RFP VR-2023-2.2.pdf

STATE OF NEW HAMPSHIRE

DEPARTMENT OF BUREAU OF VOCATIONAL REHABILITATION

Vocational Rehabilitation Transition Services for Summer or Year-Round Programming

RFP VR-2023-2.2

TABLE OF CONTENTS

Form P-37 and exhibits containing contract terms must be attached as Appendix A…………....………...1 SECTION 1 – Overview and Schedule……………………………………………………………………..3 A. Executive Summary………………………………………………………………………………….….3 B. Schedule…………………………………………………………………………………………….…...4 C. Agency Overview…………………………………………………………..…….…………………...…4 D. Vendor Instructions…………………………….………………………………………..………..….….4 SECTION 2 – Requirements and Proposed Scope of Work SECTION 3 – Contract Terms and Conditions A. Non-Exclusive Contract………………………………………………………………….…..……. …...8 B. Award………………………………………………………………………………………..…………..8 C. Standard Contract Terms……………………………………………………………………..………….8 SECTION 4 – Request for Proposals Process A. Agency Point of Contact/Restriction of Contact with Agency Employees……………….………….…9 B. Vendor Inquiries……………………………………………………………………….………….……..9 C. Vendor Conference (IF APPLICABLE) …………………………………………...…………..……….9 SECTION 5 – RFP Terms and Conditions A. Debarment………………………………………………………………………………….….……….10 B. Proposal Preparation Cost…………………………………………………………………..………….10 C. Validity of Proposal……………………………………………………………….………….…...……10 D. RFP Addendum…………………………………………………………………………….…………..10 E. Non-Collusion…………………………………………………………………….………….…..… F. Property of the Agency……………………………………………………………………...…..…..….10 G. Proposal Confidentiality………………………………………………………………...…….…….….11 H. Public Disclosure…………………………………………………………………...……..………..….11 I. Electronic Posting of RFP Results and Resulting Contract………………………………...….………..12 J. Non-Commitment……………………………………………………………………………………….12 K. Ethical Requirements……………………………………………………………….………….………12 L. Challenges to Identification of Selected Vendor……………………………………………...………..13 SECTION 6 – Evaluation of Proposals A. Criteria for Evaluation and Scoring……………………………………….……………….…………..13 B. Planned Evaluations Steps………………………………………………………….……….…………14 C. Step 1: Initial Screening……………………………………………………………….…….…………14 D. Step 2: Preliminary Technical Scoring of Proposals………………………………….…….…………14 E. Step 3: Oral Interviews and Product Demonstrations…………………………………..…….………..15 F. Step 4: Final Technical Scoring of Proposals…………………………………………..……..………..15 G. Step 5: Price Proposal Review………………………………………………………….….….……….15 H. No Best and Final Offer………………………………………………………………….….…………15 I. Final Selection…………………………………………………………………………..….….………..16 J. Rights of the Agency in Accepting and Evaluating Proposals…………………………..….…….…….16 SECTION 7 – Process for Submitting a Proposal……………………………….………………………..16 A. Proposal Submission, Deadline, and Location Instructions………………………….………….……..16 SECTION 8 – Proposal Content and Requirements………………………………………………………17

SECTION 1 – Overview and Schedule

A. Executive Summary:

The New Hampshire Education Department, Bureau of Vocational Rehabilitation, is seeking proposals from qualified entities to develop, market, and provide summer or year-round services for Pre-Employment Transition Programming to groups of eligible and potentially eligible Students with Disabilities; beginning at age 14 and up to their 22nd birthday. This is open to qualified entities who serve specialized populations such as deaf, hard of hearing, blind, vision impaired, deaf/blind, Autism, Mental Health, etc. The goal of the request is to create innovative and interactive programming for students with disabilities regardless of the significance of their disability. Programming would include opportunities for job exploration, employment preparation, and work experiences using such techniques as short-term internships, job shadowing, and hands-on learning activities. These programs should occur in integrated, and accessible locations and can include options for outdoor or overnight activities that foster teamwork, unique ways of learning and building confidence. Activities should include building leadership skills, critical thinking, problem solving, and creative ways to integrate the business community for learning, mentorship models, etc.

The proposal shall contain several options for the programming during the summer months and/or opportunities for all year programming; include work as learning program offered by Career and Technical Education for partnering schools and businesses. The programs must focus on providing one or more of the five Pre-Employment Transition Services:

• Job Exploration Counseling.

• Workplace Readiness Training.

• Work-based Learning Experiences.

• Counseling on Post-Secondary Education or Training, and

• Self-advocacy and Peer Mentoring.

It is the intent of the Department to award multiple contracts effective upon Governor & Council approval to ensure all areas of the State are served highlighting critical needs in Lebanon, Claremont and North Country, NH, not exclusive to these areas of the state. Programs can be designed as a Learn Everywhere program, Extended Learning Opportunity that is approved by the State Board of Education, Work! as Learning or a Work Based Learning Experience. The bureau reserves the right to renew successful programing for future cohorts.

It is the intent of the Department to award a contract effective upon Governor & Council approval.

https://www.education.nh.gov/pathways-to-education/learn-everywhere

B. Schedule

The following table provides a Schedule of Events for this RFP through contract finalization and approval. The Agency reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum.

EVENT DATE LOCAL

TIME

RFP Released (Advertisement) 5/8/2023 Vendor Inquiry Period Ends 5/22/2023 5:00 PM Final Agency Responses to Inquiries 5/26/2023 5:00 PM Proposal Due 7/7/2023 2:30 PM Estimate Timeframe for Oral Presentations and Interviews 7/14/2023 TBD Estimated Notification of Selection 7/24/2023

C. Agency Overview

The New Hampshire Bureau of Vocational Rehabilitation (VRNH) assists eligible New Hampshire citizens with disabilities to secure suitable employment and financial and personal independence by providing appropriate individualized rehabilitation services necessary. At least 15% of the Bureau’s federal funds must be set-aside to provide Pre-Employment Transition Services to Students with Disabilities who are eligible or potentially eligible for Vocational Rehabilitation services.

Vocational Rehabilitation is a joint State/Federal program that seeks to empower people to make informed choices, build viable careers, and live more independently in the community.

D. Vendor Instructions

Interested vendors must read the entire RFP and submit the required documents in the manner specified in the RFP. Vendors are responsible for reviewing the most updated information related to this RFP before submitting proposals.

SECTION 2 – Requirements and Scope of Work

The Bureau is seeking proposals to develop and implement innovative programs across the state beginning in the Summer 2023 using best practices to provide opportunities for students with disabilities in all regions of the state to participate and receive Pre-Employment Transition Services (Pre-ETS).

Applicants are encouraged to collaborate with regional Vocational Rehabilitation offices including their local Student Transition Specialist (STS), the Bureau of Career and Technical Education (CTE), the Bureau of Special Education Support, Local Educational Agencies, apprenticeship programs, area agencies, and community-based partners, or other workforce partners to meet local and regional needs.

Programs can incorporate any number of the items below with the goal to expose students to as many opportunities as needed. As part of their programming, applicants are encouraged to propose events to populations that have traditionally been under served as outlined in the Rehabilitation Act of 1973 as amended by title IV of WIOA.

All programming must be fully accessible, and all accommodations needed by participants must be provided. Proposals do not have to be all inclusive to this request and can be of various aspects of requested services including part or whole of the request. Vocational Rehabilitation is seeking creative approaches to introduce students with disabilities to the work world and learn critical marketable work skills. The Bureau is seeking collaborative service delivery models.

The Bureau’s goal is to receive robust proposals from entities that include a plan to provide multiple options for students to be highly engaged in year-round activities or over a summer break. Options are to be provided statewide and can include but are not limited to:

• Programming to consist of cohorts of students with students with similar goals to encourage social connections and peer support using tools such as AWATO to connect with employers for job shadows, job tours, internships, and paid work experiences.

• Half and full day workshops or events (that includes an outreach plan with partners listed above)

• Multi-day sessions such as a camp or institute

• Applicants should plan to provide student transportation needs for all activities of community and employer sites as needed without monetary support from Vocational Rehabilitation.

Applicants are encouraged to consider developing opportunities that include exposure to:

• Sector based employment and/or the working in the trades

• Activities that help students to develop daily living and soft skills through hands on experiences

• Post-secondary options including campus tours, meetings with disability services, or other options for students after high school such as non-traditional careers

• Work experiences and career exploration in a variety of interests

• Long term planning which includes developing a credit bearing Learn Everywhere

Program, Extended Learning Opportunity approved by State Board of Education

Proposals should contain a clear and concise project plan with defined deliverables and include identification of a Career Assessment Tool to be used during delivery of services.

The proposals must contain curriculum including the goal of the program, a detailed marketing and outreach plan, area(s) served, estimated percent of service type to be provided at each event/activity, and an estimated number of students to participate. Proposals should describe how students will be acclimated to high demand jobs and gather understanding of essential job functions related to those jobs.

Proposals must include a description of the measures to be used to track and evaluate whether the proposed goal and objectives are met for the proposed program. Proposals should provide a plan for evaluation which will need to address the two critical questions below and use a variety of evidence to illustrate the results in terms of participant learning and practical outcomes of the program:

a. What are the desired outcomes of your program?

b. How will you measure the outcomes?

Tracking expectations by the contractor with measurable outcomes are as follows:

a. The number of potentially eligible students who became a VR participant.

b. The number of students who are pursuing post-secondary education.

c. Quality and timely monthly reporting, addressing the five activities.

d. The number of students who are employed at the end of each session.

Targeted Population:

Student with a Disability – Is an eligible participant of New Hampshire Vocational Rehabilitation; is enrolled in a secondary or post-secondary educational program and is aged 14 up to their 22nd birthday. The contractor will work in tandem with VRNH to ensure identification of students who are interested in being part of the service provisions and the development, marketing and presentation of the Pre-Employment Services and all aspects of the process are effective and accessible.

Potentially Eligible Student with a Disability – Is a student with a disability who is enrolled in a secondary or post-secondary educational program and is aged 14 up to their 22nd birthday and has not been found eligible or ineligible for NHVR services.

Other students with disabilities who are not served under an Individualized Education Program (IEP) or a Section 504 Accommodation Plan can also be included in the Summer Transition Programs or year-round programs.

Prior to service provision, documentation ensuring that the individual has a disability will need to be acquired. This documentation can be an Individualized Education Plan (IEP), 504 Plan, Social Security Disability Documentation, disability documentation from qualified facilities or practitioners familiar with diagnosing or treating the impairment(s) in question, especially practitioners or facilities that are currently treating the individual. This would include records from qualified medical personnel, mental health or developmental disability programs, substance use disorder treatment clinics, and individually licensed practitioners operating within their legal scopes of practice, or a signature from a school official certifying that the student has a disability.

Deliverables:

Pre-ETS are designed to give students general information in the following five areas as they prepare for life after high school:

1. Job Exploration Counseling: Examples of eligible activities include job shadowing, workplace site visits, interest and/or career inventories, exploration of relevant career fields and potential jobs, and learning about career opportunities.

2. Work-based Learning Experiences: Examples of eligible activities include paid or unpaid work experiences, paid or unpaid internships, career mentorship, volunteer opportunities, and summer employment provided in an integrated setting.

3. Workplace Readiness Training: Work readiness skills are sometimes called soft skills, employability skills, or job readiness skills. Possible topics include teamwork, active listening, cooperation, and professionalism. Methods of delivery could include role-playing and simulation activities to encourage experiential learning.

4. Counseling on opportunities for enrollment in comprehensive transition or postsecondary educational programs: These services may include information on course offerings, career options, types of academic and occupational training needed to succeed in the workplace, and postsecondary opportunities associated with a career field or pathways. It may also include advising students and family members on academic curricula, college application and admissions processes, completing the Free Application for Federal Student Aid (FAFSA), and resources that may be used to support individual student success in education and training, to include disability support services. Other activities could include campus tours and making connections with Disability Services staff on campuses.

5. Instruction in Self-Advocacy: Possible activities include training on assertiveness, problem-solving, how to identify positive supports, disclosure of a disability to an employer, and how to request accommodations. This may also include peer mentoring.

Reporting:

The contractor will need to ensure, prior to each event and or activity, that students either are current Vocational Rehabilitation participants or could be potentially eligible for services.

Potentially eligible students and their parents or guardians will need to have a completed registration form consisting of limited information prior to attending program events or activities. Proof of disability must accompany the registration form. Sample registration form in Attachment C.

Data of attendees from each event must be provided by contractor to a representative of the Bureau within (10) ten business days of the event.

Monthly report of non-duplicated students served per event, due on the 15th of the following month to include the student's portfolio, documenting activities completed, resume, detailed information about the student's work-based learning experience, work logs, interest inventories and other documents helpful to the VR planning process. number of credits attained (if applicable), number of different employers providing student experiences and their names, and number of students with part-time or full-time employment.

It is the goal to receive at least one student success story per program, which is a one-page description of any noteworthy student success such as positive feedback from employers, unique career exploration opportunities, demonstration of applied self-advocacy, and student community connections during the program or event.

Estimated percentage of each type of Pre-Employment Transition Service provided during each event or activity, which is required to be used for federal reporting.

Pre and Post survey developed in partnership with the Department highlighting results from attendants and their parents/guardians to capture the participant's growth during the program in relation to the program’s outcome plan

Any documentation in electronic format completed during the event for the Bureau’s case record to assist in future employment planning with the individual. For example, career assessments, resumes, evaluations, etc.

SECTION 3 -- Contract Terms and Conditions

A. Non-Exclusive Contract

Any resulting Contract from this RFP will be a non-exclusive Contract. The Agency reserves the right, at its discretion, to retain other contractors to provide any of the services or deliverables identified in this RFP or make an award by item, part or portion of an item, group of items, or total Proposal.

B. Award

If the Agency decides to award a contract as a result of this RFP process, any award is contingent upon approval of the contract by the Governor and Executive Council of the State of New Hampshire and upon continued appropriation of funding for the contract.

C. Standard Contract Terms

The Agency will require the selected vendor to execute a contract using the Standard Terms and Conditions of the State of New Hampshire (Form P-37) which is attached as Appendix A. In no event is a vendor to submit its own standard contract terms and conditions as a replacement for the State’s terms in response to this solicitation.

The terms of this RFP and the selected vendor’s Proposal will be used to form the terms of any resulting contract. The resulting contract may incorporate some or all of the selected vendor’s Proposal. References in the P-37 to Exhibits A, B and C are references to the required structure of any resulting contract (Exhibit A – Special Provisions/Amendments to the P-37, Exhibit B – Scope of Services, and Exhibit C – Payment Terms) and are not references to sections of this RFP.

To the extent that a vendor believes that exceptions to the contract terms in Appendix A will be necessary for the vendor to enter the contract, the vendor must note those issues during the Vendor Inquiry Period, as further described Section 4B.

SECTION 4 –Request for Proposal Process

A. Agency Point of Contact/Restriction of Contact with Agency Employees

The sole point of contact for this RFP, from the RFP issue date until the approval of the resulting contract by the Governor and Executive Council is:

Bill Gaffney Ph: (603) 333-6305

William.G.Gaffney@doe.nh.gov

From the date of release of this RFP until an award is made and announced regarding the selection of a vendor, all communication with personnel employed by or under contract with the Agency regarding this RFP is prohibited unless first approved by the RFP Sole Point of Contact. Agency employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential contractor during the selection process, unless otherwise authorized by the RFP Sole Point of Contact. Vendors may be disqualified for violating this restriction on communications.

B. Vendor Inquiries

All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, any changes to the RFP, and any exceptions to the contract terms in Appendix A, including the Form P-37, shall be submitted via email to the Agency Point of Contact specified above. Inquiries must be received by the end of vendor inquiry period (see Schedule of Events herein).

The vendor must identify the RFP name and the number and include the vendor’s name, telephone number, and e-mail address.

The Agency will issue responses to properly submitted inquiries on or before the date specified in the Schedule of Events; however, this date is subject to change at the Agency’s discretion. The Agency may consolidate and/or paraphrase questions for sufficiency and clarity. The Agency may, at its discretion, amend this RFP on its own initiative or in response to issues raised by inquiries, as it deems appropriate. In response to requested exceptions to P37, the Agency will review requested exceptions and accept, reject or note that it is open to negotiation of the proposed exception at its sole discretion. Questions about or requested exceptions to the RFP, Form P- 37 and/or any relevant attachments not raised during the inquiry period are waived. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the Agency. Official responses by the Agency will be made only in writing by the process mailto:William.G.Gaffney@doe.nh.gov described above. Vendors shall be responsible for reviewing the most updated information related to this RFP before submitting a proposal.

SECTION 5 – RFP Terms and Conditions

A. Debarment

Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative Services, Division of Procurement and Support Services pursuant to the provisions of RSA 21-I:11-c shall not be considered eligible for an award under this RFP.

B. Proposal Preparation Cost

By submitting a proposal, a vendor agrees that in no event shall the Agency be either responsible for or held liable for any costs incurred by a vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract.

C. Validity of Proposal

Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in Schedule of Events, or until the Effective Date of any resulting Contract, whichever is later.

D. RFP Addendum

The Agency reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the Agency, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate.

E. Non-Collusion

The vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and work quoted have been established without collusion with other Vendors and without effort to preclude the Agency from obtaining the best possible competitive Proposal.

F. Property of the Agency

All material received in response to this RFP shall become the property of the Agency and will not be returned to the vendor. Upon contract award, the Agency reserves the right to use any information presented in any Proposal.

G. Proposal Confidentiality

Unless necessary for the approval of a contract, the substance of a proposal must remain confidential until the Effective Date of any Contract resulting from this RFP. A vendor’s disclosure or distribution of Proposals other than to the Agency may be grounds for disqualification.

H. Public Disclosure

The information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship may be subject to public disclosure under Right-to-Know law, including RSA 91-A. In addition, in accordance with RSA 9-F:1, any contract entered into as a result of this RFP will be made accessible to the public online via the website Transparent NH (http://www.nh.gov/transparentnh/).

Confidential, commercial or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If a vendor believes any information submitted in response to this RFP should be kept confidential, the vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the vendor claims must be exempt from disclosure as “CONFIDENTIAL.”

Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial or financial and providing your rationale for each designation. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor honored by the State. Vendors must also provide a separate copy of the full and complete document, fully redacting those portions and shall note on the applicable page or pages that the redacted portion or portions are “confidential.”

Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal.

Pricing, which includes but is not limited to, the administrative costs and other performance guarantees in Proposals or any subsequently awarded contract shall be subject to public disclosure regardless of whether it is marked as confidential.

Notwithstanding a vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal. If a request is made to the State to view or receive copies of any portion of the proposal, the State shall first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the State, a vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, vendors acknowledge and agree that:

http://www.nh.gov/transparentnh/

• The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

• The State is not obligated to comply with a vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

• The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a vendor.

I. Electronic Posting of RFP Results and Resulting Contract

At the time of receipt of proposals, the Agency will post the number of responses received with no further information. No later than five (5) business days prior to submission of a contract to the Department of Administrative Services, the Agency will post the ranks or scores of each responding vendor. In the event that the contract does not require Governor & Executive Council approval, the Agency will disclose the rank or score at least 5 business days before final approval of the contract.

Pursuant to RSA 91-A and RSA 9-F:1, the Secretary of State will post to the public any document submitted to G&C for approval, including contracts resulting from this RFP, and posts those documents on its website (https://sos.nh.gov/administration/miscellaneous/governor-executive-council/). By submitting a proposal, vendors acknowledge and agree that, in accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFP), any contract resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online.

J. Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the Agency to award a contract. The Agency reserves the right, at its sole discretion, to reject any and all proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new proposals under a new acquisition process.

K. Ethical Requirements

From the time this RFP is published until a contract is awarded, no vendor shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any vendor that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any vendor who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the RFP, or similar request for submission and every such vendor shall be disqualified from bidding on any RFP or similar request for submission issued by any state agency. A vendor that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the department of administrative services, which shall note that information on the list maintained on the state’s internal intranet system, except in the case of annulment, the information, shall be deleted from the list.

https://sos.nh.gov/administration/miscellaneous/governor-executive-council/ https://sos.nh.gov/administration/miscellaneous/governor-executive-council/

L. Challenges to Identification of Selected Vendor

Within 5 business days of the Agency’s posting of the rank or score on its website, vendors may, in accordance with RSA 21-G:37, request that the agency review its selection process. The request must be in writing and must specify all points on which the vendor believes the agency erred in its process and shall contain such argument in support of its position as the vendor seeks to present. In its request for review, a vendor shall not submit, and an agency will not accept nor consider, any substantive information that was not included in the original proposal. The agency will respond to the request within 5 business days of its receipt.

SECTION 6 – Evaluation of Proposals

A. Criteria for Evaluation and Scoring

The Agency will evaluate each responsive Proposal using a scoring scale of 100 points, which will be distributed as set forth in the table below.

CATEGORIES POINTS

TECHNICAL PROPOSAL with the following potential maximum scores for each Technical Proposal category;

APPROACH – Statement outlining the overall approach to be employed by the bidder.

PROJECT SUMMARY 20

RESOURCE LEVERAGING AND PARTNERS 10

ORGANIZATIONAL CAPABILITIES - Description of the bidder’s organizational capabilities to deliver the services, including a brief description of their company, a history of their firms and/or personal experience in implementing similar projects, including at least once example if a completed project of comparable scope. A description of related experience in the field, and comprehensive résumés for all staff who will work on this project and three references along with your proposal.

BUDGET PROPOSAL- The budget will explain how all costs listed in the budget are necessary, reasonable, and allocable to deliver the outcomes specified in the proposal. All expenditures should be clearly connected to an activity related to the services to be provided.

Please note that food cannot be directly included unless directly related to curriculum delivery. Any Student Travel expenses need to be clearly identified as a different source of funding will be utilized.

TOTAL MAXIMUM POINTS 100

Budget Item FY24 (7/1/23- 6/30/24)

FY25 (7/1/24-

6/30/25)

FY26 (7/1/25-

9/30/25)

Total

The Agency will select a vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the Agency, will be used to refine and finalize scores.

If the Agency, decides to make an award based on these evaluations, the Agency will notify the selected vendor(s). Should the Agency be unable to reach agreement with the selected vendor(s) during Contract discussions, the Agency may then undertake Contract discussions with the next preferred vendor and so on, or the Agency may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process.

B. Planned Evaluations Steps

The Agency plans to use the following process:

• Step 1. Initial screening to ensure that the Proposals follow submission requirements.

• Step 2. Preliminary evaluation of the Technical Proposals.

• Step 3. Oral interviews and Product Demonstrations (if necessary);

• Step 4. Final Scoring of Technical Proposals.

• Step 5. Price Proposals review.

• Step 6. Best and Final Offer (BAFO) if appropriate; and

• Final Selection: Select the highest scoring vendor(s) and begin contract execution.

C. Step 1: Initial Screening

The Agency will conduct an initial screening to verify vendor compliance with the proposal submission requirements set forth in Sections 4 and 7. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest of the State.

D. Step 2: Preliminary Technical Scoring of Proposals

The Agency will establish an evaluation team to review for compliance of the minimum requirements as set forth in Section 2. This evaluation team will then review the technical proposals and give a preliminary score to the technical proposals under the guidelines set forth in Section 6.

Should a vendor fail to achieve 60 Points in the preliminary technical scoring, it will receive no further consideration from the evaluation team and the vendor’s price proposal will be returned unopened. Price proposals will not be reviewed by the evaluation team during the preliminary technical review.

E. Step 3: Oral Interviews and Product Demonstrations

If the Agency determines that it is appropriate, vendors may be invited to oral interviews and/or product demonstrations including demonstrations of any proposed automated systems or technology components. The Agency retains the sole discretion to determine whether to conduct oral interviews, with which vendors; and the number of interviews. Vendors are advised that the Agency may decide to conduct interviews with less than all responsive vendors.

The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written proposals. Vendors are prohibited from altering the basic substance of their proposals during the oral interviews and product demonstrations. The Agency may ask the vendor to provide written clarifications of elements in their technical proposal regardless of whether it intends to conduct oral interviews.

Information gained from oral interviews and product demonstrations will be used to refine technical review scores assigned from the initial review of the proposals.

F. Step 4: Final Technical Scoring of Proposals

Following oral interviews, product demonstrations, reference checks (if appropriate) and/or review of written clarifications of proposals requested by the Agency, the evaluation team will determine a final score for each technical proposal.

G. Step 5: Price Proposal Review

Price proposals will be reviewed upon completion of the final technical scoring of proposals. The vendor’s price proposal will be allocated a maximum potential score of 20 points. Vendors are advised that this is not a low bid award and that the scoring of the price proposal will be combined with the scoring of the technical proposal to determine the overall highest scoring vendor.

The following formula will be used to assign points for costs:

Vendor’s Price Score = (Lowest Proposed Price / Vendor’s Proposed Price) x Number of Points for Score

For the purpose of use of this formula, the lowest proposed price is defined as the lowest price proposed by a vendor who has scored above the minimum necessary for consideration on the Technical Score.

H. No Best and Final Offer

The Proposal should be submitted initially on the most favorable terms which the vendor can offer.

There will be no best and final offer procedure.

I. Final Selection

The Agency will conduct a final selection based on the final evaluation of the proposals or, if requested, as a result of the Best and Final Offer, and begin contract discussions with the selected vendor(s).

J. Rights of the Agency in Accepting and Evaluating Proposals

The Agency reserves the right, at its sole discretion, to:

• Make independent investigations in evaluating proposals;

• Request additional information to clarify elements of a proposal;

• Waive minor or immaterial deviations from the RFP and contract requirements, if determined to be in the best interest of the State;

• Omit any planned evaluation step if, in the Agency’s view, the step is not needed;

• Reject any and all proposals at any time; and

• Open contract discussions with the second highest scoring vendor and so on, if the

Agency is unable to reach an agreement on contract terms with the higher scoring vendor(s).

SECTION 7 – Process for Submitting a Proposal

A. Proposal Submission, Deadline, and Location Instructions

Proposals submitted in response to this RFP must be received no later than the Proposal Due Date specified in the Schedule of Events, herein.

The Price proposal must be labeled clearly and submitted separately from the technical proposal.

Unless waived as a non-material deviation in accordance with Section 6, late submissions will not be accepted and will be returned to the vendors unopened. Delivery of the Proposals shall be at the vendor’s expense. The time of receipt shall be considered when a Proposal has been officially documented by the Agency, in accordance with its established policies, as having been received at the location designated below. The Agency accepts no responsibility for damaged, mislabeled, or undeliverable mailed or emailed proposals. Any damage that may occur due to shipping shall be the vendor’s responsibility.

Proposals must include one electronic copy of the Proposal with all Confidential Information fully redacted, as provided for in Section 5H of this RFP.

Proposals must be clearly marked as follows:

STATE OF NEW HAMPSHIRE

RESPONSE TO RFP VR2023-2.1:

Vocational Rehabilitation Summer or Year-Round Transition Programming

It is recommended to send electronic version proposals and if choosing to send hard copies below are instructions and send 5 (five) hard copies.

Electronic Proposals Electronic Proposals must be addressed to:

TO: joy.p.sabolevski@doe.nh.gov CC: betina.m.greco@doe.nh.gov Subject line must include: RESPONSE TO RFP VR2023-2.2:

Vocational Rehabilitation Summer or Year-Round Transition Programming Electronic Submissions must be submitted using the following criteria:

a. Searchable PDF Format

b. Files must be less than 10MB in size.

Exception: If files are greater than 10MB in size, the vendor will be required to submit their proposal in parts. It is the vendors responsibility to ensure a complete proposal is submitte Physical Proposals

Physical Proposals must be addressed to:

STATE OF NEW HAMPSHIRE

Vocational Rehabilitation of New Hampshire

21 S. Fruit Street, Suite 20

Concord, NH 03301

Physical Submissions shall include:

a) One original and 5 (five) clearly identified copies of the Proposal including required attachments; and

b) One (1) Electronic submission via email attachment or USB drive.

SECTION 8 – Proposal Content and Requirements

Proposals shall follow the below format and provide the required information set forth below:

• Cover page of interest and general description of recommended approaches, scope of work, processes, and deliverables for this project.

• Glossary of Common Terms, to include any technical terms and acronyms.

• Implementation Plan including tentative schedule, region(s) to be served, estimated amount to be served, and the date reporting plan.

• Company Profile/Background, overview of the company including o Number of years in business o Number of employees o Location(s) o Expertise o Key Personnel

• Technical Proposal:

mailto:joy.p.sabolevski@doe.nh.gov mailto:betina.m.greco@doe.nh.gov o Executive summary and proposal summary o A description of the bidder’s organizational capabilities to deliver the services.

o A description of related experience in the field, and comprehensive o Project Plan - Description of the bidder’s plan for project implementation, timeframe, and strategies for meeting the deliverables.

o Three (3) References o At least once example of a completed project of comparable scope.

o Résumés for all staff who will work on this project

• Price Proposal: must be submitted separately o Personnel Costs o Student Wages/Stipends if applicable o Location hosting costs o Student travel costs o Other costs

• Other attachments – N/A Project Summary Guidelines:

Proposers must include a Project Summary, not to exceed 5 pages (Arial 10 Font), describing the Proposer’s project design and approach for meeting the goals and deliverables outlined above.

The Project Summary should include:

• Prior experience showing work with similar entities delivering the required services

• Company security protocols for file transportation, storage, data management, and security

• Prior experience working with students with a variety of disabilities

• Coordination of Services with other State partners

• Plan and timeline for achieving goals and deliverables outlined above

• Staffing/Project Personnel

• Clear communication and marketing plan for the project including outreach to parents and students with clearly defined deliverables and milestones

Contractor Initials ________

Date ________

FORM NUMBER P-37 (version 12/11/2019)

AGREEMENT

The State of New Hampshire and the Contractor hereby mutually agree as follows:

GENERAL PROVISIONS

1. IDENTIFICATION.

1.1 State Agency Name

Department of Education

1.2 State Agency Address

21 S. Fruit Street, Suite 20 Concord, NH 03301

1.3 Contractor Name

1.4 Contractor Address

1.5 Contractor Phone

Number

1.6 Account Number

1.7 Completion Date

1.8 Price Limitation

1.9 Contracting Officer for State Agency

1.10 State Agency Telephone Number

1.11 Contractor Signature

Date:

1.11 Name and Title of Contractor Signatory

1.13 State Agency Signature

Date:

1.14 Name and Title of State Agency Signatory

Frank Edelblut, Commissioner

1.15 Approval by the N.H. Department of Administration, Division of Personnel (if applicable)

By: Director, On:

1.16 Approval by the Attorney General (Form, Substance and Execution) (if applicable)

By: On:

1.17 Approval by the Governor and Executive Council (if applicable)

G&C Item number: G&C Meeting Date:

Notice: This agreement and all of its attachments shall become public upon submission to Governor and Executive Council for approval. Any information that is private, confidential or proprietary must be clearly identified to the agency and agreed to in writing prior to signing the contract.

Date ________

2. SERVICES TO BE PERFORMED. The State of New Hampshire, acting through the agency identified in block 1.1 (“State”), engages contractor identified in block 1.3 (“Contractor”) to perform, and the Contractor shall perform, the work or sale of goods, or both, identified and more particularly described in the attached EXHIBIT B which is incorporated herein by reference (“Services”).

3. EFFECTIVE DATE/COMPLETION OF SERVICES.

3.1 Notwithstanding any provision of this Agreement to the

contrary, and subject to the approval of the Governor and Executive Council of the State of New Hampshire, if applicable, this Agreement, and all obligations of the parties hereunder, shall become effective on the date the Governor and Executive Council approve this Agreement as indicated in block 1.17, unless no such approval is required, in which case the Agreement shall become effective on the date the Agreement is signed by the State Agency as shown in block 1.13 (“Effective Date”).

3.2 If the Contractor commences the Services prior to the

Effective Date, all Services performed by the Contractor prior to the Effective Date shall be performed at the sole risk of the Contractor, and in the event that this Agreement does not become effective, the State shall have no liability to the Contractor, including without limitation, any obligation to pay the Contractor for any costs incurred or Services performed.

Contractor must complete all Services by the Completion Date specified in block 1.7.

4. CONDITIONAL NATURE OF AGREEMENT.

Notwithstanding any provision of this Agreement to the contrary, all obligations of the State hereunder, including, without limitation, the continuance of payments hereunder, are contingent upon the availability and continued appropriation of funds affected by any state or federal legislative or executive action that reduces, eliminates or otherwise modifies the appropriation or availability of funding for this Agreement and the Scope for Services provided in EXHIBIT B, in whole or in part. In no event shall the State be liable for any payments hereunder in excess of such available appropriated funds. In the event of a reduction or termination of appropriated funds, the State shall have the right to withhold payment until such funds become available, if ever, and shall have the right to reduce or terminate the Services under this Agreement immediately upon giving the Contractor notice of such reduction or termination.

The State shall not be required to transfer funds from any other account or source to the Account identified in block 1.6 in the event funds in that Account are reduced or unavailable.

5. CONTRACT PRICE/PRICE LIMITATION/

PAYMENT.

5.1 The contract price, method of payment, and terms of payment are identified and more particularly described in EXHIBIT C which is incorporated herein by reference.

5.2 The payment by the State of the contract price shall be the only and the complete reimbursement to the Contractor for all expenses, of whatever nature incurred by the Contractor in the performance hereof, and shall be the only and the complete compensation to the Contractor for the Services. The State shall have no liability to the Contractor other than the contract price.

5.3 The State reserves the right to offset from any amounts

otherwise payable to the Contractor under this Agreement those liquidated amounts required or permitted by N.H. RSA 80:7 through RSA 80:7-c or any other provision of law.

5.4 Notwithstanding any provision in this Agreement to the

contrary, and notwithstanding unexpected circumstances, in no event shall the total of all payments authorized, or actually made hereunder, exceed the Price Limitation set forth in block 1.8.

6. COMPLIANCE BY CONTRACTOR WITH LAWS

AND REGULATIONS/ EQUAL EMPLOYMENT

OPPORTUNITY.

6.1 In connection with the performance of the Services, the

Contractor shall comply with all applicable statutes, laws, regulations, and orders of federal, state, county or municipal authorities which impose any obligation or duty upon the Contractor, including, but not limited to, civil rights and equal employment opportunity laws. In addition, if this Agreement is funded in any part by monies of the United States, the Contractor shall comply with all federal executive orders, rules, regulations and statutes, and with any rules, regulations and guidelines as the State or the United States issue to implement these regulations.

The Contractor shall also comply with all applicable intellectual property laws.

6.2 During the term of this Agreement, the Contractor shall not discriminate against employees or applicants for employment because of race, color, religion, creed, age, sex, handicap, sexual orientation, or national origin and will take affirmative action to prevent such discrimination.

6.3. The Contractor agrees to permit the State or United States access to any of the Contractor’s books, records and accounts for the purpose of ascertaining compliance with all rules, regulations and orders, and the covenants, terms and conditions of this Agreement.

7. PERSONNEL.

7.1 The Contractor shall at its own expense provide all personnel necessary to perform the Services. The Contractor warrants that all personnel engaged in the Services shall be qualified to perform the Services, and shall be properly licensed and otherwise authorized to do so under all applicable laws.

7.2 Unless otherwise authorized in writing, during the term of this Agreement, and for a period of six (6) months after the Completion Date in block 1.7, the Contractor shall not hire, and shall not permit any subcontractor or other person, firm or corporation with whom it is engaged in a combined effort to perform the Services to hire, any person who is a State employee or official, who is materially involved in the procurement, administration or performance of this Agreement. This provision shall survive termination of this Agreement.

7.3 The Contracting Officer specified in block 1.9, or his or her successor, shall be the State’s representative. In the event of any dispute concerning the interpretation of this Agreement, the Contracting Officer’s decision shall…