating with State Developmental Disabilities Councils, state agencies, or federal disability programs.

2) Primary Project Manager’s Experience

a. Describe the qualifications and experience of the primary project manager, including specific projects that demonstrate their ability to manage programs centered on self-advocacy and leadership training.

b. Highlight previous state or federally funded projects they have managed.

c. Provide a summary of their experience working with I/DD populations and knowledge of DD Act requirements.

3) Project Team Experience and Expertise

a. Identify key members of the project team and describe their roles, responsibilities, and expertise.

b. Include any certifications, training, or lived experience related to self-advocacy and I/DD support.

c. Describe previous successful projects that align with the goals of this RFP.

4) Specific Areas of Expertise

a. Demonstrate experience in developing and implementing leadership and employment training programs for individuals with disabilities.

b. Provide evidence of peer-to-peer training and support network models, coalition-building, or cross-disability collaboration.

c. Highlight knowledge of state and federal disability policy, advocacy strategies, and community engagement.

5) Project Organization and Accountability

a. Describe the organization of the project team, including reporting structures and key personnel responsible for each project component.

b. Identify individuals accountable for the completion of each component and deliverable of the

RFP.

SPECIAL NOTE: Offerors shall not disclose costs in this submittal form. Submissions must comply with the page limit as defined in Section 4.02.

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

Offerors must provide detail that demonstrates their understanding of the requirements of the project and how to meet the state’s needs.

Offerors must provide a detailed narrative demonstrating their understanding of the project’s purpose, objectives, and requirements. Responses should include:

1. Overview of the Project’s Purpose

a. Explain the intended outcomes of the self-advocacy and leadership training initiative.

2. Understanding of Target Populations

a. Describe how the program will effectively engage and support individuals with I/DD.

b. Identify potential barriers to participation and implement strategies to increase access and inclusion.

3. Alignment with State and Federal Priorities

a. Address how the project supports peer-to-peer leadership training and cross-disability coalition building.

4. Potential Challenges and Solutions

a. Identify potential challenges or gaps in existing self-advocacy efforts.

b. Propose innovative solutions to address these challenges, including community partnerships, outreach strategies, and capacity-building approaches.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form and cannot exceed the page limit (as described in Section 4.02).

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

Offerors must provide detail that demonstrates the methodology they will employ and how the methodology will serve to accomplish the work and meet the state’s needs.

Offerors must provide a comprehensive methodology detailing how they will execute the project and achieve the required outcomes. Responses should include:

1. Approach to Leadership and Self-Advocacy Development

a. Outline the methodology, supportive data, and research for training individuals with I/DD in leadership and advocacy skills.

2. Peer-to-Peer Training Model

a. Explain how peer mentors and trainers will be engaged in the program.

b. Detail methods for ensuring self-advocates are leading and major decision-makers in the program.

3. Engagement and Outreach Strategy

a. Describe how the program will reach underserved communities (e.g., rural areas, culturally diverse populations).

b. Explain how offerors will recruit and retain participants with I/DD.

4. Evaluation and Data Collection Plan

a. Explain how success will be measured, including key performance indicators (KPIs).

b. Describe how data will be collected to ensure compliance with State and Federal reporting requirements.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form and cannot exceed the page limit (as described in Section 4.02).

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

Offerors must provide detail that demonstrates the management plan they intend to follow and how the plan will serve to accomplish the work and meet the state's needs.

Offerors must also identify any potential issues, risks, or problems they foresee with this project and how they will address them.

Offerors must submit a detailed management plan outlining how the project will be implemented, monitored, and managed to achieve the required deliverables. Responses should include:

1) Project Oversight and Accountability

a. Identify who will oversee project implementation and ensure compliance with deliverables.

b. Describe accountability procedures and organization checks for under performance and how grantor will be notified of issues.

2) Timeline and Milestones

a. Provide a detailed timeline outlining key project milestones and deliverables.

b. Explain how the project will stay on schedule and meet deadlines.

3) Risk Management and Mitigation Strategies

a. Identify potential risks, challenges, or obstacles in implementing the program.

b. Provide mitigation strategies to ensure project success despite these risks.

4) Sustainability and Long-Term Impact

a. Explain how the program will build lasting capacity within the I/DD community.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form and cannot exceed the page limit (as described in Section 4.02).

SEC. 4.08 MANDATORY REQUIREMENTS (SUBMITTAL FORM F)

Offerors must complete and submit this Submittal Form.

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM H)

Offerors must complete and submit this Submittal Form. Proposed costs must all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, and profit. The costs identified on the cost proposal are the total amount of costs to be paid by the state. No additional charges shall be allowed.

EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 4.10 SUMMARY OF EVALUATION PROCESS

The state will use the following steps to evaluate and prioritize proposals:

1) Proposals will be assessed for overall responsiveness. Proposals deemed non-responsive will be eliminated from further consideration.

2) A proposal evaluation committee (PEC), made up of at least three state employees or public officials, will evaluate specific parts of the responsive proposals.

3) The Submittal Forms, from each responsive proposal, will be sent to the PEC. No cost information will be shared or provided to the PEC.

4) The PEC will independently evaluate and score the documents based on the degree to which they meet the stated evaluation criteria.

5) After independent scoring, the PEC will have a meeting, chaired by the procurement officer, where the PEC may have a group discussion prior to finalizing their scores.

6) The evaluators will submit their final individual scores to the procurement officer, who will then compile the scores and calculate awarded points as set out in Section 5.03.

7) The procurement officer will calculate scores for cost proposals as set out in Section 5.08 and add those scores to the awarded points along with factoring in any Alaska preferences.

8) The procurement officer may ask for best and final offers from offerors susceptible for award and revise the cost scores accordingly.

9) The state will then conduct any necessary negotiations with the highest scoring offeror and award a contract if the negotiations are successful.

SEC. 4.11 EVALUATION CRITERIA

Proposals will be evaluated based on their overall value to state, considering both cost and non-cost factors as described below. Note: An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Overall Criteria Weight Responsiveness Pass/Fail Mandatory Requirements Compliance (Submittal Form F) Pass/Fail

Technical Criteria Weight Experience and Qualifications (Submittal Form B) 125 Understanding of the Project (Submittal Form C) 125 Methodology Used for the Project (Submittal Form D) 125 Management Plan for the Project (Submittal Form E) 125

Total 500

Cost Criteria Weight Cost Proposal (Submittal Form G) 400 Total 400

Preference Criteria Weight Alaska Offeror Preference (if applicable) 100 Total 100

TOTAL EVALUATION POINTS AVAILABLE: 1000

SEC. 4.12 SCORING METHOD AND CALCULATION

The PEC will evaluate responses against the questions set out in Sections 5.04 through 5.07 and assign a single score for each section. Offerors’ responses for each section may be rated comparatively against one another with each PEC member assigning a score of 1, 5, or 10 (with 10 representing the highest score, 5 representing the average score, and 1 representing the lowest score). Responses that are similar or lack dominant information to differentiate the offerors from each other will receive the same score. Therefore, it is the offeror’s responsibility to provide dominant information and differentiate themselves from their competitors.

After the PEC has scored each section, the scores for each section will be totaled and the following formula will be used to calculate the amount of points awarded for that section:

1) Maximum Points Available / Maximum Combined PEC Score Possible

2) Combined PEC Score x Result of 1)

Example (Maximum Points Available for the Section = 100):

PEC

Member 1

Score

PEC

Member 2

Score

PEC

Member 3

Score

PEC

Member 4

Score Combined Total Score

Points

Awarded Offeror 1 10 5 5 10 30 75 Offeror 2 5 5 5 5 20 50 Offeror 3 10 10 10 10 40 100

Offeror 1 was awarded 75 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (30) x 2.5 = Points Awarded (75)

Offeror 2 was awarded 50 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (20) x 2.5 = Points Awarded (50)

Offeror 3 was awarded 100 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (40) x 2.5 = Points Awarded (100)

SEC. 4.13 EXPERIENCE AND QUALIFICATIONS

This portion of the offeror’s proposal will be evaluated against the following questions:

1) Organizational Experience

a. How well did the offeror provide a history of their organization's involvement in self-advocacy, leadership training, disability rights, or other related fields?

b. Did the offeror demonstrate experience working with individuals with I/DD in leadership and advocacy development?

c. How well did the offeror detail experience collaborating with State Developmental Disabilities

Councils, state agencies, or federal disability programs?

2) Primary Project Manager’s Experience

a. How well did the offeror describe the qualifications and experience of the primary project manager? Did the response include relevant specific projects that demonstrate their ability to manage programs centered on self-advocacy and leadership training?

b. Do previous projects emphasize the manager’s skills and abilities to handle and deliver programs that the state is expecting?

c. Does the Project Manager appear to have experience working with I /DD populations and knowledge of DD Act requirements?

3) Project Team Experience and Expertise

a. Identify key members of the project team and describe their roles, responsibilities, and expertise.

b. Include any certifications, training, or lived experience related to self-advocacy and I/DD support.

c. Describe previous successful projects that align with the goals of this RFP.

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