RFP # 624 Assessment and Evaluation Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

THE OFFICE OF DRUG POLICY

REQUEST FOR PROPOSAL

PROGRAM EVALUATION AND OPTICAL SURVEY SCANNING SERVICES

RFP # 624

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

PFS AND SUPTRS PROGRAM EVALUATION

RFP Project Description:

The Division of Purchasing (DOP), on behalf of the Office of Drug Policy (ODP), is seeking performance assessment and program evaluation services for the Idaho Office of Drug Policy’s PFS and SUPTRS grant programs.

RFP Lead:

Michael Piccono, Purchasing Officer Division of Purchasing 650 W State St, RM 100, Boise Idaho 83720 Michael.Piccono@adm.idaho.gov 208-332-1612

IPRO IOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Friday November 1st, 2024, 9:00 AM Mountain Time

Virtually via Microsoft Teams

Deadline to Receive Questions:

See IPRO Header Document

RFP Closing Date:

See IPRO Header Document

Public Opening Date:

The following business day after closing

Initial Term of Contract and Renewals:

Initial Term one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

OVERVIEW

1.1. Purpose

The Division of Purchasing (DOP), on behalf of the Office of Drug Policy (ODP), is seeking performance assessment and program evaluation services for the Idaho Office of Drug Policy’s grant programs funded through PFS, SUPTRS, ARPA, Opioid Settlement Funds, and/or other grant funds.

1.2. Definitions

PFS – Partnership for Success SUPTRS – Substance Use Prevention, Treatment, and Recovery Services SAMSHA – Substance Abuse and Mental Health Services Administrations CSAP – Center for Substance Abuse Prevention ARPA – American Rescue Plan Act

1.3. Background Information

The ODP currently administers two (2) federal substance abuse prevention grants, the PFS and SUPTRS, through the Substance Abuse and Mental Health Services Administrations (SAMHSA) Center for Substance Abuse Prevention (CSAP):

1.3.1. Substance Use Prevention, Treatment, and Recovery Services Block Grant (SUPTRS) – This grant is for evidence-based direct service programs and environmental activities delivered by nonprofits, public agencies, and community coalitions. Programs and activities focus on primary prevention, that is, programs for individuals who do not require treatment for substance abuse and are designed to reduce the impact of substance abuse on the communities of Idaho. In SFY 2024, ODP funded thirty-three (33) providers statewide delivering primary prevention programs and activities.

1.3.2. Partnership for Success Grant (PFS) – ODP will release a Notice of Funding Opportunity for local prevention coalitions to develop plans around Idaho identified problems and intervening variables. Sub-recipients will be required to complete training on the Strategic Prevention Framework Model and develop strategic plans for their individual communities that mirror the priorities of the state. Priority points will be given to underserved populations. Another funding opportunity will be offered to local law enforcement agencies to develop strategies to reduce access to priority substances. ODP will continue to support the infrastructure growth of the Idaho College Health Coalition, a collaborative partnership between Idaho postsecondary institutions that consists of key representatives from 10 Idaho colleges and universities with the mission of reducing the prevalence and impact of alcohol and other drug among college-aged populations. Up to 14 community coalitions, and up to 25 Law Enforcement Agencies will be funded each year.

1.3.3. Opioid Settlement Funds – ODP released a Notice of Funding Opportunity to Idaho Communities through a competitive grant process. The grant award period is July 1, 2024, - June 30, 2025. Eligible applicants include public entities (including tribal), and non-profit private entities such as community-based organizations.

1.3.4. ARPA Funds – With ARPA funds, ODP is focusing on high-risk communities to receive targeted SPF and CSAP strategy training. Additionally, ODP will commit ARPA funds to purchase technical assistance to support the completion of community-level needs assessments and the development of Strategic Plans for Primary Prevention of Substance Misuse in each identified locality.

1.4. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Contract document from the State’s eProcurement system, IPRO POWERED BY LUMA, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in IPRO POWERED BY LUMA:

· Solicitation Instructions for Vendor

· Standard Contract Terms and Conditions

If not attached in IPRO POWERED BY LUMA, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the RFP was issued shall apply.

2.

QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the ODP staff, evaluation committee members, or other associated individuals, except the Division of Purchasing.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the ODP staff. All parties interested are invited to participate either by attending the conference or by an established call in number. Those choosing to participate must pre-register to receive phone conferencing and meeting details by submitting the completed Attachment 1 - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by 5 PM Mountain Time Thursday Oct. 31st, 2024. Any oral answers given by the State during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO POWERED BY LUMA. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at IPRO. It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted by email using Attachment 2 - Offeror Questions. Official answers to all written questions will be posted on IPRO POWERED BY LUMA as an amendment to this RFP, DO NOT SUBMIT QUESTIONS VIA IPRO.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors must submit any proposed modifications to the requirements, terms, or conditions of the RFP on Attachment 2 - Offeror Questions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Attachment 3 - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Attachment 3.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix A - Idaho Terms and Conditions Background and Limitations. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date.

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.

3.1. General Instructions

3.1.1. Proposals must be submitted electronically, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time (in a single package or electronic submission). If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files must be in Microsoft Word or Excel format; the only exception is for financials, brochures or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO POWERED BY LUMA, all Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO POWERED BY LUMA. When submitting through IPRO, enter your Cost in IPRO as “$0,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.02.

3.3.3. Submitting via IPRO POWERED BY LUMA, be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

4. PROPOSAL FORMAT

1.

2.

3.

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Offeror’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Offerors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

5. PROPOSAL REVIEW, EVALUATION, AND AWARD

4.

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

1.

2.

3.

4.

5.

5.1.

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 600 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

600 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Cost Proposal

5.3.1. The Cost Proposal will only be opened and evaluated for Offerors who receive the top three technical scores.

5.3.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on the TOTAL COST as entered on Attachment 5 Cost Proposal. The Proposal with the lowest overall Total Cost proposed will receive all available Cost Points: 400 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

400 X lowest overall Total Cost Overall Total Cost being evaluated.

5.4. Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, require the apparent high point Offeror to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.5. Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

5.6. Billing

The Contractor must provide a signed invoice and the respective reports after the completion of each deliverable as required in the Reports section of the Contract. The invoice and respective reports must be submitted no later thirty (30) calendar days after the completion of the deliverable. No invoice will be accepted or paid without receipt of required reports. Invoices submitted without the required reports will be returned to the Contractor for resubmission.

Invoices and reports are to be submitted to:

Agency Contact Person: Grace Tucker Agency Name: Office of Drug Policy Address: 304 N 8th St #455, Boise, ID 83702

6. MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Signature Page: All Proposals must be submitted with a state supplied Signature Page, attached separately in IPRO POWERED BY LUMA. For electronically submitted Proposals, submit a completed, scanned signature page. Your ORIGINAL Signature Page should be included at the FRONT of your ORIGINAL Technical Proposal

☐ (M) Cover Form: Complete, sign, and submit Attachment 4, Cover Form.

☐ (M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Attachment 5, Cost Proposal. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

7. BUSINESS INFORMATION

6.

7.

7.1. (ME) Business Profile Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Offeror must have a minimum of five (5) years of experience, describe in detail how you meet or exceed the minimum years of experience. Demonstrate your history of program evaluation within the topic areas of prevention, health promotion, and substance misuse. Describe your research background and experience with similar statewide projects and include examples of similar work performed for statewide evaluation plans, statewide evaluation reports, and evaluation for PFS Grants, SUPTRS Block Grants, ARPA, or Opioid Settlement Funds.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including detail of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with assessment and evaluation services, specifically describe metrics involving success with meeting evaluation goals for programs related to prevention, health promotion, or substance misuse.

7.5. References

Provide contact information for at least three (3) references. See Section 5.5.

8. ORGANIZATION AND STAFFING

Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.

8.1. (ME) Project Lead Identify the person who will be the dedicated Project Lead if Offeror is awarded a contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, customer service and other roles to be used in the fulfillment of this Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3. (M) Subcontractors Unless otherwise allowed by the State in the Contract, the Contractor shall not, without written approval from the State, enter into any subcontract relating to the performance of the Contract or any part thereof. Approval by the State of Contractor’s request to subcontract or acceptance of payment for subcontracted work by the State shall not in any way relieve the Contractor of any responsibility under the Contract. (See State of Idaho Standard Terms and Conditions Section 15 Subcontracting).

If you intend to utilize subcontractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service, and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all Scope of Work requirements.

NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

If you do not intend to utilize subcontractor(s), provide a statement to that effect.

9. SCOPE OF WORK

All sections of the Scope of Work are required contract services. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from ODP in order to achieve full compliance with all tasks and deliverables.

9.1. (ME) Statewide Evaluation Plan

9.1.1. The Evaluation Plan must include use of ODP’s existing data collection tools and data collection and reporting plans for grantees including, but not limited to: prevention providers with SUPTRS funds, the American Rescue Plan Act (ARPA) funds, Opioid Settlement Funds, PFS-funded law enforcement agencies, and PFS-funded community coalitions. Current data collection and reporting tools include, but are not limited to, Neighborly Grant Management Software, SPARS (SAMSHA’s Performance Accountability and Reporting System) and pre-post-surveys. The Contractor must include in the plan evaluation goals identified by the Contractor and ODP. The Contractor must also include the development and implementation of any additional data collection tools deemed necessary by ODP and the Contractor for successful evaluation.

9.1.2. The Contractor must work with ODP to review and update the Statewide Evaluation Plan by December 1, 2025, and each additional contract year as needed. In following years, the plan must be delivered by April 1. For example, for Year 2, the plan must be delivered by April 1, 2026.

9.1.3. Provide a draft Evaluation Plan that factors the requirements of section 9.1.1.

Describe in detail how you will develop and implement a statewide Evaluation Plan to assess the effectiveness of substance use prevention programs and activities funded under the SUPTRS, PFS, ARPA Grants, and Opioid Settlement Funds.

9.2. (ME) Statewide Evaluation Report

9.2.1. The Evaluation Report must answer evaluation questions relating to the implementation of SUPTRS, PFS, Opioid Settlement Fund, and ARPA interventions; and must incorporate key informant interviews, include participant attendance, demographic information, highlight challenges, program outcomes, change in trends, and recommended improvements and course corrections.

9.2.2. The report must include, but not be limited to, the following sections:

9.2.2.1. Background

9.2.2.2. Program and Stakeholders

9.2.2.3. Evaluation Methodology

9.2.2.4. Feasibility and Risk Assessment

9.2.2.5. Evaluation Results (Accomplishments, Populations Served, Capacity and Infrastructure, and Outcomes)

9.2.2.6. Conclusions

9.2.2.7. Limitations

9.2.2.8. Reporting (include recommendations for policies, programs, areas to improve upon, etc.)

9.2.3. The contractor must include a compendium of the Statewide Evaluation Report containing, but not limited to key takeaways and summaries from the larger report. Specific sections and details must be approved upon by ODP.

9.2.4. The Contractor must provide a draft of the Statewide Evaluation Report to ODP by October 31 of each contract year.

Describe how you will develop and provide an annual evaluation report that will serve as a summary for all evaluation results for PFS, SUPTRS, ARPA, and Opioid Settlement Funds for Primary Prevention in the state of Idaho.

9.3. (ME) Annual Provider Evaluation Report

9.3.1. The reports must produce evaluation material that can be utilized by providers in alignment with SAMHSA’s Strategic Prevention Framework and include, but are not limited to, the following sections:

9.3.1.1. Accomplishments;

9.3.1.2. Population(s) Served;

9.3.1.3. Capacity and Infrastructure; and

9.3.1.4. Outcomes.

9.3.2. The contractor must provide drafts of PFS, SUPTRS, ARPA, and Opioid Settlement Fund grantee evaluation reports by October 31 of each contract year.

Describe how you will develop and provide annual reports to ODP that summarize PFS, SUPTRS, Opioid Settlement Fund, and ARPA grantee progress using evaluation data collected throughout the grant year.

9.4. (ME) Data Collection and Analysis Contractor must:

9.4.1. Collect and analyze evaluation data, using ODP’s existing tools, for statewide primary prevention programs funded through the SUPTRS, PFS, ARPA, and Opioid Settlement Funds.

9.4.2. Collect and analyze data from sub-recipients, ODP’s provider spreadsheets, and stakeholders such as state agencies, school staff, students, and law enforcement; data to be collected and analyzed must be inclusive of health disparities and data outcomes and include key informant interviews. The analysis must produce evaluation material that can be utilized by providers in alignment with SAMHSA.

9.4.3. Develop and implement a data collection plan for the PFS grant, inclusive of health disparities and data outcomes required for the PFS.

9.4.4. Provide and discuss potential modifications to any survey questions with ODP staff annually on dates and times agreed upon between both ODP and the Contractor.

9.4.5. Provide ODP with all data files used in data collection and analysis including but not limited to (SPSS, Excel, etc).

Describe how you will develop, provide, and implement the requirements of section 9.4.1 – 9.4.5 above.

9.5. (ME) Optical Survey Scanning

9.5.1. Surveys

9.5.1.1. The Contractor must develop and provide survey forms similar to the bubble sheet surveys currently in use by the Office of Drug Policy (ODP) (See Appendix D Survey Example). Surveys include:

9.5.1.1.1. Survey for younger youth (grades four (4) and (5));

9.5.1.1.2. Survey for older youth (grades six (6) through twelve (12));

9.5.1.1.3. Parent survey in English; and

9.5.1.1.4. Parent survey translated into Spanish.

9.5.1.2. The Contractor must provide surveys in the following format:

9.5.1.2.1. Paper-Based Version

9.5.1.2.1.1. Single sheet;

9.5.1.2.1.2. Double sided; and

9.5.1.2.1.3. Item and response options on the single sheet. Surveys with separate response sheets are not acceptable.

9.5.1.2.2. Online/Computer-Based Version

9.5.1.2.2.1. Must match paper-based survey;

9.5.1.2.2.2. The Contractor must provide links to online surveys to the ODP contact and links will be disseminated by ODP.

9.5.1.2.2.3. Online surveys/survey links must utilize secure servers;

9.5.1.2.2.4. Must be operable on different browser systems; and

9.5.1.2.2.5. Must maintain user confidentiality and allow participant data to be collected and stored by the Contractor and transmitted to the ODP contact in encrypted format.

9.5.1.3. ODP shall work with the Contractor to modify existing survey content, if the ODP determines changes are necessary.

9.5.1.4. The Contractor must submit surveys to ODP for review and acceptance prior to finalization.

9.5.1.5. The Contractor must email to the ODP Adobe Acrobat (.pdf) versions and computer-based versions of all finalized surveys before October 24, 2025 (first one-year term of the contract). In subsequent contract years, the Contractor must email to the ODP contact Adobe Acrobat (.pdf) versions and computer-based versions of all finalized surveys before every June 1.

9.5.1.6. The Contractor must establish and provide specific data collection protocol for survey administration before every June 1 for the entire term of the Contract that is appropriate for dissemination to ODP’s providers and that ensures consistent data collection. The protocol must be sent to the ODP contact. The Contractor’s data collection protocol must ensure that the requirements for processing the surveys with the Contractor’s equipment is easily understood and uniform.

9.5.1.7. The Contractor must include their system’s requirements for obtaining acceptable quality such as, but not limited to:

9.5.1.7.1. Procedure for completing the responses (filling out the survey),

9.5.1.7.2. Stapling restrictions,

9.5.1.7.3. Copying, and

9.5.1.7.4. Additional relevant information.

9.5.1.8. The survey design and/or data collection protocol must ensure that each survey is correctly identified with the appropriate provider and program.

Describe how you will develop, provide, and implement the requirements of section 9.5.1

9.5.2. Processing Surveys

9.5.2.1. ODP will disseminate the surveys and data collection protocol to ODP’s providers.

9.5.2.2. ODP will collect completed surveys from ODP’s providers and will provide the surveys to the Contractor for processing.

9.5.2.3. The Contractor must process all surveys, approximately six thousand (6,000) paper-based surveys annually and approximately four thousand (4,000) online/computer-based surveys annually, using an optical mark recognition software, high-speed scanner, and secure, online server and processing software.

9.5.2.4. The Contractor must compile survey data into Excel spreadsheets and/or SPSS.

9.5.2.5. The Contractor must clean and format resulting Excel data files for each set of surveys. (Data cleaning is the process of fixing or removing incorrect, corrupted, incorrectly formatted, duplicate, or incomplete data within a dataset.)

9.5.2.6. The Contractor must format Excel data files, one (1) per survey type; younger youth, older youth, and parent (English and Spanish) in a way that the data from the surveys can be easily manipulated and analyzed by Region, Provider, and Program.

9.5.3. The Contractor must submit final raw survey data files to ODP using a password protected FTP site upon finalizing files for data integrity on or before every September 8.

9.5.4. The Contractor must arrange for, and oversee, the professional shredding of all completed survey forms on or before every October 31 or an otherwise mutually agreed upon date.

9.6. (ME) Communication and Reporting The Contractor must:

9.6.1. Participate in a monthly progress call with ODP staff. The monthly progress call will be scheduled on dates and times agreed upon between both ODP and the Contractor.

9.6.2. Collaborate with ODP on issues pertaining to deliverables, training and workshop opportunities, and preparation of reports as required by ODP.

9.6.3. Respond to any ODP staff email or telephonic communication within three (3) business days of receipt.

9.6.4. Discuss project issues, tracking systems, and reports with ODP immediately upon discovery of a problem, and upon request by ODP.

9.6.5. Ensure all deliverables conform to the requirements of this RFP and are submitted for approval and acceptance by ODP as follows:

9.6.6. Submit all deliverables to the ODP staff identified in Appendix B – Reports section. ODP will review deliverables within ten (10) business days from receipt of deliverable.

9.6.7. Respond to review findings. Resubmission is required within five (5) business days of receipt of such.

Describe your approach to participating in monthly progress calls with ODP, collaborating on deliverables and training, ensuring timely communication, reporting project issues, complying with deliverable requirements, submitting materials for ODP review, and responding to review findings.

9.7. (ME) Project Plan and Schedule

9.7.1. The Contractor must provide a Project Plan and Schedule that includes all activities and deliverables to be provided under the Contract.

9.7.1.1. Update and revise the Project Plan and Schedule as needed.

9.7.1.2. Ensure that any change that will result in a significant delay or that is a significant change is identified and approved by ODP prior to implementation of any such change.

9.7.1.3. ODP and the Contractor will jointly finalize the Project Plan and Schedule after the effective date of the Contract.

9.7.2. The Contractor must attend a one (1) day project kickoff meeting in person, at the ODP offices located in Boise, Idaho. This will occur within 15 days of award on a mutually agreed upon date and time. The purpose of the project kickoff meeting is to establish expectations, introduce points of contact, review the Project Plan and Schedule, and discuss deliverables.

Provide a draft Project Plan and Schedule as part of your Proposal.

9.8. (ME) Quality Assurance Plan The Contractor must implement and maintain a Quality Assurance Plan.

9.8.1. The Quality Assurance Plan must include, but is not limited to: internal controls for ensuring accurate data, timely responses, professional quality reports and evaluations, and documentation for services and deliverables provided under the Contract.

9.8.2. The Contractor must provide a final Quality Assurance Plan to the ODP within thirty (30) calendar days after the effective date of the Contract.

9.8.3. The Contractor must work with ODP to review and update the Quality Assurance Plan by April 2025, and each additional year as needed.

Provide a draft Quality Assurance Plan as part of your Proposal.

9.9. Transition Plan

The Contractor shall maintain a Transition Plan that complies with the requirements of this RFP and resulting Contract. The objectives of the Transition Plan are to minimize disruption of services provided to the ODP and to provide for an orderly and controlled transition of the Contractor’s responsibilities to a successor at the conclusion of the Contract’s term.

9.9.1. The Transition Plan shall include a description of the process for ensuring smooth transition of the contracted services and transfer of program materials and documentation either to the ODP or to another contractor upon termination or expiration of the Contract.

9.9.2. The Transition Plan must be negotiated with the ODP and finalized within thirty (30) calendar days after the effective date of the Contract.

9.9.3. The Contractor must submit an updated Transition Plan to the ODP within ninety (90) calendar days prior to the conclusion of the Contract’s term.

9.10. (ME) Training Contractor must provide training to ODP staff and grantees as necessary for utilization of data collection strategies and reporting. Trainings must be provided in a format approved by ODP: including but not limited to PowerPoint, Webinar, etc.

Describe in detail your plan for providing the required training, including methodology. Describe any additional training that will be provided (must be included in the offered price).

9.11. ODP Responsibilities

ODP will be responsible for:

9.11.1. Access to ODP documents needed to complete the requirements of the Contract including, but not limited to: Substance Use Prevention, Treatment, and Recovery Services (SUPTRS) and Partnerships for Success (PFS) raw data and reports and ODP workgroup minutes.

9.11.2. Access to data sources and contacts when necessary.

9.11.3. Timely response to Contractor communications within three (3) business days.

9.11.4. Deliverables must be approved by ODP prior to acceptance.

9.12. Additional Related Projects and Changes to Requirements The preceding sections represent the current requirements for which ODP anticipates needing the Contractor’s services. ODP may need the Contractor to work on other projects that support ODP’s grant program evaluation, and ODP may also develop its own new evaluation ideas. ODP, in coordination with the Contractor, shall determine the best use of ODP’s budget and select or update requirements as appropriate, which shall be done via amendment to the Contract. No amendments to the Contract shall be effective unless signed by DOP.

ATTACHMENT 1 – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

RFP # 624 PROGRAM EVALUATION AND OPTICAL SURVEY SCANNING SERVICES

Program Evaluation and Optical Survey Scanning Services

Oral Information: Questions concerning an RFP must be directed in writing to the RFP Lead in the time period prescribed in the RFP document. Vendors are cautioned against relying on any verbal information, and do so at the Vendor’s sole risk. The RFP may only be amended by written documentation posted to the state’s eProcurement System, IPRO POWERED BY LUMA.

Potential Offerors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at Michael.Piccono@adm.idaho.gov. After the RFP Lead receives your form and the registration deadline passes, you will be provided with phone conferencing and meeting details. Please indicate in the appropriate column if your attendance will be by phone. Attendees are asked to register for the Pre-Proposal Conference no later than 5:00 PM, Mountain Time, Thursday Oct. 31, 2024.

PLEASE PRINT:

ATTACHMENT 2 – OFFEROR QUESTIONS

RFP # 624 PROGRAM EVALUATION AND OPTICAL SURVEY SCANNING SERVICES

Instructions:

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail subject line is to state the RFP number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO.

ATTACHMENT 3 – MODIFICATION AND EXCEPTION FORM

Instructions: Complete this form and submit prior to the questions due date if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See RFP Section 2.4 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

Offerors must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Offerors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Offeror must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 2.4.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the State, and as otherwise provided in RFP Section 2.4.4.

ATTACHMENT 4 – COVER FORM

(M) Attachment 4, Cover Form must be completed, signed, and submitted with your Proposal. Failure to complete and submit this form may result in your Proposal being deemed non-responsive.

Instructions: The Technical Proposal must include a signed copy of this cover form. Copy and paste this form onto your company letterhead, or include the following information: Offeror’s company name, mailing address, phone number, fax number, e-mail address, and name of Offeror’s authorized signer. The cover form must include the RFP Number and Title and must be signed by an individual authorized to commit the Offeror to the contents of the Proposal.

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐Sole Proprietorship ☐ Other (specify)

Offeror’s Tax Identification Number

EIN:

Offeror’s DUNS Number

DUNS:

Is Offeror a legal entity with the legal right to contract?

☐ Yes ☐ No

Other than modifications/exceptions identified on Attachment 3, in compliance with Section 2.4 of this RFP, does Offeror accept, and is Offeror willing to comply with, the requirements of this RFP and attachments, including but not limited to those identified in Section 1.4 and the Special Terms and Conditions in Appendix?

☐ Yes ☐ No

Is Offeror in compliance with applicable equal employment regulations?

☐ Yes ☐ No

Does Offeror affirm that it has not employed any company or person other than a bone fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure the Contract, and that it has not paid or agreed to pay any company or person, other than a bone fide employee working solely for the Offeror or a company regularly employed by the Offeror as its marketing agent, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of the Contract.?

☐ Yes ☐ No

Does Offeror understand and agree that for breach or violation of the above term, the State has the right to annul the Contract without liability or, in its discretion, to deduct from the offered price the amount of any such fee, commission, percentage, brokerage fee, gifts, or contingencies.

☐ Yes ☐ No

Firm(s) and/or staff responsible for writing the Proposal

Names:

Does Offeror affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs?

Note: vendor information is available at https://sam.gov.

☐ Yes ☐ No

Does the Offeror affirm that the Proposal will be firm and binding for ninety (90) calendar days from the Proposal opening date?

☐ Yes ☐ No