RFP 202605083 HOMEBUILDERS_FINAL.docx

STATE OF MAINE

Department of Health and Human Services Office of Child and Family Services

RFP# 202605083

Statewide HOMEBUILDERS® Program

Meeting ID: 897 0354 9947, or by Phone at +13052241968, using the Meeting ID provided. Passcode:19202094

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. INFORMATIONAL MEETING

C. QUESTIONS

D. AMENDMENTS

E. NOTICE OF INTENT TO BID

F. 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 AND BUDGET NARRATIVE FORM

APPENDIX H – NOTICE OF INTENT TO BID FORM

APPENDIX I – PROVIDER PACKET REPORT and MONTHLY CHILD SERVED REPORT TEMPLATES

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202605083

Statewide HOMEBUILDERS® Program

The State of Maine is seeking proposals for administration of its Statewide HOMEBUILDERS® Program.

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

An Information Meeting will be held on June 25, 2026, at 2:00 p.m., local time via Zoom at: https://mainestate.zoom.us/j/89703549947?pwd=aaM4xARST2I91ucbHLqGYYFmdepynU.1 using Meeting ID: 897 0354 9947, or by phone at +13052241968 using the Meeting ID provided.

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 July 24, 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. Assessment of Safety and Family functioning;

b. Assessment of Family strengths and needs;

c. Identifying Family resources and their informal/formal supports;

d. Exploring Family values and beliefs;

e. Assessing skills; and

f. Identifying problems and barriers to achieving the Family’s goals.

State of Maine Department of Health and Human Services Office of Child and Family Services

RFP# 202605083

Statewide HOMEBUILDERS® Program

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking an organization to continue the implementation of HOMEBUILDERS® Statewide 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’s Office of Child and Family Services (OCFS) is dedicated to helping create a future where all Maine children and families are safe, stable, happy, and healthy. OCFS is committed to providing timely and Intensive Family Preservation and Reunification Support, in accordance with HOMEBUILDERS®, to Families identified by the Department where moderate to high Risk of Child Abuse or Neglect exists, and Children have been determined as being in imminent Risk of entry into foster care, making them Candidates for Foster Care. HOMEBUILDERS® is a nationally recognized, Evidence-based Program designed to strengthen Families, keep Children safe and prevent unnecessary Out-of-home Placement, or safely Reunify Children with their Family after returning to the home from a foster care Placement. HOMEBUILDERS® provides intensive, in-home crisis intervention, counseling, and life-skills education for Families who have Children at imminent Risk of Out-of-home Placement or have Children in Placement who are being Reunified with their Families and can benefit from Intensive Family Preservation and Reunification Supports. The Institute for Family Development in Washington State developed the model and continues to provide training, technical assistance, and oversight of its use.

HOMEBUILDERS® is based on a clear set of values and beliefs which will guide program design and staff behavior. HOMEBUILDERS® provides a framework for:

· Structuring interventions;

· Making clinical decisions;

· Creating positive, supportive, and hopeful attitudes and behavior among staff; and

· Helping staff determine compatibility of HOMEBUILDERS® with their own professional values and beliefs.

Through this RFP, the Department intends to continue to implement with fidelity and Statewide, the HOMEBUILDERS® Program with one (1) HOMEBUILDERS® Team in each OCFS District, excluding Central Office Intake (District Nine (9)).

B. General Provisions

2. 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.

2. 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 must follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

2. 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.

2. 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.

2. 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.

6. Following announcement of an award decision, all records and documents regarding this RFP, including bid submissions, will be public records, available for public inspection pursuant to 5 M.R.S. §1825 B (6 &15) and the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including all records, documents, supporting documents, and bid submissions, are public records unless otherwise excepted by statute (Id).

2. Subject to the above and pursuant to applicable law, 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.

2. 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.

2. 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.

2. 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. Facilities and Operational Requirements

1. Operate one (1) Statewide administrative office Monday through Friday, 8:00 a.m. to 5:00 p.m., except during State holidays and administrative closings.

1. Provide HOMEBUILDERS® services in each of the Department’s Districts, excluding Central Office Intake (District 9).

0. Receive referral cases, based upon the Family’s geographic location, from the Department’s Office of Child and Family Services (OCFS).

0. Ensure HOMEBUILDERS® services are available to eligible Families:

i. Fifty-two (52) weeks per year.

ii. Using a flexible schedule: traditional hours, after-hours, weekends, and holidays at the convenience of the Family.

iii. Primarily within the Family’s home and/or other locations convenient to the Family.

c. Ensure HOMEBUILDERS® specialists, supervisors, and program managers are available 24/7/365.

i. HOMEBUILDERS® services provided after normal business hours (8 a.m. to 5 p.m.) may occur through phone contact or in-person, depending on the emergent nature of the case circumstances.

ii. Ensure HOMEBUILDERS® specialists (or the supervisor serving as back up) respond in person or via phone within thirty (30) minutes, if required by emergent case circumstances.

B. HOMEBUILDERS® General Requirements

1. Deliver and implement HOMEBUILDERS® in each of the Department’s Districts.

2. Develop Department-approved tools, including site monitoring tools, to ensure coordinated and effective implementation of the Statewide HOMEBUILDERS® Program:

a. Conduct two (2) Site Monitoring visits per year in each of the Department’s Districts.

i. Provide results of each Site Monitoring visit to the Department within ninety (90) days of the scheduled Site Monitoring visit.

3. Provide HOMEBUILDERS® at full capacity and full fidelity in accordance with the HOMEBUILDERS® Standards included in Appendix I (Provider Packet Report Template) under the Supporting Documentation tab.

4. Develop policies and inclusionary practices to ensure Children at Risk of disparities, and/or living with disabilities, and/or experiencing trauma are best served.

5. Ensure the HOMEBUILDERS® Program and staff implementing the program are Trauma-informed and culturally sensitive and inclusive.

6. Develop and administer Department-approved satisfaction surveys for clients and referents.

7. Documentation - maintain a case record for each Family for at least five (5) years.

8. Reporting Requirements

a. Use HOMEBUILDERS® ECM (Exponent Case Manager) Client Documentation/Data System.

b. Upon request, provide data such as plans and Assessments or Child and Family-specific data to OCFS.

9. Quality Assurance

a. Develop, within thirty (30) days of the start of the resulting contract, and implement throughout the contract cycle, a Department-approved Quality Assurance Plan outlining policy and procedure, including activities intended to ensure the quality of the services provided, as well as monitoring of fidelity.

b. Collaborate closely with the HOMEBUILDERS® Consultant and the Department’s Family First Evaluation vendor and cooperate with record reviews and on-site visits.

c. Participate in quality assurance activities as directed by OCFS and the Institute for Family Development.

d. Cooperate with a HOMEBUILDERS® Consultant, annually, to ensure program implementation data is complete.

i. The HOMEBUILDERS® Consultant will review the data and provide feedback to awarded Bidder.

ii. The Institute for Family Development will conduct a site-visit twice per year, and a full-site fidelity review (including client file reviews) will be completed annually.

10. Maintain accounting systems and financial records, including:

a. Internal control: Accountability for all grant and sub-grant cash, real and personal property, and other assets;

b. Budget control: Comparison of actual expenditures with budged amounts for each award and sub-award;

c. Allowable costs: If applicable, assist in following federal cost principles, agency program regulations, and the terms pursuant to the contract resulting from this RFP;

d. Source documentation: Backup documentation regarding payments (e.g., cancelled checks, paid bills, payrolls, etc.); and

e. Subrecipient monitoring support: Monitoring of cash drawdowns by subrecipients.

11. Serve Families for whom English is not their primary language (including American Sign Language).

a. The awarded Bidder’s staff are not required to be bilingual, but the awarded Bidder must have an established plan in order to meet the needs of all Families.

C. HOMEBUILDERS® Eligibility Requirements

1. Accept Family referrals for HOMEBUILDERS® services only from OCFS.

a. Determine if the referral can be accepted based on current program capacity.

i. Ensure rejections to HOMEBUILDERS® are only based upon eligibility criteria when there is program capacity.

ii. Notify OCFS immediately when program capacity is met.

b. Determine if the Family is willing to participate in the HOMEBUILDERS® service.

i. Notify OCFS immediately if a Family refuses to participate in services.

c. Ensure Families meet the eligibility criteria of:

i. At least one (1) Child from birth to seventeen (17) years of age is at imminent Risk of Placement based on the identification of a Risk Factor; and

ii. The referral has been approved by an OCFS supervisor.

iii. Other eligibility factors include:

1) The Child is a Candidate for Foster Care;

2) At least one (1) parent is willing to meet with the HOMEBUILDERS® specialist;

3) The Family is available to participate in an intensive eight to ten (8-10) hours per week, four- to six- (4-6) week intervention; and

4) Less intensive services would not sufficiently reduce the Risk of Placement, are unavailable, or have been exhausted.

d. Ensure HOMEBUILDERS® supervisors confirm the Family’s eligibility.

i. If the referral does not meet the eligibility criteria notify OCFS immediately.

ii. If OCFS supports the Family referral for HOMEBUILDERS® program, consult with the HOMEBUILDERS® developer and OCFS to determine the final decision.

e. Contact eligible Families and schedule a first face-to-face visit within twenty-four (24) hours of receipt of the initial referral.

i. Engage the Family within two (2) hours if a crisis designation is determined and address all immediate concerns and build a sustainable relationship.

2. Implement HOMEBUILDERS® services immediately as part of the Family's Safety and/or Prevention Services Family Plan to support the Child’s ability to remain safely in the home.

3. Provide HOMEBUILDERS® Reunification to OCFS-identified cases, specifically if OCFS determines:

a. There is a specific and immediate plan for the Child's return home within seven (7) calendar days; and/or

b. The Family requires intensive In-home Services for Reunification to occur successfully.

i. Complex needs may include but are not limited to:

1) Parents in the early stages of recovery from substance use;

2) Children with challenging/difficult behaviors and parents' inability to manage such behaviors effectively;

3) Unresolved Risk Factors including mental health and domestic violence concerns;

4) Parental/Child ambivalence about Reunification; and

5) Parents' inability to effectively respond to the special needs of their Children.

D. HOMEBUILDERS® Services for Eligible Families

1. Assessment and Treatment Planning

a. Conduct behaviorally specific, interactive, and holistic assessments of the Family.

b. Develop a service plan, in collaboration with the Family and other service providers that includes behaviorally specific intervention goals that focus on remediating the Risk contributing to the needs for Placement or barriers to Reunification and promote skill development and behavior change which;

i. Must be updated when needed to reflect changes in Family circumstances and/or functioning and incorporate Safety planning; and

ii. Must be completed with the family and initial draft submitted to the supervisor within seven (7) calendar days and a final draft submitted to the referent within fourteen (14) calendar days of service start.

iii. Must be consistent with the Family plan developed through Case Conferencing and Teaming with the Department.

c. Utilize/complete the North Carolina Family Assessment Scale (NCFAS) to identify Family strengths and needs to inform the Assessment and the development of intervention goals and a written service plan.

d. Provide or assist Families with accessing supports, services, and items (e.g., food, housing, transportation, financial assistance, and childcare) to reduce the likelihood of Placement.

2. Integration with the Department’s Case Conferencing and Family Team Meeting processes

a. Participate in any Case Conferencing with the Department and/or Family Team Meeting processes.

NOTE: While some implementation details will evolve as the two (2) processes work together, the awarded Bidder must be prepared to learn about and be incorporated into the Department’s practice of implementing any Case Conferencing and/or Family Team Meetings with Families.

b. Ensure the Family has the opportunity to invite Natural Supports into the home when meeting with HOMEBUILDERS® and the OCFS caseworker.

i. Natural Supports may be involved in the development of the Service Plan and be included in the discussion specific to the outcomes the Family will need to address within the thirty (30) calendar days timeframe in order to have a team of supports in place to help build upon the strengths of the Family.

3. Engagement and Motivation Enhancement

a. Utilize a strength‐based approach to partner with Families in the identification, development, and prioritization of goals by drawing upon the Family's strengths and resources.

4. Collaboration and Advocacy

a. Ensure specialists:

i. Collaborate with formal and informal community resources, services, and systems to increase the level of supports available to the Family; and

ii. Assist the Family in effectively navigating multiple systems and advocating for themselves to access services and supports within their own community.

b. Establish and maintain frequent contact and communication with OCFS through phone calls, email, and conferences, and at minimum, at least one (1) weekly update for each family.

c. Provide OCFS with updates, progress towards goals, change in status, updates in service delivery, targeted interventions, and other issues identified for each Family.

i. Provide written reports and summaries at the request of OCFS.

ii. Ensure appropriate personnel is available to appear in court for the purpose of testifying to facts regarding a client’s or awarded Bidder’s involvement in provided services.

1) Upon request from OCFS, provide a written summary, to the Department, in preparation for a juvenile court hearing.

d. Facilitate successful Statewide implementation of HOMEBUILDERS® and maintain consistent communication and shared problem solving with OCFS and the Institute for Family Development, to identify and address any issues or adaptations that will need to be considered as the model is implemented within the context of the State’s Child welfare system.

5. Cognitive and Behavioral Approach

a. Ensure specialists provide the HOMEBUILDERS® model to fidelity to promote behavior change in the Family.

6. Teaching and Skill Development

a. Ensure specialists teach Family members a variety of skills based on the assessment and service plan including but not limited to:

i. Child behavior management;

ii. Effective discipline and the use of non-physical discipline;

iii. Positive behavioral support;

iv. Communication skills;

v. Problem‐solving skills;

vi. Safety planning;

vii. Helping the Family develop/establish daily routines;

viii. Emotion Management / Regulation; and

ix. Relapse Prevention Household Management;

x. Teach all of these skills using strategies such as:

1) Direct teaching;

2) Role playing/practice;

3) Coaching and prompting;

4) Audio/visual aids:

5) Written materials; and

6) Homework.

7. Provision of Concrete Services

a. Ensure specialists provide a wide range of services to help Families meet their Basic Needs by helping the Family access concrete goods and services that are directly related to achieving the Family’s goals, while teaching them to meet these needs on their own, including but not limited to:

i. Access to transportation services;

ii. Housing and heating assistance; and

iii. Access to food and/or clothing.

b. Assist each Family in accessing funding for concrete goods and services to assist in meeting their Basic Needs.

i. Ensure Families are not provided more than five hundred dollars ($500.00) of emergency funding per calendar year to support their Basic Needs and/or expenditures related to specific HOMEBUILDERS® goals and service plan.

8. Transition and Service Closure

a. Prior to the conclusion of services:

i. Ensure the Family and specialist assess progress, develop a written plan to maintain progress achieved, and identify unmet and/or ongoing service needs of the Family;

ii. Ensure specialist, in consultation with OCFS, assists the Family in connecting to needed resources and services to support them following case closure;

iii. Conduct a Teaming meeting with an aim toward agreement and accountability by all Family members and that the Family has supports in place and understands next steps related to maintaining Child Safety in the home and participation in any other recommended services.

iv. Ensure a HOMEBUILDERS® Service Summary (which includes the NCFAS post ratings) is completed and forwarded to OCFS within one (1) business day of case closure.

E. Confidentiality Requirements

1. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

2. Implement risk assessment and vulnerability scanning policies and procedures for collecting sensitive information electronically (PII, PHI, and/or other confidential data) as part of the services provided as a result of the contract awarded under this RFP, at minimum to be equivalent to current MaineIT Policies & Standards for:

a. Risk Assessment Policy & Procedures; and

b. Vulnerability Scanning Procedure.

3. Comply with all current State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

4. The State will not consume (use) any awarded Bidder application, nor will the awarded Bidder consume (use) any State application.

F. Staff Requirements

1. Provide eight (8) HOMEBUILDERS® Teams, one (1) for each of the Department’s Districts (except District 9).

a. Ensure each Team consists of four to five (4-5) specialists and one (1) supervisor.

i. Each specialist must serve a minimum of twelve to fifteen (12-15) Families during their first year of employment and seventeen to eighteen (17-18) Families annually thereafter.

ii. Three (3) team leads must oversee implementation for specific Districts of the State.

2. Provide three (3) HOMEBUILDERS® Team Managers to oversee the eight (8) teams Statewide, with each Manager overseeing no more than three (3) teams.

a. Ensure each Team consists of:

Required and/or FTE Required

b. Ensure staff listed in the staffing plan meet the HOMEBUILDERS® staffing requirements, specifically:

i. Specialists must:

1) Have a master’s degree in social work, psychology, counseling, or a closely related field; or a bachelor's degree in social work, psychology, counseling, or a closely related field.

2) Have at least two (2) years of experience working with Children and Families.

3) Live within proximity (within sixty (60) minutes travel) of the Families being served.

4) Not have a second job unless it can be demonstrated that the position will not impact the individual's twenty-four (24) hour per day availability and is pre-approved by the Department.

ii. Supervisors must:

1) Have a master’s degree in social work, psychology, counseling, or a closely related field; and

2) Have at least two (2) years of experience working with Children and Families; or

3) Have a bachelor's degree in social work, psychology, counseling, or a closely related field; and

4) Have at least four (4) years of related experience as a HOMEBUILDERS® Specialist; and

5) Have at least one (1) year of supervisory experience.

6) Receive referrals 24/7 and be available 24/7 to Families and specialists for consultation and support, as well as to provide back-up case coverage.

iii. Program Managers must:

1) Have at least two (2) years’ supervisory/management experience.

2) Have at least four (4) years providing direct services to Families, preferably intensive In-home Services.

3) Be available to the supervisor 24/7 for consultation and support, as well as to arrange coverage when the supervisor is unavailable.

4) Provide back-up case coverage for supervisor whenever needed.

c. Fully vet any staff hired to provide direct services to Families under the HOMEBUILDERS® model to include:

i. Background Checks: Adhere to the Department’s requirements outlined in the current DHHS Subrecipient Service Cost Settled Service Contract, Rider D, Section 13. Background Checks. The current Cost Settle Service Contract may be obtained on the Department’s Contract Documents webpage.

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

d. In collaboration with the HOMEBUILDERS® Consultant, utilize the HOMEBUILDERS® guided interview tools, including role-play opportunities, for hiring (or considering reassignment of) staff.

G. Staff Training and Development Expectations

1. Ensure all staff providing direct services to Families complete the initial HOMEBUILDERS® core skills training workshop, initial training workshop, initial HOMEBUILDERS® ECM webinar, and initial client documentation and paperwork webinar before a specialist or supervisor can be assigned their first case.

2. Participate in all training sessions/workshops and/or HOMEBUILDERS® consultation and fidelity activities as directed by OCFS and the Institute for Family Development.

3. Establish, with the HOMEBUILDERS® consultant, an individual, professional development plan for all staff providing direct services to Families.

4. Ensure all staff providing direct services to Families receive periodic and regular training regarding relevant Child welfare topics including but not limited to:

a. Substance use;

b. Adolescent development;

c. Psychotropic medication and medication management;

d. Working with Families;

e. Concurrent Child welfare permanency planning;

f. Domestic violence;

g. Teen relationship Abuse;

h. HIV/AIDS;

i. Behavior modification and management;

j. Child development disorders;

k. Lesbian, Gay, Bisexual, Transgender and Questioning (LGBTQ), gender identity and expression;

l. Sexually acting out;

m. Crisis intervention; and

n. Trauma theory.

o. Provide training regarding the recognition and Assessment of Child Safety and Risk Factors.

5. Provide worker Safety training to the HOMEBUILDERS® Teams.

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 Appendix I (Provider Packet Report Template), utilizing the Performance Measure Report tab 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 on the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Improve Safety of youth, Families, and communities.

I. Reports

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

Table 2 – Required Reports

i. Coversheet and Instructions;

ii. Performance Measure Report;

iii. Quarterly Narrative Report;

iv. Staff and Training Report;

v. Federal Required Report; and

vi. Supportive Documentation.

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

Table 3 – Required Reports Timelines

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. Informational Meeting

The Department will sponsor an Informational Meeting concerning the RFP beginning at the date, time, and location shown on the RFP cover page. The purpose of the Informational Meeting is to answer and/or field questions, clarify for potential Bidders any aspect of the RFP requirements that may be necessary and provide supplemental information to assist potential Bidders in submitting responses to the RFP. Although attendance at the Informational Meeting is not mandatory, it is strongly encouraged that interested Bidders attend.

C. 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.

D. 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.

E. Notice of Intent to Bid

1. General Instructions: Bidders interested in submitting a proposal are required to submit a Notice of Intent to Bid.

a. Appendix H (Notice of Intent to Bid Form) must be submitted to the RFP Coordinator, via email, no later than the date and time published in VSS.

b. Failure to submit the Notice of Intent to Bid Form by the deadline will automatically result in the Bidder’s proposal being disqualified from the evaluation process.

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

F. 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 and Budget Narrative Excel and PDF format preferred, and must include:

· Appendix G (Cost Proposal and Budget Narrative 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.

Bidder 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)

0. 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.

0. 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,…