RFP 202606102 Statewide AKFRFR_FINAL.docx

STATE OF MAINE

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

RFP# 202606102

Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services

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 I – DILIGENT PLAN AND PROVIDER PACKET TEMPLATES

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202606102

Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services

The State of Maine is seeking proposals for Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services.

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 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:

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

RFP# 202606102

Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services 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.

Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services meet the placement needs of Children and Youth in Care, those expected to enter Foster Care, as well as those who need an identified, legal, Permanent family.

The Department seeks to increase the availability of Foster and Adoptive homes that:

· Reflect the racial, cultural, and community backgrounds of Children served;

· Can care for Children with complex behavioral, medical, or developmental needs;

· Support Kin placements;

· Support sibling placements and placement stability; and

· Are located across all geographic regions, with targeted recruitment in high-need areas.

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 must 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 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).

8. 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.

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. Facility Standards and Requirements

0. Provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services Monday through Friday, 8:00 a.m. to 5:00 p.m., except during State holidays and administrative closings.

0. Provide flexible staff working schedules to ensure needs of Adoptive Families are met beyond operating hours as needed.

0. Maintain a 24/7/365 toll-free telephone line with an answering service.

0. Provide each Adoption and Generalized Recruitment Coordinator and Adoption Project Coordinator with:

3. A State issued laptop and information technology services; and

3. Access to the Child Welfare Information System.

0. Utilize a Department-approved Adoption Matching Software for determining the compatibility of a Child(ren)/Youth in Care waiting for Adoption and the licensed Resource Family who hopes to Adopt them.

B. Resource Family/Parent Recruitment Service Requirements

1. Diligent Recruitment planning:

a. Develop and execute a comprehensive, evidence-informed recruitment plan;

b. Utilize Child-specific and general recruitment strategies;

c. Target recruitment based on Department data (e.g. age, sibling groups, level of care needs);

d. Conduct community-based outreach, including partnerships with local organizations, faith communities, and culturally specific groups; and

e. Implement targeted strategies to recruit homes for:

i. Teens and older Youth;

ii. Sibling groups;

iii. Children with behavioral health or medical needs; and

iv. Indian Child Welfare Act (ICWA)-eligible Children (in collaboration with Maine Tribes).

f. Submit a Statewide Diligent Recruitment plan, within ninety (90) calendar days of the start of the initial period of performance, to the Department for review and approval prior to implementation.

i. Ensure the annual Statewide Diligent Recruitment plan is delineated by month, and includes the strategies and activities that support goals including, but not limited to:

1) Generating awareness and interest in Foster Care and Adoption through participation in nationwide campaigns; and

2) Researching successful recruitment strategies in other states.

ii. Design and implement marketing and outreach campaigns using multiple platforms (digital, print, in-person);

iii. Develop culturally responsive and trauma-informed messaging;

iv. Host informational sessions and recruitment events;

v. Maintain a consistent presence in targeted communities;

vi. Ensure activities are objective and quantifiable, refer to the Statewide Diligent Recruitment Plan Template (refer to Appendix I) for examples;

vii. Implement, track, evaluate, and adjust the Department-approved plans, at a minimum, on a quarterly basis or upon Department request; and

viii. Ensure plans are adaptable to each Department District to meet Foster Care Placement needs of the Children and Youth in Care including, but not limited to:

1) Requiring a Therapeutic Foster Home, Therapeutic Intensive level Foster Home or short-term Intensive Home;

2) Challenging behaviors and/or developmental disabilities;

3) Birth parents that are actively engaged in the Reunification process;

4) Sibling groups of Children and/or Youth in Care;

5) Children and/or Youth in Care, from birth to age nineteen (19); and

6) When necessary, a plan for Specific Recruiting for a Child(ren) and/or Youth in Care for whom the Department is seeking a Kinship Home, Resource Home or Permanency.

g. Each calendar quarter, plan and implement Adoptive and Resource Family/Parent recruitment events providing a variety of materials and opportunities promoting the message that there are Children in every community in Maine in need of Resource Families.

i. Ensure each event includes three (3) projects in each of the five (5) marketing domains:

1) Businesses;

2) Schools;

3) Community;

4) Places of worship; and

5) Media.

h. Ensure the prospective Adoptive or Resource Family/Parent who participates in any recruitment activity/event receives a minimum of one (1) item of message material/information regarding the application process and the “A Family for ME” website.

2. Collaborate for community involvement:

a. Schedule and facilitate meetings or attend meetings as requested by the Department with identified partners and minimum periodicity, specifically by meeting with:

i. The Department’s placement coordinators group virtually, each month, to review Children in need of placement to support potential matches for Foster Care Placements;

ii. Each District, monthly, to review referrals for Children to the Adoption matching program and discuss placement issues;

iii. The recruitment team for each Department District every other month;

iv. Community social service providers, the Department-contracted Resource Family support service providers, and others, twice per year, as deemed appropriate by the Department;

v. The Department, every other month or as required by the Department, regarding Therapeutic Intensive Homes (TIH);

vi. The Department’s Youth Leadership Advisory Team (YLAT), twice per year;

vii. Actively partner with businesses and communities to expand recruitment; and

viii. Identify strengths and challenges, needs of, and next steps, in collaboration with Resource Families, for increasing Resource Family/Parent recruitment and raising awareness of Concurrent Planning.

b. Ensure strengths and challenges are identified and incorporated into the Statewide Diligent Recruitment plan.

3. Recruitment activities:

a. Create, print, and distribute a variety of messaging materials such as:

i. Sticky notes;

ii. Golf tees;

iii. Pencils;

iv. Posters; and

v. Rack cards, etc.

b. Limit recruitment of qualified Treatment-Level Foster Homes to twenty percent (20%) of the Resource Families/Parents within the awarded Bidder’s program, not including recruitment for TIH.

c. Maintain the toll-free telephone number for interested parties to gain information regarding:

i. Resource Family/Parent Recruitment services;

ii. The process of becoming a licensed Resource Family/Parent;

iii. General information about Reunification;

iv. Providing Foster/Adoptive Care; and

v. Concurrent Planning.

d. Maintain the Department’s “A Family for ME” website, which disseminates information to interested parties and displays the Heart Gallery.

i. Ensure the website adheres to the State’s Office of Information Technology (MaineIT) Digital Accessibility Policy and Social Media for State Business Policy.

ii. Ensure no data is released regarding the usage of the website without the written approval from the Department. This is regardless of whether the data would be given away, sold, bartered, or through any other arrangement.

iii. Ensure any data collected, used, and reported on will be de-identified meeting the definition of TLP White as required by the MaineIT Data Classification Policy.

iv. Ensure the website does not include:

1) TikTok, which describes the social networking service TikTok or any successor application or service developed or provided by ByteDance Limited or an entity owned by ByteDance Limited.

e. Develop a marketing campaign with the goal of reaching the largest possible audience Statewide and allowing for its adaptation at the Department’s District level, which may include, but is not limited to:

i. Radio;

ii. Print;

iii. Podcasts;

iv. Social media; and

v. Television.

f. Obtain Department approval for all marketing materials prior to printing or purchasing media services.

g. Ensure “A Family for ME” is incorporated into all marketing campaigns and materials.

h. Maintain an electronic and printed Heart Gallery.

i. Ensure Children in Care referred by the Department for the Heart Gallery have completed write ups and Department approved photos within sixty (60) calendar days of referral.

ii. Ensure all images are embedded and users are not allowed to download or save any image to a user’s computer.

i. Develop and implement, with Department approval, a program addressing linguistic barriers of prospective Resource Parents/Families, including, but not limited to:

i. Limited English proficiency;

ii. Deafness;

iii. Blindness;

iv. Hearing impairment; and

v. Intellectual disability.

j. Ensure use of Diligent Recruitment efforts to engage interested parties, promoting attendance at virtual informational sessions and completion of an application to become a licensed Resource Family.

i. Assist and support parties interested in becoming a licensed Resource Family in completing the application and securing the documents needed for submission with the application.

ii. Assist and support families in accessing the Resource Parent Portal for application.

k. Develop and conduct, at a minimum each calendar year, one (1) Statewide Meet and Greet Event;

l. Conduct, at a minimum each calendar year, two (2) Statewide Electronic Heart Gallery web-conferences.

i. Refer all inquiries resulting from the Statewide Electronic Heart Gallery web-conferences to the Office of Child and Family Services (OCFS).

m. Provide virtual informational sessions for interested applicants.

i. Develop and conduct informational sessions: schedule, present, manage attendance, and assist with licensing applications through the OCFS Resource Parent Portal.

ii. Manage and update information presented at informational sessions and post on the “A Family for ME” website.

1) Track participation and completion of the online presentation.

4. Resource Parent Licensing and/or Adoption Approval Process:

a. Ensure individuals/families interested in becoming a Resource Family including Foster and/or Adoptive Parent/Family, Resource Family/Parent, or Permanency Guardian complete an application packet, participate in a Home Study, complete required training, and meet the Rules Providing for the Licensing of Family Foster Homes for Children and Standards for Foster Care Licensing.

C. Child/Youth Specific Recruitment

1. Coordinate with OCFS caseworkers for Child/Youth Specific Recruitment when a Child in Care needs a Kinship or Resource Home and the Department has been unable to locate a Kinship or licensed Resource Home.

2. Conduct individualized Child/Youth Specific Recruitment plans for each referred Child/Youth within thirty (30) calendar days of referral, including strengths, needs, permanency goals, and targeted recruitment strategies.

3. Develop and maintain Child profiles (written and/or visual) that highlight the Child’s strengths, interests, and identity in a strengths-based, Trauma-informed manner.

4. Utilize targeted outreach strategies to identify prospective Adoptive Families, including:

a. Outreach to Kin, and fictive Kin;

b. Review of existing Resource Families within agency and Statewide databases; and

c. Engagement with community partners, providers, and networks.

5. Conduct family finding activities, including Diligent Recruitment efforts to locate and engage Kin and supportive adults connected to the Child.

6. Ensure active Youth engagement in the recruitment process, including:

a. Incorporating Youth voice in identifying family preferences and Permanency goals; and

b. Preparing Youth for recruitment activities in a developmentally appropriate manner. Coordinate and participate in matching meetings and case consultations with the Department to identify potential Adoptive Families.

7. Monitor and evaluate recruitment effectiveness including:

a. Number of families identified per Child;

b. Time to match; and

c. Barriers to placement.

D. Adoption Recruitment

1. Within thirty (30) calendar days of receiving a Department-provided list of prospective Adoption-only Resources, contact all listed families to determine if they remain interested in Adoption.

2. Read each Adoptive Family’s Home Study prior to meeting with the Family to write their biography.

3. Coordinate with OCFS caseworkers to arrange meeting(s) with Children/Youth, for whom the Department has obtained legal clearance for Adoption, in order to:

a. Engage the Child in developing his/her biography to be used in the Adoption matching process; and

b. Complete the Child’s biography within thirty (30) calendar days following initial meeting.

4. Within seven (7) calendar days of receiving the referral from the Department and upon approval by the OCFS caseworker or supervisor, upload into AdoptUSKids the completed biography and matching template information of the Child/Youth for whom the Department has obtained legal clearance for Adoption.

5. Load information of the Child/Youth, for whom the Department has obtained legal clearance for Adoption and prospective Adoptive Families into the Adoption Matching Software within sixty (60) calendar days of the start of the initial period of performance.

6. Provide the names and biographies of the matched prospective Adoptive Families to the OCFS caseworker, for each Child/Youth for whom the Department has obtained legal clearance for Adoption, for follow-up.

7. Contact the matched Adoption-only Resources each month to follow up on prospective matches.

a. Ensure Adoption and Generalized Recruitment Coordinators follow up on prospective matches from the Adoption Matching Software, AdoptUSKids, Heart Gallery, and other Diligent Recruitment activities; and

b. If an Adoptive Family hasn’t been matched, ensure the Adoption and Generalized Recruitment Coordinator calls the family to determine their status within the Adoption process, answer their questions, or inform them of upcoming recruitment events.

8. Review AdoptUSKids weekly to identify potential matches for Children/Youth, for whom the Department has obtained legal clearance for Adoption, with whom the Adoption and Generalized Recruitment Coordinators are currently working.

9. Review the Home Studies, on AdoptUSKids, of interested Adoptive Families and identify prospective matches.

a. Ensure the Adoption and Generalized Recruitment Coordinator:

i. Informs the prospective Adoptive Families of whether they are a potential match and the family’s next steps; and

ii. Emails the OCFS caseworker and supervisor, providing the Home Study and contact information of the prospective Adoptive Family.

10. Meet as requested by the Department with the Adoption Project Coordinator and the OCFS Adoption program manager to discuss and review data.

a. In preparation for meeting, ensure data reports are provided to the OCFS Adoption program manager at least three (3) business days prior to the meeting.

11. Ensure the Adoption Project Coordinator meets monthly with the OCFS Adoption program manager and Adoption supervisors to discuss strengths and barriers, as well as review data.

a. Ensure data reports are sent to the OCFS Adoption program manager three (3) business days prior to the monthly meeting.

12. Ensure Adoption matches are made with the use of the Department-approved Adoption Matching Software.

13. Provide administrative services, including:

a. Supplementary support services to the OCFS Adoption program manager to develop a template for the Child in Care and prospective Adoptive Family biographies, which must be compatible with the Adoption Matching Software.

b. Tracking data points and submitting each calendar month a report to the OCFS Adoption program manager to include:

i. Number of families referred and total number of approved families;

ii. Names, number and date of Children in Care referred;

iii. Dates and type of contact with prospective Adoptive Families and Child(ren);

iv. Date biography was completed for each Child and prospective Adoptive Family;

v. Names of Child(ren) in Care and prospective Adoptive Families and dates when loaded into Adoption Matching Software;

vi. Dates and names of Home Studies/Matches provided to OCFS caseworkers;

vii. Dates and names for AdoptUSKids profiles that are completed or updated;

viii. Dates and names of Disclosure Meetings attended;

ix. Dates and names of Children placed with matched Family in Adoptive placement;

x. Names, numbers and match disruptions prior to placement;

xi. Number of declined matches by family/agency;

xii. Date of legalization of Adoption for matched Children in Care; and

xiii. Timeframe for Children referred, matched, and legalized.

E. Staffing Requirements

1. Provide a sufficient amount of Resource Family/Parent Recruitment Coordinators to provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services to continue an upward trajectory but no fewer than needed to ensure three hundred (300) prospective Resource Family/Parents families attend information sessions annually and two hundred (200) prospective Resource Family/Parents submit applications.

2. Provide a sufficient amount of Adoption and Generalized Recruitment Coordinators to provide Statewide Adoption, Kin, Foster, and Resource Family Recruitment Services for a maximum of one hundred (100) Children annually.

3. Comply with all background check requirements outlined in the Department’s current State Service Contract, Rider D, Section 13, including any necessary out of state background checks to ensure no individual has a history of child abuse or neglect. The current DHHS State Service Contract may be obtained on the Department’s Contract Documents webpage.

4. Develop and implement a Department-approved training plan and curriculum, which includes, but is not limited to:

a. Foster and Adoption Family Recruitment; and

b. Ensures all Adoption and Generalized Recruitment Coordinators successfully complete the National Adoption Competency Mental Health Training for Child Welfare Professionals within sixty (60) calendar days of hiring.

5. Ensure all Adoption and Generalized Recruitment Coordinators are trained and competent in using the Adoption Matching Software, including:

a. Loading data related to Adoptive Families’ and Children/Youth, for whom the Department has obtained legal clearance for Adoption, into the Adoption Matching Software;

b. Extracting data from the Adoption Matching Software, as requested by the Department;

c. Extracting the names of Adoptive Families and Children/Youth, for whom the Department has obtained legal clearance for Adoption, who have been matched, and submit to the OCFS caseworker; and

d. Removing data related to Adoptive Families’ and Children/Youth, for whom the Department has obtained legal clearance for Adoption, from the Adoption Matching Software.

F. State Systems and Confidentiality Requirements

1. Ensure all access to the State systems are performed using devices, accounts, authentication methods, and virtual private network, provisioned by the Department.

a. Ensure all staff/personnel comply with current MaineIT Policies & Standards related to its:

i. Access Control Policy;

ii. Access Control Procedure for Users;

iii. Security Awareness Training;

iv. Rules of Behavior Policy; and

v. User Device and Commodity Application Policy.

2. 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.

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

a. Risk Assessment Policy & Procedures; and

b. Vulnerability Scanning Procedure.

4. 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.

5. The State will not consume (use) any awarded Bidder application, but the awarded Bidder will consume (use) one/more State application(s).

G. 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 OCFS Provider Packet Template (available in VSS), as indicated within the performance measure data source column of Table 1.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Improve stability, health and wellbeing, and quality Permanent connections of individuals and families.

H. Reports

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

Table 2 – Required Reports

Provider Packet includes:

1. Performance Measure Report

2. Deliverable Data Report

3. Adoption Deliverable Report

4. Adoptive Families Report

5. Diligent Recruitment Report

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. 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 Excel and 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 requirements of Appendix F (Proposed Services Response Form).

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…