RFP25-729 Award Recommendation Final.pdf

Michigan.gov/MiProcurement

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AWARD RECOMMENDATION

Notice of Intent to Award Number: Click here to enter NIA1#.

Notice of Intent to Award Date: Click or tap to enter a date.

The Michigan Department of Health and Human Services has completed the evaluation of RFP 250000000729 for Family Preservation – In-Home Family Services in Cheboygan and Presque Isle Counties and has recommended an award to Northern Family Intervention Services in the amount of $424,560.00, pending State Administrative Board approval, if applicable. More information on the State Administrative Board can be found at: State Administrative Board.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the Solicitation Manager. The debriefing session will provide the bidder with the State’s rationale on why the bidder was not recommended for the award.

The Solicitation Manager may be contacted as follows:

Mae Simon, Solicitation Manager.

Simonm9@michigan.gov Background Information:

This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide Family Preservation – In-Home Family Services. The term of this contract is 3 years, with up to 2, one-year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on January 21, 2025 The following bidders submitted proposals by the published due date of February 18, 2025.

Bidder Address, City, State, Zip Code SDVOB* GDBE** Northern Family Intervention Services

407 West Main Street P.O. Box 398 Gaylord, Michigan, 49734

The Lincoln Center for Family and Youth

1100 Adams Avenue Audubon, PA 19403

*SDVOB: Service-Disabled Veteran Owned Business **GDBE: Geographically Disadvantaged Business Enterprise https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48756---,00.html

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EVALUATION SYNOPSIS

I. Evaluation Process

A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Proposal Instructions: Mandatory Minimum Requirements

• 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.

Proposal Instructions: Evaluation Process The State will evaluate each proposal based on the following factors:

Technical Evaluation Criteria Weight

1. Experience and Qualifications- Category A 15 points

2. Delivery Capability- Category B 40 points

3. Service Capability and Understanding – Category C 40 points

4.

Instructions for Bidders and Vendor Questions Worksheet- Category D

30 points

TOTAL 125 Points

Proposals receiving 100 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/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.

The full evaluation process is stated in the RFP Proposal Instructions.

II. Evaluation Method Responses to this solicitation were reviewed by Subject Matter Experts

Voting Advisory Julie Waldron, County Director

MDHHS BSC 1

Christen Satchwell, Contract Analyst

MDHHS

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Voting Advisory Ashlynn Crichton, Children’s Services Supervisor BSC 1

Mae Simon, Contract Analyst MDHHS

III. Evaluation Results

A. Bidder #1 Northern Family Intervention Services

1. Experience and Qualifications- Category A (condensed RFP) Score 14/15

The evaluation team determined that overall the responses were mostly satisfactory, but the following deficiencies were noted:

A1) -1 point In MA24*0735 the bidder didn’t provide the number of clients served.

2. Delivery Capability- Category B (condensed RFP) Score 40/40

3. Service Capability and Understanding – Category C (condensed RFP) Score 38/40

The evaluation team determined that overall the responses were mostly satisfactory, but the following deficiencies were noted:

C4) -2 points The bidder used an RFP template to submit their proposal that included an additional question about Specific Assistance, but the RFP template posted for this service didn’t include that question as this contract does not include specific assistance in the service description. Points were deducted due to the bidder utilizing the incorrect RFP template.

4. Instructions for Bidders and Vendor Questions Worksheet (VQW) - Category D (condensed RFP) Score 30/30

B. Bidder #2 The Lincoln Center for Family and Youth

1. Experience and Qualifications- Category A (condensed RFP) Score 13/15

The evaluation team determined that overall the responses were mostly satisfactory, but

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A2) -1 point The bidder didn’t provide the expected performance outcome assessment percentages, so it couldn’t be determined if the actual performance outcome percentages reported met the expected outcome requirements.

A3) -1 point The bidder didn’t provide detailed steps to be taken if services are not initially successful.

2. Delivery Capability- Category B (condensed RFP) Score 28/40

B1) -3 points With the bidding agency and proposed supervision being located outside of Michigan, it will be very difficult for them to be available for any in-person contacts which are essential in supporting connectivity with agency partners, or provide hands on training and support to the newly hired In-Home worker. It doesn’t seem likely for supervision to be available to MDHHS staff when in-person contact may be needed, or to provide back-up for the In-Home worker if necessary. There is concern that this will hinder their ability to establish a presence in the community, to hire and train staff and to maintain the expected 10/1/25 start date.

B2) -3 points The bidder didn’t include a process for oversight of referral assignments nor the Supervisor’s involvement in the process. They didn’t provide an ongoing communication process for informing referring staff of service availability.

B3) -3 points The bidder proposed one In-Home worker to staff the entire geographic area which would not meet the referral needs. It would be difficult for one In-Home worker to support families if there are conflicting schedules.

B4) -3 points The bidder didn’t identify a sufficient back-up plan to cover services if the one In-Home worker located in the geographic area were to be ill or on vacation.

3. Service Capability and Understanding – Category C (condensed RFP) Score 37/40

C1) -1 point With the bidder proposing one In-Home worker, there is concern that there would not be enough depth of staff available to address client engagement concerns in instances where the In-Home worker may have a conflict of interest or difficulty with establishing rapport with the family.

C2) -2 points The bidder provided limited knowledge of specific community agencies in the geographic area as they listed only one relevant organization by name and provided a limited list of the type of service that organization provides. All other references to community resources were general and not listed as specific organizations.

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4. Instructions for Bidders and Vendor Questions Worksheet (VQW) - Category D (condensed RFP) Score 30/30

IV. Technical Evaluation Summary

Selection Criteria Max

Points Northern Family Intervention Services

The Lincoln Center for Family and Youth

1 Experience and Qualifications- Category A

15 14 13

2 Delivery Capability- Category B 40 40 28 3 Service Capability and

Understanding – Category C 40 38 37

4 Instructions for Bidders and Vendor Questions Worksheet (VQW) - Category D

30 30 30

Total 125 122 108

V. Technical Evaluation Summary – Number of Units Proposed

Deliverable Northern Family Intervention Services

The Lincoln Center for Family and Youth

1 In-Home Family Services

Proposed Units

4,104 (1,368 per year) 5,280 (1,760 per year)

Proposed Clients

135 (45 per year) 90 (30 per year)

Total Units 4,104 5,280 Total Clients 135 90

VI. Pricing Summary

Pricing was evaluated for the bidders who passed technical. The following is a summary of their price proposals:

Deliverable Northern Family Intervention Services

The Lincoln Center for Family and Youth

Proposed Rate / $

Proposed # of Units

Proposed Rate / $

Proposed # of Units

1 In-Home Family Services

$91.00 4,104 $70.75 5,280

2 Transportation (Mileage Reimbursement)

$51,000.00 ($17,000.00 per year)

NA $51,000.00

($17,000.00 per year)

NA

Total Bid Price $424,464.00 $424,560.00

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VII. Negotiations

VIII. Award Recommendation Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of the factors stated in the Proposal Instructions Evaluation Process section, and price.

As part of the best value determination, overall economic impact to the State of Michigan was considered and is not a determinative factor in making this award.

Award Recommendation is made to Northern Family Intervention Services in the amount of $424,560.00.