STATE OF MAINE Department of Health and Human Services Office of the Commissioner RFP#201510185 Improving Outcomes for Youth RFP Coordinator: Debra Downer, RFP Administrator 221 State Street, SHS 11 Augusta, ME 04333-0011 Tel: (207) 287-6413 E-mail: debra.downer@maine.gov From the time this RFP is issued until award notification is made, all contact with the State regarding this RFP must be made through the aforementioned RFP Coordinator. No other person / State employee is empowered to make binding statements regarding this RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion. Bidders’ Conference: November 17, 2015, 1:00-3:00 p.m. 19 Union St. Rm. 110 Augusta, ME 04330 Deadline for Submitted Questions: November 30, 2015, 5:00 p.m. local time Letter of Intent Due: December 30, 2015, 5:00 p.m. local time Proposals Due: January 28, 2016, not later than 2:00 p.m. local time Submit to: Division of Purchases Burton M. Cross Building, 111 Sewall Street, 4th Floor 9 State House Station, Augusta ME 04333-0009 TABLE OF CONTENTS PUBLIC NOTICE .........................................................................................................................................1 IMPROVING OUTCOMES FOR YOUTH................................................................................................2 PART I INTRODUCTION......................................................................................................................2 A. B. C. D. E. F. PURPOSE AND BACKGROUND .............................................................................................2 GENERAL PROVISIONS ..........................................................................................................2 ELIGIBILITY TO SUBMIT BIDS..............................................................................................3 CONTRACT TERMS ..................................................................................................................3 NUMBER OF AWARDS ............................................................................................................3 DEFINITIONS .............................................................................................................................3 PART II SCOPE OF SERVICES TO BE PROVIDED .........................................................................5 PART III KEY RFP EVENTS ...................................................................................................................7 A. B. C. D. E. TIMELINE OF KEY RFP EVENTS ...........................................................................................7 BIDDERS CONFERENCE .........................................................................................................7 QUESTIONS ...............................................................................................................................7 LETTER OF INTENT TO BID ...................................................................................................7 SUBMITTING THE PROPOSAL ...............................................................................................8 PART IV PROPOSAL SUBMISSION REQUIREMENTS ....................................................................10 A. B. PROPOSAL FORMAT ...............................................................................................................10 PROPOSAL CONTENT..............................................................................................................11 PART V PROPOSAL EVALUATION AND SELECTION ..................................................................15 A. B. C. D. EVALUATION PROCESS – GENERAL INFORMATION ......................................................15 SCORING WEIGHTS AND PROCESS .....................................................................................15 SELECTION AND AWARD ......................................................................................................17 APPEAL OF CONTRACT AWARDS........................................................................................17 PART VI CONTRACT ADMINISTRATION AND CONDITIONS .....................................................18 A. B. CONTRACT DOCUMENT ........................................................................................................18 STANDARD STATE AGREEMENT PROVISIONS ................................................................18 PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS ..........................................20 PART VIII APPENDICES ............................................................................................................................21 PROPOSAL COVER PAGE ....................................................................................................................21 COST PROPOSAL FORM .......................................................................................................................23 ECONOMIC IMPACT FORM .................................................................................................................24 Public Notice ************************************************* State of Maine Department of Health and Human Services Public Notice for RFP#201510185 Improving Outcomes for Youth The State of Maine, Department of Health and Human Services (Department), Office of the Commissioner, has an interest in supporting programs that improve employment and independence outcomes for low-income Youth. In accordance with State procurement practices, the Department is hereby announcing the publication of a Request for Proposals (RFP) #201510185 for the purchase of the aforementioned services. A copy of the RFP can be obtained by registering and downloading at the following website: http://www.maine.gov/dhhs/rfp/index.shtml or by contacting the Department’s RFP Coordinator for this project: Debra Downer, RFP Administrator. The RFP Coordinator can be reached at the following email address: debra.downer@maine.gov or mailing address: 221 State Street, State House Station 11, Augusta, ME 04333-0011. The Department encourages all interested vendors to obtain a copy of the RFP and submit a competitive proposal. A Bidders’ Conference will be held on November 17, 2015 at 19 Union St., Rm. 110, Augusta, ME 04330 A Letter of Intent to bid is due by December 30, 2015, 5:00 p.m. local time Proposals must be submitted to the State of Maine Division of Purchases, located at the Burton M. Cross Office Building, 111 Sewall Street, 4th Floor, 9 State House Station, Augusta, Maine, 04333-0009. Proposals must be submitted by 2:00 pm, local time, on January 28, 2016, when they will be opened at the Division of Purchases’ aforementioned address. Proposals not received at the Division of Purchases’ aforementioned address by the aforementioned deadline will not be considered for contract award. ************************************************* State of Maine RFP#201510185 Rev. 12/14 1 State of Maine Department of Health and Human Services RFP#201510185 Improving Outcomes for Youth PART I A. INTRODUCTION Purpose and Background The Department of Health and Human Services (Department) is seeking proposals to provide programs that focus on improving employment and independence outcomes for low-income Youth as defined in this Request for Proposals (RFP) document. Enacted by the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, the Temporary Assistance to Needy Families (TANF) program is designed for four Purposes: 1. Provide assistance to needy families so that children may be cared for in their own homes or in the homes of relatives; 2. Reduce dependency of needy families on government benefits by promoting job preparation, training, and employment; 3. Prevent and reduce out-of-wedlock pregnancies; and 4. Encourage the formation and maintenance of two-Parent families This document provides instructions for submitting proposals, the procedure and criteria by which the Provider(s) will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder(s). The Department is tasked with the administration of the TANF program and ensuring programs that receive funding help Maine residents transition from reliance on public assistance to self-sufficiency. Therefore, programs developed in relation to and funded under this RFP must focus on providing services that assist lowincome and at risk Youth within the State of Maine reach their fullest potential in securing economic stability and overall wellness. Programs may include, but are not limited to, elements of: (1) academic achievement; (2) the development of work ethic and job skills; (3) physical activity; (4) resiliency; (5) civic and community engagement; and (6) the prevention of sexual activities, drug use, and criminal behavior. B. General Provisions 1. Issuance of this RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable. 2. All proposals should adhere to the instructions and format requirements outlined in this RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements and Evaluation” section of this RFP. 3. Bidders shall take careful note that in evaluating a proposal submitted in response to this RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities. The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a statement that the State of Maine RFP#201510185 Rev. 12/14 2 4. 5. 6. 7. 8. C. proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening. The RFP and the selected Bidder’s proposal, including all appendices or attachments, shall be the basis for the final contract, as determined by the Department. Following announcement of an award decision, all submissions in response to this RFP will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.). The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to this RFP. The State of Maine Division of Purchases reserves the right to authorize other Departments to use the contract(s) resulting from this RFP, if it is deemed to be beneficial for the State to do so. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be Proposer’s/Vendor’s responsibility to determine the applicability and requirements of any such laws and to abide by them. Eligibility to Submit Bids Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to this Request for Proposals. D. Contract Term The Department is seeking a cost-efficient proposal to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFP and the contracting process. The actual contract start date will be established by a completed and approved contract. Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods of one year each, subject to continued availability of funding and satisfactory performance. The term of the anticipated contract, resulting from this RFP, is defined as follows: Period Initial Period of Performance Renewal Period #1 Renewal Period #2 E. Start Date 4/1/2016 4/1/2017 4/1/2018 End Date 3/31/2017 3/31/2018 3/31/2019 Number of Awards The Department anticipates making multiple award(s) as a result of this RFP process. F. Definitions and Acronyms The following terms shall have the meaning indicated below as referenced in this RFP: BASIC ACRONYMS Department State of Maine Department of Health and Human Services PRWORA Personal Responsibility and Work Opportunity Reconciliation Act State State of Maine TANF Temporary Assistance to Needy Families State of Maine RFP#201510185 Rev. 12/14 3 1. Family Any combination of at least two persons, one being a minor child and the other being an adult at least 18 years of age, that live together on a permanent basis. 2. Parent A mother or father of a minor child whether the Parent is married, unmarried, or never-married and without regard to the living arrangement of the Parent in relation to the child. 3. Youth A minor child under the age of 18. State of Maine RFP#201510185 Rev. 12/14 4 PART II SCOPE OF SERVICES A. General 1. Eligibility to Receive Services Bidders are required to demonstrate that the activities or services performed in the program can be reasonably calculated to accomplish Purposes Three or Four of the TANF program (listed on page 2 of this RFP). For example, there is a clear statistical relationship between staying in school and lower teen pregnancy rates. Thus, we would conclude that special initiatives to keep teens in school are reasonably related to the third purpose of TANF – to reduce out-of-wedlock pregnancies. Services rendered under this RFP are not restricted to families who (1) currently receive or (2) have previously received welfare assistance. Bidders are encouraged to think beyond traditional welfare services and recipients when considering the population served by their service delivery model. 2. Non-Allowable Services There are restrictions regarding the use of federal TANF funds, which exclude certain types of services from receiving funding under this RFP. Even if otherwise consistent with the stated goals and service objectives outlined within the RFP, programs which include the following services shall not be considered for funding: a. Adjudicated minors who are housed in secure facilities; b. Payment or provision of basic needs—either direct or indirect—such as housing, cash or cash stipends and food; and c. Medical services other than pregnancy prevention. B. Requirements The awarded Bidder will deliver a comprehensive program which provides services focused on addressing the needs of low-income and at-risk Youth within the State and assisting them in achieving economic stability and overall wellness. Services provided under the Temporary Assistance for Needy Families (TANF) program are designed to help needy families achieve self-sufficiency. Funds granted under this RFP may be used to support activities that address either or both of the TANF program purposes, which are: 1. Purpose 3: Prevent and reduce the incidence of out-of-wedlock pregnancies. 2. Purpose 4: Encourage the formation and maintenance of two-Parent families. In addition, the activities selected to support those purposes must yield outcomes promoting one or more of the state’s goals of the TANF program pertaining to Youth services. These priority goals include: 1. 2. 3. 4. 5. 6. Academic achievement; Resiliency; The development of work ethic and job skills; Physical activity; Civic and community engagement, including volunteerism; and The prevention of sexual activities, drug use, and criminal behavior. State of Maine RFP#201510185 Rev. 12/14 5 Bidders are encouraged to include a component to recognize Youth for their accomplishments in the proposed program. Bidders who accept funding, under this RFP through Maine’s TANF program, are also required to: 1. Demonstrate that funds used to support the administration of the program do not exceed 15% of the amount of the grant awarded; 2. Report to the Department on progress, desired indicators, and outcomes through a variety of approved data sources during the contract year, as scheduled and instructed by the Department; and 3. Demonstrate the capacity to effectively manage the administrative and fiscal responsibilities of the grant program, which includes adhering to the federal and state reimbursement requirements, meeting grant reporting deadlines, and assuring accuracy of all required data. C. Performance Based Contracting The Department is committed to securing services that are the highest quality, delivered in an effective and efficient manner, and have clearly measurable outcomes. State law requires that services contracted for by the Department of Health and Human Services be “performance-based.” The Maine State Legislature defines performance contracting as: An agreement for the purchase of direct client services employing a client-centered, outcome-oriented process that is based on measurable performance indicators and desired outcomes and includes the regular assessment of the quality of services provided. The intent is to focus on the improvement of outcomes (results) for the persons who use the services rather than outputs (levels of effort). Proposals will be evaluated for the degree of responsiveness in meeting these desired goals and outcomes. The Department’s Strategic Goals that could align with this Request for Proposals (RFP) are: 1. 2. 3. 4. Improve individual and public health; Improve self-sufficiency of individuals and families; Improve school-aged children’s ability to succeed Ensure efficient use of resources to achieve quality outcomes For the complete Department strategic plan, please refer to: http://www.maine.gov/dhhs/documents/DHHS-Strategic-Plan.pdf State of Maine RFP#201510185 Rev. 12/14 6 PART III A. KEY RFP EVENTS Timeline of Key RFP Events Event Name Bidders’ Conference Due Date for Receipt of Written Questions Due Date for Letter of Intent Due Date for Receipt of Proposals Estimated Contract Start Date (subject to change) B. Event Date and Time November 17, 2015, 1:00-3:00 p.m. November 30, 2015 at 5:00pm, local time December 30, 2015 at 5:00pm, local time January 28, 2016 at 2:00pm, local time April 1, 2016 Bidders Conference The Department will sponsor a Bidders’ Conference concerning this RFP beginning at the date and time shown in the timeline above. The Bidders’ Conference will be held at 19 Union St., Rm 110, Augusta, ME 04330. The purpose of the Bidders’ Conference is to answer and/or field questions, clarify for potential Bidders any aspect of the RFP requirements that may be necessary and provide supplemental information to assist potential Bidders in submitting responses to the RFP. Although attendance at the Bidders’ Conference is not mandatory, it is strongly encouraged that interested Bidders attend. C. Questions 1. General Instructions a. It is the responsibility of each Bidder to examine the entire RFP and to seek clarification in writing if the Bidder does not understand any information or instructions. b. Questions regarding the RFP must be submitted in writing and received by the RFP Coordinator listed on the cover page of this RFP document as soon as possible but no later than the date and time specified in the timeline above. c. Questions may be submitted by e-mail, and include the RFP Number and Title in the subject line. The Department assumes no liability for assuring accurate/complete/on time e-mail transmission and receipt. d. Include a heading with the RFP Number and Title. Be sure to refer to the page number and paragraph within this RFP relevant to the question presented for clarification, if applicable. 2. Summary of Questions and Answers: Responses to all substantive and relevant questions will be compiled in writing and distributed to all registered, interested persons by e-mail no later than seven (7) calendar days prior to the proposal due date. Only those answers issued in writing by the RFP Coordinator will be considered binding. The Department reserves the right to answer or not answer any question received. D. Letter of Intent to Bid 1. Letter of Intent Due: Bidders interested in submitting a proposal are required to submit a Letter of Intent to Bid. Letters of Intent must be submitted and received by the RFP Coordinator listed on the cover page of this RFP document as soon as possible, but no later than the date and time specified in the timeline specified in Part III.A. State of Maine RFP#201510185 Rev. 12/14 7 PLEASE NOTE: Failure to submit a Letter of Intent to Bid in accordance with the specifications and timeline in this RFP will automatically result in disqualification from the bidding process. There are no exceptions for postmarks. The Department will not accept proposals from Bidders unless they have submitted a Letter of Intent. Sending an item by either Certified or Return Receipt Requested may not validate receipt at the specified address by the stated deadline. 2. Content: The Letter of Intent should be no more than two (2) pages in length, on official business stationary and include the following: a. RFP number and RFP title; b. Legal business name of the bidding organization; c. Complete mailing address; d. Chief Executive and Contact Person; e. Telephone, fax numbers and email address for the Chief Executive and Contact Person; f. Brief description of Bidders’ experience and ability to perform work required; g. Signature of a person authorized to enter into contractual agreements with the Department on behalf of the organization (i.e. a Chief Executive, as identified above). 3. Submission: Letters of Intent may be sent regular mail or e-mail. Bidders are responsible for allowing adequate time for delivery. The Department assumes no liability for assuring accurate/complete/on time e-mail transmission and receipt. E. Submitting the Proposal 1. Proposals Due: Proposals must be received no later than 2:00 p.m. local time, on the date listed in the timeline above, at which point they will be opened. Proposals received after the 2:00 p.m. deadline will be rejected without exception. 2. Mailing/Delivery Instructions: PLEASE NOTE: The proposals are not to be submitted to the RFP Coordinator at the requesting Department. The official delivery site is the State of Maine Division of Purchases (address shown below). a. Only proposals received at the official delivery site prior to the stated deadline will be considered. Bidders submitting proposals are responsible for allowing adequate time for delivery. Proposals received after the 2:00 p.m. deadline will be rejected without exception. Postmarks do not count and fax or electronic mail transmissions of proposals are not permitted unless expressly stated in this RFP. Any method of hardcopy delivery is acceptable, such as US Mail, in-person delivery by Bidder, or use of private courier services. b. The Bidder must send its proposal in a sealed package including one original and 6 copies of the complete proposal. Please clearly label the original. One electronic copy of the proposal must also be provided on CD or flash drive with the complete narrative and attachments in MS Word format. Any attachments that cannot be submitted in MS Word format may be submitted as Adobe (.pdf) files. c. Address each package as follows (and be sure to include the Bidder’s full business name and address as well as the RFP number and title): State of Maine RFP#201510185 Rev. 12/14 8 Bidder Name/Return Address Division of Purchases Burton M. Cross Building, 4th Floor 111 Sewall Street 9 State House Station Augusta ME 04333-0009 Re: RFP#201510185 State of Maine RFP#201510185 Rev. 12/14 9 PART IV PROPOSAL SUBMISSION REQUIREMENTS This section contains instructions for Bidders to use in preparing their proposals. The Bidder’s proposal must follow the outline used below, including the numbering and section and sub-section headings as they appear here. Failure to use the outline specified in this section or to respond to all questions and instructions throughout this document may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department and its evaluation team for this RFP have sole discretion to determine whether a variance from the RFP specifications should result in either disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in this RFP will, at best, be considered minimally responsive. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s experience and ability to perform the requirements specified throughout this document. A. Proposal Format 1. For clarity, the proposal should be typed or printed. Proposals should be single-spaced with 1” margins on white 8 ½” x 11” paper using a font no smaller than 12 point Times New Roman or similar. 2. All pages should be numbered consecutively beginning with number 1 on the first page of the narrative (this does not include the cover page or table of contents pages) through to the end, including all forms and attachments. For clarity, the Bidder’s name should appear on every page, including Attachments. Each Attachment must reference the section or subsection number to which it corresponds. 3. Bidders are asked to be brief and to respond to each question and instruction listed in the “Proposal Submission Requirements” section of this RFP. Number each response in the proposal to correspond to the relevant question or instruction of the RFP. The proposal should be limited to a maximum total of twenty-five (25) pages. Pages provided beyond the aforementioned maximum amount will not be considered during evaluation. 4. The following proposal elements, if applicable/requested, will not be counted as part of the maximum total number of pages allowed for the proposal: proposal cover page, table of contents, financial forms, any required attachments, appendices, or forms provided by the Department in the RFP, organizational charts, job descriptions, or staff résumés. 5. The Bidder may not provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Any material exceeding the proposal limit will not be considered in rating the proposals and will not be returned. Bidders shall not include brochures or other promotional material with their proposals. Additional materials will not be considered part of the proposal and will not be evaluated. 6. Include any forms provided in the application package or reproduce those forms as closely as possible. All information should be presented in the same order and format as described in the RFP. 7. It is the responsibility of the Bidder to provide all information requested in the RFP package at the time of submission. Failure to provide information requested in this RFP may, at the discretion of the Department’s evaluation review team, result in a lower rating for the incomplete sections and may result in the proposal being disqualified for consideration. 8. Bidders should complete and submit the proposal cover page provided in Appendix A of this RFP and provide it with the Bidder’s proposal. The cover page must be the first page of the proposal package. It is important that the cover page show the specific information requested, including Bidder address(es) and other details listed. The proposal cover page shall be dated and signed by a person authorized to enter into contracts on behalf of the Bidder. State of Maine RFP#201510185 Rev. 12/14 10 B. Proposal Contents Section I: Organizational Information 1. Overview of the Organization a. Present a brief statement of qualifications and short summary of relevant experience. If subcontractors are to be used, provide a list that specifies the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications. b. Attach a list of the current Board of Directors or other governing body whose membership represents the area served. c. Attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past 12 months in which Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome. 2. Organization Location and Licensure a. Identify the location of the organization headquarters. As applicable, describe the location where services will be provided or from which the contract will be managed. b. Attach documentation of any applicable Maine licensure requirements (or any specific credentials required). c. Attach a certificate of insurance on a standard Acord form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with this contract. 3. Organizational Experience Briefly describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific work required by the RFP and any special or unique characteristics of the organization which would make it especially qualified to perform the required work activities. Include similar information for any subcontractors. 4. Description of Experience with Similar Projects Provide a concise description of three projects that occurred within the past five years which reflect experience and expertise needed in performing the functions and achieving the outcomes described in the “Scope of Services” portion of this RFP. For each of the three examples provided, list a contact person’s name and telephone number. Please note that contract history with the State of Maine, whether positive or negative, may be considered in rating proposals even if not provided by the Bidder. 5. Key Personnel and Qualifications a. Attach a project organization chart indicating key staff including any subcontractors for this service including staff functions and reporting relationship to other elements of the Bidder’s organization. b. Identify those key position(s) with sufficient operational authority to act as direct contact(s) to the Department. At a minimum, the Bidder shall identify a project lead position. The Bidder must also list which project staff will be transitional (if any) or permanent. Attach résumés and/or job descriptions consistent with the organization chart requested above. 6. Financial Stability a. Provide demonstration of adequate financial resources for performance of the contract or the ability to obtain such resources. This also includes demonstrating the Bidder’s ability to comply with net 30 payment terms as referenced in Part VI.B.2. State of Maine RFP#201510185 Rev. 12/14 11 b. As Attachment 8, include copies of the Bidder’s audited financial statements for three most recent years, including, but not limited to (as applicable): i. American Institute of Certified Accountants Statements on Auditing Standards (SAS) No. 70 Service Organizations) audit; ii. Federal A-133 Single Audit; and iii. Maine Uniform Accounting and Audit Practices for Community Agencies (MAAP) audit. Section II: Proposed Services 1. Need for Program a. Provide an overview of the assessment of need for the proposed program; cite all data sources (including both quantitative and qualitative data sources). b. Describe how the proposed program will address the needs of TANF participants and low-income and at-risk Youth as well as how the program will improve employment and independence outcomes for these participants. c. Explain how the program has been proven to be effective based on one or more of the following principles: i. Scientifically based research; ii. An assessment of objective data regarding the need for such programs; and/or iii. A set of performance measures aimed to ensure high-quality services are rendered. 2. Program Design and Workplan a. Describe program(s) that will be offered following the Scope of Services referenced above in Part II of this RFP. Highlight the significance, innovation, and beneficial impact of the program(s). Describe in sufficient detail the activities proposed and resources necessary to accomplish the tasks. As applicable, be sure to explain how the proposed program will recruit participants; recruit and train volunteers (including background checks as needed); deliver quality services with fidelity; collect and evaluate data; as well as have a mechanism for reporting to the Department. If subcontractors are involved, clearly identify the work each will perform. b. Construct a realistic program work plan for the program through the first twelve months. For each major program activity, specify the month(s) it will be carried out and the person(s)/position(s) responsible for each task, including those tasks assigned to subcontractors. As appropriate, highlight key deliverables and milestones resulting from each activity. 3. Program Sustainability a. Detail how the proposed program will operate beyond the life of the TANF grant to continue addressing the needs of a larger population of low-income Youth. In particular, provide a picture of the capacity at which the program could remain sustainable. b. As applicable, include as Attachment 9 Letters of Commitment or Contribution from community partners. 4. Objectives, Outcomes, and Evaluation a. State up to four most important program objectives. For each objective, cite: i. the related strategic plan goal of the Department (http://www.maine.gov/dhhs/documents/DHHS-Strategic-Plan.pdf), ii. the Department’s TANF priorities for low-income and at-risk Youth, and iii. the measurable intended outcome(s). Where possible, indicate if this is a state-level or national benchmark. State of Maine RFP#201510185 Rev. 12/14 12 b. For each intended outcome, specify the baseline and targets the Bidder will use to understand if the program was effective. Bidders may include a logic model as an optional Attachment. (Please note: The optional logic model will not count against the narrative page limit stated in PART IV, Section A., subsection 3.) c. Provide semiannual targets for the following process measures: i. Number of Youth Participating and those Newly Enrolled during the reporting period ii. Number of Participating Families (if that unit of measure applies to the programming) iii. Type and Number of activities planned/held iv. Number of expected participants for each proposed activity Bidders will be expected to provide outcome and process measure data semiannually. d. Describe how and how often the Bidder will collect and analyze data. Describe processes for continuous quality improvement. Section III: Cost Proposal 1. General Instructions a. The Bidder must submit a cost proposal that covers the initial twelve-month period of the contract. Please use the expected contract start date of 4/1/2016 and an end date of 3/31/2017 in preparing this section. b. The cost proposal shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFP requirements. c. Failure to provide the requested information and to follow the required cost proposal format provided in Appendix B may result in the exclusion of the proposal from consideration, at the discretion of the Department. d. No costs related to the preparation of the proposal for this RFP or to the negotiation of the contract with the Department may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included. e. TANF funds do not allow for indirect costs in excess of 15%. Please be sure that it is reflected as such in the budget. 2. Budget Forms: Bidders are to complete and submit budget forms to provide a detailed breakdown of expenses in performing the services as described in this RFP and in the Bidder’s proposal. The budget forms can be found at the following website in the section titled “Rider F Budget Forms”: Budget Form – Cost Settled: http://www.maine.gov/dhhs/contracts/contract-2016/index.html 3. Budget Narrative: Bidders are to include a detailed budget narrative and supporting documentation to explain the basis for determining the expenses submitted on the budget forms. For each broad expense category, indicate the associated program objectives for which the expenses will be incurred. (Please note: The budget narrative will not count against the narrative page limited stated in PART IV, Section A., subsection 3.) State of Maine RFP#201510185 Rev. 12/14 13 Section IV: Economic Impact within the State of Maine Using the form in Appendix C, the Bidder is required to describe the Bidder’s recent and anticipated economic impact upon and within the State of Maine. The use of economic impact in making contract award decisions is required in accordance with Executive Order 2012-004, which states that certain service contracts “…advertised for competitive bid shall include scoring criteria evaluating the responding Bidder’s economic impact on the Maine economy and State revenues.” Section V: Required Proposal Attachments The following documents must be attached to the back of each Bidder’s proposal in the order as numbered below. The documents will be reviewed and rated by the Department’s evaluation team. 1. Attachment 1: Organization Board of Directors/Governing Body 2. Attachment 2: Litigation (Current and/or past litigation or “None”) 3. Attachment 3: Licensure Documents (if applicable) 4. Attachment 4: Liability Insurance 5. Attachment 5: Project Organizational Chart 6. Attachment 6: Job Descriptions for Positions Consistent with the Organizational Chart 7. Attachment 7: Staff Resumes 8. Attachment 8: Audited Financial Statements 9. Attachment 9: (Optional) Letters of Commitment/Contribution 10. Attachment 10: (Optional) Program Logic Model State of Maine RFP#201510185 Rev. 12/14 14 PART V PROPOSAL EVALUATION AND SELECTION Evaluation of the submitted proposals shall be accomplished as follows: A. Evaluation Process - General Information 1. An evaluation team, comprised of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP, and in accordance with the most advantageous cost and economic impact considerations (where applicable) for the State. 2. Officials responsible for making decisions on the selection of a contractor shall ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal best satisfies the criteria of the RFP at a reasonable/competitive cost. 3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders if needed to obtain clarification of information contained in the proposals received, and the Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations. Interviews/presentations are not required, and changes to proposals will not be permitted during any interview/presentation process. Therefore, Bidders should submit proposals that present their costs and other requested information as clearly and completely as possible. B. Scoring Weights and Process 1. Scoring Weights: The score will be based on a 100 point scale and will measure the degree to which each proposal meets the following criteria. Applications without the below sections completed may be disqualified. a. General Information (Pass/Fail) i. Proposal Cover Sheet (Pass/Fail) ii. Debarment, Performance, and Non-Collusion Certification (Pass/Fail) b. Section I. Organizational Information (28 points) Includes all elements addressed above in Part IV, Section I. i. Overview of the Organization (3 Points) ii. Organization Location and Licensure (3 Points) iii. Organizational Experience (6 Points) iv. Description of Experience with Similar Projects (5 Points) v. Key Personnel and Qualifications (6 Points) vi. Financial Stability (5 Points) c. Section II. Proposed Services (32 points) Includes all elements addressed above in Part IV, Section II. i. Need for Program (6 Points) ii. Program Design and Workplan (10 Points) iii. Program Sustainability (6 Points) iv. Objectives, Outcomes, and Evaluation (10 Points) d. Section III. Cost Proposal (30 points) Includes all elements addressed above in Part IV, Section III. i. Budget Forms (25 Points) ii. Budget Narrative and Documentation (5 Points) State of Maine RFP#201510185 Rev. 12/14 15 e. Section IV. Economic Impact Within the State of Maine (10 points) Includes all elements addressed above in Part IV, Section IV. i. Recent Economic Impact (5 Points) ii. Projected Economic Impact (5 Points) 2. Scoring Process: The review team will use a consensus approach to evaluate the bids. Members of the review team will not score the proposals individually but instead will arrive at a consensus as to assignment of points on each category of each proposal. The contract award(s) will be made to the Bidder(s) receiving the highest number of evaluation points, based upon the proposals’ satisfaction of the criteria established in the RFP. The Cost and Economic Impact sections will be scored according to a mathematical formulas described below. 3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in this RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 25 points Proposals with higher bids values will be awarded proportionately fewer points calculated in comparison with the lowest bid. The scoring formula is: (Lowest submitted cost proposal / Cost of proposal being scored) x 25 = pro-rated score The remaining five (5) points allocated to the Cost Proposal will be used to evaluate the responsiveness of the narrative material and supporting documentation contained with this section including: accuracy and reasonableness (assumptions used in calculating the costs), budget and financial stability. [See Appendix B] No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal. 4. Scoring the Economic Impact: The Economic Impact for this RFP will be assigned a score according to a mathematical formula. Recent Economic Impact: The highest recent economic impact will be awarded 5 points. Proposals with lower recent economic impact will be awarded proportionately fewer points calculated in comparison with the highest impact. The Recent Economic Impact scoring formula is: (Recent Economic Impact proposal being scored / Highest submitted recent Economic Impact proposal) x 5 = pro-rated score Projected Economic Impact: The highest projected economic impact will be awarded 5 points. Proposals with lower projected economic impact will be awarded proportionately fewer points calculated in comparison with the highest projected economic impact. The Projected Economic Impact scoring formula is: (Projected Economic Impact proposal being scored / Highest submitted projected Economic Impact proposal) x 5 = pro-rated score State of Maine RFP#201510185 Rev. 12/14 16 *Projected Economic Impact is to be based solely on the resulting contract should the Bidder be awarded the contract for these services. Please note: If the State determines that the Bidder’s recent and/or projected economic impact information is deemed to be substantially inaccurate, then the State may not award any points for economic impact to that Bidder for the applicable section(s). 5. Negotiations: The Department reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of service as presented in the selected proposal. Such negotiations may not significantly vary the content, nature or requirements of the proposal or the Department’s Request for Proposals to an extent that may affect the price of goods or services requested. The Department reserves the right to terminate contract negotiations with a selected respondent who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion. C. Selection and Award 1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Purchases Review Committee. 2. Notification of contractor selection or non-selection will be made in writing by the Department. 3. Issuance of this RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to this request, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder. 4. The Department reserves the right to reject any and all proposals or to make multiple awards. D. Appeal of Contract Awards Any person aggrieved by the award decision that results from this RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: http://www.maine.gov/purchases/policies/120.shtml). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award. State of Maine RFP#201510185 Rev. 12/14 17 PART VI A. CONTRACT ADMINISTRATION AND CONDITIONS Contract Document 1. The successful Bidder will be required to execute a contract in the form of a State of Maine Agreement to Purchase Services (BP54). A list of applicable Riders is as follows: Rider A: Specification of Work to be Performed Rider B: Method of Payment and Other Provisions Rider C: Exceptions to Rider B Rider D: Debarment, Performance, and Non-Collusion Certification Rider E: Required Assurances Rider G: Identification of Country in Which Contracted Work Will Be Performed The complete set of standard BP54 contract documents may be found on the Division of Purchases website at the following link: http://www.maine.gov/purchases/info/forms/BP54.doc Other forms and contract documents commonly used by the State can be found on the Division of Purchases website at the following link: http://www.maine.gov/purchases/info/forms.html 2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Purchases Review Committee. Contracts are not considered fully executed and valid until approved by the State Purchases Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i): http://www.maine.gov/purchases/policies/110.shtml This provision means that a contract cannot be effective until at least 14 days after award notification. 3. The Department estimates having a contract in place by April 1, 2016. The State recognizes, however, that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Purchases Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date may need to be adjusted, if necessary, to comply with mandated requirements. 4. In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine. B. Standard State Agreement Provisions 1. Agreement Administration a. Following the award, an Agreement Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the successful Bidder in the finalization of the contract. b. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion. State of Maine RFP#201510185 Rev. 12/14 18 2. Payments and Other Provisions The State anticipates paying the Contractor on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFP. State of Maine RFP#201510185 Rev. 12/14 19 PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS 1. Appendix A – State of Maine Proposal Cover Page and Debarment, Performance, and NonCollusion Certification 2. Appendix B – Cost Proposal 3. Appendix C – Economic Impact Form 4. http://www.aspe.hhs.gov/poverty/index.shtml 5. http://www.maine.gov/dhhs/documents/DHHS-Strategic-Plan.pdf State of Maine RFP#201510185 Rev. 12/14 20 PART VIII APPENDICES Appendix A: State of Maine Department of Health and Human Services RFP#201510185 Improving Outcomes for Youth PROPOSAL COVER PAGE Bidder’s Organization Name: Chief Executive - Name/Title: Tel: Fax: E-mail: Headquarters Street Address: Headquarters City/State/Zip: (provide information requested below if different from above) Lead Point of Contact for Proposal - Name/Title: Tel: Fax: E-mail: Street Address: City/State/Zip: Proposed Cost: The proposed cost listed above is for reference purposes only, not evaluation purposes. In the event that the cost noted above does not match the Bidder’s detailed cost proposal documents, then the information on the cost proposal documents will take precedence. • • • • This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening. No personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal. No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal. The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization. State of Maine RFP#201510185 Rev. 12/14 21 Debarment, Performance, and Non-Collusion Certification By signing this document I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal: a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency. b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for: i. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract. ii. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; iii. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and iv. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default. c. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department. To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission. Name: Title: Authorized Signature: Date: State of Maine RFP#201510185 Rev. 12/14 22 Appendix B: State of Maine Department of Health and Human Services RFP#201510185 Improving Outcomes for Youth COST PROPOSAL Bidder’s Organization Name: ______________________________________________________________ Budget Forms Bidders are to complete and submit budget forms to provide a detailed breakdown of expenses in performing the services as described in this RFP and in the Bidder’s proposal. The budget forms can be found at the following website in the section titled “Rider F.” Bidders are to use the “Budget Form - Cost Settled” and accompanying instructions: http://www.maine.gov/dhhs/contracts/contract-2016/index.html Budget Narrative a. Describe the amount of funding required to effectively achieve your proposed performance targets. b. Provide a detailed narrative that illustrates how each line item within the budget will support the deliverables outlined in the Specifications of Work to be Performed (Part II). c. The budget narrative must align with and provide an explanation of the content included in each of the budget forms. State of Maine RFP#201510185 Rev. 12/14 23 Appendix C: State of Maine Department of Health and Human Services RFP#201510185 Improving Outcomes for Youth ECONOMIC IMPACT FORM Instructions In addition to all other information requested within this RFP, each Bidder should complete the tables below to quantify the Bidder’s economic impact upon and within the State of Maine. The use of economic impact in making contract award decisions is outlined in Executive Order 2012-004, which states that certain contracts “…advertised for competitive bid shall include scoring criteria evaluating the responding Bidder’s economic impact on the Maine economy and State revenues.” For the purposes of this RFP, the term “economic impact” shall be defined as the “Economic Impact Factors” listed in the table below. To complete the “economic impact” section of the Bidder’s response, the Bidder shall provide the information requested, describing the Bidder’s recent economic impact with the State of Maine and, separately, the projected economic impact with the State of Maine that would specifically result from the awarded contract only, should the Bidder be selected. Recent Economic Impact (past 12-month period) Factors Expressed in Dollars Economic Impact Factors Salaries paid to Maine residents in past 12-month period Payments made to Maine-based subcontractors in past 12-month period Payments of State and local taxes in Maine within past 12-month period Payments of State licensing fees in Maine within past 12-month period Total Recent Economic Impact $ $ $ $ $ Projected Economic Impact (future 12-month period following contract award) Factors Expressed in Dollars Economic Impact Factors Salaries to be paid to Maine residents in future 12-month period Payments to be made to Maine-based subcontractors in future 12-month period Payments of State and local taxes in Maine to be made in future 12-month period Payments of State licensing fees in Maine to be made in future 12-month period Total Projected Economic Impact only from awarded contract, if selected State of Maine RFP#201510185 Rev. 12/14 $ $ $ $ $ 24 For the tables above, the following definitions are provided: • “Maine resident”: any person whose primary residence is located within the State of Maine. • “Maine-based”: any organization whose primary operations are located within the State of Maine. • “Past 12-month period”: the past 12-months, starting on the date that the RFP was publicly released. • “Future 12-month period”: a projection for the future 12-month period, starting upon the “Estimated Contract Start Date” (PART III, A. of RFP). Certification Statement To the best of my knowledge, all information provided in the State of Maine Economic Impact Form is complete and accurate at the time of submission and I confirm that I am authorized to make such a determination on behalf of my organization. Name: Title: Authorized Signature: Date: State of Maine RFP#201510185 Rev. 12/14 25