RFP Fiscal Clerk.22DDA005.pdf

Developmental Disabilities Administration

Request for Proposal (RFP)

PROCUREMENT ID NUMBER: BPM031228 / 23-DDA-005

ISSUE DATE: August 17, 2022

TITLE: Temporary Staffing Services for Developmental Disabilities Administration – Fiscal Section, Fiscal Clerk

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL

PROCUREMENT REGULATIONS DESCRIBED IN COMAR 21.05.07.

I. SMALL BUSINESS RESERVE

This is a Small Business Reserve (SBR) procurement for which award is limited to certified small business vendors, who are registered with the Department of General Services Small Business Reserve Program (Exhibit B). The SBR registration number if available is to be entered onto the bid page, Exhibit A. Under a Small Business Reserve Procurement, a business that is not a Department of General Services (DGS) certified small business is ineligible for award of a contract. Non-SBR vendors may respond to this solicitation, but a contract award can only be made to a registered SBR vendor. DGS Registration is free and can be done on-line within 15 to 20 minutes (https://procurement.maryland.gov/business-community/)

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

II. SUMMARY STATEMENT

The Office of Developmental Disabilities Administration (DDA) within the Maryland Department of Health (the Department, MDH) is seeking services of an agency to provide staffing services for temporary positions, and in particular, fiscal service clerk in the Fiscal Section of DDA. The selected staffing agency will provide qualified staffing candidates that will assist the lead fiscal staff member on various daily functions, such as processing invoices for payment.

It is expected that the proposal submission will secure services outlined herein for up to 1 year.

https://procurement.maryland.gov/business-community/

BACKGROUND

The Maryland Department of Health - Developmental Disabilities Administration is seeking the services of temporary staffing fiscal services to provide processing of accounts payable invoices, pay blocks, accounts receivable billings, research and tracking of providers payments, Contract reconciliations, and cost reports tracking.

III. CONTRACT TERM

A single (or Multiple) contract will be awarded to the Offeror that best meets the needs of the evaluation criteria. The anticipated term of the contract resulting from this solicitation will begin on or about _October 10, 2022_ through _October 10, 2023.

IV. SCOPE OF WORK

The selected Offeror shall:

Provide qualified staffing solutions necessary to complete fiscal functions by the contract start date. The agency shall provide temporary employment services as required within this RFP by using the outlined requirements below.

The selected agency will also provide the following for consideration:

a. Agency experience in providing staff for solicitation needs.

b. Temporary personnel must be employed by the Agency. The Agency will be responsible for all payroll taxes, worker’s compensation, payroll reports, applicable insurances, and other employer federal and state requirements for temporary personnel.

c. Agency communicating necessary staff and providing contract monitor resumes of qualified staff for the project to the contract monitor.

d. Temporary personnel supplied by the Agency must meet the minimum qualifications as outlined in Exhibit C. Agency must provide the steps on verifying employee work references and background checks.

e. Temporary personnel must be available for the entire length of the contract. Every attempt must be made to minimize staffing breaches. If necessary, a replacement employee must be made available within two (2) business days of employee separation or request by the Department. Agency mu also outline the personnel no employee no show policy.

g. DDA will have the right to refuse any temporary personnel supplied by the Agency for any job related deficiency and to request an immediate removal of the employee. Refusal of any temporary personnel shall not be denied equal protection of the laws; nor shall any individual be denied the enjoyment of his or her civil or political rights or be discriminated against because of actual or perceived age, arrest record, color, disability, educational association, familial status, family responsibilities, gender expression, gender identity, genetic information, height, HIV status, material status, national origin, political beliefs, race, religion, sex, sexual orientation, source of income, veteran status, victim of domestic violence or stalking or weight.

h. The Agency must ensure the personnel are available during the Departments working hours.

The normal working hours are 8:00 am to 4:30pm, Monday through Friday. The Department reserves the right to adjust the work schedule as needed.

I. The Agency will assign a single point of contact to coordinate and assist in any employment requirements, requests, availability, scheduling, billing, contract compliances, reports and problems. The point of contact will also report to the Contract Monitor on a regular basis outlined by this agreement on all services provided by the Agency.

j. The Agency will provide the Contract Monitor with a 24-hour notice confirming personnel availability to fulfill the request.

k. The Agency will provide all temporary personnel with a timecard. All hours completed must be approved by the section supervisor weekly. The Agency will also provide copies of the approved timecard upon submission of invoices to the Contract Monitor. The Department will not be liable for any invoices that cannot be substantiated by the Agency.

l. The Agency cannot charge the Department (DDA) or any authorized user of the contract any placement fees or agency fees if a temporary employee submits an application for employment with the Department (DDA), or any authorized user of the contract and is selected for employment for ninety (90) days.

m. The Agency will be paid based on invoice and timecard submitted. Invoices will be submitted by the Agency to the Contract Monitor on a bi-weekly basis. The invoice should follow the billing submission guidelines listed.

n. At any point, the Department (DDA) determines the contract employee is not performing the duties necessary for the Department, the Agency, upon notice from the Contract Monitor will remove the temporary employee from the assignment at no charge to the Department and the Agency will find a suitable replacement.

o. The Agency will provide a quarterly usage report to the Contract Monitor. The report must contain the number of personnel assigned with the job description and total payments received.

p. The Agency will be responsible at all times for the actions and work for its personnel.

q. Temporary personnel will be required to undergo a criminal history background check and drug test; the Agency shall ensure that any agency’s employees providing services to the Department (DDA) have a criminal history background check. The

Agency will be responsible for all costs associated with the criminal history and drug test for their employees and it is the responsibility of the Agency that their employees meet all criminal history and drug test requirements.

r. The Agency must notify the Contract Monitor immediately should any personnel supplied under this contract, loses their credentials, licensure, and/or certifications required to perform the job while working for the Department (DDA).

V. BILLING

The contractor shall bill the Department on a monthly basis for the work performed the previous month. The total cost of work may not exceed $50,000 for the term of the contract.

All invoiced must be on the contractor’s letterhead, must be signed and dated, and must include the following:

· The contractor’s name and mailing address;

· The contractor’s Federal Tax Identification or Social Security Number;

· The State assigned Contract Control Number;

· The State assigned blanket purchase order number;

· The goods and services provided;

· The time period covered by the invoice;

· The amount of requested payment; and

· Documentation to support invoice requested amount.

VI. MANDATORY REQUIREMENTS

The vendor shall meet the following minimum requirements:

· This solicitation has been designated as a Small Business Reserve (SBR). Selected Offerors must be registered as an SBR in order to submit a proposal.

· Minimum of _2_ years’ experience in temporary staffing placement services.

· At least _2_ references that relate to the experience listed above.

A. Technical Proposal Submissions

Note: No pricing information is to be included in the Technical Proposal (Volume 1). Pricing information is to be included only in the Financial Proposal (Volume II).

The Offeror shall send a proposal that must be no smaller than 12-point font, double-spaced, with one-inch margins. Technical proposals shall be no longer than ten (10) pages (this excludes budget, budget narrative, and any attachments regarding organizational capabilities). One original and three (3) copies should be placed in a sealed envelope labeled “Technical Proposal.”

A.1. Technical proposals shall include the following mandatory submissions:

1) Background Information:

a) Organization Name, Name, address, telephone number, e-mail address, fax number, and position/title of the individual who will serve as the primary contact for this contract.

b) The capabilities of the relevant information establishing qualifications as an expert in providing appropriate staffing needs according to this solicitation.

c) The Offeror’s Small Business Reserve certification number, Offeror’s MBE certification number (if applicable), Federal Identification Number (FEIN) or if a single individual, that individual’s Social Security Number (SSN), and eMaryland Marketplace Number.

2) A work plan outlining a detailed and comprehensive description of how the Agency intends to provide the requested services of this RFP.

a. recruitment practices and processes for hiring personnel, communication plan and understanding of hiring needs

b. proposed timeline to meet project needs

c. ability to provide personnel on the required shift

d. ability to provide personnel with the minimum experience and expertise as listed in Exhibit C.

3) The Offeror shall submit past involvements with similar projects. Written summary of the Offeror’s work experience and success in recruitment and placement of temporary personnel in fiscal personnel positions.

4) The Offeror shall describe any promotional added value that can be offered to the State, above and beyond the number specified in #3 (above). Also the Offeror will include the estimated dollar amounts and potential value to the campaign of the added value that will be offered to the State.

5) The offeror must supply a minimum of two (2) letters of recommendation.

Failure to include all the mandatory submissions shall deem your Proposal non-responsive.

B. Financial Proposal Submissions

Offerors shall submit an original signed completed Financial Proposal Form (Exhibit B), and provide an original signed separate line item budget and narrative. One original and three (3) copies shall be placed in a sealed envelope labeled “Financial Proposal.”

C. Technical Evaluation Criteria of Proposal

The State will evaluate technical proposals based on the following evaluation criteria.

These are listed in descending order of importance:

1) How experienced is the Offeror in providing staffing recruitment services?

2) How strong are the letters of recommendation?

3) To what extent does the Offeror’s proposal provide a work plan that includes a realistic timeline and cost-effective plan for qualified candidates.

4) To what extent does the Offeror’s proposal provide a clear schedule and rationale of communication with contract monitor.

5) To what extent does the Offeror’s proposal provide steps to verify employee references and background checks.

6) To what extent does the Offeror’s proposal provide staffing availability and no call, no show procedures.

7) How strong is the Offeror’s value-added component?

8) Does the Offeror have any conflicts of interest?

D. Financial Evaluation Criteria of Proposal

The State will evaluate financial proposals based on the following evaluation criteria.

1) To what extent does the Offeror provide a clear and rational budget and budget narrative that is all inclusive of proposed services?

VII. AWARD

An award will be made on the basis of the most advantageous offer to the State of Maryland considering price and the evaluation criteria found in this solicitation. The technical component and financial component are given equal weight. Vendors must first meet all of the mandatory requirements. An award will be made on the basis of the lowest price. Bids will not be considered by vendors who do not meet all of the mandatory requirements. The total cost of the resulting contract will not exceed $50,000.

VIII. TIE-BIDS

If bids are received from responsive and responsible Offerors that are identical in prices, terms and conditions, and which meet all requirements set forth in the solicitation, an award will be made in accordance with State Regulations 21.05.02.14B. If a tie still exists, the Offeror with the most experience shall be used to determine the successful Offeror.

IX. BID SUBMISSION INFORMATION

Interested parties should place both their Financial Proposal and Technical Proposal submissions as separate documents with the Procurement ID clearly marked. The Financial Proposal must include ALL final costs for completing the project.

Submissions will only be accepted via eMMA (eMaryland Marketplace Advantage). Original hand-delivered or mailed submissions will not be accepted at this time. Submissions are due via eMMA no later than later than _September 14, 2022__ in order to be considered for an award.

Please put the Procurement Identification Number on submission information. Offerors cannot submit multiple responses and only one proposal permitted per envelope.

BID SUBMISSION INFORMATION

In accordance with COMAR 21.03.05, bids may be submitted electronically through electronic mail or through eMaryland Marketplace Advantage.

*****(Electronic Bid Submissions)*****It is recommended to use eMMA for email submissions so that it can be closed on the day of the bid and not through your regular email.

DDA is not responsible for bids dropped off in the mailroom. Questions regarding this solicitation should be directed by email only (no phone calls will be accepted) to the PROCUREMENT OFFICER listed.

NO FAX BIDS WILL BE ACCEPTED.

X. eMARYLAND MARKETPLACE ADVANTAGE eMMA is an electronic commerce system administered by the Maryland Department of General Services. In order to receive a contract award, a vendor must be registered on eMMA.

Registration is free. Go to Login: eMaryland Marketplace Advantage (eMMA), click on “Register Now” to begin the process, and then follow the prompts..

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

XI. CONTACT INFORMATION

A. Procurement Officer

Nakia S. Howell Procurement Officer Developmental Disabilities Administration 201 W. Preston St., 4th Floor Baltimore, Maryland 21201 443-928-7419 nakia.howell1@maryland.gov

B. Contract Monitor

Peter deFries Director of Operations Developmental Disabilities Administration 201 W. Preston St., 4th Floor Baltimore, Maryland 21201 410-767-5573 peter.defries@maryland.gov

Approved by:

Date: 08/17/2022

Robert White, Director Administrative Services

MINORITY BUSINESS ENTERPRISES ARE STRONGLY ENCOURAGED TO RESPOND TO

THIS SOLICITATION.

mailto:nakia.howell1@maryland.gov mailto:peter.defries@maryland.gov

EXHIBIT A

FINANCIAL FORM

PROCUREMENT I.D. NUMBER: BPM031228 / 23-DDA-005

ISSUE DATE: August 17, 2022

TITLE: Temporary Staffing Services for Developmental Disabilities Administration – Fiscal Section, Fiscal Clerk

Offeror Information:

Vendor Name:

Federal Tax ID (FEIN):

Contact Person:

Address:

E-Mail:

Telephone:

Fax:

SBR Number: eMMA Number:

MBE Number:

Signature Date

Vendor signature and date certifies that technical and price submissions are correct and that vendor agrees to perform all services stated in the Bid Board Solicitation.

Maryland Department of Health/DDA Line Item Budget*

Budget Period from _October 10, 2022_ to _October 10, 2023

BUDGET ITEM

PRICE

Other (please specify)

TOTAL COST $

**Include Budget Narrative on a separate page and attach it with the Financial Proposal Form.

Budget Narrative must include a full breakdown of costs for each line item.

EXHIBIT B

INFORMATION TO BIDDERS

- PLEASE READ THOROUGHLY -

Solicitation No.: BPM031228 / 23-DDA-005

Title: Temporary Staffing Services for Developmental Disabilities Administration – Fiscal Section, Fiscal Clerk

NOTICE TO BIDDERS/OFFERORS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve procurement for which award is limited to certified small business vendors. Only businesses that meet the requirements set forth in State Finance and Procurement Article, §§ 14-501 - 14-505, Annotated Code of Maryland, and who are registered with the Department of General Services Small Business Reserve Program are eligible for award.

This is a race- and gender-neutral program. Minority status is not a criteria for participation in the SBR Program. The small business eligibility standards for for-profit businesses, other than a broker, participating in this program are:

● The business is independently owned and operated

● The business is not a subsidiary of another business

● The business is not dominant in its field of operation

● The wholesale operations of the business did not employ more than 50 persons, or the gross sales of the business did not exceed an average of $4,000,000 in its most recently completed three fiscal years*

● The retail operations of the business did not employ more than 25 persons, or the gross sales of the business did not exceed an average of $3,000,000 in its most recently completed three fiscal years*

● The manufacturing operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $2,000,000 in its most recently completed three fiscal years*

● The service operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $10,000,000 in its more recently completed three fiscal years*

● The construction operations of the business did not employ more than 50 persons, or the gross sales of the business did not exceed an average of $7,000,000 in its most recently completed three fiscal years*

● The architectural and engineering operations of the business did not employ more than 100 persons, or the gross sales of the business did not exceed an average of $4,500,000 in its most recently completed three fiscal years*

* If a business has not existed for three years, the gross sales average is computed for the period of the business's existence. For newly formed businesses the determination will be based upon employment levels.

Non-SBR vendors may respond to this solicitation, but a contract award can only be made to a registered SBR vendor.

This SBR certification must be provided within five (5) business days of notification of Contract Award, however, to expedite processing, it is suggested that this certification be completed and submitted with the Proposal Submission. . DGS Registration is free and can be done on-line within 15 to 20 minutes.

Further information on the certification process is available at https://procurement.maryland.gov/business-community/ and click on the Small Business Reserve hyperlink.

EXHIBIT C

Job Description

Fiscal Clerk

NATURE OF WORK

A Fiscal Clerk performs work reviewing, verifying, recording, adjusting and balancing financial transactions.

EXAMPLES OF WORK

Reviews and verifies source documents such as bills, receipts, transmittal sheets, invoices, benefit claims, vouchers, purchase orders, check registers, payroll reports and requisitions for application to proper agency accounts;

Computes credits and debits for accounts according to standardized codes, regulations and procedures promulgated by internal and external fiscal control entities;

Enters, posts and records credits and debits to established ledger accounts;

Proves account balances posted in ledger accounts with source document totals to identify record discrepancies;

Researches discrepancies in account balances by retrieving and examining original chronological records for miscalculations or posting errors;

Corrects inaccuracies in account balances and adjusts accounting records to balance with source document totals;

Records account totals on agency ledgers and fiscal control accounts;

Maintains accurate data by entering and updating accounts when additional source documents are received;

Summarizes numerical data using computer programs or calculators for use in the preparation of financial records reports;

Communicates with external and internal customers regarding incomplete or inaccurate invoices or reports or delinquent accounts;

May compute and process all or part of an agency's payroll;

May verify that transactions submitted by the agency were entered correctly into a fiscal control accounting system, resolve differences and notify the fiscal control agency of necessary adjustments;

May prepare a trial balance of an account ledger for use by higher-level accounting staff;

May contact fiscal control agencies such as Department of Budget and Management and Comptroller of the Treasury for clarification of accounting policies and procedures;

May assist in the training of lower-level Fiscal Accounts Clerks and clerical support staff;

Performs other related duties.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the principles and practices of reviewing, verifying, recording, adjusting and balancing financial transactions;

Knowledge of the principles and practices of bookkeeping;

Knowledge of the organization of common books of accounts and the process of monitoring financial records;

Skill in posting and balancing accounts and calculating percentages;

Skill in resolving problems associated with incomplete, inaccurate or conflicting source data and in reconciling and correcting errors in specialized accounts;

Skill in managing work time efficiently and effectively under deadlines;

Ability to use a computer or business machine to access, input and extract data;

Ability to communicate effectively;

Ability to establish and maintain effective working relationships with agency fiscal staff, data processing clerks, payroll personnel, vendors and representatives from fiscal control agencies.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two years of experience reviewing, verifying, recording, adjusting and balancing financial transactions.