RFP 202508126 Security Services Final.docx

STATE OF MAINE

Department of Health and Human Services Dorothea Dix and Riverview Psychiatric Centers

RFP# 202508126

Security Services

no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS and EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – LITIGATION FORM

APPENDIX F – PROPOSED SERVICES RESPONSE FORM

APPENDIX G – COST PROPOSAL FORM

APPENDIX H – SECURITY OFFICERS’ JOB EXPECTATIONS

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202508126

Security Services

The State of Maine is seeking proposals for Security Services at Dorothea Dix and Riverview Psychiatric Centers.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on March 2, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

a. The Joint Commission (TJC);

b. Healthcare Financing Administration;

c. Centers for Medicare and Medicaid Services (CMS);

d. National Fire Prevention Association;

e. International Building Code Commission; and

f. Maine’s Department of Health and Human Services, Division of Licensing and Certification.

· Riverview Psychiatric Center (RPC) located at 250 Arsenal Street, Augusta, Maine

State of Maine Department of Health and Human Services Dorothea Dix and Riverview Psychiatric Centers

RFP# 202508126

Security Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking proposals to provide Security Services for Dorothea Dix (DDPC) and Riverview (RPC) Psychiatric Centers as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The Department is dedicated to promoting health, safety, resiliency, and opportunity to all Maine Residents. The Department oversees the State’s two (2) licensed psychiatric Hospitals, DDPC located in Bangor, Maine with one hundred (100) beds and RPC located in Augusta, Maine with ninety-two (92) beds. The Hospitals provide inpatient psychiatric treatment for adults who have been referred for admission by appropriate community hospitals, emergency departments, and community providers that provide clinical services to adults.

The services outlined in this RFP will ensure the Department provides Security Services at the Hospitals. The Hospitals are governed under laws established by the Maine Legislature and 14-193 C.M.R. Ch. 1 Rights of Recipients of Mental Health Services to provide care and treatment to both voluntary and court-committed inpatients as well as outpatients. The Hospitals are part of a comprehensive mental health system of services and serve patients Statewide, which includes community mental health centers, private providers, private psychiatric and community hospitals.

These Security Services are critical to the mission of the Department and Hospitals. The Security Services resulting from this RFP will ensure a safe and secure environment is established and maintained for all patients, staff, and visitors at the Hospitals.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

D. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

Specific instructions for the Bidder to provide a narrative response to the Scope of Services may be found in Part IV, Section III, Proposed Services.

A. Security Services Requirements

1. Provide a sufficient number of qualified Security Officers to ensure security services are available at each respective Hospital according to Schedules 1 and 2:

a. Provide additional Security Officers, at the number requested and deemed necessary by the Hospitals, for Special Detail Assignments.

b. Staffing schedules may be filled utilizing any configuration of full-time and part-time employees.

c. Staffing schedules are subject to change without notice and the Department reserves the right to revise staffing schedules at any time in order to meet the needs of the Hospitals throughout each contract period.

Schedule 1 – DOROTHEA DIX PSYCHIATRIC CENTER STAFFING 416 Hours Per Week

DAYS

HOURS WEEKLY

Schedule 2 – RIVERVIEW PSYCHIATRIC CENTER STAFFING 440 Hours Per Week

DAYS

HOURS WEEKLY

2. Ensure Security Officers:

a. Provide security services as outlined in Appendix H (Security Officers’ Job Expectations).

b. Adhere to each Hospital’s Contraband and Building Search Policy (to be provided to the awarded Bidder(s) during contract negotiations).

c. Provide security services consistent with the State’s Department of Public Safety, Bureau of Capitol Police 16-219 C.M.R. Ch. 41 and 42 at RPC.

d. Who work at the respective Hospital on a part-time basis, work no less than forty (40) hours per month at RPC and sixteen (16) hours per month at DDPC.

e. Remain on-site at the respective Hospital during the assigned work hours, including all scheduled breaks.

f. Provide notification to superior(s) when taking a scheduled break and be accessible via 2-way radio at all times during work hours.

g. Formulate and maintain a deductive schedule of security tasking that ensures continued compliance given the scope of duties required at the respective Hospital and are cognizant of the critical aspects of the Hospital’s operations at all times ensuring safety and security to all patients, Hospital staff, and visitors.

h. Report any motor vehicle accident that occurs in a State owned/leased vehicle immediately to the Hospital.

i. Do not utilize personal media such as, but not limited to, cellphones, computer, etc., to conduct security services business and/or communications.

i. Such use will constitute the respective Hospital to initiate steps to secure such communications along with any and all devices used for that same purpose.

ii. Security Officers must be immediately separated from assignment for violating security breaches.

j. Report and document recorded inspections at the change of shift to the oncoming Security Officer.

k. Are proactive in identifying opportunities for change in methods and/or procedures to improve security services and safety of patients, Hospital staff, and visitors.

l. Act proactively in non-discriminatory manner toward patients, Hospital staff, and visitors.

3. Provide an electronic security monitoring system which is functionally operated at the Hospitals.

a. The security system must provide:

i. Reporting and documentation of Security Officers activities; and

ii. Assures safety and security rounds are effectively and efficiently performed.

b. Ensure all changes to the security system or its processes are approved by the Department prior to installation/utilization.

i. If the system is to be replaced, the new system must be equal to or greater than the current VSA Track Tik in relation to quality and performance.

ii. Any proposed system and/or related components must be approved by the Department prior to installation/utilization;

iii. The system must be continually updated; and

iv. Hospital staff and Security Officers must be trained in operating the system.

c. Ensure the Department’s access to all data within the electronic security monitoring system.

d. Ensure a smooth transition in the event a new electronic security monitoring system is to be installed.

i. Any proposed system may not be connected in any manner to the State’s network.

B. General Requirements

1. Provide payroll functions including but not limited to:

a. Processing weekly timecards:

i. For RPC ensure Security Officers utilize the Hospital’s punch clock at the start and end of each shift to ensure validation of time worked.

ii. Security Officers who work any of the six (6) holidays, as outlined in Schedule 3, will be paid time and a half (1.5 times their normal pay rate).

Schedule 3 – HOLIDAYS Paid at 1.5 times the normal pay rate

New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas Day

b. Preparing quarterly and annual withholding reports as required by State and Federal employment guidelines.

2. Comply with all record keeping requirements for Human Resources/Payroll Services.

3. Comply with all State and Federal rules, regulations, and applicable standards, Hospital policies, and those of any Accreditation Body as determined by the Department.

4. Ensure a method of billing which results in accurate invoicing and clarity of the content contained in the invoice.

5. Collaborate with the Hospital’s Human Resource Office regarding the Department’s process for recruitment, hiring, record keeping, and separation from assignment procedures.

6. Provide Security Officers with a sufficient number of uniforms for the assigned work hours.

a. Uniforms must include a duty belt for carrying equipment supplied by the Hospitals (i.e. flashlight, hand-held 2-way radio, etc.).

i. Security Officers will not be permitted to carry firearms, knives, weapons, or any item that is not in accordance with the Hospital policy.

b. Uniforms will be agreed upon by the awarded Bidder and the Department.

7. Ensure all information collected via notebooks, plans, working papers, and/or other work produced by Security Officers while performing the security services defined by this RFP are retained, with the exception of payroll forms.

a. Ensure all documents include service dates.

b. Obtain approval from the Department prior to making changes to any documents.

c. Provide documentation to the Department upon request.

8. Ensure no Security Officers work greater than forty (40) hours per week, unless previously approved by the Hospitals.

9. Conduct performance review for Security Officers every three (3), six (6), and twelve (12) months including but not limited to, ensuring Security Officers:

a. Continue to meet the expectations of Appendix H (Security Officers’ Job Expectations); and

b. Attend required Hospital trainings.

c. Develop and submit for Department approval a timeline to provide the performance review(s) to the Hospital(s) for signature.

10. Develop and submit for Department approval action plans and timelines that address issues and remedy problems.

a. All action plans will be approved by the Department prior to implementation.

11. Develop and submit for Department approval security performance review and assessment to gather and measure patient, visitor, and Hospital staff perception of Security Officers service and performance.

a. The final document will be reviewed and approved by the Department prior to utilization.

b. Utilize the results of the security performance review and assessment to develop, in collaboration with the Department, measurable performance indicators specifically designed for the Hospital(s) to ensure compliance with all regulating agency standards.

i. The Department will provide a final approval.

ii. Deliver the developed performance measures to the Department on a quarterly and annual basis.

12. Develop reports as needed and in collaboration with the Department to support any audit processes, including but not limited to:

a. Field Investigations;

b. Grievance resolutions; and

c. Accreditation surveys.

C. Recruitment Requirements

1. Recruit Security Officers by advertising, screening, interviewing, and performing all other aspects of recruitment for finding and attracting the potential resources for filling necessary vacant Security Officers positions at the Hospitals.

0. Ensure the State’s Equal Employment Opportunity guidelines and provisions are followed.

0. Ensure the Hospitals are afforded the opportunity to interview any final candidates identified by the awarded Bidder.

1. The Hospitals will have the right to accept or reject any candidate offered by the awarded Bidder for any position.

1. Provide documents and verification on each candidate to the respective Hospital, including but not limited to:

1. Education and training (resume);

1. Appropriate knowledge and experience to complete job tasks;

1. Application for Employment;

1. Background checks;

1. Valid Maine driver’s license; and

1. Certificate of motor vehicle liability insurance.

1. Ensure Security Officers who resign or are separated from assignment are replaced at the earliest possibility, but no later than thirty (30) calendar days, to ensure minimal disruption in security services.

2. If the resigned/separated from assignment Security Officer has worked at the respective Hospital less than six (6) months, the awarded Bidder will assume all costs for orientation and training of the replacement Security Officer.

D. Staff Assignment Requirements

1. Facilitate contingent job offers and conduct necessary criminal background checks prior to any announced start date of the intended candidate.

a. Coordinate with the respective Hospital, the Security Officer’s actual start date of assignment with the Hospital.

b. Provide written notification to the respective Hospital confirming the approved start date of assignment with the Hospital.

2. Ensure Security Officers assigned to the Hospital comply with immunization requirements under 22 M.R.S.A. §802 and 10-144 C.M.R. Ch. 264 and the Federal Centers for Disease Control and Prevention, Guidelines for Preventing the Transmission of Mycobacterium Tuberculosis in Health-Care Settings, 2005, including but not limited to:

a. Ensuing all Security Officers are free of communicable disease (Hepatitis B, mumps, varicella-zoster, rubella, rubeola, and tuberculosis).

i. The awarded Bidder will be responsible for the cost incurred in providing the documentation of the immunization status of Security Officers

ii. If the Security Officer is in the process of completing the Hepatitis B vaccine series, ensure evidence of the immunization process is provided to the respective Hospital.

iii. Ensure a signed letter of declination is provided to the respective Hospital for Security Officers who decline the Hepatitis B vaccine.

iv. The respective Hospital’s Infection Control Nurse will evaluate the information received and give clearance for the Security Officer(s) to begin orientation.

E. Separation of Assignment Requirements

1. Coordinate and facilitate meetings with the respective Hospital and the individual Security Officer when work performance concerns arise or reprimands are warranted.

a. The respective Hospital will communicate any issues relating to an individual Security Officer with the awarded Bidder.

b. The respective Hospital and awarded Bidder will collaborate regarding any separation of assignment decisions involving an individual Security Officer as needed.

c. The Department reserves the right to direct the awarded Bidder to:

i. Remove any individual employee of the awarded Bidder who, in the reasonable opinion of the Department, is not fit to be engaged in providing security services to the Hospital(s).

ii. Temporarily remove an individual Security Officer from the work schedule pending an investigation of alleged misconduct, and collaborate with the Department on any such investigations as needed.

F. Background Check Requirements

1. Conduct background checks on all Security Officers who provide services for the Hospital(s) upon initial assignment and annually thereafter.

a. Ensure Security Officers sign a release form prior to background checks being performed.

b. Ensure the release form includes notice that the background check results may be shared with the Department.

c. The methods of performing the background checks must first be approved by the Department in writing and must include but not be limited to information from:

i. The Maine Bureau of Motor Vehicles;

ii. The Maine Sex Offender Registry;

iii. The Maine State Bureau of Investigation;

iv. A National Criminal Check; and

v. The potential employee’s county of residence for the past seven (7) years.

d. Be responsible for all costs associated with performing background checks.

e. Receive written permission from the Department before making any changes to background check methods.

f. Provide the Department with the results of each background check within five (5) calendar days of completion and prior to the individual providing services under the contract resulting from this RFP.

i. All results of the background check must be marked confidential and only shared with approved Hospital personnel.

ii. The Department reserves the right to conduct additional background checks as needed.

2. Ensure no individual is assigned or retained who has a criminal conviction record that:

a. Involved client abuse, neglect or exploitation;

b. Is classified as Class A, B or C crime or the equivalent of any of these and/or any reckless conduct that caused, threatened, solicited or created the substantial risk of bodily injury to another person within the preceding two (2) years; and/or

c. Resulted from a sexual act, contact, touching, or solicitation in connection to any victim.

3. Ensure no individual is assigned or retained who has a criminal conviction record that has/had:

a. Two (2) or more moving violations in the past two (2) years;

b. Two (2) or more at fault accidents in the past twelve (12) months;

c. Convictions for driving while intoxicated in the past three (3) years; and/or

d. Driving privileges suspended or revoked in the past two (2) years.

G. Security Officers Orientation, Training, and Continuing Education Requirements

1. Ensure Security Officers attend the required orientation and annual trainings at the respective Hospital, including but not limited to:

a. Cardiopulmonary resuscitation (CPR) only required every two (2) years;

b. First Aid;

c. Behavioral Response Options (BRO);

d. Management of Aggressive Behavior (MOAB);

e. Respond Assess Deescalate (RAD);

f. Adult Development;

g. Age Specific Competency;

h. Blood Borne Pathogens;

i. Boundaries and Treatment Modalities;

j. Code of Conduct;

k. Sexual Harassment;

l. Continuous Performance Improvement;

m. Emergency Preparedness;

n. Fire Extinguisher Training;

o. Hazard Communications;

p. Confidentiality;

q. Client Rights;

r. Risk Management/Mandatory Reporting;

s. Extreme Weather;

t. Suicide Prevention Training; and

u. Trauma and Sexual Abuse Training.

*Requirements may be adjusted at the Department’s discretion to ensure continued legal and regulatory compliance.

2. Ensure Security Officers receive on-the-job training to meet or exceed job expectations and requirements.

a. Initial training must include successful completion of the respective Hospital’s New Employee Orientation and at least forty (40) hours of supervised performance as a Security Officer.

3. Develop and implement a Safe Driving Program for Security Officers, ensuring:

a. Security Officers, whether they utilize State owned/leased vehicles or not, complete the Safe Driving Program within the first ten (10) business days of the employee’s initial date of assignment, and biannually thereafter.

i. Provide evidence of all Security Officers who complete the Safe Driving Program to the Department within ten (10) business days of completion.

b. The Safe Driving Program includes but is not limited to:

i. A Security Officer’s ability and competency to drive a vehicle.

c. The Safe Driving Program is reviewed and approved by the Department prior to implementation.

4. Ensure Security Officers have access to continuing education programs, including but not limited to:

a. Advanced Certifications; and

b. Supervisory training.

H. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided to the awarded Bidder during contract negotiations) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

0. Provide additional supportive documentation as indicated in Table 1, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Security Measures

· Evaluation of all items in personnel containers and review of items during transfer to bags, provided by the Hospital.

Office Goal/Initiative: Expectations of Security Officer

I. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

· Total number of visitors

· Total number of off-hours visitors

· Total number of alarms answered

· False and actual

· Number and type of incidents investigated

· Type of Incident

· Individual Involved; staff, patients and/or visitors

· Property involved that could result in harm to staff, patients, visitors or property

· Payroll

· Employee records

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

· Quarterly (aggregated)

· Annually (aggregated) Seven (7) calendar days after the end of the preceding month/quarter/year

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

1. The Office of State Procurement Services Vendor Self Service System website is found at: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

2. A copy of the RFP and all associated documents will be published in VSS.

3. Only documents published in VSS will be considered binding.

4. Any interested party may view open solicitations in VSS using the Public Access feature.

5. Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

a. Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

b. Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

6. Vendors must have an active Vendor Code (VC or VS) to contract with the Department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposals must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate the submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· Appendix E (Litigation Form)

· All required information and attachments stated in PART IV, Section II.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix F (Proposed Services Response Form)

· All required information and attachments stated in PART IV, Section III.

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix G (Cost Proposal Form)

· All required information and attachments stated in PART IV, Section IV.

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects, which occurred within the last five (5) years, demonstrating their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors If subcontractors are to be used, including consultants, Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of the organizational capacity and qualifications for any subcontractor to be used. If no subcontractors will be used, indicate such on the form.

3. Project Team Organizational Chart Bidders must provide a legible organizational chart of the project team including to whom the project team reports. Note: individual project team positions are to be identified in the job description and staffing plan.

4. Litigation Bidders must complete Appendix E (Litigation Form) providing a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome. If no litigation has occurred, indicate such on the form.

5. Financial Viability Bidders must provide the three (3) most recent years of Financial Statements audited or reviewed by a Certified Public Accountant.

Section III Proposed Services (File #3)

1. Bidders must complete Appendix F (Proposed Services Response Form) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

2. Staffing – Bidders must provide:

a. Job descriptions detailing the primary responsibilities, duties, and required qualifications for specific job positions (do not include individual resumes) for all project staff including the project lead.

b. A description of how subcontractors/consultants, if any, will interact with the Bidder’s organization, (i.e., oversight and management of subcontractors.)

c. A staffing plan that describes the minimum staffing (position titles and time allocation) necessary to meet the requirements in Part II of the RFP.

3. Implementation - Work Plan Bidders must provide a realistic work plan for the implementation of the program through the initial period of performance. The work plan must be displayed in a timeline chart, and concisely describe each program development and implementation task, the month it will be carried out, and the person or position responsible for each task. If applicable, Bidders must identify all tasks to be delegated to subcontractors.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix G (Cost Proposal Form).

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: The evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total all-inclusive mark-up rate proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 50 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 50 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute a State of Maine Service Contract with appropriate riders as determined by the issuing department.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services website.

Forms and contract documents commonly used by the Department can be found on the Department’s Division of Contract Management website.

The awarded Bidder will be required to provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing its general liability, professional liability, and any other relevant liability insurance policies that might be associated with the services provided as part of the contract resulting from this RFP.

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least 14 calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFP may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the awarded Bidder on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon…