Schedule A - Statement of Work - Services Commodities.docx

Enter your company name Schedule A – Statement of Work

RFP 260000002483

Title II Grant Evaluator This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background The Juvenile Justice and Delinquency Prevention Act (JJDPA) of 2002 provides the major source of federal funding to improve states’ juvenile justice systems. The JJDPA includes four core requirements: the deinstitutionalization of status offenders (juveniles who have committed acts such as truancy or running away from home that would not be illegal for adults); the separation of juveniles and adults in secure facilities; the removal of juveniles from jails and police lockups; and reduction of the number of securely detained and confined minority juveniles where such youth are overrepresented in secure facilities.

The State of Michigan currently receives funding through the JJDPA of 2002 for the Title II Formula Grants Program. The Title II Formula Grants Program supports a continuum of juvenile justice efforts through program areas that the Office of Juvenile Justice Delinquency Prevention (OJJDP) designated for funding. These programs range from delinquency prevention, intervention, juvenile crime reduction, treatment, system improvement, aftercare, research, evaluation, and training and technical assistance.

The Michigan Committee on Juvenile Justice (MCJJ) provides advice and input on prevention and treatment of juvenile delinquency and administration of juvenile justice programs. The MCJJ is a State Advisory Group (SAG), a consultative body composed of Governor-appointed representatives. The MCJJ is required to develop and implement a juvenile justice plan that is submitted to OJJDP. They determine how the federal funds awarded by OJJDP under the Title II Formula Grants are disseminated.

Scope The Contractor must provide evaluation and technical assistance to grantees that are implementing the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention (OJJDP) Title II Formula Grants Program for the Michigan Department of Health and Human Services (MDHHS). The Contractor must provide services to the Bureau of Juvenile Justice (BJJ) and any grantees who receive grants pertaining to any of the 32 program areas designated by OJJDP under the Title II funding. These program areas can be found at: https://ojjdppmt.ojp.gov/help/titleIIdocs.html.

The Contractor must provide technical assistance to a maximum of eight grantees. The Contractor must have knowledge and experience with submitting annual performance measures data through OJJDP’s data system. MDHHS will notify the Contractor of grantees once grants are awarded. Technical assistance includes responding to telephone or email inquiries as requested and approved by the MDHHS Bureau of Juvenile Justice (BJJ) Federal Grant Unit. The Contractor must be available to receive telephone and email inquiries Monday – Friday, 8:00 am to 5:00 pm EST. The Contractor must provide workspace, supplies, vehicles, and equipment including computers and telephones. The State will not provide these items.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

General Requirements The Contractor must provide Deliverables/Services and staff and otherwise do all things necessary for or incidental to the performance of work, as set forth below.

Assist grantees with developing an evaluation plan. Evaluation plans must be submitted to MDHHS within 14 days of each Contract start date. Evaluation plans must include:

A logic model that demonstrates how the activities and components of the program relate to each other and to the goals and objectives they are trying to accomplish.

Process outcome and performance measures to determine whether the program meets its goals and objectives.

An evaluation design to determine whether the program is having its intended impact.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements AND Bidder must describe their past experience with developing evaluation plans, specifically for grants funded with Title II dollars.

Describe how you will comply with the requirement(s)

Assist grantees and MDHHS Program Manager with designing data collection forms, procedures and databases to capture and record data collected. The Contractor must:

1. Assess data collection tools and capacities of each individual grantee.

1. Provide training in data collection and technical assistance to grantees via web/and or in person meetings as needed.

1. Track feedback and questions from grantees in a customer relationship management (CRM) system or other means to accommodate each grantees’ technological resources.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements.

Describe how you will comply with the requirement(s)

Analyze required performance measure data, recommend ways to improve service delivery, and provide evaluation reports as described in section 8. Reporting.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements AND Bidder must describe their experience in collecting and analyzing performance measure data as it pertains to Title II funding.

Describe how you will comply with the requirement(s)

Provide status of the evaluation progress for each grantee at the quarterly meetings of the Michigan Committee on Juvenile Justice (MCJJ). Meetings will be held in person or via a web-based platform as agreed upon with MDHHS. Meeting attendance will be requested by the JJP staff. The Contractor must share meeting materials with the MCJJ one week prior to each meeting date.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements AND Bidder must describe past experience working with State Advisory Groups regarding Title II funding.

Describe how you will comply with the requirement(s)

Disburse, collect, and review the Quarterly Performance Measures Reports and submit them annually to the Office of Juvenile Justice Delinquency and Prevention (OJJDP) online data reporting tool. Grantees will provide quarterly performance measure reports to the Contractor. These reports will also be shared with the MCJJ before any scheduled meeting dates.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements AND Bidder must describe their knowledge and past experience with OJJDP’s data systems and performance measures.

Describe how you will comply with the requirement(s)

Make site visits to the grantees to gather information for the evaluation process. The Contractor must make a minimum of two site visits to active grantees in the first year. One site visit will be required each year during the grantee’s second- and third-year contract periods if applicable. Site visits may be done virtually as agreed upon with MDHHS. The Contractor must adhere to the site visit requirements listed below:

1. Site visit reports must be submitted to BJJ staff within two weeks after each site visit. The type of visit/interview is not fixed; one site may require multiple interviews, depending on several factors.

The estimated time per site visit varies but includes preparation as well as the visit itself. Preparation includes copying materials for the site and reviewing previous reports on the site. The actual site visit includes travel time, interview time, data verification and preparation of a site visit report (report format to be developed by the Contractor), with follow-up on questions not answered at the time of the visit. Each site visit generates a report. Time spent travelling to the site is not reimbursable by the State.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the requirements.

Describe how you will comply with the requirement(s)

Acceptance

1. MDHHS BJJ staff and management will review the monthly progress reports that are required to be submitted with the monthly invoices. The monthly reports must describe the activities and services provided each month. BJJ staff will review the progress on the deliverables to date and ensure that the services invoiced have been performed.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Project Plan The Contractor will carry out this project under the direction and control of the MDHHS Program Manager.

For this proposal: Bidder must submit its proposed project plan as described below for one grantee.

Upon Contract Award: A final in depth project plan for each of the grantees must be submitted to the MDHHS Program Manager for final approval within 14 calendar days of the Effective Date. Each work plan must be approved by the MDHHS Program Manager before implementation. Each work plan must include, at a minimum, the project period, project objectives, methodology (tasks, timeline and deliverables), and the Personnel assigned to each task.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must submit its proposed project plan as described above for one grantee.

Describe how you will comply with the requirement(s)

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at SOM Digital Standards.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Describe how you will comply with the requirement(s)

Technical Assistance Technical assistance includes responding to telephone or email inquiries as requested and approved by the MDHHS Bureau of Juvenile Justice (BJJ).. The Contractor must be available to receive telephone and email inquiries Monday – Friday, 8:00 am to 5:00 pm EST.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Reporting The Contractor must submit to the MDHHS Program Manager, the following written reports via email:

1. Site visit reports Each site visit must generate a report that will include the findings and outcomes of the information gathered for the evaluation process. The Contractor must provide report and interview formats. Site visit reports are due two weeks following the site visit.

Monthly reports Monthly reports must be in narrative format and must describe activities and services provided each month by the Contractor. All progress on the deliverables is to be stated in monthly reports submitted to JJP staff, including the estimated time remaining before completion of activities and services. The monthly report must be submitted with the monthly invoices.

Annual reports Annual reports must include a synopsis of the monthly reports provided. The Annual Report is due to the MDHHS Program Manager one year from start date of the contract and annually thereafter. All performance measure activities for the year must be reported to OJJDP on their data reporting tool as described above under 3. General Requirements, section C.

Annual reports must include information on all Contractor activities and cumulative figures including:

1. Number of onsite and virtual activities conducted.

1. Number of onsite technical assistance and trainings provided.

1. Number of attendees at onsite technical assistance or trainings.

1. Number of phone calls, email and correspondence.

Evaluation reports An Evaluation Report is due at the end of each grantee’s award year, and a final Evaluation Report is due at the end of grantee’s third year if applicable. The evaluation must include ways to improve service delivery as well as process and outcome measures. The Evaluation Report is due 60 days following the end of the grantee’s annual grant period.

Quarterly reports Once data is collected from each grantee, Contractor has 30 days to finalize quarterly reports and send them to the BJJ office. These reports must also be disbursed to members of the MCJJ.

Site visit, monthly, annual and evaluation reports must describe collection of information, organization, and analysis of collected data, and recommendations for improvements. Data collection must include mailing and telephone contact with grantees, courts and other JJ groups. Any clarifications on above reports, requested by BJJ, will be provided to the Contractor within 30 days of the request.

Bidder Response

Explain your reporting capabilities, any reporting that is included in your proposal, and any additional reporting capabilities.

Describe how you will comply with the requirement(s)

Meetings The Contractor must attend the following meetings:

1. Status updates of the evaluation progress for each grant initiative at MCJJ meetings up to four times per year. Meeting dates will be provided in advance by DHHS BJJ staff.

Annual planning meetings.

Each fiscal year the Contractor and the MDHHS Program Manager must meet to agree upon the Contract activities for the upcoming year. Meeting dates will be agreed upon between the Contractor and MDHHS Program Manager.

Meetings are preferred to be held in person but may be held via video/teleconference as agreed upon with MDHHS.

The State may request other meetings as it deems appropriate.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Contractor Program Manager The Contractor must appoint one individual specifically assigned to State of Michigan accounts who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Program Manager”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Program Manager.

Contractor Program Manager:

Phone:

Email:

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Work Hours The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 8:00 a.m. to 5:00 p.m. EST and possible night and weekend hours depending on the requirements of the project.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Key Personnel

1. The Contractor must appoint one individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within one business day.

D. The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

E. Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

Read and delete: The dollar values must be determined for each project.

1. For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $25,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

9. If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $25,000.00 credit specified above, Contractor will credit the State $833.33 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $50,000.00 per individual.

F. Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

G. The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

H. The Contractor must identify all Key Personnel that will be assigned to this contract and include the following: Insert or delete items as needed Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

1. Name and title of staff that will be designated as Key Personnel.

11. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

12. Key Personnel years of experience in the current classification.

13. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

14. Identify if each Key Personnel is a direct, subcontract, or contract employee.

15. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

16. Identify each Key Personnel’s percentage of work time devoted to this Contract.

17. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

I. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

J. Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder Response

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as add details.

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it as a separate attachment.

Disclosure of Subcontractors

1. If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

1. The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Contractor.

Of the total bid, the price of the subcontractor’s work.

Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Required Subcontractor information. Bidders must complete the table below for each anticipated subcontractor. Copy the table as many times as needed for each subcontractor. Complete the second table with the percentage of work that will be completed by all subcontractors involved.

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

Is the subcontractor a GDBE?

Whether the Bidder has a previous working experience with the subcontractor.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Work performed by subcontractors

Total percentage of work that will be performed by subcontractors: Insert %

Total percentage of subcontracted work that will be performed by GDBE subcontractors: Insert %

Price Term Pricing is firm for the entire length of the Contract.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Price Changes Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

system.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Authorizing Document The appropriate authorizing document for the Contract will be a delivery order.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Invoice Requirements All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Payment Methods The State will make payment for Contract Activities via electronic funds transfer (EFT).

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Procedure As a general policy, invoices must be forwarded to the MDHHS Program Manager with a copy to the MDHHS Bureau of Finance and Accounting at MDHHS-CPU@michigan.gov by the 30th day of the following month.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Required Functionality Relating to Data Retention, Disposal, and Retrieval

1. The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1. Retain all data for the entire length of the Contract. The information will be retained in accordance with the Records Retention and Disposal Schedule #37829 for Juvenile Justice Grant Files. These files document grants awarded to facilities, local governments, and private agencies for juvenile justice programs. These files may include applications, correspondence, financial reports, program reports, etc. The retention period is until the grant is closed out or completion of the most recent audit, whichever is later, plus three years then destroy.

Delete its data or request the deletion of its data, even data that may be stored offline or in backups.

Transfer its data back to the State or to a new vendor or new solution.

Transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

Retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

Describe how you will comply with the requirement(s)

Liquidated Damages 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 $5,000.00 and an additional $100.00 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

RFP 260000002483 1

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