RFP-MDCPS SUBGRANT REFUGEE SOCIAL SERVICES (RSS) 8-8-24 (2) (1) (1).docx

ANDREA SANDERS

COMMISSIONER

REQUEST FOR PROPOSALS (RFP)

REFUGEE SOCIAL SERVICES (RSS)

RFP# 2024RSSG001

RFX: 3140003954

Issue Date: Wednesday, August 14, 2024

CLOSING LOCATION

Mississippi Department of Child Protection Services 750 North State Street Jackson, Mississippi 39202

CONTACT

LaShunda Williams, RFP Coordinator 601-359-4368 contracts@mdcps.ms.gov

CLOSING DATE AND TIME

Proposals must be received by Thursday, September 5, 2024, by 12:00 PM, CT

MDCPS WELCOMES THE PARTICIPATION OF MINORITY BUSINESSES

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL (RFP) PROCESS OVERVIEW

1.1 Proposal Acceptance Period

Respondents shall submit one (1) original, signed proposal, and one (1) electronic copy on USB flash drive in a sealed envelope or package to the following (mailed or hand-delivered), no later than the time and date specified for receipt of proposals:

MDCPS Contracts & Procurement RFP No. 2024RSSG001 - REFUGEE SOCIAL SERVICES (RSS) 750 North State Street Jackson, Mississippi 39202

NOTE: MDCPS will NOT accept proposals submitted via either electronic mail or facsimile.

Timely submission is the responsibility of the respondent. Proposals received after the specified Proposal Submission Deadline described herein shall be rejected. Any proposal received later than 12:00 PM CT on Thursday, September 5, 2024, will be declared non-responsive and not eligible for consideration for possible award of a subgrant. MDCPS will not entertain any exceptions to this hard deadline. The envelope or package shall be marked with the proposal opening date and time, and the number of the RFP. The time and date of receipt shall be indicated on the envelope or package by MDCPS staff. Modifications or additions to any portion of the procurement document may be cause for rejection of the proposal. MDCPS reserves the right to decide, on a case-by-case basis, whether to reject a proposal with modifications or additions as non-responsive. As a precondition to proposal acceptance, the MDCPS may request the respondent to withdraw or modify those portions of the proposal deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

1.1.1 Timeline

Anticipated Posting of Answers to Questions and Requests for Clarifications:

Friday, August 30, 2024

Note: MDCPS reserves the right to adjust this schedule as it deems necessary. MDCPS may post Answers to Questions or the Notice of Intent to Award on dates other than those stated above without amendment to this RFP. The initial contract term is determined by MDCPS, but MDCPS may change the dates of the initial contract term without amendment to this RFP if the date changes are necessary because of the procurement schedule. No other dates shall be changed unless a written amendment is issued. MDCPS also has the right to reject any and all proposals during any step of the procurement or awarding process (even after negotiations have begun).

1.1.2 Mandatory Letter of Intent

To be eligible to submit a Proposal, the Offeror is required to submit Attachment O: Mandatory Letter of Intent. The Mandatory Letter of Intent is due by 12:00 p.m. Central Time Zone, Tuesday, August 28, 2024, and should be sent via email to contracts@mdcps.ms.gov in a PDF format. The Mandatory Letter of Intent must be signed by an individual authorized to commit the Offeror to the work proposed. Submission of the Mandatory Letter of Intent shall not be binding on the prospective Offeror to submit a proposal. However, an Offeror that does not submit a Letter of Intent by 12:00 p.m. Central Time Zone, Tuesday, August 28, 2024, will not thereafter be eligible for the procurement. It is the responsibility of the Offeror to ensure that the Letter of Intent is delivered timely, and the Offeror bears all risks of delivery.

1.1.3 Rejection of Proposals

Proposals which do not conform to the requirements set forth in this RFP may be rejected by MDCPS. Proposals may be rejected for reasons which include, but are not limited to, the following:

A. The proposal contains unauthorized amendments to the requirements of the RFP.

B. The proposal fails to include provisions as designated in the RFP.

C. The proposal is conditional.

D. The proposal is incomplete or contains irregularities which make the proposal indefinite or ambiguous.

E. The proposal is received late. Late proposals will be retained unopened in the procurement file.

F. The proposal is not signed by an authorized representative of the party.

G. The proposal contains false or misleading statements or references.

H. The proposal does not offer to provide all services required by the RFP.

I. The proposal fails to follow the required format of Sec. 4.3.

1.1.4 Exceptions

Respondents taking exception to any part or section of the solicitation shall indicate such exceptions on the Proposal Exception Summary Form, attached to this RFP as Attachment B. Failure to indicate any exception will be interpreted as the respondent’s intent to comply fully with the requirements as written. Conditional or qualified proposals, unless specifically allowed, shall be subject to rejection in whole or in part.

1.2 Expenses Incurred in Preparing Offers

The MDCPS accepts no responsibility for any expense incurred by the respondent in the preparation and presentation of an offer. Such expenses shall be borne exclusively by the respondent.

1.3 Confidential and Proprietary Information

Should the respondent’s proposal contain any confidential or proprietary information per Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1 (1972, as amended), the respondent shall submit a separate redacted PDF copy of the proposal on a separate USB flash drive. The USB flash drive containing the separate redacted proposal shall be clearly labeled as “REDACTED COPY.” A redacted copy will be in addition to the number of required copies as requested in Sec. 1.1 of this RFP.

If a respondent does include a redacted copy of the proposal, the redacted copy will be considered public record and will be released by MDCPS upon receipt of a Public Records Request. If the respondent does not include a redacted copy of the proposal, the entire proposal (including attachments, etc.) will be considered public record and subject to review by the general public. Requests to review confidential and/or proprietary information will be handled in accordance with applicable legal procedures. Failure to clearly redact any proprietary information, trade secrets, or other confidential commercial/financial information may result in that information being released in a public records request.

1.4 Registration with Mississippi Secretary of State

By submitting a proposal, the respondent certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, the respondent hereby certifies that it will register with the Mississippi Secretary of State within five (5) business days of being offered an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

1.5 Debarment

By submitting a proposal, the respondent certifies that it is not currently debarred from submitting proposals for subgrants issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Mississippi or federal government. The respondent shall submit a completed MDCPS Debarment Verification Form, attached to this RFP see Attachment H for additional details. The MDCPS reserves the right to deem any proposal not containing an executed MDCPS Debarment Verification Form as non-responsive to this RFP.

1.6 Competitive Proposals

Discussions may be conducted with respondents who submit proposals determined to be reasonably susceptible of being selected for award. Likewise, MDCPS also reserves the right to accept any proposal as submitted for subgrant award, without substantive negotiation of proposed terms, services or prices. For these reasons, all parties are advised to propose their most favorable terms initially.

Respondents submitting proposals in response to this RFP may be required, at MDCPS' discretion, to make an oral presentation of their proposals. The objectives of such presentations will be to clarify any questions MDCPS may have regarding proposed services and costs to assist MDCPS in arriving at a final selection. Toward this end, respondents shall have employees selected from key management positions available for attendance if a presentation is required. MDCPS will schedule the time and location of these presentations. These oral presentations are solely at the option of MDCPS and may or may not be conducted at the discretion of MDCPS.

1.7 Additional Information

Questions and requests for clarifications regarding this RFP shall be submitted in writing by e-mail to the RFP Coordinator at contracts@mdcps.ms.gov. Verbal questions will NOT be accepted. Questions shall NOT contain proprietary or classified information. MDCPS does not guarantee that questions received after the deadline are reflected in Section 1.1.1. Timeline will be answered. When submitting questions and requests for clarifications, “Questions for RFP No. 2024RSSG001 - REFUGEE SOCIAL SERVICES (RSS)” should be the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

1.

MDCPS will not be bound by any verbal or written information that is not contained within this RFP unless formally noticed and issued by MDCPS. Respondents are cautioned that any statements made by contact persons that cause a material change to any portion of the RFP shall not be relied upon unless subsequently ratified by a formal written amendment to the RFP. At no time shall any respondent or its personnel contact, or attempt to contact, any MDCPS staff regarding this RFP except in writing to the email address as set forth and, in the manner prescribed in this section.

1.8 Acknowledgment of Amendments

Should an amendment to the RFP be issued, it will be posted on the MDCPS website (www.mdcps.ms.gov) in a manner that all respondents will be able to view. Further, respondents must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the proposal, by identifying the amendment number and date in the space provided for this purpose on the amendment, or by letter. The acknowledgment should be received by the MDCPS by the time and at the place specified for receipt of proposals as reflected in Section 1.1.1. It is the respondent’s sole responsibility to monitor the MDCPS website for amendments to the RFP.

This RFP, all questions, requests for clarification, and answers will be published on the MDCPS website (www.mdcps.ms.gov) and posted to the MS Procurement Portal in a manner that all respondents will be able to view by the date reflected in Section 1.1.1. (Attachment T)

1.9 Type of Contract and Payment for Services

Agreement(s) for services resulting from this RFP will be in the form of a firm fixed price subgrant. Payments for services will be on a Cost Reimbursement basis as detailed and required in the most current version of the MDCPS Subgrant Manual (Sec. 5.7).

Depending upon requirements of a federal award and other applicable federal cost principles, MDCPS may provide reimbursement to Subgrantees on a Current Needs/Cash Advance basis for the first sixty (60) days of the subgrant period. Subgrantees must submit this initial payment request through a Cash Advance Claim Support Form. Payments on Current Needs/Cash Advance basis may be permitted by MDCPS provided that the Subgrantee maintains and/or demonstrates the capacity through established written procedures and financial management systems to meet the requirements of applicable federal cost principles.

All payment requests will be on a Cost Reimbursement basis. Cost Reimbursement claims shall be accompanied by the following required supporting documentation: Subgrantee’s General Ledger, Monthly Expenditure Report Form, and required Participant Data that reflects participants served during the prior month.

Payment on Cost Reimbursement basis will be processed based on respondent’s proper submission of a Claim Form along with required supporting documentation detailing services provided for any negotiated subgrant agreement. Any Subgrantee request for payment shall comply with the most current version of the MDCPS Subgrant Manual. MDCPS reserves the right, under the MDCPS Subgrant Manual, to monitor and review all claim submissions under any Subgrant Agreement entered into based upon this procurement.

NOTE: Subgrantees that receive funding from any other source, such as another agency or grant, shall not be reimbursed for providing any of the proposed services as required and detailed in Section 2 of this RFP.

1.10 Written Proposals

Proposals shall be in writing, indexed, and divided by sections to allow for ease of handling and review by MDCPS.

SECTION 2: PROGRAM INFORMATION

2.1 Purpose

The Mississippi Department of Child Protection Services (MDCPS), is seeking Refugee Support Services (RSS) sub-grantees that will be contracted to provide Refugee Social Services. Sub-Grantee information reported must reflect the 12-month period of services under contract as of October 1 of that year.

Refugee Support Services (RSS) is a program pursuant to 412(c)(1) of the Immigration and Nationality Act, that replaces three separate programs, Refugee Social Services, formula and discretionary Targeted Assistance Grants (TAG), and the Refugee Health Promotion Program (RHP) with one program. The goal of RSS is to provide grantees with more flexibility in allocating funding for services to ORR-served populations.

The RSS program will continue to fund the services that Refugee Social Services and TAG supported. Refugee Social Services and TAG funding supported employment services and programs to address employment barriers, such as social adjustment, interpretation and translation, childcare, and citizenship and naturalization. ORR provided TAG funding to states on behalf of counties with a significant number of persons served by ORR to ensure local planning and implementation.

Grantees that previously received Refugee Social Services and TAG grants should expect two primary changes to the allocation of funding. First, ORR will no longer allocate funds for certain counties as was done under the formula TAG program. States will be able to decide how to distribute funds based on arrival patterns, allowing for more flexibility.

Second, ORR will determine funding levels based on the number of arrivals during the previous 12 months instead of the previous 24 months. By allocating money based on the previous fiscal year, rather than the previous two fiscal years, allocations will more accurately reflect the current number of recent arrivals in a state.

The RHP program uses a framework of health services, which has three key components: health literacy, access to health and emotional wellness services, and affordable health care beyond the initial services provided upon arrival into the United States. The regulations at 45 C.F.R. 400 Subpart I Refugee Social Services remain in effect.

2.1.2 Service Area Description

Respondents shall adhere to the proposal limitation of twenty (20) pages in providing its responses to the scope of services below.

MDCPS is seeking a partnership to provide statewide Refugee Support Services for the target population of adult refugees and refugee youth transitioning into adulthood as defined by the scope of services below. Service areas must be clearly defined within the proposal.

The provider agency shall be responsible for retaining and managing all qualified staff, assure program compliance, spending oversight of funds, monitoring the programs and services, and shall be responsible for ensuring and fulfillment of its obligations.

NOTE: Letters of Collaboration will NOT be counted towards the proposal limitation of not more than twenty (20) pages.

2.2 Scope of Services

The Refugee Social Services Program (RSSP) supports employability services and other services that address barriers to employment such as:

· Social adjustment

· Interpretation and translation

· Day care for children

· Citizenship and naturalization

Employability services are designed to enable refugees to obtain jobs within one year of becoming enrolled in the program. Refugees in the following categories receive service priority:

· New arrivals in their first year in the U.S.

· Those receiving cash assistance.

· Unemployed refugees not receiving cash assistance.

· Employed refugees in need of services to retain employment or to attain economic independence.

Required RSSP Elements:

Use of Funds:

In accordance with 45 CFR 400.146, the State must use its social service grants primarily for employability services designed to enable refugees to obtain jobs within one year of becoming enrolled in services in order to achieve economic self-sufficiency as soon as possible. Social services may continue to be provided after a refugee has entered a job to help the refugee retain employment or move to a better job. Social service funds may not be used for long-term training programs such as vocational training that last for more than a year or educational programs that are not intended to lead to employment within a year.

Priority in Provision of Services:

In accordance with 45 CFR 400.147, the State must plan its social service program and allocate its social service funds in such a manner that services are provided to refugees in the following order of priority, except in certain individual extreme circumstances:

(a) All newly arriving refugees during their first year in the U.S., who apply for services;

(b) Refugees who are receiving cash assistance;

(c) Unemployed refugees who are not receiving cash assistance; and

(d) Employed refugees in need of services to retain employment or to attain economic independence.

General eligibility requirements:

In accordance with 45 CFR 400.150, Eligibility for refugee social services is limited to those refugees who:

(a) Meet immigration status and identification requirements

(b) Meet the other eligibility requirements and conditions in this subpart.

Limitations on eligibility for services:

(a) A State may provide the social services defined in §400.154 to refugees who are 16 years of age or older and who are not full-time students in elementary or secondary school, except that such a student may be provided services under §400.154 (a) and (b) in order to obtain part-time or temporary (e.g., summer) employment while a student or full-time permanent employment upon completion of schooling.

(b) Services must be provided to all ORR-eligible populations with the assistance and services described without regard to race, religion, nationality, membership in a particular social group, sex, or political opinion.

(c) May not provide services under this subpart, except for citizenship and naturalization preparation services and referral and interpreter services, to refugees who have been in the United States for more than 60 months.

Employability Services:

In accordance with 45 CFR 400 the state may provide the following employability services:

(a) Employment services, including development of a family self-sufficiency plan for all refugees receiving RSS-funded employment-related services (and their family members living in the same household) to include initial assessment, referral, and follow-up, and an individual employability plan, world-of-work and job orientation, job clubs, job workshops, job development, referral to job opportunities, job search, and job placement and follow-up.

(b) Employability assessment services, including aptitude and skills testing.

(c) On-the job training, when such training is provided at the employment site and is expected to result in fulltime, permanent, unsubsidized employment with the employer who is providing the training.

(d) English language instruction, with an emphasis on English as it relates to obtaining and retaining a job.

(e) Vocational training, including driver education and training when provided as part of an individual employability plan.

(f) Skills recertification, when such training meets the criteria for appropriate training in §400.81(b) of this part.

(g) Day care for children, when necessary for participation in an employability service or for the acceptance or retention of employment.

(h) Transportation, when necessary for participation in an employability service or for the acceptance or retention of employment.

(i) Translation and interpreter services, when necessary, in connection with employment or participation in an employability service.

(j) Case management services, as defined in §400.2 of this part, for refugees who are considered employable under §400.76 and for recipients of TANF and GA who are considered employable, provided that such services are directed toward a refugee's attainment of employment as soon as possible after arrival in the United States.

(k) Assistance in obtaining Employment Authorization Documents (EADs).

Other services:

In accordance with 45 CFR 400, A State may provide the following other services—

(a) Information and referral services.

(b) Outreach services, including activities designed to familiarize refugees with available services, to explain the purpose of these services, and facilitate access to these services.

(c) Social adjustment services, including:

(d) Emergency services, as follows: Assessment and short-term counseling to persons or families in a perceived crisis; referral to appropriate resources; and the making of arrangements for necessary services.

(e) Health-related services, as follows: Information; referral to appropriate resources; assistance in scheduling appointments and obtaining services; and counseling to individuals or families to help them understand and identify their physical and mental health needs and maintain or improve their physical and mental health.

(f) Home management services, as follows: Formal or informal instruction to individuals or families in management of household budgets, home maintenance, nutrition, housing standards, tenants' rights, and other consumer education services.

(g) Day care for children, when necessary for participation in a service other than an employability service.

(h) Transportation, when necessary for participation in a service other than an employability service.

(i) Translation and interpreter services, when necessary for a purpose other than in connection with employment or participation in an employability service.

(j) Case management services, when necessary for a purpose other than in connection with employment or participation in employability services.

(k) Any additional service, upon submission to and approval by the Director of ORR, aimed at strengthening and supporting the ability of a refugee individual, family, or refugee community to achieve and maintain economic self-sufficiency, family stability, or community integration which has been demonstrated as effective and is not available from any other funding source.

(l) Citizenship and naturalization preparation services, including English language training and civics instruction to prepare refugees for citizenship, application assistance for adjustment to legal permanent resident status and citizenship status, assistance to disabled refugees in obtaining disability waivers from English and civics requirements for naturalization, and the provision of interpreter services for the citizenship interview.

Service requirements:

In accordance with 45 CFR 400, a state must provide the following service requirements:

(a) In order to avoid interference with refugee employment, English language instruction and vocational training funded under this part must be provided to the fullest extent feasible outside normal working hours.

(b) In planning and providing services under §§400.154 and 400.155, a State must take into account those services which a resettlement agency is required to provide for a refugee whom it sponsors in order to ensure the provision of seamless, coordinated services to refugees that are not duplicative.

(c) English language instruction funded under this part must be provided in a concurrent, rather than sequential, time period with employment or with other employment-related services.

(d) Services funded under this part must be refugee-specific services which are designed specifically to meet refugee needs and are in keeping with the rules and objectives of the refugee program, except that vocational or job skills training, on-the-job training, or English language training need not be refugee-specific.

(e) Services funded under this part must be provided to the maximum extent feasible in a manner that is culturally and linguistically compatible with a refugee's language and cultural background.

(f) Services funded under this part must be provided to the maximum extent feasible in a manner that includes the use of bilingual/bicultural women on service agency staffs to ensure adequate service access by refugee women.

(g) Services funded under this part must be provided at the highest level possible in an emergency to ensure refugees ongoing access to mainstream services during emergencies including, but not limited to, remote services.

(h) A family self-sufficiency plan must be developed for all refugees receiving RSS-funded employment-related services (and their family members living in the same household) to include initial assessment, referral, and follow-up

Note: The contractor’s must demonstrate their ability to provide comprehensive services across the entire state of Mississippi to assist program participants and their families in achieving economic and social self-sufficiency as soon as possible after their arrival in the United States. The services outlined in this RFP address both the employment needs and the barriers to employment that refugees typically face. Effective delivery of these services will result in a more substantial integration of refugees into the community. Contractors will be expected to provide a comprehensive RSSP program which: screens participants to confirm that they are eligible; assesses their employability; employment plan; provides employment preparation services; assists participants to find appropriate jobs through outreach and employer contacts; supports the participants on the job so that they can remain employed; and continues to work with participants to achieve self-sufficiency.

Follow-up/Retention:

To promote job retention, the contractor must follow-up with the employer and/or participant who has been placed in employment. Follow-up may be conducted at any time during the first 90 days of employment to determine if the participant is still employed, identify any potential problems or needs, and provide services to the employer and/or the refugee to resolve the problems or need. Participants are considered to have retained employment once the 90th day has been reached. resolve the problems or need. Participants are considered to have retained employment once the 90th day has been reached.

Program Administration

· Proactively monitor participants goals on a regular monthly by reviewing client files and completing a monthly contact report

· Program directors, case managers, and stake holders must meet regularly to review refugee needs, employer needs and employment opportunities so that service delivery remains current and effective

· Submit monthly cost reimbursement with supportive documents per the state’s subgrantee manual

· Submit monthly programmatic reports with supportive documentation by the 10th of each month. These reports shall consist of a monthly update regarding the social services benefits for client served through RSS that month including how they were contacted and what services they are currently receiving along with any narratives related to their case.

Deliverables/Outcomes:

The parameters and documentation requirements of each deliverable/outcome are provided on the following chart. The applicant should use this information to project service levels and allocate funds to each deliverable/outcome. Applicants are required to provide all Deliverables/Outcomes. In the event of federal statutory, rule, regulation, policy, guidance or programmatic changes that affect the Deliverables/Outcomes in the chart below, contractors will be notified of the change(s) and required to comply with the new requirements.

Employment Preparation

Allowable Tasks:

· Employment skills preparation

· Interviewing Skills Preparation

· Job Application Assistance

· Job Clubs

· World-of-Work and Job Orientation

· Job Workshops

· Job Development

· Job coaching

· Job orientation

· Job readiness

· Job search

· Resume Preparation

· Proof of

· Immigration status;

· Application for Services – signed and dated by both the participant and agency representative once the application is complete and prior to tasks being provided.

· The agency supervisor must sign and date the application within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Family Self Sufficiency Plan (FSSP) – signed and dated by both the participant and agency representative once the FSSP is complete and prior to tasks being provided.

· Case note documentation of task provided to the participant and any other such documentation as

RFP-009-002

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RFP No. 2024RSSG001 required by the state or ORR.

· Inform the participant of the scheduled interview with an employer for the job placement;

· Verify that the participant reported to work including the start date, hourly wage and number of hours per week expected to work.

· Proof of Immigration status;

· Application for Services - signed and dated by both the participant and agency representative once the application is complete and prior to tasks being provided. The agency supervisor must sign and date the application within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Family Self Sufficiency Plan - signed and dated by both the participant and agency representative once the FSSP is complete and prior to tasks being provided. The agency supervisor must sign and date the FSSP within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Case note documentation that interview information was provided to the participant;

· Case note documentation of contact with the employer via phone, fax, email or site visit verifying that participant reported to work including start date, hourly wage and number of hours per week expected to work OR copy of a paystub containing all the aforementioned information

90-Day Job Retention The participant obtains unsubsidized employment and has continued employment for 90 consecutive days from the start date.

The wages for the job at 90 days must be equal to or greater than the equivalent of 30 hours per week @ minimum wage.

Unsubsidized employment means a paid position in which the employer is responsible for payment of wages and standard payroll deduction.

The contractor must complete the required tasks listed below:

· Provide employment support by following-up with the participant and/or employer during the 90-day period to promote job retention;

· Verify participant’s continued employment for 90 consecutive days.

Proof of Immigration status;

· Application for Services – signed and dated by both the participant and agency representative once the application is complete and prior to tasks being provided. The agency supervisor must sign and date the application within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

Family Self Sufficiency Plan – signed and dated by both the participant and agency representative once the FSSP is complete and prior to tasks being provided. The agency supervisor must sign and date the FSSP within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Case note documentation of Employment Support;

· Case note documentation of contact with the employer via phone, fax, email or site visit verifying start date, continued employment for 90 consecutive days, hourly wage and number of hours per week expected to work OR copy of paystub containing all of the aforementioned information.

Allowable Tasks

· Adjustment to legal permanent resident status application (I-485) assistance

· Case Management

· Childcare services

· Citizenship assistance services for post-48- month residents

· Clothing assistance

· Completion and submission of an application for public benefits/services

· ID/Driver’s License assistance

· Transportation services

· Childcare

· Employment

· Authorization Document

· (EAD) application (I765) assistance

· ESL services

· Food assistance

· Furniture assistance

· Health care services

· Housing assistance

· Interpretation/

· Translation

· Personal budgeting/Financial management services

· Referral

· Social

· Adjustment/Acculturation services Proof of immigration status;

· Application for Services - signed and dated by both the participant and agency representative once the application is complete and prior to tasks being provided. The agency supervisor must sign and date the application within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Family Self Sufficiency Plan – signed and dated by both the participant and agency representative once the FSSP is complete and prior to tasks being provided. The agency supervisor must sign and date the FSSP within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Case note documentation of services and/or referrals provided to the participant and any other such documentation

· Service referral letters or forms and service engagement letters or forms (for referrals only).

chart for that household size at that time.

The contractor must complete the required tasks listed below:

· Gather proof of income once the participant has been employed for 90 consecutive days;

· Show calculation of household income to be at or above the 125% poverty level for the household size.

Proof of Immigration status;

· Application for Services - signed and dated by both the participant and agency representative once the application is complete and prior to tasks being provided. The agency supervisor must sign and date the application within 30 days of the participant.

· and agency representative signatures or prior to the submission of a voucher, whichever date is earlier.

· Family Self Sufficiency Plan - signed and dated by both the participant and agency representative once the FSSP is complete and prior to tasks being provided. The agency supervisor must sign and date the FSSP within 30 days of the participant and agency representative signatures or prior to the submission of a voucher, whichever date is earlier;

· Case note documentation of contact with the employer via phone, fax, email or site visit verifying start date, continued employment for 90 consecutive days, hourly wage and number of hours per week expected to work OR copy of paystub

· Calculation to demonstrate household income to be at or above the 125% poverty level for the household size

RCA & RMA

Benefits Determination of eligibility of RCA and

RMA

Assist the client with completing TANF, SNAP, and Medicaid benefits forms. An online form for all three programs can be located access.ms.gov.

• Provide the SRC with client information and date of form completion.

• Provide the SRC with updates on client eligibility for SNAP, TANF, and Medicaid

SECTION 3: MINIMUM CERTIFICATIONS

3.1 Required Respondent Certifications

Respondents MUST complete the Required Respondent Certifications included in this RFP as Attachment C. If any attachments are required as a result of an answer in Attachment C, Respondent must include those attachments as part of Attachment C and label the attachments accordingly.

3.2 Subgrantee Documentation

Respondents MUST complete the required Subgrantee documentation included in this RFP as Attachment D.

3.3 Insurance

The successful Subgrantee(s) shall maintain Workers' Compensation insurance which shall inure to the benefit of all Subgrantee's personnel performing services under the resulting Agreement, comprehensive general liability or professional liability insurance and employee dishonesty or fidelity bond insurance1 in the amount equal to twenty-five percent (25%) of the funds awarded hereunder. All workers’ compensation, comprehensive general liability, professional liability, and employee dishonesty insurance will list MDCPS as an additional insured. Subgrantee shall furnish MDCPS with a certificate of insurance providing the aforesaid coverage, prior to the commencement of performance under this Agreement. Insurance carriers must be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance. The subgrantee shall be prepared to provide evidence of required insurance upon request by MDCPS at any point during the subgrant period and should consult with legal counsel regarding its obligations. In any subcontract into which Subgrantee enters with Subcontractors, there shall be a like insurance provision in which the Subcontractor shall provide the same coverage to and for its personnel.

In support of a proposal responsive to this RFP, the respondent shall, at a minimum, provide a binder or commitment letter from the respondent’s insurer documenting the respondent’s ability to obtain insurance coverage in the event it is awarded a subgrant.

SECTION 4: PROPOSAL FORMAT

4.1 Written Proposals Shall Contain the Following Minimum Information:

Proposals that do not include the following information may be deemed nonresponsive and not considered for evaluation.

4.1.1 The name of the respondent, the location of the respondent’s principal place of business and, if different, the place of performance of the proposed subgrant;

4.1.2 The age of the respondent’s business and average number of employees that have been consistently employed with the business over the past five (5) years;

4.1.3 Organization chart and resumes listing the abilities, qualifications, and experience of all persons who would be assigned to provide the required services on behalf of the respondent;

4.1.4 Listing of three (3) references for contracts or projects under which services similar in scope, size, or discipline were performed or undertaken during the past five (5) years, including the names and addresses of the projects and the scope of the projects. Also include the name of the organization, length of contract or project, a brief summary of the work, and the name, address, e-mail address, and telephone number of a responsible contact.

These references must be familiar with the respondent’s abilities in the areas involved with this RFP. MDCPS will use these references to determine the respondent’s ability to perform the services. It is the responsibility of the respondent to ensure that the reference contact information is correct and current. Respondents should verify before submitting their response that the contact person and phone number are correct for each reference. MDCPS staff must be able to reach one (1) reference for a respondent within two (2) business days of proposal opening. The respondent may submit as many references as desired. MDCPS will begin contacting references at the top of the list and will continue down the list until MDCPS completes a Reference Sheet for one (1) reference. (See Attachments E and F).

4.1.5 A service plan providing as many details as is practical explaining how the services will be delivered and how participants will be served (Sec. 2);

4.1.6 An evaluation plan explaining how the program outcomes will be evaluated, measured, and reflect participants served;

4.1.7 Identify and explain Contingency Plan (Sec. 2.4);

4.1.8 Total estimated cost to provide the services as outlined in Section 2 within the geographic area identified in response to Sec. 2.13 throughout the term of the potential subgrant. Total estimated cost should be presented in the following format:

Total estimated cost MUST be accompanied by a Budget Narrative and Total Price Estimate (Please see Attachment R for guidance). A justification is required when the proposed budget narrative exceeds 10% of the total estimated cost for administrative expenses. Indirect/administrative costs cannot exceed over 10% of the total project budget. Grantees will be required to document and justify all expenses listed under indirect/administrative cost 1) Personnel expenses related to staff not directly supporting the project 2) Fringe 3) Insurance or 4) Supplies.

Budget Narrative and Price Estimate. Respondents must place an emphasis on service delivery to participants. Respondents are expected to submit their best and lowest budget to deliver services described and detailed in their proposal. The Budget Narrative should include a brief description justifying the budgeted amounts for each budget line item. MDCPS reserves the right to reject any proposal with an unreasonable budget as determined by MDCPS.

Managing Agency shall maintain for MDCPS inspection copies of all agreements with partner organizations which shall also include, but not be limited to, partner organization’s Budget Narrative in accordance with the most current version of the MDCPS Subgrant Manual.

If respondent’s Budget Narrative includes allocation of funds to Lower-Tier partner organizations that totals 50% or more of the total project budget, respondent SHALL provide a written justification for such allocation of funds to Lower-Tier partner organizations as an attachment to the Budget Narrative.

4.1.9 Organization’s financial statement for the last two (2) years audited financial statements complete with the notes and opinion letter from respondent’s auditor and/or other proof, acceptable to MDCPS, of financial responsibility.

For organizations that expended $750,000.00 or more in federal funds over the last two (2) fiscal years, please provide your organization’s Single Audit for each year pursuant to 2 C.F.R. §200.501.

For organizations that expended under $750,000.00 in federal funds over the last two (2) fiscal years, respondents must submit an IRS status letter and the organization’s most recent year-end financial statements. Newly formed organizations must submit either their most recent tax returns and/or management reports provided that expended funds does not exceed $750,000.00.

In order to assure financial responsibility in performing the requirements of this RFP, MDCPS reserves the right to require a current financial statement prepared and certified by an independent auditing firm.

Respondents, including the parent corporation of any subsidiary corporation submitting a response, must include in their proposal evidence of financial responsibility and stability for the performance of the Subgrant Agreement resulting from this RFP.

The State reserves the right to request any additional information to assure itself of respondent’s financial status.

In the event that a respondent is either substantially or wholly owned by another corporate entity, the proposal must also include the most recent detailed financial report of the parent organization, and a written guarantee by the parent organization that it will unconditionally guarantee performance by the respondent of each and every term, covenant, and condition of such contract as may be executed by the parties.

Disclose if and when respondent has filed for bankruptcy within the last seven (7) years under its name or the sole proprietor’s name in a related business. For respondents that are partnerships or corporations, respondents must disclose whether any of its principals, partners or officers have filed bankruptcy within the last seven (7) years in a related business.

Disclose any company restructurings, mergers, and acquisitions over the past three (3) years that have impacted any products or services the respondent has included in this proposal.

4.2 Evaluation Procedure

4.2.1 Step One:

Proposals will be reviewed to ensure compliance with the minimum specifications. Proposals that do not comply with the minimum specifications will be rejected immediately, receiving no further consideration. The respondent shall be notified in writing if their response is rejected.

4.2.1.1 Responsive Respondent

Respondent must submit a proposal that conforms in all material respects to this RFP, as determined by MDCPS.

4.2.1.2 Responsible Respondent

Respondent must have capability in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance, as determined by MDCPS.

4.2.2 Step Two:

Proposals that satisfactorily complete Step One will be reviewed and analyzed to determine if the proposal adequately meets the needs of MDCPS based on a total of 100 possible points. Proposals that receive a total score of 75 points or above may be considered for award depending upon availability of funding. Factors to be considered are as follows:

4.2.2.1 Relevant Experience and Expertise (10 point maximum)

· Provide a brief description of the organization’s mission and history.

· Specify which programs your organization currently administers.

· Describe the organization’s experience and capability in providing and coordinating services.

4.2.2.2 Service Goals and Objectives (10 point maximum)

· Provide a brief description of the applicant's goals and objectives, and related information concerning the proposed project. Specify:

· The ability to provide the organizational framework for successful program and case management services that will ensure all grant requirements are met.

· The Work Plan will be utilized to ensure compliance of the proposed scope of work, which should include position descriptions, workflow processes, and work location(s) for each manager.

· The ability to produce fiscal expenditure reports that adhere to generally accepted accounting principles that are in accordance with the requirements of federal OMB Circular No. A-87, Cost Principles for State, Local and Tribal Governments.

4.2.2.3 Program Approach (15 point maximum)

· Provide a description of the proposed no cost or low-cost…