Maryland’sHumanServicesAgency
DepartmentofHumanResources
Allegany County Department of Social Services
INVITATION FOR BIDS (IFB)
SOLICITATION NO.ACDSS/IHAS/15-001-S
Issue Date: May 8, 2014
IN HOME AIDE SERVICES (IHAS)
NOTICE
A Prospective Bidder that has received this document from the DHR website or or that has received this document from a source other than the Procurement Officer, and that wishes to assure receipt of any changes or additional materials related to this IFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the IFB or other communications can be sent to the Prospective Bidder.
Minority Business Enterprises Are Encouraged to Respond to this Solicitation
STATE OF MARYLAND
NOTICE TO VENDORS
In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Contract, please email or fax this completed form to the attention of the Procurement Officer (see the Key Information Sheet below for contact information).
Title: IN-HOME AIDE SERVICES (IHAS)
Solicitation No: ACDSS/IHAS/15-001-S
1.If you have chosen not to respond to this solicitation, please indicate the reason(s) below:
( )Other commitments preclude our participation at this time.
( )The subject of the solicitation is not something we ordinarily provide.
( )We are inexperienced in the work/commodities required.
( )Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)
( )The scope of work is beyond our present capacity.
( )Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)
( )We cannot be competitive. (Explain in REMARKS section.)
( )Time allotted for completion of the Bid/Proposal is insufficient.
( )Start-up time is insufficient.
( )Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)
( )Bid/Proposal requirements (other than specifications) are unreasonable or too risky.
(Explain in REMARKS section.)
( )MBE or VSBE requirements. (Explain in REMARKS section.)
( )Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)
( )Payment schedule too slow.
( )Other:______
2.If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).
REMARKS: ______
______
Vendor Name: ______Date: ______
Contact Person: ______Phone (____) _____ - ______
Address: ______
E-mail Address: ______
STATE OF MARYLAND
Department of Human Resources
Allegany County Department of Social Services
IFB KEY INFORMATION SUMMARY SHEET
Invitation for Bids:IN-HOME AIDE SERVICES (IHAS)
Solicitation Number:ACDSS/IHAS/15-001-S
IFB Issue Date:May 8, 2014
IFB Issuing Office:Department of Human Resources
Allegany County Department of Social Services
Procurement Officer:Pat Marsch, Procurement Officer
Allegany County Department of Social Services
One Frederick Street
Cumberland, MD 21502
Phone: 301-784-7170
Fax: 301-784-7243
Email:
State Project Manager:John Sangiovanni, Assistant Director of Child Welfare and Adult Services
Allegany County Department of Social Services
One Frederick Street
Cumberland, Maryland 21502
Telephone 301-784-7102
Fax : 301-784-7243
E-mail:
Bids are to be sent to:Allegany County Department of Social Services
One Frederick Street
Cumberland, Maryland 21502
Attention: Pat Marsch
Pre-Bid Conference:May 21, 2014 10:00 a.m. Local Time
One Frederick Street, Cumberland, MD 21502
Room 240A
Closing Date and Time:May 29, 2014 4:00 p.m. Local Time
Public Bid Opening:June 3, 2014 3:00 p.m. Local Time
One Frederick Street, Cumberland, MD 21502
Room 240C
MBE Subcontracting Goal:0 %
VSBE Subcontracting Goal:0 %
Table of Contents
SECTION 1 - GENERAL INFORMATION
1.1Summary Statement
1.2Abbreviations and Definitions
1.3Contract Type
1.4Contract Duration
1.5Procurement Officer
1.6State Project Manager
1.7Pre-Bid Conference
1.8eMarylandMarketplace
1.9Questions
1.10Procurement Method
1.11Bids Due (Closing) Date and Time
1.12Multiple or Alternate Bids
1.13Receipt, Opening and Recording of Bids
1.14Confidentiality of Bids
1.15 Award Basis
1.16 Tie Bids
1.17Duration of Bid
1.18 Revisions to the IFB
1.19Cancellations
1.20Incurred Expenses
1.21Protest/Disputes
1.22Bidder Responsibilities
1.23Substitution of Personnel
1.24Mandatory Contractual Terms
1.25Bid/Proposal Affidavit
1.26Contract Affidavit
1.27Compliance with Laws/Arrearages
1.28Verification of Registration and Tax Payment
1.29False Statements
1.30Payments by Electronic Funds Transfer
1.31Prompt Payment Policy
1.32Electronic Procurements Authorized
1.33Minority Business Enterprise Goal and Subgoals
1.34Living Wage Requirements
1.35Federal Funding Acknowledgement
1.36Conflict of Interest Affidavit and Disclosure
1.37Non-Disclosure Agreement
1.38HIPAA - Business Associate Agreement
1.39Nonvisual Access
1.40Mercury and Products That Contain Mercury
1.41Veteran-Owned Small Business Enterprise Goals
1.42Location of the Performance of Services Disclosure
1.43Department of Human Resources (DHR) Hiring Agreement
SECTION 2 – MINIMUM QUALIFICATIONS
2.1Bidder Minimum Qualifications
SECTION 3 – SCOPE OF WORK
3.1Background and Purpose
3.2Scope of Work - Requirements
3.3Security Requirements
3.4Insurance Requirements
3.5Problem Escalation Procedure
3.6Invoicing
3.7MBE Reports
3.9VSBE Reports
3.9SOC 2 Type II Audit Report
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
SECTION 4 – BID FORMAT
4.1One Part Submission
4.2Labeling
4.3Bid Price Form
4.4Required Bid Submissions
4.5Reciprocal Preference
4.6Delivery
4.7Documents Required upon Notice of Recommendation for Contract Award
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
IFB ATTACHMENTS
ATTACHMENT A – CONTRACT
ATTACHMENT B – BID/PROPOSAL AFFIDAVIT
ATTACHMENT C – CONTRACT AFFIDAVIT
ATTACHMENT D – MINORITY BUSINESS ENTERPRISE FORMS
ATTACHMENT E – PRE-BID CONFERENCE RESPONSE FORM
ATTACHMENT F – BID PRICING INSTRUCTIONS
ATTACHMENT F – BID FORM
ATTACHMENT G – LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS
ATTACHMENT H - FEDERAL FUNDS ATTACHMENT
ATTACHMENT I – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE
ATTACHMENT J – NON-DISCLOSURE AGREEMENT
ATTACHMENT K – HIPAA BUSINESS ASSOCIATE AGREEMENT
ATTACHMENT L – MERCURY AFFIDAVIT
ATTACHMENT M – VETERAN-OWNED SMALL BUSINESS ENTERPRISE
ATTACHMENT N – LOCATION OF THE PERFORMANCE OF SERVICES DISCLOSURE
ATTACHMENT O – DHR HIRING AGREEMENT
ATTACHMENT P – IHAS REPORT
ATTACHMENT Q – MONTHLY IHAS REPORT
ATTACHMENT R – MONTHLY IHAS SUMMARY REPORT
ATTACHMENT S – POS ORDER
ATTACHMENT T – CARE PLAN AGREEMENT
ATTACHMENT U – PERSONAL CARE PLAN
1
11/01/2013
SECTION 1 - GENERAL INFORMATION
1.1Summary Statement
1.1.1The Allegany County Department of Social Services (ACDSS), a unit of the Maryland Department of Human Resources (DHRor the Department)is issuing this Invitation for Bids (IFB) to acquire In Home Aide Services, hereafter referred to as (IHAS), consisting of but not limited to chore, personal care, nursing evaluation and supervision, respite and transportation services provided by a licensed and/or certified staff for the purpose of promoting, maintaining or restoring health to the referred adult customers of ACDSS. These services will take place primarily in the residence of customers that are referred for services. The services may also involve accompanying the customer to appointments and/or if providing chore services, may involve trips to the grocery store, laundry facilities, etc. The required services will vary depending on the customer’s needs.
1.1.2It is the State’s intention to obtain services, as specified in this IFB, from a Contract between the selected Bidder and the State. The anticipated duration of services to be provided under this Contract is one (1) year. See IFB Section 1.4 for more information.
1.1.3The Department intends to makea single award as a result of this IFB.
1.1.4Bidders, either directly or through their subcontractor(s), shall be able to provide all services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.
1.2Abbreviations and Definitions
For purposes of this IFB, the following abbreviations or terms have the meanings indicated below:
- ACDSS – Allegany County Department of Social Services, a unit of the Department established or designated by Allegany County government pursuant to Human Services, Title 8, Subtitle 3, to ensure the implementation of a local, interagency service delivery system for children, youth, and families.
- Aide – One who assists in the home care of persons who have functional disabilities(unable to perform activities of daily living like dressing, bathing, eating, toileting) by providing personal care, chore services, transportation and escort services and respite care.
- Bid – A statement of price offered by a Bidder in response to an IFB.
- Bidder – An entity that submits a Bid in response to this IFB.
- Business Day(s) – The official Working Days of the week to include Monday through Friday. Official Working Days exclude State Holidays (see definition of “Normal State Business Hours” below).
- Care Plan – An individualized plan to meet the specific needs of the customer and identify the Aide responsible for providing the services.
- Certified Nursing Assistant (CNA) - an individual who is certified by the MarylandBoardof Nursing, who assists or performs personal care (dressing, bathing, eating toileting and any hands on activity).
- Chore Services – Meal-planning and preparation, regular housekeeping tasks, shopping, laundry, and light cleaning.
- COMAR – Code of Maryland Regulations available on-line at
- Contract – The Contract awarded to the successful Bidder pursuant to this IFB. The Contract will be in the form of Attachment A.
- Contract Commencement - The date the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works, if such approval is required. See IFBSection 1.4.
- Contractor – The selected Bidder that is awarded a Contract by the State.
- Departmentor DHR– Department of Human Resources.
- eMM – eMaryland Marketplace (see IFB Section 1.8).
- Functional Disability- A severe, chronic disability which is attributable to a mental or physical impairment or combination of mental and physical impairments incurred at any age and which is likely to continue indefinitely.
- Go-Live Date – The date when the Contractor shall begin providing all services required by this solicitation. See IFB Section 1.4.
- In-Home Aide Services (IHAS) – Personal assistance services provided to adults with Functional Disabilities in their homes in order to safely maintain theadults in their home and community. For purposes of this RFP, IHAS may also refer to DHR’s IHAS Program, that is administered pursuant to the Annotated Code of Maryland, Human Services Article, §§ 6-501 through 6-505.
- Invitation for Bids (IFB) – This Invitation for Bids solicitationissued by theAllegany County Department of Social ServicesSolicitation Number ACDSS/IHAS 15-001-S dated May 8, 2014, including any addenda.
- Key Personnel - All staff proposed to be assigned to this contract (Contractor’s Project Manager, Emergency Contact, Schedulers, Administrators, Supervisors, RegisteredNurses, CNAs/Aides).
- Legal Name – Legal name registered with the Maryland Department of Assessments and Taxation.
- Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.
- Minority Business Enterprise (MBE) – Any legal entity certified as defined at COMAR 21.01.02.01B(54) which is certified by the Maryland Department of Transportation under COMAR 21.11.03.
- Normal State Business Hours - Normal State business hours are 8:00 a.m. – 5:00 p.m. Monday through Friday except State Holidays, which can be found at: – keyword: State Holidays.
- Notice to Proceed (NTP) – A written notice from the Procurement Officer that, subject to the conditions of the Contract, work under the Contract is to begin as of a specified date. The start date listed in the NTP is the Go Live Date, and is the official start date of the Contract for the actual delivery of services as described in this solicitation. After Contract Commencement, additional NTPs may be issued by either the Procurement Officer or the Department Contract Manager regarding the start date for any service included within this solicitation with a delayed or non-specified implementation date.
- Nursing Evaluation – An assessment conducted by a Registered Nurse to determine the customer’s health care and current conditions and situation that makes him/her unable to perform activities of daily living when the applicant is in need of personal care.
- Nursing Supervisor – A registered nurse who provides on-site instruction/demonstration of personal care tasks when necessary; re-evaluates the customer as needed every 60 days; and observes and evaluates the Aide’s performance.
- Office of Health Care Quality (OHCQ) –An agency within the Department of Health and Mental Hygiene that is charged with licensing and regulating Maryland’s approximately 14,000 health care and community residential programs
- Personal Care Services – Services provided by an Aide with a CNA certification includes, but is not limited to: assistance with bathing, feeding and dressing, grooming, medication reminders, mobility, oral hygiene, toileting and transportation/escort services.
- Purchase of Service (POS)Miles - Miles from the Contractor’s office to the customer’s home and back to the office or miles from the Aide’s home to the customer’s and back.
- Procurement Officer – The State representative for the resulting Contract. The Procurement Officer is responsible for the Contract and is the only State representative who can authorize changes to the Contract. The Department may change the Procurement Officer at any time by written notice to the Contractor.
- POS Order (POS 520) – An order that identifies the type of service to be provided, begin and end dates, frequency and length of time of the services to be purchased and the total allowable bill.
- Registered Nurse (R.N.)– An individual who has completed extensive training and has passed a specific state examination qualifying her/him to perform complete nursing services and is licensed by Maryland Board of Nursing.
- State – The State of Maryland.
- State Project Manager – The State representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope.
- Total Bid Price - The Bidder’s total price for services in response to this solicitation, included in the Bid in Attachment F – Bid Form, and used in determining the recommended awardee (see IFB Section 1.15).
- Veteran-owned Small Business Enterprise (VSBE) – a business that is verified by the Center for Veterans Enterprise of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.
- Working Day(s) – Same as “Business Day(s).”
1.3Contract Type
The Contract resulting from this solicitation shall be afirm fixed price Contract, as defined in COMAR 21.06.03.02.A (1).
1.4Contract Duration
1.4.1The Contract that results from this solicitation shall commence as of the date the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works, if such approval is required (“Contract Commencement”).
1.4.3As of the Go-Live Datecontained in a Notice to Proceed (see IFB Section 1.2 definition), the Contractor shall perform all activities required by the Contract, including the requirements of thissolicitation, for the compensation described in its Bid.
1.4.4The duration of the Contract will be for the period of time from Contract Commencement to the Go-Live Date plus one (1) year from the Go-Live Date for the provision of all services required by the Contract and the requirements of this solicitation.
1.4.5The Contractor’s obligations to pay invoices to subcontractors that provided services during the Contract term, as well as the audit, confidentiality, document retention, and indemnification obligations of the Contract (see Attachment A) shall survive expiration or termination of the Contract and continue in effect until all such obligations are satisfied.
1.5Procurement Officer
The sole point of contact in the State for purposes of this solicitation prior to the award of any Contract is the Procurement Officer at the address listed below:
Pat Marsch, Procurement Officer
Allegany County Department of Social Services
One Frederick Street
Cumberland, MD 21502
Phone: 301-784-7170
Fax: 301-784-7243
Email:
The Department may change the Procurement Officer at any time by written notice.
1.6State Project Manager
The State Project Manager is:
John Sangiovanni, Assistant Director of Child Welfare and Adult Services
Allegany County Department of Social Services
One Frederick Street
Cumberland, Maryland 21502
Telephone 301-784-7102
Fax: 301-784-7243
E-mail:
The Department may change the State Project Manager at any time by written notice.
1.7Pre-Bid Conference
A Pre-Bid Conference (the Conference) will be held on May 21, 2014, beginning at 10:00 a.m. Local Time, at Allegany County Department of Social Services, Room 240A,One Frederick Street,Cumberland, Maryland 21502. All prospective Bidders are encouraged to attend in order to facilitate better preparation of their Bids.
The Conference will be summarized. As promptly as is feasible subsequent to the Conference, a summary of the Conference and all questions and answers known at that time will be distributed to all prospective Bidders known to have received a copy of this IFB. This summary, as well as the questions and answers, will also be posted on eMaryland Marketplace. See IFB Section 1.8.
In order to assure adequate seating and other accommodations at the Conference, please e-mail, mail, or fax to(301) 784-7243the Pre-Bid Conference Response Form to the attention of theProcurement Officer no later than 4:00 p.m. Local Time onMay 14, 2014. The Pre-Bid Conference Response Form is included as Attachment E to this IFB. In addition, if there is a need for sign language interpretation and/or other special accommodations due to a disability, please notify the Procurement Officer no later thanMay 14, 2014. The Department will make a reasonable effort to provide such special accommodation.
1.8eMarylandMarketplace
Each Bidder is requested to indicate its eMaryland Marketplace (eMM) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Bid submission to this IFB.
eMM is an electronic commerce system administered by the Maryland Department of General Services. In addition to using the DHR website ( and possibly other means for transmitting the IFB and associated materials, the solicitation and summary of the Pre-Bid Conference, Bidder questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMM.
In order to receive a contract award, a vendor shall be registered on eMM. Registration is free. Go to click on “Register” to begin the process, and then follow the prompts.