RFP240000001129.docx

Michigan Department of Health and Human Services Bureau of Grants and Purchasing

REQUEST FOR PROPOSAL (RFP) CONDENSED

The Contractor (awarded bidder) must deliver human services to referred clients in the above geographic area and have direct service providers based within 75 miles of the geographic area for the duration of the contract.

Disqualifying Criteria:

The bidder will be disqualified, and the proposal will not be reviewed if there is failure to:

Submit a complete proposal, as indicated in the RFP Structure and Documentation, to the SIGMA VSS website on or before the identified solicitation closing date and time.

Stay at or below the maximum award amount, if provided.

Proposals from bidders who are current state of Michigan employees are also disqualified and will not be reviewed.

Additional Information:

The unit definition is modified from previous Requests for Proposals. See updated Unit Definition in section 2.3.Services to be Provided, b. Volume of Service.

For purposes of this RFP, the proposed unit rate should be based on $69,900.00 ($23,300.00 per fiscal year). In addition to the amounts listed above, $5,100.00 ($1,700.00 each fiscal year) is allocated for Transportation.

Transportation costs should be considered actual cost components and should not be included in the proposed unit rate.

Unit rate calculations must take into consideration all direct and indirect costs related to performing the service, including mandated insurance costs.

Authority:

Completion:

Penalty:

P.A. 280 of 1939.

Mandatory.

Agreement Invalid The Michigan Department of Health and Human Services (MDHHS) does not discriminate against any individual or group on the basis of race, national origin, color, sex, disability, religion, age, height, weight, familial status, partisan considerations, or genetic information. Sex-based discrimination includes, but is not limited to, discrimination based on sexual orientation, gender identity, gender expression, sex characteristics, and pregnancy. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area.

RFP Number: 240000001129

RFP Format (Rev 3-23) Page 1 of 44

RFP Format (Rev 3-23) Page 18 of 44

From this point on, do not use the Tab key to advance through the format. Unprotect the format and press the Ctrl and F keys simultaneously to move to the next typing location (stop code). Protect the format again after the last stop code. The last stop code is in part C4 of Category C.

Section I

PROPOSAL INSTRUCTIONS

1. Proposal Preparation

The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these proposal instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

Refer to the instructions on how to respond to a solicitation included with this RFP in SIGMA VSS.

Bidders must complete Section III electronically and attach additional pages if necessary. If additional pages are added, the related item should be indicated at the top of the page with an attachment number. The pages should be numbered in sequence under each attachment. (For example, Attachment 1 Resume, page 1 of 4, page 2 of 4, etc.)

Bidders must use the form and format provided in Section III to complete the proposal. Under each category in Section III, there is a box titled “Bidder Response” for bidders to respond to each question. Font size must be no smaller than 12 point. Each box will automatically expand according to the amount of text entered. The shaded boxes that are titled “Evaluator Comments” should not be completed by the bidder.

RFP Structure and Documentation

2. Reserved

3. Modifications

MDHHS may modify this RFP at any time. Modifications will be posted on the SIGMA Vendor Self Service (VSS) website via a “proposal amendment.” This is the only method by which the RFP may be modified. Amendments posted before the deadline submission date may include documentations such as questions and answers, revisions, and/or clarifications to the initial RFP. Amendments posted after the deadline submission date may include documentation such as the award recommendation letter.

4. Questions

Bidder questions about this RFP must be emailed to Kathy Kerr-Carpenterenter program manager/contract administrator name at KerrCarpenterK1@michigan.goventer program manager/contract administrator email address on or before February 26, 2024. In the interest of transparency, only written questions are accepted. Questions may be discussed verbally at the pre-proposal meeting if one is scheduled. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP on the SIGMA Vendor Self Service (VSS) website. Interested bidders are advised to monitor the website regularly.

5. Delivery of Proposal

The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through the SIGMA Vendor Self Service (VSS) website. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the due date identified on the SIGMA VSS website. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by contacting the State of Michigan (SOM) VSS Support Center at SIGMA-Vendor@michigan.gov or 1-888-734-9749. The SOM VSS Support Center office hours are 7:00 AM until 6:00 PM EST, Monday-Friday. MDHHS will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

6. Evaluation Process

In awarding the contract, proposals will be evaluated by a minimum of two subject matter experts identified by the contract administrator. Only those proposals receiving a score of 80 points or more will be considered for award. All qualified proposals will be evaluated based on rating criteria identified in the RFP.

MDHHS may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. MDHHS is not obligated to accept the lowest price proposal. If applicable, MDHHS’ evaluation will include consideration of a bidder’s qualified disabled veteran/service-disabled veteran owned business (QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at Michigan.gov/SDVOB.

MDHHS strongly encourages strict adherence to the standard contract terms. MDHHS reserves the right to deem a proposal non-responsive for failure to accept the standard contract terms. Nevertheless, the bidder may submit proposed changes to the standard contract terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the standard contract terms. General statements, such as that the bidder reserves the right to negotiate the standard contract terms, may be considered non-responsive. Failure to respond timely to requests for proposed changes to the standard contract terms during ongoing negotiations may be cause for disqualification.

MDHHS reserves the right to establish the criteria by which it will evaluate each bidder’s response, and by which it will determine the most responsive, capable, and qualified bidder(s). In addition to cost, other principal factors may be considered in evaluating proposals relative to:

. Reliability . Bidder’s past performance . Bidder’s ability to respond to all requirements outlined in the RFP . Bidder’s ability to maintain a presence in providing services . Financial stability . Continuity and stability in provision of service . Knowledge transfer activities

If MDHHS determines in its sole discretion that contracting with or awarding a contract to a bidder presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award a contract to that bidder.

MDHHS may but is not required to conduct an on-site visit to tour and inspect the bidder's facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. Notice of Deficiency

MDHHS reserves the right to issue a Notice of Deficiency to bidders if MDHHS determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

8. Clarification Request

MDHHS reserves the right to issue a Clarification Request to a bidder to clarify its proposal if MDHHS determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

9. Reservations

MDHHS reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of a proposal, and MDHHS’s subsequent receipt and evaluation of a proposal does not commit MDHHS to award a contract, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) MDHHS received complete proposals, but the proposals did not pass the evaluation process; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal if no other proposals are received.

e. Disqualify a proposal based on: (1) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on SIGMA VSS; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to this RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by contract activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if MDHHS receives only one proposal.

10. Award Recommendation

The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of price and quality, as demonstrated by its proposal and other principal factors. MDHHS will publish an Award Recommendation and Evaluation Synopsis on the SIGMA VSS website or in the manner that the solicitation was originally published.

11. Debrief Meetings and Protest

MDHHS will publish an Award Recommendation and Evaluation Synopsis which will provide instructions on how to request a debrief meeting.

Bidders who wish to initiate a protest of the award must submit the protest in writing no later than 3:00 p.m. on the fifth business day after the Award Recommendation and Evaluation Synopsis is published. MDHHS reserves the right to adjust this timing and will publish any change.

Submit protests via email to MDHHS-BGP@michigan.gov. Include “Protest” in the email subject line. All protests must include the bid number.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” link.

12. State Administrative Board

Contracts equal to or greater than $250,000 require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded Contractor receives a contract fully executed by all parties.

13. General Conditions

The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Standard Contract Terms, and that its proposal will be irrevocable and binding for a period of 90 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via SIGMA VSS are the State’s property.

14. Confidential Treatment Form and the Freedom of Information Act

As a public record, all portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

iii. Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after bidders have been notified of an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

15. Rights to Information Contained in Proposals

All proposals will be considered the property of MDHHS.

16. Independent Price Determination

a. By submission of a proposal, the bidder certifies:

1) The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2) Unless otherwise required by law, the price quotation in the proposal has not and will not be knowingly disclosed by the bidder to any potential bidder;

3) No attempt has been made or will be made by the bidder to induce any other person or agency to submit or not to submit a proposal for the purpose of restricting competition;

4) The price quoted is not higher than that given to the general public for the same service.

b. The person who submits the proposal certifies that:

1) She or he is the person in the bidder's organization responsible within that organization for the decision as to prices being offered in the proposal, and that she or he has not participated, and will not participate in any action contrary to a. 1 through 4 above; or

2) He or she is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered in the proposal, but that he or she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to a. 1 through 4 above, and as their agent does hereby so certify; and that he or she has not participated, and will not participate in any action contrary to a. 1 through 4 above.

c. A proposal will not be considered for award if the bidder is found to be noncompliant with any part of Item 16., Independent Price Determination, unless the bidder furnishes a signed statement with the proposal, which sets forth in detail the circumstance of the disclosure and the BGP determines that such disclosure was not made for the purpose of restricting competition.

17. Subcontracting

Subcontractors must be subject to all conditions and provisions of the contract including Internet Criminal History Access Tool (ICHAT) and Central Registry background checks when applicable.

If subcontracting, the Contractor must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements.

If portions of the services are being subcontracted, the bidder must identify the services the subcontractor will perform and provide all information requested, as it applies to both the bidder and the subcontractor(s).

MDHHS may, at its discretion, require information on the process of an awarded subcontractor proposal.

A Contractor is responsible for the performance of any subcontractors who are held to the same standard of quality and performance as the Contractor. Evaluators of proposals will consider the qualifications of both the Contractor and subcontractor when making contract award recommendations.

18. Price

Prices quoted are firm for the initial term of the contract.

19. Standard Contract Terms

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain standard contract terms. A copy of the standard contract terms was posted on SIGMA VSS as a separate attachment with this RFP.

20. Federal Provisions Addendum Use this section if no federal funding will be used at the time of the solicitation, but you think federal funding might be used at a later time, after the contract is executed, or if you know at the time of the solicitation that federal funding will be used for this solicitation.

If no federal funding will be used, delete all language in the section, including the section title, and replace with Reserved.

Awards made as a result of this RFP will require execution of a contract with MDHHS. The contract will contain a federal provisions addendum. A copy of the federal provisions addendum was posted on SIGMA VSS as a separate attachment with this RFP.

21. Options to Renew

At the discretion of MDHHS, an awarded contract may be renewed in writing by an amendment not less than 30 days before its expiration. The contract may be renewed for up to two additional one-year periods.

22. Criminal and Children’s Protective Services Background Checks For approved CSA contracts use the alternative Criminal and CPS Background Check language below and delete section 2.13 Criminal Background Check above.

As a condition of this Contract, the Contractor certifies that the Contractor shall, prior to any individual performing work under this Contract, conduct or cause to be conducted for each new employee, employee, subcontractor, subcontractor employee or volunteer who works directly with Clients and/or children under this Contract, or who has access to client information:

a. An Internet Criminal History Access Tool (ICHAT) check and a National and State Sex Offender Registry check.

Information about ICHAT can be found at www.michigan.gov/ichat.

The Michigan Public Sex Offender Registry web address is http://www.mipsor.state.mi.us.

The National Sex Offender Public Website address is http://www.nsopw.gov.

b. A Central Registry (CR) check.

Information about CR can be found at http://www.michigan.gov/mdhhs/0,5885,7-339-73971_7119_50648_48330-180331--,00.html

c. A Children’s Protective Services confirmed case background check.

A clearance shall be completed prior to the hiring of an individual to provide services within this contract. Prior to hire, the Contractor shall submit a request to clear any new employee, subcontractor, subcontractor employee utilizing the CWL-4624 form. This form must be submitted to MDHHS-LASO-DCWL@michigan.gov. The results of the clearance will be returned to the Contractor.

The Contractor must have a written policy that requires employees to notify the Contractor when the employee has a Children’s Protective Services’ investigation in which the employee was found to have a confirmed case of child abuse or neglect, regardless of whether the employee’s name was placed on the Central Registry. The Contractor shall notify MDHHS, in writing, of the confirmed case within one business day.

The Contractor shall ensure the policies are implemented for the agency pertaining to adherence to the Central Registry changes. The policies at minimum shall include the following provisions:

1. All applicants are required to disclose CPS case history where the applicant was found responsible for the abuse or neglect of a child regardless of whether the case resulted in placement on CR. The applicant must provide a written narrative describing case/s as well as explanation of changes the individual has made to mitigate their previous actions.

2. All employees are required to disclose CPS cases where the employee was found responsible for the abuse or neglect of a child regardless of whether the case resulted in placement on CR immediately but no later than the beginning of the next business day after receiving notice. It is the employee’s responsibility to immediately communicate this information to their immediate supervisor and the applicable Human Resources (HR) department. The employee must provide a written narrative describing the case details as well as an explanation of changes the individual has made to mitigate their previous actions.

A staff member or unsupervised volunteer who has been confirmed by the department as a perpetrator of abuse or neglect that does not result in a central registry placement, shall not have contact with children until the appropriate entity has reviewed the CPS history, in addition to the current confirmation, and determines the staff member or unsupervised volunteer does not pose a substantial risk to children.

d. The Contractor shall require each employee, subcontractor, subcontractor employee or volunteer who works directly with clients or who has access to client information, under this Contract to timely notify the Contractor in writing of criminal convictions (felony or misdemeanor) and/or pending felony charges or placement on the Central Registry as a perpetrator.

Additionally, the Contractor shall require each new employee, employee, subcontractor, subcontractor employee or volunteer who works directly with clients under this Contract or who has access to client information and who has not resided or lived in Michigan for each of the previous ten (10) years to sign a waiver attesting to the fact that they have never been convicted of a felony or identified as a perpetrator, or if they have, the nature and recency of the felony.

e. The Contractor further certifies that the Contractor shall not submit claims for or assign to duties under this Contract, any employee, subcontractor, subcontractor employee, or volunteer based on a determination by the Contractor that the results of a positive ICHAT and/or a CR response or reported criminal felony conviction or perpetrator identification make the individual ineligible to provide the services.

f. If MDHHS determines that an individual provided services under this Contract for any period prior to completion of the required checks as described above, MDHHS may require repayment of that individual's salary, fringe benefits, and all related costs of employment for the period that the required checks had not been completed.

g. Upon request, Contractor must perform criminal and CPS background checks on all employees and subcontractors and its employees prior to their assignment. The scope is at the discretion of the State and documentation must be provided as requested. Contractor is responsible for all costs associated with the requested background checks. The State, in its sole discretion, may also perform background checks.

Section II

DESCRIPTION OF SERVICE SPECIFICATIONS

Introduction

This RFP is to procure a provider to facilitate the Family Team Safety Project. The Family Team Meeting Facilitator shall assist in planning and coordinating Family Team Meetings (FTM) related to child removals, reunifications, placement with relatives, placement changes, and other critical periods in a case at the discretion of the local MDHHS county director. Duties include building a support team to be present at the meeting, scheduling, planning, and facilitating the pre FTM and FTM meetings. Additional duties include participation in MDHHS sponsored project training, data collection and reporting outcomes specific to families served by this contract.

1. PROGRAM REQUIREMENTS

1.1. Client Eligibility Criteria

a. Definition of Eligibility normally by funding source or program standards

FTMs shall be provided to parent, primary caregiver(s), and FTM support team.

b. Determination of Eligibility

MDHHS shall determine client eligibility.

1.2. Referral Process

Use the referral process below or enter an appropriate referral process.

MDHHS

In the written referral MDHHS must identify:

1. Date of referral.

1. Name of each client to be provided service.

1. Address and contact information of the referred client(s).

1. Reasons for referral.

1. Referring worker’s emergency on call phone number.

1. Date the FTM must be held by.

CONTRACTOR

1. The Contractor shall accept or reject written referrals from MDHHS within one business day.

1. The Contractor must contact the client within one business day of accepting a referral.

1. The Contractor shall develop procedures for receiving referrals in consultation with the local MDHHS referring units, in consultation with the MDHHS Business Service Center.

2. CONTRACTOR RESPONSIBILITIES

2.1. Geographic Area

The Contractor must provide services described herein in the following geographic area: Clare and Isabella Counties.

2.2. Credentials

The Contractor must assure that appropriately credentialed or trained staff under its control, including Contractor employees and/or subcontractors, must perform functions under this Contract.

The Family Team Meeting Facilitator shall possess a Bachelors’ Degree with a major in one of the following human services areas: social work, sociology, psychology, family ecology, consumer/community services, family studies, family and/or child development, guidance/school counseling, counseling psychology or criminal justice and at least one year experience working with families to reduce barriers to success.

Knowledge of child welfare policies and programs, and an understanding of the MDHHS Family Preservation philosophy is necessary. Participation in department trainings specific to this program shall be required. Knowledge and utilization of the MiTEAM Practice Model is also required.

Identify minimum, specific qualifications, such as degrees, training, etc. of staff providing direct services, and, if applicable, any positions overseeing those staff in the credentials section of the contract.

2.3. Services to be Provided

Service #1 of 1: Family Team Meeting (FTM) planning, coordination, facilitating, and data collection services

a. Activities the Contractor must perform:

Service descriptions must be clear and specific so the contract is enforceable and can be appropriately monitored and audited.

The service description should clearly define:

a. The service title.

b. Service to be provided.

c. When service will begin.

d. Duration of service.

e. The referral process (if applicable).

f. How the provision of service is to be documented.

g. How the termination of service to a client is determined and documented.

h. How and when the contractor will communicate with MDHHS.

i. The expected time frames for performing tasks.

The Contractor must, as directed by MDHHS:

1) Establish contact with biological parents and/or relative providers by telephone within one business day of accepting the written referral to explain the service, determine their willingness to participate, identify support individuals to include in the meeting, and to establish a mutually agreeable date and location to conduct the FTM meeting.

If the parents and/or relative providers cannot be reached by telephone, the Contractor shall notify the referring worker within two business days to request direction on what further measures to take to meet with the family.

2) Assist the primary worker and the biological parents in the development of the FTM support team. Participants should include, but are not limited to:

a. MDHHS Case Workers

b. Service Providers

c. Parents/Guardians

d. Relative Care Providers

e. Foster Parents

f. Support individuals identified by the family.

g. Child if age appropriate

h. School Personnel

i. Attorneys

j. Medical Personnel

k. Other parties with knowledge or ability to assist the family

3) All children age 11 or older should be invited and allowed to attend FTMs. The caseworker must evaluate, on a case-by-case basis, whether attendance would be harmful to a child’s safety or well-being. If the child is not invited, the reasons must be documented in the narrative section of the DHS-1105, Family Team Meeting Report, and the case plan.

4) Contact referring MDHHS worker or other specified contact person to reserve a meeting space.

5) Schedule the Family Team Meeting (FTM) with all identified team members and notify them of the time and location of the FTM.

6) Attend and facilitate Family Team Meetings (FTM) addressing FTM topics and progress on services planning and delivery. Facilitation will include but is not limited to:

a. Ice breaker/get to know who is at the table.

b. Establish clear expectations and ground rules at the onset of a meeting.

c. Review the purpose of the meeting expressly noting the importance of ensuring child safety.

d. Review family strengths. Name and address barriers to success for the family.

e. Special attention focused on building relationships between the biological parent(s) and foster parents/care providers.

f. Assess and address potential risks of children returning home. Ensure that all child safety concerns are identified and fully documented in the safety plan incorporated into the FTM Report.

g. Facilitate the development of an FTM service plan.

h. Complete documentation of meeting participants, relevant case information, issues discussed, and actions resulting from the meeting utilizing the Family Team Meeting Report (DHS-1105).

i. Explicitly address the importance of ensuring child safety during relative placements. These discussions must include but not be limited to coordination of child visitation, who is authorized to have access to the child; roles and challenges unique to relative foster parents and allowable respite resources.

7) At the conclusion of the FTM, distribute and collect the Team Meeting Satisfaction Survey (DHS-965) to all team members.

8) Contact the family within one week after the FTM to determine their level of satisfaction with the FTM process and to answer questions and provide additional assistance as needed. Share responses with primary worker within 2 business days.

9) Complete required documentation to summarize the FTM and send to primary worker within five business days of the FTM.

10) Participate in MDHHS sponsored trainings, workshops and meetings when requested to promote effective and efficient administration of this contract.

11) Compile and submit data relevant to the performance of this contract on a monthly basis to MDHHS. Report format shall be developed in collaboration with MDHHS. The vendor shall include as a minimum:

a. number of FTM’s completed

b. type of FTM

c. primary safety factors identified

d. number of team participants

e. duration of FTMs

f. county of service

g. number of FTM referrals received by MDHHS worker

h. number and type of family supports identified.

b. Volume of Service

1) Clients - The estimated number of eligible clients to be served during the period of this Contract will be: Estimated the number of eligible clients to be served on the Schedule B Pricing Matrix.

2) Unit Definition: One unit equals one hour of contractor’s time providing face-to-face contacts with the referred family, travel time spent en route to and from a face-to-face contact, and travel time spent en route to and from an unsuccessful face-to-face contact.

Unit rate calculations must take into consideration all direct and indirect costs related to performing the service, including cost associated with the following:

Any additional costs incurred cannot be billed separately.

A unit definition states how the service will be measured and documented. The unit of service must be clear, measurable, and capable of being documented. For unit rate contracts the unit definition and rate establish the basis on which the contractor will bill and be paid by MDHHS.

3) Number of Units: Enter the number of proposed units on the Schedule B Pricing Matrix.

2.4. Expected Performance Outcomes

During the Contract, the Contractor must demonstrate measurable progress toward the achievement of the outcomes listed below:

a) When foster parents are identified, they will be invited to the FTM 100% of the time.

b) The FTM support team will consist of at least three additional team members other than MDHHS and the Contractor 90% of the time.

c) Family Team Meetings will occur within two days of the suggested meeting date 90% of the time.

d) The Team Meeting Satisfaction Survey will be distributed to all team members at the FTM 100% of the time.

e) The family will be contacted within one week of the FTM to determine client satisfaction and engagement 90% of the time.

f) Required documentation of Pre-FTM, FTM, and the completed DHS-1105 will be submitted to the primary worker within five business days of the FTM 90% of the time.

g) The monthly invoices will be completed accurately and submitted by the 15th of each month 100% of the time.

The outcomes should include a goal, performance measure, baseline, and a target.

2.5. Reporting Requirements

The Contractor must submit to MDHHS reports that indicate the status and effectiveness of activities performed under this Contract as indicated:

a) A monthly report of activities performed as described above and as directed by the local MDHHS office along with a monthly billing statement by the 15th of each month.

b) FTM Team Meeting Satisfaction Surveys should be submitted each month with the monthly statement of expenditures.

Reporting requirements should provide data sufficient to measure and analyze the performance outcomes in Section 2.4.

2.6. Audit Requirements

This Contract constitutes a contractor relationship with MDHHS. No financial audit is required under this Contract by MDHHS. No financial audit costs can be billed to this Contract. In the event the Contractor elects to have a financial audit performed, the submission of the audit report to MDHHS is not required nor desired unless there is a finding of a Going Concern.

2.7 Liquidated Damages

Read and Delete: Legislation and policy requires that multi-year contracts include either Liquidated Damages or Service-Level Agreements. Determine which is most appropriate for this solicitation. Dollars must be reasonable in relation to the possible damages suffered by a triggering event and not unconscionable or excessive. See suggested language for late or improper completion of work below. The dollar values must be modified to fit the project.

Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

3. OTHER

3.1. Mileage

For mileage incurred related to services provided under this Contract, the Contractor may bill MDHHS the premium state rate, or Contractor's usual reimbursement rate for employees, whichever is less. State of Michigan travel rates may be found at the following website: DTMB - Travel (michigan.gov)

MDHHS will reimburse the Contractor for mileage incurred by the Contractor for:

The point of origin for mileage must be the Contractor’s home or normal place of business, whichever is closer to the location of the scheduled client appointment. The Contractor may bill for mileage incurred by the Contractor driving to/from a scheduled client appointment.

RFP Number: 240000001129

Section III

PROPOSAL

vendor questions worksheet Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

2. Company Background Information

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.