RFP Event 18 Administrative Document Amended 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR THE

Idaho Division of Vocational Rehabilitation

REQUEST FOR PROPOSAL

IDVR Pre-Employment Transition Services Activities for Local Groups Amended 1 Event 18

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

Group Short-Term Pre-Employment Transition Services

RFP Project Description:

IDVR intends to partner with qualified contractors to provide Pre-Employment Transition Services to students with disabilities. These programs must provide one or more of the following Pre-Employment Transition Services: 1) Instruction in Self Advocacy; 2) Job Exploration Counseling; and 3) Workplace Readiness Instruction.

RFP Lead:

Thayne Pearson, Buyer Idaho Division of Purchasing 650 W. State St. Room 100 Thayne.pearson@adm.idaho.gov 208-332-1605

Submit electronically via IPRO:

Electronic Submission:

IPRO IOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Wednesday September 6,2023, Mountain Time

Virtual via Microsoft Teams

Deadline to Receive Questions:

See IPRO Header Document

RFP Closing Date:

See IPRO Header Document

Public Opening Date:

See IPRO Header Document

Initial Term of Contract and Renewals:

One (1) years. 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 Idaho Division of Vocational Rehabilitation (IDVR), is seeking providers for required WIOA services to groups of students with disabilities. The desired outcome is students with disabilities around the state will have access to a high-quality Pre-Employment Transition Services provided either virtually or face-to-face. Services will be provided in ways that meet the needs of local schools and their students which may include being provided either during the school day or outside the school day (i.e., after school, on the weekends, during breaks, etc.) This service is to be provided during the typical school year (September through May).

1.2. Definitions

1.2.1. Pre-Employment Transition Services (Pre-ETS) provide opportunities for students with disabilities to learn through work and education. Required “Pre-Employment Transition Services” as defined in WIOA, include the following:

1.2.1.1. Job exploration counseling.

1.2.1.2. Work-based learning experiences, which may include in school or after school opportunities, or experience outside the traditional school setting (including internships), that is provided in an integrated environment to the maximum extent possible.

1.2.1.3. Counseling on opportunities for enrollment in comprehensive transition or postsecondary educational programs at institutions of higher education.

1.2.1.4. Workplace readiness training to develop social skills and independent living; and

1.2.1.5. Instruction in self-advocacy, which may include peer mentoring.

1.2.2. Local Education Agency (LEA) meaning school district or public charter school.

1.2.3. The Workforce Innovation and Opportunity Act (WIOA) amends the Rehabilitation Act of 1973 and now requires vocational rehabilitation (VR) agencies to set aside at least 15% of their federal funds to provide Pre-Employment Transition Services to "Students with Disabilities who are eligible or potentially eligible for VR services."

1.2.4. “Student” means a Student aged 14 to 21, who is eligible for, and receiving, special education or related services under part B of the Individuals with Disabilities Education Act, and/or is an individual with a disability, for purposes of 29 U.S.C. § 794 (Section 504). A Student must be approved by IDVR prior to participating in the program.

1.2.5. “Evaluation” means a summary of student -survey results, and samples of student work.

1.2.6. “Release of Information” (ROI) means a document signed by the student/parents that allows IDVR and the Contractor to share project-specific student data and release completed Evaluations. Students will either have an ROI as a part of their open VR case, as a part of an Open Pre-Case, or it is included as a part of the IDVR Request for Pre-Employment Transition Services form that each student completes to get an open Pre-Case.

1.2.7. Americans with Disabilities Act Section 508 (ADA 508) refers to compliance with current Web Content Accessibility Guidelines (WCAG). Web-based material and virtual programming accessibility updates ensure continued compliance with accessibility requirements.

1.3. Background Information

Under WIOA, IDVR must allocate fifteen percent (15%) of its federal grant funds (29 U.S.C. § 730(d)(1)) to provide Pre-Employment Transition Services to students with disabilities. To assist IDVR in meeting this requirement, IDVR intends to partner with qualified contractors to provide Pre-Employment Transition Services to students with disabilities. These programs must provide one or more of the following Pre-Employment Transition Services face-to-face and/or virtually:

1.3.1. Instruction in Self- Advocacy – Teaching students to effectively communicate, convey, negotiate, or assert his/her/their own interests and desires. Teaching students to plan their own lives, set goals, request accommodations, understand their disability, and make decisions.

1.3.2. Job Exploration Counseling- Teaching students how to seek and explore career options, consider different career opportunities, and make informed decisions that link to their interests and the labor market.

1.3.3. Work-Place Readiness Instruction- Teaching students the skills that employers seek for most employees. This includes instruction in social/interpersonal skills, independent living skills, job seeking skills, and financial literacy.

Funds expended for this project are one hundred percent (100%) federal funds.

1.4. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a CPO (Contract Purchase Order) document from the State’s eProcurement system, IPRO, 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:

· Solicitation Instructions for Vendor

· Standard Contract Terms and Conditions

If not attached in IPRO, 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 IDVR 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, of the IDVR 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 Tuesday September 5, 2023. 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 (https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho. 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 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Attachment 2 - Offeror Questions. Official answers to all written questions will be posted on IPRO as an amendment to this RFP.

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. 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 financials, brochures, or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO, 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, at https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho. 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. If submitting via IPRO, 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.

PROPOSAL FORMAT

1.

2.

3.

4.

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.

PROPOSAL REVIEW, EVALUATION, AND AWARD

5.

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: 700 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

700 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 (3) highest scores by service.

5.3.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on the lowest fully burdened total cost for estimated students. The Proposals with the lowest fully burdened total cost for estimated ten (10) to twenty (20) students per service proposed will receive all available Cost Points: 300 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

300 X lowest overall cost per service overall total cost being evaluated.

5.4. Invoicing

5.4.1. The Contractor shall provide the IDVR a signed invoice and attach all student work and evaluations. No invoice shall be accepted or paid without receipt of student work and evaluations. Invoices with errors or invoices submitted without the required attachments will be returned to the Contractor for resubmission.

5.4.2. The Contractor shall invoice for the service at the end of a completed program. A program may include one or more services. For example, a four (4) hour program may include two (2) hours of self-advocacy instruction and two (2) hours of job exploration. However, when invoicing contractor must invoice for each service separately, breaking out each service that makes up entire program total cost. See examples in Attachment 5 - Cost Proposal.

5.4.3. The Contractor shall invoice for services to document individual student expenditure. Individual student costs for services must be included on each invoice. The dollar per hour rate must be divided by the number of students who participated in the service. The Rehabilitation Services Administration (RSA) requires IDVR to authorize services for the individual student, so student level data is applicable. Each invoice must include the start date of the service and the final date of service. Services shall be invoiced separately for each service provided: Instruction in Self-Advocacy, Job Exploration Counseling, and/or Work-Place Readiness Instruction. If only one (1) of the three (3) services has been provided, only one (1) invoice must be submitted.

5.4.4. The contractor shall invoice for the service within forty-five (45) days of completion of the program. The invoice shall include:

a. Contract Number

b. Dates of service

c. Total amount billed for each service divided by number of students. If providing more than one service, invoice separately for each service.

d. Description of services provided (example language).

i. Job Exploration provided students instruction on the basic steps of exploring potential jobs with a focus on identifying jobs that they may be interested in, resume building, and the process for obtaining such a job.

ii. Self-Advocacy provided students with instruction on how to use their college advisor and how to receive accommodations in college courses.

iii. Work-Place Readiness provided students with instruction in social/interpersonal skills, independent living skills, job seeking skills, and financial literacy.

e. Contractor’s remittance address, billing contact name, phone number, and email address.

5.4.5. Final invoices and required reports shall be submitted to IDVR no later than forty-five (45) calendar days after the final date of services. Invoices received without the required report(s)/documentation will be returned to the Contractor for their resubmission with the final report(s)/documentation.

5.4.6. Invoices and reports shall be submitted to assigned IDVR staff as determined by project area and IDVR Center office.

5.5. 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.

5.6. Award

Award of Contract will be made to the responsive, responsible Offeror(s) whose Proposal receives the highest number of total normalized points by Center. The State reserves the right to award multiple contracts per center from this RFP, in the best interest of the State, as determined by the Administrator of the Division of Purchasing. Idaho Code (I.C.) §67-9211. Services can be awarded for face-to-face service and/or virtual service per Customer Center. IDVR reserves the right to refer/assign students living in any location across the state to participate in any virtual service program.

5.6.1 IDVR Customer Center Areas

Below are the IDVR Customer Center areas and the main cities/counties served in each area.

Customer Center North:

Offices in Coeur d’Alene, Sandpoint, and Lewiston serving Benewah, Boundary, Bonner, Clearwater, Kootenai, Idaho, Latah, Lewis, Nez Perce, and Shoshone counties.

Customer Center South Central:

Offices in Boise, Twin Falls, and Burley western Ada (including Garden City and most of Boise), Blaine, Boise, Camas, Cassia, Gem, Gooding, Jerome, Lincoln, Minidoka, Twin Falls, Valley, part of Owyhee County - the areas of Bruneau, Grandview, and Duck Valley.

Customer Center Southeast:

Offices in Pocatello, Preston, Blackfoot, Idaho Falls, and Rexburg serving Bannock, Bear Lake, Bingham, Bonneville, Butte, Caribou, Clark, Custer, Franklin, Fremont, Jefferson, Lemhi, Madison, Oneida, Power, and Teton counties.

Customer Center Southwest:

Offices in Meridian and Nampa serving Adams, Canyon, Gem, Payette, Valley, and Washington counties. Serving part of Ada County - the cities of Boise (83709 only), Eagle, Kuna, Meridian, and Star. Also serving part of Owyhee County – the areas of Homedale, Marsing, and Murphy.

If multiple awards are made, IDVR will utilize the Contracts in accordance with I.C. §67-9211(3).

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. For electronically submitted Proposals, submit a completed, scanned signature page. For manually submitted Proposals, the signature page must contain an ORIGINAL HANDWRITTEN signature executed in INK OR AN ELECTRONIC SIGNATURE and be returned with the relevant Solicitation documents. 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.

BUSINESS INFORMATION

6.

7.

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

7.2. (ME) Experience

7.2.1. The contractor must have a minimum of one (1) year experience. Describe in detail your knowledge and experience in providing services like those required in this RFP. Include Offerors certification and/or experience to provide the service (i.e., IHE faculty, teaching license, counseling degree, self-advocacy trainer, workforce readiness instructor, human resource degree, etc.), description of current service area, and customer base.

7.2.2. Describe contractor’s experience providing one (1) or more of the following:

7.2.2.1. Group Work Readiness Training – Describe your experience providing group-based work readiness training.

7.2.2.2. Group Instruction in Self-Advocacy- Describe Your experience providing group instruction in self-advocacy.

7.2.2.3. Group Job Exploration Counseling- Describe you experience providing group job exploration activities.

7.3. References

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

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

8.2.1. Vendor shall provide a list of key management and other personnel to be used in the fulfillment of this Contract, to include all pertinent contact information.

8.2.2. Provide resumes for employees who will be managing and/or directly providing services under the Contract. For positions that are not filled, a position description (including requisite qualifications/experience) shall be provided.

8.2.3. Cleary identify for which area/s and what service/s you are submitting a response.

8.2.4. Personnel working in positions that support students in training shall be at least eighteen (18) years old and have workplace and work readiness skills gained through at least one (1) year of their own paid work experience. They must not be a current classmate/student at the same school attended by the focus student.

Describe how the services for which you are submitting a proposal will be staffed with personnel experienced in providing the whole group instruction in one or more of the following: work readiness training, instruction in self-advocacy, and/or job exploration.

8.3. Subcontractors

Subcontractors are not allowed for this project or for implementation of services.

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 the Agency in order to achieve full compliance with all tasks and deliverables.

9.1 (M) Contractor Responsibilities: The Contractor must:

Comply with state and federal rules and regulations and policies as outlined by IDVR. https://vr.idaho.gov/laws-policies-and-guidance/ Promote the program as a Vocational Rehabilitation Program using only the Promotional Materials provided by Vocational Rehabilitation.

Use the IDVR provided Request for Pre-Employment Transition Services form which includes a confidentiality release of information.

Only provide services to Students that have submitted a complete Request for Pre-Employment Transition Services form and been authorized by IDVR. IDVR shall provide Contractor with a list of the approved Students.

Not run the program unless there are a minimum of five (5) students confirmed to participate, unless mutually agreed between Contractor and IDVR Transition Manager.

Provide the curriculum you develop, or plan to use, to IDVR Transition Manager for approval before being provided to students.

Utilize IDVR assistance in finding teachers and LEAs who want the instruction provided to their Students. Work with the LEA to determine the date instruction will be provided, the location of instruction, and number of hours of instruction.

Ensure all employees are professional, supportive, and positive with respect to the students served.

Ensure all employees understand that IDVR will monitor the program through a variety of methods including site visits for observation and communication with Contractor program staff, teachers, and students.

Provide services face-to-face in the classroom or mutually agreed upon location or, provide the service virtually. IDVR-may refer students who are only able to attend virtually to a virtual program in a Customer Center area other than the one they live in to enable the student to access the services. Student placements may be made up to the reasonable number of students for program implementation as determined between IDVR and Contractor Provide an Americans with Disabilities Act (ADA)-accessible location for providing services including ADA accessible accommodations needed by the student for all programs.

Provide virtual program that is in compliance with ADA section 508 and/or WCAG compliance for accessibility. Meet student accommodations needs to access virtual platforms and digital materials.

Provide virtual program through live presentation with instruction happening in real time. This is not to be asynchronous instruction.

Allow access for IDVR Transition Manager and staff to evaluate the program and services through observation of and communication with student participants, Contractor employees, review of documentation, and review and approval of required reports.

Provide an affirmation that you agree to and will comply with all of the above mandatory requirements.

(ME) Working with LEAs.

Contractor shall utilize IDVR assistance in finding teachers and LEAs who want the instruction provided to their Students.

Work with the LEA to determine the date instruction will be provided, the location of instruction, and number of hours of instruction.

Describe in detail how you will work with the LEAs and IDVR to schedule and ensure the planned schedule is implemented. Make sure you clearly identify the IDVR Center areas you will serve face-to-face and if you are providing the service virtually.

Pre-Employment Transition Services Provided.

( E ) Contractor must develop or use a curriculum that provides high quality instruction and practice in one (1) or more of the following Pre-Employment Transition Services as defined by WIOA:

Group Instruction in Self-Advocacy – Teaching students to effectively communicate, convey, negotiate, or assert his/her/they’ own interests and desires. Teaching students to plan their own lives, set goals, request accommodations, understand their disability, and make decisions.

Group Job Exploration Counseling- Teaching students how to seek and explore career options, consider different career opportunities, and make informed decisions that link to their interests and the labor market.

Group Work-Place Readiness Instruction- Teaching students the skills that employers seek for most employees. This includes instruction in social/interpersonal skills, independent living skills, job seeking skills, and financial literacy.

The services shall support students to work on these skills through group instruction and practice.

The Contractor shall submit the curriculum to the IDVR Transition Manager for approval prior to service provision.

(M) The Contractor must provide at least one (1) of these three (3) services as approved by the IDVR Transition Manager and which meets the definition of these services under W.I.O.A.:

Instruction in Self Advocacy Job Exploration Counseling Work-Place Readiness Instruction

(ME) The Contractor must provide an outline of how one (1) or more of the above service/s will be delivered.

Include how students will learn to effectively communicate their goals and request accommodations.

Include how students will be taught social and interpersonal skills; to include communication, positive attitude, teamwork, problem solving, supporting others, respect, and other skills as deemed needed.

Include how instruction will teach student independent living skills; to include instruction in hygiene, time management, appropriate dress, appropriate behavior, and other skills as deemed needed.

Include if the service will be provided virtually statewide or face-to-face in one or more of the identified IDVR Customer Center areas.

Describe in detail the curriculum, or describe how you will develop the curriculum, that will be used to provide the Pre-Employment Transition Service/s.

Describe in detail which service/s will be provided. Include number of hours for each service submitted.

(ME) Reports /Documentation The Contractor shall provide the Evaluation, which includes each students’ assessment/survey and any sample work, submitted to designated IDVR Staff with the final invoice.

(M) Faith-based Organization:

If you are a faith-based organization describe how you will:

Segregate contract funds in a separate account;

Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

Ensure that State-referred customer’s participation in religious activities, including worship, scripture study, prayer, or proselytization, is only on a voluntary basis;

Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so; and Ensure that contract funds are not expended on inherently religious activities.

ATTACHMENT 1 – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

RFP Event 18 IDVR Pre-Employment Transition Services Activities for Local Groups

IDVR Pre-Employment Transition Services Activities for Local Groups

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.

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 Thayne.pearson@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 Tuesday September 5, 2023, at 5:00pm Mountain Time.

PLEASE PRINT:

ATTACHMENT 2 – OFFEROR QUESTIONS

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 with your RFP submittal 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

Signed By:

Printed Name:

Date:

APPENDIX A – IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

Idaho Terms and Conditions – Background The Division of Purchasing issues solicitations on behalf of State of Idaho agencies. As public entities, the Division and the agencies it serves are subject to statutes, rules and policies that result in terms and conditions unlike those common in contracts between private parties. The Division of Purchasing does not have authority to vary many of these terms and in some instances variations are void under Idaho law. See IDAPA 38.05.01.112.

Idaho is not unique. Many of the terms in the State of Idaho Standard Terms and Conditions are similar to terms offered by most federal, state, and local government agencies. Vendors who seek to work with government agencies should become familiar with these terms. The discussion below is provided to assist you in becoming familiar with the legal and policy basis for the terms and to provide information for you to evaluate the risks and benefits of working with public entities.

Termination – Costs of Re-procurement The State of Idaho Standard Terms and Conditions provision concerning termination specifically identifies the costs of re-procurement as a damage arising from a breach of the contract by a vendor. This damage is identified because of the public agency budgeting process and the competitive solicitation process required by Idaho’s purchasing laws. The Idaho purchasing laws provide a preference for open, competitive procurements. These procurements come at a cost to the agency, which is generally included in the agency budget requested from the Idaho Legislature more than twelve months prior to incurring the expense. Unlike a private business, public agencies cannot independently pass through the costs of re-procurement to Idaho taxpayers, who are the customers of government. Instead, Idaho agencies must submit a request for the costs to the Idaho Legislature in a subsequent budget year, which is usually after the need to secure a replacement vendor for the breaching contractor arises. As a matter of public policy, the contractor whose breach caused the damage of requiring re-procurement must pay those costs at the time of breach so that the public can receive the benefit of the contract made on its behalf through re-procurement of a new contract. This policy is reflected in the State of Idaho Standard Terms and Conditions provision concerning termination and the Division of Purchasing does not generally vary this requirement.

Termination – Fiscal Necessity Idaho Constitution Article VII, section 11 prohibits an expenditure in excess of a legislative appropriation.