STATE OF MAINE

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

RFP# 202607116

Monitored Visitation Services

Meeting ID: 815 7887 4084, or by Phone at +13052241968 using the Meeting ID provided.

Passcode: 16213921

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 – PROVIDER PACKETS

APPENDIX I – NOTICE OF INTENT TO BID FORM

PUBLIC NOTICE

State of Maine Department of Health and Human Services

RFP# 202607116

Monitored Visitation Services

The State of Maine is seeking proposals for Monitored Visitation Services.

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

An Informational Meeting will be held on July 24, 2026, at 10:00 a.m., local time via Zoom at: https://mainestate.zoom.us/j/81578874084?pwd=tulR1BCN4EfwaOcF6YKFwuCk5633KW.1 using Meeting ID: Meeting ID: 815 7887 4084, 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 August 14, 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. OCFS’ Safety concerns;

b. The level of supervision required;

c. Frequency of contact;

d. Reasons a Visit may be terminated;

e. The Child’s needs;

f. Any limitation on the Visitor’s ability to engage in routine parenting tasks (such as photographs or diaper changes); and

g. Specific skills that each Parent will be coached on during Visits with their Child(ren).

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

RFP# 202607116

Monitored Visitation Services

PART I INTRODUCTION

A. Purpose and Background

The Department of Health and Human Services (Department) is seeking Monitored Visitation 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 recognizes the value of assisting families in providing for the developmental, health, and Safety needs of Children and strives to provide programs and services while respecting the rights and preferences of individuals and families.

The Department’s Office of Child and Family Services (OCFS) is responsible to provide Family Visitation Program Services to Parents pursuant to 22 M.R.S.A. §4041(1-A)(A)(1)(c)(v). Visitation between a Child(ren) placed in an Out-of-home Placement and his/her Parent(s), and family member(s) is a key part of the process of reuniting Children with their families. Regular Visits help strengthen the Parent-Child(ren) relationship and prepare the family for returning home. The Department is obligated to provide Parent and Child(ren) contact when a Child(ren) is removed from Parental custody and is committed to minimizing the impact of the Out-of-home Placement, promoting Visitation in a natural setting, including the birth Parents’ home when Safe to do so.

Family Visitation Program Services allows for a schedule of and conditions for Visits between the Child and Parent designed to provide the Parent and Child time together in settings that provide as positive a Parent-Child interaction as can practicably be achieved while ensuring the emotional and physical well-being of the Child when Visits are not detrimental to the Child's best interests.

Through this RFP, the Department intends to ensure Monitored Visitation is available to families where Visit Monitors (VMs) observe the Parent(s) and Child(ren)’s interaction as well as siblings and/or extended family members at a Visitation Center equipped with a Visit Video monitor systems which allows the VM to intervene when Safety is potentially compromised.

Exhibit 1 depicts the total estimated monthly Monitored Visitation needs per District.

Exhibit 1 – Estimated Monitored Visitation Service Needs

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 four (4) awards, one (1) in each District identified in Exhibit 1 as a result of this RFP process.

Bidders interested in providing services for multiple Districts must specify the District on Appendix A (Proposal Cover Page) and submit a separate proposal for each District.

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. Monitored Visitation Service Delivery

1. Ensure each Child is Safe from Child Abuse or Neglect during Visits.

2. Notify the Department within twenty-four (24) hours, or before the next Monitored Visit (whichever is sooner) of any Safety Intervention or Critical Incident.

a. Provide Visit Video access within twenty-four (24) hours, indicating in the email what happened, and the location in the video where the incident occurred.

3. Ensure compliance with court orders and/or the Department’s Family Visitation Plan regarding Monitored Visitation.

4. Provide testimony in Child welfare court proceedings, as mandated by court subpoena. Visit Monitors (VMs) may be subpoenaed to testify in court proceedings and therefore must be prepared to provide testimony about the Monitored Visitation Visits that are supported by the VMs.

5. Ensure the development, implementation, and oversight of Monitored Visitation services provides a Culturally Competent, respectful, Strength-based, and Trauma-informed Approach.

a. Ensure staff have the capacity to accommodate the cultural and linguistic needs of any family referred.

6. Collaborate with the Department’s Office of Child and Family Services (OCFS) and District staff:

a. To streamline and coordinate the Monitored Visitation services, including the referral and scheduling process;

b. By meeting quarterly with District staff to identify issues within the Monitored Visitation services delivery and to address issues that may arise;

c. By cooperating with the Department and other applicable government agencies in monitoring, investigating, and reporting on compliance with applicable Federal and State laws and regulations; and

d. Ensuring VMs provide video documentation of Visitations.

7. Ensure Safety measures are used for Monitored Visitation services, including but not limited to:

a. Ensuring VMs have access to phone service to alert the local police department when needed.

8. Make every effort to engage Parent(s) to attend and participate in scheduled Monitored Visitation:

a. By reaching out to parents who no show for a visit, or cancel without explanation.

b. By incorporating relatives, sibling(s), and pets in Monitored Visits.

i. VMs must make every effort to include the sibling(s) in Monitored Visitation who are not in Department custody, when requested by the Department.

9. Monitor family and Child(ren) progress by ensuring VMs:

a. Report all Safety Interventions and Critical Incidents within twenty-four (24) hours to the Department; and

b. Use Emergency Protocols to provide documentation via an email to both the OCFS case worker and the OCFS supervisor.

10. Document each Monitored Visit by:

a. Ensuring each Monitored Visit is recorded;

b. Ensuring Visit Videos are stored on the awarded Bidder’s secure network;

c. Transmitting the Visit Video links to OCFS within twenty-four (24) hours of the Monitored Visit; and

d. Entering all notes into the Department’s Child Welfare Information System (CWIS) narrative logs within five (5) business days of the Visit, using the Monitored Visitation Narrative template in Appendix H.

11. Ensure all VM staff comply with subpoenaed requests.

B. Staff and Training Requirements

1. Ensure all staff receive a background check in compliance with the Department’s Fee for Service Contract template, Rider D, Section 13, prior to providing Monitored Visitation.

2. VM minimum qualifications:

a. Must be twenty-one (21) years of age or older; and

b. Have twelve (12) months of previously documented experience, and knowledge, working with Children and families.

3. Training Requirements

a. Ensure all Monitored Visit staff have been trained in the mandated reporter training, prior to providing Monitored Visitation services and in accordance with the mandated reporting law.

b. Provide training and support (initial and ongoing) regarding the use, maintenance, and proper care of the equipment/software for the CWIS application for documentation.

c. Provide instructions to all Monitored Visitation staff on the Department’s language access policies and procedures, and document how procedures were followed when needed.

C. Facility Standards and Facility Operational Requirements

1. Identify office location(s) and/or Visitation center(s) for delivering Monitored Visitation Services which:

a. Operate, Monday through Friday, 7:00 a.m. to 7:00 p.m.; Saturdays, 7:30 a.m. to 7:00 p.m.; and Sundays, 12:00 p.m. to 5:00 p.m.

i. Exceptions to the required hours are granted during State Holidays and administrative closings.

b. Provide adequate space to accommodate peak hours of Monitored Visitation, from 2:30 p.m. to 6:00 p.m., to ensure the privacy of families who are Visiting.

c. Have emergency exits, posted Emergency Protocols, and meet all other State and municipal fire Safety-code requirements.

d. Ensure a wide geographical coverage within the District.

D. Referral Requirements

1. Provide Monitored Visitation to all families referred by the Department or a Federally Recognized Tribe and review all referrals to ensure there are no conflicts of interest.

0. Conflicts of interest include:

0. Personal knowledge;

0. Involvement with the Parent;

0. Other information which could place a bias; and/or

0. Presenting a Safety concern as determined by the awarded Bidder.

0. If there is a questionable conflict of interest, consult with the Department regarding the circumstances and collaborate to develop an alternative plan, if necessary. Document any potential or realized conflicts of interest regarding Visitation program staff, to include how the conflict was recognized and resolved.

1. Assign appropriate staff to the family within three (3) business days of the referral.

1. If, by day three (3) the family has not been reached, the awarded Bidder must contact the Department caseworker to ensure a Visit is scheduled.

1. Contact the Department within three (3) business days of the referral to provide dates/times available for Visits.

1. Ensure the first (1st) Visit occurs within seven (7) calendar days of the referral.

1. A referral is complete when the referral form has been received by the awarded Bidder from the Department’s Child welfare staff.

E. Information Technology Requirements

1. Work with the Department and MaineIT to receive State laptops, Active Directory accounts, and approved two-factor authentication, for staff conducting Monitored Visitation Services.

a. Ensure staff utilizing State devices, accounts, authentication methods, virtual private networks, or an information system provisioned by the Department and/or MaineIT, comply with MaineIT Policies & Standards, specifically:

i. Access Control Policy;

ii. Access Control Procedure for Users;

iii. Security Awareness Training;

iv. Rules of Behavior Policy;

1) This is not intended to replace or address professional conduct outside the information security context.

v. User Device and Commodity Application Policy; and

vi. Network Device Management Policy.

b. Promptly notify the Department in the event of any staff no longer performing work under the contract resulting from this RFP, so access to State systems may be terminated.

i. Return the loaned laptop to the Department or MaineIT within five (5) business days of staff no longer performing work under the contract resulting from this RFP.

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. Comply with all 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 does not consume a vendor application, but the vendor consumes one/more State application(s).

5. Provide annual confirmation regarding compliance with all applicable MaineIT Policies & Standards.

a. Implement any substantive change to MaineIT Policies & Standards within a timeframe negotiated between the Department, MaineIT and the awarded Bidder.

6. Comply with the Health Insurance Portability and Accountability Act (HIPAA).

7. Ensure all PHI or other individually identifiable information provided by the Department, accessed via Department systems, or received or acquired from any individual as a part of the Monitored Visitation Services or through any other method, is regarded as confidential information.

8. Ensure all confidential information, in any format, is safeguarded consistent with the terms of the Department’s Business Associate Agreement and any other applicable State and Federal confidentiality laws, regulations, and/or rules.

9. Comply with the terms of Maine’s Notice of Risk to Personal Data Act, pursuant to 10 M.R.S.A §§ 1346-1350-B, and any other applicable privacy and security laws, rules, and regulations.

10. Meet quarterly, either in-person or by telephone conference, with the Department to review PHI compliance and any potential concerns related to confidential information.

11. Notify the Department immediately in the event of a breach or potential breach of confidentiality.

12. Collaborate with the Department to investigate, document, and otherwise respond to any actual or potential breach of confidential information.

F. Recordkeeping, Data Collection/Management, and Supportive Documentation

1. Use feedback from quality-of-service delivery measures to improve Monitored Visitation Services.

2. Complete thorough documentation, within five (5) business days of each Visit.

3. Collaborate with the Department to streamline and coordinate the Monitored Visitation Services including:

a. Scheduling and conducting Visits;

b. Assessing travel time for each Child(ren) in Care who is transported to, and from Visits;

c. Continuous assessment of the Parent’s progress, in relation to participating in the Visits including, but not limited to:

i. Attendance;

ii. Acceptance and effective use of feedback regarding interactions appropriate to Child development; and

iii. Goals set for the Parent(s).

4. Use feedback from quality-of-service delivery measures to improve Monitored Visitation Services; and

5. Utilize client feedback to improve services, as evidenced by quantitative and qualitative data, provided to the Department.

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 Appendix H (Provider Packet) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Improve stability, health and well-being, and quality Permanent connections of individual 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

· Includes the Visit Video for Monitored Visits

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 I (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. Bidders must submit a separate Notice of Intent for each District they intend to bid on.

c. 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.

d. 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 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, 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.

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. 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. 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 and Budget Narrative (File #4)

1. Cost Proposal and Budget Narrative Form Bidders must complete Appendix G (Cost Proposal and Budget Narrative 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:

1. 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.

1. 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.

Budget Narrative (5 Points)

1. 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.

1. Scoring the Cost Proposal: The total cost 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 25 points. Proposals with higher bids 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 25 = 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.

The remaining five (5) points allocated to the Budget Narrative (Appendix G) will be used to evaluate the responsiveness of the narrative material and supporting documentation for accuracy and reasonableness of the proposed cost (including, but not limited to, reviewing assumptions used in calculating the costs). The evaluation team will use a consensus approach to evaluate and score the budget narrative.

1. 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.

C. 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.

D. 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 fifteen (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.

The State of Maine Service Contract will include insurance requirements as identified in the State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

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 forms 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 fourteen (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 requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

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 – Provider Packet

Appendix I – Notice of Intent to Bid Form

APPENDIX A

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

PROPOSAL COVER PAGE

RFP# 202607116

Monitored Visitation Services

Proposed District Choose Only One

Bidder Name:

Vendor Customer Code (for current State of Maine vendors):

VC

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Street Address:

City/State/Zip:

· This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· No attempt has been made, or will…