S-255 ASD Occupational Therapist IFB.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000255 Solicitation Issued: July 7, 2023

Description: Occupational Therapist

Department: Arkansas School for the Deaf (ASD)

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: July 17, 2023 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Cyndle Jump Buyer’s Direct Phone Number: 501-324-9314

Email Address: Cyndle.Jump@Arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas School for the Deaf (ASD) to obtain pricing and a contract for an Occupational Therapist. This contract will be approximately thirty-eight (38) weeks, for the school year 2023-2024.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas School for the Deaf (ASD).

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Teams Meeting Link: Bid Opening S-255 : ASD, Occupational Therapist Meeting ID: 280 514 895 293 Meeting Password: ZiwPaj Dial-In Information: +1 501-244-3310,,783519434#

1.3 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGU2N2Q3MmUtNWI1OS00ZDE2LTliMDEtYzkxZjAyNGUyN2Zi%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%2262e33c0b-bc64-4404-86b5-0a7b149da0f3%22%7d tel:+15012443310,,783519434#%20

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. “ASL” means American Sign Language.

J. “NBCOT” means National Board for Certification in Occupational Therapy.

K. “OT” means Occupational Therapy/Therapist.

L. “SCPI” means Sign Communication Proficiency Interview.

M. “IEP” means Individualized Education Program.

N. “SPC” means Special Programming Conference.

O. “EPC” means Educational Programming Conference.

P. “EDR” means Existing Data Review.

1.5 PROSPECTIVE CONTRACTOR QUALIFICATIONS

A. The Arkansas School for the Deaf is looking for an Occupational Therapist with pediatrics who must have a minimum of two (2) years’ experience working with students who have multiple disabilities.

B. The Prospective Contractor shall provide a current unrestricted occupational therapist license as approved by the Arkansas state licensing board with bid submission or within three (3) calendar days when requested by OSP and/or ASD.

C. The Prospective Contractor shall provide a current NBCOT Certification with bid submission or within three (3) calendar days when requested by OSP and/or ASD.

D. The Prospective Contractor shall have a sign language competency level of Survival Plus or higher as determined by the SCPI test and willing to work towards Intermediate Plus and shall provide a copy with bid submission or within three (3) calendar days when requested by OSP and/or ASD.

1.6 CONTRACTOR REQUIREMENTS

A. Skills and abilities

1. The Contractor shall have two (2) years’ experience working with behavior modifications and execution of behavior plans.

2. The Contractor shall have experience providing treatment for the following using American Sign Language (ASL):

a. Visual Perceptual Skills

b. Motor Planning Skills

c. Fine Motor Skills

d. Sensory Processing Skills

e. Sensory Equipment and Handwriting Skills

f. Creating and implementing sensory diets

3. The Contractor shall be able to work with students ages two (2) years to eighteen (18) years, their families, and school staff.

4. The Contractor shall have strong organizational skills with attention to detail and accuracy.

5. The Contractor shall have basic computer skills to complete reports, forms, and online paperwork for meetings.

6. The Contractor shall have the ability to make adaptations in the classroom and/or dormitory for students to be successful.

7. The Contractor shall have the ability to communicate effectively and professionally with a wide variety of people.

8. The Contractor shall have the ability to handle multiple tasks in a very busy environment.

9. The Contractor shall have the ability to read and interpret documents such as safety rules, policies, incoming therapy reports, and other school documents.

10. The Contractor shall have the ability to write routine reports and correspondence electronically.

11. The Contractor shall have the ability to speak effectively before groups or others involved in the school setting to communicate needs for individual students.

12. The Contractor shall have the ability to carry out instructions furnished in written, oral or diagram form.

13. The Contractor shall have the ability to maintain regular and punctual attendance.

14. The Contractor shall be able to provide current liability insurance.

15. The Contractor shall have the ability to complete tasks in a timely manner.

B. Essential Functions and Basic Duties

1. The Contractor shall have the ability to navigate SEAS 2.0, the educational paperwork program used at ASD.

2. The Contractor shall have the ability to evaluate students while using ASL during appropriate testing protocols, tools, etc. within the timeline indicated on the student’s paperwork.

3. The Contractor shall create appropriate goals and objectives for each student to be turned in with each evaluation.

4. The Contractor shall enter each evaluation and schedule of services information into the online platform prior to meetings.

5. The Contractor shall have knowledge of due process procedures for related services for IEP students.

6. The Contractor shall schedule students onto caseload and provide therapy services according to the time indicated on the students’ IEP and/or any compensatory time required.

7. The Contractor shall provide documentation of all therapy services.

8. The Contractor shall participate in the following meetings for students as needed:

a. Staffing meetings

b. IEP meetings

c. SPC meetings

d. EPC/EDR Meetings

9. The Contractor shall provide feedback to teachers and staff regarding students’ classroom needs.

10. The Contractor shall collaborate with other disciplines to ensure quality services for students and decrease schedule conflicts.

11. The Contractor shall communicate with parents as needed.

12. The Contractor shall communicate any needs and/or concerns with the administration.

13. The Contractor shall provide any adaptive equipment or sensory equipment necessary for the student to be more successful in class.

14. The Contractor shall provide administration with updated credential(s) as needed.

15. The Contractor shall complete monthly calendars for Medicaid billing and send them to the Medicaid billing specialist on campus each month.

C. Student and Family Centered Focus

1. The Contractor shall demonstrate and follow through on commitments to students and their families.

2. The Contractor shall manage difficult and emotional situations in a professional manner.

3. The Contractor shall respond to the students’ and families’ needs promptly and in a professional manner.

4. The Contractor shall solicit staff and/or parents for feedback to improve care for students.

5. The Contractor shall respond to requests for services and assistance made by students, families and/or teachers.

D. Leadership Development

1. The Contractor shall be able to incorporate leadership principles.

2. The Contractor shall foster quality focus in others, improve processes, products, and services.

E. Organizational Support

1. The Contractor shall follow all policies and procedures provided by the ASD.

2. The Contractor shall complete administrative tasks correctly and on time.

3. The Contractor shall support the ASD goals and values.

4. The Contractor shall benefit the ASD through outside activities.

F. Professionalism

1. The Contractor shall follow instructions and respond to management’s direction.

2. The Contractor shall take responsibility for their own actions.

3. The Contractor shall complete tasks on time or notify the appropriate person with an alternate plan.

4. The Contractor shall approach and treat others in a tactful manner, regardless of their status and/or position.

5. The Contractor shall react well under pressure.

G. Quality

1. The Contractor shall demonstrate accuracy and thoroughness.

2. The Contractor shall always look for ways to improve and promote quality.

3. The Contractor shall apply feedback to improve their work performance.

4. The Contractor shall be capable of monitoring their own work to ensure quality.

H. Safety and Security

1. The Contractor shall observe and act in accordance with safety and security procedures.

2. The Contractor shall determine appropriate action beyond guidelines.

3. The Contractor shall report potentially unsafe conditions to their Supervisor.

4. The Contractor shall use equipment and material properly.

5. When training staff, the Contractor shall ensure that the trainee is using the equipment properly.

6. The Contractor shall assess and determine any equipment that can be provided for student success and instruct on how to use the equipment properly.

I. Teamwork

1. The Contractor shall be able to balance team and individual responsibilities.

2. The Contractor shall exhibit objectivity and openness to other’s views.

3. The Contractor shall give and welcome all feedback in a professional manner.

4. The Contractor shall contribute to building a positive team spirit.

5. The Contractor shall put success of the team above own interests.

6. The Contractor shall be able to build morale and group commitment to goals and objectives.

7. The Contractor shall support everyone’s efforts to succeed.

J. Physical Requirements

1. While performing the duties of this position, the Contractor shall frequently be required to speak verbally and/or use ASL.

2. The Contractor shall be required to do the following frequently on a daily basis:

a. Sit

b. Walk

c. Use hands

d. Reach out with hands and arms to aid students.

e. Stand

f. Stoop

g. Twist

h. Bend

i. Kneel

j. Crouch

k. Crawl

l. Sit on the floor and be able to stand up independently.

m. Lift and/or move up to fifty (50) pounds.

3. The Contractor shall have the following vision abilities:

a. Close Vision

b. Distance Vision

c. Color Vision

d. Peripheral Vision

e. Depth Perception

f. Ability to adjust focus

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of the resulting contract will be for one (1) school year.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis, based on the Estimated Annual Price on the Official Solicitation Price Sheet.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response on the Official Solicitation Price Sheet attached as an excel spreadsheet to the solicitation posting in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. Copy of Prospective Contractor’s Equal Opportunity Policy.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB, Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

https://arbuy.arkansas.gov/

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form, Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms): https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION