RFP-260000002520-Schedule A-Statement of Work.docx

Enter your company name Schedule A – Statement of Work Request For Proposal #260000002520 Release Day Transportation for MDOC Clients This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background This Contract is for the Michigan Department of Corrections Offender Success (OS) Reentry Services for peer-supported reentry. The selected organization must primarily employ individuals who have been incarcerated or otherwise impacted by the justice system. The contract is for providing release day transportation for those leaving prison to their approved home placement address.

Mandatory Minimum Requirements To avoid disqualification, you must provide documentation to support the following:

A. The Contractor must provide release day transportation to clients from all MDOC facilities (except Marquette, Baraga, and Alger facilities) to an approved location such as an approved housing location or parole office. Please see Appendix A – MDOC Facility Locations for a list of facilities included under the contract resulting from this RFP.

2.2 The State will only evaluate proposals meeting the mandatory minimum requirements.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and do not agree.

General Requirements The Contractor will maintain records of program activity for each client and submit to the MDOC as requested.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Contractor will respect the confidentiality of client files and will not disclose medical record information and other official information with unauthorized persons. Personal information will not be divulged unless for authorized purposes. The Contractor will ensure client records are secure, and unauthorized staff and other clients do not obtain access to files.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Contractor will comply with the guidelines of what information is confidentially withheld from Parole or Probation Agents and the limits of what is confidential from Parole or Probation Agents. The Contractor will also ensure that all staff, volunteers, and clients are aware of the limits of confidentiality between Contractor staff and Agents.

Specifically, The Contractor will inform the Parole or Probation Agent of the following and will also immediately inform law enforcement of:

A. Any circumstances in which someone is in immediate danger, B. A client is in danger to themselves or others, or C. A client has engaged in illegal activity, not including substance use only.

When The Contractor becomes aware of actual or suspected substance use, the Contractor will work with the client to encourage the client to seek treatment and/or participate in treatment. The Contractor is not responsible to make the Parole or Probation Agent aware of substance use but will partner with clients to promote the radical honesty conducive to recovery. The Contractor will use techniques such as Motivational Interviewing to empower the client to be honest with their Parole or Probation Agent and will support the client by helping the client prepare to talk to their Parole or Probation Agent.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Contractor will maintain the documentation required within this contract and will provide it to MDOC when requested.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Contractor will participate in an on-site or virtual review of services conducted by the MDOC as requested. The review will cover:

A. Compliance with financial requirements.

B. Compliance with contractor requirements.

C. Quality of services provided.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

3.6. In-Reach Services

The Contractor must provide transportation services to any client leaving prison and returning to any County in Michigan.

The Contractor must participate in transition team meetings and/or resource meetings for clients who they will transport.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

3.7 Transportation

The Contractor must make a good faith effort to ensure all transportation requests are fulfilled and be staffed accordingly. The Contractor must provide transportation services to any client under the following circumstances:

A. Any client who is discharged from an MDOC facility and in need of transportation. The transportation will be provided to the client on the day of discharge from MDOC facilities. The Contractor will communicate with the assigned Parole or Probation Agent before transporting the client. If the client will be living in housing that is funded by the OS Administrative Agency (OSAA), The Contractor will also communicate with OSAA staff before transporting the client.

B. The Contractor must assess transportation needs and provide ADA and accessible transportation for all paroling offenders as needed. The MDOC will provide a summary of client transportation needs at the time of referral so the Contractor can ensure that the appropriate transportation is provided.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

3.11 In-Reach Parolee Procedure

A. The Contractor will be invited to the Transition Team meeting by In-Reach staff.

B. Tentative arrangements for transportation will be made and the agent notified during the meeting.

C. In-Reach staff will email the Records Office (RO) at the facility about the transportation arrangement and will copy the Records Office Supervisor, the Contractor, and the supervising field agent.

D. The Contractor will reply to everyone on that email chain within 5 days to confirm whether they can provide pickup. They will provide the pickup time, as well as the name of the Contractor staff that will do the pickup and their phone number. If there is no email confirmation from the Contractor, staff should assume that the pickup is not confirmed. If transportation needs to be cancelled, Records Office is responsible for informing the Contractor by calling the Contractor staff doing the transportation, as well as the Contractor designated program manager E. RO staff will call contractor to confirm the week prior and will confirm the expected time of release F. The Contractor will email the group on the email above or call the Records Office the day before to confirm.

3.12 Non In-Reach Parolee Procedure

A. A Records Office staff, PC, agent, or other staff who are aware of a need for transportation may reach out to the Contractor by email and copy Reentry Services Manager (Mariam DeLand).

B. The MDOC staff requesting the transportation will email the Records Office at the facility about the need for transportation and will copy the Records Office Supervisor, Reentry Services Manager (Mariam DeLand), field agent, and the Contractor.

C. The Contractor will reply to that email within 5 days to confirm the time and location of pickup, as well as the name of the Contractor’s staff that will do the pickup and their contact information. If there is no email confirmation from the Contractor, staff should assume that the pickup is not confirmed. If transportation needs to be cancelled, Records Office is responsible for telling the Contractor by calling the Contractor’s staff doing the transportation, as well as the Contractor’s designated program manager.

D. RO staff will call the Contractor to confirm the week prior and will confirm the expected time of release E. Contractor will email the group on the email above or call the Records Office the day before to confirm.

3.13 Transportation Capabilities

A. The bidder must state its fleet size and capabilities, such as types of vehicles used and the ability to accommodate clients with special needs.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must state its fleet size and capabilities: List fleet size and capabilities here.

B. The bidder must state the estimated number of rides per day it believes it can accommodate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must state its estimated number of rides per day it believes it can accommodate: List estimated daily rides here

C. The bidder will provide transportation to all facilities Statewide except for Marquette, Baraga, and Alger facilities. Multiple simultaneous transports may be required at different locations in the State. The bidder must state its capability to accommodate multiple simultaneous transports Statewide.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must state its ability to conduct multiple simultaneous transports Statewide: State response here.

Project Plan The Contractor will carry out this project under the direction and control of the Program Manager.

Upon Contract Award: A final project plan must be submitted for final approval within 30 calendar days of the Effective Date. The plan must also include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

ADA Compliance

5.1 The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

5.2 The Contractor must comply with the Americans with Disabilities Act (ADA) and the Rehabilitation Act and must notify the designated MDOC Program Manager or designee within 24 hours of any request for reasonable accommodation for an offender.

5.3 The Contractor must comply and must notify the designated MDOC PMCD Contract Manager or designee within 24 hours of any request for reasonable accommodation made by Contractor’s staff, including temporary and subcontractor staff.

5.4 All reasonable accommodation aids, services and equipment needed for Contractor’s staff, including temporary and subcontractor staff, are to be provided by the Contractor.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

Criminal Justice Information System (CJIS) Compliance

6.1 Contractor and subcontractor staff with access to Criminal Justice Information (CJIS) must follow MDOC CJIS Security Policy.

6.2 Contractor and subcontractor staff with access to CJIS must sign the CJIS Security Addendum For RFPs only include (See Schedule A-1). Remove the Schedule reference for contracts. The CJIS Security Addendum is not being attached to contracts.

6.3 Contractor and subcontractor staff with CJIS access must be fingerprinted per MDOC CJIS Security Policy.

6.4 Contractor must complete all required CJIS training.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

Prison Rape Elimination Act of 2003 (PREA), 42 U.S.C. § 15601

7.1 The Contractor and the Contractor Personnel must comply with the Final Rule implementing PREA, all applicable PREA Prison and Jail standards (Schedule A-#), including but not limited to Lockup, Community Confinement (Schedule A-#) and/or Juvenile, and maintain updates as issued by the Department of Justice (DOJ), and MDOC’s policies. The Contractor and Contractor Personnel must make itself familiar with and at all times must observe and comply with all PREA regulations that in any manner affect the performance under this Contract. Failure to comply with the PREA Standards and related policies of the MDOC will be considered a breach of contract and may result in termination of the contract. PREA Standards may be obtained from the National PREA Resource Center Homepage | PREA.

7.2 Contract Personnel who may have contact with MDOC’s prisoners and/or offenders must complete all PREA training prior to entrance in any MDOC Facility and/or providing any services to MDOC’s offenders. Upon completion, each Contractor Personnel must sign MDOC’s training acknowledgement document. Completion dates for computer-based trainings will be documented in MDOC’s online vendor training system for each Contractor Personnel.

7.3 For Prison-Based Services - The Contractor and/or Contractor’s personnel must report any information, allegations or incident(s) concerning violations of PREA as soon as personnel is made aware of the alleged occurrence not later than 72 hours in accordance with the PREA Standards and MDOC Policy.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

8. MDOC Security

8.1 No active police warrants or pending charges on any staff assigned to this contract, including subcontractors.

8.2 MDOC reserves the right to approve, decline, or remove Contractor and subcontractor staff from providing services on this Contract.

8.3 Contractor staff that provide direct services to offenders (prisoner, parolee, probationer), handle or may have access to offender records, or provides supervisory services to staff performing these functions, must complete the Law Enforcement Information Network (LEIN) Form at the start of the contract and annually thereafter, as directed by the Michigan Department of Corrections.

8.4 The completed LEIN Form must be sent to the MDOC-PMCD-FOA-LEINS@michigan.gov and approved by MDOC prior to Contract staff working with MDOC offenders. There is no cost associated with the LEIN. The LEIN form will be provided to the Contractor.

8.5 Contractor must perform background checks on subcontractor staff prior to their assignment. Documentation must be provided upon request to the State of Michigan. Contractor is responsible for all costs associated with the processing the background checks. The State, in its sole discretion, may also perform background checks. The background check must include the Michigan State Police Internal Criminal History Access Tool (ICHAT), or the municipal/federal equivalent. The Contractor must maintain a copy of the background check(s) for auditing purposes.

8.6 Contractor staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the MDOC.

8.7 The Contractor and subcontractor must verify and document whether a staff member assigned to the Contract is related to or acquainted with an offender receiving services under this Contract. For staff who are related to or acquainted with an offender, the Contractor’s staff member must complete the Offender Contact Disclosure for Contractors form and submit it to the MDOC Program Manager or designee. The Contractor must ensure its staff complete the form and notify the MDOC Program Manager of any changes throughout the contract term. The Contractor must maintain a copy of the form in the employee’s personnel file for auditing purposes.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

1. Vendor Rules and Regulations Contractor staff, including temporary and subcontractor staff, that provide direct services to offenders, handle or may have access to offender records, or provides supervisory services to staff performing these functions, must review and verify acceptance of the MDOC Vendor Rules and Regulations as directed by the MDOC. The purpose of the MDOC Vendor Rules and Regulations is to provide the Contractor with general information regarding basic requirements of providing services to the MDOC and provide notice of work rules. Any revisions to the document will be provided to the Contractor throughout the Contract period, and all contractual staff, including temporary and subcontractor staff, must comply with all documentation provided. The Contractor must maintain copies of their staff’s completion certificates for auditing purposes.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

1. MDOC-Provided Training

1. Contractor and/or subcontractor staff, as applicable, providing services under the MDOC contract are required to complete MDOC training prior to providing services or entering into MDOC facilities. The training assigned will be specific to Contractor worksite, level of offender contact, and the services provided under the Contract. Contact the MDOC Contract Manager or designee with any questions concerning MDOC training.

1. Contractor and/or subcontractor staff must complete MDOC provided training annually before the end of training year. (The State’s training year is October 1st through September 30th.)

1. Contractor and/or subcontractor staff must annually review and accept the MDOC Vendor Rules and Regulations document as one of the training requirements. See Section 9 – Vendor Rules and Regulations.

1. Any contractor staff and/or subcontractor staff who do not complete training by the annual September 30th training deadline may have their permission to provide contract deliverables revoked, as determined by the Program Manager or designee.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

1. Procurement, Monitoring, and Compliance Division The Procurement, Monitoring, and Compliance Division (PMCD) provides oversight of MDOC contracts and ensures contractors are delivering services according to contract requirements. The Contract Manager or assigned Contract Monitor will serve as the lead for all contract related issues. They will ensure the contractual requirements are being met through monitoring activities such as: scheduling kick off meetings, developing monitoring plans, managing service level agreements and transition timelines, and partnering with the MDOC program manager to ensure deliverables are met.

Should any issue(s) arise with a contractor’s performance, PMCD is engaged to document the issue(s) and may pursue a model of progressive discipline that leverages tools such as meetings, Corrective Action Plan Requests, and Vendor Performance letters. When a Corrective Action Plan Request is issued, the State requires that the Contractor confirm receipt and submit their Plan of Action within the timeframe outlined in the request. The State also requires that the Contractor must cure, at no additional cost to the State, any deficiency identified in a Corrective Action Plan Request. The Plan of Action must include a solution that resolves the issue so that it does not reoccur.

PMCD utilizes a progressive correction process for unsatisfactory vendor performance. PMCD reserves the right to utilize any of its contract compliance tools to address contract deficiency(cies) whether progressive or not. PMCD will utilize corrective action tools according to the significance of the contract deficiency.

1. Reporting The Contractor must submit to the MDOC Program Manager the following written reports:

A. Monthly data collection spreadsheet B. Incident Report form C. Expense reports and supporting documentation Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings The Contractor must attend the following meetings:

13.1 Kickoff meeting within 30 calendar days of the Effective Date of the Contract.

13.2 Any additional meeting the State deems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Contractor Program Manager

14.1 The Contractor must appoint One (1) Program Manager, specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”).

14.2 The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must identify its Contractor Program Manager: List Program Manager here

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during the hours of 7:00AM – 6:00PM, Monday to Friday. Identify customer service availability for this proposal by hours and days of the week.

Insert customer service number

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Of the total bid, the price of the subcontractor’s work.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

http://www.michigan.gov/documents/buymichiganfirst/DebarredVendorList_230774_7.pdf. The federal debarment listing can be accessed at: https://sam.gov/data-services/Exclusions/Public%20V2?privacy=Public.

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Whether the Bidder has a previous working experience with the subcontractor.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

Price Term Pricing is firm for the initial base term of the contract (“Pricing Period”). The first pricing period begins on the Effective Date. Adjustments may be requested in writing by either party and will take effect no earlier than the next Pricing Period.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Authorizing Document The appropriate authorizing document for the Contract will be the Delivery Order (DO).

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Invoice Requirements The monthly invoice packet must be emailed to mdoc-osaotherprograms@michigan.gov with a copy to the assigned Program Manager and PMCD Contract Monitor. Monthly invoices are due 10 calendar days after each monthly invoicing period. Each separate document that is part of the monthly invoice packet must be in separate attachments; do not combine them into one large file. Contractor must ensure all attachments are readable; PDFs with tiny or blurred printing will not be accepted and payment may be delayed while MDOC awaits legible backup documentation. Documents to be included in the monthly invoice packet should include at a minimum the following:

1. An accurate Monthly Expenditure Report that will be provided by the State.

2. The completed monthly Data Collection Spreadsheet on the format provided by the State. This must be encrypted before emailing due to the client’s personally identifiable information contained in the spreadsheet.

3. A detailed monthly and a contract year-to-date general ledger report that identifies State contract revenues and expenses.

4. Copies of client sign-in sheets or documentation of services utilized to track service delivery and cost that are required in the contract.

5. Copies of invoices from subcontractors if sub-contractors are utilized.

6. Mileage logs if reimbursement is requested for mileage as outlined in the contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Payment Methods The State will make payment for Contract Activities by Electronic Funds Transfer (EFT).

Bidder Response

Explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

Explain your process.

Reserved.

RFP 260000002520 1

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